Club Signing Authority (Club Leader) Job Description

General Duties

• Club signing authorities are designated leaders of their clubs and the official liaisons with SAMRU

• Club signing authorities agree to work with SAMRU to provide value to the members of their clubs and meet the purposes of their clubs

• Club signing authorities complete all required SAMRU training 

• Club signing authorities work effectively with SAMRU to manage club-related risk

• Club signing authorities demonstrate effective leadership by overseeing all aspects of their clubs activities

• Club signing authorities communicate effectively with SAMRU, with club members and with relevant members of the campus and external community

Club Ratification & Re-ratification

When developing a new club for ratification, club leaders (future signing authorities) must:

• Define the purpose and outcomes of the proposed club

• Develop and refine a written club constitution 

• Select/elect the official signing authorities for the club

• Recruit a minimum of ten members who must be students

• Complete all club ratification forms and adjust them for approval as needed

When re-ratifying a club, club signing authorities must:

• Review previous club annual reports

• Review existing constitution and revise if needed

• Plan and implement an election process for the club signing authorities

• Provide a list of members (at least ten) who must all be students

• Successfully complete all re-ratification forms and adjust them for approval as needed

Club Management & Finances

• Club signing authorities organize club meetings, including the an annual meeting for the election of new signing authorities/club leaders

• Club signing authorities are responsible for planning any events or activities of the club, including 

  • securing approval in advance from SAMRU by completing and submitting activities approval forms

  • implementing required risk mitigation measures such as waivers

• Club signing authorities oversee all logistical aspects of club activities from planning to implementation, including coordinating/leading the work of other club members/volunteers

• Club signing authorities ensure compliance by maintaining meeting and financial records, managing budgets, and ensuring compliance with SAMRU and campus policies and procedures

• Club signing authorities secure club funding (such as seed funding) by ensuring that SAMRU criteria is met 

• Club signing authorities ensure that any club funds received through membership fees or through donors/sponsors meet SAMRU criteria for the acceptance and management of the funds

• Club signing authorities guide their clubs to meet their approved purpose and outcomes by overseeing all aspects of the club activities, finances and communications.

Club Reporting

Club signing authorities maintain records and report the following information in order to support the health and continuity of their club:

• Member list

• Meetings

• Elections

• Financial Transactions

• Sponsorships/partnerships

• Bank records if applicable