Graduate Class Responsibilities

Officer Selection

IIt is the responsibility of each year’s class to elect officers for the upcoming year. This process takes place just prior to graduation at the October day session. Each officer should be nominated and selected by her/his peers based on her/his leadership exhibited throughout the class year. For each class there is at least one Chair and one Secretary. Some classes have Co-Chairs and Co-Secretaries – a decision that each individual class makes. Nominations for the upcoming year class offices should be submitted in writing to either the current year Chairperson(s) or Secretaries. Candidates will then be presented to the class for consideration. A formal written vote will follow allowing everyone an opportunity to select their candidate of choice. At least one Board member should be present during these proceedings. [Sample ballot under ‘Forms’ in handbook.] New class officers will be formerly introduced at the graduation ceremony.

At least one officer and/or other appointed representative of the LNC class must be present at the regular monthly Board meeting to report on the previous day’s activities. These representatives will be excused as determined by the Board of Directors at the end of their presentation.

• Oversee the LNC program for the entire year.

• Be available to meet with the Board as needed.

• Oversee the day programs to assure that the Day-Chairs develop insightful, productive day sessions.

• Keep class members updated on any attendance issues.
  

The duties of the Secretary are to:

• Keep accurate records of attendance at all events associated with LNC program. Attendance sheets will be turned in at the LNC Board meeting.

• Be responsible for all correspondence from the program leaders and Day Chairs to the class members and Board members.

• Work with the Board when needed to obtain information about the current year’s program.
  

Committees

All major work conducted by the graduate class is undertaken through committees and the Day Chairs. Newly elected officers develop all committees and select Day Chairs. Each graduate class member is required to participate in this process and to serve as a Day Chair or Co-Chair for at least one day session. It is suggested that committees be kept to a manageable size: 3-6 depending on the function. Based on the number of members in the graduate class, a day session may have 2 or 3 Co-Chairs. The committees are as follows:

Selection Committee

This committee is charged with reviewing applications and choosing candidates for the next class.

• The first order of business is to be aware of the deadline for applications. The deadline is pre-determined by the Board; and the Board Secretary has the responsibility of updating and circulating the application. Approximately two weeks prior to the deadline date an announcement should be printed in the Kentucky Standard and announced on PLG-13.

• One week before the application deadline, review all applications. Contact any applicant who did not complete the application, such as omitting pertinent information and/or the submission of reference letters. Each applicant is ultimately responsible for the submission process; however, the applicant may not be aware that a reference has not yet responded, or they may have just simply missed something on the application. The intent is not to miss a good candidate over a simple mistake. Give each applicant the opportunity to have everything in order by the deadline.

• Immediately after the deadline, the Selection Committee will meet to review the applications and make selections. Application reviews may begin a week or two early to help expedite the selection process.

• Limit the number of class members to 20 or less. Experience shows that having more than this brings about logistical problems and/or prevents the Class as a group from bonding.

• Send written notification on LNC letterhead to all individuals accepted into the Program. This correspondence should include all information regarding the welcoming orientation, including that attendance is required for the new class members.

• Send written notification on LNC letterhead to all individuals who were not accepted into the program.

• Be prompt and courteous with any and all correspondence.

• Nametags for all candidates will be ordered and distributed at the welcoming orientation. LNC shirts will be ordered separately and delivered prior to retreat. Both nametags and shirts are required to be worn to each Leadership event.
  

Welcoming Orientation Committee (WOC)

The planning and implementation of the orientation for each new class is critical. This may be the new class members’ first view of LNC. Therefore, the welcoming orientation should be conducted in such a way as to present LNC as a professional organization.

• The first order of business after the committee is formed in November is to determine where the welcoming orientation is to be held. Food and refreshments are served, so the location must accommodate this.

• Invite all alumni to the welcoming orientation with an announcement in the Kentucky Standard and on PLG-13. It is customary to invite the Chairman of the Board to address the new class. The committee may also choose to have a community leader as an additional guest speaker. Alumni showcase boards, fund raising lists, and community project posters may be obtained from the Board of Directors for display.

• The main portion of the welcoming orientation will be to explain the process of LNC to the new class members in a clear and concise way; for example: 1) what is expected of them as a LNC Class member, 2) the process of day sessions, and 3) when the overnight retreat will be held. Each new class member will receive at this time a list of all class members, a copy of this handbook, phone numbers of officers and any other relevant information.

• If you have pictures from your class, display them in a conspicuous place. Videos from past years are also available for display.

• Notify the Kentucky Standard to take a picture for the new class for publication.

Retreat Committee

The main purpose of the retreat is to break down the barriers between individuals who have just met so that they can begin the bonding and networking process that is so integral to the LNC experience. Keep this purpose in mind while planning the program. The board will contribute $220 towards the expenses of the committee members who conduct the retreat.

• The overnight retreat date is set when the applications are published. The location should be chosen and confirmed as soon as the Retreat Committee is formed.

• At the welcoming orientation distribute a flyer regarding the retreat, noting the days and times and a reminder that attendance is required. This is clearly spelled out in the application, but it is a good idea to emphasize the point at this time. Once the entire program is finalized, mail a complete agenda to each new class member, including a map (if needed).

• Contact motivational speakers and people who have expertise in a particular area, such as team building or group dynamics, to facilitate portions of the program.

• Plan games to break down barriers and enable people to get to know each other. Include after-hours activities to continue this process.

• Spend some time discussing the rest of the year, how each day goes, attendance requirements, etc.

• Plan the retreat program fairly tightly to keep everyone engaged and active.

• Plan meals and refreshments, giving everyone several breaks throughout both days.

• Use the Board as a resource for ideas and support as needed.
  

Graduation Committee

Graduation is held on the second Wednesday of November. Attendance is required. Plans for the graduation location should be discussed and confirmed about two months prior to the event. The location chosen will depend on the size of the graduation class and on the number of other visitors – typically this includes all graduating class members and a guest, the previous year’s graduate class, Board members, and other alumni who may wish to attend.

Guest speakers, Board members, graduation class members and their guests as well as graduation Chairs’ meals are included in the budget. All other attendees will reimburse LNC for their meals. The option of offering a cash bar is a decision made by the Graduation Committee.

Awards are selected and purchased by the committee.

As part of the graduation ceremony the Board announces the annual LNC Alumni-of-the-Year award. This is best done at the beginning of the evening’s activities to enable the new graduates to have the spotlight for the duration of the evening.

Refreshment Committee

This committee is responsible for setting up the coffee, juice, pastries, etc., for the beginning of each day session, and supplies for an afternoon snack/soft drinks if it is listed on the schedule. The committee assumes responsibility for the coffee pot, cooler and all other necessary supplies for the entire year, and stores all supplies/overstock which will be used for future day sessions. Ask employers of the graduate class to sponsor certain day sessions.

Day Programs

These are the heart of the LNC program. When the officers and the entire class first meet in November to establish committees and pick day chairs, you will decide on topics for the seven (7) day programs (Note: The month of June is an all-day leadership skills program provided by the Board). Within the broad context of the purpose of the LNC program, each class has latitude to mix and match topics, bring in new topics, visit different places and bring in new speakers. Each class is encouraged to review programs from years past to see what other classes did. Over the past years there have been a wide range of topics and programs; these archives are great for ideas or as a starting point for brainstorming. This is an excellent opportunity for each committee to make the program unique. Look for opportunities to visit and experience the entire county in new and fresh ways. The particulars of each day program are as follows:

• Each day begins at 8:00 a.m. to 5:00 p.m.

• Fill the entire day with activities, moving often from place to place or to just get up and stretch. Remember that the purpose of the day is not just to expose the class to different topics, but also to give them a chance to learn and explore new avenues.

• Plan for lunch and use it as an opportunity to let the class discuss officer selections, community projects and other pertinent topics.

• Send all day program agendas to the Class Secretary, who will be responsible for mailing the agenda to all class members and Board members approximately one week prior to the day session. Include the dress code for the day and remind all participants to wear their nametags and shirts. In addition, this is a professional program, remind the class members the use of cell phones and electronic devices is restricted to breaks and lunch only.

• The Day Chair will keep track of attendance, at 8:00 a.m., right after lunch and at 5:00 p.m. by marking the sheet with those late or not present. The attendance sheet will be given to the class officer attending the following days Board meeting. The Board’s Secretary will keep track of attendance to assure that no one missed more than the allowed one and one-half (1½) days.

• Each class member will be given an evaluation sheet at the conclusion of each day session. Remind them that their comments will help them when it becomes their turn to plan the day sessions for the following year. Evaluations shall be presented to the Board by a class officer.

• To keep communication lines open, have some time (usually first thing in the morning) to discuss any concerns the class members may have about the LNC program in general. Use it as an opportunity to “clear the air” if needed. A Board member or a class officer will normally lead this discussion.

• All day sessions are open to alumni and Board members. If an alumnus chooses to attend, he/she should call a class officer to reserve a space. Make provisions for his/her attendance and note that any cost incurred for the day (lunch, admission, etc.) will be the responsibility of the alumnus.
  

Board Liaison

It is important for the graduate class and the Board to maintain a close relationship. This enables the Board to support and guide the entire process and obtain feedback from the class regarding the process. To accomplish this function, one of the class officers will attend each Board meeting. Use this opportunity to let the Board know how the day went; turn in the attendance sheet and give the status of the entire program.

An open line of communication exists at all times between the Board and the graduate class. Therefore, any important information need not wait for the monthly meeting to be discussed. Contact any board member as the need arises.

Forms/Brochures

The Board is responsible for developing and publishing brochures, applications, the LNC handbook and all other LNC literature. However, it is the responsibility of the graduate class to give feedback to the Board and to offer suggestions for improvement. All comments are welcome.

Publicity

The Board has the responsibility to promote LNC throughout the year by speaking before civic groups, and submitting articles to local media and publications. The graduate class has the responsibility to promote and obtain publicity for the current year class activities. This involves notifying the Kentucky Standard for a picture and article announcing and inviting Alumni to attend the welcoming orientation, submitting pictures from all day sessions, the retreat, and graduation. Once the community project is underway notify PLG-13 and the Kentucky Standard to cover the activity. Use every opportunity to promote LNC to the management and employees of the county’s businesses and organizations.

Recruitment

As an alumnus, each graduate should use every opportunity to actively recruit candidates for the next year’s class, recruiting throughout the year and encouraging prospective candidates to submit their applications for the next LNC class.

Community Project

Since 1998, each class has been involved with a hands-on community project. This simply creates an opportunity to demonstrate LNC by giving something tangible back to the community. It is the responsibility of the graduate class to guide the current class in choosing and carrying out such a project. The criteria required by the Board for this project are as follow:

• All class members must participate.

• The activity must be a hands-on project, such as making repairs, constructing a project, or other creative ways of making a change in the community through the classes’ own efforts. (Note: lobbying the legislature to improve traffic flow in 245 would not fit the criteria).

• The project cannot be a money-raising project. The Board donates $100 toward incidental expenses that may be associated with the project.

• The community project idea must be submitted to the Board for approval. See previous class projects listed in the back of this handbook as examples.
  

The earlier in the year the new class chooses a community project, the more time there is to accomplish it. Therefore, it is an important topic to discuss at the retreat.

Rules Enforcement

For the LNC program to be a professional organization from which candidates are proud to graduate, it is necessary to establish and enforce certain rules regarding behavior, attendance and other issues. Failure to do so would result in the program becoming simply a series of monthly meetings after which time the people who signed up at the beginning of the year receive a diploma. Therefore, it is the responsibility of the graduate class, in the course of conducting the yearly program, to enforce all rules established by the LNC Board of Directors. (Note: Refer to General Board Responsibilities, in the Rules section).

Budgeting

The LNC Board of Directors determines the budget for each new LNC class and its programs. It is the responsibility of the graduate class to stay within the budget. The class Chairperson has ultimate responsibility for overseeing the budget.