This page tracks recurring organization timing across the executive board. Keep role-specific procedures in the relevant tutorial or responsibility page, and use this page for shared deadlines that affect planning, communication, funding, or event execution.

Annual Planning

Timing	Lead	Task
April or May	President	Hold executive board elections.
June or July	President	Plan the officer transition meeting.
By mid-August	President	Remove outgoing officers from platforms after they have updated documentation and completed transition tasks.
Before the fall semester	President, Vice President, Secretary	Hold an event brainstorming and planning meeting before the GSG fall planning deadline.
August, before the GSG funding application	Treasurer, President	Draft the annual budget and share it with the executive board before submission.
Start of each semester	Executive board	Confirm officer access to Microsoft Teams, Airtable, GitHub, Gmail, UAB email, Engage, and other role-specific systems.

Monthly Cadence

Timing	Lead	Task
Monthly	President or Vice President	Attend GSAC meetings.
Monthly	Treasurer	Share a spending report with the executive board.
Monthly	President	Confirm upcoming event plans, room reservations, funding needs, and promotion timelines with responsible officers.
Monthly	Secretary	Confirm meeting invitations, agendas, and minutes are current.

Event Timeline

Timing	Lead	Task
4 or more weeks before event	Event Manager	Confirm event concept, date, location needs, food plan, and expected budget.
3 weeks before event	Social Media Manager	Begin flyer planning with the Event Manager.
2 or more weeks before event	Event Manager	Order food when needed and confirm vendor, delivery, and payment details with the Treasurer and President.
2 weeks before event	Social Media Manager	Begin promotion across social media and relevant communication channels.
At least 10 days before Hill Student Center events	Event Manager	Submit a catering exemption form if using eligible outside food instead of UAB catering.
At least 8 days before event	Social Media Manager	Submit the Student Involvement flyer printing request if printed flyers are needed.
At least 1 week before event	Event Manager	Register the event on Engage and confirm UAB Student Involvement approval.
Week of event	Secretary, Social Media Manager	Send meeting or event reminders through Outlook, Engage, and social media as appropriate.
After event	Secretary, Event Manager, Social Media Manager, Treasurer	Save attendance, photos, invoices, and other event records in the appropriate shared location.

Role-Specific Schedules

Detailed role workflows belong in the role-specific tutorial pages:

• Social media posting cadence: Guidelines for posting on social media
• Event setup workflow: Event Management
• Treasurer budget workflow: Creating a budget
• Secretary recurring checks: Weekly Checks