NEOA Board Position Descriptions
Revised June 2022
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Regional President
Position Summary:
The president is the chief elected officer of the Association and presides at all general meetings of the delegate assembly. The President is the chairperson of the Board of Directors and, with the advice and consent of the Board, appoints all chairpersons of standing and ad hoc committees. The President will be an ex-officio member of all committees, except nominations and elections. The President shall in no way be employed by the Association. Priorities include COE issues, educating lawmakers, disseminating information about the Association, encouraging regional and state affiliations, promoting membership involvement in committees, clarifying responsibility and accountability for committee chairs, and preparing the interim and annual reports to the membership.
Principal Responsibilities:
Select committee chairs and two finance committee members for board approval
Set dates and locations of Board orientation (Sept) and 4 additional meetings: November, January (usually at the TRIO Day hotel) April (preceding the conference) and June
Preside at all general meetings of the Board or membership
Appoint a parliamentarian for all meetings of the Delegate Assembly.
Serve on COE Board and subcommittees as assigned by COE Board Chair; attend 3 meetings in September, December, May
Report back to NEOA Board on COE activities
Encourage participation in COE Leadership Seminar
Respond to COE Action Alerts and communicate to the membership
Disseminate information from COE and NEOA
Invite dignitaries to Annual Conference
Facilitate selection of Annual Conference award recipients and order their plaques
Provide final approval of NEOA Achiever candidate selections
Conduct business meeting at Annual Conference
Produce Annual Report for Annual Meeting
Oversee placement of NEOA ad in COE Annual Conference program
Maintain memberships in other organizations (College Board, NEACAC)
Encourage celebrations of TRIO Day for groups throughout NEOA
Respond to member and association concerns
Call emergency meetings as needed
Carry out the mission of the organization; review and update the Strategic Plan
Ceremonial Responsibilities:
Attend COE Policy Seminar and report regional results. Plan dinner for state teams. Plan celebration.
Attend TRIO Day and welcome participants
Attend all State Conferences and present information about NEOA
Represent NEOA Board at other regional conferences (optional)
Purchase thank you gifts for board and schedule recognition reception
Attend functions on behalf of NEOA
Make seating arrangements for meals at Annual Meeting
Purchase newcomer reception and gift basket items for COE Conference (more than $100.00)
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President - Elect
Position Summary:
The President-Elect serves with the same powers as the President in the event that the President becomes incapacitated or resigns. The President-elect serves as "President in training". The priorities of this office include coordinating fundraising efforts, coordinating state liaisons, and responding to COE issues.
Principal Responsibilities:
Attend board orientation (September) and four (4) additional board meetings: November, January, April and June
Oversee development efforts
Advise committee chairs on fundraising efforts
Serve on Finance Committee
Serves on the Development Committee
Attend three COE Board Meetings (September, December, May)
Serve on COE Board subcommittees as assigned by COE Board Chair
Select site for following year's conference and TRIO Day
Represent the president as needed
Assist president and committee chairs in achieving their goals
Plan for up-coming year's activities
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
Ceremonial Responsibilities
Organize Past President's Dinner at Annual Conference
Select gift for President
Select COE Annual Conference gift basket as assigned by President
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Past - President
Position Summary:
The main duty of the Past President is to chair the Nominations and Elections committee. The Nominating Committee shall be responsible for ensuring a slate of candidates for the annual election. The Past-President also serves as Advisor to the President.
Principal Responsibilities:
Attend board orientation (September) and four (4) additional board meetings: November, January, April and June
Chair NEOA Nomination and Elections Committee
Chair Fair Share Committee. Ensure that NEOA meets its Fair Share goals.
Attend COE Board meetings (September, December, May)
Serve on COE Board subcommittees as assigned by COE Board Chair
Serve as "goodwill ambassador" by contacting new programs and program directors about NEOA
Serve on Finance Committee if appointed by the President
Serve on Public Relations committee as assigned
Serve on other committees as assigned
Follow-up on presidential goals and initiatives
Provide advice and guidance to current officers and chairs
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
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Vice- President
Position Summary:
The primary duty of the Vice President is to serve as organizer and chairperson of the annual NEOA conference. The Vice-President serves with the same powers as the President-elect in the event that the President-elect becomes incapacitated or resigns.
Principal Responsibilities:
Attend board orientation (September) and four (4) board meetings: November, January, April and June
Work with president-elect to investigate and choose conference site, and to negotiate contract, if necessary
Organize conference committee and delegate responsibilities to committee members
Serves as an ex-officio representative on any committees as assigned by president
Prepare a conference budget to be submitted to the Finance Chair for review of finance committee and approval of Board
Develop theme and format of the conference within the constraints of the budget and with consultation of the board
Elicit workshop proposals/ideas and speaker suggestions from NEOA membership and outside organizations
Work with president to invite and confirm dignitaries (COE Board Chair, Department of Education officials, others)
Send registration materials to members, past members, other interested parties, (i.e. NEACAC members) and COE Board members
Arrange for local transportation for special guests
Select menus, workshops, speakers, and entertainment to ensure a successful conference in consultation with president and committee
Keep track of registrations and membership information and submit all incoming funds and bills to the treasurer in a timely fashion
Convene committee of state members, representatives from other states, technology chair and disability concerns task force chair
Serve as liaison between the conference committee and Board; provide written reports in timely fashion to the board
Send membership information to Membership Chair and coordinate with registration information
Send information to web site manager as needed for notices and registration
Maintain accurate records, timelines and budget for conference
Adhere to conference budget
Actively contribute to and participate in all board activities/discussions
Contribute information from the committee to the NEOA newsletter as appropriate
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Treasurer
Position Summary:
The Treasurer is responsible for the receipt and expenditure of funds in accordance with the fiscal policies established by the Board of Directors. The Treasurer maintains appropriate and adequate financial records and is prepared, at any time, at the direction of the board, to surrender such records and monies to the Board or succeeding Treasurer. The Treasurer will submit quarterly reports to the association, submit an audited report at the annual meeting, and shall be under such bond as may be determined by the Board of Directors. The Treasurer shall serve on the Finance Committee.
Principal Responsibilities:
Attend board orientation (September) and four (4) board meetings: November, January, April and June
Participate in training on financial management software
Carry out the fiscal activities of the Association according to the NEOA bylaws and fiscal policies manual
Pay bills of the organization in a timely fashion
Deposit income and coordinate deposits of the organization in a timely fashion
Account for all fiscal transactions
Serve on finance committee
Assist president and event chairs with contract negotiations
Maintain accurate and detailed financial records
Provide records to auditor for annual financial review and tax preparation
Bill member states for state dues by October 1, payable by December 1
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
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Secretary
Position Summary:
The secretary has the official recording responsibility for the Board. It is also the responsibility of this office to incorporate the Treasurer's reports into the official reports of the Association.
Principal Responsibilities:
Attend board orientation (September) and four (4) additional meetings: November, January, April and June
Record accurate and detailed minutes of board meetings including attendance and Treasurer's report
Record accurate and detailed minutes of Annual business meeting
Type and disseminate minutes of all board meetings to board members following the meetings
Serve on committees as assigned
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
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State Presidents
Position Summary:
The State Association Presidents shall be full members of the Association Board of Directors and shall represent the interests of the members of their respective States. Annual priorities include: developing state level action plans, building organizational structures and identifying resources to foster state and community support of TRIO, recruiting and promoting TRIO leadership at the state level, disseminating information about NEOA and COE within the state, and reporting to the Board on state activities.
Principal Responsibilities:
Attend board orientation (September) and four (4) board meetings: November, January, April and June
Attend COE Policy Seminar and lead State delegation
Identify and register TRIO Alumni/ae to attend COE Policy Seminar, helping them with their arrangements
Verify NEOA Achiever registry information
Recruit and identify new leadership at state level
Develop and organize state and community support of TRIO and other EOP programs
Provide a written report to NEOA on state activities
Oversee the development of the TRIO Alumni/ae societies
Promote membership in NEOA and institutional memberships in COE
Oversee Political Action Network in their state
Pay NEOA dues by October 1
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
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State Liaisons
Position Summary:
The State Liaisons shall be full members of the Association Board of Directors and shall be elected by and represent the interests of the NEOA members in their respective states. Annual priorities include: coordinating crisis mobilization strategies at the state and regional levels, participating in state level action plans, disseminating information about NEOA and COE within the state, coordinating state policy events and state participation in national policy seminars, and reporting to the state on NEOA activities.
Principal Responsibilities:
Attend board orientation (September) and four (4) board meetings: September, November, January, April and June
Represent NEOA members on Board and provide a written report of activities in the state at Board meetings in conjunction with state president
Report to state on regional activities
Represent NEOA at state organization meetings and disseminate information from NEOA
Coordinate crisis mobilization strategies at state and regional level
Initiate and support interaction between TRIO and EOP personnel and state/federal legislators in conjunction with state president
Serve on NEOA membership committee
Maintain E-mail, phone, fax tree and other communications systems
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate.
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NEOA STANDING COMMITTEES
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NEOA Achievers Chair
Position Summary:
This standing committee has responsibility for the identification and selection of deserving NEOA program alumni candidates for special recognition at the annual NEOA conference.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
Form committee with representation from each state
Solicit recommendations from NEOA members of potential NEOA Achiever candidates, coordinate process
Convene subcommittee to recommend awardees for recognition
Contact awardees and arrange for their participation at the Annual Conference
Preside at NEOA Achievers luncheon at Annual Conference
Actively participate in and contribute to all board activities/ discussions
Contribute information from committee to newsletter as appropriate
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Finance Chair
Position Summary:
This is a standing committee. The Finance Committee monitors all fiscal matters pertinent to the Association's activities. Annual priorities include the development and implementation of an effectively structured fiscal plan, including a formal budget and written policies for expenditures
Finance Committee Members:
Finance Chair
Treasurer
Membership Chair
President
Past President
President Elect
Conference Chair
TRIO Day Chair
Advocacy Chair
Development Chair
Professional Development Chair
Principal Responsibilities:
The term of the Finance Chair is two years (alternating with the treasurer position) so that the standing chair can train the new Treasurer after the first year
Attend five board meetings: September, November, January, April and June.
Present financial highlights of the year to the NEOA membership during the NEOA Conference Business Meeting.
Present board member training (fiduciary responsibilities) at the September Board Orientation Meeting.
Work with Treasurer, President and Committee Chairs to develop an annual operating budget
Chair finance committee and set and conduct periodic meetings. Finance committee meetings will occur virtually prior to each board meeting
Review financial reports provided by the Treasurer prior to submission to Board
Reconcile the checking account
Serve as a consultant to committee chairs concerning fiscal matters and policies
Work with committee chairs to ensure that activities stay within budget
Implement the long-range fiscal goals of NEOA; maintain fiscal stability
Review, update and communicate NEOA fiscal policy to the board as needed
Actively participate and contribute to all board activities/ discussions
Contribute information from committee to newsletter as appropriate
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Legislation and Advocacy Committee Chair
Position Summary:
This is a standing committee and responds to national issues affecting TRIO and educational opportunity; provides technical assistance and information for state level policy seminars and provides technical assistance to state liaisons regarding crisis mobilization strategies.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
Coordinate NEOA Political Action Network with state presidents
Educate the membership regarding the reauthorization process and its implications for TRIO
Inform the membership, in a timely fashion, of reauthorization issues as they arise out of Department of Education and Congress
Disseminate information about higher education issues that impact NEOA members and students, via the NEOA newsletter, state meetings, and other communication systems.
Solicit input from members on legislative and educational issues and concerns
Provide technical assistance to state presidents regarding the COE Policy Seminar
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
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Membership and Credentials Chair
Position Summary:
This is a standing committee. Responsibilities of this position include: the active promotion of membership in the association; determining membership type and eligibility for purposes of participation in association activities; certification, for each association meeting, of the names of eligible voters; monitoring and tallying of votes when necessary. Annual priorities include: increasing membership, disseminating membership data, and developing an effective membership dues collection system.
Principal Responsibilities:
Attend board orientation (September) and four (4) board meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
Maintain membership and New England-wide database for membership directory
Produce mailing labels as requested
Facilitate membership committee meetings and communicate with membership committee between meetings via e-mail, letters and phone calls
Make written reports to Board on membership activities
Encourage association growth through identifying new members
Administer membership surveys and membership renewal reminder
Actively participate and contribute to all board activities/ discussions
Contribute information from committee to newsletter as appropriate
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Professional Development Chair
Position Summary:
This is a standing committee. The Professional Development Chair is responsible for organizing activities to address the professional development needs of the NEOA membership. The chair convenes the committee and oversees the development of useful and appropriate annual trainings for the membership.
Principal Responsibilities:
Convene a Professional Development Committee with representation from all program types. Meet periodically (at least once per quarter).
Attend board orientation (September) and four (4) meetings: December, February, April and June.
Submit a budget request to president and finance committee for board approval.
Develop and update the professional development event RFP on the NEOA web site annually.
Encourage members to apply for funds in support of professional development activities, trainings and presentations.
Respond in a timely fashion to proposals for PD events after consultation with President; confirm funding availability and amount, request budget and evaluation.
Actively encourage and support PD activities for all program types and audiences.
Coordinate activities and trainings to educate the membership regarding the reauthorization and legislative process, higher education issues.
Maintain records of event descriptions, activities, participants, costs, and event evaluations for association archives.
Assess membership needs for training on an annual basis through surveys and other means.
Actively participate and contribute to all board activities/ discussions
Contribute information from committee to newsletter as appropriate.
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Public Relations Chair
Position Summary:
This is a standing committee. The Public Relations Committee Chair oversees and has responsibility for association public relations and communications activities and shall in other appropriate ways encourage scholarly efforts toward publications related to and supportive of association philosophy and goals. This position has responsibility for reviewing and updating documents and materials representing the association, for coordinating public outreach and advocacy campaigns, and for providing relevant professional development to members.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
Work with Technology Chair regarding web site and electronic publications
Work with membership chair, professional development chair and others to coordinate NEOA public messages and member/alumni/donor outreach
Review and update brochures, publications, web sites, electronic media representing the association
Create Ad for COE Conference booklet
Coordinate with Conference Chair, TRIO Day Chair and other event chairs to prepare press releases and obtain press coverage for major NEOA events. Provide technical assistance to board and members on public relations campaigns
Coordinate NEOA political action network and communication matters with state presidents
Assist in the dissemination of information about higher education issues to members via the NEOA newsletter and other communication systems
Maintain and update social media sites. Regularly post information and news
Provide technical assistance on public relations to state presidents and liaisons regarding policy seminars
Actively participate and contribute to all board activities/ discussions
Contribute information from committee to newsletter as appropriate
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Technology Committee Chair
Position Summary:
This is a standing committee. The responsibilities of this position include oversight and management of the NEOA web site, mailing lists, and other electronic resources; interaction with committee chairs and support of major NEOA activities through development and promotion of website materials; and assistance in meeting technology needs for NEOA events and initiatives.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: December, February, April and June
Submit a budget request to president and finance committee for board approval
Provide schedule of when content for website should be delivered to all appropriate committee members or board members
Regularly update website
Assist Conference Committee Chair in meeting technology needs for conference, including online registration
Assist TRIO Day Committee Chair in meeting technology needs for TRIO Day, including online registration
Update and prepare Technology Committee timeline/manual for future Technology Committee Chairs
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
Manage and maintain electronic resources such as mailing lists, cloud storage, Zoom license, domain name and web hosting accounts, and other online accounts as needed
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TRIO Day Chair
Position Summary:
This is a standing committee. The TRIO Day Committee Chair shall be responsible for organizing the Annual NEOA TRIO Day Program.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January,, April and June
Submit a budget request to president and finance committee for board approval
Convene committee meetings to select hotel site with board approval
Identify and invite speakers
Organize a regional college fair, and local area college tours
Organize a student rally with local leaders, present history of political process and TRIO history
Arrange for entertainment and meals for students
Communicate with Technology Chair and web site manager in a timely fashion for notices and registrations
Generate a timeline and share other materials with incoming chair
Actively participate in and contribute to all board activities/ discussions
Contribute information from committee to newsletter as appropriate
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Development Chair
Position Summary: This is a standing committee. The main responsibility of this committee is to identify and implement fundraising for the Association.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
Establish a committee of members from each state
Maintain and foster relationships with existing funders and supporters
Prepare letters and other communication for underwriting sources to support major NEOA activities and events such as the Annual Conference and TRIO Day
Solicit new sources of financial support for NEOA initiatives.
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
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Alumni Committee Chair
Position Summary:
This is a standing committee chair role whose annual priority is to encourage the development of TRIO Alumni Societies. The chair works with the National TRIO Alumnae Society Chair and state alumni bodies wherever possible.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
Maintain and update the NEOA Alumni database
Coordinate access for state presidents to verify alumni in NEOA registry
Act as a resource for suggestions for alumni activities and events
Promote and encourage the development of Alumni Societies in the region and member states
Provide information and technical assistance to region about the establishment of Alumni Societies
Plan for information tables and workshop(s) at conferences, state meetings and reunion events as appropriate.
Provide alumni information to NEOA members
Develop and maintain a regional Alumni Newsletter (quarterly)
Assist COE Alumni Chair with implementation of goals.
Actively participate in and contribute to all board activities/ discussions
Contribute information from committee to newsletter as appropriate
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NEOA AD-HOC COMMITTEES
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Disability Concerns Task Force Chair
Position Summary:
This is an ad-hoc committee. The responsibilities of this committee are to represent the concerns of the disabled community in planning for NEOA events, such as TRIO Day and the Annual Conference; to ensure that appropriate accommodation plans are made for events and activities sponsored by NEOA; to ensure accessibility of NEOA materials such as the web site and newsletter; to serve as a resource for the membership and board of directors on ongoing related matters.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
Serve on the Conference and TRIO Day committees
Meet/confer with Professional Development event chairs
Regularly review NEOA materials, contracts and practices
Serve as a resource for NEOA membership and board
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
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Historian/Archivist
Position Summary:
This is an ad-hoc committee. This position is responsible for the ongoing collection, preservation and maintenance of NEOA materials and historical records and documents. This position shall be active in securing historical records from members, organizing materials (electronically and otherwise), preserving board meeting minutes and other records; soliciting materials from members and others relevant to the history of NEOA; making efforts to secure a permanent home and library services for all physical materials.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
Meet with past-presidents, board members and others to solicit materials of interest to the archives.
Meet with librarians and archivists; proper methods of records preservation; train other NEOA members.
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
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Newsletter Chair
Position Summary:
This is an ad-hoc committee. This committee has responsibility for generating a regular, quarterly publication on news of general interest to the NEOA membership, as a benefit of membership. Topics covered will include major NEOA events and activities, announcements of opportunities for training and professional development, best program practices, education news, political trends and other relevant items.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
The Newsletter Committee shall be responsible for the NEOA Newsletter.
Collaborate with different Committees to generate submissions for the Association's Newsletter
Develop and distribute the Association's Newsletter
Actively contribute to and participate in all board activities/discussions
Contribute information from the committee to the NEOA newsletter as appropriate
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State Initiatives Chair
Position Summary:
The State Initiatives Chair is responsible for coordinating the Association’s State Initiative campaign with the help of a committee representing each state. The goal is to help the New England states develop effective strategies to influence state policy, achieve greater legislative and fiscal support, and gain increased recognition. Specific goals include establishing stronger relationships with state legislators, business leaders, civic leaders and foundation executives; establishing local and statewide alumni associations; building stronger state TRIO Associations; impacting state and local appropriations for higher education; generating additional revenue sources for TRIO; establishing stronger relationships with similar organizations and introducing annual campaigns to demonstrate that TRIO programs are effective and good, solid investments.
Principal Responsibilities:
Attend board orientation (September) and four (4) meetings: November, January, April and June
Submit a budget request to president and finance committee for board approval
The Chair and committee are responsible for developing and distributing an RFP to all State Associations
The Chair will acknowledge the receipt of all proposals, convene the State Initiatives Committee to review and recommend funding for state initiative proposals, and make a full report back to the board. Each funded proposal shall provide a final report that will be evaluated by the committee who will, in turn, report back to the Association.
Convene committee meetings in conjunction with the board meetings to encourage and brainstorm proposals
Facilitate State Initiatives Committee meeting with state presidents and liaisons
Develop and distribute RFP’s to help meet the needs of individual states and state associations
Offer assistance in developing fundable proposals
Review and recommend funding proposals to the committee and to the board
Evaluate funded proposals one month after event takes place
Contribute information to the web page: information, highlights, and a list of funded proposals
Offer assistance in developing SI proposals for COE funding
Align with the Council for Opportunity in Education (COE) state initiative campaign goals.
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate.
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Strategic Planning Chair
Position Summary:
This is an ad- hoc committee. The main responsibility of this committee is to report back to the association on activities that fully support the NEOA Strategic Planning by:
Developing a committee to update the association’s Strategic plan every 5 years;
Aid the current president with holding the Board accountable for supporting the Strategic Plan;
Identify areas of strength and improvement for the Association.
Annual priorities include: Developing a mechanism to evaluate how the Board is implementing the Strategic Plan and report back to the board at each meeting.
Principal Responsibilities:
Attend board orientation (September) and four (4) board meetings: November, January, April and June
Serve on and Chair the Strategic Planning Committee
Chair the Committee and work with the entire Board on updating the Strategic Plan every 5 years.
Support State Associations with their development of their own Strategic Plans
Provide a written report to NEOA on Strategic Planning Activities
Keep Board moving towards fully implementing the entire Strategic Plan
Promote membership in NEOA and institutional memberships in COE
Actively contribute to and participate in all board activities/discussions
Contribute information to the NEOA newsletter as appropriate
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Retirees Committee Chair
Position Summary:
This is an ad-hoc committee. This committee has responsibility for keeping track of our retirees, engaging them in NEOA Board positions and committee work, celebrating their milestones, and promoting the retirees for awards.
Principal Responsibilities:
Attend Board Orientation (September) and four (4) meetings: November/December, January/February, April and June
Submit a budget request to President and Finance Committee for Board approval
The Retirees Committee shall be responsible to track all retired members of our association and recognize them at our annual conference in whichever way they would like.
Collaborate with different committees and states to generate a list of recent retirees.
Develop and update the retirees database with contact information
Actively contribute to and participate in all Board activities/discussions
Contribute information from the committee to the NEOA newsletter as appropriate.