Standard Operating Procedures

[chendaniely]

http://scubavt.org/sop

[chendaniely]

President

Presidential Role

"The President is the official representative of the SCVT. The President shall oversee and approve all operations of the SCVT, and have final authority in the delegation of SCVT funds in so far as the President will be accountable and responsible to serve the needs of the SCVT, and the President shall preside at meetings of the SCVT and Executive Board, and perform other duties as assigned by the SCVT" (Article XIV, Section 1). The President shall give direction to other officers and help them achieve their goals to further the ultimate goals of the SCVT.

Executive Officer Meetings

Officer Meeting Preparation

Decide what issues need to be discussed.
Schedule a time and place for a meeting with:
President
Vice President
Secretary
Treasurer
Staff Advisor
Any other necessary parties (Dive Directors, Instructors, etc.)

Officer Meetings

Officer Meeting Preparation

Decide, sometimes through meetings with Instructors and/or the Faculty Advisor, what needs to be discussed.
Set a time limit and plan the agenda accordingly, including time for group discussion on the issues.
Send out a reminder email or make an officer group event to make sure the date, time, and place are known.
Prepare media tools, as needed, to conduct meetings, such as PowerPoints, etc.
Officer Meeting Procedure

Take note of officers missing from the meeting and announce and/or present the agenda.
Get down to business.

General Club Meetings

Club Meeting Preparation

Decide, from officer meetings and sometimes through meetings with Instructors and/or the Faculty Advisor, what needs to be discussed.
Set a time limit and plan the agenda accordingly. The agenda should include: officer reports, announcements, etc.
Send out a reminder email or make a SCVT group event to make sure the date, time, and place are known.
Prepare media tools, as needed, to conduct meetings, such as PowerPoints, etc.
Club Meeting Procedure

Role call and present the meeting agenda.
Officer reports, which should take no more than 15-20 minutes and cover outcomes of issues discussed in officer meetings relevant to the officer presenting. Not all officers have to report during every meeting.
Announcements on upcoming events, trips, or classes.
Main presentation: guest speaker, group activity, trip presentation, etc.
Officer Position: President

[chendaniely]

Vice President

​—Article XIV, Section 2
—Assist in Presidential duties

Officer Position: Vice-President

[chendaniely]

Treasurer

Article XIV, Section 4, Maintain financial records, Verify payments for m—embership list

Officer Position: Treasurer

[chendaniely]

Dive Director

Dive Director Procedures

Beginning of the semester:

Double check pool times for classes.  Ensure rates are for Non-profit, registered student organizations ($15/hr).
Make room requests for classes through HokieSpa.
Make room request for meetings (Derring 3083?)
Set up class folders, including master class list.
Set up classes on the computer.
Set gear officer calendar.
Train new gear officers.
Set up compressor training session.
Give RecSports a copy of those allowed to receive the Scuba Room Key.
Place a copy of the Gear officer schedule, with contact information in the Bulletin Board.
Middle of the semester (End of October, Middle of March):

Create calendar of classes for summer and fall.
Book pool times with Sam Van Curen: ​125E War Memorial Hall, scuren@vt.edu
Book room for Info session (through Event Planning office, Squires Student Center).
Through out the semester:
Weekly:

Update class lists in the computer.
Check for equipment in need of repairs/maintenance.
Make sure that all gear is accounted for.
Bi-Weekly inventory (may be overseen… ie have a GO complete)
 Monthly:

check for out of Viz or Hydro tanks.
check for regulators in need of their yearly service.
Maintain records of everything… in the inventory, and in the service folder!
Make sure gear numbers are not wearing off.
Officer Position: Dive Director

[chendaniely]

Gear Officer

Gear Officer Procedures

Gear Sign-out
1)      Only allow one renter in the cage per Gear Officer on duty!
2)      Ensure that renter is a club member (SCVT Card or Application in filing cabinet) and that the renter has a Certification Card present.
3)      Make sure that a $500 deposit check has been placed in the cash box or that the renter is on the “Deposit Paid” list.
4)      If the renter pays the $500 deposit, be sure to write the renter’s name on the “Deposit Paid” list.
5)      Do not rent out gear being used for a class (see “Gear Out” dry erase board).
6)      Write down everything that the member takes (including amount of weight).  Be specific (i.e. not 2 tanks, but tanks 32,33).
7)      Make sure everything on the rental agreement is filled out and signed properly.  Make sure the renter initials and the signs back.
8)      Once everything has been filled out, you must sign and date the checkout section.
9)      Note on the form whether the renter paid by cash or check.  If by check, note the check number.
10)   Follow the “Steps for Money Transaction” sheet when dealing with payment (both for gear and the deposit)
11)   Hand out one packet of “Sink the Stink” for each wetsuit rented (yellow packets in an old mask box in the metal closet)
12)   Fill out the renter’s name and gear rented (be specific) on the “Gear Out” dry erase board.
13)   Put the completed rental form in the “Gear Out” folder in the filing cabinet.

Gear Sign-in

1)       Is the gear clean and the BC’s empty?  Did the renter return the right amount of weight?
2)       If the gear is not clean, send the renter to the locker room with one of the green bins and the “Sink the Stink” packet they were sent out with.
3)       Is gear in on time?  If not, bill the renter for the overdue time.
4)       If gear is broken, damaged, etc., report it immediately.  Let the renter know there is a problem.
5)       If there is gear trouble which is not the renter’s fault (i.e. faulty depth gauge, leaky valve etc), red tag it and place in a bin under the chalk board (red tags are in the metal cabinet).
6)       Sign and date the checkin section on the renter’s rental form (found in the “Gear Out” folder) and place the form in the “Gear Returned – Verified” folder in the filing cabinet.
7)       Remove the info from the “Gear Out” dry erase board.

Membership Applications

1)      Ensure that the new member is a certified diver (NAUI, PADI, or other recognized agency).
2)      Dues are $20 per semester (Aug – Dec or Jan – Aug) and $35 per year (Aug – Aug).
3)      Ensure that every line is filled out on the “Membership Application” form and signed as necessary.
4)      Place application in “02-03 Membership Applications – Not Processed” folder in filing cabinet.
5)      Follow the “Steps for Money Transaction” sheet when dealing with membership dues.
6)      Remind member that upon renting equipment for the first time in a semester that a $500 deposit check must be placed in the cash box.  These will be torn up at the end of the fall and summer.

Class Applications
1)      If the student is signing up for a class above Open Water, they must be a member.
2)      Have class participant fill out everything on the “Class Application” (ensure legibility).
3)      Obtain either a full payment or a $50 deposit.
4)      Fill in the box at the bottom right of the form regarding the payment.
5)      Fill in the class name and dates on the form (see calendar).
6)      Follow the “Steps for Money Transaction” sheet when dealing with class payment.
7)      Place the completed “Class application” form in the appropriate folder (i.e. OW-B, AOW, etc.).
8)      Write participant’s info on the class list in the front of the folder.
9)      Email secretary (f1sh@vt.edu) and instructor (wallerje@vt.edu) of any changes to the list.
10)   Do not hand out books unless told otherwise by the instructor.

NOTE:  You are STRONGLY ENCOURAGED NOT to sign out/in gear for your own personal use.  If you do, be sure to place the signed-in rental form in the “Gear Returned – Not Verified” folder in the filing cabinet for another GO/Officer to verify.

Officer Position: Gear Officer

[chendaniely]

Marketing
—Advertisement design and management of distribution
Officer Position: Marketing Officer

[chendaniely]

Historian
—Documenting club events and trips
Officer Position: Historian

[chendaniely]

Fundraising
—Manage events to meet clubs goals for raising funds and supporting philantropic causes
Officer Position: Fundraising Director

[chendaniely]

Instructors and Divemasters
Teach

Officer Position: Training Committee

[chendaniely]

Webmaster
Maintain website

Officer Position: Webmaster

[chendaniely]

Secretary
Maintain non-financial records
Record and post m—eeting minutes
—Article XIV, Section 3
Maintain —membership list
Gear Officer Times:

Monday

Amy & Lucas (7-8 pm)

Tuesday

Daniel (7-8 pm)

Wednesday

---------

Thursday

Morgan & Sam (7-8 pm)

Friday

Raini & Jerry (5-7 pm)

Officer Meeting Notes: 1) 03/06/13- http://file:///C:/Users/Pamela/Desktop/Scuba%20Club/officer%2003-06-13.htm
Regular Meeting Notes: 1)

Officer Position: Secretary