If elected to the CHSC executive council, there are a variety of expectations beyond those pertaining to your specific position.
Executive Council Officers |
Official Appointed Positions |
• Serves as chief executive officer of CHSC. Chairs CHSC general meetings, officer meetings, and determines meeting agendas.
• Has co-signature authorization over all budgetary expenditures and contracts with ASUCI and other bodies.
• Appoints/removes new positions as seen fit
• Reports weekly to the Staff Advisor of CHSC
Aside from these primary tasks, the President can generally be described as the dedicated troubleshooter who provides logistical support for general CHSC business. The president also takes a more global perspective and is concerned with various aspects of CHSC, such as freshmen involvement, the number and quality of activities, the diversity of activities, efficiency of meetings, promoting co-programming, larger general participation, inter-officer conflict, proper record keeping, fiscal responsibility, next year’s council, a broader volunteer base, and promoting the involvement of under-reached communities to name a few. In doing these things, the President must do his/her best to balance the feedback and opinions received from CHSC meetings, CHP leaders, the Honors Advisor, and other officers.
Practically speaking, the President’s job is filled with email, short meetings, and lots of follow-up. He/she meets with the Honors Advisor weekly to discuss upcoming business, and subsequently corresponds with the Vice President, Secretary, Treasurer, and other officers as needed. Officer’s meetings are held as needed approximately every 2-4 weeks, and for general meetings, the President plans for a meeting activity and/or snacks if applicable.
The Vice President will work to supervise the programming efforts of CHSC. In doing so, he/she will help create and oversee budgets for each social chair to utilize. They will meet with the President and other officers in the programming division when deemed necessary. In addition, the VP has these specific tasks:
• Oversees all six social chairs in their planning of CHSC major events (Semi Formal, Battle of the Brains, Banquet), minor events (Wayzgoose, Halloween Dance, Freshmen v. Upperclassmen Football Game), and Coffee Hour.
• Oversees all six social chairs in their other event sub-category planning (Social, Philanthropic, Sports and Recreation, Fundraising, Freshmen Integration, and Community Events).
• May run general and executive meetings in the President’s absence.
• Supervises voting at general meetings, as well as officer elections during Spring Quarter.
• Assures constitutionality of Council’s action
•Records, keeps, and maintains minutes for all officer and general CHSC meetings which shall be sent to the webmaster within a day of the meeting
•Keeps a log of attendance for all meetings and maintains all records of attendance and members’ emails on file
•Keeps track of CHSC’s inventory and keeps the Locus stocked with paper goods for CHSC use
•Checks CHSC’s club mailbox with ASUCI before general meeting
•Authors information gathered from general meetings and officer meetings to be posted on the website
• Creates agendas and ensures they are followed at CHSC general meetings.
It is the Secretary’s responsibility to maintain thorough and accurate meeting and attendance records. The secretary shall also periodically check the inventory sheets in the Locus make sure that items borrowed have been returned. From previous experience, CHSC doesn’t accumulate things quickly, so an annual inventory update should be sufficient. Since discussed information must be formalized into type before posting on the website, the secretary shall author any other information that needs to be posted that is not authored by the Vice- President or Social Chairs.
• Has co-signature authorization over all budgetary expenditures and contracts with ASUCI and other bodies
• Reports to the President
• Makes deposits for the CHSC in the Council’s account
• Maintains accurate ledgers
• Delivers biweekly reports to the Council
•Manages CHSC’s involvement with the Academic Talent Search (ATS) with the help of the Recruitment and Retention Chair
•Approves funding proposals, notifies programmers of their approval, and maintains budgetary records
• Compiles a fiscal year report
• Plans and organizes at least one major year-long fundraising effort such as Staffpro or TV tapings.
In order for any event to be financed by CHSC, the appropriate paperwork must be submitted to the Treasurer (and subsequently, the President) for approval; when a funding request has been submitted, individual officer budgets must be checked to verify that officers are spending within their means. Following the event, it is necessary to ensure that all follow-up paperwork is received before reimbursements are made. Likewise, any money made from events or fundraisers is to be deposited in the club accounts in a timely and organized manner. Formal quarterly reports describing all of the quarter’s expenditures and gains are also to be created by the Treasurer, culminating in a final end of the year report that describes all of the monetary activity from the preceding school year. For large fundraising efforts such as Staffpro, responsibilities include setting up orientations to get CHP members “trained” for events, as well as finding volunteers for events and possible carpooling coordination
• Responsible for planning, advertising, and executing several different social, recreational, and educational events for members of the Campuswide Honors Program and occasionally the UCI student body at large
• Help create a positive interactive environment for students
• Promote a general sense of community by organizing both large and small events as opportunities for Campuswide Honors Program students to get involved both in the program as well as the UCI campus as a whole
The six Social Chairs will function as a cohesive unit under the direction and supervision of, most directly, the Vice President, but also the President and the Advisor. They attend all CHSC meetings as well as meetings with the Vice President to ensure that all events will be executed in a thorough manner. Though each Social Chair will be responsible for assisting in the execution of all events, two Social Chairs will be responsible for spearheading one of the three packages of major and minor events with the other four supporting and assisting them where necessary. These packages are 1) Semi-Formal and Freshmen vs. Upperclassmen Football Game, 2) Battle of the Brains and the Halloween Dance, and 3) Banquet and Wayzgoose. Each quarter, two Social Chairs will be responsible for Coffee Hour, which occurs every Friday morning, and which will rotate to the next two Social Chairs after the ten weeks are over. All of these events will be overseen by the Vice President. In addition to one major event, one minor event, and one quarter of Coffee Hour, each Social Chair is also responsible for programming at least one event in two different categories (social, philanthropic, sports and recreation, fundraising, freshmen integration, and community events) each quarter, meaning that each Social Chair must have programmed at least one event within every category by the end of the year. Some examples of events in each category are as follows:
1. Social (Broomball, After-Banquet Party)
2. Philanthropic (Gleaning, Texas Feed 'Em, Clothing Drive)
3. Sports & Recreation (Broomball, Intramurals, Dodgeball)
4. Fundraising (Ink Recycling, Restaurant Nights, Penny Drive)
5. Freshmen Integration (hall dinners, FUSION, hall meetings)
6. Community Events (CV, VDC, Commuter)
Events in these categories will be overseen by the Vice President. Publicity for all events (major events, minor events, coffee hour, and events from the six categories) will be the responsibility of the two main organizers of the events, with the help of the other Social Chairs.
• Keeps all sections of the website up to date with current information, pictures, and CHSC news
• Strives to present information in a clear and easily accessible way, which may sometimes include additional programming, applications, etc.
• Communicates frequently with the Secretary and co-authors information from meetings and meeting minutes to post on the website.
• Coordinates regularly with the Historian to ensure that pictures from recent events throughout the year are posted on to the website for CHPers to view.
The Webmaster is responsible for updating the website following each CHSC meeting (at least every two weeks). The President, Vice-President, Social Chairs, and Advisor will send the webmaster the majority of update requests with other officers making their own suggestions/additions. The webmaster also has full creative control over the aesthetic look and organization of website content. He/she should offer suggestions for improvement in both functionality and presentation of the site. Minutes of each CHSC meeting, sent by the Secretary, will be posted by the webmaster as well as pictures of events and activities from the Historian.
• Takes pictures at major CHSC events
• Ensures pictures are being taken at other CHSC events by either personally taking them or coordinating with someone who will
• Recruits for and assists in the creation in the End of the Year Slideshow for Banquet
• Solicits CHP-related pictures from other photographers and filters them for appropriate content
• Submits appropriate pictures to the website/webmaster
The historian is in charge of photographic records and programming records for CHSC. He/she is an active participant in many CHSC events, and enjoy taking pictures of CHP’ers having fun. Keeping a list of known photographers to contact, monitoring Facebook uploads, and memory stick solicitation may be some ways to make collecting pictures an easier task. Also, since we have had issues with the appropriateness of the content of our pictures, screening for inappropriate gestures, activities, etc. is necessary since our pictures are a representation of CHSC and CHP as a whole.
• Facilitates communication between CHSC, HA’s/RA’s, PAA’s
• Assists the Treasurer and Social Chairs with the task of gathering volunteers for different events such as ATS, Coffee Hour, and other programs.
• Focuses on promoting freshmen involvement in CHSC, possibly through such means as coordinating hall dinners, speaking at hall meetings to publicize events, etc.
• Organizes the annual Stay-Over Program with regards to activities and volunteers.
• Maintains the CHSC Incentive Program, updating the chart in the Locus and ensuring that a new chart is sent out each week in CHP News.
• Request funding for the printing of the NAR journal
• Announce NAR events to the student council and the meeting attendees
• Act as a general go-between for NAR and CHSC in any correspondence necessary
• Must be a member of NAR