Theta Phi Chapter of Beta Alpha Psi

President

The President of Beta Alpha Psi is the overall coordinator of Beta Alpha Psi. He/she is responsible for the smooth running and coordination of the officers, meetings, and all other Beta Alpha Psi activities. The President presides over all meetings (including meetings of the Executive Committee). This includes any and all phases of preparation that are necessary to have an efficiently run meeting. It is helpful to have written agendas to insure that all topics in need of discussion are covered.

The President is also the liaison between Beta Alpha Psi and the Department of Accounting & College of Business and Economics. Therefore, the President is to keep the Faculty Advisor informed of the activities of Beta Alpha Psi on a weekly basis (at a minimum), while school is in session, and as frequently as is otherwise necessary.

Some of the qualities that are helpful in the position of President are:

• Being able to "think on your feet"
• Being able to take responsibility for the decisions you have made
• Trusting in others to do a capable job
• Being open to suggestions/requests made by others
• Being able to "smooth ruffled feathers"
• Being able to communicate, both orally and in writing

The President is also in charge of coordinating the Spring Banquet.

Executive Vice President

The Vice President is expected to be able and willing to fill in any officer's position if needed. For example, the Vice President must be prepared for anything from having to make impromptu speeches, holding officers meetings, assisting with (or coordinating) various meetings and special events and Beta Alpha Psi activities.

In addition, the Vice President is also in charge of the following:

• The Vice President should be able to fill in for the President in the President's absence
• The Vice President is responsible for the Volunteer Income Tax Assistance program
• The Vice President is also responsible for the Tutorial Center, and maintaining the necessary records for the Tutorial Center

Vice President of Activities

The Vice President of Activities is responsible for organizing all Thursday night (and other professional) meetings. This includes, but is not limited to:

• Contacting potential sponsors and speakers
• Setting dates
• Writing both confirmation and thank you letters (for speakers and guests)
• Arranging parking for on-campus meetings
• Reserving locations for meetings
• Ordering food for meetings

The Vice President of Activities is expected, after consultation with the President, to plan and schedule the meetings for the quarter prior to the start of that particular quarter. This information is to be summarized in the Statement of Objectives that is submitted (through the Reporting Secretary) to the Beta Alpha Psi National Office at the beginning of the academic year. The Vice President of Activities is also to provide the Volunteer and Publicity Coordinator with a schedule of the meetings, as well as any updates on a timely basis.

Reporting Secretary

The Reporting Secretary is responsible for reporting all chapter activities on the Beta Alpha Psi Reporting Intranet by the required reporting dates. This requires timely updating of the Chapter Reporting Workbook, at least monthly. All submissions must be reviewed by the Faculty Advisor prior to the mandatory due date. The Reporting Secretary is to keep updated on other activities for which must be reported (such as the Tutoring Center, VITA, etc.) and make sure that complete reports are timely filed. At the beginning of the Fall Quarter, the Reporting Secretary is to prepare and submit the Beginning of the Year Report. The Reporting Secretary also coordinates all aspects of the End of the Year Report. The Reporting Secretary will also keep track of activities and periodically inform the members and officers of the chapter's progress with regard to baseline activities and superior status.
In addition, the Reporting Secretary supervises the candidate periods for all candidates. This includes entering candidates into the Reporting Intranet on a timely basis, and immediately providing the Treasurer with the resulting invoice for payment. The Reporting Secretary monitors the progress of all candidates, and communicates with them on a regular basis regarding candidate requirements.

Secretary

The Secretary is responsible for the taking of minutes of each of the business meetings (including officers' business meetings), typing them, and presenting them at the next business meeting for review and possible further discussion. The Secretary is also responsible for organizing a committee to keep accurate attendance records at all Beta Alpha Psi meetings and activities. This committee will also be responsible for collecting fees from non-members. The Secretary is responsible for creation and update of the membership roster of Beta Alpha Psi. The Secretary will also keep a record of all professional attendees at Beta Alpha Psi meetings, and maintain current nametags for all members. The Secretary will provide the Reporting Secretary with attendance lists on a timely basis.

Treasurer

The Treasurer's main function is to monitor the inflows and outflows of cash to Beta Alpha Psi. The duties of the Treasurer include, but are not limited to, maintaining the bank account of Beta Alpha Psi, keeping the books up to date, paying bills in a timely manner, sending billing notices when necessary. As part of the system of internal controls, the Assistant Treasurer, rather than the Treasurer, will perform the monthly balancing of the checkbook. The Treasurer shall also prepare a Monthly Report of Receipts and Disbursements, including detail of sources of receipts and purposes of disbursements. This Report shall be made to the President, and attached to the minutes of the business meetings. The Treasurer shall create, at the beginning of each quarter, a Financial Plan for the Quarter (anticipated revenues and expenses) and a Projected Statement of Financial Position for the end of the quarter. The Treasurer shall also prepare Income Statements for Meet the Professionals Night and the Spring Banquet. The Treasurer arranges for the internal audit of the Beta Alpha Psi chapter and prepares the chapter's tax return (examples in Financial Reporting Guide).

Assistant Treasurer

The position of Assistant Treasurer was created as a result of recommendation of our independent auditor, to improve internal control. The Assistant Treasurer is responsible for the collection of funds, writing receipts for funds received, and is to make deposits of all receipts in a timely manner. The Assistant Treasurer balances the checkbook monthly.

Volunteer and Publicity Coordinator

One officer serves in the dual roles of Publicity Officer and Volunteer Coordinator. The Publicity Officer's main job is that of communication. The Publicity Officer is responsible for making and posting weekly notices about the Thursday night meetings. These notices should be posted no later than Monday afternoon before a Thursday night meeting. Copies of the notices should also be placed in the "mailbox" of each faculty member, or emailed to faculty members. The Publicity Officer must maintain regular contact with the VP - Activities in order to post current information. The Publicity Officer is also responsible for making notices and large posters advertising upcoming special events and other Beta Alpha Psi activities. The Volunteer Coordinator is responsible for setting up/scheduling volunteer activities for Beta Alpha Psi members and candidates, coordinating the involvement of Beta Alpha Psi members and candidates in these activities, and providing the Reporting Secretary with timely and complete information about volunteer activities.

Webmaster

The Webmaster's primary job is to keep the chapter's website up to date. This includes keeping the calendar of events and volunteer activities current, the Tutorial Center schedule up to date, as well as other items of interest to members. (Check with other members, officers, and the Faculty Advisors.) The Webmaster is also responsible for placing officer photos and contact information on the website. The software currently used for the website is Dreamweaver.