VP for Publications and Information Technology

Officer Duties and Descriptions: VICE PRESIDENT for PUBLICATIONS & INFORMATION TECHNOLOGY

I. Bylaws Duties
The Vice President for Publications and Information Technology shall be responsible for disseminating information to members of the Association, via print and electronic communication, which includes the Association's newsletter and directory (with support from the Vice President of Membership) and provides leadership to the development and maintenance of the Association's website. The Vice President for Publications and Information Technology chairs the Publication and Information Technology Committee.

II. Specific Duties

  1. Oversee the Association Website, Facebook, List Serves, and Other Technology
    1. Serve as the main point of contact between the Executive Board and the website provider (currently ATAC).
    2. Ensure the domain name of PACRAO.org is preserved for use by PACRAO.
    3. Review all permissions to the PACRAO website, Facebook, list serves, etc. Remove access for past board and committee members; add access to incoming board and committee members. Maintain a list of access levels for each position.
    4. Review and update web content on a continual basis. Ensure the following items are maintained on the website:
      • Association description
      • Constitution and by-laws
      • Rosters and contact information
        • Executive Board
        • Nominations & Elections Committee
        • Audit Committee
        • Local Arrangements Committee
        • Program Committee
        • Diversity Development Committee
        • PACRAO Review Editorial Board
        • Membership Development Committee
        • Publications and Information Technology Committee
      • Conference information including registration
      • Future conference locations and dates
      • Past conference programs and presentations
      • Past presidents/conferences
      • Newsletters
      • Current officers of state and provincial organizations with links
      • Links to AACRAO and other national and regional associations
      • All PACRAO documents of record
        • Minutes
        • Financial documents
        • Contracts
        • Incorporation and legal filings
    5. Assist board members with annual membership drive, exhibitor solicitation, N&E elections, conference registration, job board, and other business of the association.
    6. Assist President with production of the quarterly newsletter.
  2. Chair Publications and Information Technology Committee
    1. Select a committee, if desired. Solicit volunteers through the list serve or newsletter and other appropriate means to encourage broad representation on the committee.
    2. Arrange for a committee meeting during the Annual Conference. Chair the meeting, determine a calendar of tasks and responsibilities and assign tasks to committee members with a proposed timeline for completion.
    3. Work with the committee to determine strategies to effectively retain current members and increase membership.
  3. Conference Responsibilities
    1. Prepare and present a brief report during the Annual Business Meeting that includes an update of actives and developments during the year.
  4. Executive Board Responsibilities
    1. Serve as a voting member of the Executive Board.
    2. Participate in all Executive Board meetings, in person and via telephone.
    3. Contribute newsletter articles to the PACRAO quarterly newsletters.
    4. Write and submit three reports (one for Winter Executive Board Meeting, one for Summer Executive Board Meeting, one year-end report for the Executive Board Meeting prior to the Annual Conference).

III. Required and Optional Meetings:

  1. Annual Conference while assuming Vice President for Membership position (paid by your institution)
    1. Saturday afternoon-Sunday morning Executive Board Meeting prior to conference
    2. Sunday afternoon First-Time Attendee Session
    3. Sunday evening Opening Session
    4. Wednesday morning Annual Business Meeting
    5. Wednesday afternoon Executive Board Meeting following conference
  2. Winter Executive Board Meeting of first year (paid by PACRAO)
    1. Late January/early February at upcoming conference location, usually Friday-Sunday
  3. AACRAO Annual Meeting (optional, paid by your institution)
    1. State and Regional Officers' Meeting (free pre-conference workshop)
    2. PACRAO Executive Board Meeting for those attending AACRAO if arranged by PACRAO President
  4. Summer Executive Board Meeting of first year (paid by PACRAO)
    1. Late June to early August at conference location 18 months out, usually Friday-Sunday
  5. Annual Conference at end of first year (paid by your institution)
    1. Saturday-Sunday morning Executive Board Meeting prior to conference
    2. Sunday afternoon First-Time Attendee Session
    3. Sunday evening Opening Session
    4. Wednesday morning Annual Business Meeting
    5. Wednesday afternoon Executive Board Meeting following conference
  6. Winter Executive Board Meeting of second year (paid by PACRAO)
    1. Late January/early February at upcoming conference location, usually Friday-Sunday
  7. AACRAO Annual Meeting (optional, paid by your institution)
    1. State and Regional Officers' Meeting (free pre-conference workshop)
    2. PACRAO Executive Board Meeting for those attending AACRAO if arranged by PACRAO President
  8. Summer Executive Board Meeting of second year (paid by PACRAO)
    1. Late June to early August at conference location 18 months out, usually Friday-Sunday
  9. Annual Conference at end of second year (paid by your institution)
    1. Saturday-Sunday morning Executive Board Meeting prior to conference
    2. Sunday afternoon First-Time Attendee Session
    3. Sunday evening Opening Session
    4. Wednesday morning Annual Business Meeting

* Refer to Executive Board Calendar for specific tasks each month.

23 Jan 2015