MUSLIM INTERSCHOLASTIC TOURNAMENT of ATLANTA
Organization Handbook
2015-2016
MUSLIM INTERSCHOLASTIC TOURNAMENT of ATLANTA
2015-2016
Background MIST or Muslim Interscholastic Tournament is an organization founded in 2002 in Houston, Texas by a college student named Shazia Siddiqui who had a dream to unite the community together. She began forming a team to host a series of competitions at her University that would cater to different high school students from all over the Houston area. Soon thereafter MIST began to spread to other major cities around the nation. A national charter was established and many regions began catering to over 200-800 student competitors yearly! MIST currently carries more than 30 different competitions across different categories, and offers many thought-proving and engaging seminars catered for the youth.
MIST Atlanta is a 501(c)(3) approved non-profit organization. This means as an organization we are tax exempt from any money we receive. As directors, managers, and staff we have a responsibility to abide by our organization’s guidelines to legally to retain that status. This is NOT in fact limited to just careful management of finances. Our organizational guidelines also extend to our organization structure, chain of command, signed team member waiver forms, that we submit to the government to avoid any legal issues in the future.
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Objective ---------------------------------------------------------------------------------The purpose of this comprehensive handbook is to provide board members with the necessary information to effectively perform his or her duties while serving on the board of Atlanta’s MIST team. Each board member is required to understand, uphold, and fulfill his or her respective position. Each board member must be familiar with the positions of all team members in whatever department he or she falls in. For any information or clarification, please email us at atlanta@getmistified.com
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Expectations/Pillars
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There are certain expectations that the team members of MIST must keep in mind when assuming the different roles. The pillars of MIST will also ensure that the members are conducting themselves ethically and are representing the organization in a positive light.
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1. Faith Faith is the backbone from which MIST is founded upon. This organization will attempt to embody the values and principles of the Islamic faith to the best of our ability. We should always keep in mind that we are doing this for the sake of Allah (sbwt). Irrespective of our own desires, we are here to serve the community. Every action in the organization must be towards not only the overall well-being of the organization, but towards the pleasing of Allah (sbwt). In other words, aspire to be the best that we can be. Let MIST serve as an example for other Muslims in the community.
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2. Commitment At the conclusion of every year, there will be some positions vacant as team members move on to other commitments. Each and every new team member of MIST is then selected upon careful considerations based upon merit and aptitude following an interview process. Each board member will only be appointed one position for their term. It is expected of each member to perform the duties within each role with the highest level of performance. Members on the board that do not fulfill their duties and consistently create problems will be removed from the board upon review by the executive board. You should give your best effort into anything you choose to pursue and MIST is no different. The only way to make change is to be a part of it. The only way to make a difference in someone’s life is to do it yourself. Vision and passion aren’t enough. It is by making a collective effort as a group that MIST can truly make an impact. If under any circumstance a team member feels overwhelmed with his or her assigned tasks, it is the responsibility of each individual to step up and address any problems with the rest of the team members. This will ensure that problems are dealt with at an early stage rather than later on when dealing with it becomes problematic.
3. Transparency The concept of transparency ensures that there is complete honesty between the board members. There needs to be consistent communication within the groups as well as to the executive board. We also have a responsibility to get the community that which we serve involved and also aware of our individual and collective efforts and decisions. If anyone has a problem we should all work together to resolve it instead of complaining or creating a hindrance.
General Expectations ----------------------------------------------------------------------------------------------------1. Function as a TEAM: It is the duty of all the board members to function as a cohesive team. While the presence of all types of personalities is encouraged, every decision made for the club must be a cohesive one regardless of the potentially overpowering or shy personalities. It is the responsibility of every member to be vocal about their views and every step taken within the organization must be for the overall well-being of MIST.
2. Take INITIATIVE: Every board member is expected to take initiative when it
comes to the organization regardless of if it falls under their duties or not. If one member neglects his or her duties, it is the responsibility of the board members to bring it to the Regional Director’s (RD) attention so it can be dealt with accordingly. However, in circumstances where certain things need to be done, it is the responsibility of each member to rise up to the occasion and perform the task without being asked. In the case where a member finishes his or her assigned task, it is their duty to make sure every other member in their group is on their way to completing theirs.
MUSLIM INTERSCHOLASTIC TOURNAMENT of ATLANTA
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Term Limitations
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A team member will be required to serve for at least a duration of 1 year. They can serve in that same spot for up to 3 years* upon approval of the RD. *Any additional year in that same position will require approval by the change Management Board (CMB). If a team member wishes to change his or her position, they must follow the Promotional Criteria Guidelines listed on the following pages. An RD/ Associate Director (AD) will serve up to three years as the head of the organization and at minimum at least two years. This is to ensure consistency and to mitigate risks with high turnover. 1. Any additional year the RD/ AD wishes to serve will have to be voted upon by 75% majority vote of the entire board, including the CMB. 2. An RD will be able to remain on as a advisor for 2 years after their term limit has expired and each additional year pending executive board approval. They will only have a voice accounting for 2/11 of the CMB and cannot interfere with the new RD and team. They can only assist when the RD so wishes, and for the purposes of CMB. 3. RD’s/ AD’s will be allowed to re-apply to the board after their terms as directors or below and move on up in accordance with the Promotional Criteria.
Process of Removal
---------------------------------------------------------------------------------The RD reserves the right to fire anyone at any time pending either: 1. Approval by other Executive Team members 2. After three strikes have been laid out to any staff member, as determined by their immediate director supervisor. An RD/AD can to be removed from office pending 75% majority vote of the entire board accounting for 50% towards removal and majority approval by Change Management Board account for another 50% towards removal.
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CMB Processes & Procedures
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The Change Management Board exists to have multiple eyes ensure the successful operation of the organization as a whole. In this capacity they will review ANY financial transactions that will be needed by each department. Any changes that will require additional resources of time/money need to have an appropriate Project Plan Proposal submitted in conjunction with it. This is to filter out any aimless ideas and provide a medium for well thought out professional discourse. These changes may include new events, or ideas for additional services that MIST could potentially provide. The Spiritual Advisor, RD, and Treasurer carries two votes whereas every other member carries one. An overall vote wins the proposal. If a tie breaker is needed, the AD’s will be brought in to provide that tie breaker. If that also does not solve anything, then the RD will ultimately have final say. Anything not stated in this section is not applicable for review under the CMB unless approved by the Executive Team. Things that CANNOT be changed without RD approval includes the organizations values/ vision (which is defined by the pillars stated above, and executed in the accordance of the Spiritual advisor and RD), financial expenditures, and overall structure/chain of command. The RD will also have final say on approval of new additions to the team, from volunteers all the way up to CMB, and Directors.
Promotional Criteria
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1. In order to move on up and assume more responsibilities, all team members will be subject first to an application and an interview prior to gaining that position. 2. Most new hires will be considered for Staff positions before they are given management opportunities. This will different based upon competition availability in the applicant pool and the rate of turn-over. 3. At least one year in management and one year in staff is necessary before a staff position can become director unless by exception of RD. 4. A Manager that performs his or her duties well will be considered for the opportunity for director the following year if so desired. In order to become a departmental director a contender MUST have shown high aptitude, measured in accordance to performance review standards by organizational leaders. 5. A Director will be considered for an AD position if they have at taken on the responsibilities of three or more DIFFERENT director positions, or two or more different director positions if one of them is also competitions. Competitions is HIGHLY recommended as a pathway to AD. 6. An Associate Director may become RD after 1 year as associate director, unless the RD still has time in his or her term. They will also need to attend MIST Summit the year before replacing the RD. After two years into the RD’s term, an AD can request a vote by the entire board for replacement by that AD. There will need to be 75% board approval including CMB.
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Team Members
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The following pages will have the brief descriptions along with specifics of each position on the board of MIST. Each board member is required to understand not only their position, but the rest of the positions as well. This will ensure that in the event where one is unable to perform his or her duties, another board member is able to step in and know exactly what needs to be done.
Executive Team
Competitions Department
Change Management Board (CMB) Program/ Logistics Department
Communications Department Registration Department
Volunteer Department *Note: All final decisions are made by the executive team & in some circumstances, the change management board.
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Departmental Breakdown ----------------------------------------------------------------------------------------------------In order to maintain both an effective as well as focused board, the 2015-2016 MIST board will be divided into specialized departments. Each department will be held responsible for a particular aspect of the MIST team. However, board members from one department are largely encouraged to collaborate with other department at the executive board’s discretion. Every Director will delegate duties within their departments. The board will be divided as follows.
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Communications Department Communications Director Social Media Manager | Outreach Manager| Multimedia Manager Workshops Chair | Website Admin | Media Chair
Program/Logistics Department Program/Logistics Director Program Manager | Awards Manager| Logistics Manager Awards & Campus Venue Chair(s) | Basketball Venue Chair
Competitions Department Competitions Director(s) Competition Manager(s) | Basketball Manager Scorekeeper Chair(s)
Registration Department Registration Director Registration Chair(s)
Volunteer Department Volunteer Director Flexible Volunteer Manager | Specialized Volunteer Manager| Food Manager
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En Détail
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Executive Team 1. The Regional Director will oversee the entire organization. He or she will place themselves wherever they are needed on the team, for training/guidance. The RD has final say on all organizational matters (if needed) except in those cases presented to the Change Management Board. The RD will serve the head of the CMB and will help facilitate discussions that affect the overall organization. He or she is responsible for ensuring that major tasks are being done in a timely manner, that the organization is operating under a pre-established professional capacity, and that the Directors + Managers + Staff’s needs/concerns are met with. Things that CANNOT be changed without RD approval include the organizations values/ vision (which is defined by the pillars state above, and executed in the accordance of the Spiritual Advisor and RD), financial expenditures, and overall structure/chain of command. The RD will also have final say on approval of new additions to the team, from volunteers all the way up to CMB and Directors. 2. The Associate Director(s) will manage half of the organization's day to day operations. The AD is responsible for monitoring all activities within his or her half of the organization. They will head a few key tasks themselves, and will have directors reporting to them, informing, and consulting them about daily tasks. They are responsible for ensuring that major tasks are being done in a timely manner, that the organization is operating under a pre-established professional capacity, and that the managers + staff’s needs/ concerns are met with.
Change Management Board 1) The Spiritual Advisor(s) will help throughout the year to ensure that MIST Atlanta’s focus doesn’t stray away from putting essential Islamic values first. There will be a brother and sister scholar available for guidance and questions throughout the year, if the team so needs it. If you ever find yourself questioning if something is appropriate, please don’t hesitate to ask them. As a team we must always strive to renew our intentions with the work that we do. 2) The Treasurer keeps track of all financial transactions for MIST Atlanta. He or she is expected to maintain a budget, create monthly expense reports, keep the Change Management Board apprised of any financial requests or needs from the bank, vendors, board members, or external parties, and implement strategies to mitigate risks within the organization. (i.e. risk management). He or she will operate solely on CMB, reporting directly to the Executive Board, and the Financial Advisor. The Financial Advisor must be kept apprised of all financial transactions within the organization.
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A) The Treasurer must also file reimbursements for people who have spent their own money on the organization and wish to be reimbursed unless they want to consider what they gave as a Sadaqah. B) The Treasurer MAY also be asked to spearhead/help organize one or several different financial campaign initiatives for the duration of the year. These may be in the form of events, or online campaigns. The volunteer team and registration team will assist in the backend of these events. Extra Details: The Treasurer must handle two individual accounts, a Bank of America account already set up in the organization’s name and the PayPal account. The Bank of America account will ultimately serve as the primary foundation for the organizations activates. Donations/Registration will first come into the PayPal account and may be transferred into the Bank of America account. The Bank of America account is set up so that as many people as you need are able to be signed onto the business MIST account. Generally, MIST carries the Regional Director, Treasurer, and Financial Advisor onto the Bank of America account. They will set it up at the bank, once you are signed on, so that you will be able to check on the account utilizing an online account. The Bank of America account should always sit above 500 dollars per quarter. If the account ever dips below 500, the first step the Treasurer should take is contacting alumni through the AMYP. After contacting alumni and trying to get as many donations as possible and they still come up short, they should have the RD approve of an email sent out to the listserv of 1500+ people asking for donations. It is MANDATORY that the Treasurer takes any cash/check donations and inserts it IMMEDIATELY into the Bank of America account. During events, there will generally be a registration table set up for events that require an entry fee for entry. After each event, it is upon the Treasurer to IMMEDIATELY deposit those funds into a Bank of America ATM or bank.
Communications Department 1. The Communications Director along with the Executive Board will prepare and uphold a set of internal and external communication guidelines for the entire organization. These include, mannerisms in speech on all forms of social media, email, and interdepartmental communication, brand limitations, organization colors, external presentations and speech guidelines, etc. In addition to monitoring this across the departments, the Director will also be a medium for any chain of communication inside and outside the organization. NOTHING gets through without communication approval first. For departments that require a constant stream of communication via email, there will be random inspections on the content of those emails to make sure they follow MIST Atlanta policy. 2. The Social Media Manager is responsible for managing all online activity throughout the organization. This means monitoring all forms of internet and external organizational communication, and maintaining the organization's standards and communication policy. External online communication will comprise of all forms of social media such as Facebook, Twitter, Instagram, Snapchat, and Youtube. He or she is also responsible of keeping track
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and organizing the MIST email as well as drafting and releasing the MIST newsletter and updates in coordination with the directors. During meetings they will record all meeting minutes. Internal online communications will be comprised of monitoring transparency throughout the organization, keeping track of any updates in all forms of internal scheduling programs, task managers, and board communication via email, or group chats. 3. The Outreach Manager will serve as the community liaison for the organization. They will lead volunteer events with the organization, maintain communication with local masjid and MSAs informing them of new initiatives, and occasionally may be asked to speak on behalf of MIST to the community. 4. Multimedia Manager Photography/Videography: Throughout the year, and during MIST weekend we will need someone to help create media content for online campaigns, promotional videos, and pictures for marketing purposes. Graphic Design: Responsible for the design of all the organization’s flyers and logos. 5. The Media Chair will assist with the content creation for the organization. He or she will also assist with Photography/Videography as needed. The Media Chair will participate with others on the Communications Team in various tasks and will report to the Multimedia Manager. 6. The Website Admin is responsible for maintaining, upgrading, and monitoring the MIST Atlanta website throughout the year. He or she will assist others on the Communications Team in various tasks and will report to the Social Media and Multimedia Managers. 7. The Workshops Chair will be responsible for finding interesting and popular speakers to present, lecture, or host interactive workshops at MIST. These speakers can be made up of research teams, religious figures, artists, notable community members, or others with professional/academic backgrounds. He or she will assist others on the Communications Team in various tasks and will report to the Outreach Manager.
Program/ Logistics Department 1. The Program Logistics Director will be responsible for overseeing and mapping out logistics and program of the tournament in its entirety. In order to run a professional tournament, this team will be analyzing and documenting every facet of the competition. This means time management, venue arrangement, as well as organizer, volunteer, competitor, and security placement. 2. The Awards Manager is responsible for organizing all necessary supplies, ordering trophies, and managing his or her own team members to help with the setup, and successful execution of the Awards Ceremony. If any guest speakers are needed or special prizes are to be given out, the head will work with the Treasurer and Workshops Chair to find and secure
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said person(s), or items. As a complementary responsibility, the Award Manager is responsible for the presentation of the MIST tournament. This entails establishing a consistent atmosphere and theme as well as coordinating any decorations required for the tournament. The rest of the P/L Team will assist the Awards Manager in this task. The Awards Manager will also have other roles and responsibilities assisting others in the Program/Logistics Team. 3. The Logistics Manager will head the design and implementation of all personnel on campus during the weekend. They will take into account, setup, cleanup, and manage the ‘where’, ‘when’, and ‘what’ of essentially all of MIST. The rest of the P/L Team will assist the Logistics Manager in this task. The Logistics Manager will also have other roles and responsibilities assisting others in the P/L Team for the duration of the year. 4. The Program Manager is charged with heading the development of the blueprint for the Tournament. This will include the location and time each competition, workshop, and other events. The rest of the P/L Team will assist the Program Manager in this task. The Program Manager will also have other roles and responsibilities assisting others in the Program/Logistics Team. 5. Venue Team All contact between MIST Atlanta and the venue will be through the assistance of the Venue Coordination Team. This team is responsible for ensuring that necessary reservations are completed in a timely fashion and that all requested documentation are submitted as soon as possible. They will search for options within the scope of their positions and also assist others in the Program/ Logistics
Competitions Department 1. The primary responsibility of the Competitions Director is to select, organize and manage the team of Competition Managers for every competition, and ensure that each competition manager chooses reliable and professional judges to serve them. As such he or she will need to have thorough knowledge of the Competition Rule Book and will manage all of the competition materials. As basketball falls into bracket portion of MIST, coordination of the Basketball organizers (refer to below) also ultimately falls to the Competitions Director. It falls upon the Coordinator to ensure the selected Managers and Judges are properly trained and understand their respective positions. Meetings and training session will need to be set up accordingly. This is a very large role within the organization. 2. Competition Managers will be responsible for managing their individual competition/ or bracket of competitions. They will seek out qualified professional judges from established organizations and universities for their given competition. They will follow the guidelines of the communication policy when doing so and will also report directly to the Competition Director. All final judges MUST be approved by the RD/AD after an in-depth overview by the Competitions Director. People on the blacklist will not be allowed to judge. 3. Basketball Managers will be assisting to find a venue for the basketball bracket competition (for brothers and sister unless the facility offers separate courts for both). In addition to this they will manage teams to run the basketball tournament, organize a team
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of professional referees, and keep track of supplies and equipment. They will also create a bracket for the competition. They will assist with other tasks as needed by the Competitions team prior to the tournament. 4. The Scorekeeper Chairs are responsible for entering in all scores into the database accurately and in a timely manner. The team is also responsible for the construction of a slideshow, disclosing the victors of each competition that will be presented at the awards ceremony. Attention to detail is key as well as close work with each Competition Manager to ensure accuracy. They will assist with other tasks as needed by the Competitions Team prior to the tournament.
Registration Department 1. The Registration Director will be regularly keeping track of all registration inquiries made by competitors and/or coaches. He or she will be in charge of operating the registration system, and ensuring that all teams are setup correctly. He or she will ensure that the communications follow the organization's communication policy and that tasks are met in a timely manner. The Director will also assist in the planning of one to two events prior to the MIST tournament alongside the Volunteer Team. 2. The Registration Chairs will be regularly keeping track of all registration inquiries made by competitors and/or coaches. They will be in charge of operating the registration system, and ensuring that all teams are setup correctly. For the duration of the year they will assist other teams with roles and responsibilities until the registration period officially begins.
Volunteer Department 1. The Volunteer Director will be responsible for overseeing, and managing all of the volunteers during the weekend of MIST. For the duration of the year the Volunteer Team will be primarily trying to secure a food vendor. The Director will also assist in the planning of one to two events prior to the MIST tournament. The directors, managers and one member from each volunteer team is responsible for ensuring the proper cleanup of venue. 2. Volunteer Team (Specialized & Flexible Managers) For the duration of the year the Volunteer Team will play active roles in many different team activities as directed by the Volunteer Director. If this team doesn’t have enough assistance, they will work alongside the Outreach Team as directed by the Executive Team. During the weekend each Manager will manage their own subset of volunteers. The Hype Squad/ Logistics Team will be responsible for leading people to their destinations. 3. The Food Manager will be responsible for reaching out to different vendors to find good quality and affordable food for the tournament. During the weekend they will organize their own team to manage all culinary supplies and setup. The Food Manager also serves on the volunteer team and will be assigned tasks throughout the entire organization. MIST Regional Organizer Code of Conduct
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As an official organizer for MIST, I, ____________________, agree to the guidelines listed below: 1. To consistently review and renew my intentions for supporting MIST. 2. Will do my best to attend any necessary meetings and conference calls that I am invited to. Above all else, I commit to being present for the duration of Regionals weekend, and planning for Nationals. 3. Fulfill the responsibilities I have been assigned and adhere to deadlines. If any emergencies or personal issues arise, I will notify the RD/AD and organizers in my committee. 4. To be patient and courteous when interacting with others, whether they be competitors, parents, volunteers, judges, speakers, guests, other organizers, and so on. 5. Read all relevant emails and respond to communication within 48 hours. 6. To keep an open mind, offer positive and constructive feedback, and handle disagreements respectfully. 7. To always feel comfortable discussing any difficulties and concerns with the RD/AD. If needed, I will seek out help and guidance to complete my tasks. 8. Avoid bias and maintain strict neutrality with all high school teams. This includes but is not limited to the following: I will not help competitors with any competitions (during regionals or for Pre-MIST), exercise preferential treatment, serve as a team coach, use my position to view score sheets of competitors I have connections with. etc. 9. Whenever representing MIST, I will do so in the best manner possible. I will maintain professionalism and also adhere to guidelines set by MIST Atlanta for gender interaction at all MIST-related events. I will post with etiquette on social media (alumni groups, Facebook page, Snapchat, Twitter, Instagram, etc.). I will adhere to the same dress code that is required of all MIST participants: http://www.getmistified.com/rules/dress-code/ 10. I have no prior criminal history. 11. I am not and will not engage in any illegal activities. 12. I will indemnify MIST from any liability that will occur as a result of my actions. Organizers who fail to adhere to the code of conduct and carry out their responsibilities may be reprimanded and/or removed from their position.
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Signature
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