3.1 Club Sports Officers and Responsibilities

President

• Lead and organize the operations and club leadership of the club involving [number of club members] and [annual budget total] annual budget.
• Oversee the fulfillment of duties by other officers, providing support and guidance as needed.
• Manage external club issues, including facility scheduling and communication with the national governing body.
• Act as the primary liaison between the club and the Competitive Sports Office, ensuring effective communication and collaboration.
• Organize and conduct elections for club officers, facilitating a smooth transition of leadership.
• Ensure timely submission of all required forms and reports, maintaining compliance with university policies.
• Inform club members about the contents of the Club Sports Handbook, promoting awareness and adherence to guidelines.
• Notify the Competitive Sports Office of any changes to the roster, travel plans or game schedules, ensuring accurate and up-to-date records.

Vice President

• Assist the president in ensuring all forms and reports were submitted on time, maintaining compliance with university requirements.
• Act in place of the president when necessary, providing leadership and continuity.
• Lead fundraising initiatives, collaborating with the foundation and Competitive Sports Office to develop and implement effective fundraising strategies, resulting in increased donation totals.
• Oversee club correspondence, including match and tournament scheduling, travel arrangements and membership information, ensuring smooth operations.
• Lead special projects and committees, such as tournament arrangements, publicity and promotion campaigns, enhancing the club’s visibility and engagement

Secretary

• Maintain accurate records of all club meetings, including minutes and attendance, ensuring transparency and accountability.
• Manage club communications, including email correspondence and social media updates, to keep members informed and engaged.
• Coordinate with the Competitive Sports Office to ensure all required documentation and reports were submitted on time.
• Assist in organizing club events, matches and tournaments, handling logistics and scheduling to ensure smooth execution.
• Maintain up-to-date membership information, tracking participation and ensuring compliance with university policies.
• Support the president and vice president in administrative tasks, contributing to the overall efficiency and effectiveness of club operations.

Treasurer

• Manage the club’s financial records, including budgeting, expense tracking and financial reporting, ensuring accuracy and transparency.
• Develop and maintain the annual budget, working closely with club officers to allocate funds effectively.
• Process all financial transactions, including payments, reimbursements and deposits, maintaining detailed records.
• Coordinate with the Competitive Sports Office to ensure compliance with university financial policies and procedures.
• Support and lead fundraising efforts, collaborating with the vice president and other officers to maximize revenue through events, sponsorships and donations.
• Prepare and present financial reports at club meetings, providing clear and concise updates on the club’s financial status.
• Assist in planning and organizing fundraising events, contributing to the club’s financial sustainability and growth.
• Treasurers are encouraged to regularly review the club budget on DSE for accurate record keeping.

The Competitive Sports Office may or may not interfere with club discrepancies. It is the officer group’s responsibility to uphold the OSU Student Code of Conduct, Club Sport Policies & Procedures, and the club constitution. Failure to do so may result in the club relinquishing control of their assets, budget and future decision making.

3.2 Club Sports Officers Transition

The successful transition from outgoing to new leadership is vital to the continuing successful operations of the club. The outgoing and incoming officers should take the following steps to ensure a successful transition:

1. Steps for Transition:
   1. 1. Turn over all club records and inventory.
      2. Review financial records.
      3. Update officer information with the Competitive Sports Office and CampusLink.
      4. Review all forms, including the previous year's budget request.
2. Responsibilities:
   1. 1. These steps are a guide, not a complete position description.
      2. The club president or designated officer is responsible for the club's well-being and relationship with Competitive Sports.
3. Collaboration:
   1. 1. Officers should work together, as duties often overlap.
      2. Create committees to distribute workload and prepare future leaders.
4. Training Plan:
   1. 1. Develop a plan for training new officers to ensure smooth transitions.
      2. The Competitive Sports Office can suggest strategies like job shadowing, officer orientation, and creating position descriptions.