Officer/Advisor Change

Adding an Additional Officer(s)/Advisor(s) to an Existing Charter

When a club wishes to add additional officer(s)/advisor(s) to a Charter without removing any current officer(s)/advisor(s), the club can begin the “Add to Charter” process as outlined below.

The club must notify ASI Club Services.

After the club notifies ASI Club Services, an Add to Charter form will be emailed to the president. The president will need to sign the Charter and also obtain the signature(s) of all the new officer(s)/advisor(s) being added. The only signatures needed are those of the new officer(s)/advisor(s) and the president (the current advisor’s signature is not required). Submit a completed Add to Charter form to ASI Club Services for processing. Once the chartering process is completed, the president will be notified by ASI Club Services by email.

Note: New officer(s)/advisor(s) will not be able to sign any paperwork until the Charter has been approved by the Dean of Students Office.

Note: Clubs have the ability to add as many officers to their Charter as desired. While the Charter states specific officer titles (e.g., President, Vice President, Secretary), this does not mean that those are the only officer positions a club can have on file. To add another officer position with a different title, cross out the officer titles that do not apply and write in the desired officer titles.

Replacing an Officer(s)/Advisor(s) on an Existing Charter

When a club wishes to replace officer(s)/advisor(s) on a Charter, the club can begin the Replace Charter process. This should be done every time a change needs to occur using one of the two options outlined below.

Option 1: New President, Treasurer, and/or Advisor Complete Online Training

The new president, treasurer, and/or advisor complete the online training on the ASI Club Services website (i.e. as described in the Online Training section earlier in this chapter). Once all training requirements are complete, a Replace Charter form will be emailed to the president. Upon receiving the Charter, the president will need to obtain all signatures, including that of the College Dean if the club is affiliated with their college. Submit completed Replace Charter form to ASI Club Services for processing. Once the chartering process is completed, the president will be notified by ASI Club Services by email.

This option must be followed when replacing all three positions (president, treasurer, and advisor). However, this option can be used even in the case of replacing a single position.

Note: New officer(s)/advisor(s) will not be able to sign any paperwork until the Charter has been approved by The Dean of Students Office.

Option 2: New Officer (i.e. president, treasurer, or advisor) Notifies ASI Club Services

This option is used to replace a single officer position without forcing the others to unnecessarily redo their training. First, the new officer or advisor must complete the online training on the ASI Club Services website (i.e., as described in the Online Training section earlier in this chapter). Once the training is complete, the club must contact ASI Club Services to request a Replace Charter form and provide the name(s) and position(s) of the new officer(s)/advisor(s). Once ASI Club Services is notified, a Replace Charter form will be emailed to the president. Upon receiving the Charter, the president will need to obtain the signatures of all officer(s)/advisor(s), including that of College Dean if the club is affiliated with their college and then submit the completed Replace Charter form to ASI Club Services for processing. Once the chartering process is completed, the president will be notified by ASI Club Services by email.

Note: New officer(s)/advisor(s) will not be able to sign any paperwork until the Charter has been approved by the Dean of Students Office. No requests (e.g., Club Payment Request Forms (PRFs), ASI Club Funding, E-Plans) can be processed until the Charter has been approved. Officers on the previous Charter may sign paperwork until either the previous Charter expires or until the new Charter is approved.

Removing an Officer(s)/Advisor(s) from an Existing Charter

When a club wishes to remove, and not replace, officer(s)/advisor(s) from a Charter, the club can begin the Replace Charter process as outlined above.

Note: As all clubs must have a president, treasurer, and advisor, the Replace Charter process cannot be used to remove those positions. Clubs must maintain a minimum of two officers and one advisor on the Charter at all times. ISOs must maintain a president and advisor.

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