Guide for Executive Committee Members

Slivka Residential College of Science and Engineering

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Table of Contents
Table of Contents................................................................................................................ 2 Introduction......................................................................................................................... 3 The President ...................................................................................................................... 4 The Vice-President.............................................................................................................. 6 The Treasurer ...................................................................................................................... 7 The Secretary of Academic Affairs .................................................................................... 9 The Secretary of Social Affairs......................................................................................... 10 The Secretary of Philanthropic Affairs ............................................................................. 12 The Secretary of Faculty Affairs....................................................................................... 14 The Director of Information Technology ......................................................................... 16 The Director of Facilities .................................................................................................. 17 The Historian .................................................................................................................... 19

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Introduction
The purpose of this guide is to assist members of the Slivka Residential College in understanding the tasks and responsibilities that each officer on the Executive Committee performs. This document is not meant to be a part of Slivkas Constitution. Its primary purposes are: 1. To serve as a reminder to the current set of Officers what their position entails. 2. To provide information about each position and their responsibilities for individuals considering running for Executive Committee positions. This document does not contain every task assigned to each Executive Committee position. It is merely a summary of tasks. Ultimately, the current Executive Committee, in accordance with Slivkas Constitution, will decide how these tasks are split up, which events to hold and which to not hold, and how to run the building. The primary obligation of an Executive Committee member is to be a leader. As such, he or she must set the example for the residents of Slivka Residential College. As a reminder of this, it is listed as the first responsibility of each Executive Committee member position. Everyone at Northwestern is a leader in some way, shape, or form. The key is remembering how to be both a good leader and a good follower. Often on the Executive Committee, a back seat must be taken to someone else organizing and running an event. In this situation, Executive Committee members are still leaders, but they lead by following. In addition to setting the example, an Executive Committee member is committed to leading Slivka into the future. Past traditions of the building should be honored, but new ideas must be brought to the table and risks taken in order to allow for the possibility of better programming in the building. Just because something hasnt been done yet doesnt mean it cant be done at all. The remainder of this document serves as a list of the Executive Committee positions of the Slivka Residential College.

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The President
The duties of the President are as follows: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Manage the Executive Committee. a. Set the example for the other Executive Committee members. b. Encourage their participation in Slivka events other than the ones they are responsible for. c. Discuss (formally or informally) goals with each Executive Committee member throughout the term. d. Ensure all Executive Committee members are performing the tasks they are responsible for performing. e. Create ad-hoc and Constitutional Committees when necessary. 3. Support the Executive Committee. a. Attend as many Slivka activities as possible. b. Assist in planning events when necessary. 4. Plan and execute all Executive Committee meetings. a. Create an agenda for all meetings. b. Notify all Executive Committee members of the meeting in advance. c. Run meetings efficiently. 5. Plan and execute all Slivka Residential College House meetings. a. Create an agenda for all meetings. b. Notify all members of Slivka in advance. 6. Get trained by SOFO. 7. Ensure a budget is passed at the beginning of each quarter. 8. Sign reimbursement slips for the Treasurer. a. Ask questions about what the reimbursement is for, how much it is, how much was budgeted, and how much is left in the account. 9. Run the Housing Selection meeting along with the Vice-President in a fair and just manner. 10. Planning, organize, and run the Senior BBQ & Roast with the assistance of the Vice-President and the Social Chair. a. Order the senior gifts. 11. Set up Lodging for prospective students. 12. Help plan for Wildcat Welcome/New Student Week. 13. Help Set Up Homecoming Parade for Slivka. 14. Promote Slivka and Northwestern Spirit Page 4 of 19 Last Updated: 2/1/2009

15. Award the Awesome Super Slivkan Award. 16. Plan fun activities in conjunction with the Vice-President. 17. Plan Elections for next term. a. Hold an elections fireside. b. Hold the Elections Meeting along with the Master and Assistant Master. 18. Hold a Transition meeting with the incoming President, incoming Executive Committee members, and outgoing Executive Committee members. 19. Represent Slivka Residential College at the Residential College Level. a. Attend all Residential College Board meetings. b. Voice the opinions of Slivka at Residential College Board Meetings. c. Attend the Residential College Board and Residential Hall Association leadership weekend(s). i. One is for Presidents only. ii. Another is for all of the Executive Committee. d. Actively participate on the Residential College Board by assisting with Residential College Board Events and other Inter-College activities. i. RCB Field Day, Rock the Beach, the RCB Formal(s), and Quiz Bowl are a few examples. e. Assist the Residential College Board President with his/her agenda for the year. f. Keep in touch with the Residential College Board President, the Office of Residential Colleges, and the Director of Residential Colleges. 20. Serve as the liaison to between Slivka Residential College and Northwestern University and its Administration. a. Help and support the Community Assistant staff when appropriate. 21. Update this Guidebook as seen fit.

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The Vice-President
The duties of the Vice-President are as follows: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Assist the President in his/her duties. a. In the absence of the President be able to run meetings, organize events, and ensure Slivka runs smoothly. b. Keep current on all Slivka and Residential College Board happenings in order to substitute to the best ability. c. Attend as many Slivka events as possible. 3. Keep track of all Non-Residents of Slivka Residential College. a. Update the Non-Resident application as seen fit. b. Advertise the Non-Resident program to interested individual. c. Accept Non-Resident Applications and bring them before the Executive Committee for approval. d. Maintain a list of all Non-Residents of the building and provide them to individuals when necessary i. These individuals include, but are not limited to: the Executive Committee, the Community Assistant staff, the Master staff, and the Security Monitors of Slivka. 4. Maintain a record of all points accumulated by Slivka Residents and nonResidents. a. Collect and record points sheets for events. b. Meet with committee chairs and the Assistant Master to determine proper points totals for committee members. c. Keep track of the appropriate points multiplier for each resident. d. Publicly post the points sheet at the end of every quarter to allow for disputes, should any arise. 5. Run the Housing Selection meeting along with the President in a fair and just manner. 6. Assist the President with planning, organizing, and running the Senior BBQ & Roast. 7. Organize the Slivka t-shirt competition and order the winning design. 8. Assist the President and Social Chair throughout Wildcat Welcome/New Student Week. 9. Plan fun activities in conjunction with the President. 10. Plan Elections for next term.

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The Treasurer
The duties of the Treasurer are as follows: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Attend Slivka Executive Committee Meetings and House meetings. 3. Attend as many Slivka events as possible. 4. Get trained by SOFO. 5. Prepare a budget and have it approved quarterly. a. Acquire budgets from each individual Executive Committee member and compile them into one budget. b. Have the budget approved by the Executive Committee at the beginning of each quarter. 6. Keep a SOFO ledger book for both of Slivkas Accounts, the Social Account and the Discovery Room Account. a. Balance the book every time a reimbursement slip or other expenditure is taken out. b. Balance both of the books with SOFO at the end of each quarter. i. If this is not done, the account(s) will be frozen. 7. Update the budget with expenditures throughout the quarter. a. Check to see if the expenditures are over or under budget. 8. Write reimbursement slips. a. Collect receipts from individuals purchasing items for Slivka. b. Obtain both Presidents and Area Coordinators signature on all reimbursement slips. c. Obtain higher authority signatures if necessary. d. Submit slips to SOFO in a timely manner. 9. Make frequent trips to SOFO. a. Drop off reimbursement slips. b. Pick up Slivka mail and reimbursement checks for individuals. c. Process contracts. 10. Make occasional trips to Scott Hall. a. Have large reimbursements signed by higher authority individuals. b. Process contracts and get signatures for them. c. Process reimbursements from Slivkas maintenance account. 11. Plan, organize, and run a formal in conjunction with the Social Chair. a. Assist in location and food selection. b. Process contracts for location, caterer, buses, etc. Page 7 of 19 Last Updated: 2/1/2009

c. Sell tickets and keep track of all sales. 12. Sell tickets for Residential College Board formal(s). 13. Work in conjunction with the Residential College Board Vice-President of Finance to sort out financial issues between Slivka and the Residential College Board.

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The Secretary of Academic Affairs

The duties of the Secretary of Academic Affairs are as follow: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Attend Slivka Executive Committee Meetings and House meetings. 3. Attend as many Slivka events as possible. 4. Coordinate and organize the Academic Affairs Committee. a. Create an application for the committee position(s) and circulate it (them) throughout Slivka. b. Set a number of people to be accepted on the committee. c. Select committee members based on applications and approve them via the Executive Board. d. Hold and run regular meetings with this committee. e. Meet with the Vice-President and the Assistant Master at the end of the quarter to assign committee members points. 5. Organize and promote firesides to Slivka. a. Contact individuals and attempt to set up potential dates well in advance of the presentation. b. Attempt to obtain a diverse set of presentation topics. c. Average 1-2 firesides per week. d. Help set up for firesides. i. Set up projector, tables, etc. e. Attend as many firesides as possible. 6. Plan trips to academic institutions in the Chicagoland area for Slivka. a. The museums in Chicago are often good choices. 7. Organize a minimum of one diversity event per quarter. 8. Organize a minimum of one Cross College fireside per quarter (a fireside that other Residential Colleges are invited to attend). 9. Work in conjunction with the Residential College Board Vice-President of Academic Affairs to organize, promote, and run Inter-Residential College academic events.

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The Secretary of Social Affairs

The duties of the Secretary of Social Affairs are as follows: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Attend Slivka Executive Committee Meetings and House meetings. 3. Attend as many Slivka events as possible. 4. Coordinate and organize the Social Affairs Committee. a. Create an application for the committee position(s) and circulate it (them) throughout Slivka. b. Set a number of people to be accepted on the committee. c. Select committee members based on applications and approve them via the Executive Board. d. Hold and run regular meetings with this committee. e. Meet with the Vice-President and the Assistant Master at the end of the quarter to assign committee members points. 5. Plan and advertise social events for Slivka. a. Organize weekly group bonding activities. b. Plan occasional munchies for Slivka. i. Possibly in coordination with a fireside or another event. ii. When the weather is nicer, BBQs are nice. 1. It is nice to organize joint BBQs with another Residential College. c. Arrange a trip or two into Chicago. i. Possibilities including seeing a play, going to Navy Pier, etc. d. Coordinate one or two large scale social events per quarter. i. Examples are Laser-Tag, paintball, Apple Holler, etc. 6. Plan, organize, and run the annual Slivka Thanksgiving dinner (may be done in conjunction with an ad-hoc Committee). 7. Plan, organize, and run a formal in conjunction with the Treasurer. a. Assist in location and food selection. b. Help process contracts for location, caterer, buses, etc. c. Assist in selling tickets and keeping track of all sales. 8. Run the IM sports program for Slivka. a. Gauge interest for each sport at the beginning of the quarter and sign up teams appropriately. 9. Assist the President with planning, organizing, and running the Senior BBQ & Roast. Page 10 of 19 Last Updated: 2/1/2009

a. Assist in purchasing food. 10. Work with the President in planning and organizing Wildcat Welcome/New Student Week Activities. 11. Work in conjunction with the Residential College Board Vice-President of Social Affairs and the Vice-President of Inter-College Affairs to organize, promote, and run Inter-Residential College social events.

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The Secretary of Philanthropic Affairs

The duties of the Secretary of Philanthropic Affairs are as follows: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Attend Slivka Executive Committee Meetings and House meetings. 3. Attend as many Slivka events as possible. 4. Coordinate and organize the Philanthropic Affairs Committee. a. Create an application for the committee position(s) and circulate it (them) throughout Slivka. b. Set a number of people to be accepted on the committee. c. Select committee members based on applications and approve them via the Executive Board. d. Hold and run regular meetings with this committee. e. Meet with the Vice-President and the Assistant Master at the end of the quarter to assign committee members points. 5. Plan and promote Slivka Philanthropic Events. a. Examples are fundraising breakfasts, animal shelter trips, soup kitchen trips, adopt-a-child activities, etc. b. Ask Mr. and Mrs. Krulee (Slivka Fellows) for ideas, as they are very active in the community. 6. Promote University-sponsored Philanthropic activities. a. Effectively utilize OASIS resources and activities. 7. Coordinate the Slivka Dance Marathon team and its activities. a. Promote Dance Marathon to Slivka and sign up a Slivka team. b. Organize events to help Slivka Dancers fundraise for Dance Marathon. i. The Bachelor Auction. ii. Dance-Marathon pancake breakfast. c. Determine how to split up Slivka Dance Marathon money amongst the Slivka dancers. 8. Coordinate the Slivka Relay for Life team and its activities. a. Promote Relay for Life to Slivka and sign up a Slivka team. b. Organize events to help Slivka participants fundraise for Relay for Life. i. Pie-the-Prof. 1. Coordinate in conjunction with the Secretary of Faculty Affairs. ii. Penny Wars. iii. Relay for Life Pasta Dinner. Page 12 of 19 Last Updated: 2/1/2009

c. Determine how to split up Slivka Relay for Life money amongst the Slivka participants. 9. Work in conjunction with the Residential College Board Vice-President of Philanthropic Affairs to organize, promote, and run Inter-Residential College Philanthropic events.

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The Secretary of Faculty Affairs

The duties of the Secretary of Faculty Affairs are as follows: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Attend Slivka Executive Committee Meetings and House meetings. 3. Attend as many Slivka events as possible. 4. Coordinate and organize the Faculty Affairs Committee. a. Create an application for the committee position(s) and circulate it (them) throughout Slivka. b. Set a number of people to be accepted on the committee. c. Select committee members based on applications and approve them via the Executive Board. d. Hold and run regular meetings with this committee. e. Meet with the Vice-President and the Assistant Master at the end of the quarter to assign committee members points. f. Consider assigning committee members to groups of fellows to facilitate student-fellow relations. 5. Promote and manage the Slivka Fellow-Liaison Program. a. Encourage Slivkan Residents and non-Residents to participate. b. Encourage both students and fellows to take an active role in the program. c. Determine an appropriate amount of points (0-5) individuals should get for their participation in the program. 6. Create events for Faculty-Student interaction. a. Pie-the-Prof. i. Organize in conjunction with the Secretary of Philanthropic Affairs. b. Recreation Lounge Sports Tournament. i. Organize in conjunction with the Director of Facilities. c. Off Campus Dinners for smaller groups of students and fellows d. Any other ideas. 7. Keep Fellows informed of Slivka Events and encourage their participation a. Email fellows well in advance of each event. b. Encourage each fellow to host a fireside or other event each year. c. Maintain a separate Faculty Affairs Google calendar which includes only those events Fellows would participate in. d. Manage SlivkaFellows listserv in conjunction with the Director of Information Technology. Page 14 of 19 Last Updated: 2/1/2009

8. Organize weekly Prof-2-Peer lunches. 9. Organize quarterly Student Fellow Reception (SFR). a. Consider holding the Fall Quarter SFR close to the beginning of the quarter so that new residents and fellows can meet each other early on. 10. Work in conjunction with the Residential College Board Vice-President of Academic Affairs and the Vice-President of Inter-College Affairs to organize, promote, and run Inter-Residential College Academic events.

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The Director of Information Technology

The duties of the Director of Information Technology are as follows: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Attend Slivka Executive Committee Meetings and House meetings. 3. Attend as many Slivka events as possible. 4. Coordinate and organize the Information Technology Committee. a. Create an application for the committee position(s) and circulate it (them) throughout Slivka. b. Set a number of people to be accepted on the committee. c. Select committee members based on applications and approve them via the Executive Board. d. Hold and run regular meetings with this committee. e. Meet with the Vice-President and the Assistant Master at the end of the quarter to assign committee members points. 5. Manage the Slivka listservs. a. Add and remove people from the listservs. b. Ensure the listservs are running properly. 6. Maintain the Slivka website. a. Update it regularly. b. Make changes so as it make it competitive in the Residential College Board website competition. 7. Manage the Discovery Room and Music Room Computers. a. Check software and when updates are necessary, make them. i. Be sure to go through the appropriate Northwestern channels (if any) when updating the software. b. Run virus scans on the computers occasionally. 8. Maintain the Discovery room printer in conjunction with the Director of Facilities. 9. Host at least one fireside per quarter on technology. 10. Host gaming nights. a. LAN parties and video game tournaments are some ideas. 11. Coordinate electronic resources for residents (e.g.: TV channel guide). 12. Manage Slivkas Google calendar and Executive Board electronic records. 13. Work in conjunction with the Residential College Board Vice-President of Public Relations to organize, promote, and run Inter-Residential College events. Page 16 of 19 Last Updated: 2/1/2009

The Director of Facilities

The duties of the Director of Facilities are as follows: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Attend Slivka Executive Committee Meetings and House meetings. 3. Attend as many Slivka events as possible. 4. Coordinate and organize the Facilities Committee. a. Create an application for the committee position(s) and circulate it (them) throughout Slivka. b. Set a number of people to be accepted on the committee. c. Select committee members based on applications and approve them via the Executive Board. d. Hold and run regular meetings with this committee. e. Meet with the Vice-President and the Assistant Master at the end of the quarter to assign committee members points. 5. Set-Up and Clean-Up for Slivka events. a. Ask individuals organizing events what time set-up should begin and what materials will be needed. b. Arrange space and materials as indicated by the event organizer. c. At the end of the event, clean and store materials used. 6. Manage the keys to the Discovery Room cabinets. a. Keep track of who has what key. 7. Maintain the order of the Discovery Room and first floor kitchen. a. Take an inventory of what is located in each. b. Organize materials so that they are easy to find. 8. Keep a steady supply of supplies in Slivka. a. Soap, dishwashing detergent, and sponges in all kitchens. b. Disposable plates, napkins, forks, knives, spoon, etc. in the Discovery Room for use at Slivka events. c. Other supplies that are needed. 9. Maintain the Discovery room printer in conjunction with the Director of Information Technology. a. Order ink for the printer when necessary. 10. Perform a fridge cleaning at least once a quarter. a. This is usually done at the end of the quarter. 11. Maintain Slivka Recreational equipment.

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a. The karaoke machine, football, basketball, pool table, pool sticks, foosball table, etc. are examples. 12. Maintain and update a repository for Slivka awards and plaques. 13. Work in conjunction with the Residential College Board Vice-President of Inter-College Relations to organize, promote, and run Inter-Residential College events.

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The Historian
The duties of the Historian are as follows: 1. Be a leader. a. Set the example for the residents of Slivka. i. "A true leader has the confidence to stand alone, the courage to make tough decisions, and the compassion to listen to the needs of others. He does not set out to be a leader, but becomes one by the quality of his actions and the integrity of his intent. In the end, leaders are much like Eagles ... they don't flock, you find them one at a time." -The Essence of Leadership 2. Attend Slivka Executive Committee Meetings and House meetings. 3. Attend as many Slivka events as possible. 4. Take minutes at all Executive Committee Meetings and House meetings. 5. Maintain a calendar of Slivka events in the main stairwell of the building. a. Keep Google Calendar updated with these events too. 6. Take pictures at Slivka events to maintain a historical record of past Slivka events. 7. Write weekly publication information to inform Slivka Residents on what is going on in Slivka. a. The Bathroom reader is one possibility. b. Also include Residential College Board events as well as University sponsored events. c. Making it humorous is always a plus. 8. Promote Slivka events. a. Create flyers for events. 9. Coordinate Alumni Relations efforts. a. This includes inviting alumni to the annual Thanksgiving Dinner as well as planning alumni events with the rest of the Executive Board. 10. Maintain an archive of past and present Executive Board as well as Residential College documents/records. Consider a submission to the University Archives as well. 11. Be an active Executive Committee Member. a. Help other Executive Committee Members with planning and running their events. 12. Work in conjunction with the Residential College Board Vice-President of Public Relations to organize, promote, and run Inter-Residential College events.

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