The Monday following the previous Big Event, the current Director will release the Director application for the coming year. Typically, applicants are from the current executive staff. The candidates indicate their willingness to be considered and sign up for a presentation time and location. Each candidate is given 45 minutes to present why they should be considered for the position. This is followed by a 15 min Q&A period. The candidates should bring a calendar for the proposed year, and be prepared to discuss it. The Director and Advisor will discuss each of the applicants, but the decision is ultimately up to the current Director.
Once chosen, the new Director will be expected to:
- Reserve rooms for, and then oversee, all meetings
- Oversee the day of The Big Event
- Communicate and collaborate with university officials
The Assistant Director
Once the new Director is chosen, he or she will release the Assistant Director/Executive Staff applications. Applicants for these positions should be current executive, committee, or staff members. The current Director, new Director, and Advisor will review each of the applications and will also interview each applicant. The current Director and Advisor will provide advice regarding each applicant and the development of the new team; however, the decision is ultimately up to the new Director to choose his or her team.
Once chosen, the new Assistant Director will be expected to:
- Serve as the "right hand man" to the Director
- Oversee the finances (budgets, reimbursements, etc.) of The Big Event
- Develop the executive team in regard to leadership skills
The Executive Team
Together, the Director and Assistant Director will release the Executive Staff applications. Applicants for these positions, as well, should be current executive, committee, or staff members. The new Director, Assistant Director, and former executives (only if necessary), and the advisor will review each of the applications and will also interview each applicant.
Ideally, a pair of Executive Staff members will lead each committee within your Big Event. Executives should have been chosen based upon past experiences, strengths, and character. This will ensure that they are equipped and prepared to lead your Big Event through another year. The respective duties of each executive partnership are listed below.
- Recruit students to apply for committee and staff assistant positions
- Recruit students volunteers to participate on the day of The Big Event
- Plan and purchase any necessary promotional items
- Encourage the growth of The Big Event on other campuses
- Work with local and national media sources regarding coverage of The Big Event
- Develop and distribute a newsletter to alumni, sponsors, etc.
- Plan for and manage all fundraising efforts
- Maintain the inventory of tools and supplies
- Distribute tools for usage on the day of The Big Event
- Plan for and manage all social events
- Order and distribute The Big Event apparel
- Design the program for the day of The Big Event
- Plan for and lead all meetings
- Maintain relationships with alumni
- Work alongside city officials regarding Job Request Form distribution and advertisement
Committee and Staff Assistants
Committee and Staff selections are structured to be as far and consistent as possible. Candidates fill out an application, consisting of essays, which is blindly scored by members of The Big Event. Applications are not accepted after the stated due date and time. The applications are scored on a scale from 1 to 8, with 8 being the highest grade. Each applicant’s essays are read by two separate members and receive scores. If the scores differ by 3 points or more, another member scores the third essay. All scores are averaged. Two cut-off lines are then determined; first, the cut-off line with those falling below not receiving an interview at all and second, the cut-off line or those falling below being considered for a vouch. Each member of the executive staff has two vouches to give. A vouch grantees that candidate an interview, but does not expunge the candidates application score.
Once the interview list is posted, candidates may sign up for an interview to be host by members of The Big Event. All candidates are asked the same questions and are scored on a scale from 1-8, with 8 being the highest mark. Weighting the application score at 35% and weighting the interview score at 65% determine the candidate’s final score. These scores as well as prior-year executive staff evaluations should support final selections. It is important to the reputation of The Big Event for the committee and staff selection process to be as democratic as possible.
Once chosen, committee members should be divided between each of the five subcommittees. The majority of committee members' fall and spring responsibilities should be delegated by their respective executive subcommittee leaders. Outside of their subcommittee responsibilities, all committee members must work designated office hours; they will also lead a group of staff assistants during the spring semester.
Once chosen, staff assistants' primary role is to collect, organize, and then submit information from local residents regarding what acts of service they (the residents) would like performed by student volunteers on the day of The Big Event. Initially, this process includes each staff assistant (pairs are suggested) visiting approximately 20 homes during the surrounding community within the two months preceding The Big Event. During this visit, the designated staff assistant pair will complete the necessary paperwork and then submit the gathered information to the appropriate file system/database.
The Leadership Transition
Specifically after the Executive Staff is selected, the previous executives must prepare transitions for the pair taking over their position. A transition is a detailed description (usually a word document) of each executive partnership's role and the duties performed within this role. Transitions should be completed in April or May, and they may include the passing down of old executive binders (which should contain agendas and forms that can be used as examples throughout the next year), the sharing of contact information, and/or guidance to any online files pertaining to each position.
Furthermore, since the Executive Team will most likely communicate through an executive Listserve, it should be set up immediately through Google Groups or the school's email system. The Advisor may be included on this Listserve. The Director may also set up a Listserve for the committee. Each executive partnership must establish their own Listserve for the respective subcommittee. The Director should be included on all subcommittee Listserves.
For immediate communication, a “Textserve” may be established for the Executive Staff, as well as for each subcommittee, but it should not be overused.