The Coordinator will function as the spokesperson for this group and as such is an important representative of the group as well as the OATUG. A complete list of Group Coordinator responsibilities is as follows:
- A basic understanding of OATUG goals, objectives, policies and procedures
- Although not a requirement, it is strongly suggested that a group coordinator be a member of the OATUG. An OATUG membership provides the coordinator with information and insight into the organization. Membership also ensures a consistent message both is shared between the affiliated group, its members, the coordinator, and the Geo/SIG Committee.
- A working knowledge of Oracle Applications, the user community industry, and the needs thereof.
- Basic knowledge or experience working with volunteer membership organizations.
- The initial group coordinator may be an Oracle employee for a period not to exceed one year. OATUG values its independence from Oracle Corporation and encourages user members to lead all user-group activities.
Knowing the responsibilities necessary for the successful development of a group will help you to determine the volunteer time commitment required. The following is a high level summary of the responsibilities and duties deemed necessary for the successful management of an affiliated Geo/SIG.
- Writing and maintaining a set of by-laws for the group in accordance with national, regional, or state requirements.
- Hold annual or bi-annual elections for group leadership positions. Typically, a group would elect a single individual as its Coordinator to serve a term of one or two years.
- Maintaining group records and meeting minutes in accordance to set by-laws.
- Following and upholding all OATUG Policies and Procedures.
- Submitting Group Affiliation Forms to OATUG annually.
- Promoting OATUG Membership and events to group members.
- Conducting two meetings per year with at least 10 members present.
- Encouraging volunteer activity and development.
The OATUG is committed to providing you and your group the support necessary to achieve success. Together the OATUG and our Affiliated Geo/SIG groups can achieve the objectives of our members. We offer base funding for each group, as well as support from the OATUG staff. Also, Group Coordinators receive complimentary registrations to OATUG conferences when a meeting is scheduled
The Secretary is responsible for recording and documenting information discussed and decided upon at all meetings, publishing meeting minutes, managing the action item list, and maintaining all other documents. The Secretary also may be the officer responsible for the management and maintenance of membership lists, unless the group determines the need for a separate Membership Chairperson. Typically, a Geo/SIG elects one Secretary to serve a term of one or two years.
The Enhancement Chairperson is responsible for coordinating all enhancement requests originating from the Geo/SIG pertaining to the group's area(s) of focus and communicating them to the OATUG Enhancement Committee. Responsibilities include the review and editing of all submitted enhancement requests from the Geo/SIG, participating in the OATUG Enhancement Committee meetings, and communicating the status of enhancements to group members. Typically, a Geo /SIG elects one Enhancement Chairperson to serve a term of one or two years.
Communications Chairperson/ Newsletter Editor
The Communications Chairperson is responsible for the development and maintenance of the OATUG Geo/SIG Web site, as well as other communication mechanisms such as a List Server, email server, and other means of communication among members. Typically, a Communications Chairperson serves a term of one or two years. The Communications Chairperson may solicit assistance from other members to form a communications staff. The Newsletter Editor is a volunteer who is responsible for managing the publication of a quarterly Geo/SIG newsletter and handling submissions from the community to OATUG publications including, but not limited to, the Insight newsletter and OATUG Forum magazine. Typically, a Newsletter Editor serves a term of one or two years. The Newsletter Editor may solicit assistance from other members to form a newsletter staff. This person should also maintain the User's Email Newsgroup that will soon be established.
The Meeting Planner is responsible for the scheduling, planning, and coordination of all Geo/SIG meetings and other scheduled activities such as conference calls. This may include quarterly meetings, meetings at OATUG conferences, and more frequent regional meetings. Typically, a Meeting Planner serves a term of one or two years.
The Oracle Liaison is an employee of Oracle Corporation who has responsibilities associated with the focus of the Geo/SIG and is interested in the topics addressed by this group. This individual acts as a resource to the Geo/SIG by providing a direct contact within Oracle to obtain answers to questions or concerns related to Oracle Corporation and software, assisting with obtaining Oracle resources to participate in meetings, and providing overall support of the group functions from Oracle Corporation. Typically, a group selects one Oracle Liaison from Oracle Corporation who would serve as long as Oracle management permits or until the group requests a change.