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Volunteer Manual

Updated March 13, 2017

Change

Date

Main Editor

Created

January 13, 2017

Jeanie Malone

Updated for 2017-18 hiring

March 13, 2017

Jeanie Malone


Table of Contents

1 Org Chart        5

2 Volunteer Hierarchy        6

2.1 Executive        6

2.1.1 Duties        6

2.1.2 Volunteers        7

2.2 Directors        7

2.2.1 Duties        7

2.3 Managers        8

2.3.1 Duties        8

2.4 Representatives        9

3 Volunteer Descriptions        10

3.1 President Portfolio        10

3.1.1 Not Forgotten Manager        10

3.1.2 Conferences Director        11

3.1.3 Elections Administrator        11

3.2 VP Academic Portfolio        12

3.2.1 Curriculum Director        12

3.2.2 Graduation Director        13

3.2.3 Health & Wellness Director        14

3.2.4 Tutoring Director        14

3.2.5 Tutoring Representative        15

3.3 VP Administration Portfolio        16

3.3.1 Council Director        16

3.3.2 Secretary        17

3.3.3 Speaker        17

3.3.4 Bookings Director        17

3.3.5 Facilities Director        18

3.3.6 Keeper of the Cairn        18

3.3.7 ESC Technician        19

3.3.8 Sustainability Director        19

3.3.9 Sustainability Representative        20

3.4 VP Communications Portfolio        21

3.4.1 Media Director        21

3.4.2 Photographer        22

3.4.3 Video Director        22

3.4.4 Videographer        23

3.4.5 Publications Director        23

3.4.6 Handbuk Manager        24

3.4.7 nEUSpaper Manager        24

3.4.8 Slipstick Manager        25

3.4.9 Slipstick Representative        25

3.4.10 Webmaster        26

3.4.11 Social Media Manager        26

3.4.12 Iron Pin Manager        27

3.4.13 Archives Manager        27

3.4.14 Graphics Representative        28

3.4.15 Crafts Representative        28

3.5 VP Finance Portfolio        29

3.5.1 Career Fair Director        29

3.5.2 Career Fair Company Relations Manager        30

3.5.3 Career Fair Logistics Manager        30

3.5.4 ESC Eatery Director        31

3.5.5 ESC Eatery Representative        31

3.5.6 Professional Development Director        32

3.5.7 Red Sales Director        33

3.5.8 Red Sales Representative        33

3.5.9 Treasurer        34

3.6 VP Spirit Portfolio        35

3.6.1 Alumni Relations Manager        35

3.6.2 Carolling Manager        35

3.6.3 E-WEEK Director        36

3.6.4 Godiva Band Director        36

3.6.5 Godiva Band Representative        37

3.6.6 Week E^0 Director        37

3.6.7 Spirit Representative        38

3.6.8 Volunteer Director        38

3.7 VP Student Life Portfolio        39

3.7.1 Charity Director        39

3.7.2 Blood Drive Manager        40

3.7.3 Pi Week Manager        40

3.7.4 Movember Manager        40

3.7.5 Inventory Manager        41

3.7.6 Social Director        41

3.7.7 ESC Bar Manager        41

3.7.8 ESC Bar Representative        42

3.7.9 Sports Director        42

3.7.10 Sports Representative        43

3.7.11 UBC Engineering Competition Director        43

3.7.12 UBC Engineering Competition Sponsorship Manager        44

3.7.13 UBC Engineering Competition Logistics Manager        44


1 Org Chart


2 Volunteer Hierarchy

2.1 Executive

The Executives of the EUS shall, as a whole, be responsible for the direction and management of EUS, subject to the directions of the EUS Board of Governors.  The Executives shall be responsible to the EUS Board of Governors, and shall act in accordance with any decisions of that body.

2.1.1 Duties

Each Executive Officer shall:

  1. Be an Active Member of the Society during the term they are serving.
  2. Occupy only one position within the Society and each Executive position shall be occupied by only one Active Member of the Society
  3. Not occupy any other Executive position within an Ex-Officio or Program Club that holds a seat on the Board of Governors.
  4. Serve for one full year from May 1 to April 30.
  5. Be expected to dedicate 20 hours or more a week to the Society during their term.
  6. Receive one vote on motions brought to the Executive for approval.
  7. Sit as a voting member on the Board of Governors.
  8. Inform and consult the entire executive on matters related to their portfolio.
  9. Report their actions and decisions to Council.
  10. Attend or assign a proxy to attend all Assigned Committees and Council meetings.

The Executive shall:

  1. Coordinate and administer the day-to-day affairs of the Society.
  2. Ensure the execution of the Board’s decisions.
  3. Uphold the Constitution and policies of the Society.
  4. Promote the Society to both the EUS Members and the community-at-large.
  5. Mentor potential replacements throughout their term.
  6. Train their replacements at the end of their term and provide them with any relevant files, reports, introductions, and paperwork needed for them to do their role properly.

2.1.2 Volunteers

Each Executive Officer shall:

  1. Oversee the Directors, Managers, and Representatives for which they are assigned (refer to the EUS Volunteer Manual for details) and ensure that they fulfill their roles in a satisfactory manner.
  2. Regularly report the activities of their assigned volunteers to the EUS Council.
  3. Ensure the Directors, Managers, and Representatives for which they are responsible are properly trained.
  4. Absorb, re-delegate, or otherwise be responsible where necessary for any and all duties not satisfactorily carried out by those Directors, Managers, and Representatives assigned to them.
  5. In the case where a Director, Manager, or Representative is not filled, the Executive Officer shall absorb, re-delegate, or otherwise be responsible for all duties of that position.
  6. Assign an assistant to take care of some of the duties assigned to their portfolio, as necessary.

The Executive shall:

  1. Oversee the volunteer structure as defined by the EUS Volunteer Manual.
  2. Report any changes in the volunteer structure to EUS Council three times per year as defined in EUS Policy Section 7.1.2.

2.2 Directors

Directors are the highest non-elected volunteers in the Society. The Directors shall consist of the following positions. One person should occupy each position but Co-Directors may be appointed for the position with approval from the EUS Board of Governors.

 

2.2.1 Duties

Each Director shall:

  1. Be an Active Member of the Society during the term they are serving.
  2. Occupy only one position within the Society.
  3. Serve from when appointed by Board to April 30.
  4. Receive direction from the Executive Officer to which they are assigned.
  5. Be expected to dedicate 10 or more hours a week during the academic term.
  6. Uphold the Constitution and policies of the Society.
  7. Ensure the Managers and Representatives for which they are responsible are properly trained.
  8. Oversee the Managers and Representatives for which they are assigned and ensure that they fulfill their roles in a satisfactory manner.
  9. Regularly report their activities and the activities of their assigned volunteers to the Executive Officer to which they are assigned.
  10. Absorb, re-delegate, or otherwise be responsible where necessary for any and all duties not satisfactorily carried out by those Managers and Representatives assigned to them.
  11. In the case where a Manager or Representative is not filled, the Director shall absorb, re-delegate, or otherwise be responsible for all duties of that position.
  12. Promote the Society to both the EUS Members and the external community.
  13. Assign an assistant, upon the advice of their respective executive,  to take care of some of the duties assigned to their portfolio as necessary.
  14. Coordinate with  executives and other directors as needed to ensure the logistics of their event or service are carried out.
  15. Train their replacements at the end of their term and provide them with any relevant files, reports, introductions, and paperwork needed for them to do their roles effectively.
  16. Have other duties as assigned.

2.3 Managers

Managers are the mid-level volunteers in the Society. The Managers shall consist of the following positions. One person should occupy each position but Co-Managers may be appointed for the position with approval from the EUS Board of Governors.

 

2.3.1 Duties

Each Manager shall:

  1. Be an Active Member of the Society during the term they are serving.
  2. Occupy only one position within the Society.
  3. Serve from when appointed by Board to April 30.
  4. Receive direction from the Executive Officer and Director to which they are assigned.
  5. Be expected to dedicate approximately 5 to 10 hours a week during the academic term.
  6. Uphold the Constitution and policies of the Society.
  7. Ensure the Representatives for which they are responsible are properly trained.
  8. Oversee the Representatives for which they are assigned and ensure that they fulfill their roles in a satisfactory manner.
  9. Regularly report their activities and the activities of their assigned volunteers to the Director and Executive Officer to which they are assigned.
  10. Absorb, re-delegate, or otherwise be responsible where necessary for any and all duties not satisfactorily carried out by those Representatives assigned to them.
  11. In the case where a Representative is not filled, the Manager shall absorb, re-delegate, or otherwise be responsible for all duties of that position.
  12. Coordinate with executives, directors, and other managers as needed to ensure the logistics of their event or service are carried out.
  13. Promote the Society to both the EUS Members and the community-at-large.
  14. Train their replacements at the end of their term and provide them with any relevant files, reports, introductions, and paperwork needed for them to do their roles effectively.
  15. Have other duties as assigned.

2.4 Representatives

Representatives are the entry-level volunteers in the Society. The Representatives shall consist of the following positions. Multiple individuals may be appointed into each of these roles upon the approval of the Executive.

 

Duties

Each Representative shall:

  1. Be an Active Member of the Society during the term they are serving.
  2. Serve from when appointed by the Executive to April 30.
  3. Receive direction from the Executive Officer, Director, and Manager to which they are assigned.
  4. Be expected to dedicate approximately 5 hours a week or as necessary  during the academic term.
  5. Uphold the Constitution and Policies of the Society.
  6. Regularly report their activities to the Manager, Director, and Executive Officer to which they are assigned.
  7. Promote the Society to both the EUS Members and the community-at-large.
  8. Train their replacements at the end of their term and provide them with any relevant files, reports, introductions, and paperwork needed for them to do their roles effectively.
  9. Have other duties as assigned.


3 Volunteer Descriptions

3.1 President Portfolio

The President’s portfolio contains the following volunteers:

Directors

Managers

Representatives

  • Conferences Director
  • 14 Not Forgotten Manager
  • Elections Administrator

-None-

3.1.1 Not Forgotten Manager

Duties

The 14 Not Forgotten Manager shall:

  1. Organize 14 Not Forgotten meeting in September with AOE, WiE reps and the Student Development Officer
  2. Assign tasks for 14 Not Forgotten memorial to WiE, EUS, and AOE.
  3. Attend December 6th committee meetings
  4. Ensure there are speakers for 14 Not Forgotten
  5. Choose MC for ceremony
  6. Liaise with President on all 14 Not Forgotten matters
  7. Work with VP Comm to ensure sufficient postering, facebook group and other advertising materials
  8. Ask Student Development Officer to send email blasts to faculty and staff leading up to the event

 

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

President

-None-

-None-

-None-

December 6th Planning Committee


3.1.2 Conferences Director

Duties

The Conferences Director shall:

  1. Be responsible for coordinating Society representation at conferences and competitions listed in Conferences Policy Section 8.1.
  2. Be responsible for developing application forms for all external conferences and competitions and making them available in a timely manner.
  3. Chair the EUS Conferences Committee.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

President

-None-

-None-

-None-

EUS Conferences Committee

3.1.3 Elections Administrator

Duties

The Elections Administrator shall:

  1. Be responsible for organizing and coordinating all Society elections and referenda.
  2. Be responsible for ensuring adequate advertisement of elections information, in conjunction with the Publicity Director.
  3. Take direction from the Board in cases where the Elections Administrator requests direction.
  4. Shall be the penultimate authority in all election decisions. The EA’s decisions may be repealed by the EUS Board, which may be repealed by the AMS Council.
  5. Oversee and ensure execution of EUS Elections Policy 9.0.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

President

-None-

-None-

-None-

-None-

3.2 VP Academic Portfolio

The VP Academic’s portfolio contains the following volunteers:

Directors

Managers

Representatives

  • Curriculum Director
  • Graduation Director
  • Health & Wellness Director
  • Tutoring Director

-None-

  • Tutoring Representative

3.2.1 Curriculum Director

Duties

The Curriculum Director shall:

  1. Be responsible for compiling academic concerns from Grand Council in preparation for Student Advisory Council.
  2. Under the direction of the VP Academic, follow up on concerns raised at Student Advisory Council.
  3. Conduct background research on relevant academic issues.
  4. Assist the VP Academic in analysing relevant survey results and preparing recommendations.
  5. Assist the VP Academic with other academic initiatives as required.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Academic

-None-

-None-

-None-

EUS Academic Committee

Grand Council

Student Advisory Council

 


3.2.2 Graduation Director

Duties

The Graduation Director shall:

  1. Oversee the coordination of all activities concerned with the Iron Ring Ceremony.
  2. Facilitate the selection of a representative for the Grad Class Council.
  3. Maintain a list of all department Grad Reps. If no rep exists, the club president will act as the primary point of communication.
  4. Coordinate with the Club Grad Reps to ensure information is adequately communicated to all graduating students.
  5. Coordinate with the Club Grad Reps to organize an official after-grad event.
  6. Communicate with the Faculty on scheduling of Iron Ring.
  7. Chair the EUS Graduation Committee.
  8. Compile  lists of graduating students and the fees owed by Clubs for Iron Ring and Slipsticks, and share these lists with the Publications Director and VP Finance in a timely manner.
  9. Work with Club Grad Reps to facilitate grad headshots.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Academic

-None-

-None-

-None-

EUS Graduation Committee as Chair


3.2.3 Health & Wellness Director

Duties

The Health and Wellness Director shall:

  1. Promote Mental Health and Wellbeing to the Society.
  2. Host regular Health and Wellness events.
  3. Organise and execute a Wellness Fair once per term during the academic year.
  4. Assist the VP Academic in advocating for the Health and Wellness needs of UBC Engineering students.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Academic

-None-

-None-

-None-

UBC Mental Health Network

3.2.4 Tutoring Director

Duties

The Tutoring Director shall:

  1. Be responsible for the tutoring and exam preparation events of the Society
  2. Coordinate the logistics of the EUS’ tutoring and exam preparation events, including but not limited to hiring tutors, preparing session material, and booking rooms.
  3. Maintain the EUS’ private tutor database.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Academic

-None-

-None-

Tutoring Representative

-None-


3.2.5 Tutoring Representative

Duties

The Tutoring Representatives shall:

  1. Be responsible for assisting the Tutoring Director in the coordination of tutoring and exam preparation events.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Academic

Tutoring Director

-None-

-None-

-None-


3.3 VP Administration Portfolio

The VP Administration’s portfolio contains the following volunteers:

Directors

Managers

Representatives

  • Council Director
  • Bookings Director
  • Facilities Director
  • Sustainability Director

-None-

  • Secretary
  • Speaker
  • Keeper of the Cairn
  • ESC Technician
  • Sustainability Representative

3.3.1 Council Director

Duties

The Council Director shall:

  1. Be responsible for facilitating Council activities and interactions.
  2. Work with Volunteer Director to facilitate training.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Admin

-None-

-None-

Secretary

Speaker

EUS Council


3.3.2 Secretary

Duties

The Secretary shall:

  1. Be the official minute taker for EUS Council, Grand Council meetings and Student Advisory Council meeting.
  2. Coordinate the activities of the Archives Manager to ensure the safe storage of EUS minutes, nEUSpapers, contracts, and any other official documents and publications of the EUS.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Admin

Council Director

-None-

-None-

EUS Council

3.3.3 Speaker

Duties

The Speaker shall:

  1. Preside over certain meetings of the Society as indicated in EUS Council Policy Section 7.4.3 according to Robert’s Rules.
  2. Take direction from the Board in cases where the Speaker requests for direction.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Admin

Council Director

-None-

-None-

EUS Council

3.3.4 Bookings Director

Duties

The Bookings Director shall:

  1. Shall be registered as one of the two booking representatives of the Society.
  2. Be responsible for coordinating all bookings of the Society.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Admin

-None-

-None-

-None-

-None-

3.3.5 Facilities Director

Duties

The Facilities Director shall:

  1. Provide general upkeep, maintenance, operation, improvement and expansion of the Society’s Student Space. This includes both the interior and exterior of the ESC, as well as the courtyard.
  2. Establish and organize a list of interested volunteers to assist and work in and around the Society’s Student Space.
  3. Plan, execute, and report to the Board on the  operation and expenditure for the Society’s Student Spaces.
  4. Coordinate the activities of the ESC Technician to ensure continuous operation of any computers, printers and other devices in use by the Society.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Admin

-None-

-None-

Keeper of the Cairn

ESC Technician

-None-

3.3.6 Keeper of the Cairn

Duties

The Keeper of the Cairn shall:

  1. Be responsible for painting the Cairn back after vandalism.
  2. Be responsible for painting the Cairn for specific events.
  3. Work with Facility Director to purchase painting materials

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Admin

Facilities Director

-None-

-None-

-None-


3.3.7 ESC Technician

Duties

The ESC Technician shall:

  1. Be responsible for maintaining the Societies technology.
  2. Ensure the Society’s computer lab is functional and software is kept up-to-date.
  3. Develop and post usage rules for the computer lab.
  4. Purchase and install useful software, with permission from the Executive.
  5. Setup and teardown audio/visual equipment for EUS events.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Admin

Facilities Director

-None-

-None-

-None-

3.3.8 Sustainability Director

Duties

The Sustainability Director shall:

  1. Host sustainability focused events in collaboration with other EUS events
  2. Lobby for sustainable practices within the faculty of applied science, in collaboration with VP academic
  3. Find sustainable solutions for the EUS businesses
  4. Aid with financial modeling for capital purchases in collaboration with VP admin
  5. Lead sustainable goal setting initiatives for EUS departments and/or Ex-officio clubs

 

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Admin

-None-

Sustainability Representative

-None-


3.3.9 Sustainability Representative

Duties

The Sustainability Representative shall:

  1. Aid in organizing sustainability events
  2. Help with assessing the ESC, and EUS businesses to implement change if seen fit
  3. Aid with club/department goal setting initiatives

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Admin

Sustainability Director

-None-

-None-

-None-


3.4 VP Communications Portfolio

The VP Communication’s portfolio contains the following volunteers:

Directors

Managers

Representatives

  • Media Director
  • Video Director
  • Publications Director
  • Webmaster
  • Social Media Manager
  • Iron Pin Manager
  • Archives Manager
  • Handbuk Manager
  • nEUSpaper Manager
  • Slipstick Manager
  • Graphics Representative
  • Crafts Representative
  • Photographer
  • Videographer
  • Slipstick Representative

3.4.1 Media Director

Duties

The Media Director shall:

  1. Be responsible for coordinating all media for the Society, excluding video.
  1. In the event the Video Director is not hired, the Media Director shall assume their role in coordinating video media.
  1. Organize the attendance of photographers at all EUS Events.
  2. Organize all media and distribute to the Publications Director and Social Media Manager in a timely manner.
  3. Maintain the storage of recent EUS media and ensure that media is uploaded to the appropriate digital arenas such as facebook albums or flickr.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

-None-

-None-

Photographer

-None-


3.4.2 Photographer

Duties

The Photographer shall:

  1. Take pictures at all EUS Events attended.
  2. Ensure proper storage and easy accessibility of all pictures taken through collaboration with the Media Director.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

Media Director

-None-

-None-

-None-

3.4.3 Video Director

Duties

The Video Director shall:

  1. Develop EUS Video Media Content and share it to the student body through the appropriate channels, such as the Facebook Page or Youtube.
  2. Be responsible for the content and operation of the EUS Youtube Channel.
  3. Update the EUS Youtube several times per term including videos of events, EUS initiatives, and other EUS media.
  4. Oversee the Videographers and
  5. Ensure all videos published contain accurate information on the society, and follow current EUS branding.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

-None-

-None-

Videographer

-None-


3.4.4 Videographer

Duties

The Videographer shall:

  1. Be responsible for assisting the Video Manager in the creation and editing of videos the Society.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

Video Director

-None-

-None-

-None-

3.4.5 Publications Director

Duties

The Publications Director shall:

  1. Coordinate all publications of the Society, including, but not limited to, the nEUSpaper (newspaper), Handbuk (agenda), and Slipstick (yearbook).
  2. Ensure deadlines are met for all publications.
  3. Assist the associated manager in the collection of content for each publication.
  4. Proof, to the best of their abilities, publications for any inaccuracies. As such, be familiar with the operations of the EUS.
  5. Oversee the production of professional quality publications in line with current EUS branding.
  6. Assist with finalizing details as necessary, and assist the associated managers in the training of their volunteers.
  7. Coordinate with the publishing company to ensure Publications will be available in a timely manner.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

-None-

Slipstick Manager,

Handbuk Manager,

nEUSpaper Manager

Slipstick Representative

-None-

3.4.6 Handbuk Manager

Duties

The Handbuk Manager shall:

  1. Design and edit the Society’s Annual Agenda (the Handbuk).
  2. Organize volunteers to assist in the editing process.
  3. Ensure information on the events and services of the Society and collect information as need from all members of the Council.
  4. Design and work Publications Director to create a page ladder, layouts, and any graphics associated with the slipstick.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

Publications Director

-None-

-None-

-None-

3.4.7 nEUSpaper Manager

Duties

The nEUSpaper Manager shall:

  1. Be responsible for the coordination of the nEUSpaper.
  2. Manage and solicit relevant articles submissions.
  3. Create layouts, edit articles, and proof the final copy in a timely manner.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

Publications Director

-None-

-None-

-None-


3.4.8 Slipstick Manager

Duties

The Slipstick Manager shall:

  1. Coordinate the sale, distribution, and printing of the Slipsticks.
  2. Design and work with the Slipstick Representatives and Publications Director to create a page ladder, layouts, and any graphics associated with the slipstick.
  3. Train Slipstick Representatives  to assist in the editing process creating the yearbook.
  4. Coordinate with the Program Clubs to ensure that each club submits content.
  5. Provide adequate training and documentation to Slipstick Representatives to ensure Program Club content is complete and ready on time.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

Publications Director

-None-

Slipstick Representatives

-None-

3.4.9 Slipstick Representative

Duties

The Slipstick Representatives shall:

  1. Create layouts, graphics, and content for the Slipstick alongside the Slipstick Manager.
  2. Edit and proof the yearbook pages in a timely manner.
  3. Provide ideas and input towards stylistic changes in the yearbook.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

Publications Director

Slipstick Manager

-None-

-None-


3.4.10 Webmaster

Duties

The Webmaster shall:

  1. Be responsible for the content and operation of the EUS Website.
  2. Update the EUS website frequently to advertise for upcoming events and services as directed by the Executive and Board.
  3. Create the E-WEEK and WEEK E^0 websites.
  4. Maintain the e-nEUS website.
  5. Ensure all EUS websites are easy to navigate, contain accurate information on the operation of the society, and follow current EUS branding.
  6. Maintain all aspects of our domain names, ubcengineers.ca and ubcengineers.com
  7. Manage the EUS email accounts and forwarders.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

-None-

-None-

-None-

-None-

3.4.11 Social Media Manager

Duties

The Social Media Manager shall:

  1. Maintain the Society’s social media presence, including, but not limited to, Twitter, Facebook, Instagram, and Snapchat.
  2. Maintain a schedule for online posts ensuring the promotion of major annual events such as Week E^0 or E-WEEK.
  3. Approve and moderate EUS Facebook groups as needed.
  4. Accurately represent the society whenever posting content online.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

-None-

-None-

-None-

-None-


3.4.12 Iron Pin Manager

Duties

The Iron Pin Manager shall:

  1. Be responsible for the Iron Pin Ceremony and all tasks as outlined in the Iron Pin Ceremony Policy Section 12.3.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Academic

-None-

-None-

-None-

-None-

3.4.13 Archives Manager

Duties

The Archives Manager shall:

  1. Be responsible for overseeing of the Archives of the Society.
  2. Compile and store both physical and electronic historic engineering memorabilia.
  3. Ensure safe storage of Minutes from the Society’s meetings, copies of all of the Society’s publications, and all other official documents produced by the Society.
  4. Ensure all archived documents are stored in an organized and easily accessible fashion.
  5. Work with the webmaster to ensure digitized archives are accessible to the public.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

-None-

-None-

-None-

-None-


3.4.14 Graphics Representative

Duties

The Graphics Representatives shall:

  1. Create designs for print materials, such as posters, flyers and banners, for the advertisement of Society events and activities.
  2. Create designs for merchandise, such as t-shirts, mugs, hats and patches, for sale by Red Sales or for use as promotional material for distribution during Society events or activities.
  3. Assist with the creation of graphics  for the Society’s websites and social media activities.
  4. Ensure that advertisements for Society events and activities are widely distributed and visible across campus.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

-None-

-None-

-None-

-None-

3.4.15 Crafts Representative

Duties

The Crafts Representative shall:

  1. Create craft projects approved by the VP Communications to enhance society spirit, function, organization, or image.
  2. Maintain and continue the extraordinary crafts legacy of the EUS as appropriate (such as the 2015-16 banners, the E-WEEK trophies and hall of fame, etc).
  3. Offer new ideas and artistic vision to the EUS for craft projects.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Comm

-None-

-None-

-None-

-None-


3.5 VP Finance Portfolio

The VP Finance’s portfolio contains the following volunteers:

Directors

Managers

Representatives

  • Career Fair Director
  • ESC Eatery Director
  • Industry & Pro-D Director
  • Red Sales Director
  • CF Company Relations Manager
  • CF Logistics Manager
  • Eatery Representative
  • Red Sales Representative
  • Treasurer

3.5.1 Career Fair Director

Duties

The Career Fair Director shall:

  1. Be responsible for the coordination of the "Engineer your Career" Fair, including but not limited to:
  1. Contacting companies
  2. Scheduling
  3. Finances
  4. Creating sponsorship package
  1. Coordinate with UBC Careers and APSC Pro-D in planning of the Career Fair.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Finance

-None-

-None-

CF Company Relations

CF Logistics Manager

-None-


3.5.2 Career Fair Company Relations Manager

Duties

The Career Fair Company Relations Manager shall:

  1. Contact companies via email or cold calling
  2. Help Director run “Engineer Your Career” Fair event

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Finance

Career Fair Director

-None-

-None-

-None-

3.5.3 Career Fair Logistics Manager

Duties

The Career Fair Logistics Manager shall:

  1. Create tracking documentation
  2. Help Director run “Engineer Your Career” Fair event
  3. Coordinate with VP Communications portfolio regarding event advertising
  4. Assist Director wherever needed

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Finance

Career Fair Director

-None-

-None-

-None-


3.5.4 ESC Eatery Director

Duties

The ESC Eatery Director shall:

  1. Be responsible for the coordination of the ESC Eatery.
  2. Set the Menu for the Eatery in consultation with the EUS Executive.
  3. Designate hours of operation for the ESC Eatery.
  4. Be responsible for adequately training the ESC Eatery Representatives
  5. Track Eatery financials on a weekly basis

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Finance

-None-

-None-

ESC Eatery Representative

-None-

3.5.5 ESC Eatery Representative

Duties

The ESC Eatery Representative shall:

  1. Be responsible for assisting in the coordination of the ESC Eatery.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Finance

ESC Eatery Director

-None-

-None-

-None-


3.5.6 Professional Development Director

Duties

The Professional Development Director shall:

  1. Liaise with the APSC Professional Development office in running professional development events and opportunities for constituents.
  2. Act as a resource to Department Clubs with respect to professional development activities, including the development of sponsorship packages.
  3. Be responsible for the timely distribution of information on employment opportunities to APSC Professional Development.
  4. Represent the Society to the Association of Professional Engineers and Geoscientists of BC (APEGBC), including attending monthly Vancouver Branch meetings and attending the APEGBC AGM as the SAC representative.
  5. Liaise with visiting companies.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Finance

-None-

-None-

-None-

Conferences Committee

Events Committee


3.5.7 Red Sales Director

Duties

The Red Sales Director shall:

  1. Be responsible for the purchase and sale of Engineering sweaters, jackets, and other paraphernalia.
  2. Work with their assigned Executive to create a budget.
  3. Maintain a minimum number of open store hours, as directed by the Executive.
  4. Be responsible for the purchase, safe storage, and tracking of EUS-controlled patches on behalf of the Executive.
  5. Not distribute EUS-controlled patches without the explicit permission of the Executive or relevant director.
  6. Ensure that volunteer patches are available and that Executives submit lists of eligible recipients in a timely fashion.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Finance

-None-

-None-

Red Sales Representative

-None-

3.5.8 Red Sales Representative

Duties

The Red Sales Representatives shall:

  1. Be responsible for the assisting in the operation of Red Sales.
  2. Assist the Red Sales Manager in holding store hours and selling paraphernalia.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Finance

Red Sales Director

-None-

-None-

-None-


3.5.9 Treasurer

Duties

The Treasurer shall:

  1. Be responsible for aiding the VP Finance in the organization and submission of reimbursements.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Finance

-None-

-None-

-None-

-None-


3.6 VP Spirit Portfolio

The VP Spirit’s portfolio contains the following volunteers:

Directors

Managers

Representatives

  • E-WEEK Director
  • Godiva Band Director
  • Week E^0 Director
  • Volunteer Director
  • Alumni Relations Manager
  • Carolling Manager
  • Godiva Band Representative
  • Spirit Representative

3.6.1 Alumni Relations Manager

Duties

The Alumni Relations Manager shall:

  1. Be responsible for the coordination of all alumni relations.
  2. Liaise with the E-WEEK Director and Alumni Relations Office to coordinate Old Red New Red.
  3. Liaise with the Alumni Relations Office on other events through the year.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Spirit

-None-

-None-

-None-

Industry Committee

3.6.2 Carolling Manager

Duties

The Carolling Manager shall:

  1. Be responsible for organizing EUS Carolling.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Spirit

-None-

-None-

Spirit Representative

-None-

3.6.3 E-WEEK Director

Duties

The E-WEEK Director shall:

  1. Be responsible for the organization of E-WEEK.
  2. Ensure the  planning and execution of all events during E-WEEK.
  3. Coordinate the E-WEEK Representatives.
  4. Chair the EUS E-WEEK Committee.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Spirit

-None-

-None-

Spirit Representative

-None-

3.6.4 Godiva Band Director

Duties

The Godiva Band Representatives shall:

  1. Be responsible in aiding the Godiva Band Director in the organization of the Godiva Band.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Spirit

-None-

-None-

Godiva Band Representative

-None-


3.6.5 Godiva Band Representative

Duties

The Godiva Band Director shall:

  1. Manage and organize the members of the Godiva Band.
  2. Be responsible for rental, purchase, acquisition and distribution of any sheet music or instruments.
  3. Ensure that the Godiva Band performs at important Spirit events held by the Society, as directed by the Executive.
  4. Ensure that appropriate patches are distributed to participants in a timely manner, in conjunction with the Red Sales Manager.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Spirit

Godiva Band Director

-None-

-None-

-None-

3.6.6 Week E^0 Director

Duties

The Week E^0 Director shall:

  1. Be responsible for coordinating the Week E^0 Events and activities as outlined in Week E^0 Section 12.1.
  2. Work with the Elections Administrator to promote First Year Elections.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Spirit

-None-

-None-

Spirit Representative

-None-


3.6.7 Spirit Representative

Duties

The Spirit Representatives shall:

  1. Be responsible for assisting the Week E^0 Director in organizing events.
  2. Be responsible for assisting the Carolling Manager in organizing Carolling.
  3. Be responsible for assisting the E-WEEK Director in organizing E-WEEK.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Spirit

E-WEEK Director

Week E^0 Director

Carolling Manager

-None-

E-WEEK Committee

3.6.8 Volunteer Director

Duties

The Volunteer Director shall:

  1. Organize recruitment of volunteers, including applications for Directors, Managers, and Representatives as well as general volunteers as directed by the Executive.
  2. Be responsible for EUS volunteer recognition and appreciation.
  3. Work with the Executive Awards Committee to administer the selection process for EUS Awards Section 11.1.
  4. Maintain a database of EUS volunteer contact information
  5. Work with Executives and Council Director to develop specific volunteer training when appropriate.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Spirit

-None-

-None-

-None-

-None-


3.7 VP Student Life Portfolio

The VP Student Life’s portfolio contains the following volunteers:

Directors

Managers

Representatives

  • Charity Director
  • Social Director
  • Sports Director
  • UBC Engineering Competition Director
  • Blood Drive Manager
  • Pi Week Manager
  • Movember Manager
  • Inventory Manager
  • ESC Bar Manager
  • UBC-EC Sponsorship Manager
  • UBC-EC Logistics Manager
  • ESC Bar Representative
  • Sports Representative

3.7.1 Charity Director

Duties

The Charity Director shall:

  1. Organize all charity fundraising events for the Society.
  2. Organize community service projects for the Society’s members to participate in.
  3. Organize at least one blood drive each year.
  4. Organize at least one food drive each year.
  5. Organize at least one major charity fundraiser each academic term.
  6. Be well-versed in the EUS charity awards program and approve awards

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

-None-

Blood Drive Manager

Pi Week Manager

Movember Manager

-None-

-None-

3.7.2 Blood Drive Manager

Duties

The Blood Drive Manager shall:

  1. Be responsible for the coordination all EUS Blood Drives.
  2. Coordinate the EUS Blood Cup.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

Charity Director

-None-

-None-

-None-

3.7.3 Pi Week Manager

Duties

The Pi Week Manager shall:

  1. Be responsible for the coordination of EUS Pi Week.
  2. Forewarn the Faculty and staff of the coming of Pi Week.
  3. Organize the “No Pi List”.
  4. Work with the Volunteer Director to coordinate volunteers for Pi Week.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

Charity Director

-None-

-None-

-None-

3.7.4 Movember Manager

Duties

The Movember Manager shall:

  1. Be responsible for the Society’s Movember Campaign.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

Charity Director

-None-

-None-

-None-

3.7.5 Inventory Manager

Duties

The Inventory Manager shall:

  1. Develop and maintain good relationships with relevant food and beverage distributors.
  2. Work with the assigned Executive to determine the price of goods and services provided through vending machines, arcade machines, and at relevant events.
  3. Assist executives with any special purchases pertaining to their portfolios.
  4. Drive places buy shit

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

-None-

-None-

-None-

-None-

3.7.6 Social Director

Duties

The Social Director shall:

  1. Plan and organize the Society’s Social events, particularly those that involve alcoholic licenses and bands.
  2. Remain well versed with BC Liquor Laws, Food Safe procedures, ESC bookings, and related policies of such on Campus, and ensure all assigned Managers,  Representatives, and General Volunteers are aware of the relevant laws and procedures
  1. Will be required to obtain a Serving it Right Licence upon appointment, with costs covered by the EUS
  2. Will be expected to coordinate training for the ESC Bar Manager and Bar Representatives, so that they are able to obtain Serving it Right licences, with the cost covered by the EUS

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

-None-

-None-

Bar Representative

Events Committee as Chair

3.7.7 ESC Bar Manager

Duties

The ESC Bar Manager shall:

  1. Organize and maintain a list of Bar Representatives for the Society’s events.
  2. Ensure there are sufficient Bar Representatives at all of the Society’s events.
  3. Maintain the ESC Bar and other equipment.
  4. Will be required to obtain a Serving it Right licence upon appointment, with cost covered by the EUS
  5. Ensure all Bar Representatives are properly trained, including assisting the Social Director in organizing Serving it Right training for assigned Representatives.
  6. Remain well versed with BC Liquor Laws, and related policies of such on Campus, and ensure that all assigned Representatives and General Volunteers are aware of relevant laws and procedures.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

-None-

-None-

ESC Bar Representative

-None-

3.7.8 ESC Bar Representative

Duties

The ESC Bar Representative shall:

  1. Assist in the maintenance of ESC Bar equipment.
  2. Actively attend the Society's social functions to perform bartending duties.
  3. Will be required to obtain a Serving it Right licence upon appointment.
  4. Remain well versed with BC Liquor Laws, and related policies of such on Campus.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

ESC Bar Manager

-None-

-None-

-None-

3.7.9 Sports Director

Duties

The Sports Director shall:

  1. Organize sporting events for the Society.
  2. Coordinate with UBC Recreation Intramurals in promoting engineers' participation in sporting events.
  3. Inform the Society of the current sports activities.
  4. Promote, maintain, and carry out the Society’s Sports Subsidy Program.
  5. Organize at least three inter-departmental sporting events per year.
  6. Be well-versed in the EUS sports awards program and approve sports awards
  7. Chair the EUS Sports Committee

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

-None-

-None-

Sports Representative

Sports Committee as Chair

Events Committee

3.7.10 Sports Representative

Duties

The Sports Representatives shall:

  1. Be responsible in assisting the Sports Director in the Society’s Sports Events.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

Sports Director

-None-

-None-

-None-

3.7.11 UBC Engineering Competition Director

Duties

The UBC Engineering Competition (UBCEC) Director shall:

  1. Be well-versed in the rules of the various sub-competitions.
  2. Be responsible for coordinating the organization of the UBC Engineering Competition in the first academic term.
  3. Create a timeline for competition preparation and ensure it is followed.
  4. Create and track a budget of all competition revenue and expenditures.
  5. Search for competition chairs and judges.
  6. Create the competition schedule and rubrics.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

-None-

UBC-EC Sponsorship Manager

UBC-EC Logistics Manager

-None-

-None-

3.7.12 UBC Engineering Competition Sponsorship Manager

Duties

The UBC Engineering Competition (UBCEC) Sponsorship Manager shall:

  1. Co-ordinate the search for all competition sponsorship, including monetary and prizes.
  2. Liaise with the VP Comm portfolio to develop a sponsorship package.
  3. Track sponsorship revenue and aid with the creation of a competition budget.

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

UBC-EC Director

-None-

-None-

-None-

3.7.13 UBC Engineering Competition Logistics Manager

Duties

The UBC Engineering Competition (UBCEC) Logistics Manager shall:

  1. Work with the EUS Bookings Manager to book adequate space for the competition to take place.
  2. Work with the EUS Volunteer Director to arrange competition volunteers for setup, takedown, and other tasks as needed.
  3. Assist in the search of competition chairs and judges.
  4. Be responsible for ordering food and refreshments for the competition.
  5. Assist in creating a competition schedule

Assigned Executive

Assigned

Director

Assigned

Managers

Assigned Representatives

Assigned Committees

VP Student Life

UBC-EC Director

-None-

-None-

-None-