Helping Give Away Psychological Science/Standard Operating Procedures/ Officer Roles

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HGAPS General Roles[edit | edit source]

Below are suggested roles for HGAPS National Chapters. Not all roles must be included in a specific chapter’s infrastructure, but the below is modeled off UNC’s National Chapter.

Role Description Responsibilities
Faculty Advisor Must be a full-time faculty or staff member. The Advisor does not have the right to vote. The Advisor will be given the position of one of the primary contacts for the University. The Advisor will serve until he or she abdicates.
  • Ensure the chapter is running smoothly
  • Support the executive team
President The President is responsible for overseeing all of the club’s activities. He or she will make sure the club meets and holds events (fundraisers, trips, etc.) regularly throughout the semester and will help come up with ideas for psychology related events and activities club members can participate in.
  • Start and run every general body meeting
  • Oversee club activities
  • Create Mingenda 24 hours before exec meetings
  • Ensure club meets and holds events
  • Brainstorm for psych-related events
  • Send out listservs and GoogleGroup messages before every meeting (24 hours before)
  • Check the UNC HGAPS email
  • Make sure you attend the officer orientation in the beginning of the school year
  • Keep track of email so you can fill out annual reports for the organization
  • Go to as many Mental Health Coalition meetings as possible
  • Recruit new members (you will be helped by other people on exec, but you are the lead on recruitment; you should organize these tasks:FallFest; plan cube painting; plan classroom visits; pit sit)
Past-President The Past-President will act as an advisor to both the President and President-Elect. They will be on the executive board and participate in voting.
  • Advisor to President
  • Participate in voting
  • Recruit new members
  • Advising based on tradition and understanding history of HGAPS
  • Review executive/staff
  • Help plan meetings and organize projects
  • Spend time future-proofing HGAPS
  • Order t-shirts and gear
  • Update the HGAPS Wikiversity page semesterly so it reflects the right information
  • Transfer heel life roles to new exec team
Secretary The Secretary will be responsible for checking in members and taking attendance at every meeting. They will take minutes during executive meetings and check the HGAPS gmail account, replying to inquiries or forwarding relevant messages to the appropriate individuals for a response.
  • Recruit new members (FallFest; plan cube painting; plan classroom visits; pit sit)
  • Check-in members and take attendance at every meeting
  • Taking minutes for executive meetings
  • check HGAPS gmail weekly
  • Add wiki usernames for everyone in the club to the HGAPS wiki user group
Treasurer The Treasurer will monitor funds. The Treasurer is a member of the Executive Board. He or she will ensure each member pays their club dues and handle all finances for merchandise and all other activities. The Treasurer will also be responsible for seeking financial aid from the University as appropriate.
  • Monitor funds/plan budget via QuickBooks
  • Ensure members pay dues
  • Handle all finances for merch and other activities
  • Seek financial aid from University and from outside organizations as appropriate
  • Order food for meetings
  • Attend executive meetings
  • Make sure you attend the officer orientation in the beginning of the school year
  • Make budget
  • File tax return (once every year) 990N (via IRS in May)
  • Complete the Treasurer's Test required of UNC student orgs
  • Apply for Undergrad Senate Finance Funding and make the in-person pitch
  • Submit senate finance appropriations
  • Read and approve project proposals for funding with the exec board
Social Chair The Social Media Chair will be responsible for creating, updating, and editing HGAPS social media platforms including: Facebook, Instagram, and Twitter. This is an elected position, though it is not part of the Executive Board.
  • Create new social media platforms as applicable
  • Update platforms regularly. We must have an active social media presence as we are an organization focused on dissemination
  • Twitter should be used for an academic audience, and a way to disseminate infographics and wiki links, etc.
  • Instagram should be used for our club to disseminate to mostly a student/UNC audience to up our presence on campus and a mental health resource
  • Facebook has not been used by us as frequently, but that should change
  • The Weebly website, particularly the UNC club page and impact page, must be updated periodically. You must do this, otherwise our website will not look professional. It functions as the hub for all of our resources and updates
  • Organize group pictures and put on the website
  • Take pictures at events and meetings and put them on the website and social media
  • Add Fall Fest names to Google Groups listserv
  • Update Student Life with members that pay dues
Graduate Student Advisor(s) The graduate student advisors will assist the faculty advisor and executive committee members in leading teams and facilitating projects as needed.
  • Participate in HGAPS meetings as requested depending on involvement in specific projects
  • Advise chapter executive board as needed
  • Recruit members for projects as needed
  • Assist in HGAPS educational activities, e.g., how to submit grants or draft posters
  • Assist with posters & presentations at conferences