ASIST/ExecutivePositions

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ASIS&T@UBC Executive Position summaries, by the outgoing 2012/2013 exec, for the edification of the incoming 2013/2014 exec.

Chair

Duties set out in our Bylaws

  • The Chair will preside over all meetings of the Student Chapter and the Executive Committee.
  • Ensure compliance with club bylaws.
  • Appoint the Chairs and members of all committees, with approval of the Executive Committee.
  • Default contact and spokesperson for the Club to SLAIS, ASIS&T, other student bodies, and external groups etc. Chair may delegate organizational contacts to other club members.
  • Establish goals and objectives for the year, including fundraising targets, events, and any other items with the approval of the Executive Committee.
  • Chair shall ensure the annual financial report of the Student Chapter is filed with the Executive Director of ASIS&T within thirty days of the close of the clubs fiscal year.
  • Hand over all files and information to the incoming Chair at the end of their term.



In practical terms

Duties:

  • Make sure that the student group is meeting regularly and organizes events regularly
  • Make sure the preparations for meetings and events are done and everyone knows what to do
  • Encourage new ideas to be generated (they will certainly not all be implemented, but a few them might be)

Duties Shared with other Execs/General Membership:

  • share ideas for ASIS&T events and initiatives, and help other members realize their ideas
  • participate in Cool Tools Days
  • take advantage of library connections to secure speakers and guests for ASIS&T events - AND/OR take advantage of ASIS&T position to make new library connections!
  • help with set up, promotion, cleanup for ASIS&T events
  • occasionally purchase (and get reimbursed for) speaker gifts, food/drink for events, etc

Tips & Tricks:

  • Make sure to remind the Exec team at least one week before an event to get things going
  • At the beginning of the term it is good to decide on the days and times for events immediately to ensure that the Trail Room and Terrace Lab are available.
  • It is also good to check with other student groups about potential clashes with their events. These should be avoided.
  • Usually rooms are booked within SLAIS, but if you want to book rooms outside of SLAIS, then it is necessary to get a written authorization by the SLAIS Director to be able to book these rooms. It is also necessary to file a list of booking reps with UBC Scheduling Services. This needs to be done only once a year. Here is how to do it: [1]

Vice-Chair

Duties set out in our Bylaws

  • The Vice-Chair shall actively assist the Chair as required by the Chair or Club.
  • Preside at Executive Committee or Student Chapter meetings in the absence of the Chair.
  • Automatically succeed to the Office of Chair upon the death or resignation of the Chair.
  • Hand over all files and information to the incoming Vice-Chair at the end of their term.



In practical terms

Duties:

Duties Shared with other Execs/General Membership:

  • share ideas for ASIS&T events and initiatives, and help other members realize their ideas
  • participate in Cool Tools Days
  • take advantage of library connections to secure speakers and guests for ASIS&T events - AND/OR take advantage of ASIS&T position to make new library connections!
  • help with set up, promotion, cleanup for ASIS&T events
  • occasionally purchase (and get reimbursed for) speaker gifts, food/drink for events, etc


Tips & Tricks:

Communications Officer

Duties set out in our Bylaws

  • The Communications Officer shall carry out the customary functions of the office including creating, maintaining and modifying the website, blog, mailing lists and electronic records.
  • Disseminate internal and external announcements, news, and other information within ASIS&T and outward to SLAIS, UBC and other relevant parties.
  • Implement the decisions and policies of the Executive Committee.
  • Hand over all files and information to the incoming Web Master at the end of their term.



In practical terms

Duties:

Duties Shared with other Execs/General Membership:* share ideas for ASIS&T events and initiatives, and help other members realize their ideas

  • participate in Cool Tools Days
  • take advantage of library connections to secure speakers and guests for ASIS&T events - AND/OR take advantage of ASIS&T position to make new library connections!
  • help with set up, promotion, cleanup for ASIS&T events
  • occasionally purchase (and get reimbursed for) speaker gifts, food/drink for events, etc


Tips & Tricks:

Secretary

Duties set out in our Bylaws

  • The Secretary shall carry out the customary functions of the office including taking minutes at Executive Committee and Student Chapter meetings, distributing minutes in a timely manner, collecting correspondence, forwarding correspondence/information to the appropriate Club officer, and maintaining the Club’s print files.
  • Implement the decisions and policies of the Executive Committee.
  • Hand over all files and information to the incoming Secretary at the end of their term.


In practical terms

Duties:

  • take minutes at monthly meetings, and send them out to membership with ACTION ITEMS noted (things people have volunteered for, and when they're to be done)
  • set agenda for monthly meetings, in consultation with other members
  • create Google Group messages reminding/informing members of upcoming events
  • create Eventbrite pages for events requiring registration, like the Brown Bag Lunches
  • book rooms via the SLAIS office for events and meetings - as far ahead of time as possible
  • occasionally write messages on the SLAIS whiteboard or calendar to remind students about events

Duties Shared with other Execs/General Membership:

  • share ideas for ASIS&T events and initiatives, and help other members realize their ideas
  • participate in Cool Tools Days
  • take advantage of library connections to secure speakers and guests for ASIS&T events - AND/OR take advantage of ASIS&T position to make new library connections!
  • help with set up, promotion, cleanup for ASIS&T events
  • occasionally purchase (and get reimbursed for) speaker gifts, food/drink for events, etc

Tips & Tricks:

  • you may want to share some of these duties with the Communications Officer, in whatever way works for the two of you, as there is a lot of overlap
  • Google Drive is your friend - I used it to set preliminary agendas and get input from other exec members
  • focus on ACTION ITEMS when sending out minutes
  • don't be afraid to bring ideas forward, or to ask for help from fellow execs/members, faculty, staff... we're here to learn, and to help each other succeed!

Treasurer

Duties set out in our Bylaws

  • The Treasurer shall carry out the customary functions of the office including collecting all monies, paying all expenses, maintaining bank accounts, reporting income and expenses at each Executive Committee meeting, providing a written report at the meeting where officers for the following year will be elected, and creating the Annual Financial Report (fiscal year June to following May) for submission to ASIS&T by the end of June.
  • Implement the decisions and policies of the Executive Committee.
  • Hand over all files and information to the incoming Treasurer at the end of their term.


In practical terms

Duties:

Duties Shared with other Execs/General Membership: * share ideas for ASIS&T events and initiatives, and help other members realize their ideas

  • participate in Cool Tools Days
  • take advantage of library connections to secure speakers and guests for ASIS&T events - AND/OR take advantage of ASIS&T position to make new library connections!
  • help with set up, promotion, cleanup for ASIS&T events
  • occasionally purchase (and get reimbursed for) speaker gifts, food/drink for events, etc


Tips & Tricks: