Enrichment · Passion Projects

Every officer knows
their job, and the next one does too.

Student clubs often run on one overworked president and a treasurer who never got the password. Write each role’s duties and how often they come up, see where the hours pile up, and pass every role on cleanly when the term ends.

Add a roleWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with the Caveat Academy pass and Whole-school licenses. Or get it in the Passion projects kit, $39 for 34 items.

Your officer roles

The worked example is made up: a robotics club’s president, treasurer and secretary, with the president carrying most of the hours and the treasurer’s term ending soon. Saved on this device only.

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What you get

Enrichment · Passion Projects$5

What you finish with
A record per officer role: club, role, initials, term dates, hours a week, every duty with how often it comes up and eight handoff items. Counts duties, weekly duties and hours; across the club, totals hours and the share on the busiest role; flags treasurer money rules, secretary minutes, delegation, a term ending with the handoff open and an overloaded role.
Who it is for
Student club officers in middle and high school, and the teachers who advise clubs.
Format
Browser organizer with a saved record per role. Prints one role description, every role in a table or a blank sheet; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with the Caveat Academy pass and Whole-school licenses. Also in the Passion projects kit ($39) and the Enrichment Suite pass ($119), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Passion Projects space in Caveat Enrichment.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Add each officer role, with initials.
  2. List the duties and how often each comes up.
  3. Estimate hours a week.
  4. Move a weekly duty off the busiest role.
  5. Work through the handoff before the term ends.

Add a role

Who does what

Who does what in a student clubRoleOwnsHands offPresidentagenda, meetings, advisercalendar and contactsVice presidentcommittees, backup chaircommittee notesTreasurermoney in and out, receiptsledger and signersSecretaryminutes, reminders, recordsthe minutes archiveEvents leadrooms, permissions, setupvendor and venue listWho does what in a student clubPresidentOwns: agenda, meetings, adviserHands off: calendar and contactsVice presidentOwns: committees, backup chairHands off: committee notesTreasurerOwns: money in and out, receiptsHands off: ledger and signersSecretaryOwns: minutes, reminders, recordsHands off: the minutes archiveEvents leadOwns: rooms, permissions, setupHands off: vendor and venue list
Your club’s constitution or bylaws and your school’s activity rules decide the official duties. This table is a common split.

Accounts and passwords

Club social media, email and shared drives should belong to an account the adviser controls, with officers added and removed each year. A club that lives in one student’s personal account disappears when they graduate.

Spreading the load

When one role carries more than half the hours, the club depends on one person’s week. Move a recurring duty, like ordering or reminders, to another officer or a two-person committee.

Sources

  1. National Association of Student Councils. Student leadership resources (nasc.us).
  2. Robert, H. M., et al. (2020). Robert’s Rules of Order Newly Revised, 12th ed.: officers and minutes. PublicAffairs.
  3. Your school district’s student activity fund and club policies (each district’s board policy manual).
  4. Your club’s constitution or bylaws.

The worked examples are made up. Your school’s activity rules and your club’s bylaws decide official duties and money handling. Use initials for students. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.