DEI Summit SOP

Updated October, 2024

The Diversity, Equity & Inclusion (DEI) Summit is a half-day virtual program designed to engage employers and career services professionals in a meaningful discussion and tactical takeaways about what it means to ensure that job search and recruiting processes are inclusive and equitable. In an effort to maximize resources and provide consistency and clarity throughout the process, the summit is co-managed by the volunteer Summit Chair/Co-Chairs and the Executive Director. Specific duties are described in more detail below and through the navigation links on the left side of the page.

Committee Roles

• Oversees and is a member of the committee.
• Helps select committee leadership and committee members.
• Is included in all leadership and committee communications.
• Is consulted about anything the committee will be bringing to the board.
• Schedules committee meetings.
• Shares member feedback and ongoing observations with the committee to help guide programming.
• Approves program topics and speakers to ensure sessions are not repetitive with other CSEA programming and are aligned with organizational needs. Along with the Board Liaison/event chair, assists with evaluating sessions that involve vendors as presenters as needed, ensuring the organization's Vendor Policies are followed.
• Approves summit date and time, ensuring staff availability and avoiding conflicts with other organization events.
• Distributes event-related communications to members and non-member CSEA email lists and social media platforms.
• Serves as technical host for the event. Manages technical logistics, including logging in early to set up presenters, muting participants if needed, managing breakout rooms, and managing the recording.
• Serves as liaison among all CSEA committees, assisting with opportunities for cross-committee communication and collaboration when needed.
• Hosts a post-event debrief to evaluate programming and make suggestions for the following year.

• Serves as an additional resource to ensure the board and committee are working closely together.
• Communicates the board's strategic goals to the committee on a regular basis, and ensures they are accomplished.
• Is a member of the committee and is included on committee communication and leadership calls.
• Provides regular committee reports to the Board of Directors, and communicates feedback from board meetings to the committee as appropriate.
• Along with the Executive Director, assists with evaluating sessions that involve vendors as presenters as needed, ensuring the organization's Vendor Policies are followed.

• Hosts regular meetings with committee members to update progress and make decisions. Note: the Executive Director sets up meeting calendar invites and provides access to the CSEA technology for the meetings.
• Keeps the Executive Director and Board Liaison up to date on committee progress in between meetings.
• Sets and distributes an agenda for committee meetings, with input from the Executive Director.
• Ensures that minutes are taken at the meetings and distributed in a timely manner after the meeting has concluded (Note: the co-chairs are encouraged to delegate this responsibility to one or more committee members).
• Assists with follow-up with committee members as needed to ensure tasks are accomplished.
• May take on individual committee tasks if desired/feasible, such as speaker management. 

• Attend committee meetings on a regular basis and respond to emails in between meetings. 
• Assist with committee work through Programs, Marketing, or both (see specific tasks on the navigation links on the left side of the page).

• Sets up event registration within the CSEA web site. Answers questions from the members. Audits registration list when needed to ensure registrants are signing up for the correct registration type, etc.
• Sets up event logistics within the virtual platform.
• Assists the Executive Director with marketing as needed.
• Sends a reminder email with login details to event registrants the morning of, and just before the event, depending on the platform used. 
• Serves as a back-up for the Executive Director to manage the technology during the event as needed.