Annual Commission and Interest Group Division Meeting
Commission chairs are expected to attend this meeting held the afternoon prior to the beginning of the NACADA annual conference. If a chair is unable to attend, they should contact the Executive Office Liaison and the CIGD Division Representatives as soon as possible. Interest Group chairs are encouraged to attend this meeting, but are not required.
At this meeting, the business of the Commission and Interest Group Division (CIGD) is conducted. Communication from the Executive Office and NACADA leadership and updated information on resources, policies, and procedures are shared and discussed. The meeting also includes an orientation for newly elected commission chairs, discussion of effective use of NACADA resources, and voting on issues that affect the division. Division Representatives submit a summary of this meeting to NACADA and raise issues discussed at this meeting with the NACADA Council, Board of Directors, and Executive Office.
During the summer, chairs will be sent details about this important meeting. We encourage chairs to submit agenda items, as appropriate.
Commission and Interest Group Fair
During the NACADA annual conference (typically accompanied by a continental breakfast), commissions and interest groups host the Commission and Interest Group Fair. Each chair staffs a table to share information about their CIG and to talk with NACADA members who may have an interest in the CIG. Display boards are available, and each chair has a budget of $50 to cover expenses for the fair.
Chairs are expected to participate in this fair, which highlights commission activities. Chairs may delegate this responsibility to another commission member. In such cases, chairs should communicate this information to the Executive Office liaison since all commissions are to be represented at the fair.
Annual Commission Meetings
Each commission and interest group is provided a meeting time during the NACADA annual conference. Times, days, and meeting rooms are included in the conference program and details are sent to commission chairs during the summer. Chairs are encouraged to communicate information about these annual commission meetings with commission members before the conference and solicit agenda items for discussion. The Executive Office can forward messages to all commission members for the chairs.
Chairs are responsible for setting the agenda for and conducting these hour-long meetings.
Chairs are encouraged to conduct business items for their CIG via e-mail beforehand, so this hour-long annual meeting can be used for discussion of items of interest or concern to the group. Effective strategies for conducting these meetings are shared at the Leadership Meeting and are also available via the menu to the right.
Reports and Budget Requests
Post-Conference Report - due November 15
By November 15, each Commission chair submits a post-conference report. Chairs will be notified whether this report is to be submitted online or via Word document. Links to the past post-conference reports are posted on the web site. Interest Group chairs are also encouraged to complete and submit a post-conference report.
This post-conference report is intended to share CIG information and goals with members and with NACADA. The report includes:
A brief summary of the meeting held at the recent annual NACADA conference, including the number of members attending
Goals and objectives for the upcoming year, focusing on how these implement the NACADA strategic plan. It is not expected that each CIG will implement every part of this strategic plan. Rather, CIGs are encouraged to focus on implementing a few specific items each year and reconsidering each year ways to expand their goals by focusing on parts of the strategic plan not implemented earlier. Strategies for connecting goals and activities with the NACADA strategic plan will be shared at the Fall Leadership Meeting.
The status of any action items or items from the strategic plan assigned to the CIG
Volunteer opportunities for members
Names of commission members serving on commission committees or task forces
Issues of concern directed to the Division, Council, Board of Directors, or Executive Office
Budget requests, as appropriate, to reach goals
Annual Report - due July 31
By July 31, each Commission chair submits an annual report to the Division Representatives and the Executive Office. Chairs will be notified whether this report is to be submitted online or via Word document. Links to past annual reports are posted on the web site. Interest Group chairs are also encouraged to complete and submit a post-conference report.
This report focuses on the status of the goals and objectives set in the post-conference report. Because these reports are used to help set the agenda for the fall meeting, reimbursement of expenses for this meeting will not be made until the annual report is received.
Using Volunteers Effectively
We encourage chairs to involve their members in the activities of the CIG. The annual CIG meetings and the CIGD Fair can be convenient ways to recruit volunteers. It is also possible to send an e-mail via the Executive Office (though experience suggests that this is less effective than a face-to-face appeal).
Often busy, members are happy to be asked to serve on a steering committee for the CIG(a sounding board for the chair), to serve on a task force about a particular concern, to identify helpful resources for commission members, or to update the commission web site.
The key is to make clear the expectations of the volunteer service. The more explicit and realistic chairs can be, the more likely that they will find members willing to help.
In addition to sharing the workload, recruiting volunteers can be an effective way to mentor members for future leadership within the CIG and within NACADA.
Chairs will also want to recognize these volunteers in the reports, thank them verbally at their annual meeting, and send written notes or e-mails to thank them for their service to the CIGand to NACADA.
Involvement with NACADA Publications
Chairs are encouraged to write articles about topics of interest to their CIG for NACADA publications, such as those in the Clearinghouse of Academic Advising Resources.
In particular, chairs are asked at the Fall Leadership Meeting to commit to writing a short content article for an upcoming issue of the quarterly Academic Advising Today e-publication. Review e-publication guidelines and/or the archives.
Chairs are also encouraged to submit short activity updates to keep members apprised of CIG activities, initiatives, and contributions to the Association.
Commission chairs are responsible for reviewing annual conference proposals and selecting commission-related sessions. This task could be shared among members of the commission's steering committee, with the group deciding the conference sessions that will be designated as 'commission-sponsored'. The reviews typically take place during a two-week period in mid-February. Start early enough to find persons willing to read and to give the readers time to review proposals and submit their evaluations by the established deadline so the chair can then submit summaries of the evaluations to the annual conference committee.
Chairs are added to two special e-mail distribution lists - 'CIGDIVISION' and 'NACADALEADERS'.
After being added to each listserv, chairs will receive a 'welcome message' that provides instructions for message posting. NACADA uses these distribution lists to send information and monthly reminders about upcoming deadlines and to hold discussions and solicit ideas on issues of concern. If not already subscribed, commission chairs are also added to their respective commission listservs.
Chairs also use electronic communication to communicate with CIG members. The NACADA Executive Office can send bulk e-mail messages to all members of a particular CIG. The chair provides the text for the message to the Executive Office liaison who will send the message under the chair's name.
Sending messages from the Executive Office permits NACADA to correct addresses (in the event of invalid address) and update member records. Since CIG membership changes often, sending messages to members via the Executive Office liaison assures that messages reach all members since only a small percentage of a commission's members are subscribed to its list serve.
Awards Criteria and Nominations
The NACADA CIG Service Award was created to recognize an individual who has provided outstanding service, leadership, and commitment to a specific commission, interest group, cluster, or the CIG Division. The number of awards given is equal to the number of CIGD Division steering committee members. Each CIG cluster assigned to a Division Steering Committee member may select one individual each year to receive a NACADA CIG Service Award. Each recipient of this award will be presented with a recognition plaque during the NACADA annual conference in the fall.
Chairs should nominate and solicit nominations for those who have provided outstanding service, leadership, and commitment to the CIG, Cluster, or Division via the CIG Cluster Award or for other NACADA awards.
Commission chairs are reimbursed for partial expenses incurred from coming an extra day to attend the CIG Division Meeting prior to the annual conference. A reimbursement form will be distributed at this meeting. For more information, review the reimbursement procedures found on the NACADA web site.
NOTE: Reimbursement will not be made until the required annual report is received (due July 31).
Evaluation of Chairs
NACADA is grateful for the vital role volunteer CIG chairs perform for NACADA and for their members. Communication with NACADA and with members via the pre-conference Leadership Meeting, participation in the annual CIGD Fair and commission meetings at the NACADA annual conference, and the two Commision required/Interest Group optional reports (as well as other ways listed under 'Expectations of Chairs') are most important. Each of these avenues of communication fosters connections between NACADA and each CIG, which are essential for the success of both NACADA and each CIG.
We encourage chairs to call on their members to help them perform these duties. This can be a great way to involve members and to mentor members for leadership opportunities.
CIGD Steering Committee members and Division Representatives will contact chairs who do not fulfill their expected roles, such as attending the pre-conference CIGD Meeting and CIGD Fair (or do not arrange for another member to attend in their place), or do not submit the two reports. Reimbursement of commission chairs for CIGD meeting expenses will not be made until the report due July 31 is received.
Chairs may be removed if, after communication via phone, e-mail, and letter from Steering Committee members and Division Representatives, response is not made and/or reports are not submitted. Division Representatives will keep copies of their correspondence and will clearly indicate to the chairs they contact that they face removal from their leadership position.
If a chair must be removed, the Steering Committee and Division Representatives will work with the CIG members to find a replacement.