Elected Officers’ Roles and Responsibilities

 

Responsibilities of Division Presidents

1. Set agendas, coordinate and preside over division officer and membership meetings.

2. Possess efficient working knowledge of parliamentary procedure.

3. Represent Division on OkACTE Executive Committee, attending meetings as called.

4. Represent Division on CTAC, attending each quarterly meeting.  (See Dates to Remember)

5. Attend the annual OkACTE Leadership Seminar, and if possible, the OkACTE Legislative Seminar.

6. Provide communication to members regarding division activities, OkACTE activities and critical issues, state and national.

7. Lead the development and implementation of the Division Program of Work/Strategic Plan (Send copy to OkACTE office).

8. Be knowledgeable of Division/OkACTE/ACTE nonmembers and potential members and ascertain ongoing recruitment and retention membership efforts.

9. Communicate Division needs to OkACTE leadership and staff.

10. Communicate regularly with Program Administrator (Advisor), seeking advice and input.

11. Appoint Division representatives to OkACTE, Region IV and ACTE Committees as needed.

12. Be familiar with responsibilities of other Division officers and OkACTE committee representatives and assure the fulfillment of their responsibilities.

13. Require regular reports from other Division officers and OkACTE committee division representatives at Division officer and membership meetings.

14. Serve as first voting delegate to ACTE Assembly of Delegates, and ascertain that all division delegate positions are fulfilled, representing the interests of the respective Division in all decisions considered by the ACTE Assembly of Delegates.

15. Assist OkACTE division committee representatives in fulfilling their duties: 

    • Assist Awards representatives in soliciting quality award applicants, assuring quality of recommended candidates and that all candidates submitted to OkACTE meet the criteria specified in the awards book.

    • Assist Membership Services representatives in communicating information about OkACTE services and benefits.

    • Assist PAC Board and Legislative Committee representatives in soliciting PAC contributions.

16. Solicit candidates for OkACTE President Elect and appropriate ACTE Board positions.

17. Lead the training for Division Officers.

Responsibilities of Division Presidents-Elect

1.  Preside in the absence of the Division President.
2. Develop expertise in parliamentary procedure and serve as parliamentarian, providing assistance to Division President.
3. Attend the annual OkACTE Strategic Planning meeting and participate in developing the annual OkACTE Strategic Plan, representing the interests in the respective Division.
4. Identify Division/OkACTE/ACTE nonmembers and potential members, establish and coordinate with Vice-President(s) ongoing recruitment and retention membership efforts.  Coordinate this effort with the OkACTE office and their recruitment efforts.
5. Attend the fourth quarterly CTAC meetings.
6. Attend the annual OkACTE Leadership Seminar.
7. Attend if possible, the OkACTE Legislative Seminar.
8. Begin to become familiar with President’s responsibilities.
9. Fulfill duties as assigned by the Division President.

Responsibilities of Division Past Presidents

1.  Serve on the OkACTE Nominating Committee, assisting in soliciting for potential OkACTE President Elect Candidates and in the interview and selection process.
2. Assist the Division President in assuring follow-through by Division representatives to OkACTE Committees.
3. Assist the Division President with membership communication efforts.
4. Assist the President Elect with recruitment of Division/OkACTE/ACTE nonmembers.
5. Attend the annual OkACTE Leadership Seminar.
6. Attend if possible, the OkACTE Legislative Seminar.
7. Fulfill duties as assigned by the Division President.

Responsibilities of Division Vice-Presidents

1.  Assist the Division President with membership communication efforts, particularly when the office represents a segment of the Division.
2. Assure the existence of and facilitate the Division “Mentor” or “Buddy” program.
3. Assist the President Elect in identifying Division/OkACTE/ACTE nonmembers and potential members among the segment of educators associated with this particular office.  Carry out ongoing recruitment and retention membership efforts within that segment.
4. Attend the annual OkACTE Leadership Seminar.
5. Attend if possible, the OkACTE Legislative Seminar. 
6. Fulfill duties as assigned by the Division President.

Responsibilities of Division Secretary

1. Serve as custodian of all records of the Division. 
2. Assist the Division President with determining business to be addressed and with developing the Division meeting agendas. 
3. Accurately record all actions and decisions of the Division officers’ committee and the membership body, including motions made and votes occurring. 
4. Provide minutes of preceding meetings for verification of action taken. 
5. Maintain an accurate and up-to-date Division membership list and verify with OkACTE and ACTE records. 
6. Maintain all historical documentation of the Division, including officers, award recipients and historic events. 
7. Attend the annual OkACTE Leadership Seminar. 
8. Attend if possible, the OkACTE Legislative Seminar. 
9. Fulfill duties as assigned by the Division President.

Responsibilities of Division Treasurer

1. Have full knowledge of the regulations concerning the handling of the organization’s finances as determined by the Division’s constitution and/or bylaws. 
2. Possess a basic mastery of simple accounting/record keeping.   
3. Serve as the banker and custodian of all Division funds. 
4. Follow Generally Accepted Accounting Principles in maintaining financial records. 
5. Provide assistance when needed to OkACTE staff with collection and processing of Division/OkACTE/ACTE dues. 
6. When applicable, process OkACTE/ACTE dues payments to OkACTE office. 
7. Maintain or assure maintenance of all financial records and of the Division and prepare or approve regular financial reports. 
8. Perform monthly reconciliation of banking and financial records.  
9. Actively assist with the development of the Division budget and assure approval by the officer committee.  
10. Execute the Division budget as approved by the Division officer committee paying all approved bills.  
11. Prepare an annual financial statement and submit all financial records for an annual audit to be performed by an Audit Committee appointed by the Division President and the Advisor.  
12. Attend the annual OkACTE Leadership Seminar.  
13. Attend if possible, the OkACTE Legislative Seminar.  
14. Fulfill duties as assigned by the Division President.

Responsibilities of Division Reporter

1. Possess a basic knowledge of the principles and procedures of writing an effective press release and how to get it published. 
2. Participate in the development of the Division program of work/strategic plan to identify publicity efforts that can be performed during the year to promote Division members, the Division, OkACTE and /or career and technology education.  
3. Submit two articles to the OkACTE office to be included in the Oklahoma ACTE Advocate, publicizing unique division activities or events. 
4. Submit at least one idea for an article or an article promoting the Division or a local student success story to Paula Bowles, ODCTE Public Information Office, to be considered for Bright Spots or other statewide public relations efforts. 
5. Submit one article for the State Update section of Techniques, ACTE’s professional journal, to Techniques,1410 King Street,Alexandria,VA 22314. 
6. Develop and maintain a Division page to include with or link to OkACTE’s web page, www.okacte.org. 
7. Assist the Division President and Vice President(s) in identifying effective tools for communicating Division and instructional support information to Division members. 
8. Attend the annual OkACTE Leadership Seminar. 
9. Attend if possible, the OkACTE Legislative Seminar. 
10. Fulfill duties as assigned by the Division President.

Guidelines for Program Administrators

 One reason that OkACTE is so very strong can be attributed to the ODCTE program administrators who are so actively involved in and supportive of our professional organization.  These program administrators serve as OkACTE Division Advisors.

Advisors are very special people.  They provide long-term continuity of leadership to our organization.  They provide enthusiasm, encouragement and support.  Advisors are not asked to do the work of the division, but are asked to provide the oversight and guidance to assure that division officers fulfill their responsibilities.  There are a few functions that the OkACTE office asks of the ODCTE division or program staff, and for this assistance OkACTE is extremely grateful. 

 Advisors and program staff assist with:

• Providing support of OkACTE’s membership processing and membership recruiting efforts.
• Providing support and reinforce fulfillment of responsibilities by division officers. 
• Providing oversight and encouraging officers and division members to actively participate in the leadership of the division, of OkACTE and ACTE. 
• Encouraging members to seek award recognition. 
• Provide guidance to division officers and division operation, particularly regarding issues of conflict and difficulty.