President

Roles and Responsibilities of the President

• Attend and lead all UHESA General and Executive meetings.
• All roles and responsibilities as outlined in the UHESA Constitution & Bylaws. It is strongly recommended that you familiarize yourself with these documents, and refer to them regularly during your term. You can also propose Amendments to these documents if needed, but be vigilant that you do not define policies and procedures too narrowly. Some UHESA policies have been carefully designed and intentionally left broad to allow the President the needed flexibility to improvise and make decisions as needed to manage unforeseen circumstances that UHESA may encounter. Work with your Historian to ensure the Bylaws and Constitution are managed and revised sparingly and documentation is kept meticulously.

 

First Quarter To Do List (July – September)

• Schedule 1:1 meetings with each officer to set goals for the coming year, discuss budget needs, and answer questions.
• Determine the frequency of the General and Executive meetings (per UHESA Constitution, Article IV.1). Meet with your Secretary to ensure Zoom meeting invites are sent to the UHESA Board and Delegates of each institution.
• Work with your Secretary and Communications Officer to update the UHESA Roster and update the UHESA Board members listed on the website.
• Prepare the agenda for the first General meeting. Send the agenda to the Secretary a few days before each meeting.
• Schedule regular meetings with the President-Elect and Immediate Past-President as needed.

 

To Do List for the Rest of Your Term

• Contact USHE as needed and maintain good relationships with contacts there.
• Beginning in February after the Legislative session is over, schedule an annual conference planning kick-off meeting with the Executive Board and the Conference Host.
• Create the agenda for the Annual Conference, including inviting guest speakers, as needed.

 

Your Schedule at a Glance: The President Calendar

Monthly	Attend General Meetings
Quarterly	Attend Executive Meetings
Annually	In January, the Utah Legislature is in session. UHESA members should stay informed during the session and watch for bills that may affect staff in higher education. In March, our elections season begins. Please consider nominating someone for open positions with UHESA. In July, we host the UHESA Annual Conference. Please plan to attend.

 

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Immediate Past-President

Roles and Responsibilities of the Past-President

All prior Presidents of UHESA can claim the title of “Past-President”, as they are, in fact, previous leaders of the organization.  We use the title “Immediate Past-President” to distinguish the President from the previous year. The Past-President plays a crucial advisory role in UHESA, providing continuity, institutional knowledge, and mentorship to current leadership. They provide continuity of thought and action as new officers take over day-to-day operations of the organization. Their responsibilities include:

• New Member Engagement: Organize and lead a new member orientation session at the annual conference, ensuring incoming members understand UHESA’s mission, structure, and initiatives.
• Financial Advisory: Collaborate with the Treasurer to review the 5-year budget plan, offering insights and recommendations based on past financial trends.
• Website & Communications: Work with the Webmaster to assess website updates and ensure information remains accurate, relevant, and user-friendly.
• Advisory Role: Serve as a resource to the President and Executive Board, providing institutional knowledge and helping maintain organizational continuity.

 

First Quarter To Do List (July – September)

Your responsibilities as Immediate Past-President officially begin on July 1st following the UHESA elections, and end at the Annual Conference the following year. Use this checklist to ensure a smooth transition:

• Meet with the Outgoing Secretary, Treasurer, and/or Historian (if applicable) to review ongoing projects and strategic priorities. Gather login credentials and access permissions for UHESA digital resources.
• Meet with the UHESA President to discuss objectives for the year and align on budget needs.
• Confirm Participation in the Annual Conference and prepare materials for the New Member Orientation session.
• Schedule a Meeting with the Treasurer to review the 5-year budget plan and discuss key financial considerations.
• Coordinate with the Webmaster to review updates to the UHESA website and digital platforms.

 

To Do List for the Rest of Your Term

• Attend monthly Executive Board and General Meetings to provide insight and guidance.
• Assist in UHESA’s legislative initiatives, supporting advocacy efforts during the Utah Legislative Session.
• Provide mentorship to new officers and committee chairs, ensuring smooth transitions and sustained leadership growth.
• Work with Professional Development officers to implement training, resources, and networking opportunities for members.

 

Your Schedule at a Glance: The Past-President Calendar

Monthly	Attend General Meetings
Quarterly	Attend Executive Meetings
Annually	In January, the Utah Legislature is in session. UHESA members should stay informed during the session and watch for bills that may affect staff in higher education. In March, our elections season begins. Please consider nominating someone for open positions with UHESA. In July, we host the UHESA Annual Conference. Please plan to attend.

 

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President-Elect

 Roles and Responsibilities of the President-Elect

The President-Elect is responsible for learning from and supporting the President. Use your time this year to learn how to serve in this role so you have the best start possible next year. The President-Elect is responsible for organizing and managing elections at the end of the fiscal year for officers that will serve the following term.  

First Quarter To Do List (July – September)

Your responsibilities as President-Elect will begin on July 1^st after the UHESA elections. This checklist will help you get started with your new responsibilities:

• Propose Goals. You should meet with the outgoing secretary and discuss projects in process and goals for the coming year. Ensure you have access (including login information and passwords) to all UHESA electronic communication resources as needed.
• Set Goals. Meet with the UHESA President to finalize your goals for the year and discuss budget needs.

 

To Do List for the Rest of Your Term

• Prepare for election season.

Your Schedule at a Glance - The President-Elect Calendar

Monthly	Attend General Meetings
Quarterly	Attend Executive Meetings
Annually	In August, meet with the President and set goals for the coming year. In January, the Utah Legislature is in session. UHESA members should stay informed during the session and watch for bills that may affect staff in higher education. In March, our elections season begins. Please consider nominating someone for open positions with UHESA. Talk with the UHESA board about upcoming open roles. Solicit involvement from current board members and encourage outreach about open roles with leaders at institutions. Call for nominations for open roles. In May, work with the Communications Officer to prepare the elections ballot. Open the election, tally the votes. In June, announce the results of the election. In July, we host the UHESA Annual Conference. Please plan to attend.

 

Roles and Responsibilities of the Secretary

The Secretary is responsible for working with the President to schedule both general and executive board meetings, taking and distributing minutes for general meetings, and managing/organizing board records.

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First Quarter To Do List (July – September)

Your responsibilities as Secretary will begin on July 1st after the UHESA elections. This list will help you get started with your new responsibilities:

• Propose Goals. You should meet with the outgoing Secretary (if applicable) and discuss projects in process and goals for the coming year. Ensure you have access (including login information and passwords) to all UHESA electronic communication resources as needed.
• Set Goals. Meet with the UHESA President to finalize your goals for the year and discuss budget needs.
• Update the Roster. Work with the Historian and Executive Board as needed to update the UHESA roster. Ensure you have a current list of UHESA delegates from each institution.
• General/Executive Board Meeting Prep. Work with the President to schedule both the General and Executive Meetings for the year. General meetings are held on the third Friday of each month at 10:00 AM, and Executive Board meetings are quarterly.Use the updated delegate roster to send calendar information to all officers and delegates. Use your institutional Zoom account to create and share the meeting information. The President will send you the meeting agendas a few days before each meeting. Forward the agendas to the delegates.
• Familiarize Yourself with the Minutes Template. Be prepared to take minutes at all official meetings. Minutes should include relevant summaries of discussion, important information, and action items.
• Manage Meeting Recordings. Ensure the General Meeting is recorded and forward the recording to the Communications Officer for posting on the UHESA website. Prepare the meeting recording by uploading it to the UHESA YouTube page then share the link with the Communications Chair for publication on the UHESA website. Edit and distribute the minutes to board members, typically, a link is shared through Slack.

 

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To Do List for the Rest of Your Term

• Maintain Board Files. Files, such as agendas and minutes of board meetings, should be maintained on the UHESA Board Google Drive. uhesaboard@gmail.com login credentials can be obtained from the current President or outgoing Secretary. Help ensure the phone number associated with the account has been updated to the current President’s number for login verification. The YouTube account should be accessed through this email. Follow existing naming/organization conventions.
• Help Plan the Annual Conference. Participate in planning at the discretion of the President and be ready to help ensure the conference runs smoothly.
• If you are at the end of your term, be prepared to train the incoming Secretary on their duties.

 

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Your Schedule at a Glance - The Secretary Calendar

Monthly	Attend General Meetings and take minutes.
Quarterly	Attend Executive Meetings
Annually	In January, the Utah Legislature is in session. UHESA members should stay informed during the session and watch for bills that may affect staff in higher education. In March, our elections season begins. Please consider nominating someone for open positions with UHESA. In July, we host the UHESA Annual Conference. Please plan to attend.

   

Roles and Responsibilities of the Treasurer

The Treasurer acts as the banker of UHESA. They collect, hold, and distribute UHESA funds and pay them out according to UHESA policy and as approved by the UHESA President. The Treasurer is required to provide the UHESA Executive Board with an annual financial report, and a financial update at each quarterly Executive Meeting. In the case of an audit, the Treasurer is responsible for providing records and documentation needed for the audit.  

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First Quarter To Do List (July – September)

• Meet with the Executive Board to summarize the budget for the coming fiscal year.
• Present a financial report at the first Executive Board meeting.
• Prepare invoices and send them to each institution’s staff association.
• Ensure all institution dues are paid.

 

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To Do List for the Rest of Your Term

• Present a financial update at each Executive Board meeting.
• Distribute funds as needed and regularly update the President of expenses and when payments are made.
• If you are at the end of your term, be prepared to train the incoming Treasurer on their duties.

 

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Your Schedule at a Glance: The Treasurer Calendar

Monthly	Attend General Meetings
Quarterly	Attend Executive Meetings
Annually	In January, the Utah Legislature is in session. UHESA members should stay informed during the session and watch for bills that may affect staff in higher education. In March, our elections season begins. Please consider nominating someone for open positions with UHESA. In July, we host the UHESA Annual Conference. Please plan to attend.

  

Roles and Responsibilities of the Historian

The Historian preserves the history of UHESA, organizes records, maintains the roster, and documents events to be shared with the Utah higher education staff community.  

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First Quarter To Do List (July – September)

• Propose Goals. You should meet with the outgoing Historian (if applicable) and discuss projects in process and goals for the coming year.
• Set Goals. Meet with the UHESA President to finalize your goals for the year and discuss budget needs.
• Roster. Update the UHESA roster as needed. Email each institution’s association president and request that they verify the information on file for their institution.
• System Access. Ensure you have access to the UHESA Google Drive and any other systems you will need to perform records maintenance.

 

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To Do List for the Rest of Your Term

• Organize the UHESA Google Drive.
• Request records as needed from the outgoing officers, including the Immediate Past-President.
• If you are at the end of your term, be prepared to train the incoming Historian on their duties.

 

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Your Schedule at a Glance: The Historian Calendar

Monthly	Attend General Meetings
Quarterly	Attend Executive Meetings
Annually	In January, the Utah Legislature is in session. UHESA members should stay informed during the session and watch for bills that may affect staff in higher education. In March, our elections season begins. Please consider nominating someone for open positions with UHESA. In July, we host the UHESA Annual Conference. Please plan to attend.

Roles and Responsibilities of the Communications Officer

The Communications Officer is responsible for crafting and sending all official internal and public communications on behalf of UHESA, under the supervision of the President. Communications include website updates, Slack posts, emails, newsletters, social media posts, presentations, event publicity registration, etc. Communications initiates and manages UHESA’s public relations efforts and strives to develop a contact network to facilitate communications with the statewide staff community. The communications team assists the President and President-Elect with the UHESA election process. Each year, Communications works with the representatives from the host institution for the UHESA Annual Conference to ensure members receive timely, consistent, and up-to-date information about the planning, registration, and execution of the conference.  

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Roles and Responsibilities of the Communications Officer-Elect

The Communications Officer-Elect is responsible for learning from and supporting the Communications Officer. Use your time this year to learn how to serve in this role so you have the best start possible next year.

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First Quarter To Do List (July – September)

Your responsibilities as Communications Officer will begin on July 1st after the UHESA elections. This checklist will help you get started with your new responsibilities:

• Propose Goals. You should meet with the outgoing officer and discuss projects in process and goals for the coming year. Ensure you have access (including login information and passwords) to all UHESA electronic communication resources as needed. Include your Communications-Elect officer in discussions as appropriate.
• Set Goals. Meet with the UHESA President to finalize your goals for the year and discuss budget needs.
• System Access. You will need access to several UHESA resources, including the Gmail account for “uhesaboard@gmail.com,” the Slack workspace, UHESA’s active social media accounts (Instagram, YouTube, and LinkedIn), and the UHESA website (uhesa.org). Work with the previous Communications Officer to ensure your access has been set up and you have been trained to use each resource.
  • Gmail: UHESA's Gmail is uhesaboard@gmail.com. If you need the login information, you will need to get it from the current UHESA President, who will hold the admin rights to the account. After you sign in the first time, go into the Google Account settings, click on "Personal Info" and "Email" and update the recovery email to your personal institutional account, your personal account, or something that you will be able to access in case the account is locked out. You should also update the recovery phone number, and consider updating the password and signing the account out of all devices and sessions to ensure past members no longer have access. If you change the password, make sure you send it to the current Executive Board members who need access.
  • Slack: Internal communication with the active UHESA members is currently localized on Slack at https://uhesautahhigh-dai9604.slack.com. The workspace name is “UHESA - Utah Higher Education Staff Association.”
• Website. Review the entire UHESA website and make sure you are familiar with all current content.
  • Update the UHESA website with the new year’s information.
  • The Board Members page should be updated to reflect the new officers and delegates. Work with the President and Secretary to get the new roster. Request new headshots as needed.
  • UHESA only keeps 6 months’ worth of meeting recordings; review the recordings posted on the website and on YouTube and delete recordings older than 6 months.
  • Strategic Goals for a fiscal year will be set during the annual in-person meeting and will need to be updated on the UHESA website on the About page.
  • NOTE: The UHESA website underwent a full update in the Spring of 2024 when custody of the site was transferred to the University of Utah’s Marketing and Communications (UMC) Department, and the site was rebuilt on the WordPress platform. UHESA leadership contracted with UMC to maintain the “back-end” of the site while also providing training and credentialed access to appropriate UHESA officers over time as needed. Please contact UU UMC if you need assistance with the UHESA website. Our contact is umcsupport@utah.edu (contact updated 7/10/2026).
• Security Review. Begin reviewing all UHESA electronic resources and update security and access as needed. Prepare a report of the results of the security review to present to the Executive Board.
• Meetings. Work with the Secretary to ensure all new officers, delegates, and alternates are invited to the General and Executive meetings, as appropriate. Plan to send reminders to all invitees before each meeting.
• Start Preparing Social Media Posts. Work with the UHESA members to create social media posts to send to the President for approval. It is recommended that UHESA post at least once each month on LinkedIn and Instagram. UHESA has a duplicate Instagram account and a Facebook account that are inactive. You can tell which one is active because the old accounts are still using the outdated UHESA logo.

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To Do List for the Rest of Your Term

• Content Security and Maintenance. At least annually, public-facing recordings of UHESA General Meetings will be deleted from the UHESA website and from YouTube. Recordings will not be saved/archived in the UHESA cloud drives. The purpose of meeting recordings is to allow the membership the opportunity to view meetings in case they are unable to attend. Recordings are not intended to be the official record of these meetings as the minutes are taken and retained for historical purposes.

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Your Schedule at a Glance: The Communications Calendar

Monthly	Attend General Meetings
Quarterly	Attend Executive Meetings
Annually	In January, the Utah Legislature is in session. UHESA members should stay informed during the session and watch for bills that may affect staff in higher education. In March, our elections season begins. Please consider nominating someone for open positions with UHESA. In July, we host the UHESA Annual Conference. Please plan to attend.

 

Roles and Responsibilities of the Government Relations Officer

The Government Relations Officer is responsible for building UHESA’s information collection and distribution network related to legislative matters. Building relationships with key officials and subscribing to listserv’s that track legislation is important to ensuring our members are informed about legislation that may affect the higher education staff community.  

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Roles and Responsibilities of the Government Relations Officer-Elect

The Government Relations Officer-Elect is responsible for learning from and supporting the Government Relations Officer. Use your time this year to learn how to serve in this role so you have the best start possible next year.  

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First Quarter To Do List (July – September)

Your responsibilities as Government Relations Officer will begin on July 1st after the UHESA elections. This checklist will help you get started with your new responsibilities:

• Propose Goals. You should meet with the outgoing officer and discuss projects in process and goals for the coming year. Ensure you have access (including login information and passwords) to all UHESA electronic communication resources as needed. Include your Government Relations-Elect officer in discussions as appropriate.
• Set Goals. Meet with the UHESA President to finalize your goals for the year and discuss budget needs.

 

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To Do List for the Rest of Your Term

• Prepare for the January Utah Legislative session. Ensure you are in contact with your network and are part of initiatives and discussions that affect staff wherever possible.
• During the Legislative session, stay informed about bills that may affect staff, and post regularly on Slack to keep UHESA members informed.
• Arrange for a debriefing session during one of UHESA’s General meetings after the Legislative session is over.

 

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Your Schedule at a Glance - The Government Relations Calendar

Monthly	Attend General Meetings
Quarterly	Attend Executive Meetings
Annually	In January, the Utah Legislature is in session. UHESA members should stay informed during the session and watch for bills that may affect staff in higher education. In March, our elections season begins. Please consider nominating someone for open positions with UHESA. In July, we host the UHESA Annual Conference. Please plan to attend.

 

Roles and Responsibilities of the Professional Development Officer

The Professional Development Officer is responsible for developing opportunities for staff, increasing communications between institutions existing professional development programs, and working with the Communications Officer to advertise statewide opportunities.  

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Roles and Responsibilities of the Professional Development Officer-Elect

The Professional Development Officer-Elect is responsible for learning from and supporting the Professional Development Officer. Use your time this year to learn how to serve in this role so you have the best start possible next year.  

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First Quarter To Do List (July – September)

Your responsibilities as Professional Development Officer will begin on July 1st after the UHESA elections. This checklist will help you get started with your new responsibilities:

• Propose Goals. You should meet with the outgoing officer and discuss projects in process and goals for the coming year. Ensure you have access (including login information and passwords) to all UHESA electronic communication resources as needed. Include your Professional Development-Elect officer in discussions as appropriate.
• Set Goals. Meet with the UHESA President to finalize your goals for the year and discuss budget needs.

 

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To Do List for the Rest of Your Term

• Plan on hosting at least one UHESA-sponsored event each semester.
• Work with UHESA members to promote professional development opportunities hosted by institutions.
• Send information about events to the Communications Officer for promotion on various channels.

 

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Your Schedule at a Glance - The Professional Development Calendar

Monthly	Attend General Meetings
Quarterly	Attend Executive Meetings
Annually	In January, the Utah Legislature is in session. UHESA members should stay informed during the session and watch for bills that may affect staff in higher education. In March, our elections season begins. Please consider nominating someone for open positions with UHESA. In July, we host the UHESA Annual Conference. Please plan to attend.