Welcome to…
Societies Training 2015
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Incoming VP Sports and Societies
Strategic
development
Financial
allocation
Political
Leadership
Sport
Development
VP
Sports
& Socs
Co-ordination
of the Sports
& Societies
forums
Support & Club
Development
Representation
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Campaigns
& Events
Team Napier Strategy
Partnerships
TN
Strategy
Promotion
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Club
Support
Team Napier Strategy
ENU
Partnerships
Other HE
institutions
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Bainfield Bar
Team Napier Strategy
Committee
Training/
Handbook
Society
Stripes
Continual Staff
support
Development
Promotion/
Marketing
Development
Opportunities
Staff
Support
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Team Napier Strategy
Soctoberfest
Freshers Fair
Promotion
Social Media
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Marketing &
Promotions
Team Napier Strategy
ENU
Partnerships
Other HE
institutions
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Bainfield Bar
The Vision for the Future
SOCTOBERFEST
Encourage &
Assist the
setting up of
societies
Academic
Societies
Societies
Committee
Development
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Society Stripes
How did we get Here?
Financial
Reviews
Committee
Training &
Handbook
Social
Partnership
Building
Society
Forums
Media
Branding &
Marketing
Society
starter
pack
Leadership
Active
Society
Recognition
from the
University
Team Napier
Pride
Day 1 Timetable
Times
Session
11.00
Introduction and Welcome
11.30
VBase Volunteering and Employability Session
12.30
Lunch + Free time (CV doctor sessions w/ Joyce)
14.00
Developing your society
16.00
ALL – Campcraft competition
17.00
Dinner and free time
18.30
Wall to wall – Guest speaker
19.30
Social Media and socs
Day 2 Timetable
Times
Session
10.00
Fundraising – w/ Ian Stewart
11.00
Student experiences + developing your soc
12.00
Lunch
13.00
Society Stripe Mark – Intro and discussion
14.30
Weekend review and finish
Ice Breaker – A Truth and a Lie
• Introduce yourself to the group
• State your name plus one truth about yourself
and one lie
• Idea is to convince everyone that your lie is
actually a truth, while guessing the truths/lies
of the others
• Vote on each members statements
Vision & Goals
NSA Strategic Plan:
• To have 2000 individual societies’ members by 2017
• To develop a layer of academic societies, linked to and supported by NSA,
but resourced primarily by academic schools
• To develop a “society stripe mark” structure to support improvement
within societies (along the lines of sportsmark).
• Socs into genres.
• Strategic Investment Funding – Engagement Officer
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Session 2
Understanding
And
Your Role
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Learning Outcomes
Day 1
Understand the basics of running your soc
Day 2
Understand how to develop your soc
Pathways
NSA and Socs
• Although societies are constituted under NSA,
and governed by an overall framework of rules,
they have significant autonomy to run their own
affairs and make their own decisions about their
priorities and how they are run.
• NSA staff members are available to provide
advice, guidance and direction to all members if
you need help.
What do you want to Achieve?
• CHALLENGES?
• FEARS?
Activity: Socs SWOT Analysis
Why start a soc?
•
•
•
•
•
•
Develop leadership skills
Increase your employability
Learn how to delegate and cooperate with others
Get access to personalised development training
Learn how to be creative
Learn how to create policy documents, budgets
and how to manage them
• Apply for funding for your societies activities and
event
Sports & Societies Structure
VP Sports & Socs
NSA Trustee
Board
Depute
Manager
NSA General
Manager
Sports
Development
Coordinator
NSA Executive
Sports &
Societies Council
Sports & Socs
Administrator
Student
Engagement
Coordinator
Finance Officer
Sports Executive
Sports forum
Societies
Executive
Societies Forum
Bookings
(Transport &
Rooms)
Volunteering
(Vbase)
Coordinator
DofE
Coordinator
Staff Support
The Council:
The Executive:
• Strategic & Developmental
overview
• Practical and strategic input
• Main Policy making body
• Ratify membership charges
• Establish and enforce financial
controls
• Promotion, campaigns,
fundraising
• Discuss priorities
• Shortlist Award nominees
• Hear disciplinary cases
• Be on SU & SSU committees
• Adjudicate the awards
• Help organise the Ball
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Who can attend?
• All committee members
Elect 4 Sports
Executive
Elect 3 Societies
Executive
Elect 2 members
to sit on Council
Elect 3 members
to sit on Council
What are they for?
• Platform for discussion
• Issues, policy, awards
ball, events… etc.
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IAN STEWART
Sports Administrator and Society Support
i.stewart@napier.ac.uk
• Administrative support to all of our clubs and societies, and Team Napier as a
whole.
• Support the rest of the team behind the scenes in areas such as membership
checks, event support, facility bookings and finance enquiries.
• My role is to administer, coordinate and organise the arrangements for the
BUCS and SSS programme at the university.
Elayne McNally
Reception Services / Transport
nsa@napier.ac.uk
• Provide administrative support to all of our clubs, and Team Napier as a
whole.
• Often at the front desk within the NSA Office and deal with transport
requests, making room bookings and First Aid assistance.
Craig Reid
Graphic Communications
c.reid@napier.ac.uk
• NSA’s graphic designer and am also responsible for the maintenance of
NSA’s website and myNapier content.
• Produce artwork and graphics for all of NSA’s services (including Team
Napier), covering both printed and digital media.
Other key staff
Greig Kelbie
Student Engagement Coordinator
g.kelbie@napier.ac.uk
Helen Wood
Finance Officer
h.wood@napier.ac.uk
Paul Mitchell
Marketing and Communications Officer
p.mitchell@napier.ac.uk
Joyce McAree
VBase Coordinator
p.mitchell@napier.ac.uk
Your Role
Why do Committee’s Exist?
• Enhance student experience
• Student voice and face for societies
• Represent the university and NSA
Joint Responsibilities
Attend training
and meetings
Member
conduct/safety
of members
Communicate
with NSA and
each other
Represent your
members
Follow policies
and
procedures
Look after your
finances
Represent Team
Napier
President
Secretary
• Leads the club and
committee
• NSA main point of
contact
• Chair meetings
• Making key
decisions in
consulatation with
comittee members
• Main administrative
officer
• Link between club
members, club
committee and
externals
• Takes and distributes
minutes
• Deal with
correspondence
• Maintain club records
Treasurer
• Prepare club budget
application and budget
updates
• Laise with Finance officer
and sports admin
regularly
• Follow purchasing
protocol
• Obtain financial
statements from finance
officer
Equipment Officer
• Regularly safety
check and inventory
equipment
• Liaising with
treasurer on
purchasing
Risk Assessment
• Demonstrating a duty of care
• Helps to work out a safe way of conducting your
society’s activities
• The terms used in risk assessments are as follows:
• Hazard – the potential for causing harm and the
likely consequences
• Risk – the likelihood of the hazard actually
causing harm (high or low)
• Control measures – things which control (lower)
the risk
Health & Safety
What we provide:
• Free First Aid bags from NSA
• All members are insured
What committee need to do:
• Bring First Aid bag back for restocking
• Risk Assess any venue (template provided)
• You are all responsible for your members actions
Committee Meetings
Plan the Agenda (know what you want to say)
– Invite contributions from members
Distribute before meeting
Do you know where and when?
Activity after?
AGM
• The AGM of a Society must happen each year.
The date or month should be included in
Society’s constitution. NSA strongly
recommends holding AGM in April/ May to
enable a proper handover to the newly
elected Executive Committee.
Room Bookings
Procedure:
1. Book one week in advance, if possible
2. Collect booking form from NSA office
Transport
Procedure:
1. Book Bus 3 weeks in advance
2. Fill in Booking form with Driver info
3. Ian will check the Accounts to ensure you have the monies
4. Elayne will book the bus with Arnold Clark
5. She will send you a confirmation email
6. Fill out passenger info – VERY IMPORTANT – email back 2 days
before trip
7. Come in and collect a driver pack and check where you have to
pick the bus up and drop off
FAQ’s
Who books the buses?
Elayne!
How do I book?
Fill in a booking form and Elayne will handle
the rest
Who Can Drive the Bus?
Anyone over 21 – with a reasonably clean
license. NOTE: Internationals can only drive a 9
seater!
How do I become a driver?
Take the mini-bus test – book with Elayne
How many drivers can we have?
Have as many as you can! If you are going a
long journey it’s not fair to let one person drive
there and back and play..
What Account does petrol come from?
CLUB ACCOUNT :D
What happens if I don’t fill up?
Arnold Clark charge you and include a fine
What do I do if we have an accident?
Report it to Elayne ASAP!
Development Plan
• A development plan is created based on your
Constitutional aims and objectives but more
can be added. The development plan should
include both long (2-3 years) and short term
(1 year) objectives.
Finance
Every Club has 2 Accounts:
• Allocated Budget – Based on your Budget application
• Club Account – Fundraising, Subs, Sponsorship account where all monies
raised, donated and collected are held
Who manages our Money?
• YOU manage your money we just look after it
• All monies are held within the NSA – illegal to have external bank accounts
• The Finance Officer can give you access to your accounts – email or come in
VP Sports & Socs has to explain and sometimes defend clubs spending to Trustee board and
the University – important that we all look after the money and it’s spent appropriately
Money Management Matters
• You are a custodian of other
peoples money
• You have been granted this
money to do a specific thing
• If you do something else with it
without approval from NSA you
are at risk of misappropriation
What do you do?
•
•
•
•
•
•
Protect yourself and your society
Put controls in place
Record everything
Care with cash
Plan ahead
Get NSA’s help
Put controls in place
• Financial Controls: Documented rules
controlling how funds can be acceded
• Access to funds
• Multiple signoff
• Don’t pay yourself
• Share the accounts with your committee
• Get the accounts checked
Record Everything
• Every transaction through the books
• Maintain accounting records for your bank
account and for all cash held
• Treat income and expenditure separately
• Being open covers yourself against any
accusations of malpractice
Money Management
• All expenditure should be spent to further the
aims of that society
• All societies hold their accounts with NSA
• All income received on behalf of the society
shall be paid into its NSA account
• Payment Requisition Forms
• No loans or credit cards
• Unspent funds transferred back to NSA
Care with cash
•
•
•
•
Cash is very transferrable and difficult to trace
Store it securely, bank as soon as practicable
Get receipts for everything
Have at least two signatures for any
transaction
• Don’t mix business & pleasure – keep your
own personal funds completely separate
Plan Ahead
•
•
•
•
•
Prepare a budget
How much income do you expect?
What do you want to do?
Map out expenditure plans?
Ensure that your committee agrees
Equipment
• It is in the Societies’ interest to ensure that
they maintain and secure equipment they
borrow from NSA and that they report any
problems directly to NSA.
• Complete inventory form with NSA
Club Inventory Form
Promotion
• Freshers’ Fair – make a
great impression to the
incoming freshers.
• Stall requests made to
Ian Stewart
• Membership money
goes straight into your
NSA held membership
account
Fresher's and first impressions
• Club Info Sheet – key contacts – email – social
media
• FAQ
• Social
• Fees
• Sponsor / Link with others?
Events and Activities
Organising events and various activities is a
Society’s way to achieve its aims and improve
members’ engagement. It is also great way to
promote your Society and get other students
involved.
These events/activities can be internal or
external. All activities that a Society undertakes
must be compliant with its aims, constitution
and development plan.
Remember: preparation and planning is a key
to successful event!
How to run a successful society
• Lyndsay Shields – Pop Choir, Big Band
• Fraser Payne – Eurotalk
SOCIAL MEDIA
• FACEBOOK – open / private
• TWITTER – create a hash tag
• INSTAGRAM
• GOOD PRACTICE
• Discussion
• Team Napier Page – content
• Increase Team Napier twitter followers
• Thinking ahead…where next?
End of day 1
Sunday
Reward and Recognition
Earn your stripes!
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Stripe-Mark
• Involve student group leaders to ensure they
are part of the scheme
• Opportunity to shape the project
Earn your stripes!
• Accreditation for your society
• Recognition for your achievements
• Four areas: Development, Inclusion,
Community and Fundraising
Benefits
• For the society:
• Public reward and recognition for your society’s
hard work. Stripes will be available to use on
society promotional materials, social media and
the NSA website.
• Ability to evidence impact and apply for more
funding from NSA.
• Provide opportunities for students to gain
valuable employability and life skills.
• Providing opportunities for socialising and
intercultural exchange.
Benefits
• For the committee:
• Members who work towards this will be able
to articulate this achievement to prospective
employers.
• Members will be able to log their
achievements and track the skills they develop
with our VBase service.
Step 1: Decide on a stripe
• Firstly, your Society needs to decide which
stripe you want to try and achieve.
• If you have the evidence, there is no limit to
the number of stripes you can apply for.
• You have the choice of; Fundraising,
Development, Inclusion and Community.
Step 2: Fulfil Criteria
• To attain an award, you must demonstrate a
minimum of:
• 3 points to achieve Bronze Level
• 5 points to achieve Silver Level
• 7 points to achieve Gold Level
Step 3: Accreditation
• Once the application has been submitted, it
will be reviewed by the Sports and Societies
Council, if approved, you will be informed and
your stripe will appear next to your name on a
Societies board (?) / NSA website. You will
also receive a logo to use on any literature or
marketing that you see fit.
Step 4: Review
• To maintain your stripe, a new application has
to be submitted every year and we would
suggest you take this opportunity to apply for
a higher award.
• If you decide to maintain at the same level,
you can still change criteria and evidence new
initiatives your society has undertaken.
Development
The Development stripe is awarded to societies who have:
Taken active steps to develop themselves and built on successes of previous
years or worked to maintain the high standards of previous years in differing
circumstances. They may have dramatically increased membership,
developed new ideas or different events and activities or made necessary
changes to the operational side of the society.
• Have made meaningful links with at least one community organisation
outside of the University.
• Have been involved with supporting or participating in an event in the
local community.
• As a society, have actively participated with NSA campaigns. For example,
Bloody Students, Excellence awards promotion, etc.
Inclusion
The Inclusion stripe is awarded to societies who have:
Taken positive steps to increase membership and include as many members
as possible. They have made specific efforts to include students that don’t
traditionally engage, without ignoring or neglecting their current membership
or other student groups. These students include but are not limited to
disabled, international, post graduate, parent or carer, mature, satellite,
non‐campus. In regards to clubs/societies who target a specific demographic,
they have worked on expanding their membership and raising awareness of
the issues that affect them to the wider student body.
• Taken steps to help new members or fresher’s settle in to the society.
• Shown evidence of attempting to include minority groups in society
events.
• Made an effort to encourage new members throughout the year.
Community
The Community stripe is awarded to societies who have:
Taken active steps to make a positive impact in the community. This can be
through involvement with activities and events at Napier University, but they
will also have made an impact on the wider community by engaging with
activities, campaigns and events at a local, national or international level.
They may have engaged with community groups and have helped to promote
students are valued members of the community.
• Have made meaningful links with at least one community organisation
outside of Napier.
• Have been involved with an event in the local community.
• Have opened up activities to the wider community on at least one
occasion.
• The society encourages its members to register with VBase and /or get
involved with the Duke of Edinburgh Award.
Fundraising
The Fundraising stripe is awarded to societies who have:
Helped to reduce out of pocket expenses for members through
internal and external fundraising activities. The Treasurer (or another
committee member who takes on this role) is usually responsible for
creating fundraising events for the societies. This individual should
plan and initiate fundraising efforts, as well as, coordinate members’
involvement for their societies. However, this stripe is open to the
whole society to get involved with.
• Have successfully organised a fundraising event to benefit the
society or external charity.
• The society has put in a successful funding application to an
external group, for example, The Big Lotto Fund.
• The society has collaborated with another society or sports club to
raise funds.
Stripe Mark – A Summary
• The Development Stripe: This stripe is awarded to groups who are
committed to improving their society, ensuring that they have a well
organised committee, members who are engaged in a wide range of
activities and that the group looks for new ways to ensure that all
members receive a great experience through developing new ideas or
different events and activities.
• The Inclusion Stripe: This stripe is awarded to groups who are meeting the
diverse needs of students and catering for all. The group has taken positive
steps to increase membership and include as many members as possible,
making special efforts to include students that don’t traditionally engage.
• The Community Stripe: This stripe is awarded to groups who have
engaged and made a positive impact on the community linking in with
external organisations.
• The Fundraising Stripe: This stripe is awarded to groups who have gained
special achievements in fundraising and obtaining funding, not including
grants made by NSA.
Discussion
Categorisation
Societies affiliated to NSA will now fit into categories:
• Social and Cultural: Whisky African Caribbean, Anime,
International, Nordic, Eurotalk, Video Gaming
• Academic: Arts, Biology, Civil Engineering, Developers
• Mind Sport: none in operation
• Diversity*: Christian Union, Islamic, LGBT+
• Outreach*: Duke of Edinburgh / Expedition, Volunteering,
GoMad, Young Trustees
• Performance: Drama, Chamber Choir, Dance, Big Band,
Orchestra, Pop Choir
Funding and Fees
Strategic Budget Allocation
• Societies will be required to bid for a grant
each trimester.
• Funds will be allocated for a specific purpose,
based upon the society’s budget application
Funding Boost
• A general reserve pot will be retained by NSA
to be distributed, where appropriate, as part
of the Society Stripe Mark accreditation
process.
• Increased funding will be based on success
and evidencing impact through the Society
Stripe Mark initiative.
Bandings
• Bandings
• Each category of Society will have three bandings, these represent
the relative expense required to run each society:
• A – Will receive the largest grant from NSA. E.g. Drama, long
running, large society which organises large budget productions.
• B – Will receive a medium grant from NSA. E.g. Video Gaming, long
running society that has equipment costs.
• C – Will receive the smallest grant from NSA. E.g. Civil Engineering,
Academic society which only charges £1 for membership.
• Societies will also be banded on the basis of how long they have
been a sustainable society. I.e. New societies will only receive
limited start-up funding.
Activity: Club Development Plan
• Vision for the future
• Sustainability
• Aims over a specific period of time
• Tool for soc management
• Implemented through an action plan
Where do you want to be?
Vision - The ability to think about or plan the future
Objectives - A specific result that a person or system
aims to achieve within a time frame
Planning
Forming a plan
• How you will get there?
• Who is responsible ?
• Putting plan into action
Specific (specify what the club wants to achieve)
Measurable (is the club able to measure whether it is meeting the objectives or not?)
Achievable (are the objectives achievable and attainable?)
Realistic (can the objectives realistically be achieved by the club with the resources it has?)
Timed (when does the club want to achieve the set objectives?)
Post Residential Tasks
•
•
•
•
•
Complete Continuing Soc Registration pack
Submit committee list to NSA (Greig)
Development plan
Blurb for handbook
Register for freshers’ fair
DofE Exped Society