Secretary’s To-Do List
August – before school
1. Get office and computer organized how you want it –set up a filing system on
your X drive, as well as the portal (a back-up is always good)
2. Help get ready for exec retreat
3. Help with Freshman Senate elections during orientation
4. Set up distribution e-mailing lists
a. 1 for all Senators
b. 1 for executives
c. 1 for executives and sponsors
5. Make sure all officers and committee chairs understand the office hour policy.
a. Execs HAVE to hold 5 hrs/week (but are allowed 3 weeks/semester where
they can hold less than 5, but no less than one).
b. Committee chairs HAVE to hold 1 hour/week.
c. These hours MUST be held between 8-5 on M-Th and 8-1 on F.
6. Make a Senate Member status sheet and keep status of all the members for future
reference. The constitution has stipulations on eligibility requirements (Article IV
Section 8E – If removed from office, not eligible in the next school year.)
7. Contact the Duster to see when 1st article will be run
After school starts
1. Weekly
a. Get agenda composed with the President on Monday morning. Email a
copy to all the executives and sponsors for input or changes
b. Type minutes after every meeting and make sure they get to everyone the
day after the meeting
i. Send general Senate meeting minutes to all Senators and Sponsors
ii. Send executive meeting minutes to all Executives and Sponsors
iii. Send any other meeting minutes to all in attendance
c. Tag a copy of the general Senate meeting minutes to the Senate board
d. Email various reminders to the Senators
e. Attend executive meetings
f. Keep track of the office hours. Notify executives and committee chairs if
they are under their hours for the week.
2. Monthly
a. Keep up with the directory, publish one for the fall and spring for the
Senators
b. Upload all Senate documents to the portal. When saving items to the
portal, such as the Bills/Resolutions, use a descriptive title (ie - Bill 01.Hurricane Katrina). This saves time when trying to find a things on the
portal.
c. Keep the status sheet up to date and record removals, resignations, and
arrivals of new senators for the Elections Task Force
d. Update the Senate office calendar
e. Office Cleaning
3. As Needed
a. Help with various activities such as TWIRP week and take attendance
when attendance is required at those activities
b. Email the senators after they have two unexcused absences. They won’t
be able to say they didn’t know they had two absences. Also, you might
want to Cc the president or other execs
c. Help write on Senate windows and clean them
d. Write the Duster articles (or delegate a writer) every two weeks as
scheduled by the editor
e. Closet reorganized
End of the Year
1. Help with elections
2. Help compose the End of the Year Notebook
3. Assist with Senate Party
4. Make sure thank you cards or gifts are given as needed
5. Meet with next year’s Secretary to give instructions
6. Start files for next year (make sure next year’s secretary start out with all that you
did, if not more). Include:
i. Constitution, Policies & Procedures
ii. Legislation
iii. Senator Applications
iv. Agendas
v. Minutes
vi. Empty folders that are already titled
vii. Roll Sheet
Other Notes from Jessica
o Use the Senate print account as much as possible, your own will start to get
depleted quickly
o The president may be in charge of the agenda, or you may be. Either way, you
are in charge of either making copies for the Senators or putting the agenda up
on the board. The same goes for any legislation that may be up that evening.
o Take all Election results, help tally votes and keep records for replacement
purposes
o Save all emails regarding Senate. You will want to have record of all
communication in case any questions or issues arise. Any information that would
be important for future Senates from those emails should go in the notebook
o Always save your documents in 2+ places
o Excused and Unexcused absences will be up to you (unless policies and
procedures are changed) so be sure to give them advanced notice at the retreat
and STICK WITH IT!
o Don’t post the prayer request on the Portal or up on the senate board
o See Office Info file on the portal for all codes, passwords, etc.
o YOU ARE GOING TO BE FABULOUS!!!