Executive Roles and Responsibilities

PURPOSE

This Policy sets the standards that apply to every executive, the responsibilities of each executive office, and how an executive other than the President is warned, removed or suspended.

1. STANDARDS FOR ALL EXECUTIVES

1.1 Every executive shall operate their office, including at a minimum level during examination periods; meet agreed deadlines and deliver work to the standard the office requires; attend Board meetings or send apologies and an update; use club accounts for all club communication (SOP-ADM-10); keep office records in club-controlled locations; hand over properly (SOP-ADM-02); comply with POL-02; and declare conflicts of interest.

1.2 An office is a set of responsibilities, not a title.

2. RESPONSIBILITIES OF EACH OFFICE

2.1 President. The President is responsible for:

(a) chairing meetings and representing Racerbot externally;

(b) contracts and purchase approval under POL-04;

(c) approving Policies and SOPs, the veto, and deciding conflicts between instruments;

(d) appointing and removing executives, and hearing appeals under POL-02 §9;

(e) POL-09, insurance and the AI subscription;

(f) an intake panel seat, or a delegate; and

(g) acting as FAS Space and Facilities Student Team Lead and liaising with the Faculty Sponsor, and conducting safety checks, jointly with the Operations Coordinator and the Tech Team Lead (POL-03 §4.1, §9).

2.2 Internal Affairs Coordinator. The Internal Affairs Coordinator is responsible for:

(a) the membership register and the applicant list;

(b) recording warnings, inactivity changes and performance removals under POL-01;

(c) intake administration under SOP-ADM-03, including the quiz attempt log;

(d) complaints under POL-02 §6 to §7, and confidential records;

(e) agendas, minutes and membership votes under SOP-ADM-05;

(f) the authoritative copies of the instruments; and

(g) Discord roles.

2.3 Operations Coordinator. The Operations Coordinator is responsible for:

(a) custody of the lab, workshop, storage and club property under POL-03;

(b) lab access records, the FAS access list and the lab sign-in log (POL-03 §4);

(c) bookings and permits;

(d) shared safety responsibility, the FAS Space and Facilities duties jointly with the President and the Tech Team Lead (POL-03 §9), the Safety Committee seat, and conducting safety checks;

(e) incident reporting under SOP-ADM-09;

(f) the annual backup;

(g) Discord server settings and the invite (SOP-ADM-10 §4);

(h) provisioning AI access under SOP-ADM-06;

(i) the return of club property; and

(j) technical SOPs, jointly with the Team Leads.

2.4 Finance, Procurement and Sponsorship Lead. The Finance Lead is responsible for the club account and ledger; purchase approval and reimbursement; funding conditions; sponsorship and grants; semester and annual financial reports; and voluntary contributions.

2.5 Marketing and Outreach Coordinator. The Marketing Coordinator is responsible for brand and public materials; SOP-ADM-10, the signature template and the club email list; the sfuracerbot.ca/discord page; social media and website content; recruitment; public events; the accuracy of public claims; media opt-outs; and sponsor visibility.

2.6 Autonomous Team Lead. The Autonomous Team Lead is responsible for the technical direction of software, compute, perception, planning, control and simulation; team standards; assigning work and agreeing deadlines; onboarding, probation and an intake panel seat; inactivity reports and performance removals under POL-01; shared safety responsibility and acting as Test Lead; and documentation.

2.7 Tech Team Lead. The Tech Team Lead is responsible for the technical direction of mechanical, electrical, PCB, actuation and fabrication work; team standards; assigning work and agreeing deadlines; onboarding, probation and an intake panel seat; inactivity reports and performance removals under POL-01; shared safety responsibility, including battery charging clearance, conducting safety checks and the FAS Space and Facilities duties (POL-03 §9); and build records and documentation.

2.8 An executive leading any other recognized subteam carries the duties of a Team Lead for that subteam.

2.9 Duties not assigned by this Policy fall to the President, who shall record any assignment. Executives may share a duty, but accountability remains with the named office. The duties of a vacant office fall to the President.

3. REMOVAL OF AN EXECUTIVE

3.1 The performance grounds for removal are missed deadlines, work below the standard the office requires, or failure to operate the office. The conduct grounds are a breach of POL-02 or of the Constitution, established under POL-02.

3.2 Warnings. No executive shall be removed on a performance ground without a prior warning (Constitution §4.4). The President, or the Board through any executive it names, gives the warning privately, in any form, including in person, verbally, by telephone, by text or direct message, or by email. The warning shall identify the failure, state what must be done, and allow at least seven days to correct it. The person giving it shall record it on the same day with Internal Affairs. A warning remains in effect for sixty days.

3.3 Removal by the President. If the failure is not corrected, or recurs while the warning is in effect, the President may remove the executive by written notice through an official channel, copied to Internal Affairs. On a conduct ground, the President may remove the executive following the finding.

3.4 Reversal request. A removed executive may, within seven days, ask the Board to reverse the removal. The Board shall decide within fourteen days, by a majority of the other executives excluding the President. This request is the executive’s appeal.

3.5 Removal by the Board. The Board may remove an executive by a majority excluding the executive concerned, at a meeting or by recorded electronic vote, with brief written reasons. On a performance ground, a warning under §3.2 shall have been given first. The executive may make a short statement before the vote.

3.6 Protective suspension. A protective suspension under Constitution §4.11 shall be reviewed by the Board within fourteen days, and lapses if not confirmed.

3.7 Internal Affairs shall report any removal to the members within seven days, without reasons.

REVISION HISTORY