University of Illinois at Urbana-Champaign National Retail Federation Operating Procedures - Last Update: March 21, 2014

 
                              	
  
University of Illinois at Urbana-Champaign National Retail
             Federation Operating Procedures

                 Last Update: March 21, 2014

Overview

I. Mission Statement

II. Organizational Event & Meeting Structure

III. Requirements for Membership

IV. Membership Tiers

V. Executive Board

VI. Presidential Roles

VII. Vice-President of Public Relations Roles

VIII. Vice-President of External Affairs Roles

IX. Vice-President of Development Roles

X. Vice-President of Finance Roles

XI. Vice-President of Engagement Roles

XII. Vice-President of Fundraising Roles

XIII. Vice-President of Operations Roles

I.   Mission Statement

         a. The purpose of the University of Illinois National Retail

            Federation is to bring together like-minded students interested in

            the retail industry, educate them on all aspects of the industry, and

            create networking opportunities among one another and with retail

            companies for future opportunities within the industry. This

            organization will enable its members to not only explore areas of

            interest within the retail industry, but it will also equip its members

            with leadership and personal development opportunities.

II.   Organizational Event & Meeting Structure

         a. Each month will consist of the following events & meetings:

               i. Internal Meeting organized by the Vice-President of

                  Development that features a Professional Development

                  event and updates students on recent news within the retail

                  industry

               ii. External Meeting featuring a speaker from the industry that

                  offers some insight on the industry. This speaker will be

                  coordinated through the Vice-President of External Affairs.

              iii. At least one engagement event where members have the

                  opportunity to bond with one another in a relaxed setting

iv. At least one fundraising event where students raise money

                  for the organization in order to make off-campus trips more

                  affordable for members

         b. At least one off-campus trip will also be organized per semester

            where members have the opportunity to visit a retail company.

            These trips will be financed by the members and organization.

         c. Members will be presented with the opportunity to go to any

            National Retail Federation Student Association conference

            including the Fall Shop.org conference and The Big Show in New

            York City. These trips will be financed by the members and

            organization.

III.   Requirements for Membership

         a. Must be a University of Illinois at Urbana-Champaign student

         b. Payment of Membership dues by date stated at start of semester

         c. Must attend all Internal and External meetings, unless excused by

            Vice-President of Operations. Examples of legitimate excuses

            include the following: family emergencies, exams, and exam

            review sessions.

d. Must be in good standing with Executive Board and not be a

           disruption to overall growth of the organization and development

           of individual members

IV.   Membership Tiers

        a. Point System

              i. Fundraising Events—1 Point

              ii. Engagement Events—1 Point

             iii. Semester Trips—2 Points

        b. Active Member

              i. Attends at least five Internal & External Meetings and

                 receives excused absence if needed

              ii. Receives at least 3 membership points per semester through

                 attending a combination of fundraising events, engagement

                 events, and semester trips

        c. Gold Member

              i. Attends at least six Internal & External meetings and

                 receives excused absence if needed

              ii. Receives at least 5 membership points per semester through

                 attending a combination of fundraising events, engagement

                 events, and semester trips

d. Advantages of being a Gold Member

               i. Eligibility to run for next Executive Board in subsequent

                  semester

               ii. Priority for attending off campus trips

              iii. Resume sent to sponsoring companies

V.    Executive Board

         a. The Executive Board, composed of seven positions, sets the tone

            for the entire organization and collectively makes organizational

            decisions. When major organizational changes are necessary, the

            entire Executive Board must be in agreement. This board meets

            regularly and each position should hold one-on-one meetings with

            the President when necessary. At the turn of the next Executive

            Board, the current Executive Board decides each position based on

            eligibility of applicants and each applicant’s fit for his or her

            desired position.

VI.   Presidential Roles

         a. Oversees all action

         b. Has direct contact with faculty advisor

c. Has direct contact with National Retail Federation and keeps

              members up to date on opportunities with the National Retail

              Federation

           d. Leads Executive Board meetings

           e. Attends all events (excused under extreme circumstances)

           f. Assists with anything that other Executive Positions need

           g. Holds meetings with members to ensure that they are satisfied with

              the organization and accepts’ ideas based on members’ needs

           h. Maintains Gold Membership status

VII.    Vice-President of Public Relations Roles

           a. In charge of organizing recruitment efforts such as Quad Day, In-

              class advertisements, flyers

           b. Updates Social Media pages including Facebook, Instagram &

              LinkedIn

           c. Updates organization’s websites

           d. Takes photos at events for next recruitment season

           e. Maintains Gold Membership status

VIII.   Vice-President of External Affairs Roles

           a. Creates and updates sponsorship packets

b. Maintains affiliations with corporate sponsors and seeks out new

            corporate sponsors

         c. Organizes speakers for external meetings

         d. Maintains relationships with Alumni who have retail-related

            careers

         e. Organizes off-campus trips to retail companies

         f. Maintains Gold Membership status

IX.   Vice-President of Development Roles

         a. Organizes professional development event at internal meetings

         b. Keeps members up to date on current news within the retail

            industry

         c. Facilitates mentorship program in which younger members are

            enabled to learn from upperclassmen’s experiences

         d. Facilitates retail-related discussion at internal meetings

         e. Maintains Gold Membership status

X.    Vice-President of Finance Roles

         a. Ensures members are paying dues by date stated at the start of the

            semester

         b. Works closely with Vice-President of Fundraising to ensure that

            organization has enough money to go on off-campus trips

c. Seeks out grants and opportunities for monetary donations

          d. Keeps transactions up to date

          e. Maintains Gold Membership status

XI.    Vice-President of Engagement Roles

          a. Organizes at least 1 Engagement event per month where members

             are able to network in a relaxed setting. Examples of these events

             can include the following:

                i. Scavenger Hunts

                ii. 3-D Printing Sessions

               iii. Sporting Events

               iv. Community Service

          b. Maintains Gold Membership status

XII.   Vice-President of Fundraising Roles

          a. Works closely with Treasurer to raise necessary funds for off

             campus trips

          b. Organizes at least 1 fundraising event per month that will also

             enable members to network with one another. Examples of these

             include the following:

                i. Dress a member for a day auction

                ii. Cookouts

iii. Date auction

                iv. Bake Sales

           c. Must maintain Gold Membership status

XIII.   Vice-President of Operations Roles

           a. Sends out bi-weekly e-mail to all members updating them on point

              opportunities and news within retail industry

           b. Tracks attendance levels at all events and keeps track of individual

              members’ membership statuses

           c. Takes meeting minutes at all executive board meetings

           d. Must maintain Gold Membership status