OISPA Committee 2023-24
Executive and Sub-Committee Roles
Please note, OISPA does not have a chair person, as each member of the Executive Committee takes a collaborative approach to decision making, and takes joint responsibility for the day-to-day running of the PA.
Executive Committee (At least three members of the Executive Committee must be able to register in the Brønnøysundregistrene, one of whom must be the Treasurer.)
SECRETARY
Responsible for taking, compiling and distributing meeting agenda and minutes. Manage OISPA email account, responding to enquiries and forwarding to the appropriate people. Weekly submission of information to be included in the OIS Newsletter. Support maintenance of the OISPA Facebook page.
TREASURER
Responsible for the maintenance and upkeep of OISPA financial position with the completion of monthly accounts and records, obtaining of expenditure receipts and reimbursements. Handle all registered users in the bank account and compile end of year financial statements. Manage annual OISPA registration with appropriate Norwegian authorities (Brønnøysundregistrene).
Attend OISPA meetings to present financial status, or financial related issues. Support other officers with budgets for activities and events, notably Allocations. Prepare cash boxes and card terminal (iZettle) required for all OISPA events. (Essential to this role: ability to access Norwegian banking systems via Bank ID, and sound financial accounting.)
COMMUNICATIONS
Responsible for ensuring all relevant PA notices, information and announcements are passed to parents via a range of accessible channels. Liaises with school staff to ensure coordination and alignment on all pertinent points. Also ensures communication and coordination amongst the PA committee. Support to Event Coordinators on creating advertisement for events (at least two weeks before).
Maintenance of OISPA Facebook page, webpage and Dropbox accounts, alongside placement of information throughout the school, as required. Manage the access and security of all OISPA online presence.
VOLUNTEER COORDINATOR
Compiles volunteer lists at the beginning and throughout the school year of community members (can include students who may wish to participate) for future activities and events. Regularly communicates with volunteers on upcoming opportunities and gives support to Event Coordinator to gain volunteers. Manage and respond to requests in the volunteer email account and support the compilation of sign-ups for events. Compile any pertinent information for inclusion in the New Family information sent out by Suzi Andersen
ALLOCATIONS
In agreement with the Executive Committee decide how many formal allocations processes will take place throughout the school year and compile the information required for webpage and Dropbox. Manage and seek to clarify information to all financial support requests to the PA. For formal allocations, schedule an allocation meeting to award funds, in coordination with the Treasurer, manage the disbursement of funds, follow up on awarded allocations and keep-updated information on their status in the Dropbox. Report back at the OISPA meeting/s on any allocation expenditure.
EVENTS COORDINATOR
In agreement with the Executive Committee, plan with and support event leads in the annual activities and events run by OISPA. Act as the liaison for these events between OIS, the community and OISPA Committee. Collaborate with the Treasurer, managing costs of events and keep-updated information on their status in the Dropbox. Report back at the OISPA meeting/s on any proposed expenditure.
Sub-Committee
Spirit Wear Coordinators
Manage the full process (the roles can be split into key activities) of selling OIS-branded Spirit Wear and Refleks to the OIS community. Work with external company representatives to set up an OIS account for Spirit Wear and Refleks sales, prepare online marketing and obtain/return any sample merchandise. Manage advertising for Spirit Wear and Refleks sales with Communications.
Following sales, order all merchandise with support from the Treasurer, and arrange for volunteers to distribute on delivery. Organise volunteer lists from Volunteer Coordinator and arrange volunteers to work during Spirit Wear and Refleks sale/s.
Secondary Liaison
Acts as a contact person for Secondary regarding matters relevant to the PA and liaison between parents, school and the PA Executive Committee. Includes taking lead responsibility for communication and understanding of needs for activities and events such as Awards, IB Graduation, exam weeks, IB Prom, Year 10 dance, Sports Day, Secondary dances, May 17 etc. etc.
Upper Primary Liaison
Acts as a contact person for Upper Primary regarding matters relevant to the PA and liaison between parents, school and the PA Executive Committee. Includes taking lead responsibility for communication and understanding of needs for activities and events such as Easter Egg Hunt, Primary dance, Sports Day, Trunk or Treat etc.
Lower Primary Liaison
Acts as a contact person for Lower Primary regarding matters relevant to the PA and liaison between parents, school and the PA Executive Committee. Includes taking lead responsibility for communication and understanding of needs of activities and events such as St Lucia, Trunk or Treat, Christmas Decorations, Sports Day etc.