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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. CSU Channel Islands requires an organizational structure to ensure that required duties are complete and the club/organization remains a viable part of the campus community.

 

Officer Requirements

Please review policy SA.21.004 - Policy on Eligibility Requirements for Membership in Student  Organizations for a detailed listing of officer eligibility requirements.  In summary, the officer requirements include:

  • Must be enrolled in no less than six units at CSU Channel Islands (undergraduates)
  • Must be enrolled in no less than three units at CSU Channel Islands (graduate and credential)
  • Have a cumulative, CI and semester GPA of at least 2.5 (undergraduates)
  • Have not exceeded a maximum of 150 semester units, or 125 percent of the units required for a specific baccalaureate degree, whichever is greater (undergraduates).
  • Have a cumulative, CI and semester GPA of at least 3.0 (graduate and credential)
  • Have not exceeded a maximum of 50 semester units, or 167 percent of the units required for the graduate or credential objective, whichever is greater (graduate and credential). Be in good academic and behavioral standing (not on academic or disciplinary probation)
  • Be free of any holds on University records. 

First time in college and transfer students without a CI GPA cannot serve as officers, but may participate as general members their first semester. However, upon completion of their first semester they must follow the eligibility requirements outlined above. 

Officers are considered those individuals who are elected or appointed to a position. All student organizations are required to have the following three officers :

  • President
  • Treasurer
  • Vice President

In addition, all organizations must identify a member to serve in the following role:

  • Event Scheduler

The above role may be a stand-alone officer, or part of the responsibilities of another officer in the organization.

 

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. They are 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;
  • completing all student organization purchase requests;
  • maintaining a current list of residences, email addresses, student ID numbers and phone numbers of the student organization officers, advisor and members;
  • submitting all required paperwork for student organization renewal;
  • holding a minimum of two meetings for the general membership per semester; and
  • submitting a semester and annual report of student organization activities.

 

Vice President

The Vice President should be the President’s “right hand person” and 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;
  • 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 should 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;
  • 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
  • preparing monthly financial reports and documents to keep the student organization’s membership informed about the student organization’s financial situation.

 

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 Organizations & Involvement collects student organization rosters and verifies member eligibility each semester.  Only registered students may serve as members of student organizations.

 

Students have unlimited opportunities to become 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 staff or faculty of CSU Channel Islands.  Auxiliary staff or faculty may not serve as advisors. The advisor is chosen and approved by the members of the student organization and approved by Student Organizations & Involvement. Behind most successful student organizations is an effective advisor. 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.