The Club Sports Program requires clubs to have five total officers (i.e. President, Treasurer, Vice President, a safety officer, and a 5th of your choosing), each officer’s contact information is to be on file at all times with the club sports staff, through the submission of an Elections Report. Club teams may elect to have additional officer positions as deemed necessary by the club’s members or constitution. In an effort to expand the leadership opportunities, all of the officer positions must be held by different club members. All officers must be students attending Butler University and in good standing.
Officer Positions & Responsibilities
In addition to duties outlined in the club constitution, each club sport officer is responsible for, but not limited to the following:
President (Mandatory)
The President is responsible for oversight of the club and other officers. He/she is expected to serve as a liaison between the club and the Department of Recreation while operating in compliance with the club constitution, Club Sports Handbook, and University Regulations. It is the duty of the president to conduct meetings and aid in the selection of a faculty/staff advisor. The president shall keep the advisor notified of meetings and events. An effective president delegates appropriately and clearly outlines the roles and functions of his/her officers. Ultimately, the president is responsible for ensuring that fellow officers carry out their responsibilities and that all club documentation is submitted completely and on time.
It is important that the president be aware of the financial status of the group and is committed to the goals of the organization. Account balances are sent on a monthly basis via email. At the end of his/her tenure, the president shall coordinate a smooth transition to the new leadership. It is essential that s/he notify the Club Sports staff of new leadership when changes occur.
Treasurer (Mandatory)
The Treasurer is responsible for the financial obligations of the club. He/she is expected to maintain account records, submit necessary documentation, complete reports, and maintain a club budget. It is vital for this club officer to have a good working relationship with the Club Sports staff.
Vice President/Fundraising Officer (Mandatory)
The Vice President is responsible for conducting meetings in the president’s absence. The vice president may also act as the incoming president for the following year. This technique allows the club to operate without taking steps backward in re-learning the club policy and procedures. The Fundraising Chair is responsible for registering fundraising events with the Pulse Office and completing all pre and post-event paperwork. This individual should plan and initiate fundraising efforts, as well as, coordinate member involvement for their club. This officer should work closely with the Treasurer to determine financial needs.
Safety Officer (Mandatory)
The Safety Officer is responsible for the safety of the club members during competition, practices, travel and team events (fundraising, community service, etc.). He/she should know the locations of medical equipment, monitor facility conditions, assist in emergency care situations, and complete/submit Injury Reports. They are responsible for informing the “need to know” club members, coaches, and club sports staff of all injuries through the submission of Accident Report. This member must be CPR/AED/First Aid certified (free of charge), take a concussion education course (free of charge), and be present at the majority of club events, competitions, and practices. The safety officer should also maintain a list of members with allergies and other medical conditions to ensure they have the proper medication (inhaler, EpiPens, insulin) on their person for all club related activities.
5th Officer Position (Mandatory)
This position may be chosen from the following list of recommended positions:
Secretary (Recommended)
The Secretary is responsible for taking meeting minutes (notes) and saving them on file with the club. The Secretary should be in constant communication with all officers to ensure that every tournament, practice, meeting and member notes are taken to ensure proper history of the club. Secretary can also be responsible for ensuring the club’s constitution is up-to-date.
Community Service Chair (Recommended)
Incorporating service work within each organization is an important part of building leadership and giving back to the community. The Community Service Chair should take initiative to plan and conduct service events for their club.
Marketing Chair (Recommended)
The marketing chair is responsible for the promotion of club events through the several optional and mandatory avenues, which include- the team website, social media accounts, posters/flyers/signs, blog posts, photos, etc. The marketing chair should take initiative to promote and market their club in new and creative ways.
Faculty/Staff Advisors (Mandatory)
Faculty/staff advisors are full-time employees of Butler University who decide to participate because they feel they can contribute to the success of the student organization and its members. While their roles may vary from group to group, they generally offer continuity, support, and guidance.
The role of the advisor is to:
• Serve as a sounding board off of which students can bounce new ideas
• Intervene in conflicts between group members and/or officers as necessary
• Be knowledgeable of policies that may impact the organization’s decisions, programs, etc.
• Help students navigate administrative “red tape”
• Provide an outside view or perspective
• Provide student groups with University and community connections