Portfolios

The following portfolios will be allocated to individual College Leaders as their specific areas of responsibility. See Appendix 18 for the allocations.

Apparel Co-ordinator (one-off, 2 people)

This involves selecting appropriate College Leaders apparel for the year, usually a T-shirt, polo shirt and jacket. It includes deciding on the colour, design and fabric, and arranging with the suppliers for the apparel to be manufactured according to the specifications, sizes and dates required. Consultation with fellow College Leaders and the Head of College will be necessary before anything is finalised. This is a one-off, short-term job over the preceding summer.

Arts Coordinator

This involves keeping the Art Room stocked with art supplies, and making sure that the Members are respecting the space and leaving it tidy. The Arts Coordinator may also lend a hand with the Exec, making sure that Members are entering the many Art competitions throughout the year, both within the College and the wider community.

College Photographer (3 people)

This involves using the College camera to take photographs and videos of College events as appropriate (for example O-week and other Exec-led activities, Formal and Theme dinners, Inter-college activities etc) and uploading them to an online folder which can be accessed by staff, College Leaders and the Exec. It also involves encouraging fellow College Leaders and the Exec to add photos they take to the same shared folder, so that photos of events throughout the year are filed appropriately for future reference and use.

Birthday Baking Box Coordinator

This role involves making sure that the Birthday Baking Box is well stocked with cake baking ingredients for the floors birthday baking and that after use, it is returned to its rightful place in RA kitchen. It is the Coordinators responsibility to get ingredients from the kitchen for Members, should they run out at, and other College Leaders may refer enquiring Members to you in such instances.

Communication Cup Co-ordinator (one-off)

This role involves organising the Reynolds Communication Cup competition in consultation with Professor John Reynolds and the Head of College. The competition should be held early in the second semester before Members get too busy and well before Valedictory Dinner in October, but promoting the event should begin much earlier. You can rely on the support of your fellow College Leaders to encourage Members on their floor to sign up.

Door System Co-ordinators (3 College Leaders: RA, RB and RC)

The three College Leaders on RA, RB, and RC will be given limited access to the electronic door system on the computer in the Utilities Room should anything need to be changed out of hours for whatever reason. All College Leaders, however, will have access to the key cupboard in the Stationery Room so that keys can be issued and returned.

Duty Roster Coordinator (normally a returning College Leader)

This involves:

Planning the College Leaders Duty Roster at least one month in advance; and
Distributing the Roster to the College Leaders and appropriate College staff (Head of College, Deputy Heads, Business & IT Manager, etc.). A separate guide is available for assistance in creating the Roster in Appendix 8 of the College Leaders Handbook

Expert Breakfast Coordinator

Expert Breakfast involves:

Drawing up an Expert Breakfast roster at the beginning of the year for the entire year such that all 11 College Leaders are allocated at least one Expert Breakfast to arrange during the year (dates can be obtained from the College calendar).
Keeping a list of possible Expert Breakfast speakers, letting the other College Leaders know about these possible speakers, and liaising with the Head of College on potential speakers when necessary.
Keeping a list of finalised Expert Breakfast speakers for the record.
Reminding College Leaders well in advance of the Expert Breakfast they have to organise.
Keeping a central template sign-up sheet and speaker invitation and thank you email.
Communicating fortnightly with the Librarian so that he is kept up to date about who the speaker will be for the week.

The Co-ordinator does NOT need to be present at each Expert Breakfast; that is the job of the College Leader responsible for the Breakfast on a particular day.

Formal Dinner Coordinator

This involves:

Making sure that each College Leaders has invited a Member from their floor to the pre-dinner gathering for Sunday Formal Dinners. This is normally arranged on Slack and should be done the week prior to the Formal Dinner. If there are any missing by this point, it is your job to chase them up.
Making sure that we have a good number of Members (excluding College Leaders) from any floors attending the post-dinner gathering. The sign up sheet is put on the noticeboard by the Head of College two weeks prior to each Formal Dinner. If fewer than 20 Members sign up, then College Leaders should be asked to gather additional sign-ups.

Please note that Members who don’t sign up are still welcome to attend the gathering. However, we want to avoid the situation where we go running around at the last minute, finding sufficient numbers to attend, hence a sign-up list which will guarantee the attendance of at least 33 Members (20 Member sign-ups and 10 College Leaders as one will be on duty). It will also facilitate the prompt start of the post-dinner gathering.

Making sure that each College Leaders has invited a Member from their floor to the pre-dinner gathering for Sunday Formal Dinners. This is normally arranged on Slack and should be done the week prior to the Formal Dinner. If there are any missing by this point, it is your job to chase them up.
Making sure that we have a good number of Members (excluding College Leaders) from any floors attending the post-dinner gathering. The sign up sheet is put on the noticeboard by the Head of College two weeks prior to each Formal Dinner. If fewer than 20 Members sign up, then College Leaders should be asked to gather additional sign-ups.
Please note that Members who don’t sign up are still welcome to attend the gathering. However, we want to avoid the situation where we go running around at the last minute, finding sufficient numbers to attend, hence a sign-up list which will guarantee the attendance of at least 33 Members (20 Member sign-ups and 10 College Leaders as one will be on duty). It will also facilitate the prompt start of the post-dinner gathering.
The set up and pack up of the VCR before and after any Formal Dinner is assigned to a College Leader mini-team. As the Coordinator you do not have to be there with them to do this, but you may have to check that it has been done correctly.

Fire Secundus (the College Leader on RC fulfils this role)

This role is performed in association with the College Fire Warden. If the College Fire Warden is not at the College during an alarm, the Fire Secundus will take over their duties. This College Leader must also ensure that other College Leaders are aware of the fire evacuation procedures.

Gift Co-ordinator

This College Leader:

Ensures that there are sufficient and appropriate gifts available for guests, speakers, etc.
Retrieves the required gift(s) from storage when required and presents these to the guest, or gives them to the appropriate person who will be presenting the gift(s).

Guest Host (the College Leader on RA fulfils this role)

St Margaret's College hosts a number of visitors in the Guestroom and in other College rooms from time to time. If guest(s) arrive when the Conference Manager is unavailable, this College Leader is responsible for welcoming guests into the College when they arrive. You will issue them with their room key and take them to the guestroom, pointing out the Dining Room, informing them of mealtimes and dinner customs (i.e. karakia, seconds), giving them the duty phone number, showing them the laundry, and answering any questions that they may have about their stay in the College.

Other College Leaders will be expected to take on this responsibility if they are on duty and the Guest Host is not available.

Health and Safety Representative

This involves representing the College Members on the Health and Safety Committee, which meets four time per year. If Members have concerns relating to Health and Safety at the College they can share these with you to raise at the meetings.

Minutes Secretary

This involves updating the confidential pastoral notes and taking the minutes at the weekly College Leader meetings then distributing these to the Head of College, Deputy Heads, and College Leaders.

Name Quiz Co-ordinator (one-off)

This involves administering the famous College Leader name quizzes during College Leader Training at the beginning of the year. Before you go on College Leader training, you must talk with the Business & IT Manager who will supply you with photo sheets to learn from, including a randomised sheet without names for the tests. You must also upload the name quiz to Quizlet.

St Margaret’s College has Facebook, Instagram, and TikTok accounts. This role involves making sure the social media pages are kept up to date with the latest events happening in College life, ensuring that posts reflect and celebrate the special culture of St Margaret’s. It includes liaising with staff, College Leaders and the Exec to collect appropriate media to share on a regular basis.

Study Skills Video Co-ordinators (2 people)

This involves taking responsibility for producing the annual Study Skills video. Although this is a team effort (all College Leaders will be involved in one way or another), the Co-ordinators ensure that it happens. This video is important for three reasons:

It reminds Members of St Margaret’s academic focus;
It encourages Members to develop good study skills; and
It shows that College Leaders are students too and approachable (nothing like making a fool of yourself in front of a large audience to do this!).

Team Bonding Facilitators (2)

This involves arranging outings/activities from time to time to ensure that the College Leader team remains a vibrant group, committed to and caring for each other. The aim should be for at least one team-bonding activity each half semester.

Non-portfolio duties required of ALL College Leaders

Attend ALL College functions.
Arrange Expert Breakfasts (rostered, one per College Leader per year).
Do morning, evening, and late duties (rostered in turn for the three types of duties).
Do duty during one of the semester breaks
Weekend duties (rostered, normally once every 11 weeks).
Attend weekly meetings with the Head of College and Deputy Heads.
Attend University sub-warden training sessions as required.
Take College tours for prospective Members or other guests
Complete any other tasks required that help fulfil the vision of the College, which is to provide a leading College experience, where Members excel and flourish now and in the future.