OPERATIONS MANUAL FOR VICE PRESIDENT / PRESIDENT … · VP Marketing 130 - 141 VP Human Resources 142 - 148 . AICI Operations Manual 1 of 162 May 2017 BOARD OF DIRECTORS PURPOSE To

Operations Manual

May 2017

CONTENTS

BOARD Board of Directors 1 - 4

President 5 - 8

Immediate Past President/ President Elect 9 - 12

Treasurer 13 - 18

VP Certification 19 - 21

VP Human Resources 22 - 26

VP Conference 27 - 40

VP Education 41 - 43

VP Business Development 44 - 48

VP Marketing 49 - 54

Association Management Company 55 - 65

COMMITTEES 66

Committee Oversight 67

President 68 - 72

Immediate Past President / President-Elect 73 - 79

Treasurer 80 - 83

VP Certification 84 - 101

VP Business Development 102- 105

VP Conference 106 - 110

VP Education 111 - 121

VP Marketing 130 - 141

VP Human Resources 142 - 148

AICI Operations Manual 1 of 162 May 2017

BOARD OF DIRECTORS PURPOSE

To function as the governing body of the Association. COMPOSITION Elected officers:

President President-Elect Treasurer

VP Certification VP Conference VP Education VP Business Development VP Marketing VP Human Resources Immediate Past President- Advisory Role only (No Voting Rights)

GENERAL REQUIREMENTS

a. Possess the qualities of leadership and commitment.

b. Be a team player; have the ability to work courteously and cooperatively with others.

c. Work closely with President to achieve goals of the organization.

d. Use discretion and tact when discussing member issues publicly.

e. Have a working knowledge of the Bylaws, Policies and Procedures and Operations Manual of the association.

f. Sign the Oath of Office, Code of Ethics and Disclosure of Conflicts of Interest at the beginning of the term of service.

g. Attend to all details of the office as detailed in this document.

h. Keep accurate and current records of respective responsibilities and actions.

i. At completion of a term of office, submit complete and updated records to successors and AICI headquarters.

j. Possess computer expertise and use of email.

k. Set annual goals, set long-range strategies, and determine priorities.

l. Within budget limitations, implement strategies and direct the affairs of the Association according to its purposes and bylaws.

Board of Directors


PRINCIPLE DUTIES

a. Attend all board meetings (approximately 11 per year).

b. Attend bi-annual global conference.

c. Attend bi-annual strategic planning retreat (SPR).

d. Submit detailed board reports as requested, approximately 2 weeks prior to the board meeting. Email to HQ.

e. Develop the budget for your position with guidance of Treasurer.

f. Get approval from the board for any expenses not included in the budget.

g. Update your section of the Operations Manual by April 1st.

h. Prepare key points for presentation at the Annual General Meeting as requested by HQ. Points to include key accomplishments and future plans.

i. Prepare for leadership training as set up by the VP Human Resources.

j. Keep a calendar of your year’s deadlines and commitments, and submit to the President by July 1st.

k. Keep a binder of all key documents and communications for your position to pass to your successor at the completion of your term.

INTERACTION WITHIN THE ASSOCIATION AND THE COMMUNITY AT LARGE

a. Present a positive image of AICI.

b. Integrate AICI members into leadership positions and develop plans for succession.

c. Maintain contact and interaction with fellow officers, committee chairs and general membership.

d. Aggressively recruit AICI members worldwide.

e. Refer issues to the appropriate board member, not the committee involved. Overlapping areas of responsibility must be considered when establishing any new policy.

Board of Directors


BOARD COMMUNICATION

a. Please use +1 (847) 447-1707 or [email protected] to contact AICI headquarters.

b. Use the most economical form of communication:

a. Email or Skype rather than long-distance or cell phone.

b. Priority Mail rather than Express or UPS Overnight.

c. Electronic form rather than hard copy

c. Mailings to the membership should be coordinated to keep cost down.

d. With questions or help, go to the President before HQ.

e. Copy emails to HQ only when necessary. f. Copy emails to President only when President’s involvement is necessary.

BOARD TRANSITION POLICY

a. The President or President-Elect communicates with all new board members notifying them, before they make travel arrangements, of the annual Strategic Planning Retreat – to be held with the agreement of the majority of Board members.

b. Retiring officers communicate with their incoming counterparts about their office.

c. Incoming officers are included in board meetings beginning in April.

d. Board officers are sworn in at AICI’s bi-annual conference in May with official Board duties to start July 1 (the start of AICI’s fiscal year).

e. The bulk of the files, etc. are to be sent to new officers electronically or by UPS and not taken to conference. All remaining files must be sent no later than one month after the start of the new fiscal year.

BOARD FINANCIAL OBLIGATIONS & PERKS Financial Obligations

a. Travel to Bi-annual Global Conference

b. Hotel accommodations for Bi-annual Global Conference

Perks

c. Annual membership dues during years of service.

d. Bi-annual conference registration fee during years of service.

e. Hotel accommodations at annual conference for President and VP Conference.

Board of Directors


f. Hotel accommodations for bi-annual SPR.

g. All meals at Bi-annual SPR.

h. Up to $500 travel reimbursement for North America residents and up to $1,000 travel reimbursement for outside-North American residents for Bi-annual SPR.

BOARD BUDGET

a. Research and submit to the Treasurer by June 15 anticipated expenses for the coming year.

b. The Treasurer to discuss what the budget will cover and how it is formulated – emphasizing the importance of staying within budget.

c. Any expenditure that is unbudgeted must be approved by the Finance Committee and approved by a Board vote prior to incurring that expense.

BOARD REPORTS

a. Receive committee reports from all Committee Chairs prior to each board report.

b. Create detailed reports for board meetings, in the format requested by the President.

c. Generally, action on each committee would be reported.

d. Items that require discussion would be highlighted with “Discuss”

e. Items for voting would be highlighted and listed in the form of a motion: “Motion: That ….”

MEETING PROCEDURES

a. Call the teleconference line about 2 – 3 minutes prior to the meeting start.

b. The President will call the meeting to order.

c. The President will take a roll call.

d. The President will ask: “Does anyone have any Disclosures of Conflicts of Interest on today’s agenda items?”

e. AICI follows Robert’s Rules of Order. Before each discussion item, the President will ask: “May we have a motion to ….”, and then “May we have a second”.

f. The President will ask, “Is there any discussion?” This is when the board can discuss agenda items.

g. Following discussion, the President will ask: “All those in favor?” (If you are in favor say “yes”.) The President will ask: “Any opposed?” (If you are opposed say “yes”)


PRESIDENT PURPOSE

To be the Executive Officer of the Association and provide general supervision and leadership to AICI staff and Board officers.

To serve as the official spokesperson of the Association (or assign a surrogate) representing AICI to the public.

To provide the vision to be achieved by the actions undertaken within the organization. RESPONSIBILITIES Oversee AICI Board Members & Staff

a. Act as a coach, motivator, and sounding board for Board members to support the achievement of AICI’s annual SPR action plan and other action items created during the year.

b. Act as key link and partner with Association Management Company to oversee all administrative and organizational activities on behalf of AICI.

c. Facilitate the communication between Board and Staff and Board member to Board member to ensure efficiencies and prevent duplication of efforts.

d. Facilitate the functioning of the AICI Board.

e. Maintain a dialog with the President Elect or Past President on current issues of the association and long range planning.

f. Acts as an ex-officio member with voting rights to all committees with the exception of the Nominating Committee.

Preside at Meetings and Participate in Committees

a. Plan, set the agendas, and preside at all meetings of the Association, including the annual membership meeting, Board of Directors’ meetings, bi-annual Chapter Presidents’ meetings, and Executive Committee meetings when required.

b. Approve all committee chairs before appointment.

c. Serve as a member of the Ethics, Conference, and Finance Committees.

d. Participate as requested on other AICI committees.

e. Oversee and select Ethics Chair.

f. Arrange Bi-annual Strategic Planning Retreat.

Board President


Oversee all AICI Communications, Publications & Conference

a. Be the official spokesperson of the Association

b. Be listed as the member of any association to which AICI belongs.

c. Speak on behalf of the Association for media and broadcast interviews.

d. Review, proof, and approve all AICI Publications.

e. Oversee web site with Association Management Company and VP Communications.

f. Oversee and have input into the bi-annual conference location, theme, program, budget, chairs and committees.

g. Approve and sign contract for bi-annual conference site.

h. Participate in and attend other associations which will benefit AICI. Prepare President Elect for Upcoming Term

a. Coach the President-Elect in preparation for the upcoming term. ACTIONS Support Board and Staff

a. Review proper procedures, protocols and expectations with Board members and Executive Director regularly to guarantee adherence of policies and procedures of the Association.

b. Have regular communication with Board members to discuss ways to facilitate efficiencies, maintain timelines, and determine if policies need to be created or modified.

c. Maintain continuous communication with Association Management Company and assess when training, support, and job description changes are needed.

Run Effective Meetings, Participate in Committees, Host Members

a. Oversee preparation of agendas, review board packet submitted by Executive Director which includes all Board members’ monthly reports.

b. Review and edit minutes and action items from Board meetings provided by Secretary prior to dissemination to Board.

c. Lead meetings of the Association, Board of Directors, and Executive Committee.

d. Organize the bi-annual SPR with Executive Director. Set meeting goals and agenda with facilitator.

e. Include SPR action plans in monthly Board packet for review of progress.

Board President


f. Chair and facilitate at least 2 teleconference calls/per year with Chapter Presidents and host a President’s meeting at annual conference.

g. Confer on committee chair candidates as requested by overseeing VP. Participate in Leadership training as requested by VP Human Resources.

h. Participate in leadership training as requested by VP Human Resources.

i. Attend First Timers Meeting at annual conference as directed by VP Human Resources.

AICI Communications

a. Write President’s letter per issue for the Global Magazine.

b. Present State of the Union address at the bi-annual global conference.

c. Oversee the annual updating of AICI’s Operations Manual as a guideline for the upcoming Board and Staff which include job descriptions for each VP position and the committee/s for which each VP has oversight.

d. Act as spokesperson for the Association or assign a surrogate.

e. Be in continuous communication with the President-Elect to discuss and analyze on-going association and member issues.

Prepare Incoming President

a. Review job responsibilities with incoming President and discuss dynamics of Board, Board members and staff to ensure that the goals and workings of the existing Board are communicated to the incoming Board in order to maintain continuity and provide historical perspective.

b. Coach President-Elect into the upcoming position as President and share information and material on association management.

Annual Budget and Expenses

a. Assist Treasurer in establishing organization’s annual budget by providing historical perspective and making decisions about reasonable expectations for upcoming year.

b. Inform Committee Chairs that report to President of their annual budget and approve expenses of those individuals and their committee volunteers if within budget.

c. Submit President’s expenses to HQ, regularly, per budget.

Board President


COMMITTEES Executive Committee

a. Call a meeting of the Executive Committee for in-depth discussions that do not require the entire board.

Ethics Committee

Appoint chair to:

a. Develop Ethics committee.

b. Follow protocol when an ethics complaint is filed. TIMELINE

Date Action

May Attend bi-annual conference and board meeting

June Develop budget for President’s position

July

Prepare timeline for the year with Executive Director

Review Policies and Procedures

Plan time and location of bi-annual SPR with Executive Director

August

September

October

November Facilitate bi-annual SPR Check-in

December

January

February Plan Bi-annual SPR with Facilitator

March Update appropriate sections of the OM

April Annual meeting PowerPoint presentation

Board Orientation

May Attend bi-annual global conference and board meeting


IMMEDIATE PAST PRESIDENT & PRESIDENT-ELECT PURPOSE OF IMMEDIATE PAST PRESIDENT Provide continuity in the transition between the old and new Board and participate as a

non-voting advisor as required. PURPOSE OF PRESIDENT-ELECT Prepare for the position of President.

Broaden the vision of AICI through strategic alliances and participating in long range planning in bi-annual SPR.

Develop management and leadership skills by experiencing the inner workings of the structure and systems of the organization.

RESPONSIBILITIES Support the President

a. Preside in the absence of the President.

b. Communicate with the Board for the President whenever needed and report any developments and concerns where appropriate.

c. Participate in planning process with President for meetings.

d. Maintain a dialogue with the President on current management and long range planning for AICI.

e. Help President with duties such as: trouble shooting, coaching board members, representing AICI to the public and others as requested by the President.

f. Serve on Finance Committee with President and Treasurer.

g. Keeper of the Board of Directors bi-annual Strategic Plan. Work with board members to stay on track.

Support the Board

a. Act as a coach to Board Members, providing them with consulting and support where needed.

b. Be a trouble shooter, address obstacles when they are still small.

c. Monitor and assess the structural and communication systems of the working Board.

d. Facilitate lateral Board communication to encourage the flow of information and to minimize redundancies of efforts.

Board Immediate Past President & President-Elect


e. Facilitate the functioning of the incoming AICI Board in line with goals of the outgoing Board.

f. Prior to leaving term, meet with each Board member and determine communication schedules and methods (email, telephone etc.).

g. Have regular communications with President and Board members. Look for ways to make their jobs easier and support them in maintaining timelines.

h. Offer assistance in the form of technical, logistical and communication support. At times, provide them with another resource in order to resolve a challenge or obstacle more effectively.

i. Keep President informed of any changes or developments.

Contribute to Bi-annual Global Conference

a. Work with VP of Conference as part of the conference committee (if a conference year)

b. Co-host Chapter President meeting / event at bi-annual conference with President (if a

conference year).

Prepare Incoming Board

a. Welcome new board upon completion of nomination and voting process. Contact each one personally. Review their position’s responsibilities and the relevant communication channels as soon as their positions are official.

b. Have retiring Board officers begin teaching their successors and involve them in tasks and appropriate communications. Encourage them to begin looking at potential committee chairs for committees and essential areas.

c. Instruct in-coming board members to read and understand the Bylaws, Policies and Procedures, and Operations Manual in advance of SPR.

d. Have individual telephone meetings with each incoming officer to prepare them for their roles and responsibilities.



ACTIONS OF IMMEDIATE PAST PRESIDENT

a. Be on hand to offer advice or history to the President as required.

ACTIONS OF PRESIDENT-ELECT Train for Presidency

a. Have regular communications with President.

COMMITTEES Nomination Committee:

a. Committee is recommended by the previous nominating committee, and appointed by the in-coming President.

b. Work with president and the board for nominations for the incoming board.

c. Work with committee to interview members for nominations.

d. Host at least two conference calls with committee.

e. Provide nominations slate of incoming board members to HQ.

f. Work with HQ to get bios and pictures of the nominees for voting ballot.

g. Would like to see this on the website – We would send announcement electronically.

h. Work with HQ to inform nominees of upcoming meetings, etc. they are required to attend.



TIMELINE

Date Action

May Attend conference and board meeting (if a conference year)

June

Appoint Chairs for;

Appoint Nominations Committee

Develop budget for President-Elect’s

July Prepare timeline for the year

Review Policies and Procedures

August Call a meeting of the Nominations Committee and begin process

September Send out email request for international board nominations to the

membership

October Present slate of officers to International Board

November

December Ballots sent for elections

January

February

March Request board members to send updated sections of the OM to HQ Receive updated sections of OM from the board members

April

May Attend conference and board meeting (if a conference year)

June

Appoint Chairs for:

Appoint Nominations Committee

Develop budget for President’s position


TREASURER PURPOSE

Act as the financial advisor for the organization.

Ensure that proper accounting procedures are established and accurate financial records are maintained.

Ensure the safekeeping of the Association’s funds.

Act as liaison to chapter Treasurers. RESPONSIBILITIES Prepare the annual budget.

Prepare with assistance and support from the financial manager and others as directed and needed. This includes overseeing the conference budget prepared by the VP Conference. The AICI fiscal year is July 1 through June 30. The annual budget should be formulated on past history and with the understanding of projects and requirements as outlined by committee chairs, board members, and staff. The incoming Treasurer, if possible, should witness the formulation of the budget so that he/she is totally familiar with the vision behind the numbers and should start this job before the end of the outgoing Treasurer’s term for training.

a. Obtain the previous year’s actuals as a worksheet with room for comments from the AMC financial manager. (June)

b. Phone the incoming Board to discuss what their budget covers and how it was formulated – emphasizing the importance of staying within the budget. (July/August).

c. Submit to the board for approval. (June)

d. Once approved, direct the AMC Financial Manager to create a condensed version of the budget for uploading to the website.

e. Submit a Member Minute to the VP Communications to advise the membership that the new budget has been approved and is available online for viewing.

Monitor the budget.

Watch the flow of money on a monthly basis.

a. Review and approve payables sent by the AMC financial manager. Verify GL accounting codes are correct.

b. Review monthly financial reports prepared and provided by the AMC Financial Manager.

c. Include a financial summary with the Treasurer's monthly Board report.

Board Treasurer


d. Provide a mid-year position review to the Board. Make adjustments as needed.

Direct AICI financial interactions with Association Management Company (AMC) Staff.

The staff of the AMC is responsible for handling bookkeeping and accounting functions. Staff prepares the Statement of Financial Position and other reports using generally accepted accounting practices. General financial duties of Association Management Company include:

a. Maintain check register

b. Develop annual budgets in conjunction with the Treasurer

c. Prepare materials for IRS Form 990 (which is completed by outside CPA)

d. Balance checkbook

e. Submit checking transaction reports to Treasurer on request

f. Submit monthly financial reports to Treasurer

g. Calculate and pay chapter rebates on a semi-annual basis

h. Provide copy of general ledger to Treasurer at year-end

i. Submit all payment requests for Treasurer’s approval

j. Submit year-end books to CPA for review or audit, with approval of Treasurer

Additional Treasurer responsibilities with assistance from the AMC Staff include:

a. Maintain tax-exempt status for the international association and its chapters.

b. Work with chapters to ensure compliance with all federal, state, and local regulations.

c. Distribute Expense Vouchers to all Board and Committee members. Only telephone and postage costs are to be reimbursed per the approved annual budget.

d. Annually review and ensure the renewal of insurance, including the Board liability and conference insurance.

e. Seek professional financial advice when needed. Resources the AMC's outside CPA firm

f. Oversee the chapter rebate process.

Review and sign AICI contracts.

These include contracts for conference hotel and outside parties. Determine and direct financial policies for investment guidelines with the assistance of the AMC Financial Manager.

Advise on use of any profit with assistance from staff and the Finance Committee.

Board Treasurer


Direct policies for fee setting and collection/dispersal of Association dues and fees.

a. Recommend changes to or initiation of dues and fee amounts as needed or requested.

b. Recommend changes to procedures for collecting dues and fees. In the near future these may include decisions on anniversary vs. annual dues and rebates vs. chapter grant program.

c. Advise and assist in the creation of all forms used for financial purposes such as membership dues, certification application payments, chapter financial reports, and conference brochure.

d. Develop opportunities to and value of granting complimentary memberships in AICI to those who can enhance our image in the media in a significant way.

Coordinate Chapter Budget Reviews

a. Receive all chapter budgets from AICI headquarters.

b. Review and approve chapter budgets for Chapter Relations VP.

c. Annually review financial health of each chapter in conjunction with Human Resources VP.

Communicate with Chapter Treasurers and members.

a. Ensure that each chapter treasurer understands the process of budgeting, completing the Chapter Financial Reports, and the fiduciary duties of the office. Communicate as necessary with chapter board members to ensure their fiduciary responsibilities.

b. Participate in Chapter Leadership training as requested by the VP Chapter Relations or President at conference or via teleconference class.

c. Be a liaison between the members and the AMC over financial questions.

d. Write an annual report reviewing Treasurer's accomplishments and challenges to be posted on the website.

e. Present a four-minute oral annual Treasurer’s Report for the annual Membership Meeting at conference.

f. Provide web updates on all finance-related items via the website update form. Participate in Board and/or Executive Committee teleconference calls as directed by the President.

a. Prepare a monthly report on Treasury activities. This is submitted to AICI headquarters approximately 10 days in advance of the monthly Board call. This report includes a statement of financial activity as well as updates on chapter rebates and any other finance-related matters.

b. Monthly Board calls last approximately 2.5 hours.

Board Treasurer


FINANCIAL POLICY INFORMATION

The fiscal year is July 1 – June 30.

The Association’s records are recorded on a modified accrual basis (revenues are recognized when earned and expenses are recognized when incurred; dues revenues are recorded in full when received).

Bank Account Information

General Checking Account: Bank Name: Wells Fargo Bank Bank Address: 470 McKnight Road N, St. Paul, MN 55119 Swift Code: WFBIUS6S Routing Number: 091000019 Account #: 5943139344 Signatories are: David Ewald (Ewald President)

AICI President AICI Treasurer

Angel Fund:

Association of Image Consultants International Address: 1000 Westgate Drive, Suite 252 , St. Paul , MN 55114 Bank Name: Wells Fargo Bank Bank Address: 470 McKnight Road N, St. Paul, MN 55119 Swift Code: WFBIUS6S Account #: 5943139344 Credit Card Signatories are:

(AICI Executive Director) (AICI AE/Sr. Meeting Planner)

CPA Firm: Stacey R Petersen, CPA Petersen Professionals PC 4915 West 35th St Ste 201 | St Louis Park, MN 55416 p (952) 767-3212 | f (952) 767-3214 www.p2cpas.com

Past AICI Presidents receive a 50% reduction in membership dues for life after their

term of office, starting in 1997. This was voted in at the 4/04 SPM. Past Presidents will no longer receive a conference discount effective with conference in 2005.

Board members do not pay annual membership dues or conference registration during the years in which they serve their term. In addition, they pay only 50% of any conference pre-, mid- and post-conference workshops during their term.

Board Treasurer


Board Members will submit Expense Vouchers including all receipts for expenses incurred and will expect to be reimbursed for those expenses allowed by their budget. All Vouchers must be submitted to the AMC no later than June 30 for any and all expenses for that year.

A member who has an outstanding balance with AICI past due more than 30 days will be a “member not in good standing” and cannot renew their membership until the balance is paid in full.

Membership dues are due before the anniversary date of membership.

A $35 NSF fee is charged for a returned check.

The Annual Conference should return a minimum of $10,000 to the Association’s reserve funds.

Up to $1000 for two people will be allocated for travel and lodging expense for Conference site selection.

It is our goal to have one year's operating expenses in reserve.

Each chapter must file for its own Tax ID number, prepare its own IRS forms, and establish its own account with the understanding that the fees for this will be paid by the chapter.

Board vote is required to approve any unbudgeted expense prior to incurring that expense.

COMMITTEES Finance Chapter Finance Review

Board Treasurer


TIMELINE

Date Action

May Attend conference and board meeting

June Send budget worksheet to all board members

July Present draft budget at board meeting; Chapter rebate letters sent

out

August Finalize budget; Process Chapter Rebates

September Talk to Chapter Treasurers; Process Chapter Rebates

October Prepare budget for SPR

November

December

January Talk to Chapter Treasurers; Chapter Rebate Letters sent out

February Process Chapter Rebates

March Update appropriate sections of the OM and submit to President-

Elect or IPP; Process Chapter Rebates

April Prepare financials for Conference


June Send budget worksheet to all board members


VP CERTIFICATION

PURPOSE

Create, oversee, and review all aspects of certification provided by the association. RESPONSIBILITIES

a. Participate as a member of the international board.

b. Work closely with Staff on all certification activities that occur at Headquarters.

c. Maintain and advance the high standard of certification provided by the organization.

d. Direct the Certification Team which consists of the Certified Image Master (CIM) Committee, the Certified Image Professional (CIP) Committee, and the First Level Certification (FLC) Committee.

e. Appoint the CIM Chair, CIP Chair and the FLC Chair.

f. Oversee the activities of the CIM, CIP and FLC committees.

g. Announce at conference with the assistance of the FLC, CIP and CIM Chairs the newly certified consultants.

h. Oversee the communication with the membership on all certification information and activities via phone calls, emails, website, newsletters and workshops.

i. Oversee the education of the membership on all certification information and activities through the website, Member Minute emails, teleclasses, and conference workshops.

j. Review and update as needed the designations of the three levels of certification for members and non-members.

k. Review and update as needed the fees associated with the three levels of certification.

l. Review and update as needed the qualifications and applications for the certifications.

m. Develop and manage the Certification Committee budget. COMMIITTEES Certified Image Master (CIM)

a. Appoint CIM Chair (for length of VP term) to oversee application review and answer questions from applicants. Chair is responsible for filling committee seats.

b. Announce new CIMs at Conference.

c. Coordinate with HQ re those who are in danger of losing Master status.

Board Certification


d. Update CIM application as needed.

e. Work with staff and chair to resolve issues regarding loss of certification.

f. Coordinate with chair to run walk-through to encourage applications. Certified Image Professionals (CIP)

a. Appoint CIP Chair (For length of VP term) to oversee application review and answer questions from applicants. Chair is responsible for appointing committee seats.

b. Announce new CIPs at Conference.

c. Coordinate with HQ re those who are in danger of losing Professional status.

d. Update CIP application as needed.

e. Work with staff and chair to resolve issues re loss of certification.

f. Coordinate with chair to run walk-through to encourage applications. First Level Certification Application

a. Appoint a chair to oversee the process.

b. Update the application process as needed.

c. Contact all non-certified members regarding the details, qualifications, and deadlines of the process and testing.

d. Develop yearly program of beginner classes covering the essential and basic topics of FLC for a teleclass.

e. With staff, send out letters and certificates of recognition.

First Level Certification Exam Administration

a. Coordinate all annual exam review details among AICI’s contract third-party vendor who administers the exam, AICI Headquarters, and AICI Subject Matter Experts.

TIMELINE

Date Action

May Attend Conference and Board meeting

June

HQ - Mail Certification Renewal statement and invoice

HQ - Email a renewal reminder

Develop budget

Board Certification


July 1 Certification Renewal payments due

August 1 Certification Renewal considered delinquent. Member is removed

from the Web site and no longer recognized as a certified AICI member.

September Work on VP Certification SPR Goals

October Update exam content every 4 years

November Work on VP Certification SPR Goals

December

January HQ - Sends the first notification to those who have to renew their

CEUs.

February Check with chairs to see if any web information needs modifications

for certifications.

March

Send an announcement reminding those of renewal.

Coordinate conference call with FLC, CIP and CIP chairs to review any certification concerns.

Hold a certification teleclass -

Record teleclass to post on the website.

Provide a tip sheet on certifications for attendees

Update appropriate sections of the OM and submit to President-Elect or IPP

April Develop Budget

May

Conference – Coordinate FLC exam with FLC Chairs

Attend Conference and Board meeting Review and update Contract with CASTLE alongside Treasurer and

Executive Director

June

HQ - Mail Certification Renewal statement and invoice

HQ - Email a renewal reminder

Develop budget


VP Human Resources PURPOSE

The growth, maintenance and development of existing Chapters and the formation of new Chapters.

To recruit, retain and satisfy AICI membership RESPONSIBILITIES

a. Participate as member of the International Board.

b. Direct Chapter Development and Chapter Formation committees.

c. Submit Chapter related information to editors of Member Publications.

d. Promote communication among Chapters via Teleconference Calls and independent interactions.

e. Offer guidance and support to Chapters as needed.

f. Lead Conference Leadership Training Session.

g. Submit membership-related information to editors of Member Publications.

h. Promote communication among members of Membership Team via AICI website.

i. Promote communication with members and prospects.

j. Manage budget for Membership, Committee Chairs, and AICI Ambassadors.

k. Organize and facilitate First-Timers meeting at Conference.

l. Work closely with VP Marketing to develop strategies for membership growth and retention.

m. Confer on status of new members, prospects and past due members sent to AICI Ambassadors and Chapter VP's.

n. Request a status report with total membership number including number of new members, prospects and past due members before each board meeting.

o. Enforce special membership classifications

a. Emeritus membership requires an application and board approval

p. Review and update Membership Application forms.

ACTION Participate as member of the International Board.

Board Human Resources


a. Attend all International Board meetings, monthly board meetings via teleconference and Strategic Planning meetings.

b. Attend all Conference meetings where International Board presence is important or required. Deliver the International Board Report for Chapter Relations at the Annual Meeting.

c. Submit annual goals as required by President.

d. Submit agenda items for International Board meetings to headquarters prior to meetings as directed. Submit calendars of 'away' dates.

e. Ensure that all chapters be aware of timeline for nominations and elections of chapter officers. (Chapter nominations by April 30, elections by May 30 and submit new slate of officers to Headquarters by June 30)

f. Ensure that all Chapter Board of Directors are aware of Annual Chapter Accord requirements.

g. Work on projects with individual board members or Staff as required.

h. Participate in AICI President and VP Membership counterpart calls Work closely with Headquarters Staff on Chapter development and formation activities.

a. Communicate with Staff via e-mail, fax and/or voice.

b. Request a monthly report from Headquarter with membership numbers for each Chapter.

c. Review and oversee update of Chapter Bylaws, Chapter Accord, and Chapter Affiliation Agreement as needed.

Direct chapter development and chapter formation

a. Direct committees and task forces and support with structure and strategies for surveys, forms and other materials.

b. Provide Chapter Leadership a forum to share tips and strategies for Chapter Success.

c. Chapter Formation/Development: to provide support and up-to-date documents on "How to Start a Chapter" to Area Liaison’s and Chapter Formation Organizers.

Assist VP Treasurer to review Chapter Budgets

a. Provide AICI Treasurer with any necessary supporting documents for Chapter Financial review process.

b. Work with AICI Treasurer on approval of chapter financials in accordance with chapter accord documents.

c. Annually review the health of each chapter with AICI Treasurer.



Submit Chapter related information to editors of Member Publications.

a. Submit Chapter related information to editors of Member Publications & website as needed.

b. Review Chapter sections and Chapter Development Information on the website- monthly

c. Provide requested information to the above editors. Promote communication among members of Chapter Leaders via Teleconference Calls and independent interactions.

a. Schedule, set agenda and facilitate teleconference calls with Chapter Leaders (participate in counterpart calls with AICI President and VP Membership)

Offer guidance and support to Chapters as needed.

a. Send Chapter Accord and Chapter Affiliation documents to chapter presidents in July

b. Work with AICI Headquarters to track document submission

c. Work with AICI Treasure on Chapter Budget submission

d. Send nomination reminders to chapters in February/March for chapter board nominations and elections

Work with VP Conference on scheduling a Leadership Training session.

a. Write Leadership Training description for inclusion in the Conference brochure

b. Work with AICI President and VP Education to develop agenda for onsite Leadership Training at conference

c. Inform Board members of their responsibilities for Leadership training and counterpart participation

d. Invite Staff, Committee Chairs, Chapters Board members and Ambassadors for participation during Leadership if required

Manage budget for chapter development.

a. Work with Treasurer to develop a budget for chapter development as they relate to the AICI strategic plan.

b. Submit personal expenses to the Treasurer, regularly. COMMITTEES



Membership

a. Manage campaign to expand membership

b. Conduct membership renewal campaign

c. Create and document benefits of membership

Chapter Relations

a. Support VP of Human Resources with Accord process b. Contact all chapters and distribute accord documents yearly c. Manage accord process

TIMELINE

Date Action

May Manage Accord and distribute all documents

June

Develop budget Appoint Membership Chair Appoint Chapter Relations Chair Receive Chapter Accord Documents

July

August

Develop bi-annual Strategic Planning for Leaders in AICI for teleconference

September Take part in counterpart call with chapters

October Conduct bi-annual Strategic Planning for Leaders in AICI

Teleconference

November

December

January Take part in counterpart call with chapters

Assist chapters with election of officers

February



March

Develop bi-annual Strategic Planning for Leaders in AICI for bi-annual conference

Update appropriate sections of the OM and submit to President-Elect or IPP

April

May

Attend bi-annual conference and board meeting

Conduct Strategic Planning for Leaders Conduct First Timers Meeting

June Develop budget


VP CONFERENCE PURPOSE

Direct and manage all aspects of AICI’s annual educational conference and exhibition. GENERAL REQUIREMENTS

a. Be highly organized, detail-oriented, and competent with the computer (Word, Excel and email).

b. Possess the ability to manage multiple tasks simultaneously and be time-oriented.

c. Possess superior interpersonal and communication skills.

RESPONSIBILITIES

a. Coordinate the AICI bi-annual conference as the most important educational and fund raising event for the association.

b. Work closely with the President, VP Education & Management Company’s event coordinator.

c. Consult with AICI’s association management staff, hereinafter referred to as “Staff.”

Submit a board report as required prior to each board meeting.

Conference Gap Year: June (Conference Year) to (May Gap Year) Conference Year: June (Gap Year) to May (Conference Year) 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter June September December March July October January April August November February May

Board Conference


ACTIVITIES

Budget Identify/Update budget with the Treasurer and Executive Director

2nd Quarter Gap Year

Site Review the conference evaluations

1st Quarter Gap Year

Work with Board of Directors and Management Company to identify upcoming conference locations.

2nd Quarter Conference Year

Review current program outline and update as needed 1st Quarter Conference Year

Direct Staff to organize sites for site visit inspection for following year

1st Quarter Gap Year

Visit and inspect possible site/s with Staff 2nd Quarter Gap Year

Present site options to AICI Board of Directors

Review and sign contract of conference site with President and Treasurer. All contracts require the signatures of the President and the Treasurer.


Program Appointed Conference Chair


Coordinate all conference activities with respective committees and Staff as required

ongoing

Coordinate with VP Education and Conference Chair on the educational program (based on previous year evaluations), and be part of the Speaker Selection Committee (along with President, VP Education and Incoming President).


Organize and finalize keynote for Opening Reception or General Session (not mandatory)


Organize and finalize special events 3rd Quarter Conference Year

Board Conference


Coordinate with respective committee to organize and finalize entertainment for Gala

3rd Quarter Conference Year

Work with the Award Chair and President-Elect on timeline and PowerPoint slides for Gala awards

4th Quarter Conference Year

Attend First Timers’ Meeting Conference

Online Brochure

Inform contributors of requirements and copy deadline


President

Welcome Letter

Fundraising Event

Chapter Presidents’ Meeting

Bi-Annual Membership Meeting

Speakers’ Committee

Workshop and concurrent descriptions & presenter photographs

Guidelines to choosing programs

CEU Providers’ training

CIC, CIP, CIM walk-through

CIC Exam Registration

VP Human Resources

Leadership Training

First Timers’ Meeting

Membership Application

VP Business Development Sponsors

Exhibitors

VP Conference Launch Split Payment Option 1st Quarter Conference Year

Board Conference


Registration form 2nd Quarter Conference Year

Conference attire

AICI Awards Ceremony and Reception

Gala Awards and Banquet

Receive submissions from staff 2nd Quarter Conference Year

Submit copy to VP Marketing online brochure for proof- reading 2nd Quarter Conference Year

Finalize and approve online brochure 2nd Quarter Conference Year

Submit brochure for posting on AICI website 2nd Quarter Conference Year

Work with Marketing Manager for theme ideas 4th Quarter Gap Year

Design theme for conference with VP Marketing 1st Quarter Conference Year

Design artwork for conference 3rd Quarter Conference Year

Develop PowerPoint presentation to announce next year’s conference


Announce next bi-annual conference at current conference

4th Quarter Gap Year

Prepare upcoming conference teaser for website with VP Marketing

TBA

Submit AICI Bulletin on conference to VP Marketing

Board Conference


Ensure pdf documents of the following are posted on the AICI website:

1st Quarter Conference Year

Ensure pdf documents of the following are posted on the AICI website:


Split Payment Option Speakers Committee


Speaker proposal form VP Business Development and Management Company


Exhibitor/Sponsorship brochure Management Company

1st Quarter Conference Year At-A-Glance

Virtual Tour Management Company 2nd Quarter Conference Year

Conference online registration

Management Company 2nd Quarter Conference

Work with VP Marketing and Staff to market the conference- develop an e-campaign to market conference workshops, Work with both VPs to write and send Conference related press releases, etc.


Submit an article on Conference for the Global Magazine 4th Quarter Conference Year

Submit articles for Post Conference Global Magazine to VP Marketing


Post-conference page on website (photos, summary, awards, announcements, etc.)


Board Conference


Forms

Work with VP Education and Conference Chair to update Call-for-Proposal form

4th Quarter Gap Year

Work with VP Education to update Speaker Agreement form 4th Quarter Gap Year

Update Conference Registration form 4th Quarter Gap Year

Update Conference Evaluation Form for post-conference survey-monkey


Update Exhibitor Evaluation form and submit to Staff 4th Quarter Conference Year

Master of Ceremonies, etc.

Opening Ceremony

Conference

Welcome President & VP Conference

Introduce sponsors VP Business Development

Introduce keynote VP Conference

Introduce entertainment

President & VP Conference

Thank you President & VP Conference

Exhibition

Introduce sponsors VP Business Development

AICI Awards Ceremony

Welcome VP Membership

Chapter Awards VP Human Resources

Philanthropy Awards Secretary

Certification Recognition

VP Certification

President Award President

Gala

Board Conference


Welcome President

Major Awards President-Elect & Awards Chair

Introduce entertainment VP Conference

Unveiling the next conference

VP Conference

Committees Responsibilities

Hospitality (Hosting Chapter when applied)

Research travel information to be posted online


Solicit items for Goody Bags


Pre-Conference Activities - Research and identify activities, restaurants, etc. in the conference city that may be of interest to conference attendees to be post online


Support staff conference Conference

When non US Hosting Chapter, work with Marketing Manager to solicit exhibitors and Sponsors


Speakers’ Support

Assigned 2 monitors and one Room Manager for all conference sessions

3rd and 4th Quarters Conference Year

Host a training session prior conference

Week prior conference

Assure all sessions are covered during conference

Conference

Board Conference


Conference Chair

Speakers Committee

1st Quarter Conference

Awards Committee 2nd Quarter Conference Year

Order Awards 4th Quarter Conference Year

AICI Awards Night Ceremony & Reception time line

Gala

Define Gala Them 3rd Quarter Conference Year

Provide VP Membership with possible entertainment names (DJ)

3rd Quarter Conference Year

Tables décor ideas

Help set up Gala Ballroom and stage

Conference

Fashion Show/Special Events

Work with a committee to plan and execute event during Conference

3rd Quarter Conference Year/ Conference

Board Conference


TASK FORCE CONSIDERATIONS Brochure Editing Award Committee Speakers’ Committee Hospitality Committee (Hosting Chapter when applied): Goody Bags/Pre-Conference Activities Conference Speakers’ Support AICI Awards Night Gala Dinner Fashion Show/Special Event TIMELINE AND RESPONSIBILITIES

Item Responsible Date Status

1 Review the evaluations from previous conference

ECC 0-June

2 Give list of cities/countries to AML for Helmsbriscoe to research

ECC June/July

3

Meeting to outline Conference Schedule (dates, times, special events, number of attendees) and outline list of “wants”, “wish list”, committees, contests, fund-raising events, auctions, etc.

ECC 1-July

4 Decide on space required (re contract) & room layout

VP Conf & Staff 1-July

5 Develop a short list of sites for review with ECC

VP Conf 1June

6 Direct staff to organize sites for site inspection

VP Conf 1-Sept

Board Conference


7 Visit and inspect possible site/s VP Conf & Staff 1-Aug/Sept

8 Present site options to ECC VP Conf 1-October

9 Finalize hotel requirements: room rate, board rate, meeting rooms, SPR rooms, Food & Beverage needs, etc.

Staff & ECC 1-Nov

10 Negotiate with chosen site Staff Oct/Nov

11 Review and sign contract of conference site with President and Treasurer.

President Treasurer VP Conf

1-Nov

12 Revise speaker proposal, as required VP Ed 1-January

13 Solicit theme ideas from marketing committee

ECC 1-January

14 Design theme ECC & VP Marketing

1-February

15 Design artwork ideas ready for SPR ECC & VP Marketing

1-March

16 Finalize theme and artwork VP Conf 1-April

17 Develop PowerPoint presentation to announce conference

VP Conf 1-April

18 Announce the next conference VP Conf 1-Conf.

19 Recruit the Conference Volunteer Manager who will work directly with the various conference committees.

VP Conf 1-May

20 Prepare conference teaser for website VP Conf & VP Comm.

1-May

21 Post speaker proposal form VP Education 1-May

22 Recruit Chair for Conference Education Program

VP Education 1-June

23 Define conference budget VP Conf & Staff 1-June 2-July

24 Develop educational program and recruit speakers

VP Ed 2-July/ August

25 Recruit Conference Committee Chairs (First Conference 2-July/

Board Conference


timers, Gala, Hospitality, Int’l Hospitality, Special Events, Bookstore)

Volunteer Manager

August

26 Recruit Chair for Session Support VP Education 2-July/ August

27 Prepare Marketing Campaign VP Marketing 2-July August

28 Contact prospective sponsors VP Fund Development

2-July August

29 Finalize speakers (send receipt acknowledgements to all submitters) Send yes/no letters to all speakers

VP Ed & ECC 2-August

30 Develop philanthropic activities associated with conference

Secretary & VP Conf

2-August

31 Inform brochure contributors of requirements and copy deadline

VP Conf 2-August

32 Prepare Exhibitors/Sponsorship prospectus Staff & VP Fund Dev

2-August

33 Post Exhibitors/Sponsorship brochure to website

Staff & VP Fund Dev

2-August

34 Mail Exhibitors/Sponsorship prospectus to prospective exhibitors

Staff 2-August

35 Receive all speakers’ agreements and information: biographies, introductions, workshop descriptions, photographs, etc.)

VP Ed 2-Sept

36 Update registration form VP Conf & Staff 2-Sept

37 Organize and finalize keynote for opening reception

VP Conf 2-Sept

38 Organize and finalize special events VP Conf 2-Sept

39 Organize and finalize entertainment for gala VP Conf 2-Sept

40 Receive submissions for brochure VP Conf 2-Sept

41 Develop preliminary registration brochure for board to review and vote

Staff & Board 2-Sept

42 Submit brochure to copy editor (VP Comm.) VP Conf 2-Sept

Board Conference


43 Proofread for grammar, spelling, and content

VP Comm. 2-Sept/Oct

44 Submit draft to all contributors for proof-reading and approval

VP Conf 2-Sept/Oct

45 Submit brochure to layout VP Conf 2-Nov

46 Post At-A-Glance on the website Staff 2-Nov

47 Finalize and approve brochure for printing ECC 2-Nov/Dec

48 Registration Brochure ready for website Staff & ECC 2-Dec/Jan

49 Submit brochure for printing VP Conf & Staff 2-Dec

50 Update bookstore submission form ECC 2-Nov

51 Mail brochure Staff 2-January

52 Research and identify activities, restaurants, etc. in the conference city that may be of interest to conference attendees.

Host chapter & Conf Volunteer Mgr.

2-January

53

Develop an e-campaign to market conference workshops, especially pre, mid- and post workshops. Write and send press releases, etc.

VP Marketing & ECC

2-January

54 Email bookstore submission request form Staff 2-January

55 Post bookstore submission request form on website

Staff 2-January

56 Solicit items for silent auction and goody bags

VP Fund Dev & Conf Volunteer Mgr.

2-Sept

57 Submit an article on conference for the Image Update

VP Conf 2-February

58 Gather speaker articles for Image Update VP Comm. 2-February

59 Update call-for-proposal form VP Ed 2-February

60 Prepare First Timer’s Program VP Members 2-February

61 Prepare Leadership Program – contact chapter presidents, regional advisors, etc.

President/VP Chapter Relations

2-Feb/ March

Board Conference


62 Image Update in mail (conference issue) Staff 2-March

63 Post Virtual tour on website Staff 2-March

64 Contact Committee Chairs to identify meeting room needs and agendas for meetings held during conference.

Staff 2-March

65 Conduct teleconference volunteer training with committee chairs

VP Conf & Conf. Vol. Mgr.

2-March

66 Update evaluation form for post-conference survey-monkey

VP Conf 2-March

67 Update exhibitor evaluation form VP Conf 2-March

68 Prepare Proceedings Book Staff/ECC 2-March

69 Submit list of volunteers for proceedings book

Conf. Vol. Mgr. 2-March

70 Develop handouts on recommendations for conference

Host Chapter & Conf Volunteer Mgr.

2-March

71 Finalize bookstore submissions Staff 2-March

72 Coordinate tables and storage for bookstore

Staff 2-March

73 Finalize Exhibitors Staff 2-March

74 Finalize sponsors VP Business Development

2-March

75 Final list of goody bag and silent auction donations

Conf. Vol. Mgr. 2-March

76 Order Award plaques Staff / Pres-Elect-IPP

2-April

77 Prepare product descriptions and bid sheets for silent auction

Conf Volunteer Mgr.

2-April

78 Prepare Awards PowerPoint presentation Pres-Elect/IPP 2-April

79 Host-Chapter to collect goody bag & Silent Auction items

Conf. Vol. Mgr. 2-April

80 Finalize Speaker Introductions, room monitor materials.

VP Ed / Speaker Chair

2-April

Board Conference


Contact speakers and confirm arrival.

81 Prepare Final To-Do and schedule for all board and committee members

Staff/Board 2-April

82 Update speaker proposal form VP Ed 2-April

83 Prepare Badges, totes, etc. and all on site materials

Staff 2-May

84

Prepare and send electronic certificates for speakers, volunteers, chapter presidents, regional advisors and conference committees

Staff 2-May

85 Strategic Planning Meeting at Conference site

Staff/Board May – 1-2 days prior to conf.

86 Goody Bag Assembly and/or Silent Auction items

Conf. Vol. Mgr. 1 day prior to conf.

87 Hold First Timer’s Meeting VP Membership/ First Timer’s Chair

First day of conference

88 Hold Conference Volunteer Meeting VP Conf & Conf, Vol. Mgr.

First day of conference

89 Thank you and survey to all exhibitors Staff 2-May

90 Send evaluation form to members Staff 2-May

91 Submit evaluation results to board Staff 2-June

92 Articles about conference for Image Update VP Conf & VP Comm.

2-June

93 Post-conference page on website (photos, summary, awards, announcements, etc.)

VP Conf & VP Comm.

2-June

94 Submit members’ minutes on conference to VP Comm.

VP Conf TBA


VP EDUCATION

PURPOSE

To provide leadership for all aspects of AICI – provided education, including approval and maintenance of AICI CEU – approved programs, teleclasses, webinars, and educational sessions at the AICI Conference.

OVERVIEW OF RESPONSIBILITIES

1. CEU Committee: appoint CEU Chair and provide oversight to committee 2. Core Competencies: review and update the AICI CEU Core Competencies regularly 3. Conference Education Program: Solicit presenter proposals, develop conference

presenters and programs; ensure presenters are provide required information and send notes of thanks to all presenters

4. Conference Session Support: Coordinate Room Managers and Session Monitors and ensure speaker evaluations and CEU records are handled appropriately

5. Teleclasses/Webinars: Secure teleclass presenters, determine fee structure for presenters and participants and develop speaker guidelines

6. Research and Surveys: Conduct surveys to provide data for decision making and maintain a database of image industry research

AICI CEU COMMITTEE PURPOSE

Provide oversight to the process for governing the approval and maintenance of AICI’s CEU Program

COMMITTEE MEMBERS

CEU Chair

CEU Administrator

Members: certified members, who are experienced trainers RESPONSIBILITIES Chair

Board Education


Chair the CEU Committee. Call the Committee for meetings as needed. Develop an agenda for meetings with the assistance of the CEU Administrator. Use CEU Committee member input on policy-related issues and to review significant documents, such as the application for having training CEU-approved.

Ensure that the CEU application process for trainers to offer CEUs for their courses is in place and functioning effectively

Educate members on how to earn CEUs, offer CEUs, and maintain certification via:

o Announcements

o Emails

o Website

o Conference.

Review credentials of non-certified trainers to approve or decline CEU-provider status.

Review and give pre-approval for programs not authorized by AICI to offer CEUs.

Promote benefits of offering AICI CEU-approved programs to educators/trainers.

Coordinate with HQ regarding provider and renewal fees.

Coordinate with HQ regarding member CEU records and CIC and CIP maintenance.

Address member queries and resolve CEU concerns.

Provide reports to the VP of Education on a regular basis so that the board of directors can be kept up-to-date on the CEU application process and implementation.

Committee Members

Determine whether a presenter has the appropriate credentials and experience to be an AICI CEU Provider, when they have not earned a CIP or CIM.

Provide assistance to the CEU Chair and Administrator when a policy issue surfaces that is not easily resolved e.g. CEU Providers who have trainers working for them, who are presenting a CEU-approved program, but do not have a CIP or CIM

Review any revisions to the CEU Application process and provide input to improve the system

Determine any improvements that can be made that will encourage members across the globe to earn their CIP and CIM, and then be eligible to be an CEU Provider

Provide recommendations to the CEU Chair and Administrator on how the integrity of the CEU process can be continued and the quality of presentations be assured.

Determine policies for CEU-approved programs and submit to AICI Board of Directors for approval

Board Education


TIMELINE

Date Action

July Appoint CEU Committee Chair

May On Conference year, CEU Administrator and CEU Chair deliver

session on CEU- approval process


VP BUSINESS DEVELOPMENT PURPOSE

Oversee and develop all fund-raising programs. RESPONSIBILITIES

a. To look for and optimize revenue streams.

COMMITTEES Advertising Fund-raising

a. Develop concrete objectives, timelines and tactical plans for advertising fund-raising: For example, AICI Global Magazine, AICI Announcements, Image Trainers’ Directory, Image Resources Directory, Preferred Partner Program, Affinity Program and others that may be created

Corporate Sponsorships and Strategic Alliances

a. Appoint Preferred Partner and Affinity Program Chair.

b. Support Preferred Partner Chair in finding suitable committee members by August 15.

c. Prepare a log of existing relationships and ones being cultivated with history and relevant data.

d. Develop and maintain strategic alliances and partnerships with corporations, organizations, colleges and universities.

e. Encourage participation from the membership.

f. Analyze how existing Sponsors and Partners can be best featured and involved in the annual conference.

Exhibitors

a. Work in conjunction with AICI HQ, VP Conference and Board of Directors to find companies who have products, tools and/or services for image professionals.

Board Marketing


Angel Fund

a. Determine the use of the funds; get recommendations from the board of directors.

b. Request donations at AICI Conference opening party and give thanks to all Angels from the past 2 years. Recognition of Archangels at AICI Conference Opening event

c. Liaise with VP Communications to advertise in AICI Announcements for AICI Angel Fund contributions quarterly

d. Post Angel, Cherub and Archangel donors on the website.

e. Choose Angel, Archangel and Cherub stickers for donors and distribute. Fund Raising for Conference (Silent Auction, Raffle)

a. Work with VP Conference to set up a Fund-raising Committee Chair, who will create and manage the raffle, propose additional fund-raising vehicles and who will also communicate developments to Preferred Partners Chair. It may be appropriate for Preferred Partners and Affinity Program partners to participate in this campaign.

b. Send out letters inviting the Chapters to contribute to Conference. After the deadline date has passed, contact them for certainty, a yes, no, how much, or what. Ask when they will be able to release those funds from their chapter treasury or provide some other type of donation.

Advertising AICI Global

a. Appoint Advertising Chair

b. Communicate with AICI Global Editor to provide articles for AICI Global featuring Preferred Partners where applicable.

AICI Website

a. Liaise with HQ for billing of AICI Image Resources Directory/Image Trainer’s Directory b. Market Trainer’s Directory to image trainers with CEU’d programs

AICI Announcements

c. Liaise with AICI Communications and Marketing Chair re Preferred Partner and advertisers in the weekly emails

Board Marketing


TIMELINE

Date Action

May

Attend conference and board meeting Promote programs to conference attendees through annual report

and word of mouth (Angel Fund, Preferred Partner/ad opportunities,.)

June

Appoint Chairs for:

Preferred Partner and Affinity Program

Advertising

Conference Fund Raising (every 2nd year)

Develop budget

July Update Preferred Partner packages Liaise with Advertising Chair on advertisers for next issue of AICI

Global magazine Update exhibitor / sponsorship packages

August

Email exhibitor and sponsorship prospectus to past and prospective exhibitors and sponsors (every 2nd year)

Brief new AICI Chapter Presidents on how to find Affinity Partners for their local chapter Email exhibitor and sponsorship prospectus to past and prospective exhibitors and sponsors

September Approach new corporate sponsors for conference sponsorship

packages or a la carte sponsorship/advertising options

October

Update advertising rate card for following year and give to HQ to update website

Liaise with Advertising Chair on advertisers for next issue of AICI Global magazine

November Call for AICI Angel Fund donations through AICI Announcements and

AICI Global Magazine

December

January Liaise with Advertising Chair on advertisers for next issue of AICI

Global magazine

February

Liaise with HQ for previous year’s statistics for AICI Image Trainer’s Directory website statistics

Compose email to advertisers which include stats of their ads and give to HQ to send out with annual reminder of advertising dues

Board Marketing



elect

April Liaise with Advertising Chair on advertisers for next issue of AICI

Global magazine


June

Appoint Chairs for:


Advertising Chair

Sponsorship

Conference Fund Raising

Develop budget

TIMELINE

Date Action

May Attend conference and board meeting Promote International Civility Awareness Month Press table at conference

June Conduct post-conference publicity efforts and prepare reports Develop budget Update Talent Directory

July Review marketing plan goals and action plan Review marketing documents for updates

August Coordinate with chapter leaders regarding marketing support for

chapter programs

September Conduct a conference call with all chapter counter-parts

October Conduct training with Board Members and chapter leaders

November Conduct Counterpart trainings

Board Marketing


December Create internal and external marketing campaign for Annual

Conference and International Civility Awareness Month

January Conduct a conference call with all chapter counter-parts Implement Conference Marketing Plan & coordinate with

appropriate VPs

February Conduct media training with CIMs and CIPs

March

Update appropriate sections of the OM and submit to President-elect

Continue implementing Annual Conference marketing plan and coordinate with appropriate VPs

April Continue implementing Annual Conference marketing plan and

coordinate with appropriate VPs

Board Marketing


VP MARKETING PURPOSE

To increase public awareness and visibility of the Association of Image Consultants International (AICI) through implementation of a marketing plan and coordinated marketing strategies incorporating public relations, Social Media, branding, promotions, special events, direct marketing, and advertising. Through strategic targeted marketing campaigns using traditional and new media, to increase public awareness about the image profession and the benefits of image consulting. To promote AICI brand globally as “The Source for Education, Experience, Excellence”.

To oversee all forms of print and electronic and internet-based communications to members.

RESPONSIBILITIES

a. Develop a consistent and sustainable “Brand AICI” so that the Web site and all printed materials coordinate and reflect the concept and quality of AICI.

b. Identify and clearly communicate the AICI value proposition to all stake holders and target audiences.

c. Increase the visibility of AICI to corporations and the media to enhance credibility and awareness of AICI image consultants.

d. Develop a marketing plan to implement the vision and mission of AICI and increase global awareness and exposure of Brand AICI.

e. Support the objectives and initiatives of the International Board, Board members and Regional Ambassadors, City Circles and Academic Members as requested, with effective marketing tools, strategies and education programs.

f. Partner with the VP Conference, VP Fund Development, AICI chapter leaders and Ewald Consulting to develop an internal and external marketing campaign to promote the Annual Conference and related Sponsorship efforts.

g. Coordinate with the VP Conference regarding updates of the Media Room and Member’s section of the AICI Web site to ensure promotion of AICI’s certified members, award recipients and global programs and initiatives.

h. Inform and educate the membership on marketing and PR essentials. Utilize print and electronic communication channels including Social Media, media materials, teleclasses, webinars and presentations at the Annual Conference to engage, energize and connect with members.

i. Develop the yearly budget.

Board Marketing


j. Effectively use the staff resources of Ewald Consulting, AICI’s marketing consultant, and other experts as necessary to implement marketing responsibilities.

k. Oversee the development and delivery of AICI member publications such as AICI Weekly

Bulletins and AICI Global Magazine.

l. Oversee delivery of AICI Special Announcements, including announcements of chapter events.

m. Utilize AICI publications, social media (AICI Facebook, Twitter and Linked-In accounts) and the AICI website to educate the membership regarding the value of AICI membership and the workings of the association.

n. Oversee maintenance and updating of AICI website, ensuring that content is timely and up to date.

o. Work closely with the International Board to publicize AICI events, activities, policies and procedures.

p. Support chapter counterparts in their efforts to strengthen AICI locally through member communications.

q. Research opportunities and new avenues for expanded member-to-member communication, information sharing and business promotion. Report activity to board on regular basis.

ACTIONS

a. Support Chapter counterpart officers (VPs of Marketing and/or Communications) with their marketing and publicity efforts.

b. Develop strategies to support international chapters in their individual countries.

c. Educate and train Board members and chapter leaders on the essentials of the “AICI Brandbook” and the importance of communicating a consistent message about AICI to the media.

d. Coordinate with VP Membership to support the AICI Regional Ambassadors through training programs and by providing marketing tools and resources.

e. Update and coordinate AICI Press Kit and materials for print and online use.

f. Research media resources such as Social Media utilities like Facebook, Linked-In and Twitter to determine the best and most cost effective use for promoting Brand AICI and the association’s programs and initiatives

g. Coordinate with Ewald Consulting and AICI marketing consultant to effectively use newswire services and Social Media tools to promote Brand AICI and the association’s major global and chapter programs including the Annual Conference, Chapter Education Days, Success Coaching, AICI Gives Back, Angel Fund, Civility Counts Project, etc. Utilize

Board Marketing


tools such as eMarketing, press releases, announcements and campaigns to achieve publicity goals.

h. Conduct a minimum of two conference calls with Chapter counterparts (VP marketing/Communications) officers.

i. Coordinate at least one annual marketing educational program for the International Board and members via teleclass or webinar.

j. Develop and maintain the AICI Talent Directory of AICI members who have received the advanced certification of CIM and CIP to use for media referrals.

k. Update the AICI Publicity Handbook on an as-needed basis. Promote to members as a FREE member benefit.

l. Develop and compile content to update the Media Room and Member’s Only sections of the Web site in coordination with the VP Conference and VP Fund Development on a monthly basis.

m. Pursue opportunities to provide media training for Board members, CIPs and CIMs via webinars and teleclasses.

n. Develop tools to monitor ongoing results and measure return on involvement and investment.

TIMELINE

Date Action

May

Attend conference and board meeting Promote International Civility Awareness Month Press table at conference Every Monday: obtain or create content for following Weekly

Bulletin; edit, proofread & send to HQ Review, edit & submit chapter requests for Announcements

June

Conduct post-conference publicity efforts and prepare reports Develop budget AICI Global Magazine content complete; review & approve final

draft for publication Every week: obtain or create content for following Weekly Bulletin;

edit, proofread & send to HQ Review, edit & submit chapter requests for Announcements Post conference photos and awards information on website; delete

out-of-date Conference information


Board Marketing


AICI Global Magazine sent Every week: obtain or create content for following Weekly Bulletin;

edit, proofread & send to HQ Review, edit & submit chapter requests for Announcements

August

Coordinate with chapter leaders regarding marketing support for chapter programs

Every week: obtain or create content for following Weekly Bulletin; edit, proofread & send to HQ

Review, edit & submit chapter requests for Announcements

September


AICI Global Magazine content complete: review & approve final draft for publication



October

Conduct training with Board Members and chapter leaders AICI Global Magazine sent Every week: obtain or create content for following Weekly Bulletin;


November Every week: obtain or create content for following Weekly Bulletin;


December

Create internal and external marketing campaign for Annual Conference and International Civility Awareness Month




January

Conduct a conference call with all chapter counter-parts Implement Conference Marketing Plan & coordinate with

appropriate VPs AICI Global Magazine sent Every week: obtain or create content for following Weekly Bulletin;


February Every week: obtain or create content for following Weekly Bulletin;

Board Marketing



March

Update appropriate sections of the OM and submit to President-elect


Update appropriate sections of the OM and submit to President-elect / IPP




April


AICI Global Magazine sent Every week: obtain or create content for following Weekly Bulletin;


RESPONSIBILITIES COMMITTEES AICI Global Magazine

a. Appoint an Editor-in-Chief or serve in that capacity if unable to recruit a qualified candidate.

b. Support the Editor-in-Chief in their activities. AICI Social Media

a. Appoint a Community Manager or serve in that capacity if unable to recruit a qualified candidate

b. Support the Community Manager in their activities. AICI Graphic Designer

a. Support the Graphic Designer in their activities developing campaigns, graphics and materials.

Board Marketing


Website

a. Appoint a Website Committee Chair or serve in that capacity if unable to recruit a qualified candidate

b. Support the Website Committee Chair in their activities.


AICI ASSOCIATION MANAGEMENT COMPANY If you need information please contact the appropriate AICI International Board Member before contacting HQ. Then, for information regarding the following, call:

Management of Association, Board, chapter boards, operations and policies and procedures, FLC Exam and advertising

Gigi Jaber-Sutton, Assistant Executive Director, [email protected] Eric Ewald, CAE, [email protected]

Annual Conference Erin Babarskis, Meeting Planner, [email protected]

Technology & Website

Kathie Pugascezski, Head of Technology CAE, [email protected] Noe Symonanis, Communications Specialist, [email protected]

All membership, dues, certification applications and renewals, CEUs, processing and billing, chapter reports

Jessica Gill, Certification Manager, [email protected] Jason Acord, Membership Manager, [email protected]

Financial Management Amanda Ewald, [email protected]

Chapter accord, chapter rebates Gigi Jaber-Sutton, Assistant Executive Director, [email protected] Amanda Ewald, [email protected]

RESPONSIBILITIES

Listed below is the contracted Scope of Services outlined in the AICI contract agreement with Association Management, Ltd.

Questions regarding the services outlined in the Scope of Services should be directed to Executive Director Eric Ewald, CAE, and/or Gigi Jaber-Sutton, Assistant Executive Director at Ewald Consulting.

Executive Support and Administration: Qualified members of the Ewald staff will be assigned as the AICI executive team to oversee the day-to-day activities of the AICI. The assigned AICI Executive Director will coordinate and assign work to additional Ewald staff members who assist with AICI.

1. Administration, General Office, Facilities and Inventory: a. Maintain AICI headquarters with necessary business equipment (telephones,

faxes, photocopier, T - 1 line, laser printers–black/white and color, 24-hour voice mail, scanner and postage meter).

mailto:[email protected]










Board Association Management


b. Provide in-house Board room should the AICI Board of Directors choose to meet. (Pre-scheduled reservation required to accommodate multi-client usage. Appropriate room rental and service fees apply to the large conference room available on the first floor.)

c. Maintain, update and utilize computers with iMIS state-of-the-art association management software, secure back up systems and remote access to databases.

d. Provide staffing to answer the telephone, respond to emails and handle AICI inquiries Monday through Friday, 8:00 a.m. to 5:00 p.m., and Central time.

e. Respond to all AICI correspondence. As needed, refer matters to the appropriate volunteer committee chairperson, Board leader or the AICI President.

f. Oversee and order AICI supplies (letterhead, envelopes, etc.). g. Establish, maintain and store permanent files, (Bylaws, Articles of Incorporation,

Minutes, etc.), archive historical information and perform necessary records management (according to agreed upon AICI and AML records-retention policy).

h. Maintain necessary mailing lists, labels and rosters of AICI members. i. Perform AICI inventory management and fulfill AICI product orders j. Provide association management expertise, advice and guidance to the Board of

Directors and committee chairs as needed. Consult with these representatives regarding programs, issues, plans, budget, goals and activities of AICI.

k. Communicate necessary information and provide administrative support to enhance the completion of AICI’s goals and objectives.

l. Ewald has the following insurance products: general liability, property and casualty, crime policy ($250,000), professional liability, errors and omissions and electronic data processing coverage.

2. Board Management:

a. Meet monthly with the President and as needed committee chairs to monitor action items task list.

b. Coordinate a Board orientation with new members in conjunction with the AICI President.

c. Perform pre-meeting research (membership, certification, trends analysis, etc.) for Board members and Committee Chairs upon request.

d. Make all arrangements for AICI Board conference calls. (Send out reminders, gather and review Board reports, determine Agenda, create a Board packet and send the packet and Agenda to the AICI President for review, post final packet on Board Only webpage and notify Board members of the post, and promote meeting attendance to achieve quorum). .

e. Provide staff support during AICI Board conference calls ensuring that Board meetings are conducted per the AICI Bylaws and in accordance with Robert’s Rules of Order.

f. Take notes during AICI Board conference calls. Provide notes to AICI Secretary who turns notes into official Minutes. Review and distribute completed Minutes and archive at AICI Headquarters.



g. Work in conjunction with President to handle logistical arrangements for AICI annual Board Strategic Planning Retreat (two to three days in length). Direct staff expenses such as airfare, lodging and meals will be reimbursed by AICI.As requested, administer member needs survey prior to annual Board Strategic Planning Retreat, hold a pre-retreat conference call with the Board of Directors to begin preliminary strategic planning work, work with selected facilitator of the Strategic Planning Retreat to provide any information key to the success of the retreat, work with the President to determine key trends affecting AICI prior to the retreat, and oversee all arrangements onsite at the retreat.

h. Assist President-Elect/Past President in monitoring timeline and completion of strategic plan activities.

i. Assist Strategic Planning facilitator in creating and delivering a committee orientation program.

j. Respond to Board member informational requests. k. Staff will provide ideas, insights and suggestions to bring innovation and

creativity to Board members and committees for consideration. l. Maintain an AICI Calendar of Activities for the Association, the Board and

Chapters. m. Upon review of AICI’s policies and procedures, documented internal procedures

will be implemented to ensure appropriate distribution of correspondence, applications and information to the AICI membership and Board of Directors.

n. Maintain a Policies and Procedures book, Operations Manual and Bylaws at Headquarters.

o. Staff will work with a Nominations Committee to coordinate elections on annual basis.

p. Staff will work with the Secretary to coordinate Bylaws changes and voting on an annual basis if required.

q. Maintain relationships and communication with other allied professional associations and industry partners.

r. Manage and archive the AICI Operations Manual. s. Manage and archive the AICI Policies & Procedures Manual.

3. Financial Management: a. Directors and Officers insurance is required by all AML clients. (Premiums are the

responsibility of AICI.) b. Maintain a quality financial accounting system and maintain a member database

which links member records, advertisers, AICI meetings attendees with their financial information.

c. Maintain AICI’s financial records and prepare monthly financial statements including a Statement of Financial Position, YTD Statement of Activities Actual vs. Budget and General Ledger. (Reports distributed to the Treasurer monthly and the Board of Directors quarterly.)

d. Balance accounts. e. Prepare financial reports, coded by Chart of Accounts.



f. Produce and maintain Chapter Rebate reports. g. Produce and maintain Conference reports. h. Produce and maintain Advertising reports. i. Work with an outside CPA on AICI’s annual financial review and federal, state

and unrelated business income tax preparation. j. File 1099 miscellaneous income tax returns (vendors, speakers, etc.) with IRS. k. Prepare in concert with the AICI Treasurer a realistic annual budget and monitor

actual performance to this budget. l. Provide Treasurer with a year-end financial statement. m. Invoice and receive monies (i.e., dues, Conference registrations, product sales,

etc.). Re-bill outstanding receivables every 30 days. n. Prepare payables for review and approval by the AICI Treasurer. Prepare

payment checks for the signature of AML staff. Monitor requests for payment comparing them to the AICI budget.

o. Issue checks monthly. p. Collect, record and deposit into checking account all cash and checks received. q. Process credit card payments including online payment for Visa, MasterCard and

American Express. r. Generate and distribute reports (separate convention financial, year-to-year

analysis, dues analysis, financial trends analysis and financial history). s. Assist with financial trends analysis and communicate information to the AICI’s

Board of Directors, Treasurer and/or President. t. Maintain AICI bank and investment accounts per direction of the Board of

Directors. Monitor AICI’s investment policy. u. Provide other services as deemed necessary to ensure accountability of the

financial assets of the organization. v. Work with the AICI Board to implement and maintain governance policies and

best practices in compliance with IRS Form 990 requirements. w. Provide other services as deemed necessary to ensure accountability of the

financial assets of the organization.

4. Membership Support Services: a. Respond to telephone, fax, mail and email requests and inquiries within forty-

eight (48) business hours. b. Maintain and update membership marketing materials. c. Email prospective members membership information. d. Forward prospective members to the appropriate Community Liaison, Area

Ambassador, Chapter or VP Membership. e. Serve as personal and electronic central point for AICI members in need of

information about AICI. Refer industry related questions to Board members or committee members as appropriate.

f. Daily, monitor the automatic process of joining AICI online. Ensure applications are complete, payments are processed and that the New Member Welcome letters were appropriately auto-generated.



g. Weekly, process new member applications received by email, fax or mail. Ensure that applications are complete, process payments, enter appropriate information into the AICI database and email New Member Welcome letters to new members.

h. Monthly, notify chapters of new and non-renewing members. i. Monthly, notify the VP Human Resources of current membership by chapter and

by member type. j. Assist in the development and implementation of any of the AICI membership

promotion and recruitment and retention programs. k. Monthly, notify area Ambassadors of new members in the region or area. l. Monitor online membership renewal notices. m. Send an exit e-letter to all non-renewing members. n. Assist the VP Human Resources as needed to achieve AICI’s goals as outlined on

the AICI Strategic Plan. o. Prepare certificates for Board and committee volunteers. p. Support membership recognition program, to be created in 2011. q. Provide guidance and association expertise in restructuring of membership

categories and execute new membership category structure. r. Work with VP Education and VP Certification to monitor and maintain

documents translated into AICI key languages, including French, Mandarin, Japanese, Portuguese and Spanish.

5. Publications/Communications Management and Support Services:

a. Staff will format and email weekly AICI Bulletin to the membership via a broadcast email system, including advertising as purchased, update the AICI website with AICI bulletin information and update the Facebook and Twitter pages to generate readership interest. (Content developed by the VP Marketing.

b. Staff will format and email quarterly AICI Global Magazine, including advertising as purchased, update the AICI website with Global Magazine information and update the Facebook and Twitter pages to generate interest. (Content is developed by VP Marketing and Global Magazine Editor.)

c. Send Special Announcements (SAs) as directed by the VP Marketing d. Send Chapter Marketing. e. In conjunction with the VP Marketing, monitor social networking media activity

(LinkedIn, Facebook, Twitter, etc.). f. Assist the VP Marketing as needed to achieve AICI’s goals as outlined on the AICI

Strategic Plan. g. Process payment and monitor advertising publication dates for AICI Global

Magazine and AICI Weekly Bulletin, Image Recourse Directory pages, and Google-like ads.

h. Send a monthly report to the VP Business Development who will reach out to renew advertising contracts.

i. Provide administrative support the VP Business Development in their efforts to solicit new advertisers.



j. Provide reports on advertising sales and projections. k. Process payment and monitor sponsorship payments and packages in

relationship to Conference sponsors and AICI Corporate sponsors. Support VP Business Development in maintaining the sponsorship program.

6. Website Support:

a. Ewald manages the AICI website, domain registration and site hosting. b. Provide strategic guidance on website best management practices. c. Research components to integrate in the website for the benefit of AICI and its

members.

7. Conference Management: a. Work with AICI VP Conference to establish and work within meeting timelines. b. Develop Conference budget and work within those parameters. c. Work with VP Conference on logistics for Conference (organize needs for

education sessions, facilitate coordination of exhibitor and attendee registration brochures and sponsorship brochures, coordinate speakers and audiovisual requirements, coordinate audio taping, awards program, silent auction, Angels Reception, Gala, Welcome Reception, Bookstore, exhibitors, food and beverage and hotel logistics, proceedings binder, volunteers).

d. Work with VP Education to manage speaker proposals, sending acceptance and rejection letters and gathering speaker documents (speaker agreements, contracts, W-9s, keep track of audiovisual equipment needs, collect handouts for the Proceedings Book, confirm meeting room logistics, handle speaker lodging.)

e. Work with VP Conference to identify location, meeting and exhibition sites, and tentative agenda for conferences.

f. Perform site visits to prospective Conference host cities with properties suitable for AICI’s meeting space and lodging needs.

g. Keep AICI’s best interest in mind when working to facilitate current contracts and negotiate new contracts for AICI.

h. Once VP Conference and VP Business Developement have identified sponsors for the Conference, email and/or mail confirmations, thank you letters and Conference information to sponsors, keep track of sponsorship payments, coordinate recognition opportunities (signage, verbally throughout conference script, on printed materials and in publications), and ensure that all sponsor benefits are provided.

i. Once VP Conference has identified exhibitors for the trade show, mail confirmations, thank you letters and Conference information to them, keep track of fee payments, coordinate booth assignments, and coordinate recognition opportunities (signage, verbally, on conference script, on printed materials and in publications).

j. Provide input to VP Conference as needed regarding new ideas, effective agenda formats, potential speakers, room set up, cost-effective menu options, etc.



k. Coordinate distribution of Conference registrations, collect appropriate registration fees and send confirmations to registrants.

l. Post Conference registration form online. m. Oversee Conference arrangements under the direction of the VP Conference. n. Select menu options, secure meal counts and monitor and enforce guarantees. o. Develop exhibition floor plan and assist with exhibit booth sales. p. Coordinate the AICI Virtual Trade Show. q. Interface with decorator, Trade Show exhibition company and other Trade Show

vendors to coordinate exhibitors’ needs and manage move-in and move-out of exhibits

r. Work with destination management companies (DMCs) for international conferences.

s. Make sure all outside vendors are informed on-site about the event as necessary and paid after event.

t. Staff and manage all on-site, pre- and post-meetings and handle all Conference and exhibit logistics.

u. Work with a third-party certification management company to coordinate arrangements for the CIC Exam offering at Conference.

v. Provide general staff support to Board members and AICI members at the Conference.

w. Utilize Ewald’s YM database meetings module to assist in tracking Conference attendance numbers and report numbers to the Board and membership in agreed upon time frame with VP Conference.

x. Coordinate all arrangements for the AICI Bookstore at the Conference. Prepare inventory, sell products, and handle product fulfillment, and process orders and payment.

y. Prepare pre-, mid- and post-meeting reports as necessary. z. Support web-based Conference marketing. aa. Prepare Conference Proceedings Book. bb. Coordinate Angels Reception. cc. Coordinate President’s Breakfast. dd. Coordinate Certified Members Luncheon. ee. Coordinate Fashion Show. ff. Coordinate Learning Outcome Forms and manage process for completion of

forms and speaker evaluations, review of these items by AICI CEU Administrator, and entering all CEUs into member records.

gg. Order Conference signage. Place appropriately on-site. hh. Work with VP Conference to coordinate AICI Silent Auction if required. ii. Produce name badges, rosters of attendees, confirmations, invoices, function

tickets, Conference packets/binders, speaker handouts, evaluations, etc. jj. Write the AICI Conference script and staging guide. kk. Wrap up post-conference activities (assess accuracy of master bill, pay bills, tally

evaluations and report results back to Board and co-VPs of Conference,



complete and distribute any post-conference product sales, and follow-up with attendee requests).

ll. Work with hotel to assure highest level of service from hotel. mm. Executive Director participates in Annual Meeting, First Timers Meeting

and Leadership Meeting. nn. Executive Director assists in recording Annual Meeting minutes. oo. Assist the VP Conference as needed to achieve AICI’s goals as outlined on the

AICI Strategic Plan. 8. Certification, Recertification and Continuing Education Units (CEU) Program:

a. In conjunction with the VP Certification and appropriate committee chairs, oversee certification program management for three (3) levels of AICI certification; AICI CIC, AICI CIP and AICI CIM.

b. Promote and market the AICI CIC, AICI CIP and AICI CIM programs. c. Work with VP Certification to implement AICI recertification program (Oversee

recertification billing, process payments, track renewals, track non-renewals, send letters revoking certification to those who don’t renew and remove designations from membership records.)

d. Serve as the key liaison between AICI and a third-party certification management company to coordinate and execute all aspects of the AICI CIC Exam as a computer-based exam, offered worldwide in multiple languages.

e. Serve as the key liaison between AICI and a third-party certification management company to coordinate and execute all aspects of the AICI CIC Exam as a pencil-and-paper AICI CIC Exam annually at Conference.

f. Track and update certification program participant information in the YM database using the certification module

g. Monthly, send reminder notices to participants who passed the AICI CIC Exam and still need to submit their one-page AICI CIC or AICI CIP Applications and payments to AICI Headquarters before their 365 day deadline expires. Notice is sent one month prior to deadline expiration.

h. Monthly, send reminder notices to participants who have submitted their One-Page AICI CIC or AICI CIP Application and payment to submit their portfolios to the respective AICI FLC or AICI CIP Chairs. Notice is sent one month prior to deadline expiration. Update membership records when new certification levels are achieved.

i. Send formal letters of acceptance and certificates to individuals achieving certification.

j. Collect and process payments for the AICI CIC Certification Application, AICI CIP Certification Application and AICI CIM Certification Application and communicate to respective chairs the receipt and payment of each application.

k. Communicate to certification applicant’s deadlines to submit completed applications to respective chairs.

l. Work with VP Certification and respective chairs to update applications annually and to maintain applications as Word documents and fillable PDFs.



m. Utilize the YM database to track CEUs and maintain the certification registry for members.

n. Maintain the CEU provider billing system. Receive approval from CEU Administrator, create and invoice approved CEU providers, collect payment, post on the website and manage a system of current CEU providers.

o. Annually bill CEU providers for annual renewal fees and process payments. p. Enter CEUs on a monthly basis, based on CEU Administrator reports. q. Maintain AICI’s Policies and Procedures as they pertain to CEUs. r. Distribute information about AICI’s certification programs upon request to all

individuals.

9. Teleclasses: a. Coordinate up to eight audio teleclasses per year (create online registrations,

process registrations, coordinate call logistics with Teleclass Chair, collect teleclass speaker agreement and W9, coordinate teleclass recording, pay speaker honorarium, send survey to teleclass participants, post transcripts and MP3 files online.

10. Chapter Management:

a. Assist AICI Board of Directors with an ongoing assessment of the Chapter structure.

b. Maintain effective Chapter communications to Chapters. c. Assist Chapters with membership retention ideas and maintain commitment to

better the use of Chapters for the benefit of the membership, AICI and the industry as a whole.

d. Provide each Chapter President and Chapter VP Membership a monthly membership report. (Report highlights new AICI members and members who have not renewed their dues.)

e. Notify new members to which Chapter they belong when Member Welcome letter is sent.

f. Update Chapter web pages monthly. g. Respond to all email correspondence received. (When possible, staff refers

prospective members and current members to their Chapter leaders to obtain specific information. Staff also contacts Chapter leaders to notify them that they may receive an inquiry.)

h. Along with the AICI Treasurer, maintain the Chapter Rebate program. (This includes sending the Chapter Financial Report Form to Chapter Treasurers and Chapter Presidents, following up with Chapters to secure appropriate report information, sending all reports to Treasurer for approval and sending acceptance letter and rosters to the Chapter for approval. Upon approval, coordinate payment by check or wire transfer (for international Chapters) with CFO. Send reports as needed to Treasurer during this process.)



i. Oversee Chapter Accord process (Chapter Bylaws, Affiliation Agreement,) and contact Chapter Presidents to provide reminders of deadlines outlined in the Chapter Accord.

j. Provide Accord updates to the VP Chapter Relations. k. Maintain a permanent file for each Chapter file. l. Maintain Chapter Toolkit. m. Maintain proper financial and other membership records when Chapters are

dissolved and formed. n. Coordinate chapter counterpart calls with AICI Board International leaders. o. Conduct annual Leadership Training as a webinar. p. Send Chapter Leadership newsletter following each AICI Board meeting.

11. Fund Development Support:

a. Monthly, provide the VP Business Development with the following reports: advertisers that will expire over the upcoming two-month period, advertisers that renewed/join over the past month.

b. As required, Ewald staff will process advertising contracts (process payments, ensure that advertising contract is fulfilled which includes communicate with Global Magazine editors on advertising for upcoming issues, coordinate Weekly Bulletin advertising, post rotating Web banner ads, post IRD pages, post Web links).

c. As required, Ewald staff will process sponsorships (process payments, ensure that sponsorship terms are carried out, report to the appropriate VP on new sponsorships).

d. As required, Ewald staff will process payments for the AICI Angel Fund, provide reports to the VP Business Development and distribute invitations to the Angel Fund Reception held during the AICI Annual Conference.

e. Oversee Success Coaching program. f. File coaches’ agreement letters. g. Create online web page and registration listing coaches’ qualifications, benefits

of coaching and online registration to register for coaches. h. Process coaching registrations. i. Notify coaches of coaches. j. Send survey to coaches. k. Process coaches payment based on completion of coaching. l. Ensures that committee reviews coaches annually.

12. Ethics Committee Support:

a. Serve as an ex-officio member of the Ethics Committee. b. Participate in all committee calls and take notes. c. Advise committee on proper procedures and guidelines. d. Oversee that committee acts within legal constraints. e. Serves as a liaison between committee and AICI attorney. f. Sends all official communications to Complainant and Respondent.



g. Maintains ethics files for five years.

13. Marketing Management/Public Relations Support: a. Assist the VP Marketing with the oversight and execution of the AICI public

relations/marketing plan. (Volunteer driven and staff supported relationship.) b. Serve as a point person for administration of AICI marketing/public relations

efforts (providing consistency and stability for volunteer leaders and professional contractors).

c. Serve as a clearinghouse to coordinate incoming emails from members. d. Provide assistance to professional marketing/public relations contractors to

support the goals of increasing visibility of AICI and the industry of image consulting.

e. Attend monthly AICI marketing committee conference calls, take notes and follow up with action items. (Marketing Committee Only and not sub-committees.)

f. Provide AICI information to marketing/public relations contractors (existing AICI materials and information).

g. Proof press releases for accuracy of association information as needed. h. Connect professional contractors to the right committee or board leaders as

questions arise. i. Maintain and distribute AICI marketing materials to chapters and members. j. Monitor agreed upon timelines within the marketing plan, hold individuals

(volunteers, staff, contractor) accountable for commitments and activities. k. Communicate with the AICI staff team about the AICI marketing plan, targeted

media efforts and timelines, to effectively enhance AICI communications with association members (internal public) and AICI press releases to the media, prospective members and affiliated organizations (external public).

14. Philanthropy Projects Support:

a. Under the direction of the Secretary, and in conjunction with the VP Marketing, support AICI’s philanthropy projects by providing financial analysis and research upon request.

b. Coordinate philanthropic events at the AICI Conference.

15. Foundation Management/Support: a. To be determined in 2011.


COMMITTEES President

Executive 80 Ethics 81 Immediate Past Pres. / Pres.-Elect

Advisory (IPP) International Board Nominations Treasurer

Finance Committee VP Certification

CIC Application & Exam Committee CIC Exam Content CIP Exam Content CIM Exam Content CIM Panel Review VP Human Resources Chapter Development Member Benefits Human Resources Member Retention VP Conference

AICI Bi-annual Global Conference Committee

VP Education

CEU Committee AICI Teleclasses & Webinars VP Business Development

Advertising Angel Fund WebSite Store VP Marketing

Marketing Announcements Website Global Magazine Social Media


AICI COMMITTEES

Board Member Committee Oversight

President Executive

Ethics

Immediate Past President / President Elect

Advisory

International Board Nominations

Treasurer Finance Committee

VP Certification

CIC Application & Exam Committee

CIC Exam Content

CIP Exam Content

CIM Exam Content

CIM Panel Review

VP Conference AICI Bi-annual Global Conference Committee

VP Education CEU Committee

AICI Teleclasses & Webinars

VP Business Development

Advertising

Angel Fund

Website Store

VP Marketing

Marketing

Announcements

Website

Global Magazine

Social Media

VP Human Resources

Chapter Development

Member Benefits

Human Resources

Member Retention

Committees President


EXECUTIVE COMMITTEE RESPONSIBILITY President PURPOSE

To act for the Board of Directors between meetings, under authority of the Board of Directors to give the President the authorization to make emergency decisions when necessary.

COMMITTEE MEMBERS

President President Elect or Immediate Past President, in alternating years Secretary Treasurer

PROCEDURE

Meet for emergency decisions between Board meetings.

Negotiate the terms of agreement between the Association and the Association Management Company.

TIMING Meet as required.

Committees President


ETHICS RESPONSIBILITY President PURPOSE

To review and mitigate formal ethics complaints lodged against a member’s behavior in violation of AICI’s Code of Ethics.

COMMITTEE STRUCTURE AND CONFIDENTIALITY AGREEMENT

The Ethics committee shall be comprised of five members. The AICI President will appoint the Ethics Chair and one member of the Executive Committee. The Ethics Chair will select two AICI members in good standing. The AICI President will be a working/voting Ethics Committee member. No decisions will be made without the President’s approval.

A minimum of three members must be available throughout the proceeding of all complaints.

The Executive Director of the AICI Management team must be copied on all committee communications in order to maintain up to date AICI files.

The Ethics Committee term of office is three years

The Ethic’s Committee names will be posted on the AICI website.

Before their term of office begins, the Ethics Committee members sign the AICI Confidentiality Agreement to protect the identity of those involved in ethics cases. The Ethics committee conducts investigations of complaints and may be interviewing witnesses who will be required to sign a pledge of confidentiality.

The confidentiality agreement below, which is available as a separate form must be signed/dated and a copy faxed to the Ethics Chair and the AICI Executive Director.

Committees President / Ethics


AICI ETHICS COMMITTEE CONFIDENTIALITY AGREEMENT In order to assure trust, confidence and anonymity to people involved in ethics issues brought before the AICI Ethics Committee, all matters and parties discussed must be kept completely confidential. This will allow all involved to be candid, protected, and create a safe arena in which outcomes may be determined. I agree to keep the information and the people involved in issues brought before the AICI Ethics Committee, in complete and absolute confidence. Name __________________________________________ Date _____________

PROCEDURE

a. The President and the Ethics Chair are charged with step #4 in the Ethics Procedures -Initial determination whether complaint fulfills the basic requirements. The Ethics Chair and the President will dismiss complaints, which fail to fulfill AICI basic requirements.

b. To ensure that ethics cases are handled within the procedural time frame and with a

minimum of 3 committee members, it is the responsibility of each committee member to notify the Ethics Chair and the Executive Director should he/she be unavailable for a period of one week or longer during the case.

c. Due to the time limits in the AICI Ethics Complaint Procedures, the Ethics Chair must

receive email response to an action from committee members within 48 hours. d. Should a committee member habitually ignore the time response procedure, the Ethics

Chair or the AICI President must find a permanent replacement to serve on the committee for the duration of the term.

e. Should the majority of the Ethics Committee feel that a less adversarial approach may

be possible, they have the option to contact the complainant and respondent and suggest an alternative method of discussing ways to negotiate an outcome that would enable them to build a more collegial relationship. This could include a teleconference call consisting of two ethics committee members, the complainant and the respondent.

f. The Ethics Committee is authorized to initiate its own complaints. A written complaint would require a signature of at least one member. The entire committee may be a party to the complaint and in that case, the entire committee must sign the complaint form. The accused has a right to confront the accuser/s.



g. Should a member of the Ethics Committee have a complaint lodged against her/him, s/he would recuse him/herself until the proceeding had been completed.

h. Should an ethics complaint be lodged against a close friend or business associate of an

ethics committee member, the committee member would recuse him/herself until the proceeding had been completed.

i. All members of the committee must be impartial. Should any member of the committee

feel that s/he cannot maintain impartiality in a specific complaint, (for any reason) he/she would recuse her/himself until that specific proceeding had been completed. Another committee member would be asked to step in to maintain the required three members for each case.

j. Following the investigation of a complaint, the President will select a Hearing Panel of

three AICI Members to conduct a hearing. They shall decide on the place, date, and time of the hearing. These three Hearing Officers shall be as objective as possible. They shall have little or no financial interest in the outcome. They shall have been uninvolved with the complaint to date. They shall if possible be unacquainted with either the complainant or the accused. The hearing may be conducted through a teleconference call.

k. The ethics committee, from time to time, will publish the outcome of ethics complaints,

protecting the names of those involved. l. The Board of Directors has an interest in the proper implementation of AICI Ethics

Procedure; however there are two main reasons for keeping the facts of an Ethics proceeding close-hold to the Ethics Committee and Hearing Panel during its pendency:

1. The Association wants to limit the opportunity for any defamation of any kind;

2. The Association wants to prevent any ex parte communication with any adjudicator (Ethics Committee, Hearing Panel) during the proceeding. For those reasons, the Board of Directors will be informed during the pendency of any Ethics Committee Disciplinary Proceeding only that:

A proceeding has been commenced.

The procedural status of the proceeding.

The general nature of the issue at hand.

In no event shall the Board be told the name of any party during the pendency of the matter. After the proceeding is completed, the Board may be given party names on a confidential basis if necessary to enforce the remedy imposed or protect the interests of the Association.

m. To move forward with each step of the ethics procedures in an expeditious manner, the

following time frames will be implemented:



Association Action Deadline

Ethics Chair determination of adequacy 21 days after Complaint filed

Ethics Committee investigation determination 90 days after Complaint filed of prima facie case of violation

Hearing conducted; decision rendered 150 days after Complaint filed.

Following the Ethics Committee investigation of credible evidence, a majority of three members would be required to vote on whether or not the evidence has established a Prima Facie Case.

n. Retention and Shredding of Documents:

1. At the end of the three-year term the Ethics Chair will mail (trackable) non electronic, hard copy documents to the AICI Executive Director and will shred all duplicates still in his/her possession. Electronic communication records (email) and meeting minutes of committee members related to specific cases and decisions made will be burned to a CD and mailed to the AICI Executive Director.

2. At the end of the term, members of the ethics committee will shred all ethics case documents in their possession.

Committees Immediate Past President


ADVISORY BOARD RESPONSIBILITY Immediate Past President PURPOSE

To be a sounding board and advisory group to the International Board on issues as requested.

COMMITTEE

Current President

Immediate Past President (Chair)

All Past Presidents PROCEDURE

Meet in June and November of each calendar year via conference call.

Offer recommendations to the President for ongoing issues.

Cannot set policy.

Are active on an AICI committee of choice.

Are “Ask Me, Tell Me” ambassadors at annual conference.

Provide input to Advisory Chair.

Are AICI ambassadors at all times.

Comprise or advise the history committee

TIMELINE

Date Action

June Board of Advisors meeting

November Board of Advisors meeting

May Officiate at information table at conference

Committees Immediate Past President


NOMINATIONS RESPONSIBILITY President-Elect / Immediate Past President PURPOSE

To select the International Officers to be slated on the annual ballot and voted on by the membership.

COMMITTEE

Past President or President-Elect serves as Chair.

The Committee consists of an odd number of members.

Committee members are selected by the President. The members should be presently active in the association and knowledgeable of potential leaders.

PROCEDURE & TIMELINE The ballot must be sent to the membership for vote at least 60 days prior to the annual conference.

Date Action

July - August

Chair receives from the President the list of positions to be slated.

Chair solicits a list of candidate recommendations from the Board of Directors, chapter leaders, active members, etc.

Committee begins meeting via email and/or phone to select and prioritize the candidates for each office.

September - October

The list of candidates is presented to the international Board for discussion and approval.

The Chair and committee members contact each prospective candidate to issue the invitation to serve in the designated position. Candidates are provided with:

Board of Directors job description – pages from OM

Operations Manual section of their Position

Obligations for Conference and the next SPM

Committees President-Elect / Immediate Past-President / History


If the first candidate declines, the next candidate is contacted until the slate is complete.

November - December

The Chair presents the completed slate to the President and AML to be placed on the ballot.

The Committee makes recommendations of members to serve on next year’s Nominating Committee.

January - February

The ballot is sent to the membership to be returned by the end of February.

A letter is emailed to the candidates with:

A welcome to the Board of Directors

A reminder of Conference and SPM obligations

A reminder of the perks and obligations of being a Board Member (pages 4 – 5 of the O.M.)

An invitation to join the Board calls for March – June.

Committees President-Elect / Immediate Past President


AWARDS RESPONSIBILITY President-Elect / Immediate Past President PURPOSE

To identify those individuals whose lives and work have impacted members professionally and personally. These members have made a significant impact on professional development, on AICI and/or on our profession at-large.

PROCEDURE

Awards nominations are submitted to the Awards Committee for review and must be received by March 15th.

Nominations are to be sent (preferably by email) directly to the chair.

Recipients are recognized at the gala conference.

The nominator will have the opportunity to present the award to the nominee/award recipient.

Award Categories:

IMMIE

Award of Excellence

The Rising Star Award

Immie Bravo – selected by Marketing Committee

The Jane Segerstrom Award – selected by International Board

Civility Star Award – selected by Civility Committee

Chapter Members of the Year – selected by chapters

Committees President-Elect / Immediate Past-President / Awards


TIMELINE

Date Action

July - August

Choose three members to be on the committee

Send names of committee members to AML and Human Resources Director

Review awards information on the website for any changes

September - October

Post updated awards information on website

November - December

Send Announcement to solicit nominations. All nominations must be in by March 15th. Exception is Chapter Member of the Year by April 1st.

January - February

Send a second announcement to solicit nominations.

March - April

Send all nominations and documents to the committee members

Committee members conduct interviews with the nominating members

Hold two or more conference calls with committee

Choose awardees; submit names to AML

AML orders awards

Prepare certificates for recipients (template from AML)

May - June

Lead Awards program at conference with President-Elect / IPP; awardees are announced at Gala by nominators

Submit awardees’ names to VP Member Communications and VP Marketing for inclusion on the website and in publications and marketing materials

Committees President-Elect / Immediate Past President


HISTORY RESPONSIBILITY President-Elect / Immediate Past President PURPOSE

To maintain the history of the association. COMMITTEE

International past-presidents

Founders

Others as required PROCEDURE

Develop and update a detailed PowerPoint slide presentation of history

Develop and update an e-book of history

Ensure slides and books can be downloaded from website and used by chapters

Make PowerPoint slide presentation available for showing at conference information table

TIMELINE

Date Action

July - August

Call a meeting of all past-presidents and founders to get ideas and form a committee

Delegate action to be taken

Ask for relevant information from chapters

September - December

Compile information for PowerPoint and e-book

January – March

Input information into PowerPoint and e-book

April Develop any special visuals for conference

Committees President-Elect / Immediate Past-President / History


May

Coordinate PowerPoint presentation for conference with VP Conference and AML

Post updated e-book on website

Committees Treasurer


FINANCE RESPONSIBILITY Treasurer PURPOSE

Act as financial advisors for the organization. COMMITTEE

Treasurer

President

President Elect or Immediate Past President PROCEDURE

Develop financial policy.

Develop the annual budget with the assistance of staff.

Review the annual budget mid-year (January/February).

Approve expense requests over budget. TIMELINE

Date Action

June Develop the annual budget

January Review the annual budget

Committees Treasurer


CHAPTER FINANCE REVIEW RESPONSIBILITY Treasurer PURPOSE

Review chapter financial reports for accuracy and completeness so that chapters may receive their dues rebates.

Ensure that chapters are using their monies in accordance with AICI Chapter Bylaws, ARTICLE XI. COMPENSATION, Section 3 and ARTICLE II. DEFINITION AND PURPOSE, Section 1.

COMMITTEE

Chaired by the Treasurer and comprised of a minimum of 2 additional members. PROCEDURE The Rebate Process AICI Headquarters initiates the Chapter Rebate once each year. In Mid-May, a letter is sent

via email to each chapter Treasurer and President notifying them that a new rebate period has begun.

A copy of the reporting form is found on AICI’s website—members’ only section.

Reports are submitted by Chapters to AICI Headquarters by June 15 and are forwarded to the Treasurer along with the Rebate Tracking Report spreadsheet. Headquarters will send one reminder letter to chapters who have not turned in their report.

The Treasurer will distribute USA Chapter reports to committee members via email. The beginning balance each report period should be the ending balance from the prior period. This information is found in the Chapter Rebate notebook as the "ending balance" on the previous report form and is passed on to the reviewing committee members via email. “The beginning balance is correct”.

Committee members may not review the report for their own chapter nor for any chapter two review periods in a row. This is to safeguard the reviewers as well as Chapter Treasurers and to expose reviewers to a broad range of chapter financial situations.

Each committee member will review 3-5 USA Chapter financial reports.

Committees Treasurer / Chapter Finance Review


The Treasurer will review all non-US Chapter reports, due to the differences in overseas banking procedures and language challenges.

Reviews generally happen in June and July. They can take anywhere from 5 minutes to 45 minutes, depending on the complexity of the report.

Any discrepancies found by the reviewers are reported to the Treasurer to pursue and resolve with the Chapter.

Once approved, the Rebate Tracking Report is updated by the Treasurer and emailed to AICI Headquarters. This spreadsheet goes back and forth between Headquarters and the Treasurer many times during the rebate period so that everyone is on the same page at all times.

Headquarters will then email a copy of the roster the rebate is tied to for approval by the Chapter President.

Once AICI Headquarters has received the roster approval, the rebate will be sent to the Chapter President, or in some cases, wired directly to the Chapter bank account.

The Treasurer maintains a record of correspondence by Chapter, including a copy of the Chapter Financial Report form with who reviewed it and when.

Committee members may assume additional duties as prescribed by the Treasurer. Rebate Policy Chapters receive $60 of the annual membership dues of members in the chapter who

renew or join during the reporting period.

A member may select only one chapter as a benefit of dues. If a member desires to be affiliated with an additional chapter, the member must personally assume the chapter fee for the second and subsequent chapters.

If a member moves or selects another chapter, no rebate is given to the new chapter until the member again pays dues.

"In the event that a chapter cannot provide Chapter Financial Report supporting documentation for reasons including, but not limited to financial mishandling or loss, the international board will consider releasing a portion of the rebate money not to exceed 10% of the most recent rebate period. The balance of funds will be turned over to the general fund". Policy approved by the Board of Directors November 13, 2006.

Committees Treasurer / Chapter Finance Review


TIMELINE

Date Action

June New rebate period

July Receive chapter reports

August

Notify Treasurer of review status – either discrepancies or successful

The Treasurer updates the Rebate Tracking Report and submits to AICI Headquarters

September HQ sends approved roster and rebate to each chapter

Committees Certification


CERTIFIED IMAGE MASTER (CIM) RESPONSIBILITY VP Certification PURPOSE

Coordinate and administer the CIM application review and approval.

Communicate with potential applicants.

Update CIM application and fees as soon as any changes have been made by the VP Certification and CIM committee or the AICI International Board.

PROCEDURE

The CIM Chair is appointed by the VP Certification for one (1) year. VP Certification can decide to extend the Chair’s term for another year for a total of two (2) years.


Inform the VP Certification immediately of any issues regarding CIM certification, and work together to resolve them.

Hold meetings with VP Certification and the CIM Committee to update the CIM application as necessary.

Inform VP Certification in advance of all in-person or by phone CIM Committee meetings.

Submit a brief quarterly report for inclusion in the VP Certification’s report to the International Board. The report needs to be submitted in the first week of: October, January, April and July.

Find external reviewers of high caliber who are familiar with Master applications in an organization or association, and are willing to be rigorous and detailed in their review process. Each reviewer is paid $275 so we expect a very tough-minded and thorough approach.

Fill committee positions from the existing CIM pool, with approval from VP Certification.

Communicate with and educate CIPs that are qualified to be CIM applicants on the process of the CIM application.

Present a walk-through workshop at conference explaining the CIM application and

Committees Certification / CIM


encourage applicants.

Act as liaison with AICI HQ when a member has declared him/herself a CIM candidate and has sent in the required forms and fees.

Contact the CIM candidate, send the most up-to-date application and verify that they have a CIM sponsor/coach if the candidate has paid the fee and sent in the appropriate forms.

Contact the Ethics Committee Chair to ensure there are no outstanding issues against the candidate.

If any ethical issues are identified, interview the candidate and request that the issue(s) be cleared before the CIM binder can be reviewed.

Arrange a conference call with the external reviewers to discuss the order of reviewing the portfolio. Each reviewer will have a four-week deadline to complete the review.

If the candidate passes the ethics review and the two external reviews, schedule the in-person CIM interview/presentation at Conference, and notify the candidate of the exact date, time and place.

If the candidate’s portfolio is missing one minor element of the application (this will agreed upon by the three reviewers), send a letter to the applicant, stating that they will have 30 days to satisfy the request.

If the candidate does not meet the requirements of the certification (this will be outlined by the checklist from the external reviewers), send a letter to the applicant notifying them that their application has been rejected.

Coordinate with the external reviewers the return of the CIM portfolio to AICI HQ.

Notify the candidate of the procedure of the in-person CIM interview/presentation.

Select the CIM panelists, with approval from VP Certification. One panelist will be a qualified, external reviewer. The rest of the panelists must hold CIM status, and must have no outstanding ethics complaints in their name. The constitution of the CIM panel must be different every year. One or two panelists can be the same in consecutive years; at least one person should be different each year. CIMs with a predominantly personal relationship with the candidate will not be invited to participate in the panel.

If the candidate passes the in-person interview, present with VP Certification the CIM certificate to the new CIM at the Conference Gala.



Ensure that AICI HQ updates the website with the new CIM names and CIM designation and print the certificates.

Coordinate with HQ to send an official letter to each new CIM regarding rules to maintain CIM status.

TIMELINE

Date Action

July Identify local reviewers

September Conduct teleclass on how to become a CIM

October CIM applications are due if they are to receive CIM at upcoming

conference

December All missing information must be collected from CIM candidates if they

are to receive CIM at upcoming conference

May Present CIM certificates to new CIMs at conference



CERTIFIED IMAGE PROFESSIONALS (CIP) RESPONSIBILITY VP Certification PURPOSE

Coordinate and administer the CIP application review and approval.


Update CIP application and fees as soon as any changes have been made by the VP Certification and CIP Committee, or by the AICI International Board.

PROCEDURE

The CIP Chair is appointed by VP Certification for one (1) year. VP Certification can decide to extend the Chair’s term for another year for a total of two (2) years.


Inform the VP Certification immediately of any issues regarding CIP certification, and work together to resolve them.

Hold meetings with VP Certification and the CIP Committee to update the CIP application as necessary.

Inform VP Certification in advance of any in-person or by phone CIP Committee meetings.

Submit a quarterly report for inclusion in the VP Certification’s report to the International Board. The report needs to be submitted in the first week of: October, January, April and July.

Present a walk-through workshop at conference explaining the CIP application and encourage candidates.

Communicate with and educate FLCs that are qualified to be CIP applicants on the process of the CIP application.

Answers questions about the CIP process and the application.

Review the CIP applications/portfolios as they arrive.

Notify the CIP candidate as soon as possible of any problems, sections that need clarification or more documentation needed.

Complete the review and approval of the CIP application within three months from receiving the portfolio.

Committees Certification / CIP


Sign and date the summary sheet from the application, attach to the copy of the application, and place it in the CIP binder.

Notify the new CIP when the application has been approved.

Notify the VP Certification of the CIPs approved.

Notify AICI HQ of the new CIPs. AICI HQ to update the website with the new CIP names and CIP designation and print the certificates.

Coordinate with HQ to send an official letter to each new CIP with the rules required to maintain their CIP status.

Present with the VP Certification the CIP certificates to the new CIPs at AICI Conference.

TIMELINE

Date Action

September Conduct teleclass on how to become a CIP

October CIP applications are due if they are to receive CIP at upcoming

conference

December All missing information must be collected from CIP candidates if they

are to receive CIP at upcoming conference

May Present CIP certificates to new CIPs at conference



CERTIFIED IMAGE CONSULTANT (CIC) APPLICATION RESPONSIBILITY VP Certification PURPOSE

Coordinate and administer the CIC application review and approval.


Update CIC application and fees as soon as any changes have been made by the VP Certification and CIC Committee, or by the AICI International Board.

COMMMITTEE

Members who have achieved CIC PROCEDURE

The CIC Chair is appointed by VP Certification for one (1) year. VP Certification can decide to extend the Chair’s term for another year for a total of two (2) years.


Inform the VP Certification immediately of any issues regarding CIC certification, and work together to resolve them.

Hold meetings with VP Certification and the CIC Committee to update the CIC application as necessary.

Inform VP Certification in advance of any in-person or by phone CIC Committee meetings.


Present a walk-through workshop at conference explaining the CIC application process, and encourage candidates.

Communicate with and educate members on the process of the CIC Exam and Portfolio.

Answers questions about the CIC process and the application.

Review the CIC applications/portfolios as they arrive.

Committees Certification / CIC Exam Administration


Notify the CIC candidate as soon as possible of any problems, sections that need clarification or more documentation needed.

Complete the review and approval of the CIC application within two months from receiving the portfolio.

Notify the new CIC when the application has been approved.

Notify the VP Certification of the CIC’s approved.

Notify AICI HQ of the new CIC’s. AICI HQ to update the website with the new CIC names and CIC designation and print the certificates.

Coordinate with HQ to send an official letter to each new CIC with the rules required to maintain their CIC status.

Present with the VP Certification the CIC certificates to the new CIC’s at AICI Conference.

TIMELINE

Date Action

September Conduct teleclass on how to become a CIC

October CIC applications are due if they are to receive CIC at upcoming

conference

December All missing information must be collected from CIC candidates if they

are to receive CIC at upcoming conference

May Present certificates to new CIC’s at conference



CIC EXAM CONTENT RESPONSIBILITY VP Certification PURPOSE

Develop exam content and study guide. PROCEDURE

The exam consists of 150 multiple choice questions covering topics on

Ethics

Body Language

Color Theory

Personal Color Analysis

Body Analysis and Clothing Choices

Personal Style: Personality and Clothing Choices

Wardrobing Principles

Business and Social Etiquette

Grooming: Hair, Skin, Makeup

Verbal Communications

Etiquette

Ensure that the exam is testing baseline understanding and knowledge of the identified Core Competencies

Create questions as necessary to fulfill the weighted distribution of Core Competencies.

Ensure that questions are global in nature, and easily translated by oral translators

Ensure that wording used in questions is found in the AICI Key Terms or relevant text

All questions are strictly confidential.

An CIC Study Guide is available on the AICI website and contains a list of topics on the exam, a glossary and a list of books for study purposes.

Committees VP Certification


TIMELINE

Date Action

June Appoint committee for exam content development

October Committee meets to develop exam



CERTIFIED IMAGE MASTER (CIM) RESPONSIBILITY VP Certification PURPOSE



Update CIM application and fees as soon as any changes have been made by the VP Certification and CIM committee or the AICI International Board.

PROCEDURE

The CIM Chair is appointed by the VP Certification for one (1) year. VP Certification can decide to extend the Chair’s term for another year for a total of two (2) years.


Inform the VP Certification immediately of any issues regarding CIM certification, and work together to resolve them.

Hold meetings with VP Certification and the CIM Committee to update the CIM application as necessary.

Inform VP Certification in advance of all in-person or by phone CIM Committee meetings.

Submit a brief quarterly report for inclusion in the VP Certification’s report to the International Board. The report needs to be submitted in the first week of: October, January, April and July.

Find external reviewers of high caliber who are familiar with Master applications in an organization or association, and are willing to be rigorous and detailed in their review process. Each reviewer is paid $275 so we expect a very tough-minded and thorough approach.

Fill committee positions from the existing CIM pool, with approval from VP Certification.

Communicate with and educate CIPs that are qualified to be CIM applicants on the process of the CIM application.

Present a walk-through workshop at conference explaining the CIM application and



encourage applicants.

Act as liaison with AICI HQ when a member has declared him/herself a CIM candidate and has sent in the required forms and fees.

Contact the CIM candidate, send the most up-to-date application and verify that they have a CIM sponsor/coach if the candidate has paid the fee and sent in the appropriate forms.

Contact the Ethics Committee Chair to ensure there are no outstanding issues against the candidate.

If any ethical issues are identified, interview the candidate and request that the issue(s) be cleared before the CIM binder can be reviewed.

Arrange a conference call with the external reviewers to discuss the order of reviewing the portfolio. Each reviewer will have a four-week deadline to complete the review.

If the candidate passes the ethics review and the two external reviews, schedule the in-person CIM interview/presentation at Conference, and notify the candidate of the exact date, time and place.

If the candidate’s portfolio is missing one minor element of the application (this will agreed upon by the three reviewers), send a letter to the applicant, stating that they will have 30 days to satisfy the request.

If the candidate does not meet the requirements of the certification (this will be outlined by the checklist from the external reviewers), send a letter to the applicant notifying them that their application has been rejected.

Coordinate with the external reviewers the return of the CIM portfolio to AICI HQ.

Notify the candidate of the procedure of the in-person CIM interview/presentation.

Select the CIM panelists, with approval from VP Certification. One panelist will be a qualified, external reviewer. The rest of the panelists must hold CIM status, and must have no outstanding ethics complaints in their name. The constitution of the CIM panel must be different every year. One or two panelists can be the same in consecutive years; at least one person should be different each year. CIMs with a predominantly personal relationship with the candidate will not be invited to participate in the panel.

If the candidate passes the in-person interview, present with VP Certification the CIM certificate to the new CIM at the Conference Gala.



Ensure that AICI HQ updates the website with the new CIM names and CIM designation and print the certificates.

Coordinate with HQ to send an official letter to each new CIM regarding rules to maintain CIM status.

TIMELINE

Date Action

July Identify local reviewers

September Conduct teleclass on how to become a CIM

October CIM applications are due if they are to receive CIM at upcoming

conference

December All missing information must be collected from CIM candidates if they

are to receive CIM at upcoming conference

May Present CIM certificates to new CIMs at conference



CERTIFIED IMAGE PROFESSIONALS (CIP) RESPONSIBILITY VP Certification PURPOSE



Update CIP application and fees as soon as any changes have been made by the VP Certification and CIP Committee, or by the AICI International Board.

PROCEDURE

The CIP Chair is appointed by VP Certification for one (1) year. VP Certification can decide to extend the Chair’s term for another year for a total of two (2) years.


Inform the VP Certification immediately of any issues regarding CIP certification, and work together to resolve them.

Hold meetings with VP Certification and the CIP Committee to update the CIP application as necessary.

Inform VP Certification in advance of any in-person or by phone CIP Committee meetings.


Present a walk-through workshop at conference explaining the CIP application and encourage candidates.

Communicate with and educate FLCs that are qualified to be CIP applicants on the process of the CIP application.

Answers questions about the CIP process and the application.

Review the CIP applications/portfolios as they arrive.

Notify the CIP candidate as soon as possible of any problems, sections that need clarification or more documentation needed.

Complete the review and approval of the CIP application within three months from receiving the portfolio.

Committees Certification / CIP


Sign and date the summary sheet from the application, attach to the copy of the application, and place it in the CIP binder.

Notify the new CIP when the application has been approved.

Notify the VP Certification of the CIPs approved.

Notify AICI HQ of the new CIPs. AICI HQ to update the website with the new CIP names and CIP designation and print the certificates.

Coordinate with HQ to send an official letter to each new CIP with the rules required to maintain their CIP status.

Present with the VP Certification the CIP certificates to the new CIPs at AICI Conference.

TIMELINE

Date Action

September Conduct teleclass on how to become a CIP

October CIP applications are due if they are to receive CIP at upcoming

conference

December All missing information must be collected from CIP candidates if they

are to receive CIP at upcoming conference

May Present CIP certificates to new CIPs at conference



CERTIFIED IMAGE CONSULTANT(CIC) APPLICATION RESPONSIBILITY VP Certification PURPOSE



Update CIC application and fees as soon as any changes have been made by the VP Certification and CIC Committee, or by the AICI International Board.

COMMMITTEE

Members who have achieved CIC PROCEDURE

The CIC Chair is appointed by VP Certification for one (1) year. VP Certification can decide to extend the Chair’s term for another year for a total of two (2) years.


Inform the VP Certification immediately of any issues regarding CIC certification, and work together to resolve them.

Hold meetings with VP Certification and the CIC Committee to update the CIC application as necessary.

Inform VP Certification in advance of any in-person or by phone CIC Committee meetings.


Present a walk-through workshop at conference explaining the CIC application process, and encourage candidates.

Communicate with and educate members on the process of the CIC Exam and Portfolio.

Answers questions about the CIC process and the application.

Review the CIC applications/portfolios as they arrive.

Committees Certification / CIC Exam Administration


Notify the CIC candidate as soon as possible of any problems, sections that need clarification or more documentation needed.

Complete the review and approval of the CIC application within two months from receiving the portfolio.

Notify the new CIC when the application has been approved.

Notify the VP Certification of the CIC’s approved.

Notify AICI HQ of the new CIC’s. AICI HQ to update the website with the new CIC names and CIC designation and print the certificates.

Coordinate with HQ to send an official letter to each new CIC with the rules required to maintain their CIC status.

Present with the VP Certification the CIC certificates to the new CIC’s at AICI Conference.

TIMELINE

Date Action

September Conduct teleclass on how to become an CIC

October CIC applications are due if they are to receive CIC at upcoming

conference

December All missing information must be collected from CIC candidates if they

are to receive CIC at upcoming conference

May Present certificates to new CIC’s at conference



CIC EXAM CONTENT RESPONSIBILITY VP Certification PURPOSE

Develop exam content and study guide. PROCEDURE

The exam consists of 150 multiple choice questions covering topics on

Ethics

Body Language

Color Theory

Personal Color Analysis

Body Analysis and Clothing Choices

Personal Style: Personality and Clothing Choices

Wardrobing Principles

Business and Social Etiquette

Grooming: Hair, Skin, Makeup

Verbal Communications

Etiquette

Ensure that the exam is testing baseline understanding and knowledge of the identified Core Competencies

Create questions as necessary to fulfill the weighted distribution of Core Competencies.

Ensure that questions are global in nature, and easily translated by oral translators

Ensure that wording used in questions is found in the AICI Key Terms or relevant text

All questions are strictly confidential.

An CIC Study Guide is available on the AICI website and contains a list of topics on the exam, a glossary and a list of books for study purposes.

Committees Business Development


TIMELINE

Date Action

June Appoint committee for exam content development

October Committee meets to develop exam



VP Business Development PURPOSE

Oversee and develop all fund-raising programs. RESPONSIBILITIES

b. To look for and optimize revenue streams.

COMMITTEES Advertising Fund-raising

b. Develop concrete objectives, timelines and tactical plans for advertising fund-raising: For example, AICI Global Magazine, AICI Announcements, Image Trainers’ Directory, Image Resources Directory, Preferred Partner Program, Affinity Program and others that may be created

Corporate Sponsorships and Strategic Alliances

g. Appoint Preferred Partner and Affinity Program Chair.

h. Support Preferred Partner Chair in finding suitable committee members by August 15.

i. Prepare a log of existing relationships and ones being cultivated with history and relevant data.

j. Develop and maintain strategic alliances and partnerships with corporations, organizations.

k. Encourage participation from the membership.

l. Analyze how existing Partners can be best featured and involved in the annual conference.

Exhibitors

b. Work in conjunction with AICI HQ, VP Conference and Board of Directors to find companies who have products, tools and/or services for image professionals.



Angel Fund

f. Determine the use of the funds; get recommendations from the board of directors.

g. Request donations at AICI Conference opening party and give thanks to all Angels from the past 2 years. Recognition of Archangels at AICI Conference Opening event

h. Liaise with VP Communications to advertise in AICI Announcements for AICI Angel Fund contributions quarterly

i. Post Angel, Cherub and Archangel donors on the website.

j. Choose Angel, Archangel and Cherub pins for donors and distribute. Fund Raising for Conference (Silent Auction, Raffle)

c. Work with VP Conference to set up a Fund-raising Committee Chair, who will create and manage the raffle, propose additional fund-raising vehicles and who will also communicate developments to Preferred Partner Chair. It may be appropriate for Preferred Partners and Affinity Program partners to participate in this campaign.

d. Send out letters inviting the Chapters to contribute to Conference. After the deadline date has passed, contact them for certainty, a yes, no, how much, or what. Ask when they will be able to release those funds from their chapter treasury or provide some other type of donation.

Advertising AICI Global

d. Appoint Advertising Chair

e. Communicate with AICI Global Editor to provide articles for AICI Global featuring Preferred Partners where applicable.

AICI Website

c. Liaise with HQ for billing of AICI Image Resources Directory/Image Trainer’s Directory d. Market Trainer’s Directory to image trainers with CEU’d programs

AICI Announcements

f. Liaise with AICI Communications and Marketing Chair re Preferred Partner and advertisers in the weekly emails



TIMELINE

Date Action

May

Attend conference and board meeting Promote programs to conference attendees through annual report

and word of mouth (Angel Fund, Preferred Partner/ad opportunities,.)

June

Appoint Chairs for:


Advertising

Conference Fund Raising (every 2nd year)

Develop budget

July Update Preferred Partner packages Liaise with Advertising Chair on advertisers for next issue of AICI

Global magazine

August

Email exhibitor and sponsorship prospectus to past and prospective exhibitors and sponsors (every 2nd year)

Brief new AICI Chapter Presidents on how to find Affinity Partners for their local chapter

September Approach new corporate partners for conference sponsorship

packages or a la carte sponsorship/advertising options

October

Update advertising rate card for following year and give to HQ to update website

Liaise with Advertising Chair on advertisers for next issue of AICI Global magazine

November Call for AICI Angel Fund donations through AICI Announcements and

AICI Global Magazine

December

January Liaise with Advertising Chair on advertisers for next issue of AICI

Global magazine

February

Liaise with HQ for previous year’s statistics for AICI Image Trainer’s Directory website statistics

Compose email to advertisers which include stats of their ads and give to HQ to send out with annual reminder of advertising dues




elect

April Liaise with Advertising Chair on advertisers for next issue of AICI

Global magazine


June

Appoint Chairs for:


Advertising Chair

Conference Fund Raising

Develop budget

Committees Conference


CONFERENCE VOLUNTEER MANAGER RESPONSIBILITY VP Conference PURPOSE

To solicit volunteers and manage all volunteer activity for conference. PROCEDURE

Take names from Volunteer Request Forms distributed at prior conference.

Solicit Committee Team Leaders for each committee.

Allocate volunteers to appropriate committees.

Give a written job description for each position.

Monitor volunteer activity.

Keep volunteers up-to-date with conference activity.

Receive regular reports from Committee chairs.

Submit regular report to VP Conference.

Submit names of volunteer chairs and committees to VP Conference for recognition certificates.

COMMITTEES

Hospitality – host and table facilitators during meals, personal touch to help registrants with personal needs

Gala Awards – Entertainment and Decoration

Special Events – fashion shows or other special events

Bookstore – coordinates a bookstore for speakers and members materials

Committees Conference / Volunteer Manager


TIMELINE

Date Action

July Solicit members for each committee and fill each position

Supply a written job description for each description (from this OM)

September Receive reports from each committee

Report to VP Conference

November Receive reports from each committee


January Receive reports from each committee


March

Submit names of all team members to VP Conference for recognition

Receive reports from each committee


May Receive reports from each committee




BOOKSTORE RESPONSIBILITY VP Conference PURPOSE

Coordinate with speakers, AICI authors and AICI staff for onsite sale of books. PROCEDURE

Recruit and schedule 8 – 10 member volunteers to staff AICI Bookstore.

Volunteers manage the bookstore during exhibit hours.

AICI retains 20% of revenue from all book sales.

Coordinate with AICI HQ as to how to handle sales transaction; only AICI staff is allowed to process payment. Book store fulfillment is coordinated with staff. Members pick up their packages at the AICI counter the following day.

Books need to be picked up within 2 hours of exhibit take-down.

The author(s) ship their books/products to the conference location and pick up unsold items. AICI is not responsible for packaging and shipping books to authors.

AICI currently does not allow speakers to sell in back of their classrooms. All books and products need to be registered and sold in the AICI bookstore. Sample forms are at AICI HQ.

Purchasers complete an order form for fulfillment.

Submit a list of the items for the Conference Proceedings book by March 15th.

Submit a list of volunteers for the Conference Proceedings book by March 15th.

TIMELINE

Date Action

January

Solicit and schedule members to staff bookstore

HQ to email exhibitors and members soliciting books for conference bookstore

March

Submit the list of bookstore items to HQ for conference proceedings book

Submit list of bookstore staff to VP Conference



HOSPITALITY RESPONSIBILITY VP Conference PURPOSE

To provide hospitality for the conference. COMMITTEE

AICI members resident in conference city.

Member Benefits Chair PROCEDURE

Research and identify activities, restaurants, etc. in the conference city that may be of interest to conference attendees.

Make recommendations for activities and restaurants.

Produce a handout of recommended sites, to be available at the conference registration table for all attendees.

Submit a list of volunteers

Organize a table beside registration.

Obtain from AML a list of all First-Timers.

Be a host, greet and meet, facilitate networking.

TIMELINE

Date Action

July - December Research and identify activities, restaurants, etc.

January – February Produce a handout of sites

March Submit team list to VP Conference

May

Obtain from AML a list of all First-timers

Organize a hospitality table at conference

Facilitate networking at conference



SPECIAL EVENTS RESPONSIBILITY VP Conference PURPOSE

Coordinate, gala, opening reception, and any extra event at conference or off-site reception, i.e., fashion show or department store hosted reception.

PROCEDURE Gala

Develop theme.

Coordinate entertainment.

Coordinate decorations. Opening Reception

Coordinate keynote speaker with VP Education. Special Event

Solicit department store or clothing store willing to hold reception or donate clothing for fashion show use.

Coordinate all aspects of event or fashion show (models, makeup, hair, etc.). TIMELINE

Date Action

July - September

Develop theme for gala.

Organize entertainment

Organize keynote speaker with VP Education

October - December

Organize special event

April – May Organize decorations for gala, etc.

Committees Education / CEUs


CEU COMMITTEE RESPONSIBILITY VP Education PURPOSE

Provide oversight to the process for governing the regulation and approval of CEUs. COMMITTEE

CEU Director, Dr. Elizabeth Weinstein

CEU Chair

Commissioners: certified members who are experienced trainers PROCEDURE Chair

Chair the CEU Commission. Call the Commissioners for meetings as needed. Develop an agenda for meetings with the assistance of the CEU Administrator. Use CEU Commission member input on policy related issues and to review significant documents such as the application for having training CEU-approved.

Ensure that the CEU application process for trainers to offer CEUS for their courses is in place and functioning effectively

Ensure that the process for earning CEUs is in place and functioning effectively.

Update CEU instructions and forms as needed, with CEU Director

Educate members on how to earn CEUs, offer CEUs, and maintain certification via:

o Announcements

o Emails

o Website

o Conference.

Review credentials of non-certified trainers to approve or decline CEU-provider status.

Review and give pre-approval for programs not authorized by AICI to offer CEUs.

Promote benefits of offering CEUs to educators/trainers.

Coordinate with HQ regarding provider and renewal fees.



Coordinate with HQ regarding member CEU records and FLC and CIP maintenance.

Address member queries and resolve CEU concerns.

Provide reports to the VP of Education on a regular basis so that the board of directors can be kept up-to-date on the CEU application process and implementation.

Commissioners

Resolve any issues if there is a question about whether a presenter has the appropriate credentials and experience to be an AICI CEU provider, when they have not earned a CIP or CIM.

Provide assistance to the CEU Chair and Administrator when a policy issue surfaces that is not easily resolved e.g. CEU providers who have trainers working for them who are presenting the CEU-approved program but do not have a CIP or CIM

Review any revisions to the CEU Application process and provide input to improve the system

Determine any improvements that can be made that will encourage members across the globe to earn their CIP and CIM and then be eligible to be an CEU provider

Provide recommendations to the CEU Chair and Administrator on how the integrity of the CEU process can be continued and the quality of presentations be assured.

TIMELINE

Date Action

July Appoint committee members

May Director and Chair deliver session on CEUs

Committees Education


AICI CEU ADMINISTRATOR PURPOSE

Ensure an effective system for approving and reporting CEU-approved courses is in place and operating well.

RESPONSIBILITIES

Review all applications from trainers who are seeking to have their programs CEU-approved

Request assistance from CEU Chair when a policy issue arises

Secure a decision from the CEU Chair, when a potential CEU Provider does not have CIP or CIM, about whether they can pursue the CEU application process

Continually improve the application process and documentation for having programs CEU-approved

Ensure that CEU Providers forward all required documentation following a training session so that participants can be awarded CEUs and there is trainer accountability

Communicate with trainer following a training session, if possible, to discuss the training session and potential opportunities for improvement.

Assist the CEU Chair as he/she works with the CEU Commission by suggesting agenda items for meetings, identifying challenging issues that need to be resolved, and reporting on how the CEU system is working

Issue a notice when an application has been approved and notify HQ

Receive a notice from CEU Chair when an individual has been approved to earn CEUs through another educational institution.

Keep records of all applications to have programs CEU-approved

Send records of CEUs earned on monthly basis to HQ including those earned outside the AICI system.

Every month request courses scheduled from CEU Providers to be included in the twelve month CEU Education Calendar

During conference, visit as many presentations as possible and provide feedback to the presenters and/or conference speaker selection person, as appropriate

Ensure that the evaluations after each conference presentation are reviewed and compiled

Be a mentor to CEU Providers, particularly individuals who are fairly new to training.



Communicate with CEU Providers to inform them about improvements to the system and any information regarding training issues.

TIMELINE

Date Action

February CEU Administrator receives Training Plans from conference

presenters

April CEU Administrator approves Training Plans for conference presenters

May

At conference, CEU Administrator delivers program with CEU Providers

CEU Administrator meets with CEU Providers at conference

CEU Administrator and Chair deliver session on AICI CEU application process



AICI CORE COMPETENCIES PURPOSE

Maintain a current listing of AICI Core Competencies

Establish weighted distribution of Core Competencies for the AICI FLC Exam COMMITTEE

Members are identified by VP of Education and VP of Certification

Members must be certified, and experienced trainers RESPONSIBILITIES

Review Core Competencies on an annual basis to ensure current relevance to the image industry.

Provide reports of work being accomplished by this committee to VP Education to be included in her/his Board Report.

Communicate regularly with VP Certification.

Maintain a current listing of Core Competencies and Key Terms on the AICI website.

Establish which Core Competencies will be tested on the AICI FLC Exam

Review/establish the relative weighting of AICI Core Competencies for the AICI FLC Exam

Review and edit the Key Terms relevant to the AICI Core Competencies on an annual basis

TIMELINE

Date Action

July VP Education and VP Certification recruit members to AICI Core

Competencies Review Team to set meeting to review core competencies



AICI CONFERENCE EDUCATIONAL PROGRAM PURPOSE

To manage the biennial conference educational program.

Identify members for Committee COMMITTEE RESPONSIBILITIES

Actively solicit presenter proposals for conference.

Review all presenter proposals with ECC (VP Education, VP Conference, President, President-Elect/IPP).

Direct the development of the conference program and choose presenters with ECC.

Direct Staff in follow up with details regarding conference presenters - send letters of acceptance and non-acceptance to presenters.

Review and update the presenter agreement packet.

Forward all contact information to HQ to send agreements.

Ensure agreements are returned in a timely manner, and that forms are completely adequately.

Receive presenter photographs and content for brochure.

Email presenters with guidelines for successful training plans.

Direct presenters, to send Training Plan to the CEU Administrator.

Ensure handouts from presenters are submitted to HQ.

Ensure introductions from presenters are submitted to HQ.

Send Thank You notes to all presenters post conference. TIMELINE

Date Action

April - June Actively solicit presenter proposals for next conference (in a year

before conference)

June

If it is a conference year:

Send thank you cards to presenters from last conference

Review presenter evaluations from last conference

Committees Education / Session Support


July

If conference is the following year:

Update presenter agreement form

Review presenter proposals with ECC.

Finalize presenters and program with ECC.

Send presenter confirmation letters including:

Presenter letter

Agreement

W9 to USA presenters

August

Send presenter decline letters

Receive from all presenters:

Speaker Agreement

Workshop description

Biography

W-9

Release agreement

Headshot

September

Send reminders to presenters regarding deadlines

Forward information for conference brochure to designer:

Workshop and concurrent descriptions

Photos

January Update presenter proposal form

February

Post presenter proposal form to website

Receive from presenters

Training Plan

Introduction

Forward Training Plan to CEU Director

Forward Introduction to Session Support Chair

March Submit presenter proposal form for Conference Proceedings Book

April - June Actively solicit presenter proposals for next conference



COFERENCE SESSION SUPPORT PURPOSE To assist conference session attendees by ensuring CEU Learning Outcome and Session

Evaluation Forms are available to each attendee, and that the presenter and attendees can communicate.

COMMITTEE RESPONSIBILITES Chair

Update CEU speech, with CEU Administrator, to read at each session.

Ensure all presenter introductions have been received.

Recruit members to act as Session Monitors and Room Managers. Send an Announcement requesting team members.

Assign at least two (2) Session Monitors and one (1) Room Manager to each Workshop and Concurrent Session.

Communicate with team regarding their duties at conference.

Oversee Session Monitors and ensure that each session has the support required. Room Manager

Arrive in the room at least 10 minutes before the session begins to introduce yourself, and ensure the speaker has all that he/she requires in terms of audio visual equipment, water, etc.

Interact in a warm and welcoming manner with Speakers and attendees.

Act as a liaison between speaker and HQ staff to resolve any issues/difficulties.

Read the CEU Instructions at the beginning of the session, followed by the speaker’s introduction.

In order to volunteer as a Speaker Support Volunteer at any of the Workshops requiring an additional registration fee, volunteers must be registered to attend that workshop.

The Room Manager will also act as a Session Monitor. Session Monitors

Prior to assigned session, pick up relevant packet at HQ desk.

Ensure everyone entering the session has both a Session Evaluation Form and a CEU Learning Outcomes form.



Monitor the 15 minute time frame in which attendees may choose a different session to meet their needs

Make the announcement after 15 minutes that the session is closed.

Post the sign indicating when the session is closed.

Manage the microphone during the Q & A portion of any recorded session, and ensure that attendees’ questions and comments are properly heard on the recording.

Collect all Session Evaluation Forms and CEU Learning Outcome forms from attendees as they leave the session.

Submit all completed forms to HQ desk immediately following the session.

In order to volunteer as a Session Monitor at any of the Workshops requiring an additional registration fee, volunteers must be registered to attend that workshop. For these sessions, Monitors receive a master list of participants who have registered and paid for the workshop.

TIMELINE

Date Action

March

Update CEU speech with AICI CEU Administrator

Receive all Presenter Introductions

Educate Room Managers and Session Monitors about their duties



TELECLASSES / WEBINARS PURPOSE

To provide education to members globally. RESPONSIBILITIES

Coordinate with VP Education and HQ to set schedule for teleclasses and webinars.

Determine subject matter and educational content of Teleclasses.

Ascertain which classes are to be subsidized by Angel funds, with Board authorization.

Set schedule for members / non-members.

Search for trainers and coordinate with HQ regarding trainer agreements.

Work with trainers to tailor their programs to AICI participants.

Promote programs through VP Member Communications and VP Marketing.

Send thank you notes to all trainers. TIMELINE

Date Action

July Set Teleclass / Webinar schedule

August - June

Determine programs, trainers

Coordinate trainer agreements with HQ

August - June

Receive marketing information from trainers:

Photograph

Bio

Training plan

Coordinate and submit CEU applications, if necessary

Coordinate promotion with VP Communications and VP Marketing



INDUSTRY RESEARCH RESPONSIBILITY VP Education PURPOSE

To maintain a database of image-based research, and to coordinate research as required

PROCEDURE

Develop and maintain a document listing research studies by:

Name

Author

Date

Coordinate research studies as required.



ADVERTISING COMMITTEE RESPONSIBILITY VP Business Development PURPOSE

To solicit and maintain advertisers and set advertising policies PROCEDURE

Review and set advertising packages and fees.

Solicit advertising for:

Image Update

Connections

resource page

rotator banners

etc.

Follow-up with advertisers and evaluate effectiveness of advertising structure. TIMELINE

Date Action

July

New advertising year starts

Receive report of advertisers from HQ

Ensure all current advertisers have submitted required information

Follow up with past and prospective advertisers

Identify new sources of advertisers

Send an Announcement requesting new advertisers

January Revise advertising packages as necessary – to be effective in July



SPONSORSHIP

RESPONSIBILITY VP Business Development PURPOSE

To develop and maintain strategic alliances and partnerships with corporations, organizations, colleges and universities.

COMMITTEE

VP Business Developement

President-Elect / Immediate Past President

VP Marketing

AICI resident of conference city PROCEDURES

Develop concrete objectives, timelines and tactical plans to solicit sponsorships for Conference.

TIMELINE

Date Action

May - June Establish committee members

Distribute sponsorship prospectus to all members

July - August

Prepare a log of existing relationships and ones being cultivated with history and relevant data

Develop a list of prospective corporate partners

Analyze how existing sponsors and partners can be best featured and involved in the annual conference

Develop strategies and tactics to approach prospective and existing partners

Committees Business Development / Sponsorship


September - October

Invite prospective partners to an AICI sponsorship

November - December

Follow-up and confirm sponsorship commitments with prospects

January Revise sponsorship prospectus as required – to be effective for next

fiscal year

April Coordinate with HQ to finalize arrangements with sponsors

May Greet and acknowledge sponsors at conference



EXHIBITORS RESPONSIBILITY VP Business Development PURPOSE

Acquire conference exhibitors with products, tools, or services relevant to image professionals

PROCEDURE & TIME LINE

Date Action

July - August Receive list of past exhibitors from HQ

Identify prospective new exhibitors

September - October

Email Exhibitor prospectus to prospective exhibitors

November

Send a follow-up email to prospective exhibitors who have not responded

Send a confirmation email to exhibitors who have responded

January

Coordinate with AICI Meeting Planner for exhibitor table layout and set-up

HQ to send forms to exhibitors to get information about:

Table preference

Electrical requirement

Description for Proceedings book

Update Exhibitor prospectus for following year

May Send evaluations to exhibitors post conference, soliciting feedback

regarding setup, layout, hours, comments, etc.



ANGEL FUND RESPONSIBILITY VP Business Development PURPOSE

To acquire funds to support image education around the world. PROCEDURE

Determine use of Angel Funds. Past uses of Angels Funds:

2004 - 2006 AICI Conference scholarship awarded to Ms. Lynn Yu, Qingdao, China

2005 – 2006` Teleclasses

2006 - 2007 Teleclasses

2007 – 2008 Webinars

2008 – 2009

2009 – 2010

2010 - 2011

TIMELINE

Date Action

June - July

Determine the Angel project for the year; work with the VP Education and Board

Update list of Angels on the website

Send a thank you letter to Angels, Cherubs and Archangels, letting them know how the fund will be used

Give list of donors to VP Certification for publication in an Announcement and in the IU

January Pick out Angel pin, cherub sticker, archangel award (necklace).

Solicit for Angels through an Announcement

March Solicit for Angels through an Announcement

Committees Business Development / Angel Fund


April

Coordinate with HQ the printing of invitations to the Angel Reception; use script and elegant paper

Coordinate with VP of Conference, President and AML on details for Angel Reception – room and refreshments

May

Promote Angel Fund at conference

Ensure new donors receive invitation to Reception

Host reception for Angels with President

Take picture of Angels for IU



WEBSITE STORE RESPONSIBILITY VP Business Development PURPOSE

To raise funds through the website store. PROCEDURE TIMELINE

Date Action

July



FUND RAISING FOR CONFERENCE RESPONSIBILITY VP Business Development PURPOSE

To raise funds for conference through a silent auction and/or raffle. PROCEDURE

Solicit auction and/or raffle items from local vendors, AICI exhibitors and sponsors.

Coordinate with VP Conference and AICI Staff for table requirements.

Write item description for each item along with a bidder sheet.

Solicit volunteers to assist with setup, display and sales of item.

AICI staff needs to process and handle payment for all transactions.

Submit a list of the items and donors for the Conference Proceedings book by March 15th.

TIMELINE

Date Action

September Appoint committee

Develop solicitation email

October - November

Develop list of local vendors

Get lists of exhibitors and trainers from HQ

Send email to exhibitors, presenters, and local vendors

January Send an Announcement asking for Silent Auction or raffle donors

March Send an Announcement asking for Silent Auction or raffle donors

May Collect donor items and coordinate display Promote silent auction or raffle

Committees Marketing


MARKETING RESPONSIBILITY VP Marketing PURPOSE

To increase public awareness and visibility of the Association of Image Consultants International (AICI) through implementation of a marketing plan and coordinated marketing strategies incorporating public relations, Social Media, branding, promotions, special events, direct marketing, and advertising. Through strategic, targeted marketing campaigns using traditional and new media, to increase public awareness about the image profession and the benefits of using image consulting. To promote the AICI brand globally as “The Source for Education, Experience, Excellence”.

COMMITTEES

Administration

Annual Conference Marketing

Chapter VPs of Marketing/Communications

Social Media RESPONSIBILITIES Administration – Ewald Consulting

Assist VP Marketing with monthly reports, minutes, budget recaps, etc.

Use Google Alerts to collect media clips for inclusion in reports and updating Media Room section of the Website.

Update Chapter Logos as needed, respond to member requests for logos, etc.

Update roster

Include Board and Chapter Presidents in all communications.

Develop a consistent, sustainable AICI brand, ensuring that all printed materials and the Web site reflect the quality and prestige of the association.

Cultivate familiarity and knowledge, both current and historical, whether in media communications, at individual chapter events, or on the Web site.



Annual Conference Marketing – Ewald Consulting

Support marketing efforts before, during and after Conference. Obtain speaker bios and photos, assist at Press Table, liaison with photograph/videographer, escort Press, etc.



Respond to media requests within 24 hours of a request. “Script” should be used – follow AICI marketing committee protocol.

Chapter VPs of Marketing/Communications


Conduct marketing/media teleconferences, moderated by the VP Marketing to provide committee members with shared information on current media and marketing topics and encourage individual committee members to have further interchanges via E-mail.

Actively contribute press information in the Media Room sections of the Web site, Member Updates and individual chapter publications.

Become educated in the fundamentals of publicity, media and marketing (the AICI Brandbook is available on the Web site).

Attend media and marketing workshops that are offered throughout the year, to keep public relations skills updated and fresh.

Brainstorming ideas for successful chapter programs.

Social Media – Ursula Medina

Work with marketing firm to develop and implement a social media campaign for internal and external communications using Social Media vehicles.

Develop and implement a broad-based marketing plan to promote AICI, and the image industry in the areas of: publicity, direct marketing, web site, special events and advertising.

PROCEDURES

Include Board and Chapter Presidents in all communications.





Develop and implement a broad-based marketing plan to promote AICI, and the image industry in the areas of: publicity, direct marketing, web site, special events and advertising.

Communicate and support individual International Board Members in their specific areas, including Education, Conference, Certification, Sponsorship, Membership Development, Chapter Relations, and Philanthropy.

Participate in the marketing/media teleconferences, moderated by the VP Marketing, planned for twice yearly. This provides committee members with shared information on current media and marketing topics. It encourages individual committee members to have further interchanges via E-mail.

Promote AICI’s Vision and Mission, certified members, award recipients, locally, regionally, nationally and internationally.

Actively contribute press information in the Media Room sections of the Web site, Member Updates and individual chapter publications.

Become educated in the fundamentals of publicity, media and marketing (the AICI Brandbook is available on the Web site).

Attending media and marketing workshops that are offered throughout the year, to keep public relations skills updated and fresh.

Share the media spotlight with other image professionals, who have the specific skills requested by the media. This is imperative to gain press credibility.

TIMELINE

Date Action

May Attend conference and board meeting Promote International Civility Awareness Month Press table at conference

June Conduct post-conference publicity efforts and prepare reports Develop Annual budget Update Talent Directory


August Coordinate with chapter leaders regarding marketing support for

chapter programs

September Conduct conference call with all chapter counterparts

October Conduct training with Board Members and chapter leaders



November Conduct Counterpart trainings

December Conduct Counterpart trainings Create internal and external marketing campaign for Annual

Conference and International Civility Awareness Month

January Conduct conference call with all chapter counterparts Implement Conference Marketing Plan & coordinate with appropriate

VPs

February Conduct media training with CIMs and CIPs

March Update appropriate sections of OM and submit to President-elect Continue implementing Annual Conference marketing plan and


April Continue implementing Annual Conference marketing plan and




AICI GLOBAL MAGAZINE RESPONSIBILITY VP Member Marketing PURPOSE

To keep members informed of industry and association news, events and activities through a quarterly electronic newsletter. Articles related to image consulting and business practices will also be included.

PROCEDURE

Email Writer’s Guidelines to potential contributors.

Announce theme of each issue and invite members and nonmembers to submit articles.

Invite chapters to submit news and photos of chapter events.

Refer potential advertisers to VP Fund Development.

Oversee editing, proofing and approve layout of each issue.

TIMELINE

Action Summer Autumn Winter Spring

All content & articles submitted to Editor-in-Chief

May 19 August 18 November 18 February 20

Send content to AML for publication

June 19 September 19 December 19 March 9

Release Dates July 1 October 1 January 1 April 1



AICI WEEKLY BULLETIN RESPONSIBILITY VP Marketing PURPOSE

To keep members informed of industry and association news, events and activities through a quarterly electronic newsletter. Articles related to image consulting and business practices will also be included.

PROCEDURE

Email Writer’s Guidelines to potential contributors.

Announce theme of each issue and invite members and nonmembers to submit articles.

Invite chapters to submit news and photos of chapter events.

Refer potential advertisers to VP Business Developement.

Oversee editing, proofing and approve layout of each issue.

Deadline dates for Weekly Bulletin publication are subject to change upon approval by the Board.



WEBSITE RESPONSIBILITY VP Marketing PURPOSE

To monitor the AICI website and make updates as required in order benefiting the membership, the media and the public.

COMMIITTEE

Chair plus a large enough roster to monitor the website for accuracy and timeliness on a monthly basis.

PROCEDURE

Review the website on a monthly basis to look for inaccuracies, lack of functionality or outdated material.

Ensure that Chapter pages are updated regularly (ideally on a monthly basis).

Receive updates/corrections from International Board members and/or chapters; proofread and reformat for clarity; submit to Ewald.

Standardize the procedures for submitting updates and corrections in order to minimize the time investment required to maintain the website.

Create a central hub for collecting and funneling update information to headquarter



Committees Human Resources


MEMBER BENEFIT RESPONSIBILITY VP Human Resources PURPOSE

Satisfy member needs, thereby retaining members. PROCEDURE

Maintain list of benefits

Maintain Trainers’ Package, with materials that Trainers can give to their students, including:

o Information about AICI

o Benefits of membership

o An invitation to join

Maintain Chapter Welcome Package updated:

o Information about AICI

o Benefits of membership

o Marketing Toolkit

Develop strategies for acquiring new members

Act as a resource for Chapter VPs Membership

Direct “I’m here for you” program through chapters TIMELINE

Date Action

July Review exit surveys

Review and update list of benefits

August

Identify new sources for members

Develop strategies for acquiring new members

Update letter and introductory package for trainers



September Coordinate “I’m Here for You” program with chapters

May

Host membership table at conference

Contribute to Hospitality table at conference



HUMAN RESOURCES RESPONSIBILITY VP Human Resources PURPOSE

Recruit and coordinate volunteers to appropriate positions. PROCEDURE

Send an Announcement through VP Marketing to solicit volunteers.

Coordinate with HQ to distribute a form at conference to solicit volunteers.

Maintain a list of all committees and job descriptions of each

Maintain a current chart showing positions filled and to be filled

Liaise with Board and Chairs to ascertain positions to be filled

Coordinate with HQ to get member lists ranked by skills

Refer candidates to appropriate Chair or Board member.

Follow-up on a regular basis to update status.

Ensure Membership Application is appropriate to solicit required information. TIMELINE

Date Action

May - June

Send an Announcement to solicit volunteers

Ensure Membership Application is appropriate to solicit requirement information

July

Contact board and chairs to get names of those already in positions

Identify positions to be filled

Develop or update job descriptions for each position; update in Operations Manual

Request from HQ lists of members ranked by skills

Ensure human resource application on website is updated



August Match applicants to positions

Send applications to appropriate board member or Chair

September Follow-up to ensure all positions have been filled

Send an Announcement to solicit volunteers, if necessary

April

Identify how volunteers may be acknowledged

Submit committee list to HQ for acknowledgement through certificates

May - June

Send an Announcement to solicit volunteers

Ensure Membership Application is appropriate to solicit requirement information



AICI REGION REPRESENTATIVES RESPONSIBILITY VP Human Resources PURPOSE

Develop and support membership and chapters on a regional scale. COMMITTEE

Members may volunteer or be appointed.

Must reside and work in the geographic region they wish to represent. Regional Representative cannot be appointed in countries under the responsibility of Global Ambassadors. In case an ambassador is appointed to that specific country the Regional Representative will no longer performed in the that specific country.

Appointments subject to acceptance by Chapter VP Membership or Chapter President in the absence of VP Membership.

PROCEDURE

Submit an activity report prior to each meeting and upon the request of the VP Membership.

Fulfill duties as determined by VP Membership.

Respond within 48-72 hours to all prospective members who:

o Contact us

o Are referred by AICI

o Are referred by a third party

Send AICI Information to prospective members, which includes:

o AICI’s mission

o AICI’s activities

o AICI’s scope

o The image industry

o Other AICI members in the area

Encourage prospective members to become members.

Maintain a list of current and potential AICI members in the area

Initiate contact with prospects and members



Host meetings of current and prospective AICI members

If distance or logistics makes meetings impractical, host teleconferences between current and prospective AICI members

Facilitate networking between current and prospective AICI members

Respond to all committee emails within 48-72 hours

Submit a monthly report with an update on progress, accomplishments, problems, what’s happening in the region, etc. to the VP Membership or President

Submit an agenda prior to each teleconference call with ideas for discussion.

Act as media spokesperson for AICI on any press related matters in the region

Provide assistance and orientation to new members within the geographical region.

Where an AICI Chapter Regional Representative is unable to uphold their responsibilities, VP Membership reserves the right to ask the Representative to resign their position.

AICI Regional Representative E-Folder

Purpose

To facilitate efforts in responding to potential new AICI members

To proactively reach out to others within the respective geographic area and community.

Structure

Each AICI Region Representative will have her/his name and contact details on the welcome letter as well as on the last page where membership registration details are listed.

Each personalized e-Folder to be converted into a pdf file format before it is sent by the AICI Ambassador to the enquirer by email.

Benefits

Standardize the dissemination of pertinent image industry and AICI information in one concise email file

Personalize our outreach efforts. We want new-comers to have a personal contact and gain a positive experience as we “bridge” them to AICI, being that we are a sizeable and growing organization.

Promote AICI by directing enquirers to AICI’s website for more detailed information

Ease time and effort required from individual AICI Region Representative as they extend themselves in servicing enquiries about AICI.



Increase efficiency and hopefully effectiveness in attracting future members who could also benefit from AICI.