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“When the student is ready, the master appears.”
˜ Buddhist Proverb
PRESIDENT/CHAIR: The President/Chair should acquire a working knowledge of parliamentary procedures and a thorough understanding of the constitution, bylaws, and standing rules of the organization. The President/Chair serves as the organization’s leader and should set the tempo of the group in terms of establishing and meeting the organizations’ goals and objectives.
Specific Duties of the President/Chair:
PRESIDENT/CHAIR ELECT: The President/Chair Elect assumes the office of the President/Chair in the year following the President/Chair Elect status. The President/Chair Elect should work closely with the President/Chair to ensure continuity for the organization.
VICE-PRESIDENT/CHAIR: The Vice-President/Chair presides and performs the duties of the President/Chair in the absence of the President/Chair. The Vice-President/Chair shall assume the presidency if the presidency is vacated. The Vice-President/Chair should also chair important committees and share leadership responsibilities with the President/Chair.
SECRETARY: The Secretary should assist the organization’s officers with correspondence. The Secretary should be in charge of all documents belonging to the organization and should call a meeting to order in the absence of the President/Chair and Vice-President/Chair. The Secretary should also keep the minutes of the meetings.
TREASURER: The Treasurer is in charge of the organization’s finances and bookkeeping. The Treasurer should receive and bank all monies due the organization, pay all bills, fill out monthly financial statements for off-campus accounts, and report to the organization at each meeting. The Treasurer and President/Chair should both sign the checks.
EXECUTIVE COMMITTEE: The Executive Committee should serve as an advisory board to the President/Chair and organization. It is composed of the primary officers of the organization.
MEMBERS: Each member of a student organization should support the purpose and the goals of the organization. They should commit themselves to attend all meetings, be involved in committees, and take an active role in decision making.
PARLIAMENTARY PROCEDURE: Parliamentary Procedure should serve as an aid to the group. A basic knowledge is needed so it can be used when the situation demands. Refer to Robert’s Rules of Order, newly revised edition, when conducting meetings.
Order of Business
Suggestions for Better Time Management:
To-Do List Suggestions:
Step 1: Look at your present position
a) What decision do you make most often?
b) What duties can someone else do?
c) In what area do your members need development? (i.e. Are you grooming your successor?)
d) Do some of your members need more project variety?
e) Ask your members what they would like to do.
Step 2: Planning the delegation
a) Delegate a whole project – not just bits and pieces.
b) Consider all the details and necessary steps for a successful project completion.
c) Decide the level of authority needed by the member to accomplish the project.
d) Think about how this project fits into the overall accomplishment of the organizational goals.
Step 3: Choosing Who to Delegate
a) What are the interests and abilities of your members?
b) Who needs a challenge? Would this project provide one for this individual?
c) What is the work load of the member?
Step 4: Delegation
a) Review all of the details and necessary steps for a successful project completion with the member.
b) Decide on a mutually-agreeable time frame for project completion.
c) Explain the level of authority the member will have while completing the project.
d) Decide on a mutually-agreeable reporting system during the project’s time frame.
e) Explain how the project fits into the overall accomplishments of the organizational goals.
Step 5: Delegation Follow Up
a) Are you allowing the member the level of authority you agreed upon?
b) Is the project on schedule?
c) Are you getting the reporting system you agreed upon?
d) Are you reinforcing the accomplishments of the member?
e) Are you taking corrective measures when necessary?
f) Are you available for the member’s questions?
Things to Remember While Delegating Projects:
**Adapted from the UM-Duluth, Campus Organizations President’s Guide