JHU SGAThe 114th Session
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Secretary Tasks Instructions 2026 April

Unknown · 113th session · created April 2, 2026 · updated April 23, 2026

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This document is from a previous session and is kept for the record. It may have been amended or replaced since.

SECRETARY TASKS INSTRUCTIONS Last Updated April 2026

BuseKoldasTransitionVideo.mp4

Master Google Drive Management

  1. Access 114th SGA Master Folder 2026-2027 and bookmark it
  2. Use 113th SGA Master Folder 2025-2026 as an example
  3. 114th SGA Links > add any links needed for SGA members here such as Teams invitation link, Group Me, Attendance Sheet, Committee folders etc.
  4. Communicate with Committee chairs, Executive officers, and Director of Communication on how to use the folder

Attendance

  1. Access 114th SGA Master Folder 2026-2027 > Official SGA Attendance Sheet (2026-2027)
  2. Register as an instructor on iclicker and create a class for SGA GBMs. Attendance can be monitored here.
  3. Check 2026-2027 Attendance Guidelines
  4. Roster can be accessed Master folder > Executive Branch > Executive Officers Documents > Secretary > 114th SGA Roster
  5. Update both Attendance Sheet and Roster after every election, appointments, and impeachment. Update attendance sheet semesterly.
  6. Attendance sheet cells are connected through codes be aware of corresponding cells across committees and GBM attendance
  7. Alphabetical + email roster can be obtained on iclicker > Your class > People > Export All
  8. Keep track on senators who would be absent

Minutes

  1. General SGA > General Body Meetings > Minutes
  2. Create a copy of Agenda Items made by the President of the Senate
  3. Minutes must be uploaded before the next GBM
  4. Executive Branch >Minutes for Executive Meeting
  5. Create Executive Meeting Agenda Documents in this folder and share with Executive Board + Advisors before the meeting

Teams Administration

  1. Create Teams group for SGA
  2. Appoint executive officers and advisors as owners of the Team
  3. Make channels for General and each committees
  4. Add/ remove members
  5. Post any announcements/ minutes on the general channel. Use “@General” when posting

Updating Constitution and Bylaws

  1. General SGA> 2026-2027 Senate Meeting Agenda Items
  2. Track all the bills and mark any amendments passed that require constitution and bylaws edits.
  3. Confirm with IA chair on any edits

Hopkins Groups

  1. Send emails to the student body
  2. Hopkins Group > Your group > 114th SGA > Emails
  3. LOGO for email signature

Event Request

  1. Responsible for booking rooms on 25live for GBMs, committee meetings, tablings, and any other events for SGA
  2. SGA cost center will be communicated from the previous secretary

Assistant Secretary Assistant Secretary Task Instructions 2024-2025 Checklist Must

  • [ ] Create Teams Channel
  • [ ] Create Advisors + Officers group on Teams
  • [ ] Update SGA Roster
  • [ ] Type in all the members in SGA Attendance sheet
  • [ ] Create iclicker classroom
  • [ ] Make sure GBM, Executive meeting, committee meeting rooms are reserved on 25live

Checklist Optional

  • [ ] Create SGA Group Me
  • [ ] Coordinate meetings with the Director of Communication on social media, websites, advertisement flyers etc.
  • [ ] Learn every senator, Judiciary officer, Deans’ names and faces it helps you when taking minutes
  • [ ] Create introductory posts. Some images were already collected last semester.