Role Descriptions
So you've just agreed to become more involved in running your local chapter. Maybe you've been appointed to a position or elected, but you are a little unsure about what you need to do. First of all, thank you for getting more involved with KOTESOL at the local level - our chapters are the roots of KOTESOL and are important for keeping up regular professional development opportunities for our members.
The role descriptions that are laid out below are for guidance only. Your chapter may already have specific guidelines about what is expected of any given position. Some positions may not be necessary or may be combined. If you have anything to add to this list, please email the 1st Vice-President, Tim Dalby or use the forum. On this page you will find role descriptions for the following (click on the role to see the description):
*According to Section VI, Paragraph 5a and 5b of KOTESOL's Bylaws, these positions must be filled by election. All other positions may be elected or appointed by the chapter executive.
Chapter Level
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| • Act in place of the president, when necessary, at chapter or national meetings and events. • Assist the president with chapter oversight and other duties as needed. • Act as a liaison between the chapter and National Executive through the National Program Committee. • 1st VP becomes President if the President has to step down. • Train and liaise with the Workshop Coordinator. • Train and liaise with the Publicity Chair. • Write the chapter report for the chapter newsletter. |
| • Prepare the chapter financial report at the end of the year • Prepare the chapter budget • Send budget and financial report to National Treasurer • Report regularly to the President • Manage chapter finances by recording expenses and income, and reimbursing chapter executive for expenses • Train and liaise with the Membership Chair • Collect and deposit dues and other income. • Pay and record expenses. • Provide monthly reports at executive meetings and as requested by the chapter president. • Bring money to chapter meetings for reimbursements and honoraria. • Provide access to all records in the event that an audit is called. |
| • Respond to membership enquiries from members and prospective members • Assist members with logging on to the database and updating their records • Maintain and update membership database. • Ensure that membership forms and information are available at monthly meetings. • Answer all enquiries related to membership. • Email members about upcoming chapter or national events. • Keep track of membership forms and ensure that both National and chapter officials are made aware of new members. |
| • Check chapter email regularly and reply to emails or forward them to the appropriate people • Record minutes of executive meetings, prepare minutes and forward to other executive members • Send emails to members reminding them of regular chapter workshops and the annual conference • Train and liaise with the Chapter Newsletter Editor • Keep records of all meetings decisions and task responsibilities. • Provide information, past and present, to president and other officers as needed. • Maintain chapter correspondence file and respond to enquiries. • Provide information for chapter homepage. • Other duties as assigned by president. |
| • Organise the chapter workshop program • Liaise with the venue liaison to ensure that facilities for monthly workshops are booked • Liaise with the Webmaster so that information on the chapter website is up to date • Organise the program for the chapter annual conference • Provide for introduction of speakers by the president at meetings, or introduce speakers when necessary. • Obtain biography and presentation descriptions from speakers in advance to give to Chapter Newsletter Editor. • Obtain appropriate stipends for speakers. Be sure the money is available to pay on time. • Follow guidelines for programming set by the executive. • Set up committees and supervise them. • Seek potential speakers for future meetings. • Undertake surveys to determine audience preferences for speakers and topics. • Other duties as needed. |
| • Seek out opinions of members and communicate them to officers. • Try to educate members about officers' goals and objectives. • Serve as a member's voice in the executive council. • Other tasks as assigned by the president. |
| • Encourage members to submit articles for the chapter newsletter • Prepare 4 editions of the chapter newsletter per year, if possible • Prepare the conference program • Format and produce the newsletter within the guidelines established by the executive council. • Ensure the quality of the newsletter: edit or delegate for mistakes or style. • Report to the executive council. • Maintain timely production of the newsletter. • Maintain good relations with newsletter staff, writers and printer. • Ensure appropriateness of submissions. • Consult with chapter president or other chapter leadership regarding extra-ordinary submissions. |
| • Keep the website up to date as directed by the President • Update the calendar and workshop details on a monthly basis • Attach documents such as the chapter newsletter and the conference program • Maintain and update chapter web page as needed. • Assist Chapter Newsletter editor. • Assist with maintenance of chapter mailbox. • Provide technical support for chapter executive and at chapter meetings and events as needed. • Assist monthly speakers with IT set up for their presentations. • Research and suggest new technologies for the chapter. |
| • Advertise the regular monthly workshops in free publications (Korea Herald community bulletin board, korea4expats website, and any other locally popular websites) and through other informal networks. • Prepare publicity material for the annual conference, such as postcards • Prepare other materials such as banners and bookmarks |
| This position is not essential, but it is useful to have another person to help. Also, it’s good to have a large pool of “potential” presidential candidates. • Organize snacks and drinks at workshops • Greet arrivals and make them feel welcome • Organize furniture and make sure late arrivals have somewhere to sit • Organize snacks for annual conference |
| There are a number of major duties which need to be done in the time leading up to the chapter annual regional conference. These include: • Calling for workshop proposals • Organizing the workshop schedule • Preparing the conference program • Liaising with National and the OPs (Organisational Partners) • Organizing the venue • Organizing volunteers • Organizing the Conference Dinner • Preparing the conference budget • Preparing publicity |
| This is a temporary appointment made by the president usually in September or October. • Be familiar with the chapter Elections Guidelines • Call for nominations in the chapter elections • Advertise the elections in the Chapter Newsletter and on the website • Ensure candidates meet the requirements • Prepare nominations forms and ballot papers • Look after the elections desk at the conference/annual general chapter meeting • Announce election results |