When mentioning the ‘sitting board’, we refer to the group of members chosen by the nomination committee to lead the study association as its board of leadership from September of the next academic year until August of the same period. A board will be referred to as the ‘sitting board’ from the moment that the previous board hands over day-to-day activities related to the association, regardless of the nomination by GMA having taken place or not.

The board holds a final responsibility to its members to act in the best interests of the association and the pursuit of its goals. It also holds the responsibility to the supervisory board to communicate and execute the long-term goals of Study Association GLiTCH as laid down by previous boards to the best of their abilities.

When dealing with any parties external to Study Association GLiTCH (other associations, the Hanze, partners, etc.), any two board members are allowed to act on behalf of the association, unless a member or group of members is specifically granted this power by the board for a case previously discussed in a complete board meeting.

The sitting board shall be composed solely of active students of Communication & Multimedia Design at the Hanze University of Applied Sciences . Any year of the study may participate.

Study Association GLiTCH was started by- and for game design students but welcomes students from all CMD majors to join as members. A membership thus also ensures that these students are eligible to be nominated upon application for board membership.

The chairperson manages day-to-day operations of our association. The right candidate must be ready to build, facilitate and maintain the association’s mission, values and culture, provide inspired leadership to the sitting board, establish a great relationship with the member base and maintain the course for the association’s strategy.

This individual leads general assemblies. Due to the chairperson’s ultimate responsibility, their opinion carries more weight in undecided votes and, with the agreement of the supervisory board, possess the power to overturn decisions they deem hurtful for the association and to restructure problem areas. The chair is the person who any single committee member, associate, or regular member may approach with concerns of any kind relating to the association. 

Chair Responsibilities:

• Provide inspired leadership company wide.
• Provide final rulings about policy and strategy.
• Report to the supervisory board and keep them informed.
• Acts as the primary spokesperson for the study association
• Develop the association’s culture and overall vision.
• Help with recruiting new board members when necessary.
• Create an environment that promotes great performance and positive morale.
• Work with the sitting board to determine values and mission, and plan for short and long term goals.
• Identify and address problems and opportunities for the association.
• Oversee day-to-day operation of the association.
• To pursue and maintain collaboration with external/other organizations
• To represent the study association at relevant external events
• Managing the image of the association to external partners and the general public.

Chair Requirements:

• Ability to track multiple things at once.
• Cares deeply about the association’s mission, goals and vision. 
• Ability to build consensus and relationships among members, partners, and the committees.
• Experience with governance and entrepreneurship.
• Negotiation and conflict management skills.
• Ability to understand new issues quickly and make well-argued decisions.
• Ability to inspire confidence and create trust.
• Ability to work under pressure, plan personal workload effectively and delegate.
• Ability to represent the association

The treasurer leads the company from a financial perspective. They work alongside other board members and take ownership of all company fiscal and regulatory matters. They personally manage the association’s bank accounts, manage membership payments and allocate budgets for activities. They are also in charge of managing external funds and communications therein, like the HG fund.

The treasurer maintains documentation and records proficiently to ensure correctness and promptness of deliverables. They handle and resolve inquiries regarding billing problems and disputes, and keep spreadsheets for reconciliation purposes.

Duties will include managing accounting records, evaluating and managing risk, ensuring compliance with regulations, publishing financial statements, overseeing accounting operations, analyzing financial data, monitoring expenditure, forecasting revenue, coordinating auditing processes, and ensuring accuracy of financial information.

Treasurer Responsibilities:

• Preparing financial reports.
• Analyzing financial data.
• Overseeing and preparing income statements.
• Participating in budgeting processes.
• Managing financial transactions.
• Streamlining accounting functions and operations.
• Developing plans for financial growth.
• Evaluating and managing risk.
• Oversee the association’s fiscal activity, including budgeting, reporting, and auditing.
• Assure legal and regulatory documents are filed and monitor compliance with laws and regulations.
• Identify and address financial risks and opportunities for the association.
• Supervise financial reporting and budgeting team.
• Ensure responsible and sustainable spending. 
• Work well with the rest of the board to develop the strategic plan.
• Ensuring accurate billing of members.
• Handling billing problems and disputes.
• Reporting activities related to pertinent processes.
• Maintaining records and documentation.
• Maintaining confidentiality of information.

Treasurer Requirements:

• An understanding of profit and loss, balance sheet and cash flow management and general finance and budgeting.
• Experience with budget management, some accounting, and cash flow.
• Ability to understand new issues quickly and make wise decisions.
• Ability to inspire confidence and create trust.
• Ability to work under pressure, plan personal workload effectively and delegate.
• Analytical skills
• Knowledge of the Microsoft Office Suite

To ensure success, the secretary should be organized, have strong research skills and must be exceptional communicators with a keen interest in providing reliable and accurate support to the rest of the board while working with confidential information. Top candidates will possess strong problem solving and office coordination skills, and exhibit excellent time management.

Secretary Responsibilities:

• Coordinate arrangements, meetings and/or conferences as assigned.
• Take dictation and write correspondence.
• Compile, proofread and revise drafts of documents and reports.
• Daily record keeping and filing of documents.
• Prepare reports, presentations and correspondence accurately and swiftly.
• Create and organize information, and generate reference tools for easy use.
• Answer and screen telephone calls, and respond to emails, messages and other correspondence.
• Managing the board’s calendar, meeting coordination and travel arrangements.
• Ensure efficient and effective administrative information and assistance.

Secretary Requirements:

• Methodical thinker with detailed research proficiencies.
• Thorough understanding of clerical and secretarial principles.
• Strong knowledge of databases and tracking systems.
• Fantastic organizational skills and detail oriented.
• Ability to work under pressure and meet deadlines.
• Brilliant written and verbal communication skills both in Dutch and in English.
• Experience with Google Docs, Google Suite, Discord, and other organizational software.

The position comes with great responsibility, as the online coordinator you are responsible for all online related activities that the association is involved with. This involves developing marketing and communication strategies, understanding the importance of timing and setting, responding to crises and setbacks, ensuring the association’s visual representation is appropriately maintained, and ensuring that information released is consistent with the strategy at large.

Ideal candidates for this role should be creative and innovative, multimedia savvy, well-organized, and must be excellent writers and communicators. 

Main Responsibilities:

• To maintain clear communication between the Online Committee and the Board
• Manage the online perception of the association
• To manage and grow the online presence of the association
• Have a handle on all online activities of the association
• To manage the online community of GLiTCH (marketing, design, discord and GLiTCH TV)

Online Coordinator Requirements:

• Great English language fluency.
• Proficient verbal and written communications skills
• Self-motivated and ambitions, able to work independently with minimal supervision and take initiative
• Ability to prioritize, manage and complete multiple projects
• Ability to exercise good judgement and diplomacy
• Awareness of and proficiency with communications technologies
• Experience in community engagement
• Clear and concise communication with committee members and the sitting board
• Strong and confident leadership
• Knowledge of Adobe Suite and Microsoft Office)
• Proficient in Google Suite, content management systems, and social media platforms
• Strong attention to detail
• Proven experience creating targeted content is advantageous
• Confident in making tough and assertive decisions regarding conflict resolution
• Knowledge in creating a brand identity

This person handles the creation and management of the committees involved in offline events, communicates with their members, and ensures a smooth cooperation of the offline committees within the association and must approve the actions they take. They are the direct link between the offline committees and the board. 

This role involves developing content and creating experiences for our members, understanding the importance of good communication, responding to crises and setbacks,  overseeing all committees that are involved in organizing events, and maintaining the quality and quantity of these events. Keeping a clear overview of all events is vital.

Ideal candidates for this role should be creative, innovative, communicative, well-organized, and must be an excellent multitasker. 

Main Responsibilities:

• Recruiting committee members. 
• Approving the actions of committees. 
• Solving problems with the functioning of committees. 
• Transfering important information between committees. 
• Aiding committees in creating their strategy. 
• Giving committees access to Study Association GLiTCH’s resource pool. 
• Communicates the recruitment of committees to the member base. 
• Schedules and conducts interviews with committee members. 
• Keeps the board informed with the activities of the committees. 
• To manage the offline community of GLiTCH (Social Events, Education, Intro). 

Offline Coordinator  Requirements:

• Likes to work with people. 
• Strong problem solving attitude. 
• Experience in micromanagement.
• Flexible schedule. 
• Strong and confident leadership.
• Able to keep track of many simultaneous happenings. 
• Strong ability to enforce the rules of the association.
• Confident in making tough and assertive decisions regarding conflict resolution.

As customary in associations with a yearly changing board composition, an entity is tasked with providing an overview and an overarching vision to any sitting board. This group consists of people experienced with the association to help maintain the long-term vision of Study Association GLiTCH.

The primary responsibility for this group is to provide involved guidance to the sitting board. The sitting board and the supervisory board stand side-by-side, but do not directly govern one another. 

The supervisory board has the power to call a meeting within two weeks and has the authority to suspend any activities until this meeting takes place. This meeting has to take place within two weeks from the request with at least half the members of each board participating in person or remotely. This meeting can be called if the supervisory board agrees in a majority vote. If an agreement can’t be reached in the said meeting by the present representatives, the matter is put up for a vote at the next General Members Assembly.

The supervisory board may request to view the association’s finances at any point they wish to do so.

Supervisory Board Composition & Nomination

The supervisory board consists of former students including honorary members, active “Communication & Multimedia Design” or “Creative Media and Game Technologies” teachers and/or regular students under regular memberships forming a group equal in number to the sitting board. The supervisory board should strive to always have at least one teacher in its ranks.

Once per year, the supervisory board is required to assess the validity of each member’s participation in the board. If any member is deemed to not be able to or willing to sufficiently participate or contribute to the yearly requirements, they must give up their position to a suitable replacement.

The new supervisory board members will be chosen through recommendations from the previous supervisory board and sitting board. After this there will be an interview between the candidate, one non-reapplying sitting board member and a supervisory board member. The candidate will be voted in by a majority vote from the members of the sitting board and supervisory board. Any reapplying sitting board member is not allowed to make a recommendation. Previous sitting board members are highly encouraged to apply for the supervisory board at the end of their board year.

End of year retrospective procedure

• In the last week of July, the sitting board will compile a report on all its activities, events and decisions over the past year, making sure to provide at least:
   
  • An Introduction
  • A retrospective on personal experiences for each member
  • A retrospective on the structural achievements and failures of Study Association GLiTCH over the year
  • A description and assessment of each organized event (type)
  • A final budgetary report (by the treasurer) with all income and expenses accounted for
  • All information pertaining to the transferal of the three major roles to the next board
  • A closing statement with advice for the next board
    
    
• The supervisory boardoversight committee will assess this report and provide an independent fact-check of all contents with a focus on the budgetary report and the retrospectives (art. 15-4). To this report, they will append their assessment regarding its objectivity and factual correctness.
• The supervisory boardcommittee passes the document on to the supervisory and sitting boards  for review and archival.

The nomination committee is a group of experienced active members tasked with the selection and assessment of potential nominees for future boards.

Nomination Committee Composition

The nomination committee can be comprised of any collection of three members, including at least the currently serving chairman(woman) or a selected board member and one supervisory board member. The other member of this committee is selected by the other two. 

Nomination Committee Appointment Procedure

The nomination committee is the only exception to the regular method of recruitment for committees as its participating members are selected not just by the sitting board, but also the supervisory board.

• The chairman(woman) picks a member from the sitting board. Either themselves or someone else. 
• The supervisory board picks one of its members for this committee.
• The two picked persons choose a third person to aid them with the function of the nomination committee. This third person can be from the supervisory board, the sitting board or any active GLiTCH member.

All members from any year may express their interest for any committee, regardless of experience or background. In fact: no position in committees may be filled at the start of a semester without it having been advertised to the member base beforehand. However, the sitting board reviews all these applications and decides which are accepted.

The forming of all committees (but the nomination committee) adheres to the following procedure:

• A general committee recruitment message is presented to the member base at least two weeks in advance of the start of any semester. This message will advertise all available spots for members to become ‘active’ in, even if direct applicants are already available to fill those, in order to give all members an equal opportunity of applying.
• The secretary collects applications from different media channels. Before the start of the semester, this collection is presented by the secretary to the board as a whole.
• The head of internal relations schedules interviews with all applicants that are deemed suitable to be a part of a committee. 
• The board agrees on the chairs and the head of internal relations notifies them of their positions and schedules a meeting with them to share the picks for committee members and see if the chairs have any objections. 
• The head of internal relations informs the board of the decisions made, the board approves it and the secretary notifies all applicants of either acceptance, alternate offers or rejection to a committee. Applicants are asked if they agree.
• Once all applicants of a committee have agreed, the committee is instated and its entire composition has a short informal meeting with the entirety of the GLiTCH board. This meeting will be an initiation and the members will be informed of their place and role within the study association. 
• The secretary adds all of the committee members to their appropriate Discord channels. 
• This is documented in the committee document. 

If an applicant refuses their acceptance into a committee on the grounds of changed expectations or whichever other reason, the next viable applicant is offered the position. Similarly, if a committee member decides to give up their position during a semester, a replacement is picked from the applicants at the start of that period if existent.

A board member, as a rule, can not take part in committees. They are welcome to step in and assist when needed but will take no primary responsibilities in the initial assignment of responsibility within them. Active engagement in the low-level operations of a committee by a board member indicates that the board member is either too involved or the committee is dysfunctional on its own and is subject to revaluation and restructuring by the head of internal relations and the chairman. 

The head of internal relations and the chairperson retain their right to restructure committees when necessary after discussion in a board meeting.