Institute Volunteer Handbook

Composition

Each Board of Regents should consist of a minimum of 12 members. Regents should strive to achieve a balance of association and chamber executives reflecting their attendees.

Method of Selection

The Chair of each Board of Regents appoints a Nominating Committee annually, made up of at least three members of its Board of Regents, with one person serving as Chair. The Chair, in consultation with designated Institute staff, makes recommendations to the Executive Committee of the National Board of Trustees to fill Regent vacancies. Nominations for Regent positions are submitted to the National Trustees' Executive Committee at least two weeks prior to the fall Board of Trustees meeting.

Qualifications

• Regents must be actively employed full time in the association, chamber, or related nonprofit profession.
• Regents' organizations must be dues-paying members of the U.S. Chamber of Commerce. 
• Regents must be graduates of Institute and must have demonstrated leadership throughout their Institute experience.

Terms

Regents shall serve two-year terms not to exceed three consecutive terms. Terms will begin after the approval of Regent nominees at the fall Board of Trustees meeting.

Any Regent may resign at any time by giving written notice to the Chair.

Regents who are absent from two regularly scheduled Board of Regents meetings may forfeit their position on the board. However, the Chair of the board may consider each absence of a board member as a separate circumstance and may expressly waive such absence by affirmation vote of a majority of Board members.

Nominating Committee

The Nominating Committee is composed of the Past Chair, Chair, and Vice Chair. The Committee is responsible for nominating candidates to join the Board of Regents.

Meetings

Regular meetings of the Board of Regents are held two times each year—during the fall and Institute week. Each regent is required to be onsite during a portion of the weeklong Institute program and participate in the program. Each regent is encouraged to participate in the full week.

Notice of meetings shall be given to the regents not less than two weeks prior to when the meeting is held.

Members may participate in a meeting through conference call.

One-third of the number of regents comprising the board at the time of any meeting constitutes a quorum for the transaction of business.

Compensation

The U.S. Chamber of Commerce does not reimburse expenses for regents to attend Institute or to participate in board meetings.

Responsibilities of all Trustees

• Serve in an advisory capacity, working closely with staff.
• Set the strategic direction for Institute by establishing and updating standard operating procedures and policies.
• Participate in Institute activities throughout the year through meetings and email communications.
• Support the program by sending an executive from your organization and/or mentoring an executive from another organization.
• Champion DE&I efforts of increasing representation by proactively reaching out to national, local, and/or regional diversity representative organizations to build relationships and increase program awareness.
• Recruit new attendees by promoting Institute to circles of influence through various mediums, i.e. state conferences, social media, personal testimonials, etc.
• Support the program financially by donating directly to the scholarship fund through online fundraising efforts.
• Provide recommendations to Institute staff for program improvement in the areas of logistics, curriculum, and faculty.
• Facilitate year-round industry consultations, as appropriate.
• Take off “site hat” when acting on behalf of the trustees, recognizing the program on a national level.
• Attend any of the four Institute sites and engage in the following ways*:

*Trustees are strongly encouraged to participate and to choose a site they have not previously attended in an effort to gain better understanding of the overall program and build stronger relationships.  This can also help in identifying a pipeline for future leadership roles.

Marketing and Recruitment (Additional Responsibilities)

• Distribute Institute collateral such as planners, flyers, and other materials to state and local conference attendees.
• Focus on first-year promotion and recruitment:

Responsibilities of the Chair, Board of Trustees

• Serve as a role model and Institute/U.S. Chamber representative for all volunteers and participants involved with Institute.
• Serve in an advisory capacity, maintaining consistent communication with Institute staff throughout the year and serving as liaison between staff and trustees.
• Preside over meetings and calls, delivering the chair report when appropriate; coordinate with staff on agenda items.
• Delegate specific trustee assignments.
• Participate in at least (1) Board of Regents Teams meeting per site throughout the year.
• Develop board talent for future leadership positions.
• Travel to all four sites during term as Chair.
• Submit chair reports.
• Share feedback with Chair Elect and assist with transition of terms.

Composition

Each Board of Regents should consist of a minimum of 12 members. Regents should strive to achieve a balance of association and chamber executives reflecting their attendees.

Method of Selection

The Chair of each Board of Regents appoints a Nominating Committee annually, made up of at least three members of its Board of Regents, with one person serving as Chair. The Chair, in consultation with designated Institute staff, makes recommendations to the Executive Committee of the National Board of Trustees to fill Regent vacancies. Nominations for Regent positions are submitted to the National Trustees' Executive Committee at least two weeks prior to the fall Board of Trustees meeting.

Qualifications

• Regents must be actively employed full time in the association, chamber, or related nonprofit profession.
• Regents' organizations must be dues-paying members of the U.S. Chamber of Commerce. 
• Regents must be graduates of Institute and must have demonstrated leadership throughout their Institute experience.

Terms

Regents shall serve two-year terms not to exceed three consecutive terms. Terms will begin after the approval of Regent nominees at the fall Board of Trustees meeting.

Any Regent may resign at any time by giving written notice to the Chair.

Regents who are absent from two regularly scheduled Board of Regents meetings may forfeit their position on the board. However, the Chair of the board may consider each absence of a board member as a separate circumstance and may expressly waive such absence by affirmation vote of a majority of Board members.

Nominating Committee

The Nominating Committee is composed of the Past Chair, Chair, and Vice Chair. The Committee is responsible for nominating candidates to join the Board of Regents.

Meetings

Regular meetings of the Board of Regents are held two times each year—during the fall and Institute week. Each regent is required to be onsite during a portion of the weeklong Institute program and participate in the program. Each regent is encouraged to participate in the full week.

Notice of meetings shall be given to the regents not less than two weeks prior to when the meeting is held.

Members may participate in a meeting through conference call.

One-third of the number of regents comprising the board at the time of any meeting constitutes a quorum for the transaction of business.

Compensation

The U.S. Chamber of Commerce does not reimburse expenses for regents to attend Institute or to participate in board meetings.

Much of the learning and growing that occurs at Institute takes place outside the classroom. Your role is to conduct Institute at your site within the framework established by the National Board of Trustees. The degree to which the Board of Regents accepts and carries out its duties determines the success of Institute.

Your full participation in Institute includes completing your regent assignment on a timely basis and attending all meetings of the Board of Regents during your term of office. You are expected to serve as a resource onsite during the full week of Institute.

The overall role of the regents can be summarized into three areas:

• Promotion and recruitment.
• Back of house responsibilities, i.e. serving on various committees.
• Front of house responsibilities, i.e. interacting with and guiding attendees on-site and throughout the year, when applicable.

Responsibilities of all Regents

• Serve in an advisory capacity, communicating and carrying out policies adopted by the National Board of Trustees.
• Promote enrollment in Institute to association, chamber, and nonprofit professionals through various mediums including, but not limited to social media, email, and word-of-mouth.
• Support the program by sending an executive from your organization and/or mentoring an executive from another organization.
• Champion DE&I efforts of increasing representation by proactively reaching out to national, local, and/or regional diversity representative organizations to build relationships and increase program awareness.
• Demonstrate commitment to the Institute program by fully participating in all activities during the week of Institute.
• Promote respectable conduct, student morale, and attendance in class.
• Support the program financially by donating directly to the scholarship fund through online fundraising efforts.
• Attend board meetings and participate in conference calls.
• Serve on at least one committee throughout the year as planning takes place or on-site during the Institute week.
• Facilitate industry consultations as needed.
• Audit classes as needed.
• Communicate complaints or issues of concern immediately to Institute staff.
• Provide recommendations to Institute staff for program improvement in the areas of logistics, curriculum, and faculty.

Responsibilities of the Chair, Board of Regents

• Represent the Board of Regents on the National Board of Trustees.
• Serve as a role model for all volunteers and participants involved with Institute.
• Maintain consistent communication with Institute staff throughout the year and serve as liaison between staff and regents.
• Preside over conference calls and meetings; coordinate with staff on agenda items.
• Delegate specific regent assignments for the successful implementation of Institute week.
• Emcee the Graduation Ceremony and Institute Kickoff, when applicable.
• Along with the Vice Chair, identify and coordinate recognition of volunteers associated with the Institute program.
• Develop board talent for future leadership positions.

Responsibilities of the Vice Chair, Board of Regents

• Represent the Board of Regents on the Curriculum Committee.
• Serve as a role model for all volunteers and participants involved with Institute.
• Assist Board Chair with conference calls, meetings, and in the case of Board Chair absence, preside over meetings and calls.
• Manage the Class Advisor program or oversee scholarships and fundraising efforts.
• Participate in the Graduation Ceremony in recognition of the graduating class.
• Along with the Chair, identify and coordinate recognition of volunteers associated with the Institute program.

Regents usually take on at least one specific assignment during their term. Assignments may include the following:

Ambassador Program (optional)

• Work with Class Advisors to identify leaders in each class to serve as Ambassadors.
• Manage Ambassadors, providing clear guidance and expectations.*
• Consider Ambassadors as potential future volunteers.
  
  *Some sites may choose to have the Ambassadors focus on welcoming class members on Day 1, while others may choose to have the Ambassadors assist throughout the entirety of the week.  The decision is up to each individual Board of Regents, but expectations should be properly communicated.

Class Advisors*

• Recruit and assign Class Advisors, coordinating with staff and considering candidates' leadership potential.
• Facilitate two conference calls - one orientation and one catch-up - in the weeks leading up to Institute.
• Provide guidance and leadership to advisors, answering questions and addressing concerns.
• Recruit and assign Regent Partners appropriately.
• Facilitate all Class Advisor meetings during Institute week.
  
  *This assignment is typically given to the Vice Chair.

Class Experiences (optional)

• Work with local chamber/CVB to identify multiple options for a class experience, i.e. reception style, bowling, karaoke, games, etc.
• Work with Class Advisors to present options and book reservations upon request.

Course Audits

See Course Audit form for more information.

• Read through the audit form prior to the selected course and ensure understanding of what to look for
• Attend chosen class and participate as an observer.
• Complete the auditor form, providing thoughtful and candid feedback, and return to staff.
• Share additional feedback with staff as appropriate.

Elective Volunteers

• Serve in the Class Advisor role for selected course(s), which includes: ensuring attendees sign the attendance sheet, introducing or selecting a member of the class to introduce the speaker, checking in with the faculty member, etc.
• Reconcile sign-ins with the official roster.
• Communicate with staff and help faculty members troubleshoot when applicable.
• Share additional context regarding late/absent attendees as appropriate.

Fourth-Year Recognition

• Coordinate with staff to plan the Graduation breakfast, if applicable.
• Coordinate the signing and distribution of congratulatory cards, along with IOM ribbons, to the graduates on the last day.
• Brainstorm and implement other ways to recognize and celebrate the graduates.
• Assist with creation and production of recognition slideshow.

Fundraising

At least three volunteers required.  Option for one Scholarship Chair to oversee both the Fundraising and Scholarship Committees.

• Recruit auction items from local and national businesses and organizations.
• Draft correspondence to registered attendees soliciting auction donations.
• Members are expected to encourage attendees to contribute to the auction before site and on-site.
• Manage Event.Gives.
• Close the auction.
• Brainstorm and implement, where applicable, additional fundraising opportunities, i.e. stars, ribbons, etc.

Lunch Roundtable Discussions/Group Consultations

• Select topics for discussion, taking into account attendee demographics and make-up.
• Recruit and assign regents to facilitate discussions.
• Coordinate logistics with staff and market to attendees.

Marketing and Recruitment (responsibility of all regents)

• Champion DE&I efforts of increasing representation by proactively reaching out to national, local, and/or regional diversity representative organizations to build relationships and increase program awareness.
• Promote Institute to circles of influence through various mediums (i.e. state conferences, social media, personal testimonials, etc.).
• Distribute Institute collateral such as planners, flyers, and other materials to local conference attendees.
• Encourage attendees to spread the word about the program.
• Reach out to current attendees, providing registration information and reminders.

Industry Consultations

• Work with staff to identify and recruit volunteers to facilitate consultations.
• Schedule consultations between volunteers and attendees based on request forms submitted through Google forms.
• Follow-up with volunteers post-Institute site and encourage them to follow-up with the attendees they advised.

Opening Welcome

• Organize optional networking function to follow the Institute Kickoff.
• Promote event appropriately.

Regent Partners

See Regent Partners Roles and Expectations 1-pager for more information.

• Serve as mentor to assigned advisor, providing advice and tips for success.
• Stay abreast of updates and potential issues.
• Proofread and approve Class Advisor communications prior to them being sent to attendees.
• Check-in with assigned advisor on a daily basis on-site.  Ensure your advisor is comfortable in his or her role and gauge class engagement.

Scholarships

At least three volunteers required.  Option for one Scholarship Chair to oversee both the Fundraising and Scholarship Committees.

• Schedule and conduct at least one committee conference call.
• Notify staff of final decisions, including amounts to be awarded.  Staff will notify recipients, providing the proper registration code and instructions.  Staff will also notify applicants who did not receive a scholarship, as well as follow-up with all applicants who received scholarships, but have not yet registered.

Social Media Strategy

• Serve as lead for on-site social media engagement among attendees and volunteers.
• Encourage board members and attendees (through Class Advisor communications) to share social posts within their networks.
• Encourage use of the Institute hashtag and site hashtags (if applicable) throughout the week and assist with taking state photos as needed.

State Photos (optional)

• Create schedule based on provided geographic breakdown during various breaks throughout the Institute week and provide to staff prior to arriving on-site.
• Organize and take photos on-site
• Send pictures to staff via Dropbox, Google photos, jump drive, etc.

Volunteer, Faculty, and Staff Dinner*

• Send invitation to volunteers, faculty, and staff who are on-site on designated night.
• Book dinner reservation.
• Coordinate transportation, if applicable, and communicate logistics appropriately.
  
  *The format of this dinner is subject to change, which would in turn, change the responsibilities of the committee.

Please note that contracts or financial commitments must be approved by and signed for by U.S. Chamber of Commerce staff to ensure that the integrity of the Institute program budget is maintained.

• Volunteering as a Class Advisor is very rewarding. Class Advisors are able to share their Institute experience with new colleagues, mentor participants through their professional development, and network with peers and industry leaders. In addition, Class Advisors continue with their own professional development by attending core and elective courses.
• One advisor is assigned to each class section and is expected to guide class members through the week.  While on-site, Class Advisors have the opportunity to demonstrate their leadership and management skills, paving the way for future professional growth and leadership within the Institute volunteer community.
• Class Advisors communicate and implement policies adopted by the National Board of Trustees at the individual Institute program including policies relating to conduct, attendance, and curriculum development. Class Advisors for each Institute program serve in a voluntary capacity and work in collaboration with the Board of Regents and U.S. Chamber of Commerce staff.

Method of Selection

The Board of Regents vice chair is responsible for the Class Advisor program.

Members of the Board of Regents recommend candidates to the regent vice chair and U.S. Chamber of Commerce staff, in addition to the vice chair conducting a call for volunteers.  Regents and staff work together to determine the number of Class Advisors needed and to ensure that recommended candidates meet the qualifications set forth below.

Qualifications 

• Class Advisors must be actively employed full time in the association, chamber, or related nonprofit profession.
• Class Advisors' organizations must be dues-paying members of the U.S. Chamber of Commerce. 
• Class Advisors must be graduates of Institute and must have demonstrated leadership throughout their Institute experience.

Expectations

Class Advisors must be able to attend the Institute week in full and be available to communicate with staff and class members prior to the start of the Institute week. In addition, Class Advisors must fully participate in all activities during the week of Institute as outlined in the Class Advisor—Roles and Responsibilities section.

Class Advisors represent the spirit of the program by promoting Institute at all appropriate venues, including state association and chamber meetings, conferences, and daily contact within the industry.

Provisions

Class Advisors are not required to serve at the site that they attended. Assignments to specific classes are made at the discretion of the U.S. Chamber of Commerce and Board of Regents. Furthermore, Class Advisors are not committed to one single class, and there is no guarantee that they will remain with the same class if returning the following year.

Compensation

The U.S. Chamber of Commerce does not reimburse Class Advisors for travel and lodging expenses to participate in Institute. However, the U.S. Chamber of Commerce pays the activity fee for meals and social events while at Institute. In addition, Class Advisors may attend elective courses at no charge during the Institute week.

Class Advisors Wear Many Different Hats

• Career Advisor—offer advice about career opportunities.
• Cheerleader—motivate and energize participants.
• Coach—encourage students to make the most of their Institute experience.
• Enforcer—handle class attendance and implementation of  Institute policies.
• Leader—help participants know where to be and what to do.
• Liaison—bring issues of concern to the attention of Institute staff and regents.
• Social Coordinator—encourage students to enjoy their Institute experience and help plan social functions such as the class dinner.
• Teaching Assistant—help instructors in the classroom with A/V, attendance, and discussion to foster a quality learning experience.
• Team Builder—ensure that the class works together as a unit and that students forge bonds.

Pre-Site

The work of the Class Advisor begins before the Institute week. Communication with class members leading up to the Institute week sets the stage for a positive experience for students. Institute staff will provide class contact information and reminders to share with your class on a bi-weekly basis:

• Participate in two conference calls prior to the Institute week.
• Become familiar with the roles and responsibilities of the Class Advisor, as well as Institute's policies and procedures.
• Become familiar with the class roster and program schedule.
• Establish a relationship with participants through email, Facebook group, or other communication methods, answering questions as they arise.
• Deliver important information and reminders to class members.
• Communicate with your assigned Regent Partner, including him or her on all communications.
• Identify team-building activities and icebreakers that will help the class bond upon arrival at Institute, particularly for first-years.

On-Site

Following is a list of specific programs or activities in which Class Advisors play an important role. As a general rule, once on-site, it is important for Class Advisors to participate in all activities with class members.

Class Dinner

• Facilitate the planning of the class dinner, sharing the list of recommended restaurants and encouraging a member of the class to take the lead on securing a reservation.
• Attend the dinner with your class members.

Core Classes

• Enforce the Institute attendance policy, keeping record of any absences. Notify the Board of Regents Chair of any absences as soon as possible.
• Coordinate with the instructor prior to the beginning of class; help with necessary preparations such as A/V support.
• At the beginning of class, introduce the instructor, or select a class member to make the introduction, if requested by the instructor. Instructor bios can be found in the app.
• Monitor the flow of class, ensuring that discussion is at an appropriate level and that the environment enhances classroom learning.
• Monitor instructor-student dynamics, reporting any issues of concern to staff.
• Keep track of time, giving the instructor notice of scheduled breaks and class adjournment.
• Encourage attendees to complete course evaluations through the on-site app.
• Provide feedback on courses and instructors to Institute staff and regents at the daily Class Advisor meetings.

Elective Classes

• Attend elective classes at your leisure, free of charge, pending availability.

Graduation Ceremony

• Convey the importance of the Graduation Ceremony and encourage attendance and support of the graduates.
• Specific for fourth-year advisors, facilitate discussions amongst the class in selection of the graduation speaker(s) and work with staff on logistics.

Homeroom (Day One)

• Facilitate Homeroom on day one.  During the 45 minute session, you will begin begin building class spirit; review with students the week's schedule of activities as well as Institute policies and procedures; and share additional pertinent information.
• See Class Advisors—Homeroom for more information.

Industry Consultations

• Promote the industry consultation program, ensuring attendees understand they that they have the option to sign up to receive confidential one-on-one coaching from a seasoned professional on a topic of their choosing.
• Encourage participation through online sign-up via Google forms.
• Each participant will be paired with a qualified counselor at a time and place convenient for both, usually during a break or lunch.  Attendees will be notified via text or email.

Institute Kickoff

• Prep your class members for Kickoff, letting them know that some classes choose to do a cheer to demonstrate class unity.
• Introduce yourself and your class when prompted to do so.

Meetings (Daily)

• Day One Class Advisor Briefing: Attend the briefing on the first day of Institute before students arrive. Advisors will receive materials and instructions for the week. In addition, staff will conduct a walk-through of the Institute app.
• Daily Class Advisor Meetings: Attend the daily meetings with regents and Institute staff and provide feedback on the day's events.

Registration (Day One)

• Welcome and register students as they arrive on-site.

Silent Auction and Fundraising

• Promote the silent auction and additional fundraising opportunities, encouraging participants to donate items and/or partake in fundraising activities.
• Remind participants that all donations go towards scholarships for the following year.

Post-Site

• Remain in communication with class members throughout the year, as appropriate.
• Specific for fourth-year advisors, encourage graduates to remain engaged by volunteering, following Institute on social media, etc.

Homeroom is the first opportunity at Institute for classes to get together. The Class Advisor leads this 45 minute session, providing class members with an overview of what to expect throughout the week and answering questions. Below is a suggested outline for leading Homeroom.

Welcome

Welcome attendees. Introduce yourself and your Regent Partner, and explain your history with the program.

Set the Tone for the Week

Begin leading the session by congratulating students for making the investment to better themselves and their organizations through Institute. Stress that Institute is a time-proven method of professional growth and is most beneficial when participants are fully engaged. Encourage them to take advantage of all opportunities both in and outside of the classroom. Mention that classes are meant to give an overview of all facets of running a nonprofit organization. Attendees should be cognizant that not all classes will be applicable to them at this point in time, but they might be in the future.

Begin Building Class Spirit

To facilitate class introductions and a team-building atmosphere, begin with an icebreaker. Also ask students to prepare their tent cards, which should include their name and organization.  Note, while an icebreaker might not be necessary for returning classes, it's important to keep in mind that most classes will have at least one new member (fast-tracker).

Review the Schedule of Activities

The Institute week is a busy five days. Participants engage in 24 hours of classroom instruction and countless hours of networking and social events. It is important to plan accordingly. Review the day-by-day schedule of activities (found in the app) with the class. Here are some key items to cover:

Exact Times: Make students aware of the beginning and ending of classes each day, and differentiate between elective and required course format and length of time.

Individual Course Schedules: Everyone should be signed up for nine courses—six required courses and three elective courses—each occurring at different times. Hard copies of personalized schedules will not be provided, but rather can be accessed through the app.

Scheduled Programming: Participants should be encouraged to attend all programs and evening social activities. Specific to Institute Kickoff, let class members know that some classes choose to do a cheer in demonstration of class unity.

Volunteer Assignments*: Ask participants to help with introducing instructors, making class dinner arrangements, organizing a class T-shirt (if desired), etc. *Please note that some assignments may be completed prior to arrival on-site.

Review Institute Policies

Please review all Institute policies. Be prepared to answer all questions if they should arise.

Wrap-Up

Answer any additional questions. Lead your class members to the Institute Kickoff and encourage participation in any additional evening activities.

1. Who is my main staff contact?

Karyn MacRae is responsible for overseeing the Class Advisor program.  She can be reached by phone at 551-427-5816 or by email.

2. Who do I contact in case of an on-site emergency?

Please contact the Institute staff immediately either by phone or in person.

3. Is there a dress code at Institute?

Institute's recommended dress code follows below.

Institute for Organization Management is a continuing education program.  All participants are expected to conduct themselves in a professional manner with regard to attire and appearance.

         Classroom attire at Institute is business casual.  Business casual is defined as follows:

Pants: casual slacks, trousers and jeans without holes, frays, etc. Shorts, while permitted, are discouraged due to the temperature of classrooms.
Shirts: all shirts with collars, business casual crewneck or V-neck shirts, blouses, Institute class t-shirts, golf and polo shirts. Examples of unacceptable shirts include shirts with inappropriate slogans, tank tops, muscle shirts, camouflage and crop tops. Institute recommends bringing additional layers, as classrooms can be cold.

  Graduation attire is cocktail attire.  Cocktail attire is defined as follows:

        Knee length dresses, slacks with blouses, or suits.  For visual representation, please visit Institute's Facebook page.

4. What is the attendance policy?  Who do I contact if someone misses class?

To maintain the credibility of the IOM recognition and the 96 credit hours it represents, class attendance is recorded and taken seriously.  At the completion of the program, participants will have earned 96 of the required 100 hours toward their Certified Association Executive (CAE) certification and 28 points toward their Certified Chamber Executive (CCE) certification.

Participants must attend all classes to receive full credit toward their IOM recognition and required hours toward an industry certification.  Please be sure your travel arrangements provide adequate time to complete all classes.

Missed class time will result in required make-up work in order to receive credit.  Please contact the Institute staff with questions.

In addition to indicating all absences on your attendance rosters, please notify the Board of Regent Chair immediately following the missed course.

5. What do I do during Homeroom?  Am I responsible for attendance?

Homeroom is reserved for welcome and introductions, in addition to some announcements.  Advisors should set the tone for the week while building class spirit.  First- and second-year Class Advisors tend to facilitate ice breakers.  Homeroom is where tent cards are created and forms are distributed. Regents will visit each class to welcome them to Institute and make necessary announcements.

Class Advisors are responsible for taking attendance in Homeroom and all core courses.  All attendance should be turned into the staff office immediately following class.

Please see Homeroom for more information.

6. How do attendees access presentations and handouts?  Will they be provided in class?  Are attendees required to print them out?

Presentations and handouts will be shared with attendees through a hidden webpage prior to arriving on-site.  Attendees are not required to print out the handouts, but may do so if they wish.

7. Are attendees allowed to use laptops, tablets, phones, and other handheld devices in class?

Yes, electronic technology is allowed for classroom purposes to enhance learning.

8. In what social media outlets is Institute involved?

Facebook and Twitter are both excellent ways to receive up-to-date information about the program and stay connected.  All are encouraged to become a fan of Institute's Facebook page. It is also recommended to join Institute's LinkedIn group, in addition to following the IOM Blog, and following us on Instagram (username IOMeducates).

9. Is graduation required for attendees?

Attendance at graduation is strongly encouraged for all Institute attendees and volunteers.

10. How do attendees change electives?  Are electives required?

Prior to Institute – Log into registration and follow the prompts to edit the agenda.  Attendees will have created a password during registration.

On-site – Elective changes will not be accepted on-site.

Yes, electives are required.

11. What are my responsibilities with the class dinner?

Class Advisors are responsible for making sure their class plans a dinner on the designated evening, in addition to attending the dinner themselves.  Advisors should provide guidance and suggestions, but are by no means responsible for planning the entire dinner.

12. How much am I expected to interact with my class?

Class Advisors serve as mentors to attendees and are always expected to be present during class and Institute sponsored events.  Advisors are welcome to spend time with their classes during other times, but are reminded that they are not part of the class and should use their best judgment.  A professional attitude should always be maintained.

13. Who do I contact if there are audio visual issues during class?

Please contact the staff office in the case of A/V issues.

14. How do I make corrections to my class roster?

Prior to Institute – Attendees can log into their registration and follow the prompts to edit their contact information.

On-site – Notify the staff, who will update Institute's records.

15. What are the specific duties of the Institute staff?

Raymond P. Towle, IOM, CAE
Vice President, Institute for Organization Management and Political Affairs and Federation Relations

Karyn K. MacRae, IOM, CAE, CMP
Senior Director, Institute for Organization Management
Board of Trustees, Boards of Regents, event logistics and planning

Cecilly (Cici) Francisco
Senior Manager, Institute for Organization Management
Faculty, Curriculum Committee, social media, webinars, Institute blog, DE&I liaison, scholarships and fundraising

Nathan Graham
Associate Manager, Institute for Organization Management
Registration, event and app creation, email communications, marketing deliverables, website and virtual platform management, Institute podcast, emerging technologies, alumni, IOM recognition, general inquiries and feedback

16. How are staff announcements communicated to me on-site?

Announcements can be communicated in person, via text, or email.  Additionally, the Class Advisor Broadcast will be distributed during daily meetings.

17. What type of fundraising is allowed on-site?

Each site hosts a silent auction to raise money for the scholarship fund.  Other fundraising opportunities vary by site.  Some states have specific rules on fundraising/gambling so please inquire with Institute staff before planning anything other than the silent/live auction.

18. What if I need more classroom supplies, i.e. tent card paper, markers, etc.?

All classroom supplies can be found in the staff office.

19. Are evening events required?  Is there a dress code?  Are guests allowed to attend the evening events?

Evening events are not required, but are highly encouraged.  Please see the policies and procedures for Institute's recommended dress code.  Guests are allowed to attend.

20. What if I have an attendee with special needs?

Please notify Institute staff prior to the start of the program of any special needs.  There is a section in the online registration form where attendees can note any dietary restrictions.  Staff will do their best to accommodate the needs of all participants.

21. Are attendees encouraged to rent cars while on-site?

In most instances, Institute classes and events will be within walking distance.  It is up to attendees whether or not to rent a car while on-site.

22. Are attendees required to make class shirts?

Class shirts are created at the discretion of each individual class and advisor.  They are not sponsored by Institute and are not required.  Please inquire with Institute Staff for specifics on logo usage.

23. Do the new faculty go through an orientation process?

Institute is always welcoming new faculty.  Each new instructor will go through an orientation process which includes an interview, and can include being paired up with a seasoned instructor and participating on a group conference call.

Each Class Advisor will be assigned a Regent Partner, who is a current member of the Board of Regents.  The main responsibility of the Regent Partner is to offer support and advice to his or her assigned Class Advisor in the weeks leading up to site, as well as on-site.  Partners should serve as mentors, acting as the "go-to" person when questions and/or potential issues arise.  Advisors should utilize their partner as a resource.

• Serve as a mentor to your assigned advisor, providing advice, tips for success, and other pertinent information.
• Stay abreast of updates and potential issues by reading through staff bi-weekly emails, in addition to individual class emails.
• Make yourself available as needed.
• Assist with the planning of the class dinner, when appropriate.
• Serve as liaison between your advisor and the Board of Regents.

• Meet with your advisor prior to Homeroom to answer last minute questions.
• Attend Homeroom.  Introduce yourself and explain your role as Regent Partner.
• Touch base with your advisor on a daily basis.  Ensure your advisor is comfortable in his or her role and gauge class engagement.  Offer advice and guidance, and troubleshoot where appropriate.
• Be available to carry out Class Advisor responsibilities throughout the week if needed.*

*Ideally, the only time you should be in the classroom with your advisor is during Homeroom.  You would only fill-in for your advisor in a last minute pinch if he or she was unable to take attendance, deliver announcements, etc.

• Continue to be available for your advisor as needed.

Composition

The Curriculum Committee is comprised of up to 20 people including the Chair and Vice Chair of the committee (each position is a two-year term), the Vice Chair of each Board of Regents (serving a one-year term), two active faculty members (serving two-year terms), nine at-large members (serving two-year terms), an ASAE representative, and an ACCE representative. Consecutive term service on the Committee may not exceed six years.

Method of Selection

Nominations for Curriculum Committee positions must be submitted to the National Trustees’ Executive Committee prior to the fall Board meeting.

Qualifications

• Committee members must be actively employed full time in the association, chamber, or related nonprofit profession as a consultant.
• Committee members must be graduates of Institute and must have demonstrated leadership throughout their Institute experience. An exception is made for the active faculty member positions and the representatives from ASAE and ACCE.
• Committee members’ organizations must be dues-paying members of the U.S. Chamber of Commerce. An exception is made for the active faculty member positions.
• No more than one member from any organization may be named a member of the Committee.

Terms

Each Curriculum Committee member serves for a designated term of up to two years. Consecutive term service on the Committee may not exceed six years, with the exception of those holding the ASAE and ACCE representative positions. Terms will begin after the approval of Committee nominees at the fall Board of Trustees meeting.

Any Committee member may resign at any time by giving written notice to the Chair. Committee members who are absent from two regularly scheduled fall Curriculum Committee meetings may forfeit their position on the Board. However, the Chair of the Curriculum Committee may consider each absence of a committee member as a separate circumstance and may expressly waive such absence by affirmation vote of a majority of committee members.

Nominating Committee

The Nominating Committee is composed of the Chair and Vice Chair. The Committee is responsible for identifying and nominating candidates to join the Curriculum Committee.

Meetings

The Curriculum Committee meets face-to-face once a year during the fall Board Meeting. The Chair of the Committee could call for additional conference calls throughout the year.

The Chair of the Committee presides at meetings of the Curriculum Committee. In the absence of the Chair, the Vice Chair presides.

Members of the Curriculum Committee are the only members entitled to vote. Voting by proxy is not permitted.

One-third of the number of Curriculum Committee Members comprising the Committee at the time of any meeting constitutes a quorum for the transaction of business.

Compensation

The U.S. Chamber of Commerce does not reimburse expenses for Curriculum Committee members to attend Institute or to participate in Committee meetings.

The Curriculum Committee member’s role is to provide insight and recommendations that are aligned with the CAE and CCE bodies of knowledge to maintain Institute’s curriculum at the forefront of what’s to come.

Responsibilities of all Committee Members

• Provide recommendations to Institute pertaining to curriculum offerings.
• Provide recommendations to Institute for potential new Faculty members.
• Promote respectable conduct, student morale, and attendance in class.
• Conduct course audits on-site.
• Participate in the industry consultation program on-site.
• Communicate complaints or issues of concerns with the curriculum immediately to Institute staff.
• Promote enrollment in Institute to association, chamber, and nonprofit professionals.
• Attend the Fall Curriculum Committee meeting.
• Communicate and carry out policies adopted by the National Board of Trustees.

Responsibilities of Chair, Curriculum Committee

• Represent the Curriculum Committee on the National Board of Trustees.
• Serve as a role model for volunteers and participants involved with Institute.
• Maintain consistent communication with Institute staff throughout the year; serve as liaison between Institute staff and Curriculum Committee.
• Preside over conference calls and meetings; coordinate with staff on agenda items.
• Conduct new faculty interview conference calls with U.S. Chamber staff throughout the year.

Responsibilities of Vice Chair, Curriculum Committee

• Assist Board Chair with conference calls, meetings, and in the case of Committee Chair absence, preside over meetings and calls.
• Serve as a role model for volunteers and participants involved with Institute.
• Assist Committee Chair with new faculty interview conference calls with Institute staff throughout the year.