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From MyHastings.org Job Descriptions ASUCH PRESIDENT _____________
TRANSITION MEMORANDUM Description of Duties, Powers, and Responsibilities
This privilege of holding this position is accompanied by many duties and responsibilities, which, if performed satisfactorily, require anywhere from ten to twenty hours a week during the summer and both semesters. This memorandum will list background and administrative information and the actions that must be taken subsequent to installation. Also, this memorandum is intended to supplement other documents, including the ASUCH Constitution, Bylaws, other Executive Board Member Transition Memoranda, and the ASUCH Protocol.
Background of Responsibilities
The ASUCH President wears a number of hats. The ASUCH President interacts with the student body at-large, the members of the General Council, including the Board, the Administration, including the Chancellor and Dean, faculty, and alumni. Listed below are some standing functions and responsibilities of the ASUCH President, as well as some miscellaneous administrative information.
q There are four Board of Directors meetings a year: in June, September, December, and March. There are two or three Board Finance Committee meetings a year, as well as a Board Education Committee Meeting. The ASUCH President is expected to attend all of the Board of Directors meetings. The contact for these meetings is the General Counsel, the Secretary of the Board. Written reports are submitted to the Secretary of the Board approximately two weeks before every Board of Director meeting, and a presentation is given there by the ASUCH President. q There are two or three Alumni Association meetings a year. The Alumni Relations Office provides funding for travel to these meetings, including airfare and room and board. The ASUCH President is a member of the Board of the Alumni Association. The Director of Alumni Relations is the contact person for these meetings. q There are regular meetings with the Chancellor and Dean and, if necessary, the Academic Dean. The ASUCH President may call and schedule appointments for these meetings. q The ASUCH President and the ASUCH Treasurer, alone, have the power to authorize checks from student activity fees. Funding guidelines place funds allocated for ASUCH sponsored events and activities in the ASUCH checking account at Wells Fargo Bank, and funds allocated to student organizations in the Office of Fiscal Services. The office of fiscal services is where student organizations get reimbursed for funds, per approval by the ASUCH Treasurer. ASUCH General Council members get reimbursed directly from the ASUCH Treasurer or President from its checking account. q The ASUCH President meets with the members of the ASUCH Executive Board regularly. q The ASUCH President convenes and presides over all ASUCH General Council meetings, which are held at least twice a month. q The ASUCH President should submit regular reports to the student body on the status of its activities. q The ASUCH President oversees and facilitates the work of all Executive Board members and ASUCH committees. All executive board members receive keys to the ASUCH office on the second floor of the 198 building and have content responsibilities for the bulletin board outside the office. All ASUCH General Council members may request a key to the office at the security desk. q The ASUCH President approves all service hours reported to the ASUCH Executive Board and committee chairs. q E-mails to the student body may be sent from the ASUCH office computer. Any ASUCH member may also download the software to send out these e-mails. However, the Director of Communications and the President should manage this responsibility. q The ASUCH President has an account, established by a gift to the College, at the Office of Fiscal Services, to fund activities that assist the ASUCH President in his or her duties. The amount in this account amounts to approximately 200 dollars a year. Reimbursements from this account are submitted directly to the Office of Fiscal Services, and draw from funds entirely independent from any funds for the ASUCH President during the regular budget process allocating student activity fees.
To-Do List
There are several preliminary matters that should be resolved immediately after installation. Actions that should be taken or considered over the summer and fall are also listed below.
Upon Election or Installation
q The past president, past treasurer, president-elect, and treasurer-elect must visit the Wells Fargo Bank on Market and 9th Street to change the signature card, authorizing the new president and treasurer to issue checks from the ASUCH account there. q Convene a meeting with the new Executive Board and Class Representatives to gather contact information and interest for ASUCH Committee and Student-Faculty Committee Assignments. q Introductions to the Dean, Academic Dean, Director of Alumni Relations, and College Relations, the Chief Financial Officer, The Director of Administrative Services, and the General Counsel. q Retrieve ASUCH office keys from past executive board members, and provide to new executive board members.
During the Summer
q Submit a letter to the Reprographics Office identifying those ASUCH members who will be authorized to place copy orders there. Typically, these members are on the ASUCH Executive Board. q There are two Board of Directors meeting over the summer: a full board meeting in June, usually the first week and typically on a Friday morning. An Education Committee meeting is also held during the summer. q There is an Alumni Association meeting held over the summer as well. As stated before, the ASUCH President is a standing member of the Alumni Association Board. q Begin planning the Welcome Back BBQ and Welcome Back Party that usually takes place within the first two weeks of classes. q Consider and assign student members to the Student-Faculty Committees, and submit a memorandum announcing these appointments to the Dean and Academic Dean.
The Beginning of the Year
q Prepare and deliver welcome speech to incoming class of students q During orientation, the ASUCH President organizes and moderates a student panel for the incoming class. The ASUCH President is responsible for finding students for the panel. q Prepare for the first ASUCH meeting of the year; one of the most pressing items that need to be addressed is the process by which student organizations petition for funds. q Student organizations want to sponsor events as early as the first several weeks of class. Having notice and a timelines in place before the semester begins are important for this purpose. q The first meeting of the year is when ASUCH members receive starter kits, which the Secretary prepares, and receive training in parliamentary procedure. A parliamentarian is appointed at the first meeting. q Invite the Dean and other members of the administration to meet members of the ASUCH General Council.
References
Additional information on the responsibilities and tasks of the ASUCH President may be found in the past president’s starter kit, the ASUCH Constitution and Bylaws, the ASUCH Protocol, other Executive Board Transition Memoranda, and past ASUCH President reports to the student body. Also, the Director of Student Services will always provide institutional support, information, and counsel. And if possible, contact the past student body president in case there are any remaining questions. © Copyright 2004 by MyHastings.org |