Approved 9/9/18 Revision 6

Transcription

1 Section 0100 Job Descriptions Approved 9/9/18 Revision 6 Policy 0101 Policy 0102 Policy 0103 Policy 0104 Policy 0105 Policy 0106 Policy 0107 Policy 0108 Policy 0109 State Director Assistant State Director Registrar Judges Coordinator Treasurer Recording Secretary Webmaster Sales/Marketing Manager Tournament Director Section 0100 Revision History Version Revision Approved Date Nature of Changes 1 1/10/09 Previous P&P manual section 70 revised to new format 2 1/10/09 Policy 0106 changed from Secretary to the Board to Recording Secretary to be consistent with new bylaws 3 4/5/09 Modify all job descriptions to update, clarify and to include intellectual property statement. Change Recording Secretary and Treasurer reporting to Board in place of State Director. Add section on relationship to other officers to policy /12/2015 Add policy 108, Update Policy 103 to detail information required from the registrar by the treasurer. Update policy 105 add requirement for treasurer to obtain insurance 5 6/8/2018 Update Policy 101 to include mentoring of ASD in SD job requirements. Expand policy 102 to clarify that the Assistant State Director is expected to become State Director. 6 9/9/18 Update policy 102 to remove tournament responsibility and create new policy 109 for Tournament Director. Correct spelling errors. 1

2 Policy 0101 State Director Purpose The purpose of this policy is to define the position, responsibilities, and interfaces for the position of State Director. Scope Applies to the NYSOMA State Director Description The State Director is the CEO of NYSOMA. This position is also defined as Association Director. A. Position This position is by appointment of the NYSOMA Board. As a consultant to the Board, an honorarium has been established. This position is defined in the NYSOMA By-laws. The By-laws state that this person shall run the day to day business of NYSOMA based on the policies, procedures and long-range plans that the NYSOMA Board has established. He/she may delegate responsibility with the approval of the NYSOMA Board. For the purpose of conducting NYSOMA business, may invoke the title of President as necessary and appropriate. Performs other duties as assigned by the NYSOMA Board. B. Relationship to the NYSOMA Board Attends NYSOMA Board meetings. Represents the NYSOMA Board through consistent and sensitive implementation of Board policy. All records are the property of NYSOMA. All work performed or created on behalf of NYSOMA remains the intellectual property of NYSOMA Attends meetings as appropriate C. Duties 1. Works with the Chairperson of the NYSOMA Board: Supports the development (with the treasurer) of a budget recommendation for the next year prior to the start of the fiscal year. Leads in organizing and establishing a Strategic Plan for NYSOMA. 2

3 2. Works with Odyssey of the Mind Program Administrator: Represents NYSOMA. Represents NYSOMA at meetings of association directors and reports back to the NYSOMA Board. Represents NYSOMA at the World Finals and reports back to the NYSOMA Board. Ensures reporting of teams qualifying for World Finals as a result of the NYSOMA Tournament occurs within five days 3. Works with Regional Directors: Acts as liaison between Regional Directors and NYSOMA Board. Represents NYSOMA to the Regional Directors. Reports to the NYSOMA Board on issues and/or concerns with regard to Regional Directors. Regarding issues or problems relative to region or memberships and convey the results to the NYSOMA Board. Coordinates Regional director meeting(s) as appropriate Develops annual Regional Director Agreement with Board approval Distributes Regional Director Agreement to Regional Directors for signature and retains the signed copy. 4. Works with Members: Represents NYSOMA to the Members. Reports to the NYSOMA Board on any significant activity with regard to Members. 5. Prepares a Calendar of Events: Coordinate NYSOMA s calendar of events. The events may include but are not limited to: Coaches Training, Judges Training, Problem Captains Training, Regional Director meeting(s), Champs meeting and NYS Tournament. 6. As State Director: Mentors and trains the Assistant State Director to enable this person to take over the State Director position as necessary. Updates and maintains a list of Regional Directors. Claims expenses consistent with NYSOMA policy. Conducts annual performance evaluation of the NYSOMA officers as defined in section 9. Assists with and attends meetings for training, public relations, and Odyssey of the Mind awareness for NYSOMA. Promotes Odyssey of the Mind participation in New York State. 7. Communicates: Responds in writing to all correspondence requiring a formal NYSOMA reply. Maintains correspondence consistent with NYSOMA policy. Communicates pertinent matters with NYSOMA Board and Officers 8. Participates in annual performance review of this position with the Chairperson of the NYSOMA Board. 3

4 9. Provides supervision for the following NYSOMA officers; Assistant State Director Registrar Judges Coordinator Webmaster Tournament Director 4

5 Policy 0102 NYSOMA Policies and Procedures Assistant State Director Purpose The purpose of this policy is to define the position, responsibilities, and interfaces for the position of Assistant State director. Scope Applies to the NYSOMA Assistant State Director Description A. Position This position is by appointment of the NYSOMA Board. This position is defined in the NYSOMA By-laws.. The By-laws indicate that this position will be known as Co-Association Director. B. Relationship to the NYSOMA Board Assumes the role of State Director if asked by either the Chairperson of the Board or by the State Director. All records are the property of NYSOMA. All work performed or created on behalf of NYSOMA remains the intellectual property of NYSOMA Attends meetings as appropriate C. Relationship to the NYSOMA State Director Works with the NYSOMA State Director to learn the duties and responsibilities of the State Director position. Reports to the NYSOMA State Director. D. Duties 1. Train to be State Director Be ready to assume the role of State Director, at the direction of the Board 2. Communication: Written correspondence is limited to those things under the scope of this position. Refers problematic communication to the State Director. 3. As the Assistant State Director: Claims expenses consistent with NYSOMA policy. Follows NYSOMA policy regarding disbursements. 4. Performs other duties as assigned by the State Director or the NYSOMA Board. 5. Participates in the annual performance review of this position by the State Director. 5

6 Policy 0103 NYSOMA Policies and Procedures Registrar Purpose The purpose of this policy is to define the position, responsibilities, and interfaces for the position of Registrar. Scope Applies to the NYSOMA Registrar Description A. Position This position is by appointment of the NYSOMA Board. As a consultant to NYSOMA, an honorarium has been established. This position is defined in the NYSOMA By-laws. The By-laws state that this person is responsible for the NYSOMA registration and will be known as the NYSOMA Registrar. He/she may delegate responsibility with the approval of the NYSOMA State Director. B. Relationship to the NYSOMA Board: All records are the property of NYSOMA. All work performed or created on behalf of NYSOMA remains the intellectual property of NYSOMA Attends meetings as appropriate C. Relationship to NYSOMA State Director: Meets with the NYSOMA State Director to develop registration procedures. Works with the State Director to establish a calendar of events with respect to registration. D. Duties 1. Has overall responsibility for membership and team registration for NYSOMA: Represents the NYSOMA Board to NYSOMA Members. Records and maintains all information for membership. Communicates registration information to Regional Directors Assists Regional Directors and schools with issues related to the purchase of state and national memberships. Maintains a database of NYSOMA memberships, and State Finals Tournament Teams. Coordinates the set up of registration system (state and tournament) with the appropriate system administrator Collects all registration and tournament fees 2. Works with the NYSOMA Tournament Director: Records and maintains all information for NYSOMA State Tournament team participants consistent with NYSOMA policy. Certifies all Regional advancing teams as having valid paid National and NYSOMA memberships 6

7 Ensures the accuracy of membership names and numbers for the NYSOMA State Tournament. Is present at the NYSOMA Tournament to conduct on site registration. 3. Works with the NYSOMA Treasurer: Deposits registration and tournament fees in a timely fashion Turns over all receipts with appropriate records to the NYSOMA Treasurer. Provides the Treasurer with information regarding the type of fee collected Membership Membership Late Fee Tournament Registration Other Provide an accounting of memberships or State Finals registrations, funds received, accounts receivable on a periodic and regular basis and a full year accounting to the Treasurer prior to the last Board meeting of the year. 4. Communication: Written correspondence is limited to those things under the scope of this position. Communicates with registrants regarding resolution of registration issues. Refers problematic communication to the State Director. Reproduces and distributes tournament information to all tournament participants. Provides registration status to Regional Directors on a regular basis Prepares regular progress reports for the Board including the number of Memberships received, Memberships paid, Tournament Registrations received, Tournament Registrations Paid, and any appropriate variances related to these activities. 5. As the Registrar: Claims expenses consistent with NYSOMA policy. Follows NYSOMA policy regarding disbursements. Performs other duties as assigned by the State Director or the NYSOMA Board. Participates in the annual performance review of this position by the State Director. 7

8 Policy 0104 NYSOMA Policies and Procedures Judges Coordinator Purpose The purpose of this policy is to define the position, responsibilities, and interfaces for this position. Scope Applies to the NYSOMA Judges coordinator Description A. Position This position is by appointment of the NYSOMA Board. As a consultant to NYSOMA, an honorarium has been established. This position is defined in the NYSOMA By-laws. The By-laws state that this person is responsible for the NYSOMA Tournament judges and will be known as the NYSOMA Tournament Judges Coordinator. He/she may delegate responsibility with the approval of the NYSOMA State Director. B. Relationship to the NYSOMA Board: All records are the property of NYSOMA All work performed or created on behalf of NYSOMA remains the intellectual property of NYSOMA Attends meetings as appropriate C. Relationship to the NYSOMA State Director: Meets with the NYSOMA State Director to develop procedures with respect to the NYSOMA Tournament Judges and Officials. Works with the State Director to establish a calendar of events with respect to judges and officials D. Duties 1. Appoints, with Board approval, NYSOMA problem captains and notifies them in a timely fashion 2. Is responsible for planning and executing a NYSOMA sponsored training workshop for Regional Problem Captains/Head Judges. 3. Has overall responsibility for the NYSOMA State Finals Tournament Officials and Judges. 4. Prepares a Tournament summary report of the Tournament Judging for the State Director. The Tournament report should include an evaluation of the Judges prepared by the Problem Captains and the evaluation (using the form developed and provided by the Judge s Coordinator and approved by the Board) of the Problem Captains including recommendations for the next year. Is the supervisor of the NYSOMA State Finals Tournament Judges and Officials. Works with the NYSOMA State Finals Tournament Problem Captains to determine the number of judges required for the Tournament and assignments of judges. 8

9 Works with Regional Directors to obtain certified judges for the NYSOMA State Finals Tournament. Develops and oversees the implementation of a Judge s and Official s registration process Provides NYSOMA Judges and Officials with packets before competition containing but not limited to; name tags, tournament program, etc. Provides NYSOMA tournament Problem Captains with packets before competition containing but not limited to; NCR score sheets, latest clarifications, problem, appropriate judging supplies (timers, pencils, etc.) Responsible for arranging housing, meeting rooms, and appropriate meals (at the housing site) for the Tournament Judges and Officials. Is present for the Tournament and hosts the Tournament Judges meetings prior to the competition. 5. Recommends an annual budget for Tournament Judges 6. Confirms that judges and officials are trained before acceptance at NYSOMA tournament 7. Provides a report to Regional Directors of the judges and officials from their region who assisted at the state tournament There should be a continuous history maintained. 8. Maintains a database of the people that have judged at the NYSOMA Tournament. 9. World Finals Nominations Maintains a database of NYSOMA tournament judges and officials with the information required for nomination to World Finals Provide the nominations to the Program Administrator in accordance with their process and schedule. E. Communication: Written correspondence is limited to those things under the scope of this position. Refers problematic communication to the State Director. Provides written correspondence thanking those who judge or serve as an official at the NYSOMA Tournament. Prepares regular reports for the Board. F. As the Judges Coordinator: Claims expenses consistent with NYSOMA policy. Follows NYSOMA policy regarding disbursements. Performs other duties as assigned by the State Director or the NYSOMA Board. Participates in the annual performance review of this position by the State Director. 9

10 Policy 0105 NYSOMA Policies and Procedures Treasurer Purpose The purpose of this policy is to define the position, responsibilities, and interfaces for the position of Treasurer. Scope Applies to the NYSOMA treasurer Description A. Position This position is by appointment of the NYSOMA Board. As a consultant to NYSOMA, an honorarium has been established. This position is defined in the NYSOMA By-laws. The By-laws state that this person is responsible for all financial matters of the Association and will be known as the NYSOMA Treasurer. He/she may delegate responsibility with the approval of the NYSOMA Board. B. Relationship to the NYSOMA Board: Organizationally the Board is the Treasurer s supervisor Attends NYSOMA Board meetings. Reports to the NYSOMA Board on: 1. Income and Expense versus Budget 2. Balance Sheet 3. Cash Flow 4. Assets and Liabilities Renders an opinion on the financial soundness of the organization. All records are the property of NYSOMA. All work performed or created on behalf of NYSOMA remains the intellectual property of NYSOMA C. Duties 1. As Treasurer of NYSOMA: Accounts for all financial transactions (assets and liabilities) consistent with NYSOMA policies. Prepares and maintains all documentation required to maintain tax exempt status including annual review with IRS, NYS OAG & NYS DOE Prepares and maintains all documentation to maintain sales tax exemption status Establishes and manages all sales tax-exempt accounts Obtain General Liability and Directors/Officers Liability Insurance Obtain data from Sales/Marketing Manager on inventory for tax reporting purposes Prepares, maintains and submits as required all Federal and State reports including Tax reporting. Maintains all records of financial transactions of NYSOMA in an organized, legible manner. 10

11 Adheres to NYSOMA policy regarding the disbursement of funds and provides NYSOMA Board with a detailed accounting. Works with the Registrar, Marketing, and any other special events to accurately record receipts and track accounts receivable consistent with NYSOMA policies. Meets with the NYSOMA Board and Officers to develop an annual budget including establishing registration and tournament fees. 2. Communication: Written correspondence is limited to those things under the scope of this position. Refers problematic communication to the NYSOMA Board 3. As the Treasurer: Claims expenses consistent with NYSOMA policy. Follows all NYSOMA polices regarding financial transactions. 4. Performs other duties as assigned by the NYSOMA Board. 5. Participates in the annual performance review of this position by the NYSOMA Board (chair person). 11

12 Policy 0106 NYSOMA Policies and Procedures Recording Secretary Purpose The purpose of this policy is to define the position, responsibilities, and interfaces for the position of Recording Secretary. Scope Applies to the NYSOMA Recording Secretary Description A. Position This position is by appointment of the NYSOMA Board. As a consultant to NYSOMA, an honorarium has been established. This position is defined in the NYSOMA By-laws. The By-laws state that this person is to act as secretary of all meetings of the Board of Directors, and to keep the minutes of all such meetings, and will be known as the NYSOMA Recording Secretary He/she may delegate responsibility with the approval of the NYSOMA Board B. Relationship to the NYSOMA Board Organizationally the Board is the Recording Secretary s supervisor Attends NYSOMA Board of Directors meetings. All records are the property of NYSOMA. All work performed or created on behalf of NYSOMA remains the intellectual property of NYSOMA C. Duties 1. As Recording Secretary Produces minutes of all NYSOMA Board meetings and distributes to all Board members and officers in a timely manner. Maintains records of NYSOMA Board meetings for the current program year, Updates all By-laws, Policies and Procedures Manual. Is responsible for the NYSOMA Newsletter, published periodically. 2. Communication: Written correspondence is limited to those things under the scope of this position. Refers problematic communication to the Board. 3. As the recording secretary: Claims expenses consistent with NYSOMA policy. Follows all NYSOMA polices regarding financial transactions. 4. Performs other duties as assigned by the NYSOMA Board. 5. Participates in the annual performance review of this position by the NYSOMA Board (chair person). 12

13 Policy 0107 NYSOMA Policies and Procedures Webmaster Purpose The purpose of this policy is to define the position, responsibilities, and interfaces for the position of Webmaster. Scope Applies to the NYSOMA Webmaster Description A. Position This position is by appointment of the NYSOMA Board. As a consultant to NYSOMA, an honorarium has been established. B. Relationship to the NYSOMA Board: Meets with the NYSOMA Board to establish procedures with respect to the NYSOMA website. Is liaison to the NYSOMA Board regarding the NYSOMA website. All records are the property of NYSOMA. All work performed or created on behalf of NYSOMA remains the intellectual property of NYSOMA Attends meetings as appropriate C. Relationship to the NYSOMA State Director: Organizationally reports to the State Director D. Duties 1. As Webmaster: Is responsible for maintaining the NYSOMA website. Finds and secures a host server for the NYSOMA website and acts as liaison. Support development of applications specific to NYSOMA on an as needed basis. Creates web pages with useful, current and historical information for NYSOMA. Maintains and updates information within the Website accurately and on a timely basis. Acts as liaison between NYSOMA and Webmasters of other related pages. Is responsible for the content and format of material contained within the NYSOMA Website with NYSOMA Board approval. Other duties as assigned by the State Director. 2. Communication: Written correspondence is limited to those things under the scope of this position. Refers problematic communication to the State Director. 3. As the Webmaster Claims expenses consistent with NYSOMA policy. Follows all NYSOMA polices regarding financial transactions. 13

14 4. Participates in the annual performance review of this position by the State Director. 14

15 Policy 0108 NYSOMA Policies and Procedures Sales/Marketing Manager Purpose The purpose of this policy is to define the position, responsibilities, and interfaces for the position of Sales/Marketing Manager. Scope Applies to the NYSOMA Sales/Marketing Manager Description A. Position This position is by appointment of the NYSOMA Board. As a consultant to NYSOMA, an honorarium has been established. B. Relationship to the NYSOMA Board: Meets with the NYSOMA Board to establish procedures with respect to the purchase and sale of merchandise. Sets merchandise pricing with guidance from the Board. All records are the property of NYSOMA. All work performed or created on behalf of NYSOMA remains the intellectual property of NYSOMA Attends meetings as appropriate C. Relationship to the NYSOMA State Director: Organizationally reports to the State Director D. Duties 1. As Sales/Marketing Manager: Work with the Sales/Marketing committee and Tournament Committee each year to understand needs, themes, designs, then will lead the purchase process of the items needed for the year Provide ongoing accounting of Inventory owned by NYSOMA including Start of Year, End of Year, and at the conclusion of each sales event. Provide an accounting for each sales event or action including any initial funds received (cash box starting cash), funds received (cash, check, credit card), sales pricing, accounting of expected sales to actual funds received. Coordinates Consignment Sales with the Regions. Provides report of sales to Board. Other duties as assigned by the State Director. 2. Communication: Written correspondence is limited to those things under the scope of this position. Refers problematic communication to the State Director. 3. As Sales/Marketing Manager Claims expenses consistent with NYSOMA policy. Follows all NYSOMA polices regarding financial transactions. 15

16 4. Participates in the annual performance review of this position by the State Director. 16

17 Policy 0109 NYSOMA Policies and Procedures Tournament Director Purpose The purpose of this policy is to define the position, responsibilities, and interfaces for the position of Tournament director. Scope Applies to the NYSOMA Tournament Director Description A. Position This position is by appointment of the NYSOMA Board. As a consultant to NYSOMA, an honorarium has been established. He/she may delegate responsibility with the approval of the NYSOMA State Director or the NYSOMA Board. B. Relationship to the NYSOMA Board All records are the property of NYSOMA. All work performed or created on behalf of NYSOMA remains the intellectual property of NYSOMA Attends meetings as appropriate C. Relationship to the NYSOMA State Director Works with the NYSOMA State Director to develop procedures with respect to the NYSOMA Tournament. Reports to the NYSOMA State Director. D. Duties 1. Has overall responsibility for the NYSOMA Tournament: Represents the NYSOMA Board for all aspects of the NYSOMA Tournament. Recommends a suitable Tournament Site. Acts as liaison between NYSOMA and the tournament facility personnel. Is responsible for all operational aspects of the tournament including but not limited to; runners, awards, tournament programs, sales, score room (equipment & officials), tribunal, lost & found, schedule, and the Awards Ceremony. Is responsible to ensure all contractual and legal requirements related to the tournament are completed including but not limited to; arranging hotel contract for judges and officials block of rooms, applicable permitting, insurance, and tournament site contracts Works with the State Director, Judges Coordinator and the Registrar to plan & execute the NYSOMA Tournament. Is present at and oversees the Tournament. May delegate these responsibilities with the NYSOMA State Director's approval. 17

18 2. Communication: Written correspondence is limited to those things under the scope of this position. Refers problematic communication to the State Director. Provides correspondence thanking those who assist the NYSOMA Tournament in a significant way. Prepares regular progress reports regarding the Tournament for the Board. 3. As the Tournament Director: Claims expenses consistent with NYSOMA policy. Follows NYSOMA policy regarding disbursements. 4. Performs other duties as assigned by the State Director or the NYSOMA Board. 5. Participates in the annual performance review of this position by the State Director. 18