club & society president training

Club & SocietyPresident Training

Well done on becoming President for the forthcoming year! You will take care of the club/society and ensure it runs as

smoothly as possible, so you have the best year EVER!

As a President you’ll gain new skills as well as learn throughout the year.

The best way to do this is by interacting and integrating with HUU as much as possible.

Introduction

Your Officer TeamPresident: Osaro Otobo huu-president@hull.ac.uk

Sports Officer: Caitlin O’Neill huu-sport@hull.ac.uk

Activities Officer: Jack Craig huu-activities@hull.ac.uk

Welfare & CommunityOfficer: Jennie Watts huu-welfare@hull.ac.uk

Education Officer: Salman Anwar huu-education@hull.ac.uk

Student Voice & Opportunities Team

Sports & Societies Co-ordinator: Vicky Dean v.dean@hull.ac.uk

Student Activities Co-ordinator: Chloe Birr-Pixton chloe.birr-pixton@hull.ac.uk

Volunteering Co-ordinator: Angie Drinkall a.drinkall@hull.ac.uk

Democracy & Governance Co-ordinator: Tania Struetzel t.Struetzel@hull.ac.uk

Research & Campaigns Co-ordinator: Chelsea Baxter c.baxter@hull.ac.uk

Education Co-ordinator: Benedict Greenwood b.greenwood@hull.ac.uk

Student Engagement Co-ordinator: Samantha Page Samantha.page@hull.ac.uk

The Mission of HUU

To enhance the lives of every person studying at the University of Hull1. By bringing you together2. Offering you opportunities to develop3. Representing & empowering you to make change.

Aims & Objectives

AIM: The students will understand what the role of a President is.

OBJECTIVES: You should be able to: - Identify the responsibilities of being a President- Recognise the importance of communication

The Role of a PresidentThe President is a strong leader within the club/society and in charge of the efficient general running of the club/society. They will have experience in the club/society and have a vision of how to move the club/society forward.

Skills required:• Leadership & People Management• Good Organisation• Communication• Good representation of the club/society and be passionate about

the activity• Personable• Time Management• Have an understanding of all the other committee positions

Responsibilities include: • Holding committee meetings (ensuring committee understands

roles).• Communicating with your club.• Attending Athletic Union or Societies Council once a month.• Implementing ideas of your own.• Responsible for Finances (along with the Treasurer).• Making sure all activities and events are safe and all trip and

event packs are filled out and risk assessments are in place in advance.

• Making sure your Club/Society does not bring HUU or the University in to disrepute.

• Being the main point of contact for the Club/Society• Sign the Presidents letter of responsibility.

• Equal Opportunities Policy• Harassment and Bullying Policy• Zero Tolerance Policy• External Speakers Policy• Alcohol & Initiations Policy

These policies can be found at: http://hullstudent.com/about-us/governance/policies

-You’re signing a President’s Letter of responsibility…if anything happens you’ll be the ones that have to give answers. Remember you represent your club/society.

Policies & Procedures

In Your Pack!

v Constitutionv Social Media Policyv Social Events, Alcohol &

Initiations Policyv Risk Assessment

Presidents letter of Responsibility

Ø You have a ‘duty of care’ to all your members.

Ø You are responsible for the actions of your club/society.

Ø You have a responsibility to tell us what you are doing, and if things change.

• There is a General Risk Assessment for each club/society.

• More specific ones are needed for Sports and some other activities, you should find this in your pack, you need to Read it, check it and sign it – if there are any changes to be made speak to Vicky.

• As many committee members as possible to sign it.• This needs to be completed by Friday 6th October.

Risk Assessments

Financesü ALL Society/club money must be paid into your HUU accountü No Society/club can have an external bank accountü No Society/club member or Executive can receive financial

payment or profit as a result of society/club activity ü Societies/clubs CAN make a profitü HUU (and by extension YOU) have a legal liability to ensure

we do not go overspent – If you sign it you are responsibleü Membership fees are paid directly to HUU by the individual

– NOT a committee memberü ALL external (not for yourself) fund raising MUST go through

RAG

The Primary Account is your first and main account. It must hold:

Ø All membership moneyØ All money for society/club activitiesØ Any profit the society/club makesØ Almost all money should be in here

Basically most of your money should be in here

Primary Account

Generally speaking your secondary account should not be used that often - think of it as a fun/social account!

Ø Any money not for use by all the society/clubØ Any funds for socials/balls/dinnersØ Any funds for clothingØ Funds for things that aren’t in your constitution

There should be very little money in here

Secondary Account

We all hate paying for things but there are easy ways…

Ø Invoice – we can pay these directØ Pay by cash (least preferred) – must have receiptsØ BACS

Fill out a claim form at the new area- attach your receipts- make sure you have 2 committee member signatures (if you

are the claimant you cannot be one of the signatories)- Post in the box for authorisation- If it’s a cash claim, collect after 72 hours at the cash office

Paying for things…

Ø Societies/Clubs cannot pay money destined for a charity into their account

Ø If you want to raise money for other charities you can, but you MUST first contact RAG, and all funds must go through them (huu.rag@gmail.com)

Ø They won’t interfere

Ø They will explain the whole process if you are wanting to fundraise

Charity Fundraising

Some good practice guidelines:Ø DO regularly check your balance with the Cash Office

(Monday-Friday, 11:00 – 15:00)

Ø It is suggested that the Treasurer signs ALL cash claim forms along with another committee member (unless they are claiming for themselves)

Ø DO know what you are spending; You can get a print out of your account history and transactions from the Cash Office

Ø DO impose some guidelines on your society/club exec

Ø DON’T ignore HUU rules and procedures

Ø DON’T be afraid to ask; Any of the Student Officers, Exec Members, the Finance office or any other member of staff

SCENARIOSA) You return back after a very successful first semester in managing your

finances. Your treasurer comes to see you with an outstanding invoice of £2000 from the year previous that wasn’t paid. You have £350 in your club/society account – what do you do?

B) You have not seen a committee member of your club/society for 3 weeks. Members have been voicing their frustrations whilst close friends have expressed concern for their wellbeing – what do you do?

C) Unknown to you, other committee members organised a social event. The social event got out of hand and many members felt uncomfortable and have spoken to Staff. You are unclear of the Students Union Alcohol & Initiation policy, but your committee members are urging you to deny the whole thing –what do you do?

Room Bookings & External Speakers

q You can book a meeting room through Reception (huu-reception@hull.ac.uk) – they will provide you with a form to complete

q If you are having an External Speaker to your event, your society/club must fill out an External Speaker Form, which can be found on the website along with the policy for this. This must be approved before you can book any of the meeting rooms.

q If the correct procedures are not followed, you will not be able to claim any refunds from your society/club account for your events

TRIPS & EVENTSv You must fill out a Trip Pack at least one week in advance

of any trip and post it in the box in the Membership Services Area for authorisation and booking of any transport

v If you are going on a trip outside of the UK a Trip Pack must be submitted at least four weeks in advance of the departure date.

v If you do not submit a Trip Pack you will not be able to claim any refunds/expenses from your society/club account for your event.

Communication

Your Committee- Need to be aware of all events in advance and the details must be communicated

clearly.- A good way of ensuring events are communicated is to set up group chat.- If details change and you have past posts on social media with incorrect

information on them, it is good practice to delete these posts so only the correct information remains

- Communicate all information throughout the process to your committee who will do what and when.

- Ensure people know who is taking responsibility for certain jobs and activities- It is good practice to communicate with your committee after they have done

something to thank them.

Communication is key for You, Your Committee and HUU staff

HUU StaffØ The permanent staff at HUU have a wealth of knowledge

and experience and are here to support you.

Ø Staff need to be aware of all events and the details of them.

Ø Communicate with the Sports & Societies Co-ordinator but also include Commercial team / Reception team / Marketing team who can all help and advise.

Questions??

Finally……

You are a volunteer!Extremely important to future employers!