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Officer Roles + how-to's

Officer Roles + how-to's

TODO: update this page after we make edits to the constitution. This page is currently a copy-paste of this constitution [https://docs.google.com/document/d/1_i35HOEtOSaGm7daW7ILDrxXRfExTkvKVP0WDo69pec/edit# ]. But, it’s out of date and @Garrett Hart couldn’t find the up-to-date one. Please leave comments on things that seem odd or should be changed.

Current Officers

Below is a list of pages that past officers have made with information that was helpful while fulfilling their duties. E.g, the treasurer page has information about how to submit OTFR’s and who to talk to about purchase request. Pay it forward! Throughout the year write down things that weren’t obvious, that you wish you knew before starting, or somehow would help future officers!

Responsibilities of general officers

  1. Help supervisors plan and schedule for competition 

  2. Communicate and work with the overall team leads 

  3. Serve as facilitator for the planning of activities and events

 

Responsibilities of specific officers

President

  1. Preside over all meetings as well as plan and proceed over mentor meetings

  2. Run officer elections 

  3. Cast deciding votes in case of a tie in officer elections 

  4. To cCompile and present, along with the Treasurer, the initial budget, any budget requests, and any grant and/or sponsorship requests 

  5. Complete the required administrative duties as required per Rose-Hulman 

    1. BIC Governance Meetings 

    2. Travel Packets 

    3. Town Hall Meetings (SGA) 

  6. Keep mentors and students accountable for tasks assigned to them 

  7. Act as primary contact for the club

Vice-President

  1. Assist the president to make sure that all Presidential duties are fulfilled 

  2. Serve as acting President when the President is absent

  3. Keep track of hours and penalties issued to students on the team 

  4. Maintain technical records of the team including knowing the status of the file storage server

  5. Oversee new member training including maintaining a written record 

  6. Manage and oversee any and all sub-teams that exist within the club

    1. Hold leads accountable for technical documents and project progress

Treasurer

  1. Maintain accurate written records of all funds of the club 

  2. Handle financial matters for the club including disbursing funds when authorized by the club 

  3. Handle ordering parts and updating order sheet in conjunction with relevant parties 

  4. Compile and present, with the President, an initial budget, budget requests, and any grant and sponsorship requests, first, to the other officers, and then to SGA, the BIC, etc. 

  5. Registering and confirming payment for competition events for the team 

Secretary

  1. Keep minutes and records of all officer meetings 

  2. Take attendance at all formal meetings and determine active membership

  3. Create recruitment events for mentors and students 

  4. Host a recruitment event every quarter

  5. Follow up with students leaving the team inquiring for reason

Safety Officer

  1. Be familiar with all BIC/KIC, Rose-Hulman, NASA, and team safety policies.

  2. Enforce all BIC/KIC, Rose-Hulman, NASA, and team safety policies.

  3. Monitoring team activities with an emphasis on safety all team activities during:

    1. Design of vehicle and payload 

    2. Construction of vehicle and payload components

    3. Assembly of vehicle and payload

    4. Ground testing of vehicle and payload

    5. Subscale launch test(s)

    6. Full-scale launch test(s)

    7. Launch Day

    8. Recovery activities

    9. STEM Engagement Activities

  4. Assist in the writing and development of the team’s hazard analyses, failure modes analysis, and procedures.

  5. Manage and maintain current revisions of the team’s hazard analyses, failure modes analysis, procedures, and MSDS/chemical inventory data.

  6. Manage certification builds and flights

Public Affairs Chair

  1. Work with students to run any team social media 

  2. Update the team website 

  3. Update Campus Groups and my-rose-hulman page 

  4. Plan outreach focusing on external groups

  5. Act as lead contact for sponsors 

  6. Keep a record of all sponsor contact 

  7. Keep a record of all fundraising and outreach events

SEDS Chair

  1. Serve as acting SEDS representative for the Rose Rocketry chapter

  2. Attend the monthly, virtual SEDS, meeting

  3. Receive the monthly SEDS newsletter

  4. Pass along important information and deadlines from SEDS to officers and team members

    1. Work with relevant team members to submit SEDS grant request

  5. Stay up-to-date on the SEDS slack and discord

  6. Encourage members to join SEDS slack and discord

Floating Duties

Some duties will not be delegated to specific parties and will thus be free to be taken by any officer(s). These duties include:

  1. Property management and inventory

  2. Safety

  3. 5S

Qualifications for becoming an officer

Any active member of the club is eligible to receive and hold an officer position. To be considered as a candidate, a person must first be nominated (self-nomination is permitted). Officers who are impeached and removed from the club leadership may not run for an officer position for a minimum period of one year, but may vote in elections, provided they are an active member.