Massachusetts Women in Public Higher Education, Inc.

Executive Board
Term of Office - Three years

Represent MWPHE as it addresses those issues affecting Massachusetts Public Higher Education and the status of women

• Conduct the affairs of MWPHE in accordance with the By-laws and the policies laid down by MWPHE

• Establish a yearly calendar and approve the program of meetings and events

• Maintain an information network for the membership

• Promote MWPHE

President
Term of Office June - May

• Call and preside over all meetings for the Executive Board

• Function as the central contact for membership in reaching the Executive Board

• Be responsible for general correspondence to the membership and heads of institutions

• Preserve in a permanent file all records, letters and other information of value to the organization to be transferred to successor at the close of the term of office

• Appoint Ad Hoc committees

• Review and maintain membership brochure

• Review publications, newsletters and other materials before distribution to at-large membership.

• In the absence of the President, the President-Elect is designated as Acting President.

Immediate Past President
Term of Office June - May

• Chair Nominating Committee

• Prepare slate with Nominating Committee in preparation of Executive Board elections.

• Work with Executive Board and Campus Coordinator Liaison to ensure strong representation of Campus Coordinators and Institutions

• Maintain record of Executive Board members' terms of office.

President -Elect
Term of Office June - May

• Assist the President.

• Propose and oversee the program for the Fall and Spring conferences

• Propose and oversee the conference venue sites and details, (i.e., menu, contract, room rentals, AV equipment, directions, etc…)

• Chair the Program Committee

• Provide final venue bill to treasure in a timely manner

• Provide and tally evaluation forms for fall and spring conferences

Treasurer
Term of Office June - May

• Have charge of all monies of the organization

• Pay all bills, which have been authorized by the Executive Board

• Keep an itemized record in a permanent file of all receipts and expenditures.

• Receive conference registrations

• Follow up on all payments (i.e., dues, conferences and retreat)

• Give a written report of the same at each business meeting

• File any official forms that may be required

• Reserve and confirm retreat site

• Coordinate room reservations, meals and payments with retreat site 


Secretary
Term of Office June - May

• Record minutes at Executive Board meeting and at each general membership business meeting, (i.e., MWPHE conferences)

• Maintain an updated mailing list of E-Board members

• Be responsible for preserving minutes of meetings and other appropriate materials of value to MWPHE and transfer them to the successor upon termination of service as secretary


Campus Coordinator Liaison
Term of Office June - May


• Identify and recruit new members.

• Identify and recruit campus coordinators for Institutions without active campus coordinators.

• Responsible for Resource Table at conferences.

• Provide information and support to Campus Coordinators

• Maintain an up-to-date database of Executive Board Members and Campus Coordinators.


Student Achievement Scholarship Awards Chair 
Term of Office June - May

• Prepare flyers and applications for the fall conference and submit them to the webmaster for posting on our website

• Distribute and promote Student Achievement Scholarship Awards (SASA) applications and other important information

• Confirm accuracy of all forms and send out letters to college presidents and chancellors with the nomination form, student application form and eligibility criteria

• Select and contact SASA committee and set date to review all properly submitted applications

• Send follow-up e-mail to all college presidents and chancellors reminding them of submissions, deadlines and the date of the spring conference

• Send notice to coordinators to reminder their college’s designee (who is responsible for selection of the student who will represent their institution) about the SASAs and upcoming deadlines

• Provide the SASA committee with all applications and instructions for selections and make decision on winners

• Notify award winners with a cc to their campus coordinator and college president/ chancellor

• Invite award winners and one guest to the spring conference

• Send SASA award winners names to Treasurer for proper award check distribution

• Notify honorable mentions with a cc to their campus coordinator (include the honorable mention certificate to the student and a copy to the campus coordinator)

• At the request of the MWPHE president or publicity chair provide any follow up information on the SASA winners

• Prepare annual SASA Chair report for Annual Retreat


Professional Development Chair
(Term of Office- June - May)

• Prepare flyers and applications for the fall conference and submit them to the webmaster for posting on our website

• Distribute and promote Professional Development (PD) applications and other important information

• Confirm accuracy of all forms and send out letters to college presidents and chancellors with the nomination form, student application form and eligibility criteria

• Send follow-up e-mail to all college presidents and chancellors reminding them of submissions, deadlines and the date of the spring conference

• Send notice to coordinators to reminder their college’s designee (who is responsible for selection of the student who will represent their institution) about the PD awards and upcoming deadlines.

• Provide the PD committee with all applications and instructions for selections and make decision on winners

• Notify award winners with a cc to their campus coordinator and college president/ chancellor

• Invite PD winners and one guest to spring conference

• Send PD award winners names to Treasurer for proper award check distribution

• At the request of the MWPHE president or publicity chair provide any follow up information on the PD winners

• Prepare annual PD Chair report for Annual Retreat

   

Public Relations Chair
(Term of Office- June - May)

• Oversee production and layout of newsletter

• Once in final draft forward to president for approval

• Produce and distribute press releases related to MWPHE issues, events and activities for fall and spring as needed

• Liaison with E-board members, Webmaster and other graphic production people to ensure timely generation and distribution of all MWPHE public relations materials

• Include web page postings of all appropriate materials produced and distributed for MWPHE as generated

• Contact local papers in the communities of where SASA winner live and send news release/ story


Webmaster (Position fall under Public Relations Chair)
(Term of Office June - May)

• Initiate and implement the initial design of the MWPHE website

• Identify and establish server space to support the MWPHE website

• Establish a file maintenance system identifying responsible reviewers

• Create new files as requested and approved by E-board members

• Upload edits and changes to the MWPHE website files as requested by the Public Relations Chair in a timely manner

• Act as a contact person for the Webmaster link and follow through on requests received in a timely manner


Photography Coordinator (Position fall under Public Relations Chair)
(Term of Office June - May)

• Routinely produce, identify and maintain photographs of all MWPHE activities and events

• Attend meetings and events or arrange for a substitute when unavailable

• Submit photos to Webmaster and newsletter contact in a timely manner

• Research, make reimbursable purchases of and maintain MWPHE photographic equipment and supplies as needed

Publication Designer
(Term of Office June - May)

• Work with Public Relations Chair to produce newsletter and program

• Annually produce at least two of each of the following in time for the fall conference in October and the spring conference in April: Newsletter, conference brochure and conference program

• Responsible for gathering the following information for the newsletter from various E-board members

• Responsible for gathering information for the conference programs from the E-board members listed below:

Volunteer Coordinator
(Term of Office June - May)

• Contact members who showed an interest in volunteering in various areas where we can use their expertise, (i.e., site location/ logistics, graphic design, raffle prizes, etc…)

• Line up volunteers to help with duties at the fall and spring conferences

• Help assist the President, President-elect and or Immediate Past President with any misc. duties if needed, (i.e., hand out and collect any documents such as surveys and nomination forms, help with registration, etc…)

COMMITTEES
All Standing and Ad Hoc Committee Chairpersons shall serve as members of the Executive Board and shall present either oral or written reports at each regular meeting of the Executive Board.

Standing Committees:
Program Committee
Shall be chaired by the President-Elect and may be composed of at least three (3) members appointed by the Executive Board (one (1) from each segment).

• Recommend sites for meetings as called for by the Executive Board in its annual calendar.

• Propose and oversee the program for the Fall and Spring conferences

• Publish and distribute program announcements and registration materials.

Nominating Committee
Shall be chaired by the Past-President and may be composed of a chairperson and at least three (3) members (one (1) from each segment appointed by the Executive Board.

• Preparation of a slate of Executive Board Members for presentation at the Spring conference and coordination of subsequent election to be conducted by written ballot in the Spring.

• Work with the Executive Board to insure identification and maintenance of strong corps of campus coordinators.

Public Relations Committee
May be composed of a chairperson and at least three (3) members (one (1) from each segment appointed by the Executive Board.

• Produce and distribute press releases related to MWPHE issues, events
  and activities as needed
• Liaison with E-board members, Webmaster and other graphic production
  people to ensure timely generation and distribution of all MWPHE PR
  materials
• Include web page postings of all appropriate materials produced and
  distributed for MWPHE as generated
• Annually, draft and submit for layout and printing at least two each of
  the following: newsletter, conference brochures and conference programs

Professional Development Awards Committee
Shall be composed of a chairperson and at least three (3) members (one (1) from each segment.

• Solicit applications.

• Select recipients for annual professional development awards.

• Give a final report to the Executive Board.
  Members of the Executive Board shall not be eligible to apply for professional development awards while serving on the Board.

Student Recognition Awards Committee
Shall be composed of a chairperson and at least three (3) members (one (1) from each segment.

• Solicit nominations.

• Select recipients for student recognition awards.

• Give a final report to the Executive Board.
  Every effort will be made to select three (3) recipients each year, (one (1) from each segment) and to present the awards at the Spring Conference.

Ad Hoc Committees

• In addition to the above Committees, the President may appoint up to three (3) Ad Hoc members to the Executive Board.

• The President may assign these members to tasks not covered by the existing Bylaws and/or to assist existing committees in completing their responsibilities.

Every effort will be made to insure both segmental and geographic representation on all committees-both standing and Ad Hoc - unless the nature of the Task(s) to be performed warrant(s) otherwise.