REPRESENTATION

PRESIDENT - Executive role

 

The PGSA's President holds the following responsibilities:

• Presiding at all meetings of the PGSA: all Special and Annual General Meetings of the PGSA, all Board meetings

• Co-Chair of Postgraduate Student Council 

• Ensuring the committee performs its duties efficiently 

• Regularly reviewing the Board’s performance and identifying and managing the process for renewal of the Board through annual elections

• Determining and formulating the agenda items for Board meetings with the assistance of the two Vice Presidents and the Secretary;

• Ensuring that appropriate policies and procedures are in place for the effective management of the organisation; including reregistration with the University of Auckland and NZ Offices/MBIE

• Leading the Board with the preparation and submission of an annual budget (alongside the Treasurer and Events Head) and submitting said budget to Campus Life for funding approval

• Communicating with Campus Life about effective management of the organisation

• Representing the organisation as its figurehead (the President may from time to time be called upon to represent the PGSA and sometimes be its spokesperson at, for example, events or meetings)

• Delegating assignments and duties to other Board members

• Able to sit on any student association / university committees where requested, and have a relationship with said committees. 

• Manages presidential inbox and google drive

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum Vote.

VICE-PRESIDENT EDUCATION - Executive role

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• The PGSA's EVP holds the following responsibilities:

• Managing PGSA communication with the University of Auckland around academic matters: facilitating communication between the University and the Board, option of sitting on academic committees and reporting back to the board (including Libraries & Learning Services Committee, Human Participants and Ethics Committee, Board of Graduate Studies, Education Committee, Doctoral Development Governance Group)

• Direct liaison to Board of Graduate Studies and School of Graduate Studies

• Having the powers and duties of the President in the absence of the President

• Performing any duties which have been delegated by the President

• May chair committee meetings on request of president

• Help to draft initiatives for student consultation 

• Joint management of presidential inbox 

• Liaison with AUSA Postgraduate Student Officer

• Providing report to President for AGM/SGM meetings

• Attending monthly PGSA Board and Postgraduate Student Council meetings 

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum Vote.

VICE-PRESIDENT STUDENT ENGAGEMENT AND WELLBEING - Executive role

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The PGSA's SEWVP holds the following responsibilities:​

• Managing PGSA communication with the University of Auckland around engagement and wellbeing matters: facilitating communication between the University and the Board, option of sitting on committees and reporting back to the board (including Faculty Working groups, Board of Graduate Studies)

• Direct liaison to Faculty PGSA’s (or equivalent), Campus Life, Student Disabilities Services.

• Manages Events and Communications, student wellbeing and advocacy, can act as president where officially appointed

• May attend faculty PGSA meetings as Central PGSA rep

• Liaison with AUSA Postgraduate Student Officer

• Help to draft initiatives for student consultation 

• Support Welfare Team and collaborate with Rainbow Officer, International Student Officer, Offshore International Student Reps, Māori Student Officer, and Pasifika Student Officer 

• Joint management of presidential inbox 

• Providing report to President for AGM/SGM meetings

• Attending monthly PGSA Board and Postgraduate Student Council meetings 

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum Vote.

WELFARE TEAM - SEWVP Subcommittee role

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The PGSA's Welfare Team Members hold the following responsibilities:​

• Communicate with Central and Faculty PGSA/PG Branches to support students through events and wellbeing/academic initiatives

• Work with Campus Life, SGS, PGSA President, SEVP and AVP to develop wellbeing

• Collaborate with Student Officers for events, consultation, emergency support

• Communicate with University of Auckland Health and Counselling department including making visits to collect information and advertisement promotional materials that can assist with wellbeing

• Actively seek and promote helpful information, workshops and events for postgraduate students (can be ones inclusive of all students as well) with potential events team collaboration 

• Liaise with student Disabilities Services 

• Advocacy for students with disabilities and special requirements

• Advocate/liaison for student support with AUSA Advocacy - assisting PGSA President, SEVP and AVP

• Quorum vote.

 SECRETARY - Executive role

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The PGSA's Secretary  holds the following responsibilities:

• Notifying members of meetings at least five (5) days before a meeting is due, calling for agenda items, taking minutes at meetings, and circulating minutes

• Ensuring a copy of the Constitution is easily accessible at all meetings of the Board and the PGSA Annual General Meeting

• Keeping a register of current members of the PGSA Board

• Forwarding emails and other messages received by the PGSA to the appropriate Board member(s)

• Manages communications within the committee on behalf of President/VP (including call for meetings and agenda confirmation/completion)

• Signs event documentation

• Providing report to President for AGM/SGM meetings

• Attending monthly PGSA Board and Postgraduate Student Council meetings

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum Vote.

TREASURER - Executive role

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The PGSA's Treasurer holds the following responsibilities:​

• Maintaining a budget and to balance the books at the end of the year

• Keeping track of all payments and reimbursements

• Updating financial statements and keeping the necessary organisations informed.

• Carrying out a financial health check

• Attending monthly PGSA Board meeting

• Supporting board with preparing budget requests

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum Vote.

EVENTS OFFICER - Executive role

 

​The PGSA's Events Officer  holds the following responsibilities:

• Assembling and managing the PGSA Events Team and maintaining a list of members of the Events Team. This Team will assist you with organising and running events. Events Team members are not PGSA Board members

• Compiling an events budget proposal for the year 

• Submitting event proposal and completion document to the Board;

• Organising PGSA monthly social events, which includes: activities, food, beverages, venue bookings, advertising for the events and post-event clean up. Volunteers within the committee may also assist.

• Ensuring feedback form is prepared and sent to attendees that registered, obtain emails of students attending events and following up on membership interest + planning future events based on feedback;

• Storage of Event photographs and forms on google drive

• Submitting all event receipts to the Treasurer

• Providing report to President for AGM/SGM meetings

• Attending monthly PGSA Board meeting

• Attend as many events as possible

• Quorum vote.

EVENTS TEAM- Events Subcommittee role

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The PGSA's Events Team Members hold the following responsibilities:

• Attend all relevant event meetings, or participate in relevant group chats, fully prepared with access to relevant material

• Self-nominate and carry out select role within Events Team

• Assist with event planning and commencement

• ​Event Advertising and communications preparation

• Attend as many events as possible

• Reports to: Events Officer.

COMMUNICATIONS OFFICERS (x2) - Executive role

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The PGSA's Communications Officers hold the following responsibilities:

• Organising and performing communications with PGSA members and liaisons

• Maintain PGSA membership

• Manage website, Facebook, Instagram, twitter, and Campus Labs platforms

• Assembling and sending out the PGSA digital newsletter once per month

• Liaise with Events Officer, Vice Presidents’, and President

• Liaise with Faculty PGSA’s (or equivalent) for advertising monthly

• Providing report to President for AGM/SGM meetings

• Attending monthly PGSA Board meeting

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum vote.

INTERNATIONAL STUDENTS OFFICER - Board role

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The PGSA's International Students Officer holds the following responsibilities:

• Communicate and collaborate with PGSA executive and Postgraduate Student Council 

• Report to Student Engagement and Wellbeing Vice-President

• Communicate with AUSA International Student Officer

• Communicate with University of Auckland International Student Office 

• Potential with UoA for offshore engagement (i.e. workshops, events)

• Actively seek and promote helpful information, workshops and events for international students (can be ones inclusive of all students as well)

• Supporting students on a variety of issues that may arise including but not limited to: immigration issues, scholarship questions, health insurance questions and over all wellbeing

• Providing report to President for AGM/SGM meetings

• Attending monthly PGSA Board and Postgraduate Student Council meetings

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum vote.

OFFSHORE INTERNATIONAL REPRESENTATIVES - Board role

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The PGSA's Offshore International  Representatives hold the following responsibilities:

• Liaise with International Student Officer to support students in your country

• Manage WeChat / platform

• Consult with students and/or provide feedback on needs

• Potential with UoA for offshore engagement (i.e. workshops, events)

• Quorum vote.

MĀORI STUDENT OFFICER - Board role

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The PGSA's Māori Student Officer holds the following responsibilities:

• Communicate and collaborate with PGSA executive and Postgraduate Student Council 

• Report to Student Engagement and Wellbeing Vice-President

• Communicate with AUSA MPI Reps

• Communicate with Central and Faculty PGSA/PG Branches to support Māori students through events and wellbeing/academic initiatives

• Work with Campus Life, SGS, PGSA President, SEVP and AVP, Ngā Tauira Māori, and Pro Vice Chancellor Māori to develop wellbeing, social and academic initiatives

• Communicate with University of Auckland International Student Office 

• Actively seek and promote helpful information, workshops and events for international students (can be ones inclusive of all students as well)

• Providing report to President for AGM/SGM meetings

• Attending monthly PGSA Board and Postgraduate Student Council meetings

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum vote.

PASIFIKA STUDENT OFFICER - Board role

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The PGSA's Pasifika Student Officer holds the following responsibilities:

• Communicate and collaborate with PGSA executive and Postgraduate Student Council 

• Report to Student Engagement and Wellbeing Vice-President

• Communicate with AUSA MPI Reps

• Communicate with Central and Faculty PGSA/PG Branches to support Pasifika students through events and wellbeing/academic initiatives

• Work with Campus Life, SGS, PGSA President, SEVP and AVP, Fale Pasifika and Pro Vice Chancellor to develop wellbeing, social and academic initiatives

• Communicate with University of Auckland International Student Office 

• Actively seek and promote helpful information, workshops and events for international students (can be ones inclusive of all students as well)

• Providing report to President for AGM/SGM meetings

• Attending monthly PGSA Board and Postgraduate Student Council meetings

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum vote.

RAINBOW STUDENT OFFICER - Board role

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The PGSA's Rainbow Student Officer holds the following responsibilities:

• Communicate with Central PGSA and Postgraduate Student Council to support Rainbow community students through events and wellbeing/academic initiatives

• Work with Campus Life, SGS, PGSA President, SEVP and AVP to develop wellbeing, social and academic initiatives

• Liaise with Faculty Rainbow Networks and University Rainbow Network as PGSA representative

• Communicate with AUSA Queer Rights Student Officer

• Communicate with University of Auckland Rainbow and Equity Office

• Actively seek and promote helpful information, workshops and events for postgraduate students (can be ones inclusive of all students as well)

• Providing report to President for AGM/SGM meetings

• Attending monthly PGSA Board and Postgraduate Student Council meetings

• Attend at least one event per year (Outside elections, AGM/SGM)

• Quorum vote.

FACULTY REPRESENTATIVE - POSTGRADUATE STUDENT COUNCIL

By faculty appointment only - Please Join Faculty PGSA/equivalent

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The Postgraduate Student Council Representatives hold the following responsibilities:

• Attending monthly Postgraduate Student Council meetings

• Discussing matters that oversee all processes relating to the postgraduate environment in a School or the Faculty, including marketing, registration, enrolment, annual review, research supervisory capacity, scholarships and prizes, appointment of examiners and moderators and other administrative processes. 

• Discussing matters that may provide advice to Schools and recommend strategies for meeting postgraduate education goals and ensuring they align with those of the Faculty and/or University.

• Reporting back to the Faculty board on relevant information including Faculty statistics and considering any new university postgraduate policies and proposals. Event ideas, and further consultation can be expected. The more engaged, the better.