O&O Operations Coordinator

Hey Mitchell!

I’m so excited for you to be taking over as AA to the F&B Director this upcoming year! It was usually a pretty chill job but was one that allowed me to get to know a lot of the great people who work in ASUW and are so passionate about what they do. That’s definitely one of my suggestions for you — to really get to know those around the office because everyone is truly doing amazing work in all of their roles! Unfortunately, being in a completely virtual format, my experience as AA will probably be very different from yours, so I won’t be able to offer you any advice on how to navigate the office, the printers, or anything like that, but I’m leaving all of that information below because it was passed to me from the previous AA… I hope all that info is still correct!

You’ll find that in your role, you’ll get to know the other AAs VERY well, probably even more so than I did because you’ll actually be sitting with them in the ASUW office. Even though they work with other committees, their roles are very similar to yours so they are definitely people you can turn to for questions! I encourage you to reach out to everyone in the office and introduce yourself. Chances are, you will have to ask everyone in the office one question at some point even if it doesn’t have to do with the budget. This is especially true when you are sitting at the front desk and get a lot of random questions. It would also be really helpful to learn when entities have meetings or are hiring interns, because people will come to the front desk asking where their interview or meeting is.

Outside of manning the front desk, the committees that you take minutes for are the Legislative Steering Committee, this is mostly just in the Fall, and the Finance and Budget Committee which goes until about the end of Winter Quarter, with occasional meetings during Spring Quarter. Because you haven’t been part of the Finance and Budget Committee before, I would highly suggest you take the time to get to know more about the committee over the summer by reading this years’ minutes or asking the Finance and Budget Director. As the AA, you have a lot of input on scheduling, how meetings are run, and constantly coming up with ways to improve the functioning of the committee, so having a good baseline knowledge of the committee will benefit you greatly.

If you ever feel overwhelmed, you can use your resources such as the Vice President, Personnel Director and your adviser Jennifer Pope to work out a way to balance your workload. Also, talk with the Finance & Budget Director to get an idea of what they need from you, but do not feel the need to say yes to everything they request. They will be very receptive to what you can handle if you just talk to them. You will do great in this position and I am excited for you to start!

If you have any questions, please feel free to reach out. I’m happy to help you with anything you might need 🙂

Daniel Chen

dan85510@uw.edu

Email/Drive/Records/Hours log-in

• asuwaa2@uw.edu
• NewYou20#21 (feel free to change, this is just the one I was given)

Computer Log-In (I used my own laptop, but apparently we have computers somewhere)

• Username: asuwaa2
• Password: An@t0my19 (you have to change it like everyone two months; it’s really annoying. If you ever have problems getting in you can have OCOMM reset the password for you)

Resource Center Printing

• Printing Password – ASUW-BOD

SAO Printing

• Code for the printer by the door – 1167

HUB Reservations (I never used this but kept it from my transition)

• HUB Res link: http://serviceos.sauf.washington.edu/hubres
• Username – asuwaa2@uw.edu
• Password – aa10

On-Campus Box #

• 362238

Office Entrance Code

• 1952

Voicemail Code

• 789789

Board Room Code

• 12422

Websites

• records.asuw.org
• hours.asuw.org
• employee.asuw.org

Acronyms

• ASUW – Associated Students of the University of Washington
• GPSS – Graduate and Professional Student Senate
• F&B – Finance and Budget
• SA – Special Appropriations
• SAO – Student Activities Office
• HFS – Housing & Food Services
• PACS – Provost’s Advisory Committee for Students
• BOD – Board of Directors
• OOI – Office of Outreach & Involvement (formally Office of Volunteer Opportunities [OVO])
• MOU – Memorandum of Understanding
• FC… – Faculty Councils…
• STF – Student Technology Fee
• SAF – Student Activities Fee
• UPASS – Universal bus pass
• SCPB – Senate Committee on Planning and Budgeting
• WSA – Washington Student Association
• WASHPirg – Washington Student Public Interest Group
• OGR – Office of Government Relations
• WAC – Women’s Action Commission
• SHC – Student Health Consortium
• DSC – Disability Student Commission
• QSC – Queer Student Commission
• BSC – Black Student Commission
• ASC – Asian Student Commission
• PISC – Pacific Islander Student Commission
• SARVA – Sexual Assault and Relationship Violence Activists
• AISC – American Indian Student Commission
• La Raza Student Commission
• JCC – Joint Commission Committee
• A&E – Arts and Entertainment
• RDR – Rainy Dawg Radio
• UWL – UW Leaders
• MESC – Middle Easter Student Commission

While your job is very structured in what you will be doing, it is still go to make goals at the start of every quarter. I really didn’t start doing this until the end so I would suggest doing this sooner than I did. Also, even though your job is structured it is still okay to branch out! Ask about committees that you are interested in, or take on an additional project that interests you. It will be worth it! Here are some example for fall quarter:

Get to know you co-workers (this should probably be first because it would be awkward to introduce yourself to an employee spring quarter just as your job is ending) This can be as little as just taking someone up on an offer to go downstairs with them for a coffee run or sitting in the back of the office on the couches so you’re in the center of what’s happening (but also part of your job is sitting at the front desk so don’t go crazy). You will make really close friends (that’s what happens when you’re around someone for up to 19 hours/week) and not really know what to do with yourself when you don’t see them everyday. Your fellow AAs are not only part of your entity, but they are also people to turn to with questions – you’re all starting this at the same time and probably have the same questions but operate on a slightly different learning curve. By the middle of winter quarter, ASUW turned into more of a place you hang out with friends while you do your work rather than a work place, if that makes any sense. I encourage you to reach out to everyone in the office and introduce yourself. Chances are, you will have to ask everyone in the office one question at some point even if it doesn’t have to do with the budget or presidential duties.

Become an ASUW expert. Take this job as an opportunity to learn more about ASUW and the students. There are so many parts of the association that there’s no possible way you know everything coming into it. I, for example, knew nothing. I basically just knew the description that was posted on the ASUW website. You will get so many questions about the association – What is it? Who’s on the board? What does the board do? What’s the senate? Where do we go for this problem? Where do we go for that problem? Who do we contact for this event? How can I get involved? Where is the Student Food Co-op? – and even questions not about the association – Where is the nearest mailbox (still can’t tell you)?  Where’s the HUB cashier? How do I get to the fountain? Can I study in here? Can I ask you a quick survey? The list literally does not end. You should familiarize yourself with the various offices within the association and what entities it’s made up of. I am still learning new things every day, and I’ve been doing this all year.

Get a routine. Fall quarter felt a little hectic once F&B got started along with the Legislative Steering Committee. I suggest having a routine in place for when you’re uploading agendas and minutes. When you’re going to sit down and finish transcribing the minutes. When you’re going to print out documents. And when you’re going to update the final draft of minutes. There were definitely times I was finishing transcribing minutes right up until the next meeting. It can be hard to really sit down and focus on that when the office is so lively too, so don’t be afraid to do some remote hours during the week to get your individual tasks done.

Each of these recommendations has sub-goals you could set specifically for each quarter but I think you should strive for these things each quarter. I know that’s something I would have changed if I could do it over again.

This is to help describe who you are working with and where you fit into the association. This provides a very basic description, however if you want to learn more you can read their job descriptions on records.asuw.org. Fall orientation is also a great opportunity to put faces to names, and ask them a little about their job.

ASUW – Suite 121

Board of Directors

President

• They are elected in the general election every spring, and part of the executive team
• They are the face of the association, and are in charge of all external operations. They frequently meet with administrators from all three campuses, sit on various committees, and provide student opinion in spaces where it is otherwise non existent. They are always very busy and focus more on being a liaison to administrators and students rather than running the association.

Vice President

• They are elected in the general election every spring, and part of the executive team
• They are in charge of the internal operations for the association. They make sure that every employee is doing well and oversees how we run ASUW.
• They are also in charge of overseeing the AA Team so you will see them a lot!

Director of Academic and Administrative Affairs

• They are elected in the general election every spring
• They work directly with campus faculty and are responsible for being a liaison between students and various faculty groups

Director of Diversity Efforts

• They are elected in the general election every spring
• They oversee the diversity commissions and help put on various diversity trainings

Director of Internal Policy

• They are elected in the general election every spring
• They are the parliamentarian for the Board of Directors. They make sure we are in accordance with all laws and ASUW policies.

Director of Campus Partnerships

• They are elected in the general election every spring
• They liaison to many groups on campus on behalf of the association such as UWPD

Director of Community Relations

• They are elected in the general election every spring
• They are responsible for coordinating with the various student organizations, such as HFS and the Greek community

Director of Programming

• They are elected in the general election every spring
• They work directly with RSO’s on campus, and also co-direct the Everybody Every Body Fashion show every year

Personnel Director

• They are part of the executive team and are hired every spring
• They are an exofficio member
• They are like the HR department of ASUW. They make sure employees are working well together and help settle any disputes. Also, they oversee day to day office operations, check office hours, and help set up trainings.
• They chair the Personnel Committee, which is responsible for changing employee job descriptions and hiring over 60+ employees every spring.

Finance and Budget Director

• They are part of the executive team and are hired every spring
• They are an exofficio member
• They are the chief financial officer for the association, and helps plan the budget for the next fiscal year. They also oversee all current budgets and monitor employee spending
• They chair the special appropriations committee and the F&B committee

Communications Director

• They are part of the executive team and are hired every spring
• They are an exofficio member
• They are responsible for running the Office of Communication, which handles all graphics and advertisement for the association

Senate Vice Speaker

• They are elected by Student Senate every spring
• They are an exofficio member
• They are the liaison between Senate and the Board of Directors. They advocate for the decisions that Senate makes, which is the official student opinion
• They are the Senate Parliamentarian, and makes sure that everyone in Senate is adhering to Robert’s Rules.

Student Senate

This body is responsible for making the official student opinion. Any student can become a senator, they just need 15 constituents. It can sometimes be a little intimidating, but I would highly suggest you try to go!

• Speaker
• Vice Speaker – Board of Directors Member
• Membership Coordinator
• AA to Senate
• Senators

Office of Government Relations

This office is responsible for lobbying on behalf of UW students. They even have one member who stays in Olympia each winter quarter to help lobby for students. This is who you work with for the Legislative Steering committee. I suggest meeting with the General Manager early Fall quarter to discuss what Legislative Steering is going to look like for the quarter.

• Director of Legislative Affairs
• General Manager
• Legislative Programming Coordinator
• Local Legislative Liaison
• Organizing Coordinator

Office of Outreach & Involvement

They help recruit and oversee all of the ASUW volunteers, including training volunteers and organizing celebrations. They were formally the Office of Volunteer Opportunities.

• Director
• Assistant Director

Elections Administration Committee

They plan and oversee the ASUW general elections every spring. Also, they help make sure that policies are updated yearly and oversee a team of interns and volunteers.

• Chair
• Vice Chair

Office Staff

Make sure the office is kept in order, run the front desk, answer the phones and help where needed.

• You!
• AA to Board of Directors
• AA to Personnel Director

ASUW+ – Suite 131

This is the second ASUW office, and houses all of the commissions and additional entities. Some of the offices may move, so check in on where everyone is. To learn more about what each commission does feel free to get to know the employees who work in them!

American Indian Student Commission

• Director

Asian Student Commission

• Director

• Assistant Director

Black Student Commission

• Director

La Raza Student Commission

• Director

Pacific Islander Student Commission

• Director

Middle Eastern Student Commission

• Director

Student Disability Student Commission

• Director

Women’s Student Commission

• Director

Student Health Consortium

• Director

Student Food Cooperative

They just opened a bulk food store at the end of this year!

• Co – Directors

UW Leaders

• Director

• Assistant Director

Sexual Assault and Relationship Violence Activists

• Director

• Assistant Director

Rainy Dawg Radio Station

• General Manager
• Assistant Manager
• Music Director
• Promotions Coordinator
• Technology Manager

Arts and Entertainments

This is the office who puts on the huge concerts, for example Fall Fling and Spring Fling.

• Director
• Outreach Coordinator
• Program Coordinator
• Design and Marketing Coordinator

Office of Communications

They are responsible for all visuals and advertisements for ASUW. Also, they manage the computers and office technology. Get to know them, they are lifesavers when you have a broken printer or are locked out of your computer.

• Communications Director – Board of Directors member
• Multimedia Coordinator
• Visual Designer (There are 2)
• Webmaster (There are 2)
• Systems Administrator

Located Outside of ASUW Offices

Queer Student Commission

Their office is on the third floor of the HUB

• Director

Bike Shop

They are located by the HUB front entrance

• Manager
• Several Mechanics

Other

GPSS

We work closely with GPSS, and one member of their Board has a vote on the Board of Directors. They are the graduate version of ASUW, but ASUW also represents the graduate students.

SAO

These are your advisors! You can go to them for help if you need it, and get to know them because you will work very closely with them. Your specific advisor is Jennifer Pope.

HUB Staff

You will get to know administrators such as Justin (HUB Director), and Lincoln (Associate VP of Student Life). They come in frequently to check in and are great resources.

Think about what you want to start changing in your job description at the end of Fall quarter. This process starts in Winter quarter and is due by the end around March. Every year each employee gets the chance to make suggestions and changes to their position. I changed mine pretty significantly this past year so there may not be as much to change. Some things to consider changing can be how meetings are allocated between the three AA’s, hours worked in Spring quarter, and other tasks you feel need to be added to the description.

Thinking about this early and coordinating with others helps a lot because it is sometimes overwhelming to change a job you have only been in for a couple of months. You can also reach out to the current Personnel Director or Vice President for suggestions since they are heavily involved in overseeing this position.

Outside of general office duties, supporting this position will be one of your main jobs. Try to schedule a meeting in the first couple weeks of school so you two can sit down and make a plan for the quarter. Here is a list of some things to discuss:

• Ask about any special projects they are working on and if they need help
• Decide when the F&B committee binders will be made and what goes in them
• Uploading documents to the records page
• Who will make the agenda for committee meetings. Normally committee chairs will make them, and you’ll upload them on the Records page.
• Decide a deadline for when you need the agenda and printing materials by (I asked for both the day before so I had time to upload the agenda and print materials)
• Scheduling committee meetings. Make sure they include you in scheduling, they sometimes forget
• Decide how you will keep hard copy records of minutes
• Ask if they need you to proxy at any meetings for them
• Determine if you will send meeting reminders to committee members or if they will handle that

This is a list of tasks that you will complete daily or weekly in coordination with your fellow AA’s. You can decide with your new team who will complete which task. I suggest meeting early at the start of every quarter to decide this, as well as compile schedules for meetings and office hours.

Day to Day Office Tasks

• Make sure the office is kept in order (push in chairs, clean up desk areas, pick up things on the floor, etc.)
• Keep the printer stocked with paper and ink (it is helpful to always have an extra toner, start by ordering two, that way you have an extra to use while you order another)
• Clorox wipe the desk area and door knobs
• Order supplies for the office (tissues, clorox wipes and pens are ordered frequently, We had an issue with people using too much paper. We started hiding it around the office and implemented a find it to use it policy.)
• Keep the white board calendar updated
• Decide what you want to do with the push pin board
• Maintain the ASUW Conference room schedule (the AA to Personnel would have the information for that, as Personnel Director oversees the conference room.)
• Collect mail from the SAO office and distribute it
• Sit at the front desk from 10am to 4pm everyday. Our VP Julia wanted us here until 5pm, but officially, the HUB only requires the doors open until 4pm.
  • The way we did this was looked at all of our schedules and created a default office hour schedule so there was always someone at the front desk. Then if something came up we would ask someone else to cover that shift.
  • Sometimes you will get very random questions, it is okay to say you are not sure, ask for help from someone in the office, or just direct them to the HUB front desk. I almost always sent people to the front desk.
• Clean out the fridge, it’s better to do this weekly than wait for months
• Keep the microwave area clean. People won’t cover their food, so remind them because it gets really nasty and you’re not their maid.
• Answer the phone and take messages if needed (Hello this is ASUW, ______ speaking how may I help you?)
• Check voicemail on the phone.
• Update voicemail message for when you go on breaks or come back. This will need to be done as soon as you start in the Fall
• Update the business cards at the start of the year

Day to Day Individual Tasks

• Check your email daily, it piles up very quickly if you don’t
• Change your name on your email, as well as the signature
• Whenever there are breaks, put an automatic vacation message on your email
• Check in with your advisor, Jennifer Pope, a couple of times a month
• Check in with the F&B Director weekly
• Check in with the Vice President every other week, they oversee the AA Team
• Take minutes for F&B Committee and Special Appropriations, Legislative Steering Committee and any other committee meetings you take on
• After editing the minutes, get the committee members to approve them and write their initials by their name. Keep this for your records. This is typically done at the start of the next meeting.
• Keep the ASUW Records Page updated
  • Upload committee agendas at least 24 hours in advance.
  • Upload edited and approved minutes as soon as possible after approval, but preferably within 48 hours.
• If you can’t attend a meeting find a cover, or give one of the recorders to the chair
• Update your Office Hours online by Sunday night every week. If you need to make any significant changes to your hours after this let the Personnel Director know
• Check Slack for messages and announcements
• Familiarize yourself with ASUW
  • Know the structure of the association ( Board of Directors, Senate, Diversity Commissions, Program Entities). Have a general understanding of what they each do so you can answer questions
  • Know who is in which office, ASUW = 121 and ASUW+ = 131. This will make directing people so much easier
  • Have a standard answer for “What is ASUW?” and “How do I get involved in ASUW?” These are very common questions that we get a lot
• Update your time schedule weekly on Workday (using your person UWnetid) and then submit it at the end of each pay period. Normally the 15th and last day of the month. This is how you get paid!

All offices have their own phone number, and the BOD members that don’t have offices typically share a phone with an extension number that differs from the main office line.

Finding the extension number:

The employee directory should have each office’s phone number, the extension number used to transfer calls are the last 5 digits of the number. If the numbers aren’t on the directory, you can find them on the phones themselves. If you press the phone button on any office phone, the number on the first line that shows up in the screen will be their extension number

Transferring the call:

1. Press the transfer option on the phone screen
2. Type in the ext. number for the office or person
3. Wait on the line until someone answers, then press the complete button (if you don’t press complete it doesn’t work and you hang up on the caller)
4. Now you can hang up

Tips:

• Check office hours of the person you’re trying to reach and/or send them a slack message to let them know a call is coming
• A lot of people think they’re not supposed to answer their phones because they think the call is just going to the main office line. So, let people know that if one of the first 2 lights are going off on their phones, it means someone is directly trying to call them (this is when a Slack hands up might come in handy)
• Practice with the other AAs because it can be a little tricky. Just have someone call the main line on their cell and try to transfer the call to another phone.
• The business cards don’t always have the right phone number on them, so I suggest using the directory (we printed on out and kept it at the front desk for easy use)

• Order online from Office Depot
• Fill out the order form request will all of the supplies
  • It works best to only order supplies once or twice a quarter, so when you do order something check in to see if others need supplies as well
• At the start of the year ask the F&B Director for budget information to fill out the top part of the sheet
• Once completed turn into Jennifer Pope’s mailbox in the SAO

Every meeting is public, and we are required to keep minutes of every meeting so it can be uploaded for public records. The purpose of taking minutes is to record everything that is said during meetings so whoever reads the minutes can understand the conversation. Recording verbatim is the goal, however that is not always possible so summarizing is okay sometimes. Take a look at the records page to see how minutes are taken. Also, you can reach out to the Director of Internal Policy, who oversees the records page, and ask how they want the minutes taken. This year we had a training meeting to go over public records requirements. Generally, minutes are in this format:

• Title with name of committee, location, date and time. Some also include the logo
• List of committee members and if they were present, absent, or sent a proxy
• Time the meeting was called to order and time it was adjourned
• Make sure to record all motions (move to approve ______, second, motion to ____, etc.)
  • It can be helpful to learn basic parliamentary procedure so that you can understand what all the motions mean, which helps you record what is said
• Most minutes are taken in third person
• A template is on your Google Drive

I also found it extremely helpful to use a recorder, especially at first. This helps give you a cushion while you are getting the hang of things. I would turn it on while I was taking minutes, then when I went to edit would listen to the recording for anything I missed. The recorder is also a life saver if you have to take a quick break during a meeting, or can’t find a cover.

Here at the ASUW, we make a great effort to respect the pronouns people choose to refer to themselves as. This is a great thing, but unfortunately, also causes ambiguity in the minutes. This is in regards to the singular “they,” as it makes it unclear if “they” is referring to the person speaking or the organization the speaker represents. For instance:

Bob Name says that HFS has talked about implementing this change. They are excited about the progress.

Here, it is unclear if “they” refers to Bob Name or HFS and generally people will assume that “they” refers to HFS, even if in this case it refers to Bob Name. If Bob does not want to be referred using he or she, a potential solution would be to rework the sentence to avoid using pronouns entirely.

Bob Name says that HFS has talked about implementing this change. The progress is exciting.

Bob Name says that HFS has talked about implementing this change and is excited about the progress.

Here, it is more clear that Bob Name is the one excited about the progress. It is not a perfect solution, but it works and also respects the pronouns people choose for themselves.

Generally, you should never use pronouns for anything except for the speaker in order to reduce ambiguity. The only exception to that could be using “they” to refer to outside organizations directly after the organization is named and it is in the same sentence.

You are responsible for the administrative duties for three committees; Finance and Budget/Special Appropriations and OGR Legislative Steering. While each committee has the same basic duties of agenda, minutes and uploading to the records page, each one has different tasks. This is from what I did this year, however the committee chair will talk to you about what they need for the year.

OGR Legislative Steering Committee

The Office of Government Relations is the lobbying branch of ASUW. They are responsible for lobbying on behalf of students at both the local level and the state level. The purpose of this committee is to set the yearly Legislative Agenda, which is what OGR uses as a guideline for lobbying in Olympia. This committee only meets during fall quarter.

• Normally the chair creates the agenda and sends it to you to upload to the records page
• Print out copies of the agenda for the committee members, normally 12 copies
• Ask the chair if there is any other print outs they need each week
• Edit the minutes then bring them to the next meeting for further edits and approval. Make sure that the committee actually motions to approve the minutes with written amendments. Some committees forget to officially do this
• It is helpful to get a copy of the Legislative Agenda Draft, that way you can copy and paste when talking about specific lines

Finance and Budget Committee

This committee is responsible for allocating the nearly 1.2 million dollar budget that ASUW operates on. It starts meeting in mid to late fall quarter, then meets weekly all of winter quarter and some of spring quarter.

• Normally the chair creates the agenda and sends it to you to upload to the records page
• Print out copies of the agenda for the committee members, normally 10 copies
• Ask the chair if there is any other print outs they need each week
• Edit the minutes then bring them to the next meeting for further edits and approval. Make sure that the committee actually motions to approve the minutes with written amendments. Some committees forget to officially do this
• At the start of the year order the binders for the committee members. Normally there are 9 members, and each one gets a 2 inch binder

Special Appropriations Committee

This committee is responsible for allocating the $60,000 special appropriations budget which is divided between three quarters. RSO’s can apply for some of this money, and will come before the committee to present why they need it. It was absorbed by the F&B Committee for this next school year. I suggest meeting with the new F&B Director to discuss how this new dynamic will work. It should be in conjunction with F&B Committee meetings, with half a meeting time allocated to F&B Budget business and the other half on Special Appropriations.

• For this committee I created the agenda because I was the one who scheduled RSO’s
• Print out copies of the agenda for the committee members, normally 10 copies
• I typically created packets with the RSOs’ application, budget sheet, and any other documents they sent like room reservations or speaker quotes.
• Edit the minutes then bring them to the next meeting for further edits and approval. Make sure that the committee actually motions to approve the minutes with written amendments. Some committees forget to officially do this
• You are responsible for reviewing the applications, collecting their information and then scheduling them to present at a meeting. Here was the process that I used this year:
  • Patrick Emrock will get the applications from the RSO, then email them and I that Patrick received the application – HOWEVER: Patrick left this year and his replacement will be taking over this duty. I would suggest setting up a time to meet with them and the new F&B director to discuss how Special Appropriations will be running for the year, both on our side and SAO’s.
  • I then put the RSO name, request date, and event date in a spreadsheet and marked it on hold
  • Then I would wait for an email from the RSO’s corresponding SAO advisor confirming that they had met with the group, and they would also send additional documents including updated application, budget, and room reservation confirmation. Update spreadsheet.
  • After all the documentation is received (you will probably need to send out a reminder to the RSOs because they tend to forget documents), schedule the group to attend one of the scheduled F&B committee meetings. In the email make sure to have them confirm they can attend.
• Send all applications and corresponding documents to the co chairs a day before the meeting. You could create a shared folder on Google Drive, so they can access them.
• There are email drafts in your email Draft folder, also a spreadsheet template on the Drive
• It would be very helpful to read the Bylaws section of Special Appropriations/F&B because we did make new changes and they explicitly spell out parts of the process.
• I would suggest sending an email to all the SAO advisors at the beginning of Fall quarter to remind them to email you when the RSOs have approval from them to move forward. A few would forget to include me on the email thread and it would cause issues.
• Be vigilant of any changes that RSOs might make to their request. Sometimes they submit a request and then realize they need more money or they move things around in their budget and show up to the committee meeting with basically a whole new request. The Special Appropriations Fund runs out every year and RSOs really, really depend on it to put on their events, so it’s important to be fair and not let RSOs sneak in with additional requests. There’s now a process in the Bylaws that hopefully will help spread the funds out more and adds some transparency and accountability for the committee/decision making process.
• I would read sections 10 and 11 in article 5 of the Bylaws, which can be found on the records page.