PURPOSE & MISSION STATEMENT

Comprised of academic, education, and learning community members, the Emerging Learning Design (ELD) Executive Board (EB) oversees and assists in the organization and implementation of all ELD activities, events, and projects, including but not limited to the Annual Conference, and the ELD Virtual Community.  The Emerging Learning Design Journal is an independent academic entity for publishing work from the ELD community. ELD is committed to the idea that pedagogy, research, and scholarship can be enhanced and transformed by technology.

BOARD MEMBER

Executive Board members are volunteers who serve renewable 2-year terms, with no term limit. Member terms begin on January 1st and end on December 31st.

Roles

The Executive Director (ED) will be elected by the ELD Board Members.  The other positions will be appointed by the ED and approved by the EB.  The EB will be lead by the members of the Executive Committee:

Executive Director (ED)

The Executive Director is ultimately responsible for all ELD efforts.  The primary responsibility of the ED is to ensure the smooth and continuous operation of ELD.  The ED will coordinate all aspects of ELD EB meetings, including schedules, agenda, meeting management, and ensuring all EB members remain well informed.  The other main responsibility the ED has to ELD EB is to ensure that ELD EB members are following the ELD EB Guidelines.  

Associate Director (AD)

The Associate Director works closely with the Executive Director to execute the responsibilities of the Executive Board.  The AD will serve on behalf of ELD when appropriate. The AD will also serve as coordinator for all committees, ensuring they are staffed appropriately, each has a Chair, and arrange for committee reports with each Chair.  The AD will act on behalf of the ED in her or his absence.

Secretary

The ELD Secretary is responsible for direct communications associate with any/all ELD efforts.  The Secretary will coordinate with the Director to post agenda, distribute and maintain documents, and document the proceedings of each ELD EB meeting.  The Secretary will also be responsible for keeping meeting statistics, including attendance, and meeting reports from Committee Chairs. The Secretary will also keep a master attendance record of EB meetings as well as member Committee Commitments. The Secretary will also be responsible to monitoring all email accounts and responding or forwarding as appropriate.

Archivist

The ELD Archivist will be the custodian and curator of all ELD produced material.  The Archivist will sit on the ELD Conference Committee and the ELDj Committee. The Archivist will coordinate all collateral material from the presenters at the conference and will curate material in our Institutional Repository.  The Archivist will also be responsible for maintaining file structures of materials from previous EBs and locate documentation needed for review.

Committee Chair

Committee Chairs serve one year terms and are responsible for organizing activities of the committee, including meetings, minutes, notes, attendance, reporting committee statuses at EB meetings, solicit feedback from EB members and ELD community, and share outcomes with the ELD community where appropriate.  Committee assignments will be requested in toward the end of each term and confirmed by the ED prior to the start of the new term.

Term

EB members are elected to a two-year term, commencing on January 1st and ending on December 31st. In September of each year, EB Members will be contacted by the Elections and Guidelines committee to indicate their desire to return to the EB, if their term is expiring, or their intention to remain, if it is not.

Vacancy

A vacancy occurs when a current member is no longer able to fulfill the duties to ELD and the EB. Vacancy can occur either outside (In-Term) or inside (End-Term) the normal membership cycle.

End-Term

In September of each year, all current EB members will be contacted by the Guidelines & Election Committee.     Those whose terms are expiring are asked to send a response indicating their desire to be re-appointed. The response is due no later than November 1st following the date of notification.  A negative, or lack of, response will indicate a desire to cycle off the EB. For all responses, using these guidelines as a rubric, each extension will be be evaluated and candidates informed of the committee decision. Members whose terms do not expire will also be contacted to determine if they wish to remain on the ELD EB.  ELD understands that work and life situations change throughout the year, this process provides an EB member the opportunity to opt-out prior to the end of their term.

In-Term

Outside of the normal cycle, it might be necessary for an EB member to step away from their board responsibilities.  Circumstances such as these are unavoidable, so we ask that the EB member notify the ED and Chair of the Elections Committee as soon as possible.  The Election Committee will begin the process of identifying a replacement. The AD will assume temporary leadership of the committee(s) impacted by the vacancy.  

RESPONSIBILITIES

  • Executive Board

    1. Encourage nominations, vet candidates presented by the Elections Committee, and elect the Executive Director and new Board Members.  See ELD EB Election Guidelines for the process.
    2. Participate in the annual review of ELD  Mission & Purpose of the main organization as well as any branches (e.g., ELDj, ELDc, etc…)
    3. Maintain confidentiality of ELD board work and documents by communicating and sharing only with board members or other approved committee members or volunteers.
  • Meetings

      1. All board members are expected to attend meetings.
        1. Board Members are expected to attend a minimum of one (1) meeting each month.
        2. Date and time of meetings will be set at the start of each term (Fall/August; Spring/January; May/Summer) with input from all members of the ELD EB.
        3. It is important to have a quorum for each meeting.  A quorum represents 50% plus 1 of total voting membership.  
        4. Board members having regular conflicts with the meeting times are expected to contact the ED to discuss fulfillment of the responsibilities of their position.
      2. In the case of an absence from a meeting, board members are expected to:
        1. Notify the Director, in writing, as soon as possible, but at least 24 hours in advance of the meeting that will be missed.
        2. Annotate the “Attendees” section of the upcoming meeting minutes that you will miss the meeting.
        3. Annotate the Agenda with comments, suggestions, concerns, and questions before the meeting.
        4. Review notes and any recording from missed meetings and respond to actionable items by indicated deadlines.
  • Service

Service is critical to the success of ELD.  
      1. Members are expected to serve actively as Director, Associate Director, Secretary, Archivist, or chair/co-chair at least 1 committee during their term.  If all such roles are currently occupied, EB members should actively serve on at least 2 committees with the goal of preparing to chair them in the future.
      2. Members are also expected to serve actively on one other committee.  
  • Support

    1. ELD EB members are expected to support ELD through various media with the expectation to promote ELD events and calls through social media, professional lists, etc.
    2. Support the ELD EB mission, purposes, goals, policies, and programs while knowing its strengths and needs.

REMEDIATION

These guidelines have been created to allow the smooth and efficient operation of the Executive Board, and thus, the whole of ELD.  This role is critically important and is dependent on each member of the EB contributing to the organization effort. On the rare occasion that one or more of the items listed in these Guidelines are not being followed, there is a three-step process to resolve any issues.   Step 1 The ED will reach out to the EB member, note and document the issues and areas of concern, and work toward a resolution.   Step 2 Should the outstanding grievances not be resolved in a timely manner, in part or total, the ED will convene an ad-hoc Grievance Committee, consisting of the ED, AD, Chair of the Elections Committee, and one other member of the EB selected by the EB.  The Grievance Committee will review the situation, including contacting the EB member, and write a recommendation regarding future action. The recommendation will be provided to the EB as a point of information.   Step 3 In the event that Steps 1 and 2 are unsuccessful in remediating the situation. The ED will present the EB with a written recommendation of action.  The EB will discuss and vote on the recommendation/remediation.

GUIDELINES REVIEW

Any member of the Executive Board can recommend changes to these guidelines in writing to the ED, who will add the item to the next appropriate EB agenda.  In addition, once a year, the EB Guidelines committee will convene to consider changes to the EB Guidelines. Changes and revisions suggested by the committee will presented to the Executive Board for consideration.
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