Chapter Officer Duties

PRESIDENT

The President of each chapter shall have general executive control of the chapter, preside at all Phi Alpha Theta meetings, and perform such duties as usually pertain to this office.

The president will represent the chapter at any campus organizations such as the Student Government of any other governing bodies and, with the Faculty Advisor, will be responsible for all reports to the administrative offices of the college or university.

VICE-PRESIDENT

The Vice-President, in the absence, disability, or death of the President, shall become acting President, assuming the functions, duties, and prerogatives of said office.

SECRETARY

The Secretary shall:
• Keep an accurate record of proceedings of all meetings
• Notify members of special or additional meetings
• See that proper notice of regular meetings is provided to the members and cleared with the college or university
• Keep an accurate list of all members of the chapter
• Keep personal record cards or equivalent records for all initiates
• Keep a file of all correspondence and records
• Handle all correspondence relative to the operation of the chapter except relating to finances and Faculty Advisor administrative details
• Mail photos and reports relative to special chapter events to National Headquarters for publication in The News Letter
• Conduct such correspondence with National Headquarters as may be necessary, which shall include reports of activities conducted by the chapter, lists of chapter officers, and any other correspondence requested by National Headquarters

The Faculty Advisor, however, is responsible for administrative and financial communications with National Headquarters, such as the submission of initiate lists and dues.

NOTE: Larger chapters may choose to divide this office into a Corresponding Secretary and a Recording Secretary

TREASURER

The Treasurer should:
• Act as custodian of all funds in the possession of the chapter
• Keep accurate records of all receipts and disbursements and of the acounts of individual members
• Disburse these as directed by the chapter
• Present proper financial statements to the administration of the college or university as well as to the Faculty Advisor upon request

NOTE: Ultimate financial responsibility lies with the Faculty Advisor

SECRETARY-TREASURER

Chapters may combine the offices of Secretary and Treasurer for greater efficiency and/or because of smaller membership. In that case, the duties of the two offices listed above become the duties of the Secretary-Treasurer.

HISTORIAN

The Historian shall take actions as are deemed necessary, or that the chapter may direct, to preserve and disseminate historically significant material to members of the chapter. This officer shall also keep historical records of the chapter and ensure that the Phi Alph Theta News Letter is informed of any news of interest concerning the chapter or individual members of the chapter. Such submission will be published.

It is recommeded tht each chapter produce a newsletter or bulletin for its own membership. The Historian should be Editor of the publication unless the chapter designates otherwise.

FACULTY ADVISOR

The Faculty Advisor is the direct contact between the faculty of the Department of History and the individual chapter and its members. This officer is the representative of the chapter to the administration of the college or university, serving as an advisor to the chapter on all matters pertaining to its proper functioning as well as assisting in planning activities and the programs. The Faculty Advisor also serves as the liaison between the National Headquarters of Phi Alpha Theta and the chapter. He or she is responsible for all fiscal and administrative contact with National Headquarters.