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Instructor Support Team

The Instructor Support Team (IST) plays a vital role in the facilitation of every ILR semester. IST members ensure that all formats of classes, whether they be in-person, online, or hybrid, are supported. IST members assist instructors and ºÚÁÏÉçÇøs with any technical issues.  

The Instructor Support Team’s duties include:

• Attend training and meetings to stay updated on technology used by ILR
• Meet with instructors, in person and online, to prepare for upcoming classes
• Host ILR courses where additional support is needed
• Prepare the teaching station for in-person classes
• Assist ILR instructors with PowerPoint, such as making necessary revisions to presentations and advancing slides if requested
• Adjust classroom lighting, seating arrangements, and audio/microphones
• Open and moderate online and hybrid classes via WebEx
• Monitor comments from online ºÚÁÏÉçÇøs
• Assist online ºÚÁÏÉçÇøs when technical issues arise
• Introduce instructors to the class on the first day

Instructor Support Team Meetings

• Pre-Semester: Meet in classrooms used for hybrid with Miami IT before the start of the semester
• Post-Semester: Debrief and discuss challenges and solutions

Instructor Support Team Expectations

• Actively engage in ILR
• Attend Instructor Support Team meetings
• Host at least three ILR courses in a given semester
• Correspond with team members and instructors via email and Google Drive
• Meet with assigned instructors to prepare for class
• Attend all sessions of assigned classes

ILR Instructor Support Team Chair

Instructor Support Team Meetings

• Presides over Instructor Support Team meetings
• Leads the discussion on developments that impact the Instructor Support Team’s goals
• Takes notes
• Delegates tasks to team members as needed
• Sends a summary of each meeting to team members via email

Typical Calendar

• Sets the date for IST meetings, usually 6 weeks ahead of time

One week Prior to meeting:

• Prepares the agenda
• Notifies team members of upcoming meeting via email

Members

• Executive Committee (4 members):
  • Chair
  • Vice Chair
  • Secretary
  • Treasurer
• At-Large (8 members)
• Ex-Officio (3 members)

Executive Committee Member Terms

• One year
• No limit on term renewal

Board Member Terms

• Three years
• May be renewed once for a second term
• Two term maximum

Board Meetings

• The 3rd Tuesday of the months of February, May, August, and November OR December from 2:00-3:30 PM, varies based on holiday schedules
• Meetings are typically held via Webex
• Meetings may be canceled as warranted by lack of a quorum
• Special meetings may be called if circumstances so dictate

Board Expectations

• Actively engage in ILR
• Attend board meetings
• Serve on at least one standing committee: Curriculum, Special Events, Publicity, Instructor Support Team
• May be asked to volunteer for ad hoc committees, e.g., Nominating Committee or Finance, as necessary

ILR Chair of the Board of Directors

Executive Board Meetings

• Presides over Board meetings
• Delegates tasks as needed
• Per ILR By-Laws, Roberts Rules of Order apply
• The Program Manager may schedule a meeting room or virtual meeting

Typical Calendar

One week Prior to meeting:

• Email draft agenda to Board and Program Manager
• Ensure Minutes of previous meeting are sent to Board and Program Manager
• Solicit input from Board re. Agenda Items

One day Prior to meeting:

• Email revised agenda to Board and Program Manager

Fall Kickoff Party

Serve as emcee.; coordinate with Program Manager re. announcements, agenda, guest introductions, etc.

ILR Annual Meeting and Ice Cream Social

• Serve as emcee.; coordinate with Program Manager re. announcements, agenda, guest introductions, etc.
• The Nominations Committee reports on new Board Member nominations.
• The Program Manager reports on statistics re. registrations, events, etc.

Additional Duties

• Write the Message from the Chair for the Annual Report
• Serve as ex-officio member of the board for one year after the completion of his/her term
• Co-sign acknowledgements prepared by Program Manager to donors

ILR Vice Chair of the Board of Directors

Executive Board Meetings

• Attends Executive Board meetings
• Presides as chair in the event the Chair cannot be present

Additional Duties

Performs other related tasks as requested by the Board Chair

ILR Board Secretary

Board Meetings              

• In the absence of both the Chair and Vice Chair, the Secretary presides at the meeting of the Board of Directors
• Records minutes of the Board of Directors meetings
• Sends minutes to the ILR Program Manager and the Chair for review and possible revisions
• Distributes final version to the Board via e-mail one week prior to the meeting

Additional Duties

• Sends congratulatory notes or notes of sympathy to members as suggested/requested by the Program Manager
• Performs other related tasks as requested by the Board Chair

ILR Treasurer

Board Meetings

The Treasurer, in cooperation with the ºÚÁÏÉçÇø ILR Office, shall maintain a record of the organization’s funds and report regularly to the Board of Directors on disposition of those funds.

Funds

The ILR Office shall administer ILR funds and shall provide information of disposition of those funds to the Treasurer of ILR.

Finance Committee

Preside as Chair of the Finance Committee and oversee the following duties of the committee:

• Identify other sources of income, such as sponsors, patrons, and donors
• Seek contributions from banks and other organizations
• Seek semester and catalog sponsors

The ILR Curriculum

• Two five-week semesters, one held in the fall, and one in the spring
• The fall semester typically encompasses the month of October
• The spring semester typically encompasses the month of April

Members

• Chair
• Vice Chair
• Site Coordinators (Hamilton, Monroe, and West Chester)
• Discipline subcommittees (humanities/history, humanities/literature, STEM, arts and society, health and fitness, and general)

Curriculum Committee Meetings

• Two meetings a year; one in mid-February to plan the fall semester, and one in mid-August to plan the spring semester, held from 9:30 – 11:00 am at the Knolls of Oxford, Boardroom
• Planning and development activities for the spring semester begin in August and end when the course catalog goes to the printer around February 1
• Planning and development activities for the fall semester begin in February and end when the course catalog goes to the printer around August 1
• Site Coordinators for Monroe and West Chester meet together with their sub-committee, separate from the full committee

Planning and Development of the Educational Offerings

• Course evaluations and member suggestions from previous sessions’ surveys are reviewed
• Past curricula are checked so that popular courses can be repeated
• Potential future instructors are identified
• Potential courses and their possible instructors are assigned to specific committee members who are then tasked with contacting the instructors to confirm commitments and move the course toward its proposal
• Course proposal forms are completed online and collected by the ILR Office
• The curriculum must be balanced to reflect the variety of interests of the membership, as well as subjects offered in a given format or location
• A folder of committee resources is maintained by the ILR Office and resides in Google Drive. Access is granted to all committee members, with editing privileges extended to the Chair and Vice Chair

ILR Curriculum Committee Expectations

• Actively engage in ILR
• Attend Curriculum Committee meetings
• Serve on at least one subcommittee of his or her choice

ILR Curriculum Committee Chair

Curriculum Committee Meetings

• Presides over Curriculum Committee meetings
• Walks Committee through the semester planning grid
• Delegates tasks to Committee members as needed

Typical Calendar

One month prior to meeting:

• Reserves the meeting room, usually the Boardroom at The Knolls of Oxford
• Prepares the agenda
• Contacts each of the Curriculum Committee’s subcommittees to meet in person or online to propose potential courses and instructors for the ILR term

Preparing The Course Catalog

• Along with the Vice Chair and ILR Program Manager, reviews course proposal forms
• Sends notices to potential instructors whose course proposals are declined
• Reads and proofs the first draft of the course catalog, providing feedback
• Along with the Vice Chair, ensures that the semester includes the usual academic disciplines, opportunities for exercise and physical activities, and courses on the mastery of a craft

Additional Duties

• Offers a class or coordinates one at least once each calendar year
• Meets with volunteers who lack classroom teaching experience
• Sends letters of invitation to ILR members who volunteer to serve on the Curriculum Committee
• Meets with incoming members in person
• Informs potential instructors when, in the opinion of the Program Manager and Chair, a course or courses must be rejected.
• Appoints members to serve on sub-groups by course discipline and site location

ILR Curriculum Committee Vice Chair

Curriculum Committee Meetings

• Attends Curriculum Committee meetings
• Presides as chair in the event the Chair cannot be present

Preparing The Course Catalog

• Reviews course proposals
• Reads and proofs the first draft of the catalog, providing feedback to the Program Manager and Chair
• Along with the Chair, ensures that the semester includes the usual academic disciplines, opportunities for exercise and physical activities, and courses on the mastery of a craft

Additional Duties

• Offers a class or coordinates one at least once each calendar year
• Provides input on issues or concerns that arise regarding courses or instructors
• Responds to questions from instructors

The Special Events Committee’s goal is to provide self-funded, safe, interesting, fun and economical days of learning via self-drive or bus to interesting locations that offer docent led tours of their venue, as well as social events that strengthen comradery between ILR members.

The Special Event Committee’s scope of planning includes:

• Bus trips
• Frolicking Not-So-Far-Afield (FNSFA): Up to five local self-drive events per semester
• A minimum of one social event per semester (Kickoff Party, March Gladness Luncheon, Annual Meeting and Ice Cream Social)
• One crafting event per semester
• Liaison with OLLI (Road Scholar trips coordinated with OLLI at UC)

Committee Members

• Chair
• FNSFA Coordinators
• OLLI Liaison
• At-Large Members

Special Events Committee Meetings

Pre-Semester

• Meet in February or March to plan upcoming events for the fall semester
• Meet in August or September to plan upcoming events for the spring semester

Post-Semester

• Meet in May and November to review completed events and finalize plans for the next semester

Planning and Development for Special Events

• Gather ideas for possible tours, FNSFA, and crafting event
• Research possible tour venues online, by phone, or via personal visit
• Research, complete and submit the online proposal forms to the Program Manager

ILR Special Events Committee Expectations

• Actively engage in ILR
• Attend Special Events Committee meetings
• Provide support during Special Events as directed by the Special Events Chair and Program Manager

ILR Special Events Committee Chair

Special Events Meetings

• Preside over Special Events Committee meetings
• Review end-of-semester survey results for feedback on Special Events
• Lead the discussion on plans for any bus trips, crafting events, FNSFA tours, and social events
• Take notes
• Delegate tasks to Committee members as needed
• Send a summary of each meeting to Committee members via email

Typical Calendar

One week Prior to meeting:

• Reserve the meeting room, typically at Oxford Lane Library, Havighurst Room
• Prepare the agenda
• Notify committee members of upcoming meeting via email

Social Events

May emcee the Fall Kickoff Party, March Gladness Luncheon, Annual Meeting and Ice Cream Social

Additional Duties

• Help select and finalize tour plans with the ILR Program Manager
• Plan a date for the Kickoff Party, March Gladness Luncheon, and the End-of-Semester Annual Meeting and Ice Cream Social, reserve the venue, contact and reserve the caterer, entertainment, etc.

The goal of the ILR Publicity Committee is to effectively provide the public with information regarding ILR throughout the year, specifically communication regarding ILR registration, programming, and Special Events to area media including newspapers, community magazines, and social media.

The ILR Publicity Committee’s duties include:

• Working in conjunction with the ILR staff to collect and store photos
• Speaking at community events about ILR
• Distributing ILR materials to ºÚÁÏÉçÇø Alumni Weekend ºÚÁÏÉçÇø Center, and community locations for senior living activities, such as churches and libraries
• Updating ILR Facebook page
• Maintaining a list of community contacts who can spread information about ILR

ILR Publicity Committee Chair

The ILR Publicity Committee Chair presides over the committee.