THE STUDENTS UNION
COMMITTEE TRAINING
2015-2016
TREASURER
LEARNING OBJECTIVES
• Who can support you?
• Your Role: Being the Perfect Treasurer
• Rewards for your contribution
• Online Resources
• Duty of Care, Equality, Diversity & Inclusivity
• The Students’ Union at UWE Finance
• Fresher’s Fair
• Democracy
• Off the Wall
• New Building
WHO CAN SUPPORT ME?
VP Socs & Comms
Gem Heywood
•
•
Tel: 0117 32 87568
Email: vpsocsandcomms@uwe.ac.uk
VP Sport & Health
Adam Brittain
•
•
Tel: 0117 32 82915
Email: vpsports@uwe.ac.uk
WHO CAN SUPPORT ME?
Kirsty Tomlinson
•
•
Tel: 0117 32 83288
Email: kirsty.tomlinson@uwe.ac.uk
Colin Stevens
•
•
[Sports Coordinator]
Tel: 0117 32 82719
Email: colin2.stevens@uwe.ac.uk
Liam Emery
•
•
[Opportunities Manager]
[Societies Coordinator]
Tel: 0117 32 83291
Email: liam.emery@uwe.ac.uk
WHO CAN SUPPORT ME?
Helena Golunska [Academic Societies
Coordinator]
•
•
Tel: 0117 32 83288
Email: Helena.Golunska@uwe.ac.uk
Kelly Howard [Sports Participation Coordinator]
•
•
Tel: 0117 32 82577
Email: Kelly.Howard@uwe.ac.uk
Amy Leyland [Sports & Events Coordinator]
•
•
Tel: 0117 32 82577
Email: amy.leyland@uwe.ac.uk
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
COMMITTEE ADMIN ACCESS
This is where you will find your
committee admin access:
http://www.thestudentsunion.co.uk/
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
(suopportunities@gmail.com) 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 least
5 examples of The Students'
Union At UWE’s duty of care to
you
– List / brainstorm at
least 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
Bargain
in Place
THE BANTER BARGAIN
• It’s in your constitution
• By signing a constitution you agree
to uphold the Banter Bargain
Banter
Bargain
in Place
ALOCOHOL, YOU SAY?!
• This may come as a shock, but:
– Not all students drink alcohol!
• For this reason, you need
to 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
FINANCE,
WHERE DO YOU START?
• Find out how much money you have!
– How can you see what’s in your account?
• Email: suopportunities@uwe.ac.uk
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
FINANCE,
WHERE DO YOU START?
Month, Year,
Previous Year
This is the balance
(+ve / -ve)
These lines detail the
different ways income
and expenditure are
categorised and
coded
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 they
are 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
do·na·tion [doh-ney-shuhn] noun
1. an act or instance of presenting something as
a gift, grant, or contribution.
2. a gift, as to a fund; contribution.
• A donation is a gift or contribution
where nothing is asked for in return
• Donations are VAT exempt
(means you get the lot!)
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’ number
of 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!
VAT
Sports:
Societies:
Account Balance
£ 0
Account Balance
£ 0
Ticket Purchased
Income to Account
Account Balance
£10
£10
£10
Ticket Purchased
Income to Account
Account Balance
£10
£ 8
£10
Invoice Amount
Account Debited
Account Balance
£10
£10
£10
Invoice Amount
Account Debited
Account Balance
£10
£10
-£ 2
VAT Reclaimed
Account Balance
£ 0
£ 0
VAT Reclaimed
Account Balance
£ 2
£ 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.
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.
2.
Place an order via the SU
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 from
Club / 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’ FAIR
Group 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 for
just £8 per person (normally £35)
• Want to find out more:
– http://www.thestudentsunion.co.uk/opportunities/howto/first-aidcourses/
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-house
and 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 BUILDING
New SU
Building
Walls Court
Farmhouse
Old SU
Building
ECC
Centre for
Sport
Bus
Stops
THE NEW BUILDING
CGI of Bar Area
CGI of Reception
CGI of Cafe
LOWER GROUND
SU
Bar
24 Hour Access
Storage
Sprung Floor
Activity
Studio
GROUND FLOOR
Meeting
Room 1
Cafe
Reception
Advice,
Jobshop,
Lettings
Shop
FIRST FLOOR
Opportunities Team
(come and see us)
SU Engagement Zone
(we can go over there for chat with
you)
SOCIETIES BALL
23rd May 2016
SPORTS BALL
TIMELINE
Available to download at: http://www.uwesu.org/howto/timeline/
SUMMARY
• Who can support you?
• Your Role: Being the Perfect Treasurer
• Rewards for your contribution
• Online Resources
• Duty of Care, Equality, Diversity & Inclusivity
• The Students’ Union at UWE Finance
• Fresher’s Fair
• Democracy
• Off the Wall
• New Building
BUT MOST IMPORTANTLY
ANY QUESTIONS?
THAAAAAT’S PICTURWANG!
•
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
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!
COMMUNICATION EXCERSISE
Viewer
Clear
Precise
Describes layout of
building blocks to
Runner #1
Attentive
Listen
Remember
Runner #1 cannot see
what the Viewer sees
Runner #1
Listens to the description from the Viewer and then
relays this information to Runner #2
Clear
Precise
Runner #2
Listens to the description from Runner #1 and then
relays this information to the Builder
Clear
Precise
Runner #2 can’t see what is built
Attentive
Listen
Follow Instr.
Attentive
Listen
Remember
Builder
Builds a replica of the
blocks as seen by the
Viewer
Timer
WHAT DID WE LEARN?
Viewer
Runner #1
Runner #2
Builder