the students union committee training 2015-2016 treasurer
TRANSCRIPT
THE STUDENTS UNION COMMITTEE TRAINING
2015-2016TREASURER
LEARNING OBJECTIVES• Who can support you?
• Rewards for your contribution
• Online Resources
• Your Role: Being the Perfect Treasurer
• Fresher’s Fair
• The Students’ Union at UWE Finance
• Duty of Care, Equality, Diversity & Inclusivity
• Democracy
• Off the Wall
• New Building
WHO CAN SUPPORT ME?VP Socs & CommsGem Heywood• Tel: 0117 32 87568• Email: [email protected]
VP Sport & HealthAdam Brittain• Tel: 0117 32 82915• Email: [email protected]
Kirsty Tomlinson [Opportunities Manager]• Tel: 0117 32 83288• Email: [email protected]
Colin Stevens [Sports Coordinator]• Tel: 0117 32 82719 • Email: [email protected]
Liam Emery [Societies Coordinator]• Tel: 0117 32 83291 • Email: [email protected]
WHO CAN SUPPORT ME?
WHO CAN SUPPORT ME?Helena Golunska [Academic Societies Coordinator]• Tel: 0117 32 83288 • Email: [email protected]
Kelly Howard [Sports Participation Coordinator]• Tel: 0117 32 82577• Email: [email protected]
Amy Leyland [Sports & Events Coordinator]• Tel: 0117 32 82577 • Email: [email protected]
WHO CAN SUPPORT ME?
Position Vacant
[Finance Admin Assistant]• Tel: tbc• Email: tbc
SOCITIES EXECUTIVE
SPORTS EXECUTIVE
YOUR ROLE – TREASURER
Administer the societies finances.
Responsible for the production of the societies annual budget request.
Responsible for ensuring participants
have purchased membership.
Be the signatory on all claim forms.
Ensure that an income & expenditure account
for the previous academic year is
presented to the AGM
Be accountable to the VP Societies &
Communications.
Organise affiliation to national governing
bodies.
Organise fundraising or sponsorship for
your group.
Adhere to the The Students’ Union at UWE finance policy
YOUR ROLE - HEAR
Higher Education Academic Record (s.6)
• Hold office for 2 semesters• Attend committee training & 1 development meeting• OR Complete all requisite additional training & 1
development meeting• Ensure Club / Society is represented at all Committees• Submit a handover document
QUALIFICATIONS• If you believe there is training
that your committee or your members would benefit from or that would make it easier to run your club or society, we would like to hear.
• We may be able to offer financial
subsidies to make the training happen
EDGE SCHEME• As part of the Edge Scheme, members of Sports Clubs are
able to repay additional subsidies for training by volunteering their time back to their club or the wider community.
• The Edge Scheme is managed by the Centre for Sport
http://www1.uwe.ac.uk/aboutus/departmentsandservices/professionalservices/centreforsport/edgevolunteering.aspx
This is where you will find your committee admin access: http://www.thestudentsunion.co.uk/
COMMITTEE ADMIN ACCESS
GOOGLE DRIVE• Your Club or Society should already have a Gmail
email address.(This should have been done in March, ready for this year)
• It is this email address ([email protected]) that the SU Google Drive folders are shared with.
• Use Google Drive to:– Upload files– Store information for Handover– Review your submitted documents (constitution,
inventory, risk assessment, etc)
“HOW-TO” SECTION• Almost everything you’ll need to know about
running your club can be found here: http://www.thestudentsunion.co.uk/opportunities/howto/
SAFETY AND DUTY OF CARE• What is duty of care?
– Avoid causing injury to our members by negligent acts or omissions
– Behave as a reasonable person would, but taking in to account your specific skills, knowledge & experience
– Take equal opportunities into account at all times
SAFETY AND DUTY OF CARE• Group Exercise:
– List / brainstorm at least5 examples of The Students' Union At UWE’s duty of care to you
– List / brainstorm atleast 5 examples of how you have / how you will provide a duty of care to your members
EQUALITY AND DIVERSITY
• Think of an example of something that:– Makes you different from other people– An embarrassing secret– A story you wouldn’t want other people to know
EQUALITY AND DIVERSITY
• Can you name the 9 forms of discrimination?
• Race• Age• Sexuality• Pregnancy• Religion
• Sex• Disability• Marriage/ Civil Partnership• Transgender
THE BANTER BARGAIN• We want to make sure everyone has a great time at UWE,
whoever they are.• So that’s why we’re committed to keeping bullying or offensive
language out of our sports teams, societies, networks, union and our university.
• We promise to keep our activities inclusive and fun places to be in or around, and to make sure that UWE is the best place to play sport, engage with groups of student’s, study and socialise.
• Stand with us in booting offensive language out of The Students' Union At UWE: If you see it – challenge it and report it to your student officers.
• Banter should never be bullying, and remember only the individual the banter is directed at can decide it’s level of offensiveness.
• Together we’ll make sure that our university is a safe space for everyone.
Banter Bargai
n in Place
THE BANTER BARGAIN
• It’s in your constitution
• By signing a constitution you agree to uphold the Banter Bargain
Banter Bargai
n in Place
• This may come as a shock, but:– Not all students drink alcohol!
• For this reason, you needto make sure you:– Don’t apply any peer pressure to
drink alcohol– Organise socials that will appeal
to those who don’t drink alcohol– Do not permit drinking in vehicles– Adhere to initiations & alcohol
policy
ALOCOHOL, YOU SAY?!
FINANCE,WHERE DO YOU START?• Find out how much money you have!
– How can you see what’s in your account?• Email: [email protected]
to request a Summary Report• Alternatively, collect in person
from the SU • Get advice from our new Finance Assistant
• Get a firm handover– Find out if you should be expecting
any invoices | claims
Month, Year, Previous Year
This is the balance (+ve / -ve)
These lines detail the different ways income and expenditure are categorised and coded
FINANCE,WHERE DO YOU START?
GENERATING INCOME• There are a number of different ways that money is
generated by Sports Clubs & Societies– Membership Fees– Sports & Society Budget Allocations– Sports & Society Top Up Funds– Fundraising– Donations (NO VAT!)– Sponsorships– Raise & Give (RAG)
BUDGET ALLOCATION• Funds are allocated to make up any deficit indicated by
your Budget Request• Not automatically granted• Funds must be justified• Funds must be spent during
the academic year theyare requested
THE BUDGET REQUEST• Let’s have a look at an example…• In short, this is how it works:
Amount you think you will
raise as income
Amount you think you will
need to spend
‘+’ve = no extra funding
‘-’ve = extra funding considered if justified
=-
The amount you are granted will be decided by the Sport or Society Executive (elected Officers)…not Staff!
THE BUDGET REQUEST• It is your responsibility to
ensure this is completed• What should be included?
– Regular activity– Planned membership fee
income– Anything you want to subsidise– Events– Trips– Training– Sports Specific Costs
DEADLINE:???
TOP-UP FUNDS• What’s involved?
– Similar to the budget request– Less complicated– Three opportunities to apply– Provides additional funding– Separate to the main Budget
Requests– Societies form here– Sports form emailed out DEADLINE:
Emailed to all Committee Members
DONATIONS
• A donation is a gift or contributionwhere nothing is asked for in return
• Donations are VAT exempt(means you get the lot!)
do·na·tion [doh-ney-shuhn] noun1. an act or instance of presenting something as a gift, grant, or contribution. 2. a gift, as to a fund; contribution.
SPONSORSHIP• If you have received money from an individual or
organisation where something is expected in return, then you have received sponsorship
• This includes:– Logos on clothing– Using a venue for socials– Promotion via your web
pages or social media
DON’T GO-IT-ALONE• If you are looking to gain sponsorship or donations, then
the SU is here to help• We are able to draw up contracts• We can check contracts before
you have been given to sign• Never agree to terms that
require ‘X’ numberof members to attend
• See Kirsty Tomlinson
THERE ARE SOME RULES…• No external bank accounts• No ‘petty cash’
• Ultra Vires…sorry, what??We are a charity, so this applies!
VATSports:
Account Balance £ 0
Ticket Purchased £10Income to Account £10Account Balance £10
Invoice Amount £10Account Debited £10Account Balance £10
VAT Reclaimed £ 0Account Balance £ 0
In the event a society is running a break even trip (not making any significant profit), it will be treated as a Sports trip. Only applies to trips.
Societies:
Account Balance £ 0
Ticket Purchased £10Income to Account £ 8Account Balance £10
Invoice Amount £10Account Debited £10Account Balance -£ 2
VAT Reclaimed £ 2Account Balance £ 0
IF YOU DON’T ASK…• The best budgets are the biggest budgets
– The more you include in your budget, the more you are likely to be allocated
• Why won’t anyone take our money?
There are literally thousands of £’s up for grabs every year …but they are very rarely applied for.
Don’t miss your opportunity!
IF YOU DON’T ASK…• There are loads of routes to gaining more funding for
what you do
• Ever heard of the RBS ESSA Grant?– Watch the video
• More funding from UWE:– Better Together Fund Apply here
SPENDING YOUR MONEY
So you have some money and want to spend it…here’s how:• Get your committee to agree on it• Get your relevant VP to authorise it• Then:
1. Place an order via the SU
2. Purchase the goods yourself
ORDER VIA THE SU• We can place an order on your behalf• We can arrange payment by:
– BACS (minimum 1 week’s notice)– Cheque (minimum 1 week’s notice)– Credit Card
• Use SU as delivery address
PURCHASE GOODS YOURSELF
• You order & pay out of your own pocket• Bring us the VAT receipt or invoice• Claim the money back from your Club or Society account• Only for orders less than £200• Can take up to 10 days for
reimbursement
CASH?... NOT LIKELY!• The Students’ Union does not sign
cash out to students fromClub / Society accounts
• Don’t expect to be able to pay in this way
• Find ways to pre-pay• Don’t leave it too late!
CASH
PAYMENT VOUCHERS• Claiming money back from your
account– Rule #1 – Make sure it’s authorised
• Purchases (email Helena)• Fuel Claims (make sure driver is registered)
– Rule #2 – Plan ahead• Include as much as possible in your budget
• Let’s have a look at how to complete a claim form correctly
PAYMENT VOUCHERS• How you get your money
– Transferred to your account– Processed Thursday at 10.30am– Payment reaches your bank
account on or before the following Monday
IS IT VIABLE?
• Financial viability is important– Can you afford it?– Risks:
• Deposits for trips• Buying products before
they are sold• Loss-leading trips / events
• It is your responsibility to ensure your activity is financially viable
COMMUNICATION METHODS• How will you communicate with
your members?
• Have you been a member of a Society before?
• How did that committee communicate with you?
• Was is effective?
GROUP EXERCISE• Now we have some ideas, let’s see how they compare.
Discuss the pros and cons of the following:– Social Media (Facebook / Twitter / etc)– Visual (Photographs / Videos)– Publicity (Papers / Radio)– Phone / Text– Websites– Emails
• Be ready to feedback your discussions to the class at the end of the exercise
PROMOTING ACTIVITIES• Don’t rely on one method of communication• Revisit promotion of events that are being
planned a long way off• Push the committee for more information
…on everything!• Ensure your members know as much as
possible and make 2015/16 as big a year as possible for your activity
FRESHERS’ FAIR“But that’s not until September!!”• It’s never too early to start planning for Freshers’• The fair is your best opportunity to showcase your activity to the biggest audience• Don’t forget to budget!• The sky really is the limit…• The earlier you start planning, the more successful your next year will be
FRESHERS’ FAIR
Your activity’s Freshers’ Fair stall:• Find out what the committee
want to do• Cost it up• Key committee members will be
– Vice-President– Events & Fundraising Officer– Participation & Equality Officer
• Don’t forget to complete the application:– http://www.thestudentsunion.co.uk/opportunities/howto/freshersevents/booking_your_stall/
FRESHERS’ FAIRGroup Exercise (5 mins)
Draw the perfect Freshers’ Fair stall• What should it look like?• Who should be there?• What will Freshers be
attracted by?• How will they remember
your activity?• How will you remember them?
INTRODUCTORY MATERIAL• New members need information• Returning members need updates• What will you provide?• How will you provide it?• Who will create it?• When by?• Need help with designs?
FUNDINGS TRIP AND EVENTS
• Now you know what you want to do and how you plan to get there, you need to work out the cost:– Entry fees?– Vehicle Hire / Transport?– Fuel?– Accommodation?
• It all adds up!
FUNDING TRIPS AND EVENTS
• So you’ve worked out how much it will cost; now you need to know where the money will come from:– Will there be subsidies?– How much will members
need to pay?– How will members pay?– Is it realistic & fair?– Has your Treasurer
approved it?
FIRST AID COURSES• Want to get yourself a first aid
qualification?
• The Students' Union At UWE can help
• We offer first aid courses forjust £8 per person (normally £35)
• Want to find out more:
– http://www.thestudentsunion.co.uk/opportunities/howto/first-aid-courses/
MiDAS COURSES• Want to be able to drive the
Minibus and People Carrier?
• You’ll need to do a MiDAS course(Minibus Driver Awareness Scheme)
• We run these courses in-houseand the total cost is £20
• Want to find out more:
– http://www.thestudentsunion.co.uk/opportunities/howto/midas/
MEETINGS• Any experience of running a meeting?• Group Exercise:
– What roles are required?– What documents are
expected?• Before?• After?
– How should people behave?– Anything to avoid?
• Want to get active? Try a new sport or activity? Off The Wall offers you the chance to engage in sport, leisure and recreational activities in a fun, social and relaxed atmosphere
• No prior experience or knowledge is necessary, and no gym or sports club membership required
• You can take part in all 20 activities (or as many as you choose to) for just £10 for the whole academic year
• ‘Off The Wall’ utilises many of the activities we already offer at The Students' Union At UWE
• If you think your Club or Society could bring something to ‘Off The Wall’, we want to know
• In return for volunteering your time for ‘Off The Wall’ your Club or Society will receive extra money to spend
• Find out more here: http://www.thestudentsunion.co.uk/opportunities/offthewall/
THE NEW BUILDINGNew SU Building
Old SUBuilding
ECC
Walls Court Farmhouse
Bus Stops
Centre forSport
THE NEW BUILDING
CGI of Bar Area CGI of Reception CGI of Cafe
LOWER GROUNDSU Bar 24 Hour Access
StorageSprung Floor Activity Studio
GROUND FLOOR
Cafe
Meeting Room 1
Advice, Jobshop, Lettings
Shop
Reception
FIRST FLOOR
SU Engagement Zone(we can go over there for chat with you)
Opportunities Team(come and see us)
23rd May 2016
SOCIETIES BALL
SPORTS BALL
TIMELINE
Available to download at: http://www.uwesu.org/howto/timeline/
SUMMARY • Who can support you?
• Rewards for your contribution
• Online Resources
• Your Role: Being the Perfect Treasurer
• Fresher’s Fair
• The Students’ Union at UWE Finance
• Duty of Care, Equality, Diversity & Inclusivity
• Democracy
• Off the Wall
• New Building
BUT MOST IMPORTANTLY
ANY QUESTIONS?
THAAAAAT’S PICTURWANG!
• Second person goes behind screen– 10 seconds to draw what they see (no thinking time for this one!)– They take the original and leave their new drawing
• Third person repeats and so on…
• When last person has drawn their interpretation, we compare the final result with what it actually was to find out if it is….PICTUREWANG!
• First person reads the clue– 10 seconds to think of how they could draw it– 10 seconds to draw it– At the end of the 20 seconds, leaves drawing
behind screen and re-joins group
COMMUNICATION EXCERSISE
Runner #1
Runner #2
ViewerDescribes layout of building blocks to
Runner #1
BuilderBuilds a replica of the blocks as seen by the
Viewer
Listens to the description from the Viewer and then relays this information to Runner #2
Listens to the description from Runner #1 and then relays this information to the Builder
ClearPrecise
AttentiveListen
Remember
ClearPrecise
AttentiveListen
Remember
ClearPrecise
AttentiveListen
Follow Instr.
Runner #1 cannot see what the Viewer sees
Runner #2 can’t see what is built Timer
WHAT DID WE LEARN?
Runner #1
Runner #2
Viewer
Builder