Helping Give Away Psychological Science/Standard Operating Procedures/Executive Board
SOP for the UNC Executive Board[edit | edit source]
So you’ve been elected—congratulations! Now you’ve got some work to do. This guide will be helpful for understanding how the UNC executive board of HGAPS functions as a whole as well as how your specific position fits in with the overall vision of the club. This guide details the roles and responsibilities of the executive board broken down into specific roles and provides a timeline of tasks and events throughout the year.
What to Do Now That I’m Elected?[edit | edit source]
Okay, so you’ve been elected. However, that does not mean that all power immediately shifts to you. Ideally, there should be an agreed-upon, designated day when the old executive board transfers power to the new executive board. You may be able to sit in on meetings and observe before this point, but there will be a specific day when you assume responsibility for your new role.
You also need to make sure the following things happen:
- You get access to the HGAPS drive.
- You get into the HGAPS exec communication group (e.g. Slack).
- You are added to the exec team on Heel Life.
- You fully understand the position you are signed up for, the various responsibilities, and when over the course of the year you need to fulfill those specific duties (see section below for this information). This may require you speaking with the person who previously filled your position for clarification.
- You read this document in full to understand the basics about being an exec member.
- You attend the last wrap-up meeting of the semester (usually during finals) where old exec members meet the incumbent members for orientation . This is your time to ask questions. Before then, make sure all of the above tasks are done and information below makes sense.
Tasks for Heel Life[edit | edit source]
- Here is an Instructable for all of the start of the year tasks with Heel Life.
Specific Executive position roles and responsibilities can be found by clicking the link.
A Year in the Life of HGAPS[edit | edit source]
|NCPA Conference||link to organization webpage|
|May||Officer transition & orientation||Most experienced exec member (likely Past-President)||This includes orienting the new exec members to the SOPs, the bylaws, switching over emails and bank accounts, switching over primary contact and heellife roles, and going over roles/responsibilities. New executive members will sit in on the existing meetings for the rest of year.|
|UNC Fall Fest registration!||New President||link for carolina union info|
|New Past-President should fill out the year wrap-up report forms from student government.||Past-President||The notification for the year end report will come to the old-President’s (the new Past-President's) email, so be attentive for this (examples)This involves changing the roles for officers for the upcoming year. This must be done before the school year ends.|
|Update by-laws and upload them to Heel Life||Past-President||previous by-laws|
|FDF conference||link to website and conference information|
|Plan Speaker Series||President, Treasurer, Social Media|
|August||Wrap up summer; email/slack club members about fall||Secretary||Welcome returning members back. Notify members of the first meeting and any new updates from the summer or for the semester/year.|
|Re-register HGAPS as a UNC student organization||Past-President and Faculty advisor||Link to heel life instructions Faculty advisor form Start of the Year instructable|
|Go through Heel Life orientation and pass the President's and Treasurer's test||President and Treasurer||Start of the year Instructable; Orientation link will be active 8/15.|
|Update and submit funding requests to the Student Senate (Have it done the by the first weekend of August to be ready for the quick opening and closing of the portal). Start checking your email for information about the portal the second weekend in August.||Treasurer||UNC SGA funding info page; Got approved for $4000 to $9000 per semester from 2019-2022; SOP (go to the Steps for UGA Funding)|
|Update the organization's Primary Contact in HeelLife. In the past, this has been the President.||President|
|Make sure that all links (e.g., to Zoom) are updated in both the Slack and the Thursday working document.||President|
|Host the first HGAPS meeting of the semester||President||The first Thursday of the semester is usually a meeting for current/returning members only. New members may start joining working meetings after attending an orientation meeting.|
|Start recruitment and review/update recruitment materials||Everyone||link to recruitment SOP|
|Register for FallFest and SmallFest (information will be emailed to the organization's Primary Contact prior to the beginning of the semester)||President||link to Carolina Union info|
|New member orientation meetings are usually held the week following Smallfest||Everyone||In the past, we have used a "rolling recruitment" model, wherein we hold multiple interest meetings several weeks in a row, prospective members may choose which meeting they attend. New members are strongly encouraged to attend an orientation meeting prior to attending a full HGAPS meeting.|
|Reserve room for HGAPS in Howell or Davie Hall.||President||This can be done by sending an email to the Department of Psychology's Assistant Department Manager (Currently: Christopher Coffey - firstname.lastname@example.org). For the past few years, we have reserved Howell 205.|
|Re-Register HGAPS club with HeelLife.||President||Sign-off from the Faculty Sponsor is required, so it is a good idea to have a meeting with them around this time. Link to HeelLife|
|September||Update the HGAPS website to reflect this year’s projects.||President|
|Update the HGAPS wikiversity to reflect this year’s executives and events.||Social Media Chair|
|October||Collect dues at the beginning of October.||in the past they have been usually $12 per semester or $20 per year.|
|December||End of semester; holidays|
|January||Update and submit funding requests to the Student Senate (due ~FDoC!)||Treasurer|
|Hold Spring Recruitment and orient new members||Everyone||link to recruitment SOP; See 'August' for more information on orientation.|
|MICMAH is usually in late Jan or early Feb.||link to the conference|
|Feb||T-shirts and merch ordered now.||Treasurer||We have used bonfire in the past.|
|March||Officer elections for the following year should occur directly before or after spring break in order to give enough time for transition of power before summer.||We have used qualtrics. Ask the Faculty Advisor for a template.|
|April||Club pictures taken.||Social Media|
|Submit Student Senate Funding reinbursements||Treasurer|