The Roles and Responsibilities of the EXCO
Shawn Seah, President 09/10; General Secretary 08/09
Chen Wei'an, General-Secretary 09/10
of the German Language Society
President
1. Lead the EXCO and plan events to be organized in the academic year.
2. Initiate new events for the society.
3. Oversee the progress of each event/be present to help out.
4. Coordinate among all the various EXCO members down to the Sub Committee members.
5. Fill in forms required by OSA, such as annual activity planning form and EXCO members list form – administrative roles as per Vice-President and General-Secretary.
6. Allocate CCA points, in conjunction with the Vice-President and the General-Secretary.
7. Seek advice from society advisors – hold general or informal meetings.
8. Select and appoint necessary EXCO or Sub-Committee members if necessary.
9. To mentor and teach the incoming President.
10. To resolve conflict and arbitrate disputes.
11. To always uphold the image of the society.
Vice-President
1. To helm the society if anything happens to the President.
2. Assist the President in his responsibilities:
a. Lead the executive committee and plan events to be organized in the academic year
b. Initiate new events for the society
c. Oversee the progress of each event
d. Coordinate among all the various EXCO members down to the sub-committee members
e. Fill in forms required by OSA, such as annual activity planning form and EXCO members list form – administrative roles as per Vice-President and General-Secretary
f. Allocate CCA points, in conjunction with the Vice-President and the General-Secretary
g. Seek advice from society advisors – hold general or informal meetings
h. Select and appoint necessary EXCO or Sub-Committee members if necessary
i. To resolve conflict and arbitrate disputes.
3. To help conduct and mobilise manpower for Project Director 1 and Project Director 2 and their activities.
4. To plan ahead and advise the President, as well as assist in the elections.
5. To plan activities for the Marketing Director.
6. To mentor and teach the incoming Vice-President.
7. To always uphold the image of the society.
General-Secretary
1. To take formal minutes for all discussions in meetings and disseminate them to all EXCO and teachers.
2. To publicise events using the Society Gmail account. Send the publicity email to all our standing members and EXCO, as well as to the teachers. Also send the publicity email to some of the teacher advisors and ask for their help to transmit through e-daf.
3. Oversee the progress of each event/ be present to help out.
4. Coordinate among EXCO members.
5. Fill in forms required by OSA as directed by the President or the Vice-President.
6. Allocate CCA points.
7. Take attendance at events.
8. To book rooms or venues which require no payment.
9. To assist the President or the Vice-President, and to take over if both of them are not present.
10. To safeguard and maintain this document. Only the President, Vice-President or General Secretary is allowed to change or amend this document. It serves as a training manual for all new EXCO members and prevents them from ruining the society’s good name.
11. To mentor and teach the incoming General-Secretary.
12. To always uphold the image of the society.
Treasurer
1. To keep the club fund.
2. To collect the membership fees and to compile membership roll.
3. Oversee the progress of each event/ be present to help out.
4. To pay for the expenditures needed. This includes buying tidbits, snacks, food for events, and other payments of all kinds.
5. The Treasurer is in charge of room bookings which requires payment for events – and shall make payment. All financial activities are to be done by the Treasurer.
6. Fill in forms required by OSA or required by law or financial statute as directed by President or the Vice-President, or on the Treasurer’s own integrity. He/she is to file the income tax to IRA for the preceding academic year.
7. To safe-keep and protect all the official materials of the club – stamps and receipts
8. To assist the General-Secretary in his/her duties take over if anything happens.
9. To produce a monthly financial summary to be sent to core EXCO.
10. To mentor and teach the incoming Treasurer.
11. To always uphold the image of the society.
Editor
1. To maintain and upkeep the society’s online pages (Society blog, facebook page, etc), upon the instructions of the General-Secretary, President or Vice-President.
2. To take photographs at all events and/or for major events. To upload the photographs to the blog and to plan for the blog’s look.
3. To help Project Director 1 and Project Director 2 in the execution of the various events, but especially with writing (e.g. posters, writing papers, editing written German)
4. To edit upon the instructions of the General-Secretary, the President or Vice-President or all of them.
5. To assist the Marketing Director in his/her duties
6. To assist the General-Secretary in his/her duties – especially checking of the Gmail account.
7. To assist the Treasurer in his/her duties and to take over if anything happens to the treasurer.
8. To organise the elections for the following academic year.
9. To mentor and teach the incoming Editor.
10. To always uphold the image of the society.
Project Director 1
1. To conduct the SOP activities
2. To organise and conduct:
a. German Movie screening as and when required
b. Stammtisch, and as when required
c. German learning sessions, as and when required
d. Welcome Tea (twice an academic year, once a semester)
e. Whatever activities are planned and assigned apart from the standard activities
3. To mentor and teach the incoming Project Director 1.
4. To always uphold the image of the society.
Project Director 2
1. To conduct the standard SOP activities
2. To organise and conduct:
a. SEP Sharing Session (twice an academic year, once a semester)
b. Tandem Programme (twice an academic year, once a semester)
c. Matriculation fair for next semester
d. NUS Library Tour
e. Whatever activities are planned and assigned apart from the standard activities
3. Assist the Project Director 1 if he/she needs help
4. To mentor and teach the incoming Project Director 2.
5. To always uphold the image of the society.
Marketing Director
1. To link up with NTU’s German Society- by finding out the contact details of their EXCO committee and to arrange a meeting between 2 parties.
2. To link up with the Goethe Institut (together with the Vice-President).
3. To link up with DAAD or any other external organisations (together with the Vice-President).
4. To design posters and banners for events.
5. To help Project Director 1 and Project Director 2 in the execution of the various events, and especially with advertising (e.g. posters, banners)
6. To advertise upon the instruction of the General-Secretary, the President or the Vice-President or all of them.
7. To help the General-Secretary with the publicity.
8. To mentor and teach the incoming Marketing Director.
9. To always uphold the image of the society.
