Officers' Responsibilities

In addition to each individual’s responsibilities, all officers are required to assist each other in:
  • Setup and cleanup of general meeting
    • ​ Setup - getting supplies needed from the clubroom
    • Clean-up - making sure that the room is cleaned up, all trash thrown away and supplies are put back into the clubroom
  • Setup and cleanup of on-campus fundraising events
    • Pick up food from the parking lot when the driver arrives
    • Setup - getting supplies needed from the clubroom
    • Clean-up - making sure that the area is cleaned up, all trash thrown away and supplies are put back into the clubroom
  • Assist in picking up professionals and food for general meetings
  • Provide carpool for all events if necessary
  • Make sure you don’t have a class either before or after the meeting time so you can assist in setting up and cleaning up for general meetings. 
  • Making yourself available and assisting all officers where needed

President

​Vice President of Administration
  • Oversee the board to make sure that all officers are fulfilling their responsibilities and address any unaccomplished tasks
  • Make decisions that are in the best interest of the organization
  • Ensure that there is a planned schedule of events for the semester 
  • ​Create PowerPoints and make announcements at weekly general meetings
  • Prepare and go over the agenda of events during officer meetings
  • Approve events created by Directors of Events
  • Send out job opportunities to members forwarded by Dr. Hansen
  • Maintain contact with Presidents of other organizations 
  • Mentor officers and members to improve themselves professionally 
  • Assist the Treasurer with going to the bank for deposits Present during the Spring and Fall Awards Banquet
  • ​Schedule professional speakers for general meetings
  • Confirm with speakers and set up parking arrangements
  • Attend BICC meeting with another officer in order to report upcoming events and report back to the officers what occurred during the BICC meeting.
  • Fill out “Student Organization Officer Information Form” during first week of semester.
  • ​It is required to allow new board members to be recognized in the school system. It must be approved before coordinating all other events.
  • Attend “ASI Funding Workshop” to receive funding for the semester and understand the process.
  • Attend “Organizational Development Meeting” with other officers to understand how to organize and maintain the club. 
  • Organize and stock supplies in the club room for future events: fundraising, general meetings, and professional events.
  • Assist other officers with their tasks to prepare for their events and turn in important forms.
  • Supervise each general meeting to make sure food and supplies are available for the members and professionals.
  • Perform the duties of the President in the President's absence.
  • Help members with their questions regarding the club activity.

​Treasurer

Secretary
Beginning of Semester
  • Collect membership applications and fees, and write the receipt to the members
  • Record and reconcile the collected cash and checks
Fundraising Event
  • Bring the cash box at the beginning of every fundraising event and take it back at the end
  • Help to collect the revenue
  • Make sure to leave at least $200 of change in the cashbox before each event ($20 x5, $5 x 10, $1 x 50)
  • Record and reconcile the revenue
  • Save the cash for each event individually, and seperately
Reimbursement
  • Make sure officers who paid for club expenses fill out the reimbursement sheet
  • Staple and double check the receipts of payments correspond to the expense amount on the reimbursement sheet
  • Write the CHECK to reimburse officers, and record the Check Number
  • Make sure to have the signature from President on the reimbursement sheet
Deposit
  • Organize and count the amount of money before the deposit
  • Leave at least $300 in change
  • Go to bank with the President to make the deposit
  • Keep the receipt of deposit and update the ending balance of account every month
Beginning of the semester
  • Create an Excel spreadsheet with all the names, emails and phone numbers of potential members who have signed up for AS before we have our general meeting.
  • Create a second Excel spreadsheet for those who attended our first & second meeting
  • Create a final list of members who have paid for the attendance
Over the semester
  • Take minutes, or record written notes, during both general and board meeting
  • Basic knowledge of Word and Excel is required.
  • Take attendance of both members and officers during meetings and events.
    • Keep track of everyone’s progress toward completing their requirements.
    • Make sure to update their status on the website.
  • Attend BICC meeting with another officer in order to report upcoming events and report back to the officers what occurred during the BICC meeting.
  • Mandatory to attend most if not all events to take attendance 

​Director of Social Events

​Director of Fundraiser
•    Plan events where members and officers can participate in fun activities, get to know each other, and develop their networking skills in an informal setting.
•    Create and send out surveys to find out which types of events members would like to attend and when they are available.
•    Create and send out sign-up sheets to keep track of members who plan on attending an event and how many need carpool.
•    Coordinate events with officers, members, and other student organizations.
•    Research to compare price, location, and quality before deciding where to host events.
•    Communicate with members regarding activities, location, time, carpooling and send reminders about each event.
•    Must be available on average of 2-4 hours per every on-campus fundraising event.
•    Implement on-campus and off-campus fundraisers by filling out ASI and CSI forms.
          • ASI forms can be obtained through their website: http://asicalstatela.org/services/clubs-and-organizations-funding
          • Funding request forms must be typed and turn in before event
•    Must attend ASI’s Finance Committee meeting on Fridays first to get approval for funding
Important Details Regarding Forms
•    All forms must be turned in within 10 business days
•    If the deadline falls after the Monday of the week the finance committee, on that Monday by 12 PM. 
•    Must include invoice, flyer, ASI form, CSI form
•    Payment request forms must be typed. Please note, this form is due in 15 business days after the event. 
•    Must turn in an event flyer, receipts of purchase, and awards letter along form.
•    CSI forms can be obtained at Student Union CSI office.
•    Food permit forms - Obtain signatures in the order specified by CSI
          • Officer, Adviser, CSI, University Auxiliary Services, Environmental Health and Safety office.
•    Forms for Event Registration:
          • Obtain signatures from adviser, President, and Treasurer. 
          • ​Must obtain all signatures 10 days before the event. (Tips: get signatures ASAP)
Off-campus fundraisers
•    (No paperwork needed from ASI and CSI forms)
•    Contact businesses/restaurants to host events at their locations and ask for details and information regarding the event .
•    Must have information for restaurant to prepare checks for AS
•    Present and advertise for fundraising event during meetings.
•    Email members for upcoming fundraisers one week prior to events
•    Arrange carpool for members - ask officers or members that could provide carpools
Setup of Fundraisers
•    Must have an officer available to pick up food, beverages, and utensils for fundraiser
•    Must have at least two people (at least one officer) to get supplies from club room and set up
During the Fundraisers
•    Must have at least one officer present during the entire fundraiser
•    Only officers are allowed to handle money and cashbox
•    Keep track of attendees and make sure they are participating (only participating members receive credits for their time.)

​Director of Community Service

Director of Professional Events
•    Plan community service events by:
          • Creating a list of possible organizations where members can volunteer
          • Research for local upcoming community service events: distance, date, time, and location are all factors for choosing organizations. 
          • Reach out to organizations preferably one to two months ahead of planned date of event
•    Study the schedule and check for important dates for the upcoming semester. 
          • This is extremely important as it gives a predetermined idea of what dates students may or may not be available (such as midterms week). 
          • Keep in mind programs such as VITA which limits student participation in Saturday events.  
          • Review activity and events schedule of other CSULA business organizations such as Beta Alpha Psi and ALPFA.
•    Establish a relationship with other organization coordinators of Community Service in order to arrange joint events in the future. 
          • Keep good communication with these officers so that clubs can easily join/invite one another to events.
•    Communicate regularly with volunteer organizations that reply to your requests. 
          • ​Give them information about the AS schedule and availability so that you and the organization can arrange a volunteer date, or join a volunteer event previously set by the organization
​•    Maintain constant contact with professionals throughout the semester
•    Responsible for connecting with professionals and inviting them to professional events.
          • ​Such as the Resume Workshop, Mock Interviews, LinkedIn Workshop, or any other events you think will be beneficial to members. 
•    Use the existing contact list of professionals provided by previous officers and add new professionals contacts when needed. 
•    ​Required to submit paperwork with the USU to register events and/or booking USU rooms if needed and with CSI to get funding for events.

​Director of Student Outreach 

​Director of Marketing
•    Basic knowledge of PowerPoint is required 
•    Good writing skills is preferred
•    Compile newsletters on a weekly basis
          • ​Send out emails of upcoming events/recap every week on Monday
•    Must have President proofread your emails and approve before sending out
​•    Update the website with information of events and sign up details.
          • ​Put the flyers for meetings and events on the website
•    Post information of events on Facebook, creating events or posts depending on situation.
•    Post pictures of events and meetings on website, Facebook, and Instagram. ​
•    Photoshop knowledge is preferred, however any tips and tools used is easily learned.
•    Design flyers for events planned by the Director of Events
•    Maintain the AS board located on 2nd Floor of Salazar Hall
          • Set up the month's calendar and keep updating with information of events
          • ​Print and post pictures of events 
•    Print and post flyers in classrooms, and on bulletin boards