AITP - Organizational Structure

AITP is governed by elected Officers (President, Executive Vice President/President Elect, Secretary/Treasurer, and Immediate Past President) and a Board of Directors.  In addition there is an Executive Director and Professional Staff to support and further AITP's mission and to carry out day-to-day operations.

AITP is governed by elected Officers (President, Executive Vice President/President Elect, Secretary/Treasurer, and Immediate Past President) and a Board of Directors.  In addition there is an Executive Director and Professional Staff to support and further AITP's mission and to carry out day-to-day operations.

The Association is divided into geographic Regions. Region governing boards are comprised of liaisons from each of the Chapters within the Region and an elected set of officers.  Regions are combined to form Districts.  Two members of the Association Board of Directors are elected from each of the four Districts (Eastern, Southern, Central, and Western).

Most members belong to Chapters, which provide unique opportunities for informal but direct contact with other IT Professionals.  Chapters are governed by elected officers and directors.  Some members are not affiliated with a chapter and are members-at-large, enjoying the benefits of AITP through the web and at conferences and other educational offerings.

To further the mission of AITP, there are a number of association committees and task forces.  They offer members not only the opportunity to build new benefits and services for the IT industry but also the unique opportunity to enhance their leadership skills and network with IT Professionals across the association.  The committees and task forces are divided into Service Areas of:

• Association Effectiveness
• IT Community Leadership
• Member Benefit Support
• Communications
• Chapter, Region & SIG Support
• Student Support
• Membership

The attached structure shows the various Committees and Task Forces in each of the Service Areas.  The responsibilities of each officer position and the charge of each Committee and Task Force are noted below.  The list of Officer and Directors can be found at the Board of Directors page.  Committee and Task Force chairs can be found at the Committee Roster page. 

President

The President is the principal executive officer of the association and shall in general supervise and control the affairs of the association. The President shall preside at all meetings of the Executive Committee, the Board of Directors, and the annual meeting of the members and shall be the Chairman of the Board. The President shall in general perform all duties incident to the office of the President and such other duties as may be prescribed by the Board of Directors from time to time. The President shall be the principal administrative officer of the association. The President shall make recommendations to the Board of Directors on policies and programs. The President shall plan, organize, direct, coordinate, and oversee programs and activities of the association and to carry out the policies and programs approved by the Board of Directors. The President shall keep the Board of Directors and Executive Committee fully informed as to the activities of the association. The President may sign any deeds, mortgages, contracts, or other instruments which the Board of Directors has authorized to be executed, except in cases where this is expressly delegated by the Board of Directors, the association bylaws or statute to some other Officer or agent of the association.

Immediate Past President

It is the responsibility of the Immediate Past President to provide guidance on procedures and protocols learned during their year as President. This valuable experience should be passed on as requested to the current President, Executive Committee and Association Board of Directors. In addition, the Past President will be asked by the current President to perform other duties from time to time.

Executive Vice President/President Elect

The Executive Vice President/President Elect is responsible for the coordination of all activities of all Service Areas except for those specifically assigned to other association officers. The Executive Vice President/President Elect should maintain regular contact with Service Area chairs and headquarters staff to assure that activities are progressing and that there is no duplication of effort and that reporting deadlines are communicated and adhered to. In addition, the Executive Vice President/President Elect will be the liaison to the Education Foundation Board of Regents and to the EDSIG Board of Directors. In the absence of the President or in the event of his or her inability to carry out his or her duties the Executive Vice President/President Elect shall perform the duties of the President.

Secretary/Treasurer

The Secretary/Treasurer is responsible for the financial health of the association. In this regard he or she manages the activities of the Finance Committee. In addition, the Secretary/Treasurer is responsible for the timely (within two weeks of the meeting) preparation of Executive Committee and Association Board of Director meeting minutes and Action Items.

Objectives include:

1. Ensure that meeting minutes are available for review within 10 business days of Executive Committee and Board of Directors meetings.
2. Maintain an up-to-date Action Items list for Headquarters staff, the Executive Committee and the Association Board of Directors.
3. Ensure the appropriateness and accuracy of income and expenses.
4. Ensure that Service Area and Committee chairs have the opportunity to review income and expenses of their respective areas.
5. Enhance the accounting structure to improve understanding and accountability of income and expenses.
6. Recommend changes to association goals, initiatives and practices to ensure association financial health.

Executive Director and Professional Staff

It is the responsibility of the AITP Professional staff to support the achievement of the Association's Vision. The management philosophy is simple: run the Association with the same focus, efficiency and bottom-line accountability expected as if it were a for-profit business. The AITP Executive Director's responsibilities are comprehensive (i.e. implementing membership development and value programs to build organizational mass and momentum; managing communications with members and key constituent groups; negotiating and supervising contracts; maintaining up-to-date bylaws and other required records and legal documents; serving as an information clearinghouse to field inquiries and provide information to interested parties, and to generally manage staff to carry out the day-to-day operations of the association).

In addition the AITP Professional staff performs all daily financial, administrative, and membership activities necessary to keep the Association running smoothly. This includes: processing applications and dues payments and maintaining bank accounts; managing accounts receivables and payables and producing financial reports; working with appropriate financial professionals to prepare and submit federal and state tax forms and other filings; responding to inquiries from the public and potential members; developing, assembling and distributing information packets; establishing e-commerce systems; distributing membership materials on request and following up with prospects; developing and updating membership materials as needed; distributing and following up on membership renewal notices; maintaining and updating membership and inquiry databases; generating membership and inquiry reports.

Area Heads

The Area Heads serve as a contact person between the committees and the Association Board.

Responsibilities

• Oversee the committees serving under them.
• Help get the committee work started.
• Provide reports to the Board for the Board Meetings.
• Provide reports for the Annual Report.
• Ensure that the committees understand their charge as well as the tasks, priorities, from the annual Plan of Work.
• Monitor committee progress to ensure the committees stay within scope.
• Help the committees prioritize tasks.
• Bring to the Board of Directors, issues that need Board direction.
• Help recruit qualified members of the committees.
• Have regular contact with the committee chairs and sit in on as many committee meetings as practical.

Committee and Task Force Descriptions

Association Bylaws Article XII – Committees

Section 1 - Establishment of Committees

The Board of Directors may establish such additional committees considered necessary to accomplish the Association objectives. Standing committees and regular committees are as follows:

Nominating Committee for Officer elections

Nominating Committees for district elections of Association Directors

Standards of Conduct and Ethics

Association Bylaws and Standing Rules

Association Awards

Association Planning

Section 2 - Other Association Committees

Other Committees may be designated by Board of Directors resolution as required. All Committees shall annually receive a written charge from the President of the association, and make at least annual reports to the Board of Directors on progress in carrying out that charge. The President shall appoint a chair for each Committee and, in consultation with that chair appoint other Committee members as needed.

Term of Office for Association Committees

Each member of a Committee shall serve until the next annual meeting of the Board of Directors of the association or until a successor is appointed, unless the Committee shall be sooner terminated, or unless such member shall cease to qualify as a member. Any Committee member may be removed by majority vote of the full Board of Directors whenever in its judgment the best interests of the association shall be served by such removal. There shall be no limit on the number of Committee terms.

Vacancies for Association Committees.

Vacancies on any Committee may be filled by appointments made in the same manner as the original appointments.

Rules for Association Committees.

Each Committee may adopt rules for its own governance not inconsistent with these bylaws or with rules adopted by the Board of Directors.

Committees and Task Forces are organized into Service Areas.  The charge of each Committee and Task Force is noted below. Committee and Task Force chairs can be found at the Committee Roster page

Association Effectiveness Service Area

Association Planning Committee

This committee will update the Association's long-term vision document (currently projected through 2009) to reflect the Board's vision for the Association through December 2010. Furthermore, this committee will update the "Plan of Work" document to include prioritized tactical targets spanning 2007-2008.

Bylaws and Standing Rules and Manuals Committee

This bylaws-chartered committee is responsible for maintaining the currency and relevance of Association bylaws and other standard policy & procedure documents.  The committee is also charged with reviewing and updating the manuals and forms on the AITP web portal.

Executive Committee

The Executive Committee (EC) is comprised of the President, Executive Vice-President/President Elect, Secretary/Treasurer, Immediate Past President, and the Executive Director.  The EC is responsible for providing oversight to the Executive Director, headquarters staff, and all committees & task forces during the time between meetings of the Association Board of Directors (ABoD)

Finance Committee

This committee is responsible for the preparation and review of the Association's budget and any budget revisions that are necessary throughout the year. This committee reviews the Association's investment portfolio and practices and recommends changes to the Board of Directors as appropriate.

Nominating Committee

This group is responsible for recruiting capable and effective leaders to join the Association Board of Directors (ABoD) as either Directors or Officers.  The Nominating Committee validates all candidates and rejects those that do not meet the requirements.  The Association Nominating Committee consists of the Chair, appointed by the incoming President and the Chairs of the four District Nominating Committees.  Each District forms a District Nominating Committee consisting of two representatives from each Region in that District.  The Chair rotates each year by Region.  Details are in the AITP Nominating Committee Chair Handbook: http://www.aitp.org/organization/profile/manuals/pdf/nomchair.pdf.

Standards of Conduct and Ethics Committee

This bylaws-chartered committee is responsible for maintaining the currency and relevance of the AITP Code of Ethics and Standards of Good Conduct.  Also, in the event of allegations of ethical misconduct, this committee will support the Board of Directors in the conduct of any necessary investigative or disciplinary proceedings.

Teller Committee

This bylaws-charter committee is charged with tallying election results in a manner that is in accordance with the Teller Committee section of the AITP Nominating Committee Chair Handbook and all applicable Association bylaws, policies, and procedures.

Community Leadership Service Area

ICCP Liaison Committee

The ICCP Liaison works with the Institute for the Certification of Computing Professionals (ICCP) leadership to continue progress on certification programs and to enhance AITP's involvement in testing and certification of Information Technology Professionals.

Credentialing and Certification Task Force

This task force will review the state of professional IT certifications and provide recommendations for how AITP should support the certification / credentialing of IT professionals.

IT Research Community Outreach Committee

During 2006, this committee will seek to involve leading information technology researchers in the production of white papers and articles designed to advance the state of the art in IT practices. The committee will examine the feasibility of establishing a new electronic journal "Advances in IT Practices" that will feature articles written in partnership between IT practitioners and scholars.

Legislative Affairs Committee

This committee is responsible for tracking, on a state and national level, emerging legislative issues that impact information technology professionals. When appropriate, the committee will recommend certain resolutions or position statements to the Association Board of Directors for consideration and adoption.

Research and Strategy Advisory Group

This Group will research trends and directions in the IT industry, state the findings and conclusions drawn from the research, recommend AITP strategy positions, and deliver reports that help reevaluate existing AITP strategy positions based on new findings. Where/when applicable, recommendations for immediate action may be submitted to the Association Board of Directors for consideration and review at any point during the year.

Member Benefits Support Service Area

AITP Sponsored Seminars Task Force

This task force will develop a strategy to create a revenue positive AITP sponsored seminar that provides face-to-face conference opportunities. The goal is to determine how we can once again provide high-quality, revenue-positive conferences with the AITP brand. This committee compliments the Online Conference Committee, which focuses on desktop education, by developing a variety of methods to provide members with quality educational opportunities.

Culminis Committee

This committee works with Culminis to help develop programs and services that benefit AITP members. It also communicates the benefits that AITP's membership in Culminis provides to both members and chapters.

Educational Benefits Task Force

This task force will identify potential vendors and/or partners who are capable of providing web-based educational materials that help IT professionals grow and develop. Moreover, this task force will identify high-quality providers of regional training workshops that may be promoted to AITP members to help them grow and develop as IT professionals. Also, during the first half of 2006, this committee will conduct a benchmarking study to compare AITP's educational benefits programs with other leading IT-related associations' programs.

Employment Opportunities Task Force

This task force will design and implement a new benefit of membership that will allow members to post job openings and resumes on aitp.org. It will research similar programs provided by other IT associations and opportunities provided by our partners and vendors. It will present a proposal to the Board of Directors and if adopted, work with the web portal committee to implement the program.

National Collegiate Conference (NCC) Committee

This committee is responsible for the strategic guidance, branding, and operation of the 2007 -2009 AITP National Collegiate Conferences.

Online Conferences Committee

This committee will develop methods to provide quality conference materials that can be delivered to the desktop. The goal of this committee is to take the education to the members, instead of making members travel to the education. The work of this committee compliments the AITP Sponsored Seminar Task Force, which focuses on face-to-face conferences, by developing a variety of methods to provide members with quality educational opportunities.

Partners and Affiliates Committee

This committee is responsible for ensuring that partner and affiliates programs are up to date, are properly administered, that they reflect the contemporary needs of the members of the Association for tangible benefits of AITP membership, and are comparable to benefits provided by similar associations.

The committee seeks out potential partners and affiliates. It evaluates partner and affiliate proposals and recommends to the Executive Committee and then the full Board of Directors whether they should be adopted.

The committee monitors the communications about, and the documentation for, our partner and affiliates program. It works with Headquarters staff to ensure:

AITP carries out its obligations in partner and affiliate programs.

Our partners and affiliates carry out their obligations in these programs.

AITP members are regularly made aware of partner and affiliate program opportunities, through direct emails and Information Executive articles.

Documentation of our partner and affiliates programs is posted on the AITP web portal and is up-to-date.

A summary listing of AITP partner and affiliate benefits is made available, up-to-date and easily viewed by both members and non-members.

Direct member Communications Committee

This committee works with appropriate headquarters staff, region leaders, chapter leaders, and association officers to create and manage the e-mail communications for the organization. The committee's mission is to foster communications within the organization.

This committee will actively create and promote the following primary communication paths:

1. Association communications to the region leaders.
2. Association communications to the professional chapter leaders.
3. Association communications to the student chapter leaders.
4. Association communications to the professional members.
5. Association communications to the student members.
6. Association communications to a list of prospective members.

Communications to each of the above groups should be managed so these groups are contacted on a monthly basis with one communication that summarizes the monthly activities that relate to the targeted group. A major goal is to ensure that the target groups get the proper information in a timely manner without overloading the groups with trivial e-mail communications.

As a secondary function, this committee will assist and encourage e-mail communications between the following groups:

1. Between Region leaders and Region professional members.
2. Between Region leaders and Region interim members.
3. Between Region leaders and Region student members.
4. Between Region leaders and their Professional Chapter leaders.
5. Between Region leaders and their Student Chapter leaders.
6. Between Chapter leaders and their Chapter professional members.
7. Between Chapter leaders and their Chapter interim members.
8. Between Chapter leaders and their Chapter student members.
9. Between Chapter leaders and their list of prospective members.

External Communications Committee

This committee is charged with developing and then executing a strategy that will get the AITP brand in front of the IT professional community. It will develop ways for AITP to be mentioned in the press, develop alliances with similar associations, and provide an IT News Service to members.

IT Conference Outreach Task Force

This task force will work with various IT conferences to create marketing and awareness opportunities such as booths, unattended table space, logos and AITP description in conference literature, etc.

Publications Committee

This committee works with appropriate headquarters staff member(s) to acquire content and review layout for 'Information Executive', the official newsletter of AITP. Information Executive also encompasses Nanosecond, the publication for student members. Information Executive is published in an electronic format.

The prime tasks of this committee are:

• Design, maintain, and publish the Information Executive - the official publication of AITP Solicit articles from the General Membership.
• Solicit articles from the General Membership.
• Review all content of the IE / Nanosecond for accuracy and presentation.
• Facilitate the delivery of the Information Executive & Nanosecond to all AITP Members, Student Chapter Members, and partner affiliates.
• The mission for the committee is to "develop a 'world class' newsletter that is more cost effective to produce, easy to access by our readers and has the potential to attract advertisers".

Web Portal Committee

This committee works with appropriate headquarters staff, contractors, and association officers to develop and maintain the association web portal. The committee will work with the Marketing and Advocacy Departments to attract 'outside' content to the web portal and with the other departments and committees to keep 'inside' content current.

The mission of the AITP Web Portal Committee is to provide the Internet Information Technology leadership and management for the organization.

The prime tasks of this committee are to:

• Design, maintain, upgrade and manage the organization's Internet presence located on the web at aitp.org.
• Provide tools to allow the committee, other committees, staff and the ABOD to review the daily activity of the web site.
• Maintain, monitor and manage the web based forums that allow our members to virtual network 24x365.
• Work with the IE/Nanosecond committee to arrange for the technical online delivery and archiving of each issue of IE/Nanosecond.
• Work with the membership committee and staff to manage the online membership applications and membership renewals for the organization.
• Work with the marketing committee to enhance the branding of AITP through the Internet.
• Work with the affiliates committee to showcase the affiliations that our organization has with various businesses, organizations and educational facilities.
• Work with the AITP staff to create an interface that will allow them to manage the content of the web site in real time.

Chapter, Region and SIG Support Service Area

• Ambassador Program - AITP Ambassadors are comprised of all Lifetime AITP members, including Past Association Presidents.  Their mission is to represent the association in a professional manner and to promote the Association.  Whenever possible, Ambassadors attend and offer assistance to local, regional and national conferences.  They represent AITP as Ambassador guest speakers at local schools, colleges, the community, business and industry, as well other associations, when invited or when the opportunity presents itself.  Ambassadors seek out and encourage Information Technology Professionals to become members of AITP, promoting the benefits of the Association and sharing one's professional experiences as Lifetime Members of AITP.
• Professional Awards Committee - This committee will administer the AITP professional awards program. During 2006, the committee will also review and recommend changes to the AITP awards program to ensure that the program is effectively fulfilling the needs of contemporary IT professionals, chapters, and regions.
• Chapter and Region Relations Committee - This committee will consult with local and regional leaders to identify the goods and services that the national headquarters needs to provide to chapters/regions in order to effectively support their operations.
• Leadership Development Task Force - This task force will prepare a leadership development program for leaders at all levels of the association. This program will be delivered through various web-based media such as Word documents, PowerPoints, videos, etc. The goal is provide leaders with best practices and information about AITP that they need to know to effectively lead their sub-unit of the association.
• Region Presidents Council (RPC) - The RPC provides input to the ABoD regarding the establishment, dissolution, and support of chapters throughout the Association. It shares ideas for chapter/region development between regions. The RPC provides input on association programs, services and plans.

• Special Interest Group Task Force - This group will provide the groundwork for the establishment of at least two special interest groups (SIGs), such as a Project Management SIG or a Security SIG. The task force will recruit members interested in starting each of these SIGs and, with the assistance of AITP's headquarters staff, will help form the SIGs.

Student Support Service Area

• Student Awards Committee - This committee will administer the AITP student awards program. During 2006, the committee will also review and recommend changes to the AITP awards program to ensure that the program is effectively fulfilling the needs of contemporary IT students and universities.
• Student Member Recruitment and Retention Committee - This committee will develop initiatives, campaigns, and materials to increase awareness of the benefits of AITP membership among non-members in the IT student community and to encourage non-members to join the association. The committee will facilitate the chartering of new student chapters. It will conduct studies and develop initiatives, campaigns, and materials to increase the retention rate of current student members. The committee may recommend additional member benefits for consideration by the appropriate committees, task forces, and/or the Association Board of Directors.
• Student Member Transition Task Force - This task force is charged with developing a strategy to promote and encourage student members to continue their AITP affiliation as they transition into their professional careers. It will recommend and if the recommendations are approved, implement, changes to the current Interim Membership program.
• Membership Demographics Task Force - This task force will develop and then execute a strategy to gather demographic information about our members. The committee is also charged with conducting a needs analysis from members. The information about our members and what benefits they want from AITP will guide association programs and affiliations.
• Professional Member Recruitment and Retention Committee - This committee will develop initiatives, campaigns, and materials needed to increase awareness of the benefits of AITP membership among non-members in the IT professional community and to encourage non-members to join the association. The committee will also facilitate the development of new professional chapters.  This committee will also conduct studies, develop initiatives, campaigns, and materials needed to help increase the retention rate of current members. Furthermore, this committee may recommend additional member benefits for consideration by the appropriate committees, task forces, and/or the Association Board of Directors.

Affiliated Entities

Foundation for IT Education

The Foundation for IT Education, (the Education Foundation or EF), is a separately chartered corporation with its own Board of Regents (directors). The EF often joins the Association to serve as a research and development partner. The EF President is a non-voting member of the Association Board of Directors in order to report on the activities of the Foundation and to advise AITP's President and Board of Directors as requested and appropriate.

EDSIG - AITP Education Special Interest Group

EDSIG - The Education SIG (Special Interest Group) provides services to the educator members of AITP. The EDSIG Board is responsible for guiding the activities of the Education Special Interest Group and identifying ways in which EDSIG members can effectively participate and/or contribute to other AITP activities and initiatives. The President of EDSIG is a non-voting member of the Association Board of Directors.