Key Chapter Documentation

Attached you will find:

• Chapter Constitution and By-laws
• Board of Directors Roster
• Member of the Month Certificate
• President's Operation Manual
• Latest Chapter Survey
• Chapter Logo
• National CORE Requirements
• Operating Framework

Administration

VP of Administration

• Role:  To provide administrative support to the Executive Board by maintaining and disseminating chapter
  information, operations manual, statistics and records. Provide infrastructure for information sharing among committees and chapter functions. Serve as a clearinghouse of current and historical chapter information.
• Time Expected:  4 to 6 hours per month.
• Benefits: Learn the inner workings of this Chapter; perform critical operations management.

Leadership Development

The VP of Leadership has two key areas of responsibility:

• Succession Planning for both the Board of Directors and Committee Volunteers
• Orientation of New Leaders - see attached book

Materials to support these responsibilities are included in this section.

Leadership Team Signup Sheet

Join the NNJ-ASTD Leadership Team!!

Sign up Sheet

An organization like NNJ-ASTD is successful because of its members.  We seek participants who wish to become team leaders and members to give back to our Community of Learning & Performance Professionals.

Please review our Chapter Functions list and find a place where your talents will help us reach our goals!

Check off the team(s) you would like to work with. Then give us your reach information and we will contact you about getting involved. Thank you so much for your help!

• Communications – Gather, edit, organize and deliver regular Chapter announcements and publications via our automated messaging system.  
• Programming and Professional Development – Help conduct our monthly programs and Professional Development Workshops. Meet our speakers and trainers up close and personal and arrange programs that help our members!
• Special Interest Groups – Help us lead SIG programs targeted at disciplines such as OD, Consultants, E-Learning, Sales Training and Career In-Transition.
• Information Technology – Do you have technology skills that you’d like to offer? NNJ has a website and automated processes for communications, registration and membership – give us a hand to continue to give members easy access to Chapter benefits!
• Finance – Ensure fiscal responsibility and enable the chapter to remain in the black…if you are a number-cruncher – this is the place for you!
• Marketing / PR – Get the word out about NNJ ASTD to the media about our outstanding organization, its meetings and community involvement.
• Membership – The lifeblood of our Chapter – work with us to deliver membership drives and maintain our members’ information.
• Administration – Managing Chapter operations is key to member satisfaction. Are you an organized project manager looking for ways to help?

Please Print

Name:             _________________________________________________________________

Phone:             _________________________________________________________________

Email:              _________________________________________________________________

Cell:                 _________________________________________________________________

Please return this form to  Pam Sammarco, VP Leadership Development
fax: 201.269.1209
work phone: 201 269-6757

 Thank you for your participation and willingness to contribute to our 
Community of Learning and Performance Professionals!

Professional Development

VP Professional Development - Operating Process

Spring and Summer Activities

1. Ensure that the member survey includes data regarding Professional Development needs and desires.
2. Gather ideas for programs from members on an ad hoc basis through regular discussions, SIG feedback, EAB feedback and response to regular Programs.
3. Research potential facilitators.  Find out who stood out at the National Convention.  Ask people in the field who is known for both content and delivery of programs in areas where we may have a need.

Fall Activities

1. Ensure that there is a succession plan in place for the end of your term.
2. Identify one or two locations where you would prefer to hold programs the following year.  Criteria include:
   • Easy to access during rush hour traffic
   • Adequate parking
   • Large enough room to handle 30 participants
   • Cooperative partnership
3. Send out a personalized letter to your number one location, requesting their partnership. Sample is presented in EXAMPLE. If they respond in the affirmative, negotiate a deal for the following year. If they decline, do the same thing with successive locations until you have a deal set up for the following year.
4. Based on the most recent membership survey results, as well as feedback from the Board of Directors and chapter volunteers, identify topics and facilitators for the following year’s programs.
5. Lock in dates, topics and speakers for the entire year ASAP. Negotiate with the facilitators to find ways to protect the chapter in the event of either:
   • low turnout
   • need to cancel the program altogether
6. Forward the budget for the programs with all assumptions to the VP of Finance.

Winter Activities

1. Schedule time to meet with the VP’s of Marketing and Communications. The purpose of this meeting is:
   • Share all public program information with them.
   • Identify and rough out the marketing strategy and tactics.
   • Identify and fill and information gaps.
   • Agree on the specifics of a way forward, including what when and who does what.
2. Ensure that all communication regarding the programs is ready for dissemination on the chapter calendar and website 12 weeks prior to the first program.

12 Weeks Prior to Each Program

1. Confirm dates, hours, topics, descriptions, directions, and logistics with the facilitator, the location sponsor and the VP’s of Marketing and Communications.  Make sure everybody is 100% on the same page.
2. Work with the VP’s of Marketing and Communications to ensure successful execution of the agreed upon communication plan.  Help out as needed.
3. Ensure that a team will be on hand to check people in and be supportive on the day of the program.

2 Weeks Prior to Each Program

1. Check attendee sign-ups and initiate a final push as needed.
2. Communicate food requirements, attendee lists, etc. to location sponsor as appropriate.
3. Coordinate AV equipment needs.
4. Communicate all logistics to participants.
5. Double-check that the sign-in team is all set.

Day Before the Program

1. Make sure that the facilitator has arrived safely, if traveling to NNJ.
2. Double-check the final count of participants and print the sign-in listing to hand off to the sign-in team.
3. Prepare your introductions of both the location partner and the facilitator for the next day.
4. Prepare program evaluations for each participant to complete at the end of the day.

Program Day

1. Arrive at least one hour before the program start time.
2. Get the facilitator into the room, and ensure that set-up is done correctly and that everything is ready.
3. Give the attendee listing to the sign-in team.  Make certain the sign-in team is all set and has everything they need.  Ensure they are clear about the handling of on-site payments.
4. Coordinate refreshments, etc. as needed.
5. Disperse and collect program evaluations.
6. Quickly debrief the facilitator.
7. Ensure that the facility is cleaned up and in excellent shape before NNJ-ASTD departs.

Post Program

1. Ensure that all invoices are correct and are subsequently paid.
2. Summarize the program evaluations and share relevant feedback with the appropriate parties.
3. Reconcile all deviations from budget and adjust future plans accordingly.

EXAMPLE

Date Here

Full Name and Address Here

Dear __________:

Thank you again for considering sponsorship of the Professional Development programs of Northern New Jersey’s chapter of the American Society for Training & Development (NNJ-ASTD).  Our chapter has been recognized as one of the top 10 chapters in the U.S., and has hundreds of active members at companies all across north Jersey.

Our Professional Development effort is aimed to challenge trainers, facilitators and key leaders throughout the region to take their skills and knowledge to a higher level.  We are committed to excellence in all aspects of our work. 

Our goal is to offer 3 or 4 top drawer programs to our people each year.  We will use ASTD’s extensive resources to identify the best of the best, so that our already talented and knowledgeable members can take their skills to a higher level. 

By partnering with a top drawer company in this effort, we free up financial resources to bring in even better experts.  The sponsor is expected to make the logistical contribution of space and refreshments. As the sponsor, X company will receive the following benefits:

1. Free training by nationally recognized experts for several employees that attend (Exact number of free attendees would be determined jointly depending on the length of the program.  Additional employees would be welcome at the NNJ ASTD member pricing for that program.)
2. Extensive positive exposure across north Jersey as a cutting edge organization via the oncnection with both ASTD and the top drawer instructors
   • Website
   • Flyers
   • Newsletters
   • Email announcements
3. Live ASTD meeting announcements
4. Exposure to and connection with top instructors for potential future use by X Company for its own purposes
5. Opportunity to market the program to any and all X Company personnel

As I mentioned, I will be present to oversee every program and ensure that your facility is treated with respect and care.  Our goal is to ensure a true win-win outcome.

  

Warmest regards,

Your Name

VP Professional Development

NNJ ASTD

Volunteer Interview Form

Join the NNJ-ASTD Leadership Team!!

Volunteer Interview Form

 

Today’s Date:       

 

Candidate Name:

 

Candidate Contact Information:

         

Telephone(s):                                                                    Email Address:

         

Current Profession:

 

Interest / Reason for Joining the Chapter (confirm current membership status):

 

 

 

Interest in Volunteering:

 

 

 

What do you Seek from Volunteering?

 

 

 

Capabilities:

 

 

 

 

 

How much time per month or per week would you be willing to spend on volunteer activities?

 

Potential Chapter Role(s):

 

Communications	Finance
Monthly Programming	Marketing/Public Relations
Professional Development (workshops)	Membership
Information Technology	Administration
Special Interest Groups

 

Other
Notes: