Guidelines for Club Organization
Advisor
Because Vision Bible Clubs is a religious organization, school employees cannot serve as advisors.
Each club must have an advisor, and it is the responsibility of those students interested in starting a club to find one.
Once an advisor has been selected, he or she must be interviewed and approved by The Vision Corporation. We strongly recommend
that you carefully scrutinize a potential advisor prior to asking them to serve. In determining whether or not a candidate may
serve as your advisor, The Vision Corporation will consider several factors, including the candidate's background, character, and
credentials. The candidate is not required to have a divinity degree, but he or she must demonstrate belief in the fundamentals
of Christianity. He or she must also believe that Jesus Christ is the only avenue into Heaven. The candidate must be of upstanding
moral character, and his or her public and private life must reflect that they are a true Christian. The candidate must also be
willing and able to donate the necessary time to the club's activities. Remember, your advisor will contribute to the direction
of the club, and the purpose of your club is to spread the Gospel of Jesus Christ.
Each club should elect a president, vice-president, secretary, treasurer, reporter, chaplain, and sentinel. The duties of
each office should be as follows:
President
The office of president is very important. You must be capable of planning, organizing, and carrying
out the responsibilities associated with your role as the club's chief executive officer. You are responsible for working closely with
the club's advisor and school administration and for ensuring that other officers are aware of all club activities. You are also
responsible for scheduling the club's events and securing the club's charter. Remember, your club will have the best chance of success
if the tasks and expectations of the members are clearly defined and reasonable.
Vice-President
The vice-president serves as the right-hand to the president. You are responsible for assisting
the president with his/her duties. To do this effectively, you must be in touch with the work and policies of the club. You must work
closely with the president to ensure that all responsibilities are handled in a timely manner and that each project receives its due
attention. If the president is prevented from carrying out the duties of the office, it is your responsibility to step in and carry
out those duties. A well-organized club should have a vice-president who is prepared to lead in the absence of the president.
Secretary
The office of secretary is one of the most demanding in the organization. You must be organized because
you are responsible for maintaining all of the club's records, files, and details that are necessary for the club's operation. You must
maintain club records in an efficient manner and should be able to access records when called upon to do so. Most importantly, you are
responsible for reporting information on your club's meetings, activities, and membership directly to The Vision Corporation. You are the
main link between your club and us. Each new secretary-elect is responsible for obtaining previous club records from the outgoing secretary.
It is beneficial for a secretary-elect to spend time with the outgoing secretary to learn and adapt an effective record-keeping system.
Reporter
The club's reporter is responsible for notifying members and the student body of the club's events, meetings,
and activities. You are also responsible for providing reports on club events and activities to the local media, including newspapers.
Most importantly, you are responsible for preparing a report of all club projects that your club has participated in and sending that
report to The Vision Corporation so that we can highlight the achievements of your club on our website.
Chaplain
The chaplain is responsible for the opening and closing prayer at each organizational meeting, function,
and event. You are also responsible for advising the Vision Corporation of your club's specific prayer requests. Prayers for each meeting
should correspond to the lesson provided for that meeting. You should allow a time of open prayer requests from members at each meeting.
Sentinel
The sentinel is responsible for ensuring that the club's meetings are properly organized and that the meeting
forum is set up and equipped with the appropriate audio-visual equipment, etc. You are also responsible for downloading the monthly
lessons from our website that are to be presented at your club's meeting.
Treasurer
The treasurer controls the club's money as well as its collection and disbursement. You are responsible
for maintaining accurate books that will enable you to give a full financial report whenever requested. The treasurer should strive to
ensure that everything is done properly so there are no doubts or questions about his/her integrity. Many schools do not allow clubs to
maintain independent checking or savings accounts. However, if your school's policy permits your club to have its own account, it is
strongly advised that two (2) signatures be required to write checks. The club's advisor, along with the treasurer, should be the
designated co-signers. Your records must always be open to inspection by the club's officers and advisor.