Executive roles | Association of Health Students Undergraduate Members

President

The president’s duties and responsibilities include:

Chairing all executive, council and general meetings. As such, the President’s vote should only be used to break ties.
Representing the undergraduate students at Committee of Presidents (COPs) and other meetings where full Faculty representation is required.
Building and maintaining a link between the Dean’s Office and the Association of Health Students Undergraduate Members (AHSUM) members.
Setting the agenda for executive, council & general meetings.
Ensuring all positions are filled.
Ensuring Executives are fulfilling their roles within AHSUM.
Acting as one of three signing authorities on AHSUM accounts.
Ensuring that all work is being completed within AHSUM.
Ensuring all AHSUM office keys are collected and handed in to the Dean’s Office at the end of the term.

The VPIA’s duties and responsibilities include:

Performing the President’s duties in the absence of said President.
To maintain internal communication with the students, the AHSUM Executive and the faculty, and act as a liaison between them with regard to non-academic concerns.
Keeping a record of general and executive minutes, and to type them for the webpage and weekly pre-meeting e-mails from the President to the Executive.
Maintaining an up-to-date copy of the constitution in the office and on the webpage.
Organizing AHSUM office hours.
Booking rooms and meeting times when needed.
Acting as one of three signing authorities on AHSUM accounts.
Evaluating and implementing strategies for office maintenance and security.
Aiding the Directors, Events, Services, Communications, and Promotions, in their duties as need be.
Maintaining and updating the Constitution as need be with the President, and Vice President Education

The VPF’s duties and responsibilities include:

Preparing a term budget by Friday at 4:30 p.m. at the end of the third week of classes and maintain the budget throughout the term in conjunction with the President.
To settle all accounts under the jurisdiction of AHSUM, all income expenditures must be authorized and evidenced using proper vouchers.
To keep track of petty cash, floats and cash flow.
Acting as one of three signing authorities on AHSUM accounts.
Acting as a liaison between AHSUM and the Vice President, Operations and Finance of the Waterloo Undergraduate Student Association (WUSA). The VPF shall present the termly budget to the Societies Accountant for approval and shall receive the AHSUM allotment for the term.
With the President, to deposit all money left in the AHSUM office at the end of the day into the bank account and return the cash box to a locked cupboard in the office.
Responsible for reading the AHSUM Constitution at the beginning of each term.
Responsible for providing extensive transition documents and training sessions to the incoming Vice President Finance to ensure a smooth transition.

The VPED’s duties and responsibilities include:

To maintain internal communication with the students, the AHSUM Executive and the Faculty and act as a liaison between them with regard to all academic concerns.
Attending all academic meetings and matters concerning students in the Faculty of Health and reports to the members of AHSUM all pertinent information.
Examining and reporting on all policy issues pertaining to AHSUM and implementing strategies and policy statements toward such issues.
Acting as a liaison between undergraduate students and any outside governing bodies (i.e. Ontario Kinesiology Association) in conjunction with the appropriate department representative.
Organizing any academic events or meetings with the Director of Events.
Advertising all academic events to be offered to the membership of the AHSUM with the Director of Promotions (DP) and Director of Communications (DC).
Sitting on and reporting the proceedings of the Senate Undergraduate Council (SUC), Co-op Education Council (CEC), and any other ad hoc committees as required.
Maintaining and Updating the Constitution as need be with the President and Vice President Internal Affairs.

The DE’s duties and responsibilities include:

Planning, organizing and implementing all social events for the members of AHSUM.
Providing an event report following every AHSUM event.
To work closely with the DP and DC to ensure events are promoted as well as possible.
Collaborating of on- and off-campus partners to source products, book spaces and resources, and develop positive working relationships.
Bringing awareness of any extra events sanctioned by AHSUM, but organized by non-Executive members to the membership of AHSUM.

The DS's duties and responsibilities include:

Working closely with the VPIA in managing day-to-day operations concerning services including office maintenance (i.e. exam bank, snacks, textbooks, etc.).
Relaying and implementing feedback from AHSUM members to improvement and add additional services that would better the Faculty of Health community.
Working closely with all AHSUM member with promoting services especially other Directors and Joey’s.
Organizing orders from outside vendors including: clothing orders, promotional gear, office supplies, and food sale items.
Representing AHSUM on the Applied Health Sciences Endowment Fund (AHSEF).
Maintaining and/or implementing new services that would benefit the membership of AHSUM (i.e. exam bank (with VPED), food sales, etc.).

The DP’s duties and responsibilities include:

Serving as the public relation link between AHSUM and the university community via the creation and implementation of promotional materials.
Creating publications and documents to promote all events and services provided to members of AHSUM.
Promoting all services, events and activities, in collaboration with the DE and DS.
Posting notices and publications of meetings/events and removing all old notices and publications where appropriate.
Approving/posting all event notices and ensuring the removal of old notices in B.C. Matthews Hall (BMH) and wherever appropriate.

The DC’s duties and responsibilities include:

Maintaining AHSUM’s homepage and other online social media networks (i.e. Facebook, Instagram, Discord Server, etc.).
Developing and abiding by a social media plan, to be updated and shared with the AHSUM Executive.
Completing the Waterloo Content Management System (WCMS) for Content Maintainers course within the first three weeks of their term.
Posting weekly minutes from the Executive and General meetings to the AHSUM website.
Posting all services, upcoming event and activity announcements on the AHSUM website, in collaboration with all of AHSUM, mainly other Directors.

The Department Representatives duties and responsibilities include:

Designating AHSUM Councillors (See Section 2) based on applications received at the beginning of the term. These students’ names and contact information shall be presented to the Executive at the beginning of each term.
Communicating with and disseminating information to the Councillors and ensuring they are in turn making class announcements.
Sitting on and reporting on the proceedings of Department Meetings, Faculty Council, and Faculty Council Executive. Reports should be published to the home page where possible.
To organize one event per program (or together) in conjunction with the DE, specifically aimed at engaging their program of representation in professional development.
To collect feedback and input from the undergraduate population of their program, and reflect their interests towards AHSUM.