Member Organization Director (MOD)
Ideally, before being nominated for an Executive Committee (ExCo) position, and certainly after being elected to such a position, the Officer should familiarize his/himself with the Constitution and Bylaws of IVSA and with the relevant Manual(s) to their position.
In order to be considered suitable for nomination for a position on the ExCo or Secretariat, the member should have sufficient English language skills to communicate effectively with the other members of the IVSA governing entities. This is because English is the official language of IVSA and the language which all official ExCo and Secretariat communication is in. English language skills should therefore be considered necessary for all nominees. Other language skills, while they may be useful, are optional.
All ExCo members should seek advice from the Trust on problems they encounter, as the Trust is the advisory body that has the experience to support the ExCo. Personal contact with the Trust is encouraged in the case of difficulties.
The position of Member Organization Director (MOD) was created at the 62nd Congress in the Netherlands by the outgoing ExCo by combining two old positions, the "Chief Exchange Officer" and the "Information Officer" into one new position.
- 1 Daily MOD duties and responsibilities
- 2 MOD duties and responsibilities concerning the IVSA Congress and Symposium
- 3 General duties of an EXCo member
Daily MOD duties and responsibilities
The MOD is acting as the main liaison between IVSA Global represented by the IVSA Officials and the members of IVSA represented primarily by the Exchange Officer (EO) of each Member Organization (MO). As such, the position of the MOD comes with a lot of responsibilities. Make sure you read your handover properly once you have become MOD.
Building the MOD Team
The MOD position is one of the most important positions in the ExCo and a lot of time is required (8-10 hours per week) for doing all MOD tasks. Therefore the MOD should include all his/her assigned Secretaries into the work. Building a strong MOD-team (MOD plus his/her assigned secretaries) should be the first step after taking over the position in September. Each Secretary should get his/her own task and be motivated to come up with their own projects. Tasks that could for example be done by a secretary are: creating and sending out the EO Bulletin, creating certificates, contacting old Member Organizations (MOs) that IVSA lost contact with etc. The MOD should check all documents and emails before the Secretaries send it out to the members. Supervising and delegating the team is very important to have an efficient MOD term.
Collection and Distribution of all information concerning IVSA
- Sending the monthly newsletter (EO Bulletin): The EO bulletin should be send via the programme Mailchimp and a least contain: an introduction, an update on any changes in the IVSA Memberlist, contact information of IVSA global, updates from IVSA global (scholarships, open calls, application deadlines etc.), MO activities and events approved by the ExCo. The MOD should consider making a special EO bulletin for newly accepted MOs, to make the start for these MOs easier.
- The MOD should update the documents on the Members Google Drive and upload all manuals and helpful documents for the EOs.
- After accepting a new MO the MOD must provide the EO of the newly accepted MO with their official IVSA MO email address, add the email account to the Members Google Drive and advise the new MO on where information on how to start the MO work etc. can be found (the Members Google Drive provides a lot of documents about the first steps of an new MO).
- From time to time, the MOD should remind the MOs that all information about IVSA can be found on the Member Google Drive to minimize frequently asked questions about things that are already explained in a document on the drive.
Recruiting new IVSA members
- Use contacts other IVSA officials made during events to get new Veterinary Schools involved in IVSA. Work together with your team on bringing inactive MOs back to live and spread the word about IVSA as much as you can.
- The application procedure:
- Get in contact with interested veterinary students and explain them everything they need to know about IVSA (the benefits)and explain the application procedure as well. At least three (3) veterinary students are needed to create a new MO. Make sure you explain the differences between a national and local MO (IVSA Global prefers to have national MOs).
- Let the candidate MO fill out the application form (for a national or local MO) and collect a copy of the student ID of the three students mentioned in the application form. Check if the University the students are from exists and indeed provides a veterinary degree.
- Send the candidate MO the Draft Powerpoint presentation that is used to present the new MO to the General Assembly (GA).
- Set a deadline until which the application can be send in. This deadline is set before to the upcoming GA.
- Encourage the student(s) to attend the GA and do the presentation.
- Show all presentations of candidate members to the GA (either during one of the GA sessions or share the presentations online) and speak on their behalf in front of the GA.
- Inform all accepted MOs afterwards and help them with the further steps (membership fee payment, IVSA MO email account, other information).
- Keep the MO list updated
Improve the work of the EOs and collect biannual reports
- Make the EOs aware of the EO manual and the fact that they have to follow that manual.
- Answer emails with questions from the MOs within 48 hours.
- Prepare manuals and Powerpoint presentations to help new EOs and especially new MOs organizing exchanges and other international events.
- Update contact information of the MOs.
- Update IVSA application forms for exchanges and membership.
- Motivate EOs to be more active via the Facebook group, Vetstage and Wikipage.
- Be transparent and organize meetings with the EOs (, such as the ‘Ask me anything’ meetings).
- Encourage MOs in one country to work more closely together and maybe even help them to become a national MO.
- Make manuals easy to read and write ‘How to…’ documents for the EOs.
- Collect an EO report at least twice a year, set a deadline for the reports and create a list of criteria that need to be included in the report (an example can be found in the MOD Handover document).
- Explain the EOs how the Top MO competition works. A list of criteria was made in the MOD term 2015-16 . This list should be used, however, each MOD can make (small) adjustments to it. There should be discussed within ExCo what the first prize for the Top MO competition will be.
- The same as described for the Top MO competition should be arranged and done for the Top Group Exchange competition.
- Encourage the EOs to organize their own national and international events and provide them with all necessary information. Also, follow up on their work and make sure they follow the OC manual for international events.
MOD duties and responsibilities concerning the IVSA Congress and Symposium
Main Liaison between the Organization Committee (OC) and the ExCo
- Send the newly elected OC the contract to be signed.
- Make sure to provide the OC with all necessary information to start working (manuals, evaluations, etc.)
- Remind the OC on all deadlines that need to be followed and take care of exchange of information between ExCo and the OC.
- Work together with the OC on the application form, as well as on the criteria for the acceptance. Make sure the selection of delegates is fair and in agreement with the IVSA bylaws. The group of delegates should generally be as diverse as possible. Make sure all selected delegates are members of IVSA pervious to sending out the official acceptance letters.
- Provide the OC with samples of official documents for obtaining visa. With doing this, the MOD and the OC should research the relevant laws and regulations in the OCs country, to ensure that IVSA does not accept any liability it does not intend to accept by sending out visa letters.
- Be sure that preparations for any IVSA event are going smoothly and give the OC some tips to uphold the good name of IVSA. To be able to do so, you can try to set up a regular meeting with the OC via an online platform (such as Skype).
- Finalize the active MO list together with the IVSA Treasurer to check if quorum is reached during the GA.
Exchange Officer Meeting and ExCo (MOD) workshop
- Work on finding new ways to have a successful EO meeting and ExCo (MOD) workshop at the IVSA Congress/Symposium. Make a small agenda for the EO meeting and send it to the EOs previous to the event so the EOs have time to prepare for the meeting.
- Encourage EOs to prepare MO presentations for the EO meeting, as the MOs should use the meeting to share experiences and help each other.
- Use the meeting to help new MOs to manage their organizations.
- Create a friendly and helpful atmosphere when interacting with the Eos.
- Find a good theme for the ExCo (MOD) workshop of which most of the MOs can benefit from.
Present the applications of new MOs
Ensure that you have all presentations of the candidate members ready before the GA starts. Inform the possible new members of the GAs decision on their membership. MOs need to be approved by the GA, whereas Individual Supportive Members (ISMs) need to be approved by the ExCo (during an ExCo meeting during which quorum is reached).
Evaluation of an IVSA event
- Ensure that delegates of the IVSA Congresses and IVSA Symposia evaluate the event and share the results of the evaluation with the next IVSA Congress or Symposium OC.
- Make new evaluation forms of IVSA Congresses and Symposia using new technology (i.e. Google Forms).
- Try to not change to many questions in the evaluation form over the years to get a more accurate result over the time.
- Archive the evaluation for future MODs and OCs.
General duties of an EXCo member
- After you are elected to the ExCo, gather all contact details and hand them out to the ExCo (or ensure that the another ExCo members does so). Keep in touch with the other ExCo members through mail.
- Get access to your email address and answer all your incoming email at least within 48 hours. Check your email account as often as possible. Due to the large volume of emails the MOD receives, you may wish to have the assistance of your Secretary/Secretaries in sorting through and responding to emails. Gather the applications for Scholarship Fund (SF) and Development Fund (DF) that are send to the MOD and send them to the person in charge within ExCo.
- Control and monitor all ISMs and MO membership matters. Inform the Treasurer on new members, so he/she is able to keep track of the payment.
- Keep the membership forms up to date. Publish them on the website (via the PRC). Work on general information about IVSA.
- Archive all documents (member documents, updated constitution/bylaws/manuals, minutes of the meetings, proceeding books, the IVSA Journal etc.) together with the other ExCo members on the Google Drive, that will be passed onto the next ExCo.
- Having a successful Handover Meeting at the end of the MOD term is very important to make the job of the next MOD easier by having all the documents and information needed.
- Represent IVSA at international events, such as IFISO meetings.
- Make presentations, videos, etc. to promote IVSA.
- Attend Online and Live ExCo Meetings
- Cooperate with all Officers, Trustees, Secretaries and the Committee Chairs to help the ExCo achieve their goals for this term.
Spreading the word of IVSA around the globe and maintaining the positive image of this association is the challenge of every MOD team and it requires a lot of time, passion and good communication skills, but also responsibility!