The Human Centered Design & Engineering Undergraduate Student Association (HCDE SA) is a registered student organization founded and operated by undergraduate HCDE students. This page describes the HCDE SA elections procedures and officer positions.
Elections Procedures
- Elections will take place during winter quarter to ensure that enough time is allowed to onboard the new officers in the spring.
- Newly elected officers will officially take over their roles at the end of spring quarter.
- Potential officers may self-nominate or be nominated by another HCDE student.
- Nominees must accept their nomination by submitting a portrait and a paragraph describing how they are a good fit for the position.
- Voting takes place using an online survey that showcases the nominees, their statements, and a photo.
- Votes are tallied up and nominees, now incumbent officers, are sent their congratulatory notices via email. The undergraduate student body is also notified of new officership.
- Nominees and current officers have at least one joint meeting to ensure roles are handed off and understood properly.
Positions
President
- Presides over meetings of the organization
- Calls special meetings of the organization
- Facilitates officer meetings
- Prepares and files any report required
- Oversees future plans and direction for organization
- Directs Constitutional updating and revisions
- Represents the organization to the University
- Serves as a spokesperson for the organization
- Serves as a secondary signatory on financial accounts
- Maintains contact with organization adviser
- Maintains contact with organization alumni
- Maintains contact with HCDE department
- Assists all officers in their roles
- Provides follow‐up to organizational tasks
- Organizes executive board retreats
- Coordinates executive board officer transitions
- Represents organization at official functions
- Remains fair and impartial during organization decision making processes
- Provides encouragement and motivation to fellow officers and organization members
Vice President
- Assumes the duties of the President in their absence
- Serves as an ex‐officio member of standing committees
- Facilitates election of officers
- Recruits new members
- Represents organization at official functions
- Remains fair and impartial during organizational decision making processes
- Performs other duties as directed by the President
Secretary
- Obtains appropriate facilities for association meetings
- Keeps a record of all officers of the organization
- Keeps a record of all activities of the organization
- Notifies all members of meetings
- Prepares organization's calendar of events
- Keeps the organization informed of both organizational and university business
- Keeps and distributes minutes of each meeting of the organization
- Serve as the organization’s recognition and appreciation coordinator
- Maintains organizational records and storage space
- Prepares and files any report required
- Handles official correspondence of the organization
- Collects organization mail from the adviser or wherever mail is received
- Represents organization at official functions
- Remains fair and impartial during organization decision making process
- Performs other duties as directed by the President
Treasurer
- Is familiar with accounting procedures and policies
- Prepares all budget requests for funds
- Serves as the primary signatory on financial accounts
- Pays organization bills
- Keeps all financial records of the organization
- Prepares an annual budget
- Maintains a financial history of the organization
- Provides advisor with summary of financial records at beginning and end of the academic year
- Advises members on financial matters (i.e. fundraising, vendors, ticket selling procedures)
- Prepares purchase orders, requisition forms, or supply requests
- Coordinates fundraising efforts
- Maintains an inventory of all equipment and its condition
- Files reports on all stolen or lost equipment
- Represents organization at official functions
- Remains fair and impartial during organization decision making processes
- Performs other duties as directed by the President
Outreach Officer
- Maintains connections with other engineering and design organizations the university
- Plays key role in organizing and coordinating joint events
- Networks with HCDE Graduate Student Association
- Represents organization at official functions
- Remains fair and impartial during organization decision making processes
- Performs other duties as directed by the President
- Leads Engineering Discovery Days and Computing Open House outreach events
Cohort Liaisons
- Responsible for organizing events to connect HCDE with the greater community, including recruitment, STEM, and volunteer events.
- Supports the technology and design community that HCDE is a member of, through workshops, presentations, and more
- Listens and talks with students about their career goals, HCDE experience, and ideas for the program in order to inform officership of potential opportunities/concerns
- Connects with members of cohorts in order to report on their desires and concerns for events
- Performs other duties as directed by the President