Duties and Responsibilities
Section 1. The duties of these officers shall be the effective and efficient management of all meetings, events, and other functions.
Section 2. The president shall be responsible for setting each meeting’s agenda, however, a majority vote by the E-Board can set an item on the agenda, as well. Aa suggestion by an E-board member may add an item to the agenda with the President’s discretion.
Section 3. These officers will be elected in the spring semester, not less than 2 weeks and not more than 6 weeks to the end of the semester for a one year term, which will terminate after elections the following spring. The termination includes removal from the E-board listserv and responsibility of the outgoing board member to forward all correspondencecorrespondences relevant to their office to the incoming board member.
Section 4. An E-board member cannot hold the same position in the board for more than two consecutive terms.
Section 5. Each official shall have explicit knowledge of the ASA constitution and settle or arbitrate questions and issues in accordance to constitutional procedures
Section 6. Functionalitly as an Officer --- (This Primarily Concerns but Not Limited to Major Absences)
i.) E-board needs to be formally notified that an individual (officer) is not going to be present there (be functional, etc). The notification must be a written notice signed by the individual or an email written/sent by the individual and must be given before you leave. The legitimacy/validity of the amount of time being taken off by the individual will be deemed to be either reasonable or unreasonable at the discretion of the E-board.
ii.) If you do not notify the E-board in the manner expressed above, you can be removed.
iii.) In the event that you have notified the E-board but they deem your absence/its duration as unreasonable, thereby infringing on your ability to be a functional officer, the E-board will take a vote on whether that person should be removed. A ⅔ majority outcome with quorum present is necessary to rule the removal of said individual.
Section 7. Position details:
The President shall:
a. serve as the primary spokesperson and contact person for the ASA.
b. bear primary responsibility for the execution of all ASA directives.
c. determine the agenda for weekly g-body and E-board meetings, subject to review by the entire E-Board.
d. chair the meetings of the ASA.
e. maintain relationships with Columbia and Barnard administrators significant to the experience of the ASA g-body.
f. vote only in the event of a tie.
g. keep the E-Board apprised of all current business
h. must have served previously on the board for at least a year
i. compile all passwords and ensure proper transitioning to the next eboard.
j. complete requirements for club refuel.
The Vice President shall:
a. assist the President in the fulfillment of their duties.
b. assume the role of President in the event of the resignation, impeachment, removal or ineligibility of the President.
c. oversee the organization and execution of g-body voting; including but not limited to ensuring a quorum and counting votes.
d. advise the Freshman Representatives on the E-Board.
e. handle E-Board disciplinary issues in consultation with the President.
The Secretary shall:
a. document the activities of the ASA E-board by taking minutes at weekly E-board meetings.
b. compile and update regularly a calendar of events being planned by the ASA, to be posted on the website and notify E-board members
c. keep the ASA general body updated on all relevant issues via a weekly email blast.
The Treasurer shall:
a. administer and monitor the budget of the ASA.
b. advise the E-Board on all matters regarding the spending of ASA funds.
c. apply for spending approval from the requisite ABC, SGA and GBB officials in a timely fashion.
d. maintain and make accessible detailed records of revenues, expenditures and encumbrances of the ASA.
e. submit a detailed statement to the E-Board at the first meeting of every month on the state of ASA’s funds.
f. proactively search for and apply for school grants to boost spending power.
g. maintain good relations and communicate effectively with the ABC/SDA/GBB/SGA office concerning budgetary and funding issues.
h. coordinate with the Afropolitan committee to finance Afropolitan, and present a budget to the E-board detailing Afropolitan spending.
The Social Chair shall:
a. serve as the head of the social committee
b. spearhead the planning of social events on behalf of the ASA as well as with other groups on campus.
c. serve on the Afropolitan committee mainly as a liaison between the Afropolitan committee and the E-board.
d. arrange for refreshments at ASA events, pending approval from the board.
e. Shall organize at least two social events per semester
The Political Chair shall:
a. serve as the head of the political committee.
b. spearhead the planning of events that educate the campus on various political issues concerning the continent
c. be up to date on the on-campus and off-campus political events relating to the continent.
d. keep the E-Board and g-body apprised of political issues it needs to act on.
e. represent the club on political issues about the continent when the ASA is required and/or expected to comment; in consultation with the E-board
f. plan and organize at least one Political Roundtable Discussion each semester with the assistance of the political committee.
Marketing Chair(s)* shall:
a. serve as co-heads on the Marketing Committee which will be made up of the Webmaster, Historian, Secretary and other general body members. b. maintain active Twitter, Instagram, Facebook, Linkedin and Blog accounts for the ASA, working to publicize all upcoming events, including weekly meetings, discussions, and major events.
c. Update the ASA account on LionLink
d. find effective ways of monetizing ASA’s media platforms including, but not limited to, the website, mobile app and Blog.
e. Apply for grants and pursue sponsorship deals in collaboration with the Treasurer.
f. design paraphernalia and materials for the effective marketing of ASA’s events
g. coordinate with on and off campus media outlets on coverage of ASA events.
h. work with the webmaster in making sure that there is adequate marketing material for events.
i. work to make sure that adequate flyering is executed to optimally market events when necessary.
j. create and send out a survey to receive feedback from the ASA community about events and procedures that occurred during the semester.
* At the start of each semester both marketing chairs will meet to divide their total responsibilities (items a-i). They will present a formal plan to the e-board about who is responsible for each item. After this presentation they will sign a document that affirms the division of their duties. The marketing chairs shall develop a media presence on the platform as the community demands. Marketing chairs shall be granted access to lionlink each year.
The Campus Liaison shall:
a. represent the ASA at any other inter-group meetings
b. communicate with other groups by providing statements on the ASA’s position regarding issues, events or ideas
c. request other groups’ co-sponsorship, attendance, support, etc. at ASA events
d. be the ASA representative to the BSGC, IAS, Black Constituency Meetings and all other campus groups.
e. serve as the head of the Outreach Committee
f. report back to the E-Board any relevant information passed at the above meetings.
g. work in conjunction with the social chair/committee on campus wide events
The Freshman Representative(s) shall:
a. be responsible for soliciting freshmen to join the club.
b. provide monthly updates on freshmen membership to the E-Board
c. liaise with the Social Chair to plan events that attract freshmen to the club.
d. be well-informed about the issues facing ASA freshmen and convey these regularly to the E-board
e. coordinate all aspects of FMI, the Freshman Mentorship Initiative which includes but is not limited to getting freshmen interested, pairing mentors with mentees, and organizing monthly FMI meetings.
f. coordinate the FMI for the following year, if they are still on the board, until the new freshmen reps are elected
The Webmaster shall:
a. manage and consistently update the ASA website (including, but not limited to, This Week in Africa, new constitutions, new e-board officers)
b. work with the rest of the E-board in maintaining and updating all online ASA activities.
c. work in conjunction with the Marketing Committee, which includes the Secretary, Marketing Chair and Historian
The Historian shall:
a. be responsible for keeping records (could be brief summary paragraphs) of topics , main ideas and/or main consensuses discussed and reached at g-body meetings and events
b. take pictures and records of all ASA events and provide updated media (photos, videos, soundbytes, etc.) to the webmaster within a week of the g-body meetings and events
c. be responsible for creating a yearbook detailing the highlights of the year in conjunction with the communications committee. The process of creating the yearbook must begin latest by the beginning of the spring semester
d. handle alumni relations
e. take attendance at general body meetings and notify the President if an Officer misses more than 3 g-body meetings/events per semester
f. work in conjunction with the Marketing Committee, which includes the Secretary, Marketing Chair and Webmaster
The Senior Advisor shall:
a. have served on the board for at least a year
b. collaborate with the Social Chair to plan Senior Sendoff
c. collaborate with other black student groups to ensure the success of Black Grad
d. give general advice to board members
Section 1. The duties of these officers shall be the effective and efficient management of all meetings, events, and other functions.
Section 2. The president shall be responsible for setting each meeting’s agenda, however, a majority vote by the E-Board can set an item on the agenda, as well. Aa suggestion by an E-board member may add an item to the agenda with the President’s discretion.
Section 3. These officers will be elected in the spring semester, not less than 2 weeks and not more than 6 weeks to the end of the semester for a one year term, which will terminate after elections the following spring. The termination includes removal from the E-board listserv and responsibility of the outgoing board member to forward all correspondencecorrespondences relevant to their office to the incoming board member.
Section 4. An E-board member cannot hold the same position in the board for more than two consecutive terms.
Section 5. Each official shall have explicit knowledge of the ASA constitution and settle or arbitrate questions and issues in accordance to constitutional procedures
Section 6. Functionalitly as an Officer --- (This Primarily Concerns but Not Limited to Major Absences)
i.) E-board needs to be formally notified that an individual (officer) is not going to be present there (be functional, etc). The notification must be a written notice signed by the individual or an email written/sent by the individual and must be given before you leave. The legitimacy/validity of the amount of time being taken off by the individual will be deemed to be either reasonable or unreasonable at the discretion of the E-board.
ii.) If you do not notify the E-board in the manner expressed above, you can be removed.
iii.) In the event that you have notified the E-board but they deem your absence/its duration as unreasonable, thereby infringing on your ability to be a functional officer, the E-board will take a vote on whether that person should be removed. A ⅔ majority outcome with quorum present is necessary to rule the removal of said individual.
Section 7. Position details:
The President shall:
a. serve as the primary spokesperson and contact person for the ASA.
b. bear primary responsibility for the execution of all ASA directives.
c. determine the agenda for weekly g-body and E-board meetings, subject to review by the entire E-Board.
d. chair the meetings of the ASA.
e. maintain relationships with Columbia and Barnard administrators significant to the experience of the ASA g-body.
f. vote only in the event of a tie.
g. keep the E-Board apprised of all current business
h. must have served previously on the board for at least a year
i. compile all passwords and ensure proper transitioning to the next eboard.
j. complete requirements for club refuel.
The Vice President shall:
a. assist the President in the fulfillment of their duties.
b. assume the role of President in the event of the resignation, impeachment, removal or ineligibility of the President.
c. oversee the organization and execution of g-body voting; including but not limited to ensuring a quorum and counting votes.
d. advise the Freshman Representatives on the E-Board.
e. handle E-Board disciplinary issues in consultation with the President.
The Secretary shall:
a. document the activities of the ASA E-board by taking minutes at weekly E-board meetings.
b. compile and update regularly a calendar of events being planned by the ASA, to be posted on the website and notify E-board members
c. keep the ASA general body updated on all relevant issues via a weekly email blast.
The Treasurer shall:
a. administer and monitor the budget of the ASA.
b. advise the E-Board on all matters regarding the spending of ASA funds.
c. apply for spending approval from the requisite ABC, SGA and GBB officials in a timely fashion.
d. maintain and make accessible detailed records of revenues, expenditures and encumbrances of the ASA.
e. submit a detailed statement to the E-Board at the first meeting of every month on the state of ASA’s funds.
f. proactively search for and apply for school grants to boost spending power.
g. maintain good relations and communicate effectively with the ABC/SDA/GBB/SGA office concerning budgetary and funding issues.
h. coordinate with the Afropolitan committee to finance Afropolitan, and present a budget to the E-board detailing Afropolitan spending.
The Social Chair shall:
a. serve as the head of the social committee
b. spearhead the planning of social events on behalf of the ASA as well as with other groups on campus.
c. serve on the Afropolitan committee mainly as a liaison between the Afropolitan committee and the E-board.
d. arrange for refreshments at ASA events, pending approval from the board.
e. Shall organize at least two social events per semester
The Political Chair shall:
a. serve as the head of the political committee.
b. spearhead the planning of events that educate the campus on various political issues concerning the continent
c. be up to date on the on-campus and off-campus political events relating to the continent.
d. keep the E-Board and g-body apprised of political issues it needs to act on.
e. represent the club on political issues about the continent when the ASA is required and/or expected to comment; in consultation with the E-board
f. plan and organize at least one Political Roundtable Discussion each semester with the assistance of the political committee.
Marketing Chair(s)* shall:
a. serve as co-heads on the Marketing Committee which will be made up of the Webmaster, Historian, Secretary and other general body members. b. maintain active Twitter, Instagram, Facebook, Linkedin and Blog accounts for the ASA, working to publicize all upcoming events, including weekly meetings, discussions, and major events.
c. Update the ASA account on LionLink
d. find effective ways of monetizing ASA’s media platforms including, but not limited to, the website, mobile app and Blog.
e. Apply for grants and pursue sponsorship deals in collaboration with the Treasurer.
f. design paraphernalia and materials for the effective marketing of ASA’s events
g. coordinate with on and off campus media outlets on coverage of ASA events.
h. work with the webmaster in making sure that there is adequate marketing material for events.
i. work to make sure that adequate flyering is executed to optimally market events when necessary.
j. create and send out a survey to receive feedback from the ASA community about events and procedures that occurred during the semester.
* At the start of each semester both marketing chairs will meet to divide their total responsibilities (items a-i). They will present a formal plan to the e-board about who is responsible for each item. After this presentation they will sign a document that affirms the division of their duties. The marketing chairs shall develop a media presence on the platform as the community demands. Marketing chairs shall be granted access to lionlink each year.
The Campus Liaison shall:
a. represent the ASA at any other inter-group meetings
b. communicate with other groups by providing statements on the ASA’s position regarding issues, events or ideas
c. request other groups’ co-sponsorship, attendance, support, etc. at ASA events
d. be the ASA representative to the BSGC, IAS, Black Constituency Meetings and all other campus groups.
e. serve as the head of the Outreach Committee
f. report back to the E-Board any relevant information passed at the above meetings.
g. work in conjunction with the social chair/committee on campus wide events
The Freshman Representative(s) shall:
a. be responsible for soliciting freshmen to join the club.
b. provide monthly updates on freshmen membership to the E-Board
c. liaise with the Social Chair to plan events that attract freshmen to the club.
d. be well-informed about the issues facing ASA freshmen and convey these regularly to the E-board
e. coordinate all aspects of FMI, the Freshman Mentorship Initiative which includes but is not limited to getting freshmen interested, pairing mentors with mentees, and organizing monthly FMI meetings.
f. coordinate the FMI for the following year, if they are still on the board, until the new freshmen reps are elected
The Webmaster shall:
a. manage and consistently update the ASA website (including, but not limited to, This Week in Africa, new constitutions, new e-board officers)
b. work with the rest of the E-board in maintaining and updating all online ASA activities.
c. work in conjunction with the Marketing Committee, which includes the Secretary, Marketing Chair and Historian
The Historian shall:
a. be responsible for keeping records (could be brief summary paragraphs) of topics , main ideas and/or main consensuses discussed and reached at g-body meetings and events
b. take pictures and records of all ASA events and provide updated media (photos, videos, soundbytes, etc.) to the webmaster within a week of the g-body meetings and events
c. be responsible for creating a yearbook detailing the highlights of the year in conjunction with the communications committee. The process of creating the yearbook must begin latest by the beginning of the spring semester
d. handle alumni relations
e. take attendance at general body meetings and notify the President if an Officer misses more than 3 g-body meetings/events per semester
f. work in conjunction with the Marketing Committee, which includes the Secretary, Marketing Chair and Webmaster
The Senior Advisor shall:
a. have served on the board for at least a year
b. collaborate with the Social Chair to plan Senior Sendoff
c. collaborate with other black student groups to ensure the success of Black Grad
d. give general advice to board members