ROSA's Executive Committee is the main decision-making body for the organisation, discussing overall strategy. The discussions take place via WhatsApp and online meetings, so members can be located anywhere in the country. Preference will be given to volunteers who have been active members of ROSA for at least two years and who are actively pursuing writing careers. As per our Constitution, the committee should be composed of between 3 and 8 members. The Chairperson, Deputy Chairperson and Treasurer shall be nominated from the ExCo members.
Finance / Compliance
Currently, the book-keeping requirements for ROSA are minimal, however we require financial statements and a finance report to be drawn up at the end of each financial year, to be presented to members before the Annual General Meeting each year. We welcome volunteers who are able to assist with accounting and auditing functions.
The Membership Administrator is responsible for processing new membership applications, sending out invoices for membership fees, creating and sending out a welcome pack to all new members, and maintaining a database of members to distribute to relevant chapter leaders etc.
ROSA also requires volunteers to assist with ensuring NPO compliance with the Department of Social Development, and assistance with any legal issues that might arise from time to time.
ROSA's Code of Conduct was introduced in 2018. We require 2-3 volunteers to constitute a committee to respond to emails submitted to the Conduct inbox, address member concerns and, where appropriate, refer issues to the ExCo for further action. Members of this committee must be impartial, objective, able to listen and evaluate all sides, and maintain confidentiality.
Amongst other, the conference committee oversees the following tasks:
select the venue
determine the budget and fees
invite guest speakers
set up pitches
schedule the program
source contents for the goodie bags
create the conference booklets / information packs
select the scholarship delegates
manage registrations and payments
Committee members do not all need to be resident in the town where the conference takes place. Event planning experience is a bonus.
Chapter leaders arrange local events and get-togethers (we recommend at least 4 per year) and maintain contact lists of local writers. The main purposes of our local chapters is to enable networking and learning.
The administrators' tasks include deciding the timelines and contest rules, arranging judges, managing entries and payments, ensuring entries comply with the contest rules, distributing the entries to the judges, and collating the final scores.
For the Strelitzia contest, the administrators are also responsible for sourcing mentors, and allocating entrants with mentors.
The Imbali Contest for published authors is managed by unpublished members of ROSA. The Strelitzia Contest for unpublished members is managed by published members of ROSA.
Marketing / Communications
PR / Media: Sending out press releases to promote ROSA's contests and national conference, and handling media queries.
Social Media: ROSA has several social media platforms, including Facebook & Twitter. Volunteers ensure that regular content is shared, and that ROSA events are publicised via these platforms. Bonus points for sharing our members' book releases and successes.
Newsletter & Blog: We always need contributions of content for the members' quarterly newsletter and the ROSA blog. Volunteers who are willing to compile the newsletter and manage the blog would also be appreciated. Previous experience with email services like Mailchimp and Mailerlite, or with Blogger would be beneficial.
Website: Knowledge of Wix websites is essential. This volunteer would be responsible for maintaining the published authors' profiles page and updating the website with all new events (conferences, contests etc).
Part of ROSA's mission is to promote literacy and develop new writers, especially those from previously disadvantaged backgrounds. We are therefore looking for volunteers who can liaise with local libraries or other venues to set up outreach events. These can be either literacy events to promote romance novels or to teach writing workshops.
The production and management of anthologies is a specialist skill. Members who volunteer for this should be be experienced self-publishers who have previously been involved in other anthologies. We also welcome contributions from cover designers, formatters, editors or marketing service providers.