Operational Plan for Information Director

Bylaws description

According to our section's Bylaws, the Information Director is a member of the Executive Committee. Additionally, the Bylaws indicate that The Information Director shall gather information suitable for the Section's newsletter, publish a fall and spring Section newsletter, notify appropriate media outlets about Section activities, and keep the Section's web site up-to-date.

Time line for tasks

Today is Saturday, 4 December 2021. This timeline assumes that the next meeting is scheduled to be on 8 October 2021 and the last meeting was on 23 October 2020. (Note that next meeting date may not be yet set and the default date of 1 Oct is being used.) If you are on the executive committee and you are reviewing the operational plan for your office, you may interested in editing/modifying what you see here.

[Being in the position of Information Director, you may also be doing some or all of the tasks of Web Master. If so, please also review the operational plan for this role.]

  1. Throughout the year [Target date: 8 October 2021]
    1. Update the News web page on the section web site with news from the section. (File = /MAA/News/index.asp)
    2. Update the Seminars and Programs web page. (File = /MAA/Programs/index.asp)
  2. Mid- to late-August [Target date: 8 October 2021]
    1. Send note to schools listed on Seminars and Programs web page to get updated information for the semester.
  3. Mid- to late-September [Target date: 8 October 2021]
    1. Send out request for departmental information through Liaison Coordinator. Deadline for submissions should be early-October.
    2. Contact section Governor for a report from Board of Governor's meeting at MathFest.
    3. Contact section Chair for a report, if necessary/desired by Chair.
    4. Contact section Competition Coordinator for a report (i.e., the schedule for the section's college math competition).
    5. Contact section Secretary for updated call for nominations for the Section Teaching Award.
  4. Early- to mid-October [Target date: 8 October 2021]
    1. Put together fall newsletter using previous newsletters as a template. (All newsletters can be found at the section's web site.)
    2. Post fall newsletter on section web site. This should be done no later than November 1, but preferably by October 20.
    3. Update section web site on the Newsletter page with a link to the newest newsletter.
    4. Send out notice of availability of newsletter through Liaison Coordinator.
    5. Contact Hal Nesbitt at the MAA national headquarters to have him send out a notice to all Iowa section members and to the "national MVPs" that the newsletter is available on the section's web site.
    6. Possibly send out postcards to section members who do not have an e-mail address on-file with the section.
    7. If there is any expense associated with the newsletter, contact Treasurer to be reimbursed.
  5. After date of the section's college math competition has been decided [Target date: 8 October 2021]
    1. Update section web site (Contest/index.asp)
  6. Mid- to late-January [Target date: 8 October 2021]
    1. Send note to schools listed on Seminars and Programs web page to get updated information for the semester.
  7. Late-February to early-March [Target date: 8 October 2021]
    1. Contact section Governor for a report from Board of Governor's meeting at joint meetings
    2. Contact section Chair for a report, if necessary/desired by Chair.
    3. Contact Vice Chair for schedule information for spring meeting that should be included in spring newsletter.
    4. Contact Vice Chair-Elect for travel information for spring meeting that should be included in spring newsletter.
    5. Contact Treasurer for annual report of section's finances.
    6. Contact section Nominating Committee (possibly through the Chair) for name(s) and bio(s) of candidates who will be standing for election to section position(s).
    7. Contact section Competition Coordinator for a report, if appropriate/necessary.
  8. Mid-March [Target date: 8 October 2021]
    1. Put together spring newsletter using previous newsletters as a template. (All newsletters can be found at Provider MAA (the section's web site) on Central College web server.)
    2. Post fall newsletter on section web site. This should be done by at least 10 days prior to spring meeting.
    3. Update section web site with a link to the newest newsletter (Newsletters.asp).
    4. Post travel information and schedule information for spring meeting on section web site (Meetings.asp).
    5. Send out notice of availability of newsletter through Liaison Coordinator.
    6. Contact Hal Nesbitt at the MAA national headquarters to have him send out a notice to all Iowa section members and to the "national MVPs" that the newsletter is available on the section's web site.
    7. Possibly send out postcards to section members who do not have an e-mail address on-file with the section.
    8. If there is any expense associated with the newsletter, contact Treasurer to be reimbursed.
    9. Post agendas for section business meeting and executive committee meeting on section web site (Meetings.asp).
  9. Following section meeting [Target date: 8 October 2021]
    1. Update the Awards page
    2. Update pages reflecting new officers.
    3. Send out short news blurb to institutions where new officers reside. (Note: This may require contacting the new officers individually and asking to whom a newsworthy item should be sent so as to appear in their campus news. This will avoid sending the news to the wrong person or office.)
    4. Post minutes of Executive committee meeting after minutes have been approved by executive committee via e-mail.
    5. Post minutes of section business meeting after they have been written-up by the secretary.