UNIVERSITY OF EXETER PHOTOGRAPHIC SOCIETY 2012/2013 PHOTOSOCIETY COMMITTEE Positions, Roles and Responsibilities Last updated: 11 March 2012 Note: These responsibilities are subject to additional responsibilities as set out in the manifestos of the winning candidate in PhotoSociety Elections. Warning: Any committee member that is found to be negligent/not fulfilling their duties will be given the opportunity to step down with immediate effect, or be put to a committee vote. The committee member will be ejected out of the committee if he/she receives a majority vote of no confidence.
RESPONSIBILITIES THAT APPLY TO ALL COMMITTEE MEMBERS
Representing PhotoSociety at all times while at university Responsible for being present and available to help out during Freshers' Week, PhotoSociety socials, trips and other major events. Attending ALL committee meetings. Regularly checking emails to ensure that the committee member is contactable and accountable to the members, third parties, sponsors and stakeholders of the society.
University of Exeter Photographic Society 2012/2013 PhotoSociety Committee Positions, Roles and Responsibilities
PRESIDENT Elected by: Accountable to: Responsible to:
PhotoSociety Members PhotoSociety Members PhotoSociety Committee Arts Coordinator
Term of office:
12 months commencing 31 March 2012 (plus handover period)
Attends:
Heads of Arts Meetings Guild’s Heads of Societies Meetings Committee Meetings (Chair) PhotoSociety AGM (Chair)
2
Responsible for setting the overall agenda for the society; creating a vision for the society that is shared by all members of the committee and managing the society in working towards achieving that vision. Chairs meetings and delegates tasks to other members of the committee Responsible for attending University and Guild meetings, such as the Heads of Arts Societies Meetings. Liaison for the society with the Guild (e.g. other societies) and external parties (incl. sponsors and other photographic societies off-campus). The society’s first point-of-contact; receiving e-mails from the University, Guild, Guild societies as well as non-university-related private parties and managing them by providing appropriate information and/or taking appropriate actions. Responsible for passing on information about job offers (received as the society representative) to an earlier identified group of members interested in receiving such information.
University of Exeter Photographic Society 2012/2013 PhotoSociety Committee Positions, Roles and Responsibilities
VICE PRESIDENT (Merging Vice President and General Secretary roles) Elected by: Accountable to: Responsible to:
PhotoSociety Members PhotoSociety Members PhotoSociety Committee
Term of office:
12 months commencing 31 March 2012 (plus handover period)
Attends:
Committee Meetings PhotoSociety AGM
Responsible for sending emails to the members Responsible for writing minutes at committee meetings Responsible for the organizing of competitions, prizes and sponsors, (with help of the Publicity and Events secretaries, if required) Responsible for regularly updating and maintenance of the PhotoSociety website Responsible for taking over the President's responsibilities in his/her absence.
TREASURER Elected by: Accountable to: Responsible to:
PhotoSociety Members PhotoSociety Members Students’ Guild PhotoSociety Committee
Term of office:
12 months commencing 31 March 2012 (plus handover period)
Attends:
Committee Meetings PhotoSociety AGM Budget meetings with the Activities Office
3
Responsible for complying with Guild requirements (e.g.: Budgets, Grant applications, petty cash and cheque request claims) Responsible for maintaining a healthy budget for the society Responsible for making decisions on how the society funds are collected/spent, in negotiation with committee Responsible for handling cash, stash, chemical and equipment orders Working closely with the darkroom secretary and digital secretary to maintain inventory in the darkroom and equipment Working closely with the events secretaries to ensure trips and socials are within budget
University of Exeter Photographic Society 2012/2013 PhotoSociety Committee Positions, Roles and Responsibilities
DARKROOM SECRETARY Elected by: Accountable to: Responsible to:
PhotoSociety Members PhotoSociety Members PhotoSociety Committee
Term of office:
12 months commencing 31 March 2012 (plus handover period)
Attends:
Committee Meetings PhotoSociety AGM
Responsible for maintaining the upkeep of the Darkroom, including the equipment and fittings within Responsible for ensuring the inventory of items in the darkroom (i.e.: Film, Paper, Chemicals) Responsible for organising the darkroom training workshops
DIGITAL SECRETARY Elected by: Accountable to: Responsible to:
PhotoSociety Members PhotoSociety Members PhotoSociety Committee
Term of office:
12 months commencing 31 March 2012 (plus handover period)
Attends:
Committee Meetings PhotoSociety AGM
4
Responsible for maintaining the upkeep (and ensuring the inventory) of all of the digital equipment owned by PhotoSociety (stored in the Darkroom), i.e.: Laptop, Printer, Ink, Scanner, etc. Responsible for organising the digital training workshops Responsible for looking into the procurement policy of digital equipment in the society.
University of Exeter Photographic Society 2012/2013 PhotoSociety Committee Positions, Roles and Responsibilities
EVENTS SECRETARY (x2 positions) (Merging Social Secretary & Trip Secretary) Elected by: Accountable to: Responsible to:
PhotoSociety Members PhotoSociety Members Students’ Guild, PhotoSociety Committee
Term of office:
12 months commencing 31 March 2012 (plus handover period)
Attends:
Health & Safety Briefings Committee Meetings PhotoSociety AGM
Job Share:
Yes
Responsible for planning, organising and leading PhotoSociety trips, socials and other events, for instance: critique sessions, workshops, and guest speakers. Responsible for researching trips and socials, (this includes keeping up with the social demand, or rather: the members' demand) Responsible for overseeing compliance procedures (i.e.: Health and Safety, Risk assessment, Guild Policy & Constitution), working closely with the Health & Safety Officer in the Activities Office. Responsible for ensuring regular socials happen.
PR OFFICER Elected by: Accountable to: Responsible to:
PhotoSociety Members PhotoSociety Members PhotoSociety Committee
Term of office:
12 months commencing 31 March 2012 (plus handover period)
Attends:
Committee Meetings PhotoSociety AGM
5
Responsible for leading the marketing efforts for the society Responsible for design of publicity material for the society Responsible for the promotion of society events/competitions. Responsible for design of stash. Responsible for working alongside the President (with help of the rest of the committee) to promote an overall positive image of the society at the university.