Rules of Engagement

The Rules of Engagement are established to communicate expectations for professional behavior and proper communication amongst members of a group. They specify traditions, courtesies, and knowledge that must be held by each of its members.

Board Meetings

  • Reports are to be sent via email to the Secretary and President by 11:59 pm the Friday prior to the meeting.
  • The President is responsible for submitting the agenda by 11:59 pm the Friday prior to the meeting, so that board members may prepare and make comments as necessary.
  • Board members are to arrive at least 15 minutes prior to meeting start time.
  • Members are to notify the President if they are running late.
  • A 24 hour (minimum) notification is required if absence from a meeting is expected.
  • Electronic devices are to be silenced during meetings, though communication is permitted in emergency circumstances.
  • Ten-minute breaks will be provided each hour.

Communication

  • For urgent matters: Communicate via phone call. For routine matters, email or text will suffice.
  • Communication is to be acknowledged within 24 hours of receipt, barring extenuating circumstances, though a full reply is not required if information is pending.
  • The President will follow up with each board member, except District Directors and NEC members, every two weeks in regards to progress on their monthly goals. Whenever possible, this will occur over the phone.
  • The District Directors and NEC members will each meet with the President as a group via conference call every two weeks.
  • Board members will update the President regarding any goals they have met, problems they are having, and any other information they deem appropriate.
  • Inability to perform position duties due to family and school obligations will never be punished, but communication must be sent to the President. Full disclosure of circumstances is not required. Communication must be given so that delegation to other members can occur and support may be given to the affected member.
  • Any communication sent by a board member to a non-board member that goes unanswered for one week must be followed up with an additional email by the end of that week. The President is to be copied onto this email. Responsibility for completing a task is not displaced from a board member due to lack of response from another party.
  • Approval by the President is required prior to any significant changes made to a particular process. For example, the Public Relations Director would need to seek approval prior to forming a contractual relationship with a new sponsor.
  • Innovation and new ideas are to be praised, supported, and communicated thoroughly.

Knowledge

  • All pertinent information will be made accessible to all board members, in the interest of transparency.
  • Questions are to be praised and answered in a respectful manner.
  • A lack of knowledge or access to information is not an excuse for inaction or absence. If skills and/or information is lacking, this must be communicated with the President so that the necessary resources may be given to that member.
  • If any member suspects another of inappropriate conduct, this is to be immediately communicated with the President, GNA Consultant, and GANE Consultant. If the inappropriate conduct involves one or more of these three members, it is then to be communicated with the First and Second Vice Presidents.
  • The Contract serves as knowledge and acceptance of all expectations.

Professional Conduct

  • All communication among board members is respectful and no member will reproach another.
  • Honest, constructive criticism is to be given respectfully and without antagonism from either party.
  • Conflicting viewpoints are to be respected, and compromises will be made when possible.
  • Board members are accountable for their commitments, and are expected to complete all tasks in a timely manner, and communicate with the President if adverse circumstances occur.
  • Board members are to understand that, as a GANS board member, they are a public figure. Any action or behavior during their tenure is a direct representation of this organization.

Conflict Resolution

  • Conflicts are to be communicated with the President, GANE Consultant, and GNA Consultant. If the conflict involves one or more of these three members, resolution responsibility will be deferred to the First and Second Vice Presidents.
  • Prior to escalation to the President and Consultants, the conflicting members are to attempt a respectful, professional conversation with one another. If this attempt is unsuccessful, resolution responsibility may then be escalated.

Social Media

  • Content is to be professional in nature.
  • Members are to understand that even if accounts are set to private, this does not mean that their information is inaccessible.
  • Though deleted content is still accessible to the competent parties, inappropriate content is still to be removed prior to signing the Contract.