Branch action plan

12. Executive Board Annual Checklist

We have provided this check list, which is to be managed by the Executive Director and is to be used by your branch’s Executive Board, to ensure steady progress and focus of your branch during the whole academic year. Some checks will overlap, in any case, only check something off once it has been completed so you can gauge yourself fairly. Please feel free to add more items as you feel necessary, and have your committees develop their own checklists as well.

Developing an Agenda

  1. □ Ensured that all the new YALDA Executive Board members are fully conversant with the Constitution and the YALDA Branch Action Plan.
  2. □ Contacted the relevant faculty advisors, professional mentors and others to help formulate/tweak the preliminary YALDA agenda for the year/semester (if one had not been drafted).
  3. □ Developed a comprehensive and executable YALDA agenda (with a clearly stated vision or goal) for the year/semester including timelines/deadlines and important dates for submissions, proposed events, general meetings etc.
  4. □ Created our annual branch calendar from the agenda and added all important dates to our Executive Board and members’ personal electronic calendars
  5. □ Emailed a copy of the agenda to the YALDA Headquarters.
  6. □ Confirmed with the Board our weekly meeting time and venue.
  7. □ Had the Executive Board (including the Executive Director) write up their own specific goals and objectives for the year, that are in line with the descriptions of their positions as stated in the Constitution, our YALDA Agenda for the year, and our branch’s vision for YALDA.
  8. □ All the Executive Board members shared and discussed their specific goals and objectives for the year with the whole Board, and then submitted a revised copy of their specific goals and objectives for the year to the Executive Director—keeping a copy for themselves.

    Recruiting Members

  9. □ Formulated a concrete plan of action for recruiting new members and ideas for keeping them actively engaged and involved in YALDA for the year. For example, asking every member (including the board) to recruit at least 3 new members.
  10. □ Booked a location, set a time and date for the information session(s).
  11. □ Made sure the information session(s) were extensively publicized on campus, be it through social media, word of mouth, setting up an information booth on-campus, sending text messages, posters, handing out flyers, school newspaper, school TV, school radio and my sending out emails to as many lists on campus as possible.
  12. □ Held information session(s) with good attendance (20 plus people) to recruit new members.
  13. □ Met the requirement of 30 or more members by having 22 (or more) people and had them and the 8 board members fill out the branch membership forms and register online, indicating which committees they will be involved in.
    Running the Branch
  14. □ Every 4 weeks at the Executive Board meetings, as part of the agenda, had the Board review their positions and how they are working to achieve their stated goals and objectives, inline with their position descriptions.
  15. □ Established the 4 compulsory YALDA General Committees chaired by members of the Executive Board, and set a deadline for them to develop their own agenda and budget, as well as setting time and venue for their weekly meetings.
  16. □ Had all the General Committees submit their own respective agendas for the year/semester including their proposed budgets at the specified deadline.
  17. □ Revised/Developed the YALDA branch budget taking into consideration all the committees’ needs, as well as the branch’s general needs.
  18. Organized YALDA Events and Activities every semester which addressed all the four major YALDA Target Areas.
    Semester 1:
    1. □ Increasing knowledge on Africa and African Development
    2. □ Averting the Brain Drain/Facilitating the Brain Gain (through showcasing Volunteer, Internship and Career Opportunities)
    3. □ Gaining Critical Leadership Skills
    4. □ Building a Strong and Committed YALDA Community
    Semester 2:
    1. □ Increasing knowledge on Africa and African Development
    2. □ Averting the Brain Drain/Facilitating the Brain Gain (through showcasing Volunteer, Internship and Career Opportunities)
    3. □ Gaining Critical Leadership Skills
    4. □ Building a Strong and Committed YALDA Community
  19. □ Maintained impeccable communication with the YALDA Headquarters, our YALDA LINCs and other branches and participated in YALDA International Activities as required.
  20. □ Ensured that at the end of every semester, Board and Committee evaluation forms were distributed to the members, filled out, returned and effort made to incorporate practical suggestions in to the running of the branch.
  21. □ 6 weeks before the end of this academic year selected/voted for a new board for the next academic year and none will be in their final year next academic year.
  22. □ Shared experiences and mentored the new board, helping them formulate their preliminary agenda before the end of this year; also ensuring they were fully conversant with the Branch Action Plan and YALDA Constitution.
    Submissions
  23. □ Ensured that all required submissions were submitted by the specified deadlines to the YALDA Headquarters.
  24. □ Submitted the required Branch Quarterly Report on the 22nd of December.
  25. □ Submitted the required Branch Quarterly Report on the 22nd of March.
  26. □ Submitted the required Branch Quarterly Report on the 22nd of June.
  27. □ Submitted the required Branch Quarterly Report on the 22nd of September.
  28. □ Submitted a copy of this checklist to the YALDA Headquarters for their records at the end of our annual branch academic session.