AYSC Board Position Roles
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Shall preside over all Executive Board and General meetings
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Shall in general, supervise, using Roberts Rules of Order and be responsible for all activities of the club
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Shall set the agenda 7 days prior to the next upcoming meeting and forward it to the advisors for final approval
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Shall at the end of his/her administration serve on the Executive Board to render advice, guidance, and support to the new board
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Shall be the custodian of all club events and maintain a list of all standing and special projects
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Shall be a member of the Executive Board and member of the club to set the calendar of events for each administration
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Shall check all the reports from all Board members and give them an approval before they send out the reports to all the Board members and advisors
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Shall communicate closely with advisors and other Board members
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Shall maintain the connections with other community organizations
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Shall cc Vice Presidents and Advisors on all AYSC related emails
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Eliza Huang
President
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Chun Huang
Vice President
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Shall check in with co-chairs or board members weekly
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Shall assume all duties in the absence of the president
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Shall communicate closely with the president and Vice President of Community Events on all club projects and activities
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Shall be a member of the Executive Board and attend its meetings
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Shall assist the president to accomplish the club’s goals and objectives
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Shall maintain the AYSC Mildred Chinn Memorial Picnic Manual & PAL camp
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Shall attend all the events and meetings
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Shall check all the reports from all Board members and give them an approval before they send out the reports to all the Board members and advisors
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Shall maintain and update the point system for board members with the Corresponding Secretary
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Shall communicate with the board members if she/he exceed three (3) unexcused absences
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Shall report to advisors when a board member exceed three (3) unexcused absences
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Shall cc President, Vice President of Community Events, and Advisors on all AYSC related emails
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Shall check in with co-chairs or board members weekly
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Shall assume all duties in the absence of the president
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Shall communicate closely with the president and Vice President on all club projects and activities
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Shall be a member of the Executive Board and attend its meetings
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Shall assist the president to accomplish the club’s goals and objectives
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Shall maintain the AYSC Mildred Chinn Memorial Picnic Manual & PAL camp
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Shall attend all the events and meetings
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Shall check all the reports from all Board members and give them an approval before they send out the reports to all the Board members and advisors
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Shall coordinate all requests from the community to participate in events
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Ensure that AYSC has received the time of the event
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Ensure that AYSC has received the necessary waivers
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Ensure that there are reasonable tasks for volunteers
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Maintain the contact information of community members
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Shall cc President, Vice Presidents and Advisors on all AYSC related emails
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Kelly Lin
Vice President of Community Services
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Hillary Ma
Corresponding Secretary
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Shall update the Hours:
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Make sure to have all the events & meetings down, labeled (Name/Date/Time)
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Have everyone’s email & number down (Board, general members, members)
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Send out updated hours at least 7 days before the upcoming board meeting
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Ask the co-chairs of each event to go maintain a sign in/out list
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Keep accurate and up-to-date information (phone number and email address) for members on the hours
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Shall maintain and update the point system for board members
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Shall update the Calling List:
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Send out with the hours (separate emails)
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Shall prepare attendance information for upcoming meetings
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Shall be responsible for adding new members to a team, notifying new members as to which team they belong to and welcome them to the club
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Shall check in members and take attendance count at all meetings
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If absent for any meetings or events, tell your assistant or recording secretary to prepare sign in sheets
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Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors
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Shall cc President and Vice Presidents on all AYSC related emails
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Shall be a member of the Executive Board and attend all its meetings
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Shall be responsible for recording minutes for every meeting (if absent, notify assistant or corresponding secretary to take minutes)
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Shall send out the minutes within 2 days after the meeting
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Shall have all the secretaries to check the minutes before sending it out to the President and Vice President for final approval
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Shall have the President and Vice President to check the minutes for a final approval before sending them out to all the Board Members and Advisors
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Shall cc President and Vice Presidents on all AYSC related emails
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Shall work closely with the president to form the agenda of upcoming events in collaboration with the advisors
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Shall check in Members, Advisors and take attendance count at all meetings
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Shall be a member of the Executive Board and attend all its meetings

Michelle Lei
Recording Secretary
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Emily Yu
Treasurer
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Shall be responsible for the Monthly Financial report and maintain monthly Banking statements
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Shall have President and one of the advisors to sign the reimbursement forms and Financial reports
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Shall handle and be accountable for all money transactions on all other events
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Shall maintain the petty cash box and review all reimbursements with advisors
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Shall update Point System on a monthly basis
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Send out within two days after the corresponding secretary sent out the hours
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Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors
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Shall cc President and Vice Presidents on all AYSC related emails
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Shall be a member of the Executive Board and attend all its meetings
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Shall maintain policies, procedures, and order at all meetings
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Shall conduct themselves at a high level integrity in order to maintain the law and order at meetings.
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Shall be responsible for the set-up and maintenance of the meeting facilities and ensure they are clean at the conclusion of meetings
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Shall send out Inventory list 7 days before the upcoming board meeting
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Shall print out the inventory list and put it in the inventory binder to keep for record
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Shall have an inventory at least once a month
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Shall create a shopping list after an inventory
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Shall organize the general meeting box after the board meeting
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Shall get food for upcoming meetings and get reimbursed
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Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors
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Shall cc President and Vice Presidents on all AYSC related emails
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Shall be a member of the Executive Board and attend all its meetings
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Emily Chin
Publicist
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Aaron Chan
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Matthew Wong
Jian Ming Chen
Sergeant at Arms
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Shall assist in the maintenance of the AYSC Facebook Page
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Shall make flyers for every meeting and events
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Have President and Vice President to approve flyers before you post them
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Have all 3 logos (AYSC, OPD, AACC) on all flyers
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Shall make a status of the event at least 3 times beforehand, 1. two weeks before the event, 2. One week before the event, 3. One day before the event. (Better if you have one on the day of)
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Shall be in charge of recruitment and printing a club brochure
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Shall write descriptions for all events and meetings for webmasters to update website
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Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors
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Shall cc President and Vice Presidents on all AYSC related emails
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Shall be a member of the Executive Board and attend all its meetings
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Shall be the custodian of all AYSC Photos.
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Shall be present at all AYSC projects, meetings, and activities to take appropriate photo
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Shall be responsible for the maintenance of the AYSC camera and equipment
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Shall file all the file and title (date, event name) all the AYSC pictures in the AYSC shared folder within 2 days after the event or meeting
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Shall share and send all the pictures to the publicist & webmasters
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Shall have the President and Vice President to check all reports for a final approval before sending them out to all the Board Members and Advisors
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Shall cc President and Vice Presidents on all AYSC related emails
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Shall be a member of the Executive Board and attend all its meetings
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Thanh Ong
Historian
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Richard Tan
Webmaster
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Shall keep AYSC website up-to-date weekly
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All filtered Photos of the events need to be updated within 4 days of the event or meeting.
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All google signup forms need to be included in the descriptions of the events on the calendars and summary of the event under events & news.
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All waivers need to be updated and titled.
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All Photos folders have to title as "Date, Name of event/ meeting"
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Put all Photos from general meeting together as one folder under Gallery
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All summaries for events or meetings on calendar and Events & News need to be checked by both President and Vice President before published.
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Maintain the dates of expiration, costs of renewal of website and related expenditures
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All events under Events & News need to arrange by date (Newest to oldest, bottom).
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All picture folders need to arrange by date (Newest to oldest)
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All events need to be updated on the calendar and Events & News by 8pm of the Board meeting and need to be updated if there are any changes.
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Updated Point systems need to be uploaded within 2 hours the updated point system is sent out.
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All reports on updates need to be sent out the Tuesday before the board meeting as usual.
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All updates need to be checked by both Webmasters before published.
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Shall keep AYSC website in a attractive condition
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Shall be responsible to get the information needed to update the website
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Shall ask the publicists to write a description of every event
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Shall have President and Vice President to approve the descriptions
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Shall Make and file all appreciation awards to the shared google folder
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Shall print out Appreciation Awards, have advisors and President to sign
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Shall have the President and Vice President to check the all reports for a final approval before sending them out to all the Board Members and Advisors
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Shall cc President and Vice Presidents on all AYSC related emails
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Shall be a member of the Executive Board and attend all its meetings
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Shall work closely with the main Board Member and assist her/him

Aileen Xie
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Andy Liu
Assistants
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Jiexin Chen
Co-chairs
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Shall review the past reflection reports
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Shall plan and organize committee meetings (at least 2 for big events)
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Shall check and confirm with President and Advisors for the available dates
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Shall reports to the President and advisors about progress of the project 7 days prior to the executive committee meeting, or 7 days prior to general meeting if committee meeting occurs after executive meeting.
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Shall make sure to have a minimum amount of people/volunteers
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Shall have reflection meeting within one week after the event
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Shall send out reflection report within 2 days after the reflection meeting
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Shall create a sign-up sheet (google form)
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Shall send the finalize list to the President and Vice President at least 1 week before the event
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Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors
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Shall cc President and Vice Presidents on all AYSC related emails
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Shall be a member of the Executive Board and attend all its meetings