Positions are selected in the beginning of the spring semester via applications discussed by the current Executive Board. Results from a poll to the entire organization are also taken into consideration. Any member who is a UW-Madison student can apply for a position for the following year; however, the President position must be fulfilled by a member who served on Exec Board for at least one year. The descriptions listed below are the requirements from 2012-2013.
The voting process includes the following. The current President collects all of the applications and removes personal information from each application. The applications are then read by all Executive Board members. Each position is narrowed down to 3 applicants. These 3 applicants are rated 1-3 (1 meaning the first choice, 3 meaning the third choice). Each rating is given a point value (first choice is 3 points, second choice is 2 points, third choice is 1 point.) Votes come from each Executive Board member not running for the position the following year and the general member poll (counts as 1 vote and the tie breaker if needed). The President position is voted by the current Executive Board and general member vote only. No interview process is included.
The top 3 applicants are then asked to complete an interview process. The interviews are conducted by the current President, current VP of the position interviewing, and the future president of the following year. If the current VP is asked to interview for that position interviews will be from the current and future President only. If an applicant would receive at least 75% of the vote during the first stage of the application process no interview will be held for that position. Interviews are based off of a point system. The interviewers will rate the interviewees 1-3 based on their interview only and the same point values from above will be applied. The points from the voting process and the interviews will be averaged. The person with the most points will be offered the position. These requirements may change from year to year based on the needs of the organization.
If an Executive Board member would need to be added mid-year, an application process will occur following the same procedures as elections every year. To notify members about the additional position, information will be sent out in the weekly email and posted on the website. Because filling the position quickly is crucial, the amount of time given to fill out the application may be much shorter.
If an executive board member would need to be removed mid-year, the following must occur. The candidate for removal must be brought to the current President’s attention and given 2 warnings about termination. The warnings given must include the unacceptable behavior such as failure to complete multiple positional tasks on time. After 2 warnings, the President will bring the behavior to the Executive Board. The Executive Board will vote on whether termination of that person’s position will occur. The vote will be completed via blind vote and must have at least 75% of the vote in favor of removal for it to be in effect. Every Executive Board member is required to vote. Failure to receive at least 75% of the vote will result in no position change. If vote does not result in removal and another warning is given that warning will result in automatic termination.
Any bylaw that needs to be changed, added, or removed must be voted on by the current Optima Dance Executive Board via blind vote. 75% of the vote must be in favor of the change in the bylaws for it to be changed. Failure to receive 75% of the vote will result in the bylaw remaining the same.
President Requirements 2011 – 2012
______ Served one year on board
______ Respond to email in both accounts (optima.show and optima.dance) and optima.president account
______ Oversee that no VP is slacking in their duties
______ Facebook friend (to the best of your ability) everyone in the fall and spring shows and add them to optima fb groups- this helps you learn names
______ Run all the meetings, including having agendas at meetings to make them run smoothly (group, choreographer, and exec meetings)
______ Have year long calendar set before classes begin in fall, and keeping up with necessary changes in calendar
_______ Reserve all necessary spaces for meetings
_______ Teach tech or stretch classes when possible
_______ Make sure tech and stretch studios are reserved at the SAC on Aug 1st for fall and Nov 1st for spring.
_______ Develop lists of all the dates and due dates of things for each semester
_______ Help VP Theater with tickets (printing, reserved orders, amounts) and program orders (setting and printing)
_______ Work with VP Theater and VP Communications to decide best way to split up one or two night performances depending on how long the show will be (most likely new members and solos only one night again but this might change…)
_______ Set limits on how many pieces each person can perform in and choreograph
_______ Set time limits with VP Theater
_______ BE IN CONSTANT CONTACT WITH OTHER VPS. Making sure everyone reports to VP communications every week for the weekly email
_______ Update all binders at the start of the year to include newly revised handbook, contact info sheet, and responsibilities sheet - print out and give to new members at first meeting before summer starts. include summer specific goals as seperate page
______ Update President binder for next President and meet with the next President to discuss job duties
______ Create Yearly Optima Handbook with VP Webmaster
______ Request and Manage the 510 Studio space in Lathrop each semester
VP Communications Requirements for 2011-2012
______ Send out WEEKLY optima information on Sunday Night- after studios in lathrop are announced- (including events going on that week: performances, service opportunities (with who is signed up), stretch and tech times, deadlines for dues, auditions going on that week).
______ Keep track of all the auditions and pieces for each show (working with VP theater to collect piece info from each choreographer)
_______ Set up giant rehearsal calendar
_______ Helps President respond to emails
_______ Compile info when people respond to long emails (ex: everyone’s ticket orders that were sent via emails or DVD orders)
_______ With compiling info, help VP theater with ticket orders and VP Apparel with apparel order
_____ Give weekly updates to Webmaster and make sure it is updated to the website correctly
______ Update VP Communications binder for next VP Communications and meet with the next VP Communications to discuss job duties
Write additional requirements throughout the year on the bottom and back:
Specific Goals for Summer 2011 for the VP Communications:
VP Finance Requirements for 2011-2012
______ Manage all the money
______ Collect dues and keeps track of who has/ hasn’t paid and update members to VP Membership. Must have flexible times to set up to have people drop off dues.
______ Know the balance in the bank account at all times
______ Write all necessary optima checks (ex: for theater, socials, deposits for renting out rooms, paying people back for printing programs etc.)
______ Have an optima debit card, and uses the card to order pizza for pizza sales the night before and other times when necessary.
______ Create optima budget by talking to other VPs and President
______ Talk to VP Theater about theater amounts
______ Talk to VP apparel to decide if apparel must be paid for before ordering or after (depending on how much money is in the account). Before is preferred
______ Be available before school starts to go to the bank and get name on the account
______ Update VP Finance binder for next VP Finance and meet with the next VP Finance to discuss job duties
VP Service Requirements for 2011-2012
In charge of FUNDRAISING!
______ Set up the maximum pizza sales possible each semester (and planning times that fit your schedule so that you can be there the entire time)
______ In regard to pizza sales, make sure the right amount of pizza is ordered the night before and all necessary supplies are bought (ex: posters, plates…). Talk to VP Finance to be repaid.
_______ Also make sure enough people are signed up for pizza sales (and send reminder emails)
______ Come up with other fundraiser ideas!! Ex: Noodles or Zas or Q’doba fundraisers (by planning with them to receive a portion of profits if we get over a certain amount of people to eat there one night).
______ Have dates set for these each semester before classes start so the dates are on the VP communications calendar.
______ Keep track (with VP Membership) of who had finished their hours or not before deadlines.
______ Come up with other ideas to fulfill service hours
______ Update VP Service binder for next VP Service and meet with the next VP Service to discuss job duties
VP Theater Requirements for 2011-2012
______ Find a theater for summer, fall, and spring shows in the next year. Union South?
______ Be in constant contact with theaters (for current and next year’s) to make sure contracts are signed and deposits paid at right times
______ Organize who will be working the lights and sound at each show (might only apply to Lathrop) (dance program connections help...)
______ Find people to set up and clean up after shows. Talk with VP Service to have people do them for service hours
______ Set times for shows and times workers need to report
______ Design tickets, print, and envelope reserved tickets for each dancer (including taking ticket orders)—President will help!
______ Collect information about each piece from choreographers. Work with VP Communication
______ Make Master CD for each show (collecting music from each choreographer) and setting music limits for each piece and make sure limits are enforced.
______ Design program (figure out order with least possible quick changes, print, staple) – President will help!
______ Talk with VP finance to make sure we have enough funds for the theater
______ Reinforce Theater rules (ex: no food or drinks in theater…)
______ Print and Finalize programs for Fall and Spring shows
______ Update VP Theater binder for next VP Theater and meet with the next VP Theater to discuss job duties
VP Technique/Master Classes and Socials Requirements for 2011-12
______ In charge of knowing who is to teach stretch and technique each week! If person scheduled to teach cannot, you should be able to step in or find a replacement.
______ Set technique, stretch, and master class times for each semester by talking to the teachers. Making sure they meet at the same times each week when possible.
______ Be a designated person who can reserve studio space at the SAC. Reserving the weekly tech and stretch times for Fall on Aug. 1st and for Spring on Nov. 1st!!! Also reserving master class dates on these days
______ Find people to teach master class! This can be other student orgs, professionals (and figuring out minimal costs associated with professionals), or even students in Optima who can teach things besides jazz, tech, or yoga. Maybe ask past choreographers to teach?
______ Have all master dates set before classes start each semester (contacting people over the summer)
______ Help other VPs when possible (since this is obviously an easier position)
______ Advertise Master Classes! (make sure they are announced in weekly emails
_____ Plan at least one big social (and maybe some smaller ones?) each semester and/or after parties for shows
______ Update VP Tech/Social binder for next VP Tech/Social and meet with the next VP Tech/Social to discuss job duties
_____ Work with VP Performance to buy and think of awards at the end of each semester
VP Apparel Requirements for 2011-2012
______ Design all optima apparel for next year!
______ Help to be artsy and creative to come up with new fun designs
______ Have designs set before each semester starts so they are introduced early
______ Set dates for when orders and money are due. Also extra times for people to pick up apparel (these dates set early and by talking to VP communications with the calendar).
______ Have space to keep all the apparel at
______ Have a car or access to a car would be helpful since it is heavy to lug all the apparel around
______Talk with VP finance to make sure we have enough money to order apparel (or if we need money beforehand)
______ Open to helping other VPs when possible
______ Update VP Apparel binder for next VP Apparel and meet with the next VP Apparel to discuss job duties
_____ Now in charge of all Fall and Spring Show DVDs
______ In charge of DVD orders (sending out order forms, keeping track of who orders and how many, making sure people receive DVDs in timely fashion (includes mailing DVDs to people who graduate), and collecting money for orders)
____ Design and maintain the comment box
VP Performance and Advertising Requirements for 2011-2012
______ Plan Fall Student Org Fair. Create poster. Make sure we are registered, and that we have people to volunteer there. Have an old optima DVD and a computer to show perspective optima students what we do.
_______ Try to get sponsorship from other places (ex: ads in our programs) as a fundraiser.
______ Create optima parent ads in programs (and collect money and orders)
______ Set up performance opportunities throughout the year (besides the big two shows). Being in contact with people who ask us to perform and finding pieces to fill performances. Also branching out and looking for other ways to get optima involved in other performances or just in other campus events.
______ Update VP Performance/Advertising binder for next VP Performance/Advertising and meet with the next VP Performance/Advertising to discuss job duties
_____ Work with VP Social to buy and think of awards at the end of each semester
_____ Find opener for each show
VP Webmaster Requirements for 2011-2012
_____ Update Website each week to include information from the weekly email
_____ Update Audition times and piece information to the website
_____ Update Exec Board info and calendar whenever necessary
_____ Add pictures to the website after each show/dress rehearsal/showing (and potentially after other Optima performances)
_____ Create new Optima Facebook Page, and use as necessary to tell members information
_____ Create Facebook events for the Optima shows and Socials (and maybe Tech and Master classes?- work with VP Tech/Social)
______ Take over Optima Youtube page, and add videos to the Optima Youtube account by recording pieces at showings and dress rehearsals
_____ Find a Photographer for the dress rehearsals and a Videographer for each Optima show – Work with the VP Theater to produce DVDs for the shows
_____ Help to create and update the yearly Optima Handbook with the President since it is posted to the website
VP Membership Requirements For 2011-2012
______Keeping track of who has or has not done “good standing” requirements (excel skill are a plus)
______ Being in contact with VP finance (to see who has/ hasn’t paid dues)
______ Being in contact with VP Service Hours (to see who has/ hasn’t finished their hours)
______ Being in contact with VP Apparel (to see who has/hasn’t paid for or picked up apparel)
______ Being in contact with VP Theater (to see who hasn’t reported piece information/ who hasn’t reserved tickets)
______Email people who have not fulfilled the above requirements and help the VPs get these people to get it done (might mean meeting up with people individually to pick up dues or to help make a plan for service hours)
______ Creating spreadsheets for each list and being on top of things each week
______ Updating the members email list to make sure it only contains the active Optima members
______ Creating an Alumni Optima list that includes emails for everyone that has graduated Optima
______ Email Alumni Optima list about upcoming performances
______ Update VP Membership Binder for next VP Membership
______ Meet with next VP Membership to explain job duties