Responsibilities of Chair and Chair Elect for Women of Color at Penn (WOCAP)
Chair
Set vision for the year. Set dates and locations for planning meetings. Provide a timeline for activities. Ex-officio member of all subcommittees. Ensure that minutes are taken at each planning committee meeting. Represent WOCAP in public settings.
Hold executive committee meetings made up of chairs of the subcommittees. Discuss spending with planning committee for approval. Conduct meetings in a democratic fashion.
Chair Elect
Assist the chair with carrying out responsibilities and setting direction for the year. Assist with developing agendas for planning committee meetings. Take minutes at planning committee meetings. Disseminate minutes to the executive planning committee. In the absence of the Chair, carry out the function of this position.
Committee Duties & Responsibilities
Executive Committee
The executive committee is composed of all the chairs of the subcommittees and meets regularly with the chair and chair-elect. Executive Committee assists with the planning of the agenda for upcoming meetings of the larger planning committee. Each chair is responsible for developing a vision for their committee that is within the mission of the overall Planning Committee. They are responsible for recruiting members and maintaining a list of said members. Further, chairs are responsible for developing a timeline for activities stemming from their respective committee.
Nominations & Awards Committee
The awards committee is responsible for establishing the nomination process and the criteria for each award given by WOCAP. They distribute and collect all nominations, then present them to the committee for review and finalist selection. In conjunction with the planning committee, they decide on the award inscriptions and purchase the awards. The Nomination and Awards committee prepares biographies of each award recipient for the program and press releases in conjunction with publicity committee.
Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.
Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all fundraising activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of general planning meetings.
Logistics Committee
The Logistics Committee is responsibilities for identifying the annual award program site, selecting the caterer, menu planning, recruiting volunteers, assigning hostess/ushers as needed for day of luncheon, monitoring ticket sales and developing a ticket distribution mechanism for block ticket sales that will not restrict single purchase sales. The Logistics Committee assists the fundraising and program committee with arrangements for vendors, artist, and guest authors. The members ensure that special requirements of any program participant are met (e.g. dietary restrictions, handicap transportation, restricted accessibility, security.)
Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all logistical activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.
Program Committee
The Awards Program committee is responsible for identifying program content, program participants including voices of color, program presider, awards presenters, dignitaries, and special guests. Obtaining titles, abstracts, bios, and equipment needs of presenters. Members of the committee send confirmation letters/emails to each program participants. The committee plans program format and time frames for each segment of the program and is responsible for maintaining a database of dignitaries and special guests. Works closely with the Logistics committee.
Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Prepare an evaluation of all programming processes to be used for the next year program planning. Participate in the democratic process of planning meetings.
Finance/Fundraising Committee
The finance committee is responsible for maintaining all funds for the budget and pays all invoices and expenses incurred by the committee. Fundraising is responsible for planning calendar of fundraising events including: theatre and concert outings, meal deals, biannual arts and craft fairs, social events, sporting events, sales of souvenir items and solicitation of corporations and local business establishment for advertisements for the Awards Program Journal. The committee also develops systems of marketing and promotion for fundraising activities including flyers, brochures, newsletters, emails to listservs, and social media updates in collaboration with the Publicity Committee.
Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.
Journal Committee
The Program Journal committee is responsible for the design and format of journal, including the cover, typing, and preparing the layout for submission to printer. The committee works with printer to ensure delivery and distribution of journal by the time of the awards program. With the assistance of the fundraising committee the journal committee develops advertising solicitation materials.
Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.
Communications / Engagement
The Communications subcommittee creates publications and communication devices to inform the Penn and surrounding community about WOCAP activities and events. It issues press releases and contacts the media outlets to insure media coverage. For example, the committee contacts the Philadelphia Electric Company to arrange building lighting to announce the awards day (Luncheon). The internet designee is responsible for maintaining the Women of Color e-mail list. The webpage designee is responsible for reviewing for accuracy the Women of Color webpage. This subcommittee is also actively growing to include more activities that seek to connect and support women of color across Penn's campus and within the surrounding community. Creating safe spaces and networking opportunities in low pressure environments gives participants a chance to relax, take a well-deserved break from grind culture, and enjoy the company of other women of color. Committee members are responsible for coordinating the social gatherings and strategic marketing.
Orientation Committee
The Orientation Committee is responsible for assisting new members in transitioning into the WOCAP environment by fostering community engagement and being a point of contact for any concerns or needs during the orientation period. The committee will assist in the facilitation of the annual orientation meeting that includes providing the organizational history of WOCAP, discussion of benefits and member expectations. The Committee is available to answer questions and offer support to ensure that new members feel welcomed, informed, and comfortable within the WOCAP community. The goal is to ensure a smooth transition process, foster community connections, and equip new members with the resources they need to succeed within this welcoming community.
Leadership Academy Committee
The Leadership Academy Committee is responsible for planning the activities of the academy cohort. The committee engages thought leaders at the university to share best practices and research on topics such as: how to leverage one's network, how to identify and utilize mentors, how to develop communication and negotiation skills, and how to brand and market yourself for moving to the next level in your leadership journey. The leadership academy meets once a month for six months and takes place every other year. Participants are selected through a competitive application process based on a letter of interest and recommendations.
Inform chair and chair-elect of all scheduled meetings. Bring suggestions and recommendations to WOCAP Planning Committee for discussion and approval. Develop a timeline for all activities. Provide bulleted minutes for inclusion in planning committee minutes. Participate in the democratic process of planning meetings.
