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Officer Duties Orientation!

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Purpose of this PPT

  • To give clubs an idea as to how an effective officer team works.
    • We have outlined the duties of each office.
    • We have also provided extra tips as well.
  • To provide resources for officers to use (such as the meeting minutes template).

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General Tips

  • Don’t be afraid to sit down and talk with fellow officers to resolve conflict/issues. Sometimes, they don’t know what they’re doing wrong unless if you tell them!
  • Chain of Command: Members → Club Officers → Club President → Club Sponsor → Student Council
    • Do not go straight to the club sponsor about conflicts without discussing/working things out with your officer team!

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Sponsor

  • Oversee actions of club
  • Attend every event sponsored by the Westwood club regardless of location, or ensure that an approved RRISD representative is present at the event.
  • To handle money inflows and outflows, such as fundraisers and purchases.
  • To enforce the club Constitution and report any violations to Student Council.

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Sponsor cont.

  • Ability to review the position of any of his or her officers.
  • Ability to veto any decision of the club officers, even if constitutional procedures were followed, if the veto was justified in preserving the good standing of the club.
  • May not be a sponsor of more than two clubs.
  • May have co-sponsors to help with club activities.

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President

  • Preside over and lead all meetings.
  • Aid in planning all club activities and schedule the agenda for each meeting.
  • Warn an officer of liability of removal.
  • Appoint all necessary committees and be an Ex-Officio member of all committees.
  • Have a firm knowledge of the Club Constitution.
  • Call for special meetings as necessary, such as officer meetings before big events/general meetings.

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President cont.

  • Assume total responsibility for carrying out club projects.
    • Don’t forget to delegate tasks as necessary!
    • Do NOT micromanage or take over all tasks! But, do NOT push all work onto other officers.
  • Create meeting PowerPoints.
  • If your office team does not have one of the offices described in this PPT, delegate that vacant office’s duties to other officers as needed.

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Vice President

  • Assist the President in all areas of club operations.
  • Preside over club committees.
  • Have a firm knowledge of the club constitution and parliamentary procedure.
  • Work with the President to present views to members and staff as needed.

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Secretary

  • Take attendance for each meeting.
  • Take minutes for each meeting.
    • Have these documents ready and organized.
    • This is the district’s policy! The district can check up on club activities and ask for meeting minutes anytime during the year.
  • SAMPLE: Meeting Minutes Template
  • SAMPLE: Attendance/Sign-in Sheet Template

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Treasurer

  • Organize one fundraiser per semester.
    • Must be with an approved fundraising vendor (get vendor list from Ms. Japour in Main Office).
  • Be familiar with all forms.
    • Balance sheet
      • Keep track of lost/gained money after each transaction and find the current balance.
    • Get approval for fundraiser with approval form (from Ms. Japour). Submit paperwork 4 weeks before planned fundraising date.
    • Give refunds with disbursement form.

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Parliamentarian

  • Must be a senior during the year in office.
  • Aid sponsor and President in conducting meetings and maintaining order in meetings.
  • Have a firm knowledge of the Club Constitution and parliamentary procedure.
  • Oversee and run spring officer elections.

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Parliamentarian - Elections

  • Process must include a popular vote of club members.
    • Ballots must be handled by the sponsor and senior officers (preferably only the Parliamentarian).
  • The process must be held either in-person or through student emails only.
    • Google Forms sent to personal emails must require student gmail sign in to vote.
  • Process may include an interview or application system overseen by the sponsor.

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Reporter/Historian

  • Inform club members of events to happen within the club through various means of communication.
  • Inform the student body outside the club about club activities through various news media.
  • Take pictures/videos at club events for sharing.
  • Maintain the club website (if present), and keep it up to date.
  • Send Weekly Recap Emails to club members on club activities.
  • SAMPLE- RECAP EMAIL

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StuCo Rep

  • Attend and sign-in at StuCo General Meetings
  • Deliver relevant pieces of information to club president and sponsor after attending StuCo Meetings.

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Thanks for reading through this PowerPoint!

We hope you have a successful year with your officer team!

Feel free to email us with any questions!

westwood_studentcouncil@roundrockisd.org