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The Executive Board – Student Organization Officers

Student organization officers are responsible for providing all aspects of leadership for the student organization and are responsible for their own actions as well as the actions of all student organization n members. These roles are vital to ensure that required duties are complete and the club/organization remains a viable part of the Drew community.

Officer Requirements

All student organizations are required to have the following two officers :

  • President
  • Treasurer

These positions are instrumental to the efficient and effective operation of a student organization and may vary slightly from student organization to student organization; however, the duties and responsibilities associated with these positions should be represented within the Executive Board.

President

The President is the primary student contact for the student organization and the “external spokesperson” of the group who regularly interacts with other student organizations and University officials. He or she is the liaison between the student organization and the advisor and other University or community contacts. The duties for this position should be tailored as the student organization deems necessary. The responsibilities of this position tend to include but are not limited to:

  • supervising all student organization meetings;
  • overseeing the process of student organization event planning;
  • overseeing all student organization purchase requests;
  • maintaining a current list of contact information of the student organization officers, advisor and members;
  • ensuring that the club participate in end of semester club reviews with the BOB board
  • holding  meetings for the general membership during the semester; and
  • submitting a event review forms after each event (2 events required per club per semester)

Vice President

The Vice President should maintain continuous contact with the President. The Vice President must be up-to-date on all student organization communication and events. The responsibilities of the Vice President include but are not limited to:

  • supervising student organization meetings in the absence of the President;
  • assisting the President with the oversight of the student organization including fundraising, event planning, etc.;
  • working with the student organization’s Treasurer to prepare an annual budget and information for the end of semester club review with BOB board
  • maintaining a current accounting of the student organization’s financial status including income and expenses;
  • scheduling locations for meetings and events; and
  • coordinating student organization fundraising efforts with the Treasurer.

Treasurer

All student organizations are required to elect or appoint a chief financial officer (Treasurer) to manage their financial matters. A student organization that has a large membership and completes many fundraisers, events or programs may consider having an assistant treasurer to share the financial responsibilities. The treasurer should keep the officers and members informed about the student organization’s financial activities. The responsibilities of the treasurer include but are not limited to:

  • preparing the annual student organization budget;
  • monitoring the student organization’s budget;
  • taking part in the Ad-Hoc process when applicable
  • completing an annual financial report for the student organization;
  • tending to the status of all purchase requests;
  • collecting funds and depositing to the student organization’s account;
  • paying bills;
  • keeping a record of all transactions, i.e. deposits, checks and adjusting entries; and

Secretary

The responsibilities of the student organization secretary include but are not limited to:

  • taking minutes at every student organization meeting;
  • maintaining the student organization history for that academic year;
  • verifying all student organization purchase requests;
  • assisting with student organization projects where needed; and
  • maintaining communication between the student organization president and individual participants (this may include emails, letters, and phone calls).

General Member Roles

Student Leadership Programs collects student organization rosters and verifies member eligibility each semester.  Only registered students may serve as members of student organizations.

Students can be directly involved in the administration and supervision of their respective student organizations. They collectively have responsibility for:

  • Writing the student organization’s constitution and bylaws;
  • Amending the student organization’s constitution and bylaws;
  • Determining membership requirements for the student organization;
  • Establishing duties of the officers;
  • Selecting the student organization’s advisor;
  • Developing and administrating the student organization budget;
  • Holding regular officer and membership meetings to conduct student organization business;
  • Fundraising; and
  • Travel

Advisor

Each registered student organization must have an active advisor selected from the Drew University staff or faculty.  The advisor is chosen and approved by the members of the student organization and approved by the Office of Student Activities. An advisor provides the organization with continuity from year to year by sharing student organization history and assisting new officers during the transition process. The advisor selected should be an individual who has a high level interest in the activity of the student organization and preferably some experience or expertise in the area or activity. The advisor is a vital link between the student organization and the University, providing guidance and offering mature judgment and experience in program development.

Student organization advisors agree to:

  1. Take an active role in advising the student organization.
  2. Know the general purpose of the organization and be familiar with all provisions outlined in the organization’s constitution and bylaws.
  3. Know the officers of the organization and the current members of the organization.
  4. Meet with the organization’s president on a regular basis (at least once per month).
  5. Remain informed of all activities sponsored and conducted by the student organization and attend events as feasible.
  6. Establish with the student organization president the manner and frequency in which the advisor will participate in the organization’s activities, e.g., programs, social events, and meetings.
  7. Be knowledgeable about and adhere to University polices and procedures which pertain to student organization and inform the student organization president of his/her responsibility to do the same.
  8. Be knowledgeable of policies and procedures listed in the Drew Student Handbook (Daniel’s Dictionary) and review this code with the student organization president.
  9. Offer guidance to the organization on goal setting, organization management, program planning, problem solving and group evaluation.
  10. Know the organization’s process for obtaining new members.
  11. Report to the Director of Student Activities any activities which may or will violate University policies.

Requirements for Serving as an Advisor

  1. An advisor should be a full-time employee of Drew University. This staff member serves as the primary advisor to the student organization. Exceptions can be made at the discretion of the Director of Student Activities.
  2. Advisors are required to attend the various social events of the student organizations they advise, held during and after normal business hours.
  3. Advisors should be knowledgeable of Check Requests/Purchase Orders and Room Reservation forms.
  4. Advisors may assist at the door of an event, checking identification of students as they enter and will supervise the cash operation of any event.
  5. In the case of an emergency at such an event, the advisor should exercise his/her best judgment and work closely with the Public Safety