Board Job Descriptions

The president serves as the executive director of the chapter and presides over all meetings of the chapter and Executive Board. 

Qualifications:

• Commitment to a three-year term of president-elect, president, and past president.
• Prior CHESPRA Board experience.
• NSPRA member (required in bylaws).
• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.

Responsibilities and Expectations:

• Works with the executive board to set goals and direction for the chapter.

• Responsible for ensuring compliance with chapter and NSPRA bylaws.

• Responsible for regular communication with members through newsletter, email, or other communication channels.

• Responsible for representing CHESPRA at the NSPRA National Seminar and NSPRA President’s Summit.

• Serves as the communications link between CHESPRA and NSPRA and handles a variety of official correspondence with NSPRA throughout the year.

• Serves as the communications link with other education related organizations in the region and country. 

• Leads all official CHESPRA and executive board meetings.

• Working with the secretary, schedules executive board meetings and prepares and distributes agendas. 

• Working with the treasurer, develops an annual budget to be approved by the Executive Board at the September meeting.

• Appoints members to carry out activities/projects of the organization, including but not limited to: conferences, professional development opportunities, awards programs, regional organization.

The past-president shall be the person immediately preceding the president in office and shall serve until the end of the term of office of their successor as president.

Qualifications:

• Commitment to a three-year term of president-elect, president, and past president.

• Prior CHESPRA Board experience.

• NSPRA member.

• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.

Responsibilities and Expectations:

• Attends all executive board meetings.

• Performs duties assigned by the president.

• Leads Executive Board meeting in the president’s absence.

• Serves as the chair of the nominating committee for executive board elections:

  • Identifies candidates for open executive board positions;

  • Submits the slate of candidates to the CHESPRA Executive Board at the March meeting;

  • Prepares materials and conducts the election.

• Serves as the lead for ad hoc project committee(s) as designated by the executive board.

The president-elect shall perform all duties of the president in the event of the inability of the president to act. The president-elect shall succeed the president when the president’s term is completed. If the president-elect becomes president because of the president’s incapacity or resignation, they will complete the remainder of the current term before beginning their own term. If the president-elect is not able to assume the duties of the president at the time of the president’s incapacity or resignation, the executive board shall develop and approve a process for an interim president to be appointed to fulfill the remainder of the president’s term. 

Qualifications:

• Commitment to a three-year term of president-elect, president, and past president.
• Prior CHESPRA Board experience.
• NSPRA member (required in bylaws).
• Commitment to advancing CHESPRA’s continued development as a chapter and all members as school PR professionals.

Responsibilities and Expectations:

• Attends all executive board meetings.

• Be an understudy for the job of president.

• Perform duties as assigned by the president.

• Responsible for the CHESPRA sponsorship program:

  • Primary contact for sponsors

  • Leads sponsorship committee

• Responsible for conference(s) organization:

  • Includes, but not limited to:

    • Date selection

    • Site selection and venue contract

    • Dining selections and associated contracts

  • Leads conference committee and appoints work groups or task forces as necessary. Work includes, but is not limited to:

    • Propose and vet date and site. 

    • Provide support and guidance for dining, activity, etc. options.

    • Propose themes, session topics and formats, etc. 

    • Recruit presenters.

  • Seeks executive board approval for contracts, conference themes/sessions, etc.

  • Provides regular reports to the executive board.

  • Assigns conference roles to executive board members.

• Attends the NSPRA National Seminar and NSPRA President’s Summit, budget permitting.

The APR chair shall be responsible for promoting the value of APR, supporting members working toward APR, and honoring members who have achieved APR. The APR chair shall serve a one-year term, with the option of continuing for additional year-long terms for continuity (with Executive Board approval).

Qualifications:

• Commitment to a two-year term.

• NSPRA member.

• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.

• APR.

Responsibilities and Expectations:

• Attends all Executive Board meetings.
• Promotes the value of APR to all members throughout the year.
• Provides support to members who are working toward their APR individually and collectively, including but not limited to:

  • One-on-one guidance.

  • Learning and information sessions throughout the year.

  • Provide links to NSPRA’s APR resources.

• Recognize and celebrate members who achieve APR, including but not limited to:

  • Annual pinning ceremony at an in-person conference.
  • Announce newly accredited members in chapter communications.

• Other duties as assigned.

Regional membership chairs shall support the Vice-president of Membership with 

all matters related to membership, including member database, recruiting, and directory. Regional membership chairs will focus on their designated regions for recruitment and retention activity. Regional membership chairs shall serve a one-year term, with the option of continuing for additional year-long terms for continuity (with Executive Board approval).

Qualifications:

• Commitment to a two-year term.

• NSPRA member (preferred).

• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.

Responsibilities and Expectations:

• Under vice-president of membership’s leadership, leads member renewals, recruitment, and retention for their assigned area.

• Help develop and lead regional recruitment initiatives.

• Assist with maintaining and updating the membership list.

• Answer questions from members and potential members, and help resolve any problems with membership registration. 

• Be an understudy for the vice-president of membership.

• Fill in for vice-president of membership if they are unable to attend executive board meetings.

• Other duties as assigned. 

The vice-president of membership shall manage all matters related to membership, including member database, recruiting, and directory. The vice-president of membership shall serve a one-year term, with the option of up to two consecutive terms (not to exceed two consecutive years).

Qualifications:

• Commitment to a two-year term.

• NSPRA member (required in bylaws).

• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.

• Prior experience as a state membership chair (preferred).

Responsibilities and Expectations:

• Attends all Executive Board meetings.

• Leads membership team which includes state (VA, MD) membership chairs.

• Coordinates membership renewal.

• Coordinates new member recruitment plans.

• Creates and maintains the membership directory.

• Provides official membership list to NSPRA per their annual deadlines.

• Provide monthly membership reports to the executive board.

• Provide current and accurate membership information to VP of Communications for website posting.

• Leads check-in at CHESPRA conferences and, with regional officers, shares membership updates at conferences.

• Other duties as assigned. 

Regional Membership Chairs:

• Under vice-president of membership’s leadership, leads member renewals, recruitment, and retention for their assigned area.

• Help develop and lead regional recruitment initiatives.

• Assist with maintaining and updating the membership list.

• Answer questions from members and potential members, and help resolve any problems with membership registration. 

• Be an understudy for the vice-president of membership.

• Fill in for vice-president of membership if they are unable to attend executive board meetings.

• Other duties as assigned. 

The secretary shall be responsible for all meeting record-keeping and logistics. The secretary shall serve a one-year term, with the option of continuing for additional year-long terms for continuity (with Executive Board approval).

Qualifications:

• Commitment to a two-year term.

• NSPRA member.

• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.

• Attention to detail and organization.

Responsibilities and Expectations:

• Attends all Executive Board meetings.

• Takes notes at all Executive Board meetings.

• Distributes a draft of minutes to all Executive Board members within one week of the meeting.

• Maintains an archive of meeting minutes in the shared CHESPRA Google Drive.

• Working with the incoming president, president-elect, and immediate past president, coordinate and lead the Executive Board June retreat, including onboarding for new board members.

The treasurer shall keep records of funds, provide a financial statement at each Executive Board meeting and at each chapter conference, disburse organizational funds in accordance with the annual budget and bylaws. The treasurer shall serve a one-year term, with the option of up to two consecutive terms (not to exceed two consecutive years).

Qualifications:

• Commitment to a two-year term.
• NSPRA member (required in bylaws).
• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.
• Knowledge of or willingness to learn basic accounting principles (accounts payable/receivable, invoicing, records management, account reconciliation, etc.) and chapter software/platforms.

Responsibilities and Expectations:

• Attends all Executive Board meetings.

• Creates an annual budget with the Executive Board.

• Provides monthly financial reports to the Executive Board, including but not limited to:

  • Cash Flow Report

  • Account Balances

  • Budget Summary Report (actual vs. budget)

  • Monthly Check Register

  • Revenue and Expense Reports by Category (conference, awards, etc.)

• Provide financial planning assistance to the Executive Board and committees.

• Manage financial records of the chapter including checking, e-commerce transactions, savings and investment accounts.

• Process bank deposits.

• Pay bills.

• State and Federal reporting (as needed).

• Complete the annual chapter Cash Flow Report and submit it to NSPRA by October 30.

• Lead effort to gain tax exemption status for the organization

The Vice-treasurer shall support the Treasurer with record keeping and reporting. This position shall be trained to assume the role of Treasurer in the event of an emergency or unexpected vacancy. The Vice-treasurer shall serve a one-year term, with the option of continuing for additional year-long terms for continuity (with Executive Board approval).

Qualifications:

• Commitment to a two-year term.

• NSPRA member.

• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.

• Knowledge of or willingness to learn basic accounting principles (accounts payable/receivable, invoicing, records management, account reconciliation, etc.) and chapter software/platforms.

Responsibilities and Expectations:

• Attends all Executive Board meetings.

• Attends CHESPRA Conferences.

• Supports the Treasurer with:

  • Creating an annual budget.

  • Creating monthly financial reports.

  • Providing financial planning assistance to the Executive Board and committees.

  • Managing financial records.

  • Other duties as assigned.

• Learns the role of Treasurer and fills in as needed.

The vice-president of awards and recognition shall be responsible for the award and recognition programs of the chapter. The vice-president of awards and recognition shall serve a one-year term, with the option of continuing for additional year-long terms for continuity (with Executive Board approval).

Qualifications:

• Commitment to a two-year term.

• NSPRA member.

• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.

Responsibilities and Expectations:

• Attends all Executive Board meetings.
• Manages the fall communication contest:
  • Establish deadlines and process
  • Define categories 
  • Secure judges
  • Set up contest platform (currently Reviewr)
  • Organize promotion for fall contest

    • Share with board

    • Mange promotion

• Present awards at fall conference

  • Design/print certificates

  • Design presentation

  • Emcee presentation

• Establishes and manages individual award and recognition programs to honor member contributions and achievements. 

For 2023:

• Lead transition to OpenWater (NSPRA supported platform)

The vice-president of communications shall be responsible for all official CHESPRA communication platforms and strategy. The vice-president of membership shall serve a one-year term, with the option of continuing for additional year-long terms for continuity (with Executive Board approval).

Qualifications:

• Commitment to a two-year term.

• NSPRA member.

• Commitment to advancing CHESPRA’s continued development as a Chapter and all members as school PR professionals.

Responsibilities and Expectations:

• Attends all executive board meetings.

• Manages all chapter communication platforms, including but not limited to:

  • CHESPRA Website

  • Social Media

• Working with the executive board, develops and implements chapter communication strategy.

• Responsible for maintaining the CHESPRA brand, including compliance and approval of any materials bearing the CHESPRA brand.

• Arrange, plan and execute virtual professional development opportunities for members

  • Six virtual PD sessions per year (3 in the fall & 3 in the spring)