Officer Duties Orientation!

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).

2

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!

​

​

3

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.

​

4

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.

�

5

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.

​

6

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.

​

7

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.

​

8

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

​

​

​

9

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.

10

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.

​

11

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.

12

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

13

StuCo Rep

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

14

15

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