Student Chapter Officers Resource Center

Student Chapter Officers Resource Center

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2026 Dues renewal timeline

Contact chapters@spe.org with questions

Operations and Governance

Officer Roles Operating Regulations Compliance Annual Report and Awards Section & FA Support

Succession Planning & Elections

Officer Roles

Operations and Governance

The student chapter board should include all 5 core positions:

1. President
2. Vice President
3. Membership Chairperson
4. Secretary
5. Treasurer

Officer Recruitment Best Practices and Position Descriptions

On-Demand Leadership Training

All student chapters are required to appoint a minimum of 3 of these core officers, and have officers on file throughout the year, in order to meet maintenace requirements. Additional positions may be appointed, as appropriate. The Faculty Advisor is not a core officer or voting position - but a required position for all chapters. All officers must be paid SPE members and added to the official officer roster.

Succession Planning and Elections

Operations and Governance

It is recommended that board officer terms should be minimum of 1 year / maximum of 3 years. Election processes take many different forms. SPE has put together of an election process which chapters are recommended to adopt where possible, to aid transparency and fair recruitment process. One of the challenges when it comes to succession planning, is ensuring information gets effectively transferred from outgoing to incoming officers. Thus it is even more important to think carefully about how your student chapter stores its information and how this can be made accessible to your successors.

guidelines

Check out the Transition Checklist

Operating Regulations

Operations and Governance

Operating regulations are a governing document for the management and activities of the chapter. They are an agreement between your student chapter and your members. Student chapters are required to follow the . Any changes to these regulations require approval, in advance, from SPE. Operating regulations include details on the board structure, election rules, amendments, and dissolution clauses.

standard operating regulations

Additional policies and operating guidelines should also be maintained by the student chapter, and should include:

• Board position descriptions and responsibilities
• Board meeting frequency and process
• Committee details

• Details on succession and term dates
• Financial rules and managing reserves
• Refund/event cancellation

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Compliance

Operations and Governance

It is expected that all chapters meet certain requirements to maintain their status of an SPE student chapter. All chapters will be assessed as to whether they have met the minimum requirements annually. Those not meeting all requirements will be considered ‘at risk’ and may be placed on a Performance Improvement Plan (PIP) for the upcoming year--or disestablished at the discretion of the Regional Director and SPE staff. Refer to the policy to ensure your chapter meets all criteria before 15 November..

Policy to Establish and Maintain an SPE Student Chapter

Annual Reports

Operations and Governance

Each year, student chapters must submit an annual report for compliance. Log-in details are sent to the President. The annual reports timeline is changing to match SPE's new fiscal year. Annual reports, including your financial statement, will now launch in early September and have a deadline of 15 November. This matches the compliance deadline. It will collect activities and financials from October 1 of the prior year - September 30 of the current year.

Regional and Presidential Awards

Operations and Governance

Student chapters meeting eligibility requirements - including submission of the annual report from the prior year may apply for award consideration. Award applications will remain on the current timeline – launching in February with a deadline of 1 April. Applications cover activities from 1 April of the prior year – 31 March of the application year.

Read more here.

Section Support

Operations and Governance

It is important that sections and student chapters establish strong relationships with each other to aid the transition from student-to-professional members and cultivate the next generation of section leaders and engineers. SPEI expects sections to effectively support their student chapters.

Section Best Practices for Sponsoring a Student Chapter

The student chapter liaison is a professional member of the sponsoring section who works closely with the faculty advisors and chapter officers.

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Faculty Advisor

Operations and Governance

As a staff member of the university academic community and SPE, the Faculty Advisor provides a communications link between the student chapter, university, and the sponsoring section. The faculty advisor serves as a guide for the students in developing and implementing goals, objectives, and programs. As members of the student chapter change from year-to-year, the faculty advisor is the constant link between the student chapter and the section. Whenever possible, the faculty advisor should also serve as an officer of the section board. Faculty advisors must be paid professional members for their first year in the role

Role and Responsibilities

Finance

Best Practices Treasurer's Role & Reviews Fundraising

Best Practices

Finance

All funds generated by student chapters should be used to further the Society's mission. The goal of the Society is the dissemination of technical information rather than generating surplus funds. Programs should be self-sufficient and budgeted to break even. As the funds belong to your members, it is important you are transparent with your financials. Budgets should be shared with your members for review, so they are aware of how funds will be used for the year. After the approval of an annual budget, the membership should be provided quarterly updates with actuals to budget. Being transparent with your members also protects you as an officer. Funds should be used for the overall benefit of the membership. As such, typically it is not an appropriate use of chapter funds to pay for an officer’s travel to attend events for professional development.

Webinars with SPEI's CFO

Budgeting Best Practices

Treasurer's Role & Reviews

Finance

It is the Treasurer’s responsibility to manage the student chapter’s finances, which include the following:

• Receive and disburse funds as approved by the faculty advisor
• Complete financial statement to include with the annual report
• Provide financial reports and make recommendations on the management of your student chapter’s finances
• Reconcile all accounts and prepare the annual operating budget

The student chapter should perform an review of its financial records. It is recommended for reviews to take place before each new Treasurer assumes office. We recommend having your faculty advisor and president conduct an informal review to ensure an orderly transfer of financial records. To mitigate risk to SPE, a student chapter may be audited at any time.

Key indicators to SPE that a review is needed include:

• Lost contact/no officers
• Absence of financial reporting
• Large cash balances
• Large, unexplained reduction in cash balance

Fundraising

Finance

Student chapters may engage in fundraising activities provided they do not obligate SPE to debt or defamation. The following resources are a good place to begin with seeking monetary support:

• Your sponsoring section
• Local companies
• Your university

Check out the

Student Sponsorship Guide.

Membership

Membership Builder Volunteerism & Local Recognition

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Membership Builder

Membership

Get to know your members by viewing charts reporting with prior-month data. The rosters contain more details about your members including graduation date, field of study, join date, renewal status and more. Membership Builder is available only to current student chapter officers ilisted on the roster. Used your usual SPE.org log-in and password to access. The information on the rosters may be used only for programs endorsed by SPE. Use or reproduction of the information for commercial purposes or for programs not endorsed by SPE is strictly prohibited and subject to legal action.

Best Practices

User Guide

Volunteerism

Membership

Volunteers are the driving force behind SPE and its activities. Getting the right people to volunteer is not always as easy as it might seem. Ensuring a good match between your volunteers and their responsibilities is essential for making your student chapter’s activities a success. Here are some on how you can drive engagement.SPE International does not record or provide certificates for local volunteers but encourages you to create a program that fits your chapter. To help, we have created

tips

appreciation letter and certificate templates

Volunteer with SPEI

Best Practices

Recognition

Membership

Local Awards

Milestone Anniversary

Officers

Engage members by celebrating your student chapter's milestone anniversary! Graphics are availiable for download in the Officer Community library of Connect. Add to social media posts, promos, letterhead, or your email signature.

Officers may download their own personalized appreciation letters and certificates from their SPE.org profile. After clicking the “Volunteer Service and Letters” link, they may view current and past volunteer activity. Note: Only official official positions are included.

Just as SPE recognizes international Student Paper Contest participants and winners, and Presidential Award for Oustanding Student Chapters, your student chapter is encouraged to provide local recognition to increase member engagement...and fun!

How-to Guide

Best Practices

Download Graphics

Member Profile

Communications and Marketing

Email Your Members (Informz) Social Media and Websites SPE Connect Logos, Taglines, Letterhead, & Business Cards Read Officer eUpdates

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System to Email Members (Informz)

Communications and Marketing

By request, SPE provides student chapters with a complimentary broadcast email service, so you can communicate with your members via email. This system includes reporting on the success of your email and ensures compliance with all privacy laws. When using the account, you agree to abide by the email policy: All communications referencing SPE must be sent through SPE’s email tool, Informz. Student chapters are not to maintain lists of member or non-member email addresses. SPE reserves the right to revoke access to this tool at any time. Contact chapters@spe.org to request an account.

Log in using your SPE.org credentials

Broadcast email system user guide

Data protection best practices

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Social Media and Websites

Communications and Marketing

As a global brand, it is important that all student chapters globally are presenting themselves in a similar manner. Doing so will help to create a global brand awareness. Sections and student chapters with a greater online presence work to boost our prestigious organization. Thus, if your student chapter has social media pages, you should follow these tips to ensure you are branding them in the right way.

Follow and interact with SPEI on our accounts and use the hashtag #WeAreSPE

Social Media Guides

Student chapters may choose to create a website to provide a greater online presence. When doing so, all chapters should ensure they adhere to the

Website Guidelines.

SPE Connect

Communications and Marketing

SPE Connect is a virtual forum where you can meet, collaborate, discuss, and share information with other members. As an officer, you are a member of the Student Chapter Officer community. Take advantage of this resource to share best practices, ask questions, and get in-the-know with officers from around the world.

Guidelines

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Logos, Taglines, Letterhead, & Business Cards

Communications and Marketing

Official student chapter logos, letterhead, and a business card template are provided in the library folder of the Officer Community of SPE Connect. Files are availiable in multiple formats, including one formatted for social media accounts. Taglines are also available to download from the community. SPE has unveiled a new optional tagline—Solutions. People. Energy.—designed to emphasize our Society’s mission of sharing innovative solutions, empowering members, and addressing the global demand for sustainable energy. Reference the before using the files.

graphics standards

Business Cards

Logos, Taglines, & Letterhead

Virtual Background

NEW! Customize and create a virtual background with your logo.

Events and Activities

Planning an Event Sourcing Speakers Community Education / Energy4me Community Service / SPE Cares

Officer Visits

Planning an Event

Events and Activities

Helpful Event Documents

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Event Tips

Sharing technical knowledge and providing a platform for members to network is one of the keystones of SPE. Student chapters should ensure they provide the right type of events for their local membership, whilst operating in line SPEI's policies. The Events Tips guide outlines best practices when it comes to planning and promoting events locally.

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Policies

Home

Virtual Events

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Virtual Background

Officer Visits

Events and Activities

Student chapters may request Presidential or Board Member visits for important events, business development reasons, or to meet the local members. Student chapters are advised to submit requests a year in advance for the next President. Late requests for current Presidents may not be able to be fulfilled. Staff will check availiabilty and follow-up with the requestor.

Best Practices

Submit a Request

Sourcing Speakers

Events and Activities

Speaker Source is an online directory which provides section and student chapter officers a searchable database of professionals willing to travel and share their knowledge through in-person presentations to sections. Search for your next speaker today!

Link

Energy Education / Energy4me

Events and Activities

Energy4me is SPE’s program that educates students about the oil and gas industry. This global energy education program relies on hands-on activities that use simple components to teach complicated engineering functions used in oil and gas exploration and production.

Globally, SPE offers Energy4me in two environments: conducting workshops for teachers and conducting classroom presentations at local schools. Members who wish to conduct classroom presentations are encouraged attend to one of the and be included in our roster of Energy4me Ambassadors.

member training sessions

Contact

Resources

Ways to Serve Your Community

Community Service / SPE Cares

Events and Activities

Student Chapters are encouraged to organize community service activities as part of the SPE Cares program. SPE Cares’ objective is to unify and recognize the community services activities that SPE members are already conducting in their respective student chapters. Promote SPE Cares in your area by organizing a community service project, partnering with local government and non-government organizations to further community service initiatives, or ollaborating with other sections and student chapters worldwide for community service initiatives.

Examples include environmental clean ups, serving in soup kitchens or food banks, visiting nursing homes, holding food drives, home or school makeover, tree planting program, organizing a race or walk, donating clothes, toys, books or household goods to local charity, or volunteering at local animal shelter.

Download the official logo from Connect