- Attend meetings.
- Serve as a resource person in planning, deliberating, implementing, and evaluating activities/events for the organization:
- Consider the purpose and function of the organization as it relates to the activity.
- Consider liability of College regarding the activity.
- Review costs of activity.
- Encourage the scheduling of activities or meetings at times convenient to allmembers.
- Verify that each event/speaker is evaluated, and the data clearly described in minutes.
- Notify Development and Public Relations Office of the organization’s activities/accomplishments for public relations benefit.
- Assist with fundraising activities:
- Fundraising activities will be reviewed by the Campus Life Coordinator who will consult with the team when needed. Required forms should then be submitted.
- Encourage discussions with other organizations regarding overlap of fundraisingactivities.
- Provide guidance to officers and members regarding responsibilities:
- Review the organization’s purpose, functions, and membership.
- Review the previous year’s annual report and goals for the upcoming academic year.
- Review with the students what the role of the facilitator encompasses.
- Review bylaws for officer and member responsibilities and discuss at thefirst board or general meeting.
- Discuss and review professional responsibilities and representation required as amember of the student organization.
- Provide information and guidance for financial planning and record keeping:
- A copy of the organization’s bank statement is sent to the Vice President of Business and Finance directly from the bank each month and the Vice President distributes to the facilitator of the organization.
- Assist treasurer to plan a budget based on expected income and expenditures after review of previous year’s records.
- When requested, provide the Vice President of Business and Finance with checkingaccount records for expense review.
- Facilitate an end of year audit conducted by the outgoing and incoming treasurer atthe end of the term of the outgoing treasurer (April).
- Bank account guidelines: In order to use the tax-exempt number for a student organization, bank accounts will be set up by the President and Vice President of Business and Finance in the appropriate name of the student organization.
- The Treasurer will be responsible for writing checks, balancing the checkbook, and tracking the funds and distribution of funds. When a check is written, the treasurer will come to either the President or Vice President of Business and Finance to have the check signed.
- Donations of $5,000 or more must be processed through the Advancement Office.
- Upon request, the Vice President of Business and Finance will provide a tax form to an individual who donates $250 or more to an organization.
- All student organizations will use the College’s Tax ID #.
- Provide guidance to the student officers on how to conduct effective meetings: i.e.planning an agenda, parliamentary procedure, recording minutes, and preparation of an annual report:
- Provide the organization’s Secretary with a copy of Bellin College meeting minute guidelines and assures that the agendas and minutes are being posted on the BC Buzz
- Review the organization’s meeting minutes prior to being posted.
- Assists students to complete an annual report at the end of each year summarizing goalsachieved and events completed:
- Submit a copy of the annual report to the Vice President of Student Affairs, Enrollment, and Belonging and to the BC Buzz.
- Make recommendations for change to the Vice President of Student Affairs, Enrollment, and Belonging who will act on the recommendation(s) and/or consult with the President’s Cabinet.
- Assure that the organization’s leader (President, Captain, or designee) attends the Student Organization Leadership Exchange (SOLE) meetings.
- Facilitator(s) will verify with the Academic Advisor that their student organization’s leaders are in good standing (academic and nonacademic) every semester.
- Serve as a resource and liaison to administration, faculty, and others as needed, regarding the organization’s needs and activities.
- Term length and replacement of the facilitator(s) will be determined in collaboration with the Vice President of Student Affairs, Enrollment, and Belonging. A two-year volunteer term is recommended.