General Secretary Duties:

·         Typing and making of Agenda’s and Minutes (I used a common template)

·         Updating of the database (list of cardholders and non-cardholders)

·         Keeping office in order and filing system accessible to all

·         General conduit between the rest of the board and the President and Vice President, make
sure that they are aware of anything that comes up during the week.

·         Email students

·         Responsible for publishing of articles on MIMSA.CZ

·         Responsible for checking the General MIMSA email account

·         Making of MIMSA cards


Since I became general secretary of MIMSA I have imposed a lot of changes to the organisation which
have made things easier to work with for the rest of the board. The first thing  to note is the
MIMSA database- this is possibly the most time consuming thing that you as G.S have to do but, it
is the most important thing- It is imperative that you know off hand if someone is a member or not
(from memory, it saves time) and have a list of the students for the rest of the board- For events
you need to know quickly if they are members or non-card holders- The database works by inputting
manually the names, emails and UCO of the students from the forms you are given. I found that due
to the numerous names of the students, using the IS. Email and names is far more worthwhile than
using the personal emails. The Forms are needed to be kept as they have the signed permission on
that back for the data to be used by MIMSA. They are filed into years in the office. The method I
used for inputting them is that P or paid means they have paid- M is that that card has been made
and a signature means they have been inputted into the System. I used Access for the database and
made up various self updating forms- It is up to you what you would like to use.

That is the main duties of the G.S, next is writing emails. When writing emails one needs to take
into account that you are writing for the MIMSA board and as such, you should check the tone of the
email and that the style is formal. After which you may use the mailing list from the students from
the database- Or you can forward to Helena to email all students (including ones that didn’t give
us their info).

MIMSA.CZ is the overall responsibility of the IT Manager however; I was given permission to publish
relevant articles to save time. Again the tone should be formal and appropriate.

The G.S is the general dog’s body of the board. Most things that take a lot of time and effort now
fall on you. It is very time consuming but, I found in the end was very rewarding. Good luck for
the future and I hope that you find the transition better than I found it. If you have any problems
please contact me.

Stuart Andrew Hopkinson MIMSA Board 2010