All positions should try and encourage student participation in club events. All officers need to be registered with the university as club officers.
The president oversees the club as well as leads the rest of the officer positions. The president helps SHAGG coordinate with the GGHA, such as manage GSA Reps. Aside from knowing what the other officers are doing, the president should be an active member in the club and participate in club activities as well as be willing to fill in positions when others are unable to. The president also has responsibilities such as: making sure club activities do not violate university policies, maintaining SHAGG’s active club status with the university, and having a signature on file for the club’s bank account. This also includes things like making sure the club website does not infringe on use of the UC Davis name or logo, that university club funds are spent according to university policy (not on alcohol), and confirming that alcohol permits have been obtained or obtain them for on campus events. The president should also maintain and update the club website. http://hortaggradstudents.ucdavis.edu/
The treasurer manages the finances of the club. When a club sponsored activity requires money for any reason (typically in the form of reimbursement), the treasurer approves the request on behalf of SHAGG and allows the money to be issued from either of the club’s accounts. They maintain the club’s bank account and are responsible for going to the bank (need to have a signature on file) to make deposits or withdrawals. They also should be aware of the club’s current funds. The treasurer also generally manages selling club merchandise (i.e. t-shirts) at club events. The university also considers the treasurer a position that makes sure club activities do not violate university policies.
Journal Club Coordinator:
The JCC is responsible for organizing the weekly SHAGG/GGHA journal club. Duties include: arranging for a meeting space and time, having an article to present or arranging for someone to present, and making that article available to journal club attendees. Meetings are generally in the evenings, but the scheduling for each quarter may be flexible. The person presenting at the week’s journal club is typically determined beforehand, but in the event someone cannot bring an article, it is up to the JCC to bring one. The journal club articles are currently made available through SmartSite as well as archived there. Aside from the basic duties, the JCC brings snacks to the meetings (reimbursed by the club) and encourages attendance by GGHA and related grad group students (IGG, PBGG). It is up to the JCC whether they would like to organize other activities in lieu of journal club on occasion, i.e. attending a literature review writing workshop hosted on campus.
The OC position is responsible for club outreach outside of GGHA, but mostly within GGHA among the different cohorts. The position’s ultimate goal is to set up a seminar to help students in the early part of their graduate career learn from more senior students and prepare for their qualifying or exit exams. In that spirit, the position currently sets-up more senior students with incoming graduate students in a casual mentor-type relationship. They also coordinate the club’s outreach at Picnic Day and currently with a local elementary school’s annual science fair. This position has a lot of flexibility as it grows.
The SC is in charge of coordinating the SHAGG social events, primarily the monthly happy hour. This includes arranging for a meeting space and time, typically the fourth Thursday evening of the month, having drinks and snacks available (and an approved alcohol permit if any of the drinks are alcoholic), and advertising it to the GGHA. Annual events, such as the SHAGG welcome barbeque is also coordinated with help from the GGHA coordinator and other officers. It typically occurs within the first couple weeks of the Fall quarter. A holiday party prior to winter vacation and other larger events have been coordinated in the past.
The SC can also delegate to committee members or co-chairs if they so choose. This includes having others in charge of other activities such as weekly Farmer’s Market Meet-ups, coordinating other off campus happy-hours, or group trips such a river rafting.
Graduate Student Association Representatives (four + alternates):
While these positions are technically part of GGHA and not SHAGG, they are grouped with the SHAGG officers in terms of grad group management/participation. However, instead of being registered with the university through OrgSync, they are registered with the UC Davis GSA. We are awarded one position per 30 students in GGHA (currently 4 GSA reps) plus alternates. It is a good position for someone interested in SHAGG but without a large time commitment. These positions are the liaisons between GSA and the GGHA/SHAGG. These positions require attendance of monthly meetings on the first Wednesday evening of the month during the school year (dinner provided). It is best if one of the SHAGG officers is a GSA rep as it keeps SHAGG informed of what is going on and what is to come.
Before each meeting, the GSA sends a meeting agenda that the assembly body will go over. At each meeting you will represent the students of GGHA. Hopefully, at least one rep will take notes on anything pertinent to GGHA students and tell the GGHA what was discussed. In the event that a rep cannot attend a meeting, it is the rep’s duty to contact an alternate GSA rep to attend the meeting for them. It is typical for reps and alternates to share meeting attendance duties. Attendance is important because it determines how much funding GSA will provide to SHAGG. Also, one of the reps will be responsible for forwarding weekly GSA memos to the GGHA.