Tampa Bay Computer Society Job Description

Position (being referred to - is it elected, appointed, or volunteer?):

SIG Coordinator (elected/appointed)

Name of Person (submitting information):

Michael Armstrong

Primary Duties (actual regular duties performed and their frequency):

  1. Recruit TBCS members to serve as SIG leaders.  This is done as necessary.  It may be required to replace the leader of a current SIG who is departing, or to start a new SIG on a topic that is considered of interest to TBCS members.  It is not always necessary to recruit, as the SIG Coordinator will often be approached by TBCS members wanting to start SIG’s.  SIG’s must be determined to be of interest to a reasonable number of TBCS members (a simple poll at a general meeting will usually tell), and should not conflict with existing SIG topics.  SIG leaders must hold their SIG’s at a regular date and time each month.  They are expected to supervise all activities during their SIG meetings, and should be known to TBCS members and judged reliable and trustworthy.
  2. Maintain a current and complete calendar of all SIG meetings.  This should be updated each month.  It should contain the SIG name, the date, and the SIG leader name and phone number.  Note that some SIG meetings are held on a 4th day (Sunday to Saturday) of the month, while others are held on a last day (Sunday to Saturday) of the month - this is important to make sure that the right dates are used for the calendar.  The calendar should be used as the basis for a display on the BBS and the Web site, and for publication in the TBCS magazine.
  3. Collect articles and notices from SIG leaders for publication.  This should be done monthly.  Many SIG leaders like to print notices of specific subjects they are going to cover at particular meetings, and these should all be printed together in the TBCS magazine, in advance.  SIG leaders should also be encouraged to turn in brief after-the-fact reports of what went on at their SIG meetings each month, as publication of this information will encourage greater member participation.
  4. Establish and maintain procedures for SIG leaders and ensure that they are aware of these procedures.  This is ongoing.  These should be general procedures for the preparation and conduct of SIG meetings, along with suggestions for making them more successful.  Basic information should also be included, such as making sure attending TBCS members fill out the sign-up sheets, and how members should fill out the check-out sheets to check out books and tapes from the library.  Some of this basic information will need to put together with the cooperation of the Resource Center Coordinator.  These procedures are in addition to the PC usage procedures discussed in #5.
  5. Assist with the establishment and maintenance of procedures for the installation of software on the Resource Center PC and ensure that SIG leaders are aware of these procedures.  This is ongoing.  These procedures should clearly indicate what logical drives software should be installed on, naming conventions to be used, directory (folder) structure requirements, and requirements for the organization of the operating system desktops (the desktop and start button program list in Windows 95, the program manager in Windows 3.1, etc.).  Different logical drives should be used for the various applications than are used for the operating systems.  It is recommended for easier management that no application be installed directly into the root directory of any logical drive - directories (folders) should be created for each SIG and the Resource Center librarians into which the various applications can be installed.  Along these same lines, each individual application should not have its own group (in the Windows 3.1 program manager) or be individually listed (on the Windows 95 program list) - as on the drives, there should be groups / folders created for each SIG and the Resource Center librarians into which the various applications are placed on the desktop.  These two policies will make it instantly ascertainable, whether looking at the drives or the desktops, who is responsible for every software application on the PC.  It may also be desirable to maintain a log book next to the PC of all software on the PC and require all users to record any newly installed applications.  The details of these procedures should be worked out in cooperation with the Resource Center Coordinator, who is responsible for ensuring that the Resource Center librarians are aware of and follow them.
  6. Prepare a SIG Activity Report for submission to the Board of Directors.  This is done monthly, prior to the Board Meeting.  The purpose of the report is to keep the Board of Directors informed as to the level of member participation in the various SIG’s.  The report should contain the counts of how many TBCS members attended each SIG meeting the previous month, as well as a comparison to a running average of earlier months.  The information is gathered from the SIG sign-up sheets that are turned in to the Secretary.  This report along with the Resource Center Usage Report prepared by the Resource Center Coordinator should give a total picture of usage of the TBCS facility.  Information about SIG participation in particular may be used to phase out less popular SIG’s in favor of potentially more popular ones, and also to possibly reassign SIG meeting dates and times in accordance with their popularity.
  7. Chair the SIG committee.  All of the SIG leaders are members of the committee.  The SIG leaders should be called together for a meeting at least semiannually and perhaps quarterly, to discuss SIG procedures, increasing member participation, Resource Center facilities, and related issues.  On an ongoing basis, the SIG Coordinator is responsible for relaying any necessary information from the Resource Center Coordinator or the Board of Directors to all of the SIG leaders.  The SIG Coordinator can also serve as a conduit for any suggestions SIG leaders may have for presentation to the Board of Directors.
  8. Prepare an Activity Report of all major activities undertaken to fulfill the duties of SIG coordination.  This is done monthly, for submission at Board Meetings.  All other Board Members are expected to prepare similar reports of their activities.  This makes sure that all TBCS activities get into the written record and reduces the necessity for lengthy discussions.
  9. Encourage vendor support for each of the SIG’s.  This is ongoing.  Approach vendors about the donation of the appropriate products for each SIG to the TBCS Resource Center so that SIG leaders are not required to bring in their personal software to conduct meetings.
  10. Update the Job Description and Procedures for SIG Coordinator and SIG Leader to keep the TBCS Procedures Manual as up-to-date and complete as possible.  This is done on an ongoing basis, as required.

Special Activities (any additional duties or jobs performed and their frequency):

  1. The TBCS software library is limited to use inside the Resource Center.  Cabinet keys can be issued to SIG leaders at the SIG Coordinator’s discretion to allow access to the disk envelopes and use of the software library.  Notify the Resource Center Coordinator of any needs in this area and arrange with the Secretary to issue keys and update the key list.  This is done as necessary.
  2. Observe the highest standards of ethical conduct.  As an agent of TBCS, you are not acting on your own behalf, but on behalf of TBCS.  Make every effort to ensure that controls are in place to protect TBCS property in the Resource Center such as furnishings, equipment, computer hardware, computer software, books, and tapes.

 

 

 

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