DUTIES OF OFFICERS 

President/Chair
President/Chair Elect
Vice-President/Chair
Secretary
Treasurer
Executive Committee
Members
Parliamentary Procedure
Meetings
Tips for Presidents/Chairs

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:

1. Preside and maintain order at meetings
2. Facilitate debate and motions
3. Apply parliamentary rules
4. Be an ex-officio member of all committees.
   
5. Be the official spokesperson of the organization

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.

MEETINGS:  To ensure that meetings run smoothly and are effective, the President should prepare an agenda prior to each meeting.  In preparing the agenda, here is an example of the Order of Business:

Order of Business

1. Call to Order
2. Roll Call
3. Approval of Minutes
4. Approval of Agenda
5. Guest Speakers
6. Officer's Reports
7. Committee Reports
8. Old Business
9. New Business
10. Notices and Announcements

Suggestions for Better Time Management:

1. Develop a daily to-do list and follow it.
2. Decide which items can be delegated.
3. Prepare yourself and your group for meetings.
4. Learn to listen effectively.  Concentrate on what is being said - not on one answer.
5. Learn to communicate both in writing and verbally in a concise, consistent manner.

To-Do List Suggestions: 

1. Use a style of list that is comfortable to you.

1. Put everything you need to do on the list in the order it comes into your head.
2. Analyze the list and decide what things can be delegated to general members.
3. Prioritize the remaining items on your list.
4. Make only one list.
5. Remake or update your list daily.

Delegation: 

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:

1. Remember that a person may need a different reporting system, depending upon the project.
2. Remember to give all the information needed to complete the project successfully.
3. Remember to define the level of authority you are giving the member.
4. Remember to be available for the member's questions.
5. Remember to reward the member for a job well done.

**Adapted from the UM-Duluth, Campus Organizations President’s Guide