Executive Roles and Responsibilities

Last updated: 26th January 2018

In addition to the President and Treasurer roles mandated in the Main Constitution, the following named roles shall also be members of the Executive Committee:

Vice-President
Films Officer
Chief Projectionist
Chief Duty Manager
Publicity Officer
Technical Officer
IT Officer
Marketing Officer
Events and Socials Co-ordinator
External Relations Officer

These roles shall have the following responsibilities:

President
1. Figurehead(s) of WSC.
2. Ultimately responsible for coordinating all activities of WSC.
3. Responsible, along with the Treasurer, for the finance of WSC.
4. Chairs Exec Meetings, General Meetings, and the Annual General Meeting.
5. Maintains good contact with Union Sabbatical officers and works to resolve any difficulties which may arise.
6. Responsible for hosting any special events.
7. Works with the External Relations Officer(s) to ensure good relationships with sponsors and supports in attracting new ones.
8. Ensures that WSC as a whole is working effectively.
9. Responsible for sending out appropriate e-mails to the membership on a weekly basis.
10. Works with the Vice President(s) to prepare meeting agendas.
11. Works with the Vice President(s) to moderate and maintain the Exec and Alumni mailing lists.
12. Responsible for overall Health and Safety requirements.
13. First port of call for any equal opportunities matters and complaints and should attend the relevant course.
14. Responsible for co-ordinating key issuing in accordance with the .Key Allowances and Agreements. document.
15. Works with the Vice President(s) to organise and undertake all other roles and responsibilities.
16. Shall have knowledge of the code to WSC's safe, and may only distribute the safe code to members that require it.
17. Responsible, along with the Treasurer and Chief Duty Manager(s), for ensuring the on-going security of this code, which may include regularly changing the code.
Vice-President
1. Responsible for taking Exec and general meeting minutes and ensuring they are published.
2. Responsible for booking all rooms for WSC screenings and meetings.
3. Second port of call for all equal opportunities matters and should attend the relevant course.
4. Coordinates the setting up and staffing of all stalls in the Students' Union and other locations.
5. Responsible for notifying the necessary people of all meetings and preparing the agenda with the President(s).
6. Responsible for sending out ‘Crew Update’ emails where necessary.
7. Works with the President(s) to moderate and maintain the Exec and Alumni mailing lists.
8. Responsible for answering all e-mails regarding general enquiries from external people or companies.
9. Answers e-mails regarding getting involved in WSC and provides the appropriate information.
10. Shall ensure that a suitable Returning Officerruns WSC elections — it shall be the Vice-President/one of the Vice-Presidents in the event that they are not running for election again.
11. Works with the President(s) to organise and undertake all other roles and responsibilities.
Treasurer
1. Responsible for all WSC finances on a day to day level and plans finances with the President.
2. Pays all invoices.
3. Handles all money requests, purchase orders and internal transfers.
4. Arranges sales invoices for sponsorship money.
5. Organises invoices to other societies or external parties.
6. Organises any clothing orders.
7. Arranges transport hire.
8. Maintains photocopies of all documentation.
9. Consults with the Union over any financial matters arising.
10. Reports all audience figures to the Booking Agent.
11. Completes the Students Union's course for Treasurers.
12. Shall have knowledge of the code to WSC's safe, and may only distribute the safe code to members that require it.
13. Responsible, along with the President(s) and Chief Duty Manager(s), for ensuring the on-going security of this code, which may include regularly changing the code.
Films Officer
1. Responsible for organising and chairing the Programming Meeting (PM).
2. Responsible for programming upcoming schedules.
3. Responsible for ensuring all films are booked in good time.
4. Responsible for chasing up any films which have not arrived or have not been collected, with the film transport company and the booking agent.
5. Responsible for co-ordinating all replacement shows.
6. Responsible for ordering film trailers and posters.
Chief Projectionist
1. Must be a qualified Projectionist.
2. Ensures that all shows are covered by a projectionist.
3. Shall be the chair of the Projection Committee.
4. Responsible for the administration of the Projection Training Scheme, including the training of 35mm/70mm and Digital.
5. After proper consultation with the Projection Committee; responsible for freshers and all other recruitment to the training scheme and the proper maintenance of a waiting list if any such thing should exist.
6. Maintains all template sow playlists on the digital projector server.
7. Coordinates all changes to projection procedure and ensures all projectionists are kept up to date.
8. Ultimately ensures that projection standards are maintained.
9. Ensures that all films are returned to the film dump properly.
10. First point of contact for those willing to get involved in projection.
11. Moderates and maintains all projection mailing lists.
12. Monitors the free films allowance of projectionists.
13. Co-ordinates with the Technical Officer(s) to ensure all equipment remains in an acceptable working order and that all projection related consumables are kept in good stock.
14. Responsible for dealing with Pearl and Dean to ensure we have adverts at the appropriate time.
15. Converts videos to an appropriate format for digital projection when requested by the Marketing Officer to ensure that digital trailers are available to promote the films we are showing and other events.
Chief Duty Manager
1. Must be a WSC Qualified Duty Manager.
2. Ensures that all shows are covered by a qualified DM.
3. Ensures that all shows are covered by a sufficient number of stewards.
4. Ensures that FoH has sufficient amount of: spare change, till rolls, banking bags and spare change bags.
5. Ensures FoH standards are maintained.
6. Monitors the free films allowance of stewards.
7. Moderates and maintains the DM mailing lists.
8. Oversees the training of DMs and stewards.
9. Ensures that trainee DMs are signing up for an acceptable number of shows.
10. Organises DM qualifications.
11. Responsible for coordinating the development and upkeep of FoH systems in consultation with the IT Officer.
12. First point of contact for those willing to get involved in FoH.
13. Deals with any general issues in FoH that may arise.
14. Calls and chairs regular FoH committee meetings.
15. Updates the FoH risk assessments.
16. Takes lost property to the Gatehouse.
17. Shall have knowledge of the code to WSC's safe, and may only distribute the safe code to members that require it.
18. Responsible, along with the President and Treasurer, for ensuring the on-going security of this code, which may include regularly changing the code.
19. Works with the Events and Socials Coordinator to oversee Front of House aspects of special events.
Publicity Officer
1. Co-ordinates the functions of the Publicity Committee.
2. Ensures that all publicity materials are produced to a high quality and arrive prior to the start of term or event.
3. Organises the distribution of publicity, ensuring that Exec are aware of their responsibilities regarding distribution and that Crew are aware of Publicity Runs.
4. Moderates and maintains publicity related mailing lists.
5. Maintains the publicity archive.
6. Responsible for ensuring film and ticket images and reviews are uploaded to the website.
7. Monitors the free film allowance of members of the publicity committee.
Technical Officer
1. Must be a WSC Qualified 35mm Projectionist.
2. Ensures the upkeep of all non-IT related equipment.
3. Coordinates and directs the Technical Committee.
4. Responsible for maintaining all equipment in safe working order.
5. Responsible for routine cleaning of projection equipment.
6. Plans and coordinates upgrades and technical projects.
7. Maintains the inventory.
8. Updates the risk assessments for the projection box and all technical work.
9. First point of call for projectionists in the event of a technical problem.
10. Moderates and maintains the technical mailing list.
11. Encourages projectionists to join the Technical Committee.
12. Oversees technical training.
IT Officer
1. Has overall responsibility for the IT needs of WSC.
2. Oversees maintenance and development of the society's hardware and software (including the website).
3. Maintains and moderates all mailing lists not done by other Exec members.
4. Ensures that all FoH systems are maintained and all tickets are ready.
5. First point of contact in light of an IT related problem.
6. Liaises with the Students Union's IT services.
7. Allocates e-mail addresses and sorts out all aliases.
8. Monitors the free film allowance of members of the IT committee.
Marketing Officer
1. Has overall responsibility for all the electronic publicity and advertising of WSC.
2. Oversees the content on the LCD screens and pre-film slideshow.
3. Responsible for communication regarding, and implementation of, non-external advertising requests.
4. Responsible for the WSC social network presence, including Facebook and Twitter.
5. Responsible for WSC presence on the Warwick SU site, including news and calendar.
6. Submits material for Sponsored Events and The AllNighter to Warwick SU publications.
7. Maintains the WSC electronic photograph library.
8. Organises the creation of termly "What's On" videos and any other WSC videos.
9. Works with the Films Officer and Chief Projectionist to ensure that digital trailers are available to promote the films we are showing.
10. Contacts other organisations to promote WSC, including Insite and the Union.
11. Works in conjunction with the Publicity and IT teams and the External Relations Officer.
12. Co-ordinates the functions of the Marketing Team
13. Monitors the free film allowance of members of the marketing committee.
Events and Socials Co-ordinator
1. Responsible for organising socials for Crew and Members, and making them aware of when socials are happening.
2. Overall responsibility for the non-Technical/FoH aspects of ‘Special Events’ such as AllNighters, Movie Pub Quizzes, Outdoor Screenings
3. Co-ordinates the Exec to ensure that these events are well staffed.
4. Works with the President(s) and External Relations Officer(s) to organise any Sponsored Events.
5. Liases with the Students Union to ensure that food/drink provision and prizes are appropriate so that money requests can be signed off.
6. Works with the Marketing and Publicity Officers to ensure that events and socials are advertised appropriately.
7. Oversees the safety and welfare of those attending socials and events, or ensures that an appropriate person is appointed to do so.
External Relations Officer
1. First port of call for other societies to contact WSC.
2. Responsible for modifying and updating the sponsorship pack, and for adapting the pack to suit the requests or desires of a particular sponsor.
3. Responsible for finding sponsorship and/or the details of potential sponsors.
4. Works with the President(s) to keep contact with current sponsors and ensure a happy relationship between the society and the sponsor.
5. Maintains a list of companies with whom we have sponsorship and the contacts within the companies, updating it as/when it is necessary.
6. Responsible for communicating the needs of a company to the Exec.
7. Ensures Exec activities relevant to the sponsorship and/or events are carried out.
8. Coordinates with the Events and Socials Coordinator(s) to organise sponsored events.
9. Presents a monthly roundup to the Exec discussing current sponsorship and any endeavour made to find new sponsorship.
10. Determines necessary price changes to the sponsorship pack, and presents them to Exec.
11. Holds a copy of the society’s contract with the President(s) and the Treasurer.
12. Signs any contract pertaining to sponsorship along with the President(s).
13. Deals with external advertising requests for the LCD screens, and liaises with the Marketing Officer(s) to implement them.