Development Aid Director (DAD)

From IVSA Wiki
Revision as of 12:33, 30 August 2014 by President (Talk | contribs)

(diff) ← Older revision | Latest revision (diff) | Newer revision → (diff)
Jump to: navigation, search

Ideally before being nominated for an ExCo position, and certainly after being elected to such a position, the Officer should familiarise themselves 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 it is the language in 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 on problems they encounter from the Trust, as the Trust is an advisory body which has experience to support the ExCo. Personal contact with the Trust is encouraged in the case of difficulties.

Constitution and Bylaws

Constitution

Development Aid Director

The responsibilities of the Development Aid Director include but are not limited to:

  • Directing the finances of the Development Fund,
  • Working to expand the contacts of IVSA in low per capita income countries,
  • Identifying projects the Development Fund should collaborate with,
  • Raising awareness about the Development Fund with members of relevant third parties,
  • Reporting to the General Assembly on projects both completed and ongoing during the term of the Development Aid Director

In addition the Development Aid Director shall strive to complete all projects started during their term and to raise funds to enable further projects by the Development Fund.

Bylaws

Development Fund auction: The Development Aid Director is responsible for arranging the DF auction with the help of the OC. The DAD will inform the OC at least 60 days prior to the Congress or Symposium about the requirements for the DF auction.

Receipt of a Development Fund grant automatically entitles the recipient to free membership of IVSA for the current financial year.

Auction Information

Silent Auction:

You will need to coordinate with the OC to ensure all items needed are available for the auction. The most important details are in arranging for secure accommodations.

Delegate Numbers

  • Notify the OC that they are to assign all delegates a DF number. These usually start at 100 and end wherever. In the past we have started them at 500 just to not confuse them with the item numbers.
  • Ask the OC to print the delegate numbers on the delegate name badges so as to avoid confusion.
  • When you hold the auction, post a delegate list somewhere by the entrance so that delegates can double check their number in case they forgot it.

Location Accommodations

  • A large room and lots of tables to spread the items on. This facility should be lockable and secured so that you may set up the auction ahead of time and leave it until the event.
  • Please, look at the itinerary and arrange your time to complete this organization at the beginning of the event.
  • A secure place to lock the lockbox with the money. If you cannot find one, keep it on you at all times and do not leave your bag unattended. Money has been stolen in the past.
  • Materials
    • A6 sheets for each item for people to write their bids on.
    • Labels to number the items - this number should correlate with the A6 sheet and excel word sheet number.
    • Pens enough for each delegate.
    • Excel word sheet to put items on, delegate’s names and winning bid.
    • Paper and Markers to write rules for during the event
  • Rules
    • No bidding after time
    • No scratching out other bids
    • All bids to whole Euros, but payment may be possible in other currencies (usually USD or the local currency)

Live Auction:

  • A large room that all delegates can fit into comfortably
  • Microphone and speakers
  • Something that can play music
  • A good auctioneer - be creative and use your resources. In the past people have nominated a delegate, had someone in ExCo do it, or co auctioneered it with a friend. It may bee too much work to do this and run the auction, so please ask for help.
  • Bidding paddles (e.g. paper plates) with the bidder’s numbers, making it easier to keep track of who is bidding.

Care should be taken to avoid "inappropriate" auction items that may offend some of our members (for example, anything that could be said to be construed as sexualising individuals or objectifying them). Please, be sensitive to these feelings. It is up to your ExCo to decide what you think is appropriate. Above all remember to HAVE FUN!

SAVMA Auction:

  • You need to send out a detailed email to the SAVMA Symposium hosts, explaining what IVSA is, what the Silent Auction requires, etc. Make sure you send out announcements to all the attendees for donations. In the past, multiple notifications were sent out to everyone and we still only received a few hundred donations. Communicate with the SAVMA IEO along with your SAVMA re.
  • SAVMA reps have supported the IVSA DF in the past by raising awareness during the Symposium and holding an auction. Contact reps before the Symposium and provide any help they need.
  • The reps may choose to search for company donors which is great for items, but you can do this also and you can do this at the Symposium. You may think its too late but just chatting to exhibition stalls/companies can help and you can try to get more items for the auction.
  • Every delegate will be assigned a DF bidding number. These numbers are to be written on the slip. Keeping a computer onsite with an excel spreadsheet is best. This allows people to input their phone number and email while you are running things.
  • You may be required to sort out the items - label and provide slips. But try to get some help as this is a lot of work.
  • In 2010 the DF auction lasted for 3 hours so delegates could bid whilst passing by. The most crucial time was the last hour and it got very busy.
  • In 2011 the organization was quite a mess so be sure and check very hard that the SAVMA reps know that they must help you and that they have booked everything for the auction.
  • Publicity of the actual auction is very important - get the reps to put it in the program and on lots of notices. They should all be told how the auction works so they can pass on the message if asked.
  • Collect up the items quickly WITH slips and get help to sort them into bags for the winners.
  • You will need an excel document to tally each bidders totals.

Collection:

  • This again must be advertised well and keep telling people at the auction where to pick their items up from. It is possible to put this in the SAVMA SYMPOSIUM SURVIVAL GUIDE, a booklet that each attendee receives. In 2010 this place was the IVSA stall until 1pm then the registration desk for the rest of the day. But as long as there is space, you have your excel document and everyone knows where it is, the location shouldn’t matter.
  • Have everything well organized so you can get to people's winnings easily.
  • Have dollars for change ready. In 2013, a SWIPE card reader was used and made collecting money very convenient. Consider the powers of modern technology!
  • As it stands now – the contract with Hill’s states that there are to be 2 ExCo at the Symposium (fully funded). If the 2nd additional live meeting is held just before SAVMA Symposium at the same location, there are likely to be more present too. So recruit help!
  • ExCo will also need to help run the IVSA stall whilst at the Symposium.

Scholarship Fund

ExCo is responsible for assigning a Secretary to manage the Scholarship Fund. However, to all intents and purposes, you are still responsible for overseeing these awards to their completion.

Applications include a letter of motivation, a letter of recommendation, and a proposed budget for their exchange; as well as a thank you letter to IVSA for a publication. The Scholarship Fund is a different account to the Development Fund (it rests with the IVSA Central Fund).

In 2013-14, there have been several developments:

  1. We now have gone from 2 scholarships of 1000 euros provided by MSD Europe, to an additional $75000 worth of scholarships with budgets of between $500-2000 for each candidate since January 2014. Sadly, we were told we had until September to distribute this money, but MSD changed this deadline to June, so we have only spent half of the amount, which means we are ineligible to apply for the funding for 2014-15. This does however mean that the remaining money can be spent during 2014-15, and must be spent by June, so that we will be eligible to apply for the funding again in 2015.
  2. Due to the great increase in number of applications, we use an Adobe FormsCentral account to manage the applications. This is incredibly efficient as it saves sorting out all the applications and associated documents together with each applicant (a vast improvement on the 100s of emails that were originally used for just the two applicants). Full guidance on how to utilise this can be found on the website but it is a very user friendly system.
    1. To select successful applicants, it is recommended that you prioritise the following factors in descending order of importance: motivation, educational quality of the project, value for money (not first class tickets surprisingly), length of project and finally economic status of country of origin (there are rich people in poor countries and vice versa).
    2. It is recommended to reject any project with a very short time span before the successful applicant announcement date and the start of project, unless they already have a visa, as it can be incredibly difficult getting visas sorted within such a timespan. Need for a visa and the length of time needed to acquire this should be included on the application form.

Development Fund

Application Process:

  • Application Form (for anyone at a teaching facility for veterinary science)
  • Must be filled in with a letter from the Dean of the faculty.
  • Applications must be received before the set deadline unless there are special circumstances.
  • You should reply to all applications that you have received them, as below:

Dear IVSA-UNN

Faculty of Veterinary Medicine,

University of Nigeria,

Nsukka,

Enugu State

Thank you for your application for the IVSA Development Fund 2009.

This letter is to let you know that we have received your application and will be in touch once the deadline has closed and we have chosen an applicant.

Yours Sincerely,

XXXXXXXX

Choosing the applicant:

Please see the Mark Scheme.

It is recommended not to try and complete more than two projects in a year. You may have the money to do more or the ambition, but in the end it is very difficult to run more than two. If you have more money then spend more in those two!

Running a Project

Every project will be different depending on what the faculty needs, how much money you have raised, and what resources you have available. Try to provide what the students need and what will help them learn. There are examples of previous projects in the IVSA archives, and evaluation forms are also written to help with this aspect of the officer’s duties.

Raising Money

Member Organizations

  • You can contact MOs through the MOD and at Congress and Symposium.

Companies

  • Use sponsorship pack and information to ask for specific help - best once a project is decided and the requirements are known.

Items for auctions

  • Anything from stethoscopes to non-vet items that would sell well at auctions.
  • Ask companies and keep a record of items. Always provide feedback to facilitate future requests from DADs.

Raising Awareness

Internet - www.ivsa.org

  • The DF has its own section on the website. And the application deadlines and projects can be shown on the home page. Please contact the PRC for assistance.

Publications

Leaflet - Keep this up to date and ask for prints annually from Hill’s. Distribute as necessary, especially to possible sponsors.

Information Sheet - this contains similar information to the leaflet but is compatible with email.

Journal Articles - the IVSA has a journal and newsletter for any articles that you write. These can also be sent to MOs to place in local journals and can be placed in other international veterinary journals.

Email updates - the WVA send international updates to members. Contact the WVA with application deadlines etc.

Guidelines and Hints

  • Delegate whenever possible using clear concise language. Working together is the only way to be successful. Always follow up and have your Secretary/ies CC you on EVERYTHING. You are responsible for their work.
  • Use gmail or some other email source (i.e. outlook) to import your official mail. Make sure all outgoing mail is sent as if coming from your official IVSA webmail. Gmail is helpful because Google Drive allows you to easily share and edit important documents with your Secretary and collaborators.
  • Have standard forms and due dates available on the IVSA homepage, or at least links to them.

Important Dates During the Calendar Year

September/October

  • Decide a deadline for the next DF applications.
  • Distribute applications - on the internet, via Secretaries and MOs. Advertise in journal articles, especially the commonwealth veterinary association.
  • Your Financial Year starts on 1st September, shortly after Congress, so any money donated to the DF or raised for the DF during Congress is for this year’s project(s) and is under your control.
  • You may need to continue the projects of the previous Officer if not finished.

October/November

  • Search for funding from companies.
  • Find items for the Symposium auction.
  • Prepare for auctions and communicate with Organizing Committee.
  • Collect and organize applications.
  • Organize any workshops/presentations for Symposium.

December/January

  • Symposium,
  • ExCo Meeting before the start of Symposium.
  • Run presentations and workshops during the Symposium.
  • The Silent DF auction (see notes).
  • The Live DF auction (see notes).
  • Decide which applicant(s) should be successful with ExCo.

February

  • Contact all applicants with results.
  • Start organizing the chosen project.
  • Communicate with SAVMA organizers about the Development Fund auction.

March

  • SAVMA symposium. The organizers have in previous years arranged a Development Fund auction during the congress. Hill’s may make it possible for you to be present to help run this and promote the DF.

April/May

  • Organize the chosen project(s).
  • Ask companies for items for the next auction at the IVSA Congress.
  • Preparation for Congress (much the same as Symposium).

July/August

  • Summer Congress.
  • Auctions/presentations and workshop.
  • Election of the new DAD and handover

Throughout the year

  • Organizing application periods for the Scholarship Fund throughout the year
  • One month application period and one month to select successful applicants is recommended, as this keeps it fresh in people’s minds and also means you only need to select a few successful applicants at a time, which spreads out the administration of this task.

back to IVSA ExCo, Secretariat and Trust Manuals