# Volunteering and Board Responsibilities Volunteer and Get Involved: Thank you for your interest in helping HSSPA. This community is shaped by the people who join it, welcome others, and share their time and ideas. Since 1896, generations of members have helped Harvard spouses and partners find friendship and a sense of belonging. You are part of that continuing story. There are many ways to contribute. You can volunteer for a single event, help with an occasional task, support an online community, lead a group, or join the Board. You can also help simply by taking part, welcoming someone new, and sharing thoughtful feedback about your experience. Whatever time you have available, we appreciate your interest. ## Start with what you enjoy You do not need previous volunteer or leadership experience. Think about what you enjoy and the time you can comfortably offer. ### Help at an event or activity You can volunteer for just one gathering. Welcome people at the entrance, help with registration, set up a space, introduce newcomers to others, or help tidy up afterward. You might also help an organizer with a small task before the event. Let us know what you are comfortable doing, and we can explore where help is needed. ### Help keep online communities welcoming HSSPA’s WhatsApp community brings together close to 1,000 members. Volunteers can help newcomers find the right group, welcome new members, share useful reminders, and flag questions that need a response. Members assigned a moderator role can also help remove spam and address posts under HSSPA’s community guidelines. This work helps keep shared spaces useful and welcoming, especially for people who have just arrived. ### Share a skill or an idea You might offer a workshop, help someone practise a language, contribute an article, take photographs with permission, or help prepare an event announcement. You can also suggest a free activity, an interesting local opportunity, or a simpler way to do something. You do not have to organize the whole activity yourself to contribute a useful idea. ### Support or lead a group Help an existing group with an activity, offer occasional cover for its leader, or propose a group around a shared interest. Group leaders bring people together, with support from the Groups Manager and the wider Board. Sharing responsibilities with another volunteer can make this easier and more enjoyable. ### Participate and share feedback Coming to an activity, introducing yourself to someone new, and helping others feel included all contribute to community life. Your feedback matters too. Tell us what helped you feel welcome, what was confusing, or what could work better. You do not need a title or volunteer role for your experience to be heard. ### Join the Board If you would like an ongoing role, you can apply to join the Board. Board members take responsibility for an area of HSSPA’s work, participate in monthly meetings, and help make decisions. This involves a regular commitment, so it is worth discussing the responsibilities and time involved before applying. ## How to get involved Email [**info@hsspa.harvard.edu**](mailto:info@hsspa.harvard.edu) with a short introduction. Tell us what interests you and whether you would prefer a one-time task, occasional help, or an ongoing responsibility. It is fine if you are still exploring where you might fit. For a particular event, you can also ask the organizer whether help is needed. We will discuss a suitable task, explain what it involves, and identify someone you can contact for support. Some responsibilities, such as moderating a community or accessing member information, need an agreed role and appropriate access. If your availability changes, please let the organizer know. A small commitment that fits your life is valuable. ## What we ask of volunteers Be kind, reliable, and willing to listen. Members come from many countries, cultures, professions, and stages of life. Some are new to the United States, some use English as an additional language, and some are still finding their confidence and support network. Use clear, polite language and ask before making assumptions. If someone raises a concern, try to understand their experience before responding. Feedback can help us improve an activity or change how we communicate. Follow the agreed plan for your task, protect personal information, and ask before making promises about funding, access, or other commitments. If something is outside your responsibility or feels difficult to handle, contact your organizer or the Board. Harassment, bullying, and retaliation are unacceptable. Everyone helping with HSSPA should contribute to a respectful and welcoming environment. ## If you are interested in the Board Any HSSPA member may apply to join the Board. The process includes an application and a conversation with existing Board members about the role, expectations, availability, and mutual fit. Appointments and eligibility follow HSSPA’s bylaws. HSSPA may need to verify your membership or Harvard affiliation. If so, we will explain what information is needed and how to provide it securely. An active Board typically has about ten members, although its size and responsibilities may change. Members can share a role or take responsibility for more than one area. When work is shared, the team records who leads each task, who supports it, and who provides backup. Board service is an opportunity to care for the community and carry its work forward. It does not give someone greater personal standing than other members. ## How the Board works together An idea usually follows this path: **Share the idea → Prepare a plan → Obtain the required approval → Carry out the work → Report what happened** Board members handle routine work within their agreed responsibilities. Funding, new commitments, and other matters requiring approval follow HSSPA’s bylaws and procedures. ### President Keeps HSSPA organized and focused on serving members. The President sets priorities with the Board, prepares and chairs meetings, follows up on agreed work, oversees administration, and represents HSSPA. The President also makes sure responsibilities, records, account access, and handovers are looked after. Decisions requiring Board approval remain collective decisions. ### Vice-President Supports the President and helps the Board work together. The Vice-President follows up on tasks, checks where help is needed, coordinates induction and handovers, and maintains the shared action list. The Vice-President steps in during the President’s absence within the applicable delegation and bylaws. ### Treasurer Maintains financial records and explains HSSPA’s financial position. Monthly reporting includes income, spending, balances, unpaid commitments, and funds available for future activities. The Treasurer makes recommendations and carries out approved financial actions. The Treasurer cannot make executive financial decisions alone and must obtain the required Board approval before acting. ### Groups Manager Supports group leaders, helps newcomers find groups, reviews new group proposals, and brings plans, concerns, and feedback to the Board. Group leaders run their activities. The Groups Manager helps them find support and coordinates with other Board members when needed. ### Events Manager Leads the planning of Board-run events, such as the welcome party and AGM arrangements, and supports group-run activities. This includes venues, registration, volunteers, approved budgets, and follow-up. Each event has a named organizer so responsibilities remain clear. ### Communications Manager Helps members receive clear information and welcoming replies through the shared inbox, newsletters, website, social media, and blog. The Communications Manager checks details with organizers, routes questions to the right person, and reports on communications and member feedback. ### University Relations Manager Maintains relationships with Harvard schools, departments, and offices. This role coordinates participation in University events and follows up on invitations, requests, and possible collaborations. University Relations may be a separate role or shared with another area. Each relationship should have a named contact and backup. ## What happens at Board meetings The Board normally meets once a month, in person or online, for about an hour. Meetings may take longer when needed, and the agenda is shared in advance. Every Board member prepares a short report and presents their own contribution, including: - Work completed since the previous meeting. - Relevant figures, such as attendance, spending, or messages answered. - Plans for the next month. - Problems, delays, or support needed. - Specific decisions or approvals requested. - Shared records added or updated. The Board reviews previous actions, discusses proposals, and agrees on responsibilities and next steps. It seeks consensus first. Where voting is needed, quorum, voting, and decision records follow the bylaws. If you cannot attend, tell the President and Board and provide your report or arrange a handover. Repeated unexplained absence is addressed through the review procedures in the bylaws. ## Staying reliable and keeping records Board members and group leaders should acknowledge messages within two calendar days and reply or provide a progress update within one week. If a decision needs more time, explain the next step and when another update can be expected. Do not promise funding, partnerships, access, or other commitments before obtaining the required approval. Do not make political statements on behalf of HSSPA or present personal views as HSSPA’s position. Keep the relevant Google shared folders current. Records may include plans, approvals, reports, receipts, newsletters, event information, and handover notes. Make working records available to the Board while restricting personal and sensitive information to those who need it. These ongoing reporting and recordkeeping responsibilities belong to the relevant role holders. Someone helping at a single event will receive instructions suited to that task. ## Guidance and support The **HSSPA Board Responsibilities Guide** explains each Board role’s responsibilities, monthly report, decision rights, and working relationships. HSSPA’s community guidelines and other guides provide support for group leaders, moderators, and volunteers. These documents help successive volunteers learn from experience and maintain continuity. They can evolve as the community’s needs change. If you have a suggestion, bring it to the Board. Whether you help for an hour, take on a regular responsibility, or share feedback as a member, thank you for contributing to HSSPA. To get involved, email [**info@hsspa.harvard.edu**](mailto:info@hsspa.harvard.edu).