Difference between revisions of "Member Organisation Director (MOD)"

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(As an EXCO member, the MOD should)
 
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<b>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. </b>
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<b>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. </b>
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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.
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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.
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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.
 
   
 
   
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.
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=Daily MOD duties and responsibilities=
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.
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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.
This position was created at the 62nd Congress in the Netherlands by the outgoing ExCo, to combine two old roles, "Chief Exchange Officer" and "Information Officer".
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==Building the MOD team==
===MOD Duties===
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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.  
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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 is responsible for:
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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.  
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A. Controlling, monitoring and encouraging all Individual and Group Exchanges as stated in the Exchange Officers Manual.
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==Collection and Distribution of all information concerning IVSA==
*Answering mails with questions about individual and group exchanges
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*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.
*Preparing manuals and ppt presentations to help new EOs and especially new Member Organizations (MOs) organizing exchanges and international events
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*The MOD should update the documents on the Members Google Drive and upload all manuals and helpful documents for the EOs.
*Updating contact information of the MOs
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*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).
*Updating IVSA applications forms for exchanges and new membership
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* 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.
*Motivating EOs to be more active via the Facebook group, twitter and wikipage
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*Managing the opportunities of the placement database and encouraging EOs and Presidents to keep it updated
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==Recruiting new IVSA members==
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* 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.
B. Arranging and presiding over an Exchange Officers meeting at IVSA Congresses and Symposia (the MOD should be present at the Congress and at the Symposium to organize this).
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* The application procedure:
*Finding new ways to make a successful EO meeting and IVSA workshop at Congress and Symposium
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# 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)
*Encouraging EOs to prepare MO presentations, and encouraging exchanges of experiences between EOs and Presidents
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# 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.
*Encouraging new MOs to get tips and advice from more experienced MOs
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# Send the candidate MO the Draft Powerpoint presentation that is used to present the new MO to the General Assembly (GA).
*Organizing the Top ten EOs election at Congress, based on the annual reports from the EOs and the activity of the MO regarding communication with the ExCo and participation in the different projects of IVSA and requests from the ExCo
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# Set a deadline until which the application can be send in. This deadline is set before to the upcoming GA.
*Helping new MOs to manage their organizations
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# Encourage the student(s) to attend the GA and do the presentation.
*Creating a friendly and helpful atmosphere when interacting with the EOs
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# 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.  
*Creating a list of responding EOs and silent EOs
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# Inform all accepted MOs afterwards and help them with the further steps (membership fee payment, IVSA MO email account, other information).
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# Keep the MO list updated
C. Serving as the Officer responsible for the collection and distribution of the information concerning IVSA activities.
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*Sending the monthly EO bulletin which should be in 2 parts, 1 part being a pdf version which can be sent out to all members (only information relevant to all members should be included in this part)
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==Improve the work of the EOs and collect biannual reports==
**The EO bulletin should contain: introduction, update of EO list, website, IVSA newsletter, MO activities and events approved by the ExCo
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* Make the EOs aware of the EO manual and the fact that they have to follow that manual.
*The MOD should be a good point of contact between the ExCo and IVSA MOs and OCs of local events, if there are any issues
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* Answer emails with questions from the MOs within 48 hours.
*For local events, help the OC to make a good presentation of their event in order to obtain accreditation from the ExCo
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* Prepare manuals and Powerpoint presentations to help new EOs and especially new MOs organizing exchanges and other international events.
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* Update contact information of the MOs.
D. Being in charge of contact between the ExCo and the Organizing Committee (OC) of the Congress and Symposium and following up on their work.
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* Update IVSA application forms for exchanges and membership.
*Validating the choice of delegates made by the OC
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* Motivate EOs to be more active via the Facebook group, Vetstage and Wikipage.
*Ensuring the itinerary fits with requests from the ExCo – GAs (adequate number of hours, correct gaps between GAs to fit with the requirements of the election schedule), ExCo workshops, EO meeting, formal dinner
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* Be transparent and organize meetings with the EOs (, such as the ‘Ask me anything’ meetings).  
*Communicating with the OC about the materials that will be needed for these requests
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* Encourage MOs in one country to work more closely together and maybe even help them to become a national MO.
*Getting the OC to sign the OC contract, as soon as they are elected as the hosts of a Symposium or Congress (the SG should be responsible for the printing of the contract)
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* Make manuals easy to read and write ‘How to…’ documents for the EOs.
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* 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).
E. Ensuring that the delegates at IVSA Congresses and IVSA Symposia evaluate the event and to distribute the evaluation to the next IVSA Congress or Symposium OC.
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* 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.
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* The same as described for the Top MO competition should be arranged and done for the Top Group Exchange competition.
===Keeping in touch with the OCs of Congresses and Symposia===
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* 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.
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*Send them the evaluation of the last Symposium and Congress, and a list of what the ExCo and delegates will need during the event
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*Give advice to the OC all throughout the period of preparation for the event. It is very important to keep very regular contact with the OC and to organize online meetings with them
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=MOD duties and responsibilities concerning the IVSA congress and symposium=
*Send samples of official documents for visas, help the OC with the selection of delegates and help the Secretary General to make sure that they are all IVSA members.
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*Be sure that preparations for any IVSA event are going smoothly and give them some tips to uphold the good name of IVSA
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==Main Liaison between the Organization Committee (OC) and the ExCo==
*Make new evaluation forms of IVSA Congresses and Symposia using new technology, and analyze the results
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* Send the newly elected OC the contract to be signed.
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* Make sure to provide the OC with all necessary information to start working (manuals, evaluations, etc.)
The MOD should advise the OC on the need to meet quorum and stress the importance of the GAs during Congresses and Symposia. Presence in GAs via telecommunication may be possible. This is important to take into consideration if it is suspected before Congress or Symposium that it may be difficult to meet quorum. In this case, a special category of certified delegate should be created, who attends GAs via telecommunication, e.g. Adobe Connect, but is not present for the rest of Congress or Symposium. While any IVSA member has the '''right to speak''' in a GA, the GA '''consists''' of the delegates of all MOs present at the GA, and an IVSA member needs to be part of the GA to vote (unless voting by proxy, in which case voting is limited and can’t apply to voting in elections).
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* Remind the OC on all deadlines that need to be followed and take care of exchange of information between ExCo and the OC.
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* 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.
The OC should be able to provide a sufficient internet connection to enable delegates to attend online. The MOD will follow the online attendance, with the help of a Secretary, and speak on behalf of online attendees. If there are online delegates, the MOD is in charge of sending them any necessary presentations and checking that they are able to hear and understand what is going on in the GA.
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* 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.
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*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).
The MOD should be in contact with the OC of Symposium and Congress regarding visa invitation letters. Sending out these letters, signed by the OC and/or ExCo, should increase the chance of potential delegates being granted permission to travel to the OC's country. However, the MOD and the OC should research the relevant laws and regulations in the OC's country, to ensure that IVSA does not accept any liability it does not intend to accept by sending out such letters. Similarly, the MOD and the OC should ensure that such letters are worded appropriately.
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* Finalize the active MO list together with the IVSA Treasurer to check if quorum is reached during the GA.
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==Exchange Officer Meeting and ExCo (MOD) workshop==
===Management of documents===
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* 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.
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* Encourage EOs to prepare MO presentations for the EO meeting, as the MOs should use the meeting to share experiences and help each other.
*Get daily access to your email address and answer all incoming mail with the shortest delay possible. Check your mails as often as possible. The MOD is responsible for being in constant contact with the members of IVSA. In case the MOD has difficulties in answering emails or has to be absent for more than 1 week, it is important that the MOD has a member of ExCo to check the email address regularly and answer any urgent emails.
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* Use the meeting to help new MOs to manage their organizations.
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* Create a friendly and helpful atmosphere when interacting with the Eos.
*Due to the large volume of emails the MOD receives, you may wish to have the assistance of your Secretary/ies in sorting through and responding to them.
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* Find a good theme for the  ExCo (MOD) workshop of which most of the MOs can benefit from.
*Control and monitor all individual supportive and group membership matters. Inform the Treasurer about new members, so he/she can keep track of the payment.
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*Keep the membership forms up to date. Publish them on the website (via the PRC). Work on general information about the IVSA.
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==Present the applications of new MOs==
*Archive all documents (member documents, updated constitution, minutes of the meetings, proceeding books, the IVSA Journal etc.), in collaboration with the Secretary General, to ensure that they are passed onto the next ExCo.
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* 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).
*Ensure that you have all presentations of the new Member Organizations ready for the GA. Inform the new MOs of the GA's decision on their membership. MOs need to be approved by the GA, whereas Individual Supportive Members need to be approved by the ExCo (at a meeting with quorum).
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*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.
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==Evaluation of an IVSA event==
*Have regular contact with the IVSA office in Copenhagen in order to check the incoming mail there. Contact the Member Organization in Denmark and ask if someone can act as your office contact and check the mail for you.
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* 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.
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* Make new evaluation forms of IVSA Congresses and Symposia using new technology (i.e. Google Forms).
===As an EXCO member, the MOD should===
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* Try to not change to many questions in the evaluation form over the years to get a more accurate result over the time.
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* Archive the evaluation for future MODs and OCs.
*Prepare an IVSA Workshop and EOs meeting during Congress and Symposium
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*Represent IVSA in some international events as IFISO etc
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*Make presentations, videos, etc. to promote IVSA
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=General duties of an EXCo member=
*Attend Exco Live and Skype Meetings
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*Assign tasks to Secretaries and work with them as a team to improve the work assigned to the MOD role, especially regarding long-term tasks, such as the database of all the opportunities for placements of veterinary students
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* 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.
*Cooperate with all Officers, Trustees, Secretaries and the Committee Chairs to help the ExCo achieve their goals for this term
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* 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.
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*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.
*The MOD position is one of the most important positions in the ExCo and requires a lot of time (8-10 hours per week) to do all MOD tasks, make reports and reply to many E-mails in a timely manner.
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* Keep the membership forms up to date. Publish them on the website (via the PRC). Work on general information about IVSA.
*Spreading 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!cccccxzcxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
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* 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.
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* 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.
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* Represent IVSA at international events, such as IFISO meetings.
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* Make presentations, videos, etc. to promote IVSA.
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* Attend Online and Live ExCo Meetings
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* Cooperate with all Officers, Trustees, Secretaries and the Committee Chairs to help the ExCo achieve their goals for this term.
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'''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!'''
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<p style="text-align: right;">back to [[IVSA ExCo, Secretariat and Trust Manuals]]</p>
 
<p style="text-align: right;">back to [[IVSA ExCo, Secretariat and Trust Manuals]]</p>
 
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Latest revision as of 15:43, 24 August 2017


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.


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:
  1. 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)
  2. 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.
  3. Send the candidate MO the Draft Powerpoint presentation that is used to present the new MO to the General Assembly (GA).
  4. Set a deadline until which the application can be send in. This deadline is set before to the upcoming GA.
  5. Encourage the student(s) to attend the GA and do the presentation.
  6. 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.
  7. Inform all accepted MOs afterwards and help them with the further steps (membership fee payment, IVSA MO email account, other information).
  8. 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!


back to IVSA ExCo, Secretariat and Trust Manuals