Coordinator Duties for Registered Student Organizations (RSOs)
Student groups select a coordinator or coordinators each year. The purpose of the coordinator is to respond to the voice of group members and coordinate the activities of the group. Additionally, RSOs that have been funded by the S&A Board may apply for a Learning Allotment to offset the numerous volunteer hours that these coordinators provide to their respective groups. This Learning Allotment helps to maintain equal opportunity access to involvement in leadership opportunities. A Coordinator must be enrolled for at least six (6) undergraduate credits or four (4) graduate credits to receive a Learning Allotment.
Current coordinators may be reselected by the RSO in Spring quarter to return as the next year's coordinator. The current coordinator may not self-appoint themselves to a coordinator position based on the premise that they are currently holding the position. If the current coordinator is not reselected by the end of spring quarter, the position will be declared an open position and the RSO will need to select a new coordinator during the following academic year.
An RSO should select a coordinator by the RSO membership. It is suggest that this take place at a publicly announced meeting. This announcement should be posted at least one week before the meeting to make it widely known the RSO is selecting a Coordinator and to invite student participation. The selection process may be accomplished through the normal governance process of the group, meaning through a majority vote, consensus, or however the RSO had decided to make decisions. There must be a minimum of four currently enrolled student members of the organization in attendance at the meeting in which the group selects the coordinator. If the group is not yet a Registered Student Organization (RSO) or is re-registering the group, the coordinator will be identified in the Registration Packet which is completed during the registration process.
When a coordinator leaves the position for any reason, the outgoing coordinator can help to assure continued success for the organization by assisting in a smooth leadership transition. If a coordinator plans to resign mid-year, the coordinator should complete a Resignation Memo and work in the incoming coordinator to transfer all RSO resources to the new Coordinator.
In order to select a new Coordinator the RSO should follow the process outlined above in Coordinator Selection at an Organizational Meeting. If the RSO has completed the registration process, and is selecting one of the original trained students who registered the group, your RSO must complete a Selection Memo and submit to your advisor to make adjustments to your Registration Packet. For S&A funded RSOs the new coordinator is required to complete the Finance workshop before using the RSO budget.
If the RSO has completed the registration process, and has NOT selected one of the students who initially registered the group, your RSO must complete an amended registration document, and then see your advisor to schedule the required workshops.
It is highly recommended that to ensure smooth transition the RSO should select their coordinator early enough so the new coordinator can be trained prior to the resignation of the outgoing coordinator. Following is a list of items that should be considered when making the transition from one coordinator to another. The outgoing coordinator should provide to the incoming coordinator:
- Copy of current mission statement, and information regarding the group, highlighting the most important information (e.g. coordinator job description; roles of members; group goals; quorum/membership requirements).
- Budget for the year, including pending purchasing and outstanding debts.
- File of activities and events sponsored by the group. Include evaluations and recommendations.
- Past or sample calendar of events for the academic year for the group.
- List of resources such as names, email addresses, and phone numbers of people who are important contacts for the organization.
- Knowledge of where items are stored that belong to the RSO.
- Information on the history of the RSO.
- Any other tips, or suggestions, that you feel would be helpful to your new coordinator(s).
- Passwords for emails/websites or other online data access or flash drives belonging to the RSO that should be passed on.
- Provide the necessary information to send thank you notes to people who have helped the organization during the year. Include an introduction of the new coordinator(s).
The role of the coordinator of an RSO is to conscientiously provide services and activities to Evergreen students according to the stated mission, goals and objectives of the organization. There are two ways a coordinator may be terminated:
- A coordinator may be terminated by the Assistant Director of Student Activities due to budgetary impropriety, malfeasance, failure to be a currently enrolled student, and other violations of the Student Activities Covenant.
- A coordinator may be asked to resign, or a vote of no confidence may be taken by constituents due to the following:
- The mission of the organization is not adhered to. The mission statement is evaluated each year by the organization before being submitted with the budget to the S&A Board for approval. Once the budget is approved, it is incumbent upon the coordinator to carry out this mission. The mission may also be updated during the RSO registration process.
- The goals and objectives of the organization are not followed. In conjunction with the budget proposal and mission statement, goals and objectives are set by the previous year coordinator(s) and constituents. It is the responsibility of the current coordinator to carry out and focus activities and events on the priorities set by the constituents. Remember the coordinator is the mouthpiece for the RSO, and is not the decider or dictator for the RSO. RSO decisions should be made by the members through the RSOs standard decision making process.
- Leadership duties are not being carried out. Leadership duties include: submitting a Student Leadership Activities Report (SLAR) of the RSOs activities; providing office hours, weekly meeting times, and the annual budget proposal; following up concerns via phone/email, in person or writing to constituents, students and the public; communicating with your organization's Student Activities advisor regarding budgetary and event plans; attending mandatory orientation and training sessions; being present at your organization's sponsored events; being responsible for college equipment and facilities during your organization's sponsored event; submitting Event Evaluations and, maintaining high ethical standards when managing the budget of the organization. It is the responsibility of the coordinator to conscientiously carry out all of these leadership duties.
A discussion of leadership performance is to be conducted with the coordinator before termination. Discussion should center on the problem and suggested corrective actions. The discussion needs to take place at a regularly scheduled group meeting. Written documentation of such discussion is required and a copy given to the coordinator and the RSOs Student Activities advisor. Your advisor can additionally connect your RSO to additional mediation services as needed.
If the problem persists, at least one written warning will be given two weeks before the actual call for resignation and the vote of no confidence. The organization's Student Activities advisor shall be given a copy of the written warning(s).
In instances where termination is initiated by the Assistant Director of Student Activities, the coordinator will be provided with a written warning. A written warning shall precede actual termination by two weeks; however, this two-week warning may be waived for incidents involving budgetary impropriety or malfeasance. Additionally, the warning period is waived if the coordinator is no longer an enrolled student.
In the event a coordinator feels unjustly treated with regard to termination, the coordinator may appeal the termination decision to the Assistant Director of Student Activities. The Assistant Director of Student Activities will ask for:
- A written summary of the complaint and the outcome that the coordinator seeks.
- A meeting with the coordinator and the RSO either separately or together, depending on the coordinator's preference.
Based on the information presented by the coordinator and the constituents of the RSO, the Assistant Director will attempt to seek a mutually agreeable solution or will uphold the organization's decision to terminate. The coordinator may appeal the Assistant Director's decision to the Director of Student Activities Administration. In instances where termination is initiated by the Assistant Director of Student Activities, the termination is appealed immediately to the Director of Student Activities.