The President shall be ultimately responsible for the conduct and day-to-day running of the Society.

The President shall have the right to preside at all meetings of the members of the Society and at all meetings of the Committee. Should the President be absent, or decline to take the Chair, the Committee shall elect another member of the Committee to Chair the meeting.

The Secretary shall be responsible to the President for the administration of the Society. This includes, but is not limited to:

• maintaining a register of all the members of the Society;
• giving notice of meetings of the members and the Committee;
• drawing up the agenda and minutes of those meetings and, on approval of the Committee, ensuring they are available for any member of the Society;
• writing and submitting the annual report in accordance with the Students’ Association deadlines;
• re-registering the society with the Students’ Association each year prior to Week 12 of Semester 2;
• taking responsibility for the operation and updating of a suitable society web-page displaying (at a minimum) current society contacts, the Constitution, the Code of Conduct, and Risk Assessment;
• co-ordinating and regulating access to the web facilities used by the Society;
• being mindful of relevant data protection legislation when handling personal data;
• regularly keeping members of the Society informed of affairs by e-mail, using the society mailing list.

The Treasurer shall be responsible to the President for the finances of the Society. This includes, but is not limited to:

• keeping proper records of the Society’s financial transactions in accordance with the University’s established procedure;
• developing and maintaining good practice procedures in line with the Students’ Association’s policy, including maintaining two signatories on all accounts; the Treasurer and President;
• ensuring that bills are paid on time, being aware when documentation requires the signature of other Officers;
• ensuring that cash and cheques are banked in accordance with the University’s established procedure;
• preparing a budget at the start of the academic year for the Society and regularly informing the Committee of progress of that budget;
• preparing an end of year report on the Society’s finances, and making this report available to the University and Society members;
• ensuring that all records, procedures and accounts are available on request to the Committee and the university;
• developing and maintaining a manual of written procedures for all aspects of the Treasurer’s responsibility.

The Head of Attire will be responsible to the President for the Society’s outfitting. This includes, but is not limited to:

• designing, ordering and distributing of all Society apparel, as well as the acquisition, storage and maintenance of team attire;
• ensuring, along with the Team Captain, that all competitors adhere to the relevant dress restrictions at competitions.

The Social Secretary shall be responsible to the President for the organisation of all social events throughout the year. This includes, but is not limited to:

• organising the annual Winter and End-of-Year Balls;
• organising other social events throughout the year;
• being mindful of the diversity of the Society and accessibility when organising social events.

External Relations shall be responsible to the President for the management of the Society’s relationship with the Students’ Association and the University, other University Societies, and the wider community. This includes, but is not limited to:

• organising and coordinating volunteering opportunities for members of the Society;
• liaising with other University Societies to promote the Society and seek out areas of mutual interest;
• publicising the Society to the University and the wider community, and identifying areas of interest for the Society;
• ensuring that publicity material for the Society’s classes and events is produced and distributed.

The Team Captain shall be responsible to the President for the organisation and management of the team. This includes, but is not limited to:

• acting as the Society’s Nominated Representative to IVDA;
• ensuring that all documentation and cases are submitted in a timely fashion to the relevant IVDA officials;
• being mindful of relevant data protection legislation when handling personal data;
• organising and submitting the Team’s entries for competitions.

The Vice Team Captain shall be responsible to the President for the organisation and management.

This includes but is not limited to:

• Acting as the society’s nominated Representative to IVDA along with Team Captain;
• Assist the Team Captain in ensuring all relevant documentation are submitted to IVDA officials in a timely fashion;
• Being mindful of any present personal data protection legislation when handling personal data;
• Assist the Team Captain in organising necessary competition preparations.