PSA Secretary Transition Document

PSA SecretaryTransition Document

Philippine Student Association 2024-2025

Index

03. Meeting Minutes

02. Google Responsibilities

01. Constitution

05. Pointers/Advice

04. Monthly Newsletter

Congratulations on making it on the board as PSA Secretary!

It will be a fun year :)

01. Constitution

What does the Secretary do?

Takes all meeting minutes and corresponds with external parties through official letters sent over the Association’s e-mail account. In addition, the Secretary maintains access to the official e-mail account.

Duties of the Secretary also include:

1. Replying to all official letters sent to PSA with approval of the President and the board (if necessary).
2. tracks e-mail accounts and performs regular maintenance as necessary.
3. compiles list of important contacts/members to be contacted by PR for recruitment, President for networking, etc.
4. send all meeting minutes in a timely manner to be used for generation of action plans/to-do lists.

Gmail Account Login:Email: psamn@umn.edu Password: ``PSA``Minnes0ta2023-2024 (password will need to be changed for next year)

02. Google Responsibilities

Google is your best friend!

What do you need to do?

-Google Email (check e-mail frequently) -Google Calendar (input PSA-related events) (Google Calendar tutorial can happen during our transition meeting!) -Google Drive (should be an easy access for PSA information -Google Docs (taking your meeting minutes here) -THERE COULD BE POSSIBLY MORE

01. More Gmail Stuff

Who do I need to forward emails to?

-Forward them to PVP team!(For me, I forwarded it to CJ, Alia, and Carlos)

What kind of emails should I forward?

1. Anything that is specifically catered to the PSA Board (ex: any invitations from other multicultural orgs, university sponsored events, etc.)
2. Anything from Student Union Activities or any University-related organization regarding PSA

03. Meeting Minutes

A Big Kahuna!

Have any scaries relating to wriitng meeting minutes? You will be okay! It is quite easier than it seems.

1. Attendance
2. Main Agenda Points from Meeting Agenda
3. Other Miscellaneous Points
4. Board Updates

What to include in MM -Dates of any event coming up (with room numbers, if applicable) -Any of your additional notes that were in the meeting agenda doc -Links or pictures from the meeting agenda

02. Meeting Minutes Advice

Active listening is important!

Tips for writing MM

-Have both the meething agenda that the President will send before the meeting and have your meeting minutes' skeleton, ready to type! -Copy and pasting from meeting agenda is a practice that I do a lot. (add in your own notes afterwards)

04. Monthly Newsletter

I've gone AFK...

1. MailChimp

I will be informing you on what Angel told me! (There is lowkey a lot)

2. Contents of the Newsletter

-Campaigns -Templates -Lists

3. General outline can include...

-Welcome Introduction -Activities Update -Upcoming Events

4. Adding additional sections

-Tagalog of the Month -FM / Alumni Spotlight -Current Events

05. Tips and Advice

Here are my tips to being successful!

Collaboration is key. Don't be afraid to ask for help (as I have been LOL)

H1

Meeting Minutes

It'll take you a bit to find a rhythm, but you will get the hang of it!

H2

MailChimp

Since I went AFK, you can ask me for help with the newsletter and we can tackle things together.

H3

Board Meetings

Be attentive when in board meetings. You don't want to miss out on crucial information.

H4

In need of help?

We are a student board! Ask for help so you don't feel alone with your board responsibility.

05. Last Minute Things!

I believe in you and in your abilities!

I will always be available for extra support/help so your transition into this position goes by smoothly. Have confidence and your year as the PSA Secretary will go by fast :,)

Thank youfor your time!

YOU GOT THIS BAE! -with love, Katelyn CapaciaPSA Secretary 2023-2024