Officer Descriptions

Responsibilities of your role include:
All Officers
  • Attending two officer meetings a month.
    • If you miss more than three without communicating with the team, you will be removed from your position.
  • Supporting your fellow officers and students through your encouragement and your willingness to help with additional tasks not listed here. 
Presidents
  • Communicating with the Boosters through various means, including attending their meetings
  • Conducting VHS Chorus Officer meetings.
  • Preparing a typed agenda for each officer meeting, posting it for officers in advance, and displaying/distributing it at our meetings.
  • Adjusting the agenda according to input from officers.
  • Maintaining an awareness of all projects in all positions, and what other officers are striving to achieve. Helping officers to problem solve as issues arise, offering assistance, and helping to keep people accountable.
  • Organizing and managing MPA volunteers.
  • Organizing and supervising training of President-Elects.
  • Running the leadership “Remind” account in order to remind leaders of meetings and other activities.
  • Taking action to remain approachable to students who do not know you.
 
President Elects
  • (Must be Juniors for their elected school year and remain in VHS Chorus through graduation of their senior year.)
  • Remaining in VHS Chorus through graduation of your senior year with the intention of serving as Chorus President 
  • Shadowing the Presidents at all times for all activities
  • Taking over the responsibilities of the Presidents if one or both are absent.
  • Organizing the Chorus Banquet with help from our Social Chair, Publicity Chairs, and other interested officers.
  • Maintaining the Chorus bulletin board.
  • Taking action to remain approachable to students who do not know you.
 
Secretary
  • Taking notes at meetings (or finding a replacement in the event you must be absent)
  • Recording, organizing, and communicating all officer absences from meetings and activities. Notifying teachers and Presidents when need arises.
  • Posting meeting minutes to Google Drive
  • Collecting contact information for all officers.
  • Creating/organizing sign-in sheets for all events; keeping track of who attends which events.
  • Communicating with class representatives.
  • Refilling classroom supplies – pencils, absence forms, sheet music.
  • Keeping track of all officer requirements; notifying teachers and Presidents when need arises.
 
Class Representatives
  • Communicating class concerns or ideas to officers and/or Mrs. Smith.
  • Starting every class period right at the bell by:
    • Asking students to take a seat
    • Reading Announcements posted on the board
    • Distributing any necessary papers or materials
    • Leading physical warm-ups/stretches
  • Creating and maintaining an accurate class roster/attendance sheet.
  • Taking attendance during classes and performances.
  • Refreshing attendance sheets as they are completed.
  • Informing Big/Little officers about new students.
  • Checking in with Mrs. Smith for other class-specific needs.
 
Big/Little Chair & Big/Little Chair Elect
  • Creating events with the social chair during which Bigs and Littles can connect.
  • Updating and distributing Big/Little surveys to Littles and potential Bigs at the beginning of the year.
  • Creating a list of potential Bigs through:
    • Advertising the position to foster interest in becoming a Big.
    • Planning, distributing, and grading tests to determine eligibility
    • Distributing and collecting student and parent contracts
  • Carefully pairing every first-year student with a mentor, using their surveys to match personalities and interests.
  • Planning the Big announcement and the Big Awards. Ensuring that every Little receives a gift/award for these events.
  • Distributing mid-year checks and making pairing adjustments as necessary.
  • Creating pre-made packets for possible mid-year student additions. Include:
    • Big/Little survey
    • Uniform rental/purchase information
    • Chorus handbook
    • Chorus calendar
    • Remind information
    • Copies of current music, or instructions for how to get it
  • Updating our Big/Little book.
  • Maintaining a list of names for the Madrigal program.
  • Maintaining a list of current seniors.
  • Maintaining a list of students by year and checking off names when they receive their awards.
 
Uniform Officer
  • Maintaining an accurate inventory of concert attire and Madrigal costumes throughout the year.
  • Keeping an accurate record of rented and borrowed uniform pieces, and consistently requesting their return after use.
  • Distributing concert attire at the beginning of the year.
  • Collecting and organizing concert attire at the end of the year.
  • Solving uniform emergencies on concert days. This includes checking out missing items and ensuring that they are returned after the performance.
  • Checking out, collecting, and organizing Madrigal costumes.
  • Maintaining respectful confidentiality of people’s clothing sizes. Neglecting this will result in dismissal from the officer team. 
 
Social Chair
  • Planning regular social events outside of school.
  • Planning recruitment events at least three times each year.
  • Planning weekly transfers/activities for the chorus classes and communicating them to the Class Representatives.
  • Involving and managing teams of students to help with events.
  • Completing and submitting event forms for any events outside of the school day.
  • Communicating with the Tri-M Social Committee and the VHS Choral Boosters.
  • Organizing regular trips to Laurel Nokomis, Venice Middle School, SLA, and other feeder middle schools.
  • Assisting President Elects with organizing our End of the Year Banquet.
 
Publicity Chair
  • Taking and/or collecting photos and videos from every chorus event.
  • Regularly posting photos and/or announcements to chorus social media accounts and saving them for use in future publicity materials.
  • Maintaining and posting to our Chorus Youtube account.
  • Sending photos to the school’s social media representative.
  • Publicizing choir events to the choir, school and community (posters, announcements, invitations, etc..).
  • Editing marketing videos for recruitment or other purposes.
  • Creating programs for Madrigal. (Request the list of names from our Big/Little Chair)
  • Communicating upcoming chorus concerts to Tri-M for advertisement.
  • Promoting choir events on VTV news.
  • Putting together slideshows when needed.
 
Keeper o’ Music
  • Regularly filing music.
  • Preparing music for distribution.
  • Repairing books/damaged music copies.
  • Checking student slots for folders/music/pencils.
  • Maintaining student music as needed.
  • Stamping new music.
  • Preparing music for our accompanist.
  • Copying music with instrumental parts, and delivering it to the orchestra or band director to request recommendations for student accompanists
  • Working with the class representatives to create a list of pieces for each concert, and sending the titles to the Tri-M program committee.  
 
Members at Large
  • Promoting the Chorus Program within the school and community.
  • Displaying a willingness to assist with Chorus events, performances, activities, and projects throughout the year.
  • Contributing to officer meetings by sharing ideas and being an active participant in discussions.
  • Serving as a positive example for other Chorus students during and outside of class time.
  • Positively representing VHS Chorus to other VHS students.