CoMA

So You Want To Be The Chancellor of Member Affairs

According to the Bylaws of Awaken the North:
5.3.6. Chancellor of Member Affairs (CoMA) is a member of the Council and has one vote.
5.3.6.1. The CoMA and their designees develop and maintain the membership application process. The CoMA maintains member information and ensures that Awaken the North follows all applicable privacy laws and AtN Policies. The CoMA and their designees review all applications and approve or reject applicants based on criteria set by these Bylaws and the Code of Conduct. The CoMA maintains a member directory that can be used for any verification that members of Awaken the North may need, adding and removing entries as needed. The CoMA and their designees are the onboarding contacts for all new members and handle issues, concerns, and/or problems members and applicants may have with membership-related items. The CoMA is active in public-facing venues, such as social media, and is accessible to members and guests.
As the Chancellor, your job is to act as AtN’s Membership gatekeeper. Not only vetting members but guiding them in the right direction as needed.

Position Specific Duties:

You will process all member applications

Upon joining our team, you’ll play a vital role in ensuring the smooth onboarding of new members. This responsibility encompasses a comprehensive review of membership applications. You’ll be tasked with meticulously evaluating each application, thoroughly vetting potential members against established criteria, and ultimately making informed decisions to either grant or deny membership.
To streamline the application process and ensure efficient processing, you’ll leverage the online forms readily available to your position in the member management program AtN uses: People Center.
Once a member successfully navigates the application process and receives your approval, you’ll then take the reins on integrating them fully into AtN’s online community. This includes updating their status within our Discord server (if they have an account), effectively granting them access to the wealth of resources and interactions available there. Your responsibilities extend beyond simply granting access, however. You’ll also provide crucial oversight for the team of Discord Greeters. In this role, you’ll ensure they consistently deliver a warm and welcoming experience to all new members, offering any necessary assistance to help them navigate the platform and feel comfortable engaging with our community. 

You will uphold the highest levels of confidentiality

As the Chancellor of Member Affairs, you will have access to the confidential personal information of our members. This information may include contact details, religious beliefs, and personal struggles. It is imperative that you treat this information with the utmost care and confidentiality, adhering to strict privacy protocols.
By maintaining the highest standards of confidentiality, you foster a trusting and supportive environment for all AtN members. This trust is essential for building strong relationships, resolving disputes, and providing effective support services. To ensure the privacy of our members, it is crucial to limit access to confidential member information to authorized personnel only, implement robust security measures to protect member data, inform members about the organization’s privacy policies and practices, regularly review and update privacy policies and procedures, and always respect member boundaries… avoiding sharing personal information without explicit consent. By following these guidelines, you can help to maintain a safe and secure environment for all members of Awaken the North.

You will process member requests on social media

You will be responsible for most social media membership requests. This includes reviewing and approving or denying membership requests submitted on Facebook and Discord. However, requests related to specialty pages/channels/chats such as those overseen by the Chancellor of Regnbue Ætt or the Chancellor of Military Services, will be handled directly by the respective Chancellors and their Chairs.
A crucial part of your role will be to verify the membership status of individuals who request access to members-only sections of various online platforms. This step is essential to ensure that only authorized members are granted access to these exclusive areas. By diligently processing these requests and maintaining accurate membership records, you will play a vital role in safeguarding our online community and ensuring a seamless experience for all members.

You will oversee the Kindred Affiliation Program

As the CoMA, you will assume a pivotal role in overseeing the Kindred Affiliation Program. you will be instrumental in their onboarding process, providing comprehensive training and guidance to ensure a seamless transition.
Your duties within the program will encompass a wide range of tasks, including meticulously reviewing and evaluating Kindred applications. You will play a critical role in determining the suitability of potential Kindreds, ensuring they align with the program’s goals and standards. Once approved, you will be responsible for managing associated fees and packages, ensuring transparency and accountability in financial matters.
To maintain the program’s financial health, you will collaborate closely with the Chancellor of the Treasury. This partnership will enable you to verify that all Kindred dues are paid in a timely manner, preventing any potential financial discrepancies. By working together, you and the Chancellor of the Treasury can ensure the program’s long-term sustainability.

You will host membership drives/events, online and in person when applicable

As AtN’s Chancellor of Member Affairs, a significant aspect of your role will be to foster growth and engagement within our organization by organizing captivating events and promotions. This includes hosting a minimum of four events annually, such as organization-wide meet-and-greets, online auctions, and referral contests. These events offer invaluable opportunities to connect with potential and existing members, fostering a sense of community and inspiring interest in joining or remaining active within our organization.
To ensure the success of these events and to maintain alignment with our overall organizational goals, it is imperative to seek the President’s approval prior to hosting any event, giving enough notice to allow for adequate marketing of your events. This step allows for valuable input and collaboration and ensures that each event aligns with our strategic priorities. By following this protocol, we can maximize the impact of our events and create memorable experiences that contribute to Awaken the North’s continued growth and prosperity.

You will keep the Member Map up to date

To maintain an accurate and up-to-date Member map, it’s essential to reflect changes in membership status and location. This includes adding new members as they join our organization, updating the locations of existing members who have relocated, as well as removing members who no longer wish to be a part of AtN.
The process involves utilizing Google Maps and requires access to the designated Awaken the North Google account. To streamline this process, detailed instructions will be provided to you upon your election to this role. By following these guidelines, you can ensure that our Member Map remains a valuable resource for tracking our growing community and visualizing our geographical reach.
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You will be active on the social media accounts

Active participation across our various social media platforms is essential to the success of Awaken the North. As a key member of our team, you’ll be expected to maintain a consistent and engaging online presence. This includes actively participating in discussions, sharing relevant content, and responding to inquiries and comments in a timely manner.
By actively engaging with AtN’s online community, you’ll help to foster a sense of belonging and camaraderie among our members. You’ll also have the opportunity to showcase our organization’s values and mission to a wider audience, attracting potential new members and supporters. Additionally, your online presence will help to keep our organization relevant and up to date with the latest trends and technologies.
These include:
 
To ensure effective communication and community engagement, please join our Facebook and Discord groups. Once you’ve joined, you’ll be granted administrative privileges to facilitate posting and interaction. This will empower you to share relevant content, spark discussions, and keep our community informed about upcoming events.
Be sure to submit a social media request with all pertinent information. Remember, this team is committed to maintaining an active online presence.
As Chancellor, you’re expected to post at least once a week on social media, sharing Heathen or AtN-related content. This could include sharing insightful articles, thought-provoking questions, or event announcements. Additionally, you’ll be responsible for publishing a new blog post on the website weekly. Utilize the provided instructions to guide this process.
To inspire and inform our community, consider sharing reminders of upcoming Awaken the North events in your posts. By actively engaging on these platforms, you’ll contribute to the growth and vitality of our organization. Your online presence will help foster a sense of community, attract new members, and solidify our organization’s reputation as a leading force in the Heathen community.
View Post Submission Form

You will post at least once a week on the AtN Blog

As the Chancellor of Member Affairs, you are responsible for fostering a strong sense of community within Awaken the North. One way to achieve this is through regular contributions to the organization’s blog. By posting at least once a week, you can share insights, tips, and resources with members, as well as highlight the achievements and contributions of our membership. The first step, of course, is submitting a Social Media Request Form. 
Your blog posts should be informative, engaging, and relevant to the interests of the membership. Consider topics such as membership benefits, volunteer opportunities, event recaps, or personal reflections on your experiences within the organization. When selecting a category for your posts, choose the one that best aligns with the content. By consistently contributing to the blog, you can help to create a vibrant and connected community within Awaken the North.
View Blog Post Form

You will support all other Chancellorships as needed

As the CoMA, you will be responsible for a variety of projects that are specifically assigned to your role. However, your responsibilities extend beyond these core duties. You will be expected to play a supportive role in the projects undertaken by other Chancellors. This support may take various forms, such as providing expert advice, sharing relevant resources, or actively contributing to project tasks. Your ability to adapt to evolving circumstances and offer timely assistance will be crucial in ensuring the smooth operation of our organization and the successful completion of all projects. 
While enthusiasm is appreciated, you will need to make sure assistance is requested before jumping in to help.

You will attend all of the position pertinent, Emissary, and Moderator trainings and refresh yourself on them as needed

As a Chancellor of Awaken the North, you’re entitled to free access to the comprehensive training courses offered through Awaken the North University (AtN-U). This valuable resource provides an in-depth exploration of the organization’s inner workings and equips you with the knowledge to excel in your public-facing role.
ATN University’s curriculum delves into the intricacies of Norse Paganism/Heathenism, providing a solid foundation for understanding the core principles that guide Awaken the North. By enrolling in these courses, you’ll gain a deeper appreciation for the organization’s mission and the day-to-day operations that contribute to its success.
Equipping yourself with this knowledge base is an investment in both your own experience and that of the members you interact with. Members will often approach Chancellors with questions, and a thorough understanding of the organization allows you to provide them with accurate and insightful answers. This fosters a more positive and enriching experience for everyone involved.
As a public figure within Awaken the North, it’s essential to project a sense of knowledge and authority. Completing the AtN-U courses empowers you to fulfill this role with confidence and serve as a trusted resource for our members.
To begin your educational journey once you have been elected to the council, visit www.atnuniversity.org and explore the course offerings available to you. The President or CoRS will need to enroll you in the courses. 

You will host an online AtN specific voice chat on a regular monthly basis on a public social media platform

As Chancellor of Member Affairs, you’ll be hosting a monthly Q&A session on a public platform like Discord, Facebook Live, or another online venue. These sessions are designed to provide a direct line of communication with the public, allowing you to share insights into your role, the specific projects you’re currently working on, and the overall goals of the Member Affairs program.
By hosting these Q&A sessions, you’ll be able to address questions and concerns from the public, dispel any misconceptions about the program, and generate excitement about upcoming initiatives. These sessions will also offer an opportunity to showcase your expertise and passion for member engagement, fostering a sense of trust and confidence in your leadership.
In addition to these Q&A sessions, you’ll be required to participate in monthly TikTok or YouTube videos as requested by the President. These video appearances will allow you to reach a wider audience and share your insights in a more engaging and visually appealing format. By participating in these videos, you’ll be able to connect with the public on a more personal level, building relationships and fostering a sense of community.

You will be required to participate in ongoing video blog projects by making at least one video per theme as it sets focus of the organization

To further our organization’s mission and foster the growth and knowledge of our members, we will be implementing a thematic approach to various topics. As a Chancellor, your active participation in these thematic projects is essential.
Each theme will require a creative and informative response. This could be a concise TikTok-style video that captures attention and delivers key information, a longer-form YouTube video that delves deeper into the topic, a well-written article that provides a comprehensive analysis, or a series of engaging social media posts that spark discussion and share valuable insights.
Your contributions to these projects will significantly impact our organization’s online presence. By sharing your knowledge and passion for Heathenry through these various platforms, you’ll help to increase our visibility, attract new members, and strengthen our community. Your active participation is crucial in shaping the narrative of Awaken the North and ensuring that our voice is heard in the digital age.

You will make sure your monthly reports are filed to the Scribe and President each month in a timely manner

To ensure effective participation in the monthly Council meetings, you’ll be required to complete a comprehensive Pre-Meeting Form prior to each session. This form serves as a valuable tool for organizing your thoughts, identifying key points, and preparing for the discussion topics that will be covered during the meeting.
By diligently completing this form, you’ll be well-equipped to provide a concise and informative report on your accomplishments, challenges, and upcoming plans. Additionally, the form will help you anticipate potential questions from other Council members, allowing you to prepare thoughtful and insightful responses. This proactive approach will contribute to a more productive and efficient Council meeting.

You will attend each of the Council meetings

Balancing your responsibilities as Chancellor with the ever-evolving schedules of your fellow Council members is an important aspect of your role. While the Council strives to find a date and time that accommodates everyone, there will inevitably be occasions when conflicts arise.
To ensure seamless participation and maintain the flow of information within the Council, we leverage the power of technology. Monthly meetings are conducted via voice and video chat on Discord, offering a flexible and accessible platform for collaboration. However, we understand that unforeseen circumstances may prevent you from attending a specific meeting.
In such instances, it’s critical to have a designated backup plan in place. Your Chair plays a vital role in this scenario, acting as your representative and ensuring your voice is heard during the meeting. To facilitate a smooth and informative handover, please provide your Chair with a copy of your completed Council Pre-Meeting Report before the scheduled meeting. This report, which you submit online, is both sent to you and automatically gets forwarded to the Scribe upon completion. Should you or your Chair require an additional copy for reference, you can easily request it by sending an email to scribe@awakenthenorth.org.
By fostering open communication and establishing a reliable backup system, we can ensure that the Council meetings remain productive and informative, regardless of occasional scheduling conflicts.

You will submit a quarterly update to the Editor-in-Chief of Odin's Auga, Awaken the North's quarterly newsletter

To ensure the membership stays informed about the exciting initiatives undertaken by the Member Affairs department, you’ll be contributing at least one piece to the organization’s quarterly newsletter. This submission could take the form of a concise report that outlines the department’s recent activities and accomplishments.
While specifics regarding individual members are confidential, you can offer insightful summaries about trends, patterns, or overall program performance. This transparency keeps the membership apprised of the department’s ongoing work and allows them to see how their Chancellor is directly impacting their experience.
Furthermore, the newsletter serves as a valuable resource for members seeking assistance. Your report can include information on how to reach you, allowing members to establish a clear point of contact for any questions or concerns they might have.
Beyond the required report, you’re highly encouraged to delve deeper into your creativity and contribute additional pieces to the newsletter. This could include anything from a captivating short story to a thought-provoking poem, as long as it adheres to the thematic focus of the newsletter and aligns with the core values of Awaken the North and Heathenry.
To submit your contributions for the newsletter, simply send them via email to editor@awakenthenorth.org. Weave your passion and expertise into your submissions and help make the newsletter a vibrant platform for connecting with the membership.

You will review and familiarize yourself with the ByLaws and Code of Conduct of Awaken the North

ByLaws and Codes of Conduct (CoCs) are important documents that outline the rules and regulations for organizations. They help to ensure that everyone understands what is expected of them and how to conduct themselves within the organization.
  • ByLaws typically address the organization’s structure, governance, and procedures for conducting meetings and elections. They may also specify how amendments can be made to the ByLaws themselves.
  • Codes of Conduct (CoCs) outline the expected behavior of members and staff. They often address issues such as harassment, discrimination, and violence. CoCs can also specify how violations will be handled.
In the context of Awaken the North, having a working knowledge of the ByLaws and CoCs is essential for understanding your rights and responsibilities as a Chancellor. These documents will familiarize you with the organization’s structure, procedures, and expectations for member conduct.
The ByLaws and CoCs are subject to periodic updates, and you will be notified whenever a new version is released. You can always find the latest versions on the Awaken the North website at https://awakenthenorth.org/bylaws-cocs/

You will continually seek out ways for the organization to grow

To ensure Awaken the North remains a vibrant and thriving organization, we must constantly evolve and adapt. As CHANCELLOR, you’ll be a driving force behind this innovation. You’ll be tasked with identifying emerging trends within the Heathen community and exploring innovative ways to engage our members. This might involve launching new initiatives, revamping existing programs, or forging partnerships with other organizations. By fostering a culture of creativity and embracing new ideas, you’ll help to keep Awaken the North at the forefront of the Heathen movement.
Remember, stagnation is the enemy of growth. A proactive and visionary approach to leadership is essential to ensuring that Awaken the North remains a relevant and impactful force in the Heathen community for years to come.

Duties and responsibilities subject to change

The role of Chancellor of Member Affairs is a dynamic and multifaceted position. While this outline provides a solid foundation, it’s important to recognize that the specific duties and responsibilities may evolve over time. As the organization adapts to changing circumstances and emerging needs, so too will the expectations for this role.
It’s crucial to maintain a flexible and adaptable approach, being open to new challenges and opportunities. By staying informed about the organization’s strategic goals and actively seeking ways to contribute, you can ensure that your efforts align with the broader vision of Awaken the North.
Remember, the ultimate goal is to foster a thriving and engaged community of Heathens. By embracing a proactive and innovative mindset, you can make a significant impact on the lives of our members.
If you’re ready to take on the exciting role of Chancellor or Chair of Member Affairs and agree to the responsibilities outlined above, we invite you to apply. By accepting this role, you’ll be joining a dedicated team of individuals who are passionate about fostering a vibrant and inclusive Heathen community.
Your contributions will have a direct impact on the lives of our members, shaping their experiences and supporting their spiritual growth. We encourage you to carefully consider the requirements and expectations associated with this position. If you believe you possess the necessary skills, enthusiasm, and commitment, we invite you to submit your application by clicking the link below.
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