Student chapter leadership organization

Managing a student group offers an excellent opportunity to develop organizational skills. The officers and committee personnel working together discover that their interest grows as they plan and execute the numerous activities of the group. This opportunity should be offered to as many students as possible.

An example Student Chapter organizational structure is outlined below. This structure is expected to help achieve two very important goals:

  • provide avenues for increased participation of student members in running the Chapter; and
  • improve Chapter continuity from administration to administration.

One method to improve continuity is to foster an expectation that appointed positions provide a stepping stone to an elected position as Chapter officer. Although the ground rules for nominating candidates to appointed positions is the prerogative of the Student Chapter, it is suggested that they be chosen from a group of volunteers who show interest in learning more about the way the Chapter is run, and have the potential to eventually achieve an elected office.

It is suggested that the Student Chapter organizational structure consist of a minimum of four elected positions: (l) President (Chair); (2) Vice President (Vice Chair); (3) Secretary; and (4) Treasurer. In some universities, a student governing body is elected. In this instance another elected position may be, for example, Student Engineering Council Representative. This group of officers is designated with the title of the Executive Board (often referred to as the Board). The organizational structure can be expanded to include other elected positions and/or appointed positions. Those filling appointed positions work closely with the officers and may be considered part of the Board. Some appointed (or elected) positions may include: Historian, Newsletter Editor, Web Master, Local Chapter Liaison, Section Liaison. In addition to the elected and appointed individuals, committees may be formed such as : (l) Activities, (2) Fund raising, (3) Meeting Arrangements, (4) Membership (5) Public Relations, (6) Publicity, (7) Newsletter, (8) Refreshments, (9) Resume Book, (10) Social. Each committee should consist of an appointed or elected chairperson and a staff of enough responsible volunteers to carry out the functions of the committee. Chairpersons of committees may be one of the elected positions but experience has shown that greater participation and more enthusiasm results when more leadership roles are shared. The committees and positions formed should be according to the chapter's needs.

Functions of the Executive Board

The Executive Board serves to set the program objectives of the chapter and oversee their execution. In particular the Board is responsible for budgetary matters, selecting meeting topics and dates, developing service projects and coordinating with the local Chapter and Section. (See Program Planning section for suggestions on developing a program.) Individuals on the Board have the dual responsibility of performing their specific function (described later in this section) and assisting the Board execute its overall goals. This means volunteering to perform ad hoc tasks or acting as committee leaders until that leadership can be delegated.

With respect to budgetary matters, the Board should set the budget at the beginning of each school year based on available funds. Expenditures within the budget categories may then be made with the approval of the President and/or the Faculty Advisor without further votes by the Board. Expenditures outside of the budget should not be made without a vote by the Board. The advice of the Faculty Advisor should be sought in all budgetary matters.

In the eyes of public and the institution, the Board represents not only A&WMA but also the university that sponsors the Student Chapter. The Board members are expected to set an example of professionalism as well as sociability.

Responsibilities To The Advisor

  1. The Faculty Advisor serves a vital role in providing a source of experience and advice. To maximize the assistance the Advisor can provide the Student Chapter has the following responsibilities to the Advisor:
  2. Notify her/him of all meetings and events.
  3. Consult her/him in the planning of projects and events.
  4. Consult her/him before any changes in the structure of the group, or in the policies of the organization are made, and before major projects are undertaken.
  5. Understand that although the advisor has no vote that he/she should have speaking privileges.
  6. Remember that the responsibility for the success or failure of the group project, rests ultimately with the group, not the advisor.
  7. Talk over any problems or concerns with the advisor.
  8. Acknowledge the advisor's time and energy are donated, and express appreciation.
  9. Be clear and open about your expectations for your advisor's role.
  10. Periodically, evaluate your advisor and give appropriate feedback.