Officers
Officer Responsibilities
The following lists basic responsibilities for officers of student organizations. It is impossible to create one list that is inclusive of all organizations. Your organization may have specific requirements of officers or additional officer positions that are not mentioned here. This list may be adapted to best fit your organization.
President
• The President is the official spokesperson for the organization
• The President presides over all meetings and is responsible
for:
-preparing the agenda for each meeting;
-opening and closing the meeting;
-calling on people to speak;
-keeping order and keeping the meeting on the topic being discussed;
-acting as a mediator when necessary;
-making the final decision in the case of a tie vote.
• The President is responsible for keeping the Advisor informed
of all upcoming events.
• The President helps the organization to set goals.
• The President encourages the members to achieve their goals.
• The President recognizes the accomplishments and contributions
of members.
• The President holds regular Executive Board meetings.
Vice President
• The Vice President takes over in the absence of the President.
• The Vice President is responsible for creating and updating
the organizational calendar.
• The Vice President ensures that the organization is properly
registered with the Campus Activities and Involvement Center.
• The Vice President serves as the organization representative
to the Student Government Association and secures SGA recognition
and funding, if necessary.
• The Vice President presides over all committees and is responsible
for:
-appointing committees needed to carry out functions;
-appointing committee chairpersons;
-checking with the committee chairpersons to ensure that they are
holding meetings and are making progress towards established goals;
-assisting committee chairpersons when necessary.
• The Vice President may be assigned other responsibilities
by the President.
Secretary
• The Secretary takes accurate and complete minutes at all
meetings.
• The Secretary prepares and distributes minutes to all members,
including the Adviser.
• The Secretary notifies all members of the place and time
of meetings.
• The Secretary must handle all organization correspondence
including letters and thank-you notes.
• The Secretary works with the President to determine the
agenda and to ensure that the agenda is followed during meetings.
• The Secretary maintains accurate records and files of all
organization business.
• The Secretary maintains accurate meeting attendance records.
Treasurer
• The Treasurer is responsible for regular treasury reports:
-a statement of how much was spent at each program since the last
meeting;
-a statement of the bills paid and unpaid;
-an accurate record of how much money is in the account
• The Treasurer keeps an accurate record of income and debts
in the ledger.
• The Treasurer maintains the checkbook and makes all deposits
and withdrawals.
• The Treasurer balances the checkbook each time a bank statement
is received.
• The Treasurer acts as chairperson of fund raising activities.
• The Treasurer is responsible for dues and debt collection.
• In conjunction with the executive board, the Treasurer develops
the organization budget.
• The Treasurer should meet regularly with the Advisor to
review organization finances.
Parliamentarian
• The Parliamentarian maintains order at meetings and ensures
that meeting procedures are properly followed.
• The Parliamentarian interprets questions regarding the constitution
and bylaws, updates and maintains those documents, and regularly
distributes copies of those documents to members.
• The Parliamentarian is responsible for training members
on risk management procedures and ensuring that the organization
adheres to risk management guidelines.
• The Parliamentarian supervises all organization ceremonies
(i.e. initiation proceedings) and elections and ensures that they
are conducted according to accepted guidelines.
• The Parliamentarian enforces disciplinary actions as determined
by the organization.
Historian
• The Historian is responsible for collecting and preserving
organization materials and memorabilia.
• The Historian shall be responsible for taking photographs
at all functions.
• The Historian maintains a scrapbook of photographs, newspaper
clippings, and letters of appreciation:
-each item must be well documented for future reference;
-the scrapbook must be available for all organizational functions.
Recruitment Chair
• The chair recruits and appoints the recruitment committee
members, and chairs the recruitment committee.
• The chair leads the recruitment committee in planning, organizing,
and implementing the recruitment program within the allocated budget.
• The Recruitment Chair conducts the recruitment workshop
to train members of the organization in proper recruitments techniques.
• The chair coordinates communication with potential members
and directs the preparation of recruitment publications and other
printed materials.
• The chair assures that all activities are adequately planned
and prepared.
• The chair assists the organization in identifying prospective
members, coordinates contact, and maintains records on all prospective
members.
Note
All officers and committee chairpersons should keep detailed notebooks
of their activities and responsibilities so that accurate and complete
organization records are maintained. These notebooks can then be
passed on to future officers to assist them in their efforts.
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