[Membership-affairs] Membership Affairs Coordinator and New Member Intake

[Edward Morris]

Hello Rafik and Bill,


First, Rafik,  thank you for taking over for me.

You are better placed than I am to actually make this work. As a member of
the NCSG EC you are a member of the group whose inaction on membership
applications caused me to suspend active large scale recruitment. All I
could do was ask people to act on the applications. Cintra from NPOC was
the only person who really responded. You are in a position to make things
happen and I know you will.

You are also better placed than I was  to respond to applicants who want to
know why no action had been taken on their application. All I could do was
in effect say "not my area of responsibility." The last thing you want to
do to an enthusiastic young member to be  is try to explain NCSG/NCUC/NPOC
relations. As a member of the NCSG EC who also is running the MA Committee
the buck stops with you. I'm told by a former NCSG EC member it shouldn't
take any longer than a week to approve new individual applicants. Hopefully
you can get it closer to that standard than to the 4+ months some have
currently been waiting.

There are some outreach initiatives I've been working on that I will
continue to work on in my role as an elected EC member. Although I have
chosen not to do my work through Bill's committees, I will do my best to
consult and cooperate with you as we try to achieve our mutually held goal
of greater diversity and inclusion into the NCUC.  Roy, Amr and Nuno had
some great ideas and I hope you're able to cooperatively produce output,
 putting their thoughts into concerete work product in ways I was unable to.




On Sun, Jun 23, 2013 at 9:44 AM, William Drake <william.drake at uzh.ch> wrote:

> Hi Rafik
>
> Thanks, that'd be very helpful indeed!  And since you're also on the NCSG
> EC, this should also help with ensuring the timely transfer of new member
> intake info from there.  There's been no formalized process in the past but
> perhaps we could formalize something simple along the following lines,
>
> 1.  Each time NCSG EC meets to review current applications
> https://docs.google.com/spreadsheet/ccc?key=0AmHFgvYjF_e4dENsT21PLTFmeW9qZ2pLLWowc3RTbmc#gid=0and approves a batch, the NCUC reps there (currently you and Milton)
> forward to NCUC Chair and the Membership Affairs Coordinator (that should
> be easy :-)  a list of those who've indicated that they'd like to join NCUC
> (would be good to include their institutional affiliation & country for our
> membership records).
>

Agree.


>
> 2.  The Membership Affairs Coordinator forwards the list to this team for
> info, and the NCUC chair forwards the list to the NCUC EC for approval and
> asks the members who manage the listserv and website to add them.
>

Agree, with reservations (noted below).

>
> 3. The Membership Affairs Coordinator sends a standard welcome message to
> the newbies.  Would be good if this team could decide what info should be
> conveyed and draft the letter.
>

First, that has been happening. Every member admitted this year has, or
should have,  received such an e-mail from me.

In reality, I don't believe the MA facilitator should be sending such a
letter. The letter should come from the Chair. New members deserve to be
welcomed by an elected member of the EC, preferably the Chair,  not by a
committee leader. It might not be a bad idea to have the elected EC
representative of the region the new member is from also to send a welcome.
I intend to do so for all new members from North America.



>
> 4. Should we get the necessary technical support, in the future the
> transferral from NCSG EC to NCUC EC perhaps could be automated.
>
>
I believe Tapani is working on such a process.

The problem with some of what has been proposed is it ignores the Bylaws
that are supposed to govern our Constituency. I once again ask that a
Secretary Treasurer be appointed to fulfill the role ascribed to him / her
in our Bylaws for processing new members. As the new facilitator of the MA
is not a current EC member a logical appointee does suggest itself. There
does not need to be any interference, merely delegation, of the finance
function. Compliance with the current Bylaws, where possible,  are not only
good practice, they are mandatory, and I'd suggest we start with this
appointment.

Ed
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