Elections Procedure

Each year elections are held for officers. This takes place in late spring. This takes two meetings. Terms for elected positions last for one year with a transition period near the end of Spring Semester.

Nominations

To be eligible for a position a person must be nominated, seconded, and then accept their nomination. Positions do not drop down. Note it is not advisable for an officer to also be a project manager.

Elections

Elections will take place at a separate meetings from nominations. The elections meeting will be conducted by electing positions from the Presdient downward. Each candidate will be given time to speak without the other candidates in the room. These speeches will be immediate followed by discussion amongst all non-candidates until there is no more discussion or a motion to vote is verbally put forth. Only dues-paying members will be permitted to vote; however, anyone may speak during discussion at the elections meeting.

Officers

These positions are elected each year. Below, the roles of each are listed as well as a few responsibilities.

President

• Manage teams
  • Keep them on track
  • Monitor their progress
  • Keep them informed of goings-on
• Key member of the Sponsorship Committee
• Works with Treasurer to oversee club finances
• Works with staff and faculty from ME, ECE and CoC to coordinate on campus support.
• Works with sponsors and handles proposals.
• Works with other SCC teams on issues.
• Ensure that everything gets done
  • Use [1] to track, delegate, and update key tasks
  • Directly help (or delegate someone to help) when an objective is not being accomplished
• Organize monthly general meeting
  • Coordinate to have a guest speaker

Vice-President

• Corporate liaison
• Support president (and everyone else)
  • Help president check up on project managers
  • Represent (along with the President) RoboJackets in meetings with other organizations
• Works with PR Chair to plan outreach events.
• Key member of the Sponsorship Committee

Treasurer

• Has to get things bought on time and moved to the shop.
• Monitor account balances
• Maintain internal budget spreadsheets (with President and VP).
• Approve budgets from team project managers
• Keep spending in line and work with president and project managers on purchase planning.
• Lead the Sponsorship Committee
• Coordinate trip expenses with project managers
• SGA bills and budgets
  • Attend finance hearings (typically in the spring)

Public Relations Chair

• Responsible for keeping promotional materials current and keeping them stocked.
• Branding (T-Shirts, Polos, Brochures, Business Cards, etc.)
  • Most of these are hosted in OwnCloud
  • Keep brochure holder in SCC stocked
• Manages and works with the president for sponsor relations.
• Posts to the website about events and finds ways to publicize them on campus.
• Member recruitment.
• Helps to organize events.
• Update RoboJackets Facebook page, Twitter, YouTube
• Work with FIRST kickoff coordinator to:
  • book the FERST autitorium
  • acquire speakers, etc.
• Advertisements in Technique and WREK Radio

Secretary

• Takes minutes at officer meetings and sends them to core email list.
• Works with PR Chair on external image.
• Helps keep website current.
• Books space for meetings and events.
• Update non-team-specific wiki pages.
• Responsible for keeping the RoboJackets-wide calendar feed up-to-date.

Shop Manager

• Maintain shop cleanliness.
  • Periodically keep scraps pile under control.
• Work with laboratory adviser (Sterling as of now).
• Work with other SCC teams to coordinate fixing of shared tools and ordering of shared supplies.
  • Get on the SCC Leaders email list
  • Forward important SCC emails to RoboJackets core list
• Builds purchase orders for shop consumables and new tooling.
• Assist with member training.

Project Managers

• Get robots to competition
• Plan meetings
• Focus on member-retention
• Coordinate member training
• Send reminder emails for team meetings
• Prepare budget for the team
• Take and upload pictures at meetings
• Make a video demonstrating the team's activities for the year

Note: See constitution for election/nomination details.

Bold denotes vacancies that must be filled.

Appointed Positions

IT Coordinator

This person manages our server and computers. They need to be skilled in linux CLI and windows implementation. Any one interested will need to talk with the current IT coordinator and officers.

• Make regular backups of important server files such as:
  • Git repositories
  • Website
  • Wiki
  • Photo Gallery
  • File storage at owncloud.robojackets.org

note: backups are currently handled by having cron run /root/scripts/backup.sh monthly. Backups are put in folders by date under /media/backup_share and info and errors are logged to /var/logs/backup.sh.log.