Societies Survival Guide

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Welcome..................................................................................................Congratulations on being elected into your new role. We’re sure you’regoing to have an incredible year. With around 190 societies and over 8,000 individual members, the work you do really does make a difference to the student experience.

We’ve put together this guide to help you get started in running your society. It by no means covers everything you need to know, but should give you an idea of what to expect over the next year.

Who?The Students’ Union has a dedicated team of staff and an Elected Officer committed to supporting and developing your group. Make sure you use us! We’re based on the third floor of the Students’ Union. Even if you don’t need help for now, make sure you introduce yourself.

2.

Key Contacts..................................................................................................

VP Societies2014/2015 – Barney Willis VPSocieties@Cardiff.ac.uk 029 2078 1427

Societies Co-ordinatorBecky Gardner Societies@Cardiff.ac.uk 029 2078 1433

Activities ManagerKelly Oakley OakleyK1@Cardiff.ac.uk 029 2078 1432

Heath Hub Co-ordinatorNeil Alexander AlexanderN@Cardiff.ac.uk 029 2068 7657

During term time, we’ll also send a weekly email newsletter with important updates and information.

You can find more key contacts in your online committee resources at: cardiffstudents.com/societyresources

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14 / 2015

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Societies Executive Committee..................................................................................................

This is the primary link between the VP Societies and members of the Guild of Societies. It is the Executive Committee who holds the Officer to account and supports them in their activities.

The committee is made up of 8 Officers elected at the end of the academic year. They are:

Activity & Appreciation

Officer

Course Based Officer

Cultural & International

Officer

Keep an eye out on the website for the contact details of your

Societies Executive Committee!

Student Led Services Officer

Discussion, Campaigns

& Awareness Officer

Performance & Artistic

Officer

Political & Ideological

Officer Heath Based

Officer

Financial Resources•Bank Accounts – Free, secure,

internal bank accounts for all student groups.

•Funding For Key Activities – We invest around £45,000 into

societies directly following budget applications.

•Cash Flow – Societies have access to short term loans where expenditure is due in advance of income.

•Indirect Funding - The majority of services provided for Societies are either free of charge or heavily subsidised.

Promotional Resources•Fayres – Societies will get the

opportunity to promote themselves during events such as Freshers’ Fayres. More information on Page 10.

•Website – Every society has a section on cardiffstudents.com. It includes a webpage, online membership system, communication tools and payment facilities.

•Student Media – CUTV, Xpress Radio, Gair Rhydd and Quench.

•Plasma Screens – Societies can use the plasma screens at Park Place and The Heath.

•Stalls – Societies can book stalls at various locations in the Students’ Union.

•Social Media – Contact your VP Societies to have your events promoted on Facebook and Twitter.

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All of these are completely free of charge! Contact Jess on:McFarlaneJM@Cardiff.ac.uk to get help with promoting your societies and events.

Support & Advice•Staff Support – A team of staff

dedicated to you!•Training Sessions – A selection of

sessions to equip you with the skills you need to run your societies.

•Society Feedback Forums – Regular opportunities for you to provide us with feedback on how things are run.

•Sponsorship help – Advice on how to secure sponsorship for your society

What We Can Offer You!There are lots of things the Students’ Union can offer youto make your time on a committee as enjoyable and successful as possible.

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Opportunities•Cardiff Fringe Festival &

Go Global – Two annual society showcasing events.

•Societies Ball – An evening dedicated to rewarding the work done by societies.

•Freshers & Refreshers – Action- packed weeks for promotion and activity.

•Networking Events – A chance to meet the other amazing committee members from all societies.

•Campaign Weeks – The chance to run cross-campus campaigns supported by the Students’ Union.

Physical Resources•Transport – We have a fleet of cars

and minibuses available for societies to use at a reduced rate.

•Rooms – We have a selection of rooms in the Students’ Union for use free of charge as well as access to University rooms. Use the online room booking system to book them.

(cardiffsu.roombookingsystem.co.uk)•Venues – As well as rooms,

societies can use venues such as CF10 and the Great Hall for events at the minimum cost.

•Storage – We have limited storage available for our student groups.

Security•Insurance – Every registered

society member is automatically covered by Third Party Liability Cover, Personal Accident Cover and Equipment Insurance when taking part in registered activity.

•Registered Address – Societies can use the Students’ Union’s address for delivery of post as well as an address for agreements.

•Safety Net – We will always look to support, assist and advise any groups or students experiencing difficulties.

•Travel assistance – If you’re going abroad, we’re here to give you advice on staying safe.

Millennium Volunteers•You can get your time on a

committee certified by Millennium Volunteers.

•After logging your hours online, you can reach 50, 100 and 200 hour milestones.

•You’ll then get a certificate that will prove what you have achieved.

Contact Kelly on:OakleyK1@Cardiff.ac.uk to find out more about Millennium Volunteers.

As society committee members, you also have a host of responsibilities...

Democracy & Transparency

•Constitution – All societies need to have and abide by a constitution. Changes to the constitution have to be passed by members at a General Meeting. Your latest constitution will be held by the SU.

•Committee – Societies must be led by a committee of at least 3, consisting of a President, Secretary and Treasurer. Committee members must have bought membership to the society.

•General Meetings – Every society needs to hold an Annual General Meeting (AGM) towards the end of the academic year. They should also hold Emergency General Meetings (EGM) as and when required.

Committees are also required to attend the Union’s AMM (Annual Members’ Meeting).

•Elections – Committee members must be chosen in a democratic and anonymous election. All members should have the opportunity to run and vote for any position. This should be done through cardiffstudents.com.

Effective Management•Membership – It’s essential that

all active students are members of the Guild of Societies (£4 per year) and the individual society.

•Handover – On top of the training provided by the Students’ Union, it’s the responsibility of committees to provide an effective handover to new committee members.

•Resource & Equipment Management – Societies have finite resources and equipment and it is the responsibility of the committee to ensure these are used appropriately.

Conduct & Behaviour•Behaviour & Discipline – All

society members have to adhere to the University’s Student Code of Behaviour, the Students’ Union Discipline Policy, the Students’ Union Policy book and the law.

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Financial Management•Bank Accounts – Societies

must use the accounts provided by the Students’ Union and not hold money in an external account.

•Income – Societies can accept income by cash, cheque, BACS transfer or via cardiffstudents.com

•Expenditure – All payments must be authorised by the treasurer or President and the Students’ Union. If you wish to reimburse yourself from the society, it must be counter-signed. Money spent should benefit the members in line with the society’s aims and objectives.

•Membership Fees – Fees charged should reflect the benefit to the members. Refunds are at the discretion of the committee.

•Budgets – Applications for funding can be made to the Students’ Union after a society’s first year. Budget spending is bound by certain restrictions and any remaining money will be collected back at the end of the academic year.

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Full financial training will be provided in September. If you have any questions in the meantime, contact Christos on: SUFinance@Cardiff.ac.uk

Safety•Risk Assessments - Societies

should risk assess their activities and take reasonable steps to prevent harm to any participants.

•Trip & Activity Registration – It is essential that we know what you’re up to! Make sure you register events on cardiffstudents.com and provide us with a list of members attend-ing if you’re leaving Cardiff. We’re working on a trip registration facility so watch this space!

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Tiers..................................................................................................

Everything we do is in the best interest of students and this should extend to our student groups. In order to reward and recognise achievements, our societies arecategorised into Bronze, Silver and Gold statuses.

In order to be an affiliated society, groups must achieve the minimum Bronze status.The criteria are:

•Membershipofatleast20members.

•AllactivitywasregisteredwiththeUnionandparticipantswereregisteredsocietymembers.

•Writtenandadheredtoavalidconstitution.

•Attendanceatallcompulsorytraining.

•Allrequesteddocumentssubmittedontime.

•Attendanceatallsocietyforums.

•AllsocietyfundskeptintheStudents’Union’sbankaccount.

•AllcommitteemembersmustbestudentsofCardiffUniversityandpaidmembersoftheir society.

•AllcontractssignedbythesocietyareapprovedbytheUnioninadvance.

•Societybankaccounthadaconstantpositivebalance,unlesspre-agreed.

•Organisedatleastonenon-alcoholicsocialevent.

•Organisedatleastoneeventpertermformembers.

•AdheredtotheStudents’Union’sSocialPolicy.

•Accurateandup-to-dateonlinecontentoncardiffstudents.com.

•TurneduptoallottedstandandadheredtotheguidelinessetatSocieties’Fayre.

•AtleastthreemembersattendedUnionAGM.

•Ranademocraticcommitteeelection,heldanAGMandsubmittedminutes.

•Metaminimumof60%satisfactionintheannualsatisfactionsurvey.

•Metaminimumof60%satisfactionintheannualsatisfactionsurvey.

When?..................................................................................................

•Training – There will be a selection of training sessions in September around Freshers. Keep an eye on your emails for more information.

•Freshers – As part of Freshers Fortnight, there will be a two-day Societies Fayre on 22nd and 23rd of September. See page 10 for advice!

•Forums – Held in the autumn and spring semesters, these are an opportunity to provide us with any feedback on your experience.

•AMM – The Union’s Annual Members Meeting is held in November and gives you the chance to have your say.

•Budget Application Period – Budgets for your regular activity can be applied for in May and December.

•Refreshers – 2015 will start with an action-packed week of activity and plenty of opportunities to promote your society.

•Go Global – Our annual festival of culture and diversity held in March. •Cardiff Fringe Festival – Our annual week of societies showcasing their

talents, held around March.•Elections – The main Students’ Union’s elections will be held in February.

Get involved and have a say in who runs your union.•Societies Council – This is essentially the AGM for the Guild of Societies

held in April. •Societies Ball – An opportunity to celebrate your year and achievements

with a formal dinner in May.•Handover – You should start handing over to your new committee from

around May.

Key Events

9.

Checklist...............................A list of things todo before September…

•Have a committee meeting•Plan your year•Apply for a budget•Populate the website•Update social media•Start using the society’s email

account•Prepare Freshers’ promotional

material•Order committee clothing•Organise your first ‘Welcome

Event’

Freshers’ FayreTop Tips!..............................•Your stall will be around 1m x

2m in size.•Power is available if requested.•There are hundreds of stalls, you

need to stand out!•A table cloth can make a huge

difference to your stand.•Make sure potential members

know about the £4 Guild Fee.•Include details about your

events throughout the year.•Sell the benefits of becoming a

member.•Direct people to the tills to sign

up; don’t just keep a mailing list.•People love freebies! •Don’t just sit there, engage with

the 6,000 students that walk through the doors.

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cardiffstudents.com/societies