Are you interested in volunteering with CUCCOA? 

The Job Description for volunteer positions appear below.

 

 

The Board of Directors nominations process takes place in August of each year, with 3 Directors being nominated each year.
Please contact the CUCCOA office at inquiries@cuccoa.org  if you are interested in receiving the requirements and job description for any of these positions.

President - Odd Years
Secretary-Treasurer - Even Years
Marketing Director - Even Years
Atlantic Regional Director - Odd Years
Central Regional Director- Even Years
Western Regional Director - Odd Years

 

CUCCOA Regional Deputy Director (Atlantic, Central and Western Regions)

The Regional Deputy Directors assume the role of an Ambassador – to the Region for CUCCOA (National) and vice versa. Regional Deputy Directors are important in maintaining and building the membership within the Region and bringing forward any concerns of the members to the Regional Director and/or the CUCCOA National Board.

QUALIFICATIONS
o Has been a member of CUCCOA for at least two years, attended at least one Regional meeting and one conference
o The Regional Deputy Director does not need to be a Primary Member and can be a Supplemental Member

REQUIREMENTS
o Attendance at the Annual General Meeting & Annual Conference
o Attendance at Winter Regional Meeting is mandatory

MAJOR RESPONSIBILITIES

- Representative on Board
● In the absence of the Regional Director, attendance at the Spring Board meeting and at Fall Board meeting that takes place in the days preceding the Annual National Conference are at the request of the Board.
● In the absence of the Regional Director, the Board may request attendance at regularly scheduled Board meetings.
● Preparation of Regional activity reports when requested

- Membership – Retention, Recruitment and Representation
● Responsible for follow up on membership renewals
● Addressing members’ concerns, ensuring member involvement in Regional activities and recruiting, where possible, new members
● Update Regional fact sheets for trade shows as required

- Coordination of Regional Meeting
● Works in conjunction with Regional Director and Regional members to select date, location and set agenda for Winter Regional Meeting

- Communication Liaison
● Works closely with Regional members to bring forward concerns or new initiatives to Regional Director and/or CUCCOA National Board.

- Participation on National Committee
● When required, Regional Deputy Directors are expected to serve on an ad-hoc Committee established by the Regional Director or Board such as Marketing, Membership, etc.

- Annual National Conference
● The Annual Conference rotates from Region to Region. The Regional Deputy Director of the Host Region may be required to sit on the Annual National Conference Committee and assist as required.

- Other
● The Regional Deputy Director is to be recruited by the Regional Director.

- Transitional Duties
● Where possible, the outgoing Regional Deputy Director should prepare a memo outlining any outstanding issues and forward any necessary materials.

 

 

CUCCOA National Engagement and Recognition Committee Representative

The National Engagement and Recognition Committee consists of:
- Secretary-Treasurer
- Western Region Member at Large
- Central Region Member at Large
- Atlantic Region Member at Large

Once appointed as the lead committee for your region, the Secretary-Treasurer will communicate with a short orientation on the roles and expectations of the coming year.

Commitment Required: 1 year (renewable after each year if desired)

EXPECTATIONS

Awards
- Be familiar with the criteria and selection process for bursary applications

- Be familiar with the criteria and selection process for awards nominations

- Review awards nominees each September
o Complete nomination package will be sent by Secretary-Treasurer including list of past winners
o Committee members are asked to review each nomination and provide detailed recommendations including whom they have chosen for each award and their reasoning for each selection based on the selection criteria provided

- Review bursary applications each August
o Complete package will be sent by Secretary-Treasurer
o Committee members are asked to review each nomination and provide detailed recommendations including whom they have selected to receive the bursary and their reasoning based on the selection criteria provided

- Review call for awards communications

- Assist in the preparation of Awards Ceremony at National Conference

- Maintain the confidentiality of award winners until announcement

- The Committee Chair and Committee Members should not nominate an individual as it could be perceived as a conflict of interest.

Mentorship Program:

• Be familiar with the benefits and expectations of the mentorship program
• Pair mentors and mentees following receipt of list of participants,
  • Every attempt should be made to pair up members whose positions are in similar areas of focus (ex. accommodations, conferencing)
• Communicate program expectations to participants via email
• Follow-up with participants to ensure that they are meeting regularly
• Distribute annual program feedback survey to participants
• Circulate Certificates of Appreciation to each participating member following the annual conference
• Participate in committee meetings as required

 

 

CUCCOA Regional Marketing Representative

The Marketing Committee consists of:
- Marketing Director
- Western Region Member at Large
- Central Region Member at Large
- Atlantic Region Member at Large

Once appointed as the lead Marketing Representative for your region, the Marketing Director will communicate with a short orientation on the roles and expectations of the coming year. The Marketing Director will also lead the narrative and provide direction.

Commitment Required: 1 year (renewable after each year if desired)

Expectations:

-Meeting with the Marketing Director and the rest of the committee every few months to discuss the following:
o Brainstorming of ideas; marketing and/or sales opportunities for the membership
o Upcoming events/tradeshows that we are participating in
o Updates from the National level on any marketing initiatives

- Social Media posts
o Callouts will come from the Marketing Director to the membership
o Members from each region will send their posts to their Marketing Representative who will be responsible for posting them
o Use Hootsuite to manage posts

- Tradeshow Participation
o Marketing Committee representatives will get first opportunity to participate in tradeshows that their region is partaking in. If the committee representative is not interested or feels that a particular member of their region would be more suited to attend, they are welcome to discuss this with their Regional Director and/or reach out to the member regarding the event. Please note that tradeshow attendance is completely optional and there is no expectation that the Marketing Committee representative must attend any show.
o In the event that the Marketing Committee representative or any member of the particular region is unable to attend a tradeshow, please let your Regional Director as well as the Marketing Director know so that they can find an alternate to attend.

- Representative of your Region
o You will be responsible for communicating any marketing initiatives to your region as well as forming a smaller marketing committee within your region to discuss any initiatives that pertain to your region. You can then bring forth any recommendations to the Marketing Director.

o Follow-up with regional members to request that they update the status of their RFPs received

- Additional Tasks assigned as needed

 

 

CUCCOA National Conference Planning Committee

Role Description

Each year the national conference rotates between each region (Atlantic, Central, Western), and members from that region are invited to join the planning committee.

Commitment Required: 12 to 16 months

 

Expectations

• Attend monthly conference planning meetings (may be more frequent as conference approaches)
• Join sub-committees such as sponsorship, program, logistics, and marketing.
• Planning tasks may include but are not limited to:
  • Present & review bids and information; select host venue; select conference dates; decide on conference theme
  • Assist with planning portfolios such as social activities, programs, registration, delegate kits, web site, finance, sponsorship and vendors, and others as appropriate
  • Assist with the development of content for the web to include schedule;
  • travel information; registration; social activities; sponsorship and vendors; and other relevant information
  • Prepare and announce call for programs and make arrangements with any professional speakers
  • Order merchandise for delegate kits
  • Finalize social events, sessions, and schedule and produce a Conference
  • Program for delegates
  • Update conference tracking documents
  • Communicate with potential sponsors
  • Contact and secure conference speakers
  • Draft call for peer led sessions
  • Email members with important conference dates
  • Onsite logistics at the conference which may include moderating sessions

 

CUCCOA National Speaker Series Committee

Committee Information:

The Speaker Series Committee consists of:

• Board Member designated with the Speaker Series portfolio
• Western Region Member at Large
• Central Region Member at Large
• Atlantic Region Member at Large

Once appointed as the speaker series committee member for your region, the Board Member will communicate with a short orientation on the roles and expectations of the coming year.

Commitment Required: 1 year (renewable after each year if desired)

Expectations:

• Meet with committee as required
• Suggest topics, speakers, panel discussions etc. for consideration
• Evaluate and provide feedback on potential sessions
• Attend all speaker series sessions
• Work to provide the most value possible to members through creative and new ideas for the speaker series
• Assist with soliciting member feedback on Speaker Series, including sending surveys
• Liaise with speakers to confirm details of session, including:
  • Confirming date and time details
  • Providing video conferencing information to speaker
  • Obtaining session information and bio
  • Obtaining speaker consent for recording of webinar
• Introducing speakers and welcoming members to sessions
• Communicating with members regarding upcoming sessions
• Provide session details to marketing committee for their use on social media
• Share speaker details with Association Manager to update website, open registration etc.