Officer Duties and Descriptions: VICE PRESIDENT for PUBLICATIONS & INFORMATION TECHNOLOGY

I. Constitutional Duties
The Vice President for Publications and Information Technology shall be responsible for disseminating information to members of the Association, via print and electronic communication, which includes the Association’s newsletter, directory (with support from the Vice President of Membership), and web site; provides leadership to the development and maintenance of the Association’s web page. Chairs the Publications and Information Technology Committee.

II. Specific Duties

1. Oversee the association web site
   1. The vice president is responsible for evaluating the web site for currency, comprehensiveness and accuracy. The web site may be housed through a member institution, or through a commercial vendor. It is the responsibility of the vice president to determine the most effective way to manage the web site. The domain name of PACRAO shall be renewed by the vice president every two years.
   2. The web site will contain the documents and information listed below. The list of contents should be reviewed and updated at least once each year and each component of the web site should be updated as often as is necessary. Description of the association, the PACRAO Code of Ethics, constitution and by-laws; rosters and means of contact for the executive, local arrangements and conference committees; contacts for publication in the newsletter or listserv, information on the upcoming conference including registration; locations and dates of future conferences; conference proceedings for past conferences; a list of PACRAO presidents in chronological order list of previous PACRAO Conferences in chronological order; current officers of the associated PACRAO organizations; links to AACRAO and other national associations; links to state and provincial associations within PACRAO. As the technology allows, the membership directory and newsletter may be web documents.
      
      
2. Association Directory
   1. It is the responsibility of the Vice President for Publications and Information Technology to edit and publish the PACRAO Directory once each year. The Directory is composed of two parts: a) an alphabetic roster of all PACRAO members, and b) a roster listing institutions alphabetically by state and members alphabetically within each institution (this depending upon cost and the direction of the Executive Board). The Directory should be published in early October and distributed at the annual conference in November. The vice president should consult with the board to determine whether the content of the directory should be expanded to include other information.
   2. The Directory is printed from a camera-ready copy made available from the PACRAO database.
   3. The PACRAO Vice President for Publications and Information Technology shall issue a call for bids for the printing of the Directory. The award of the bid should be based on budget and meeting the bid requirements specified.
   4. Additional information to be added to the Directory.
      1. The front section of the Directory should normally carry a personal communication from the President and include the PACRAO Code of Ethics.
      2. The back page should include a list of honorary members
   5. Mailing
      1. The Directory should be mailed using the lowest available bulk postage rate (distribute first at the conference.) Normally, the membership labels are run and affixed to each directory distributed at the conference; only leftovers are mailed.
         
3. Newsletter
   1. At the November board meeting, develop a proposed schedule of newsletter deadlines and mailings. Distribute the schedule to all potential contributors. Inform the president that a photograph will be needed for the winter issue.
   2. Investigate options for layout, graphics, printing and distribution of the newsletter. Discuss expenses with the President.
   3. At the winter board meeting, finalize the schedule of newsletter deadlines and mailings. Ascertain the budget for printing and distributing the newsletter.
   4. Notify all board and committee members of their assigned articles. Encourage broad participation from the board. Notify the conference and program chairs of the deadlines so that articles about the annual conference appear in each issue.
      
      
4. Chair Publications and Information Technology Committee
   1. At the annual meeting, chair the meeting of the committee and outline a calendar of tasks and responsibilities. Assign tasks to committee members with a proposed timeline for completion.
   2. Solicit volunteers through the newsletter and other appropriate means to encourage broad representation on the committee.
   3. Determine ways to assess the usefulness of different means of communication to ensure that the association communicates with the membership as effectively as possible.
      
      
5. Conference Responsibilities
   1. The Vice President for Publications and Information Technology is normally seated at the head table for the opening session and business meeting sessions.
   2. Distribute directories to attendees, and encourage those attending to take with them the directories for the members at their institution. Track carefully to ensure that directories are mailed only to those who did not already pick up a directory.
   3. The Vice President's report at the business meeting includes an update on association communications and technology.
   4. Convene a meeting of the publications and information technology committee.

III. Chronology of Activity

November

• Convene meeting of the publications and technology committee and distribute task calendar and assignments.
• Inform the president that a photograph will be required for the newsletter
• Update the executive board web pages to reflect the new board.
  
  

December

• Secure articles from board members, conference and program chairs and format newsletter.
• Evaluate the web site and secure updated information as possible.
  
  

January

• Attend Executive Board meeting. Give quarterly report.
  Verify the currency of the PACRAO domain name.
  
  

February

• Mail winter newsletter February 1.
  
  

March

• Deadline for articles for the spring newsletter
  
  

April

• Mail spring newsletter
• Attend AACRAO meeting if possible and participate in activities related to association newsletters and technology.
  
  

May

• Deadline for submission of articles for the summer newsletter.
  
  

July

• Mail summer newsletter.
• Attend Executive Board meeting. Give quarterly report.
• Deadline for submission of articles for the fall newsletter.
  
  

September

• Mail fall newsletter.
• Coordinate status of the membership roster with the vice president for membership. Finalize materials for Directory. Secure camera ready copy. Complete bid process. Award contract. Prepare year-end report of all activities.
  
  

October

• Print Membership Directory. Prepare files for transfer to new VP at the conference.
  
  

November

• Distribute directories at conference.
• Make annual report to the membership.
• Meet with the new vice president in a transition year and pass on the relevant information.
• Meet with the publications and technology committee.
• Mail Directory to members who did not attend the conference.

NM 27 October 2000

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