Chapter Starter Kit:
Chapter Basics
Introduction
By far, the most crucial time your chapter will experience will be its earliest days. If you succeed during this time, you will be well on your way to creating a permanent organization at your host institution. In the first few months, you and the other members of your chapter will need to create a strong structure on which your chapter will build for years to come. At the national level, we will gladly supervise, encourage, advise, and assist any chapter that should ask for our aid. SEDS-USA will strive, in any way possible to help chapters in communicating with each other, creating new programs, and finding new resources.
School/University/Institution and Your Chapter
Just as any other national organization, it will be required that not only does your chapter apply for admission to SEDS-USA, but also to become a registered student organization?? at your school. These institutions will be the host (and probably part of the name) of your group, so it is expected that each chapter be in good standing not only with SEDS-USA, but also your host. While this may seem like an extra unwanted burden to bear, you will find that your institution will become a wonderful resource. It is, of course, the launch pad for your chapter. In forming your chapter’s executive board, it would be useful to consider designating a representative to the institution, as you would for SEDS-USA. Almost all universities vary in their registration of student activities, so it will be important that you familiarize yourself with their deadlines, their requirements, and (most importantly) their suggestions.
Student Group Problems
As a chapter leader, you undertake the responsibility of being aware of any problems within your group. Our membership is primarily (if not entirely) based on students. There are two things that students are not gifted with and those are time and money-both crucial to a successful organization. Your ability to organize and properly designate responsibility within the group will assure quality involvement and as few problems as possible. While putting together an entire organization can exhaust your resources, two things must be understood. One: Schoolwork takes priority over SEDS. Two: Good standing with your university is vital to good standing within SEDS-USA. Your organization must follow the rules of its institution and put that institution’s priorities as your own.
Chapter Affiliations
SEDS-USA chapters are fully allowed to act either independently or as a chapter of another organization, although these affiliations may not change the fundamental relationship with SEDS-USA. For example, some SEDS chapters are also chapters of the National Space Society, Mars Society, or possibly even AIAA. A pre-existing society, such as an astronomy, engineering, or physics group may join as a chapter. As it currently exists, SEDS contains chapters of engineering students, astronomy societies, and even science fiction enthusiasts. Nationals must remain informed of any alternate affiliations.
Chapter Responsibilities
- Upon initiation, a chapter may request national chapter status by submitting the correct forms found online. If no form is found, one can be requested to the Director of Expansion or Chapter Affairs.
- Further, a signed letter of intent to adhere to the rules and responsibilities of a chapter must be submitted to the Executive Board for approval.
- Chapter must designate a chapter representative (councilor) for communication with SEDS-USA
- Monthly Reports, due on the 8th of each month, must be submitted by the Chapter Councilor to the Director of Chapter Affairs, updating SEDS-USA on the status of the chapter and its members. This report will cover the preceding month’s activities.
- Chapter Representative will also be expected to update nationals its new and exiting members, its executive board, and will be responsible for attendance to the Council of Chapters meetings.
- Each chapter must volunteer a physical address as a contact point for SEDS-USA.
- Pay annual dues to SEDS-USA
- Chapter President (required) - Chief operating student responsible for the organization as a whole and for its members.
- Chapter Councilor (required) - Designated member of the organization to be the primary liaison to Nationals. This student will be responsible for making sure the chapter is in good standing with SEDS-USA.
- Vice President - Backup student for chapter president position, should the president be unable to man their duties. Also, this student should be highly capable of solving many societal issues.
- Treasurer - In many Universities, required for organization status. This student should be responsible for the flow of money within the organization.
- Projects Directors - Various descriptions may be entered here, but primarily, an organization exists not just for the sake of itself. It is important that your group be very involved in as many activities as sense would allow. Appointing Project Directors is a great way to divide up responsibilities within the group between administration and task development.
