PRSSA Officers
Update March 2012
Elections of PRSSA officers are held before April 15 each year. The elected students officially become officers beginning June 1 and serve for one year. If you’re interested in serving in a leadership position, you must submit an application and prepare a two-minute platform that explains why you want to be an officer and why you qualify for the officer position. To apply, you must be registered for more than eight credit hours and have no lower than a 2.75 GPA. You must be a PRSSA member to participate in the election process. This is an excellent opportunity to gain leadership skills and public relations experience.
Officers
An overview of each officer’s key responsibilities:
Chapter President (3 – 4 hours/week)
§ All duties as sighted in the PRSSA Chapter Handbook
§ Keep current on university regulations governing organizations
§ Collect weekly updates from officers and committee chairs; organize status report
§ Meet with adviser Professor Michele Ewing once a week to discuss upcoming events, projects, concerns
§ Consult with PRSSA Professional Adviser each semester
§ Hold a Darrow Committee retreat once a semester to develop a strategic plan for chapter
-establish organization’s objectives and goals
-set deadlines and delegate responsibilities
-evaluate progress and refine plan monthly
§ Preside over Darrow Committee meetings
-draft agenda three days before meeting; send copy to officers and adviser for approval
-obtain revisions must be return within 24 hours before Darrow Committee meeting
-monitor the timely distribution of meeting minutes compiled by Secretary
§ Preside over general chapter meetings
-work with VP of Professional Relations to draft and approve agenda
-coordinate meeting room with Scheduling Office; reserve room that can hold 50-60 people for every Wednesday at 7:30 p.m.
-welcome attendees, announcements, introduce speakers or guests
§ Organize committees at the beginning of the semester
- motivate members to join committees by conveying the opportunity to refine PR skills, earn points toward conference and enhance time management skills
- see that meetings are routinely held and obtain reports from committee chair each month; meetings can be held as scheduled by each committee chair
§ Assist Treasurer with requests for funding
§ Initiate communications with PRSA chapters in Akron and Cleveland
§ Coordinate chapter participation in local and regional leadership conferences, submit paperwork and registration, and organize logistics
§ Preside over officer transition to assure procedure is followed strictly
§ Delegate responsibilities if an officer resigns or forfeits position
§ Collaborate with other elected officers to collect materials for the University CSI award entries, due in early March; national PRSSA Teahan award entry, due at the beginning of June
§ Attend PRSSA National Leadership Rally in June, if possible (flight covered by PRSSA Kent, registration by PRSSA National)
§ Obtain guidance from faculty adviser and professional adviser
§ Encourage communication and teamwork
§ Attend at least one PRSA Akron/Cleveland professional meeting each semester
Vice President of Professional Relations (2 – 3 hours/week; more responsibilities prior to a new semester in July/August and November/December)
§ Attend any leadership seminars or caucus that may reflect on the betterment of the chapter; perform all duties of the Chapter President if the president is absent or unable to perform his or her duties
§ Assist the President in coordinating and directing committee activities and chapter operations and perform such duties as may be delegated by the president
§ Recommend to the Chapter President goals, objective, plans and programs for the benefit of the chapter; scheduling of speakers for general meetings
§ Coordinate meeting programs according to the desire of officers and members
-Example: speakers, workshops
-brainstorm meeting topics; review past meeting topics and compare
-develop full programming schedule for each semester
-obtain speaker bio information and photo to write introduction and copy points for the weekly email
and web promotion at least twos prior to speaking engagement
§ Request any food/drink to be delivered 20-30 minutes before meeting starts; ask for two pitchers of water and paper cups at every general meeting
§ Have gifts and thank you cards for all speakers
§ Evaluate meetings, make adjustments as needed
§ Network and make contacts with possible speakers. Keep a file of contacts made throughout the year. Correspond with them re: meeting details throughout each semester
§ Participate in the Communications Connection Committee
§ Send letters and thank you notes to professionals who have are involved with the duties assigned to his/her office
§ Keep PRSSA informed of any PRSA activity
§ Attend any PRSA meetings and functions; ensure that at least one member or officer attends each PRSA event to represent KSU chapter
- monitor that each officer attends at least one meeting each semester
- contact coordinator to RSVP, organize carpooling, and attend as many events as possible
§ Attend at least one PRSA Akron/Cleveland professional meeting each semester
Vice President of Membership (2 hours/week; more activity at the beginning of each semester for recruitment)
§ Attend any leadership seminars or caucus that may reflect on the betterment of the chapter; perform all duties of the Chapter President if the president and Vice President of Professional Relations are absent or unable to perform the president’s duties
§ Coordinate and carry out effort to recruit, enlist and retain membership
-focus on face-to-face efforts (including CCI/JMC events, class visits, informational tables, etc.)
-plan recruitment efforts before each semester begins to allow sufficient time for new members to pay dues and for the Treasurer to send checks to PRSSA National
- coordinate a mentor/mentee program and plan activities throughout both semesters
§ Create the communications strategies and tactics within the annual plan—to inform members of upcoming events and work with VP of Public Relations to promote all membership activities
§ Coordinate social activities for general membership
§ Serves as co-chair to plans End-of-Year Celebration to recognize graduating seniors and outgoing/incoming officers
§ Act as an information center for general membership
§ Coordinate and disseminate information about PRSA Associate Membership to graduating PRSSA members
§ Complete dues forms that are sent to National Headquarters
§ Maintain a record of chapter members, including the permanent home address of and in-school address, email and phone of each
§ Attend Admitted Student Days in Franklin Hall to recruit incoming freshmen
§ Participate in OSMA presentations for incoming journalism students at Kent State’s main campus
§ Attend at least one PRSA Akron/Cleveland professional meeting each semester
Vice President of Public Relations (3 – 4 hours/week)
§ Attend any leadership seminars or caucus that may reflect on the betterment of the chapter
§ Write, edit and distribute weekly chapter e-newsletter while school is in session (Note: would like to explore using Constant Contact for 2012-13)
press releases on accomplishments, meetings and activities to local and national media and PRSSA National Chapter News
§ Develop and coordinate all communications to promote meetings, events and other activities
-Flyers, Twitter, Facebook events, classroom visits (include other majors such as marketing, advertising, communication studies, fashion merchandising, etc.)
-Find PR sequence and journalism class schedule on FlashLine and ask officers to sign up for classes when they’re available to talk about PRSSA to other students and promote activities
-Manage PRSSA Kent listserv (add/delete recipients)
§ Direct orders for posters, PRSSA stationery, and other printed material available to PRSSA chapters
§ Maintain and keep up-to-date information on the PRSSA bulletin board
§ Ensure that all PRSSA promotional materials reflect a consistent brand image of PRSSA
§ Utilize the PRSSA Kent and PRSSA National style guides, as well as AP style, in all Chapter communications
§ Serves as co-chair to plans End-of-Year Celebration to recognize graduating seniors and outgoing/incoming officers
§ Attend at least one PRSA Akron/Cleveland professional meeting each semester
Vice President of Fundraising (5 – 10 hours/week, two weeks prior to Homecoming fundraiser; 5 – 7 hours in the summer to plan fundraiser; 1 – 2 hours/week otherwise)
§ Attend any leadership seminars or caucus that may reflect on the betterment of the chapter
§ Work with each officer and committee to establish financial needs; create a budget and set goals for the year of how much money to raise with the help of the Treasurer
§ Create and implement fundraising projects—preferably ones which do not require start-up money
§ Contact Presidents of PRSA Akron and Cleveland chapters about three months prior to National Conference to request funding (if YouToo continues, Akron chapter will not be approached since this chapter splits YouToo profit)
§ Serves as a co-chair on the YouToo Social Media Conference planning committee (January – April)
§ Contact by letters and email and send thank-you letters to those who contribute.
§ Attend at least one PRSA Akron/Cleveland professional meeting each semester
Treasurer (2 – 3 hours/week)
§ Attend any leadership seminars or caucus that may reflect on the betterment of the chapter; provide monthly financial reports to the Darrow Committee;
§ Collect chapter and national dues at the times specified in the PRSSA National and Chapter bylaws and with the assistance of the Chapter President and Vice President of Membership completely and accurately prepare the PRSSA membership form that accompanies national dues when forwarded to PRSSA headquarters;
§ Provide safekeeping for all chapter funds and keep accurate financial records of all campus and external accounts held by this chapter (including petty cash for general meeting food and beverages, speaker gifts, etc.);
§ Attend with the Vice President of Fundraising any required meetings by university regulations for obtaining funds from undergraduate senate or any relating university disbursement of funds committees
§ Serve as an active member of all fundraising committees (Homecoming, YouToo, etc.)
§ Collect fees for any chapter special events and fund raisers;
§ Disburse chapter funds with approval of the Faculty Adviser and/or Darrow Committee or Treasurer’s authorization determined by the Darrow Committee;
§ Work with the Chapter President and Vice President of Fundraising in preparing the annual budget
§ Assist any committee, as necessary.
§ Attend at least one PRSA Akron/Cleveland professional meeting each semester
Secretary (2 – 3 hours/week)
§ Attend any leadership seminars or caucus that may reflect on the betterment of the chapter
§ Record minutes of all Darrow Committee meetings and general meetings and handle the appropriate distribution of minutes and posting them to the PRSSA Kent Wiggio site; draft a summary to include in weekly e-newsletter
§ Make sure all permanent documents are recorded and kept in order for files including updates of the local and national handbook
-Organize files on Wiggio site (www.wiggio.com)
§ Create and maintain an updated and accurate record of chapter minutes, photographs, anniversaries, news clippings and other information to record chapter’s history and accomplishments
§ Notify PRSSA headquarters and sponsoring PRSA chapters of changes in chapter officers and advisors
§ Obtain up-to-date directories from sponsoring PRSA chapters, district and national directories
§ Handle all chapter in-house correspondence
§ Take attendance at each general and Darrow meetings
§ Keep track of the attendance/participation point system and post updates to website
§ Create nametags for all PRSSA Kent members and host welcome table at all general meetings
§ Attend at least one PRSA Akron/Cleveland professional meeting each semester
Online Media Manager (2 – 3 hours/week) Completion of PR Online Tactics course is recommended
§ Attend any leadership seminars or caucus that may reflect on the betterment of the chapter
§ Serve as official chapter photographer—acquire pictures at all events; coordinate developing and posting on Website, Flickr, Wiggio and blog
§ Coordinate and draft updates to the chapter Website weekly while classes are in session
-Create an editorial calendar for the website/blog each semester with post topics (meeting promotion, recaps, speaker bios, etc.)
-Post updates to meeting minutes, meeting and event calendar, member directory, and participation points
-Expand Web content, as appropriate, to improve member communications
§ Conduct annual Website evaluations with officers and members.
§ Write blog posts 1 – 2 times/week and send to President/other officer for editing;
§ Keep events, general officer information, etc. updated on the blog and website each year;
§ Write stories for the website, send along for editing and post stories to www.prssakent.com;
§ Update the @prssakent Twitter account several times/week to post links to articles, promote meetings and events, recognize hardworking PRSSA members, highlight meeting information, etc.
§ Assist Secretary with maintaining an updated list of chapter history
§ Assist VP of Public Relations with promoting the Website among members
§ Assist any committee, as necessary
§ Attend at least one PRSA Akron/Cleveland professional meeting each semester
PRSA/PRSSA Liaison (2 – 3 hours/week)
§ Attend any leadership seminars or caucus that may reflect on the betterment of the chapter
§ Coordinate PRSSA Kent’s trip to National Conference, which includes funding (USG allocations presentation, Dennis Eckart applications, divide receipts for reimbursement), hotel registration and flights
§ Be an active committee member for PRSSA Kent and Ad Club’s Communications Connection (attend weekly meetings, help plan communications, logistics, etc.)
§ Serve as a member on the YouToo Planning Committee
§ Maintain relationships between PRSA Cleveland and PRSA Akron; attend PRSA meetings, when possible – it’s your job to attend these events to keep a PRSSA Kent presence and to interact with professionals
§ Update officer and members on current PRSA events and encourage them to attend them
§ Help other officers with duties, as needed
§ Attend at least one PRSA Akron/Cleveland professional meeting each semester and coordinate attendance of other officers and members at these meetings.
Intercampus Liaison (2 – 3 hours/week)
§ Attend any leadership seminars or caucus that may reflect on the betterment of the chapter
§ Network with student organizations
§ Reach out to other majors (advertising, marketing, communications studies, fashion merchandising, etc.)