StudentsCouncil

UCLan Students’ Union

Societies’Committee Handbook 15/16

Hey, everyone.

I’m Tom your new Activities and Participation Officer.

I am hugely looking forward to this year and making sure you all have your best year yet!

Last year was pretty epic with the amount of new societies and current societies performing

so well and I want to give you the tools to build on that. We currently have over 100 societies

which are all led by YOU! I have been a committee member for Ultimate Frisbee (don’t

laugh) for a few years and have enjoyed the experience of making the club run successfully

as it did. Hand on heart, I got so much out of being so dedicated to it.

Any role I’ve ever had as a football development officer, HR representative, floor manager or

even any volunteer lead role will always come with its obstacles and it is how you manage to

manoeuvre and overcome these obstacles that will help define and develop you as a leader

and improve your society’s performance throughout the year, thus making life better for your

members. Some of you may have not done this sort of role before, some of you may have

and some of you may be in the role because no-one else fancied stepping up. Regardless

of which category you fall in, this book is here for you. It has been designed to make life a

lot easier for you and to get you to grips with running a society in this unique environment

that is UCLan.

It should act as a resource for you to refer to throughout the year whenever you may

encounter a problem or need to be clear on policy or process. Of course, myself, Lorri and

the Opportunities Centre are always happy and willing to help you in any way possible. I

hope you are relishing the challenge ahead and have some big plans to put yourselves

firmly on the map at UCLan.

I wish you all the luck for this year and don’t remain a stranger! You’ll either find me at my

desk or with a disc in my hand!

Have a ball ☺Tom DalyActivities and Participation Officer 2015/16

Congratulations on being elected as

a committee member for your group!

An Introduction from your Activities and Participation Officer.

Contents

Overview

Funding

Events

Training and Support for you

Recognition

Policies

Democracy Handover

Key Contacts

StudentsCouncilStudents

Council 15

Overview Within this guide you will find information, a couple of rules (we keep these to the necessary ones only, we promise!) as well as hints and tips as to how to run a successful group.

This guide does not replace talking to Tom Daly your elected Activities and Participation Officer, the society staff team of Lorri and Justine or the Opportunities Centre staff team. What it does do though is provide a guide to some of the key elements of running a society.

So do have a read through and ask us any questions Good luck and we hope you have fun running your society!

Membership

All societies are student led and made up of the student body here at UCLan. All society membership is collected on line via www.uclansu.co.uk/societies.

Every society, once affiliated to the Students’ Union is able to generate a society page to promote themselves, gain membership and communicate with members. This society page can be linked to social media pages, contain videos or pictures of your activity etc.

All students have to sign up in this way to achieve membership of a group. This also includes all committee members. Committee members will not be allowed to hold office if they have not signed up online and paid any membership fees. Members who have paid and signed up online will also have a say in the running of the group through electing committee members annually.

Leadership

Society groups are led by current UCLan students. A committee is made up of at least three positions. Chair/President, Secretary and Treasurer.

Some societies choose to have more such these may include Social secretary, health and safety and promotions (Social media) for complete role descriptions please see www.uclansu.co.uk/societies .

All roles are decided by an election each year. You can read more about the rules of the elections in the rules for Societies Elections at http://www.uclansu.co.uk/sport-societies/key-docs .

This Guide will :Set out some easy to follow rules,Help you run a

Successful group!

Funding You may wish to buy equipment for your group or run events that have a cost attached to them. Therefore it’s important to think about how you are going to fund your group. You may want to charge for events, or bid for money from the Students’ Union. Once a society group has been affiliated to the students’ Union they will be automatically be set up with a private account within the Students’ Union. All income and expenditure will be financed through this account. Only if there is money in the society account will expenses be available to be taken out.

Membership Fees Societies can charge a membership fee for the academic year or choose to keep the group free. All money generated through membership goes directly to the societies private account held within the Students’ Union and can be spent on society activity and is a great way to aid the development of the group. All groups should not discriminate against any person wishing to become a member of their group. This includes protected characteristics such as age, disability, gender, reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Society AccountTo take money out of an account all you need is an itemed receipt or quote and fill out an expenditure form, which are available from the Opportunities Centre. This will be signed off by a member of staff who will check you have the money in your account as well as two committee members. You will be able to take this form and attached receipts to the Students’ Union Finance department which are located on the top floor of the Students’ Union building.

Please note: the Students’ Union Finance department are only open from 10 am-2pm every day. You will be able to receive up to £100 in cash however if your expenses are more than this amount a cheque or bacs payment will be made this may take longer. The Students’ Union can also make purchases on your behalf. This will need to be done in advance with quotes or links to pricing. Money will then be taken directly out of the societies account and this is subject to funds being in the account. This funding has an expiry date so make sure you use it.

When a society is affiliated with the Students’ Union this academic year through the affiliations committee the group will receive £50 as a start-up for activity. This money can be used for promotion, a give-it-a-go taster session or to part fund an activity. This is decided by the society and the committee. Be creative and plan the best way to use this money to maximum effect.

Top Tip! Plan ahead when claiming back money for society activity.

A member of staff will check your society account that there is enough money in it before signing off reimbursement of

funds. Whilst we aim to do this quickly for you it may not be authorised at the point of you handing in the form to the

Opportunties Centre.

Sponsorship

Sponsorship is a great way to bring in some money for your group. Think about how your society is different to others and also which organisations and companies a line to your activity. For example the Law society could look for sponsorship from some of the local law firms. Make sure you are clear what you would like from the sponsorship and be realistic with your terms. Contact the Opportunities Centre if you need any help or you have been approached by sponsorship and we can raise an invoice.

The Students’ Union has a small pot of funding which it uses for Societies to enhance and develop their activities. This funding can be accessed through completing a grant form which is available on the SU website. Decisions on grant funding will be made by the societies development committee and can all decisions will be placed on the su website

EventsRunning events is one of the best parts about running a group. Be it a social occasion, an inspirational speaker, workshop, fundraising or something else entirely these events can strengthen your society and ensure they are successful for years to come. You may need some help with running your events and our experienced staff team will be on hand to help you plan and support the event to go smoothly. Remember! even the smallest events need to be well planned and organised and the sooner you start planning the better!

It’s also important to make sure you have enough money in your accounts to cover the cost of the activity. The Union will not pay the difference.

Some useful event ideas could be -

• Campaigns• Day Trips / Nights Out• End of year Balls• Film Screenings• Fundraisers• Inspirational Speakers• Panel discussions• Volunteering • Workshops

Questions to consider when planning an event

• What is the purpose of the event?• When and where is it taking place?• Who can help you make the event happen?• Can I get a grant from the Union towards the cost of the event?• Have I completed all health and safety documents including a risk assessment?• How much will it cost?• How are you going to promote the event?• Is it something members of your group want?

WebsiteYou will have a page set up for your society on the Students’ Union website. Through this page you will be able to set up (through liaising with the Opportunities Centre) any paid events and society membership. We don’t accept cash payments for membership or events so it is vital that all these transactions take place through the website. You can see examples of current groups at http://www.uclansu.co.uk/groups

Staff in the Union

can also offer advice and

Top TipMake sure to delegate and share workload and accountability with the rest of the committee. You all have different skills that will help you make a more successful event if you are all involved.

Guest Speaker Request

All societies wishing to bring a guest speaker to campus must submit details of the proposed speaker at least three weeks in advance of the speaker attending campus.

The Union complies with the University’s Freedom of Speech policy and upholds the right of people to speak on different topics and hold a range of views.

However, we will bar speakers who have a history of inciting hatred and violence towards others through their talks and actions or who it may be demonstrated have strong links to organisations that do so.

Please send the name and information about any quest speakers as soon as possible to suopportunites@uclan.ac.uk ensure that your event can go ahead without a hitch.

Promoting Your Event

Think about how you are going to promote your event. Think about using social media and possibly even ads through Facebook or Twitter.

They are far cheaper than a poster and the consensus in the marketing world at the moment is that they are far more effective.

You may also want to create an article, blog or video for the Union student media platforms

Frequency radio, Pluto (newspaper) or PSTV. Contact the Media officer at SUMedia@uclan.

ac.uk if you want to find out more.

Raising Money For Charity

The Student Union’s charitable status means that by law, affiliated clubs and societies (which are part of the Student’s Union) cannot fundraise for anyone other than themselves or the Student’s Union.

An affiliated club or society cannot fundraise or aim to fundraise for another charity. It would be like donating to Oxfam, and then Oxfam giving it to the RSPB. This does not mean that you can’t raise money for charity.

Charity Fundraising can be achieved through RAG (Raising and Giving)

Biggest learning curve and most effective work placement

I could have ever been on

There are a few fundamental points to note...

• Any money which is raised for another charity needs to clearly display which charity the money will go to.

• Be clear if all proceeds are going to the charity or just the profits (after taking out any expenses)

• Any money raised needs to be placed into the RAG account held in the SU instead of any private accounts.

• Raise money in a lawful way, there is some rules around running a lottery for example.

• Be creative and innovative in raising money.

• Make sure you promote and shout about the great work you have done.

• If you are unsure please speak to someone in the Opportunities Centre.

If you are still unsure please put your request in writing to LMillar1@uclan.ac.uk

Risk Assessments

All events and activities no matter how big or small need to have a risk assessment. This is to help with managing the risk to your group.

Risk assessments should be submitted to SuOpportunities@uclan.ac.uk at least two weeks before the event, so the risk assessment can be sent to our Health and Safety officer.

Only once this has been signed off can your activity go ahead. Training for risk assessments and health and safety are provided through the Students’ Union.

If you are unsure about the risks your activity may generate please arrange a meeting to speak to a member of staff.

Top Tip: It’s better to ask first than ask later after the event. Risk assessments are a very necessary part of running activity and staff will be happy to support you in explaining how to fill these out.

Room bookings and Guest Speakers/Attendees

We can support you in booking rooms and spaces across the campus for your activity.

Remember! If you are inviting anyone from off the campus either to speak or attend you must get permission to do so from the Students’ Union.

We can help you book space both within the Students’ Union and the University including the Mitchell and Kenyon Cinema.

To book a room or the mall area which is outside the Opportunities Centre please fill out the ‘Room Bookings form’ or Mall Booking request form’ which can be found at http://www.uclansu.co.uk/sport-societies/key-docs This should be booked by a committee member and sent to the Opportunities Centre team at suopportunties@uclan.ac.uk

Top TipIt’s better to ask first than ask later after the event. Risk assessments are a very necessary part of running activity and staff will be happy to support you in explaining how to fill these out.

Please provide as much information as possible as well as three university

options as rooms are not always available when requested. We will do our best to accommodate a room for your activity.

TopTip

Showing a film or productions

Every year groups put on some fantastic shows and show films. It’s important to remember that these typically require a performance licence. This will usually have a small cost which will need to be taken out of your society accounts.

Confirmation of licences will depend on how quickly the relevant licensee comes back to the Students’ Union so the more notice you can give us of the event the more chance we have of getting the licence for you.

Your licence request should be emailed to suopportunites@uclan.ac.uk. Failure to have a licence could lead to prosecution.

Training and SupportTo support you with your group there is a designated elected officer the Activities and Participa-tion officer who leads the Students’ Union on all matters relating to societies.

Their role is to ensure there are opportunities to set up, run and participate in societies. This role is elected each year usually in March/April time for the next academic year and is a full time paid role.

The Activities and Participation Officer is based on the first floor of the Students’ Union building.

The Activities and Participation Officer is supported by staff members who can advise and support on issues relating to your society such as elections, events, and funding.

If you would like to speak to any of the staff team please go to the Opportunities Centre.

Training is also ran throughout the year for committees as well as sessions forming part of the Union wide Stand Up Stand Out programme which develops skills such as fundraising and leadership.

We also run MIDAS training that allows you to use Union vehicles for society related activity.

If you would like to find out more about this please contact the Opportunities Centre.

RecognitionThe Students’ Union runs the Livesey Award that is a free certificate accredited by UCLan Stu-dents’ Union and Blue Edge Training who are an Institute of Leadership & Management (ILM) Centre.

The award supports you in reflecting on the skills you have got from being a volunteer and you are presented with the award at the annual Union Awards ceremony.

More information can be found at http://www.uclansu.co.uk/livesey

We also run the Union Awards each year in May which has several categories celebrating both societies and the incredible individuals that run them.

We also run MIDAS training that allows you to use Union vehicles for society related activity.

If you would like to find out more about this please contact the Opportunities Centre.

DemocracyAs someone who has been elected to run a society you may already be aware of the democratic elements of societies.

Elected roles

There are a number of positions that are elected within the Students’ Union for Societies.

An individual society committee – A Chairperson, Secretary and Treasurer are elected each year in March/April for the following academic year. Only current members eligible under the Socie-ties Elections rules will be eligible to stand or vote. Rules on the conduct of these elections can be found at http://www.uclansu.co.uk/sport-societies/key-docs

Societies Development Committee- Led by the Activities and Participation Officer, another SAC member and six Society committee members. The purpose of this committee is to affiliate socie-ties and consider funding requests for groups. Elections take place in September/October time for these roles.

Activities and Participation Officer – A full time elected and paid position where you are the elected lead representative for societies and sport clubs. This role is elected as part of the annual Union elections in March/April each year for the following academic year.

Top Tip: If you are interested in running for one of these roles please do speak to a member of Union staff to find out more about the role or email suelections@uclan.ac.uk

Sports and Society Forum

The Forum meets three times a year and discusses matters relating to societies, sport clubs, recreational sport and fundraising. All members of the Societies Development Committee sit on the forum. You are welcome to attend the meetings regardless of whether you are a committee member or not.

HandoverAfter your successful year (or years if you choose to re-stand succesfully) it’s important to think about handing over important information about your society to the new committee so they can carry on your great work.

A Handover May Include;

• A handover meeting between the outgoing and incoming committees• Individual meetings between the outgoing and incoming officers for each role• Shadowing of current committee members• A written handover document• A social to thank outgoing and incoming members

Top Tip! Without a good handover the new committee will not know how things work and may lack the confidence to lead the society. We all like to have the information necessary to do a role properly.

Typically in elected roles we all get remembered for the last thing we do so it’s positive to go out on a high by supporting the new

committee properly.

What information to include in your Handover;

• A report of your year in the role• A briefing of any on-going issues• Information on history of the group • Passwords for email and social media accounts• Records of any sponsorship agreements• Useful contact lists• Inventory of any equipment your group has

Top Tip!

Put yourself in your successors shoes. What would you want to know ?

Key ContactsThe Students’ Union is here to support student led societies.

Tom Daly is your Activities and Participation officer and is the dedicated representative for the academic year.

Throughout the year the staff in the Opportunities centre will be able to answer your questions.

Good luck for the year ahead and please do contact any of us if you have any questions.

Tom Daly – Activities and Participation Officer SAPOfficer@uclan.ac.uk

Lorri Millar – Union Development Co-Ordinator LMillar1@uclan.ac.uk

Justine Unsworth- Societies and Events Activator junsworth4@uclan.ac.uk’

Opportunities Centre – SUOpportunities@uclan.ac.uk

PoliciesAs a Society Committee member there is a code of conduct which groups are expected to follow. This Code of Conduct aims to establish and maintain standards towards providing a high quality service to all our members. It addresses the fundamental values that are expected from all people involved in the Society and should be adhered at all times. This Code of Conduct sets out the Students’ Union’s expectations of student groups towards their member

Expectations of your student group

As a student group, we agree to abide by all the terms and conditions of the Students’ Union’s policies and procedures and its Constitution. We also agree to abide by the following Code of Conduct:

• We shall be open to ALL members of UCLan Student’s Union to join;

• We shall not subject any of our members to any form of ‘initiation ceremony’ which involves the consumption of alcohol or drugs, nudity, degrading, violent or bullying behaviour.

• We will ensure that all our group’ s activities are accessible to as diverse a range of members as possible, where appropriate, and that consideration shall be given when planning activities to ensure that all our members can be involved;

• We will uphold a Duty of Care regarding the treatment of all our group members throughout all our activities and social events;

• We shall operate legally and according to safe working practices including those of any National Governing Body (where such a body exists) and the Health & Safety Executive and ensure our members are made fully aware of any risks associated with our activities;

• We, the committee members, will demonstrate a high standard of behaviour & responsibility towards our roles and will uphold the good reputation of the Students’ Union whilst acting in our capacity as volunteers;

• We will abide by all the SU’s financial & administrative processes & understand that failure to do so may result in sanctions for our group.

• We understand that we do not exist as a legal entity ourselves and that any contracts, sponsorship agreements or orders entered into without the authorisation of the SU are invalid and that we ourselves are liable for any losses incurred as a result of our not following the correct financial procedures of the SU.

• We shall be student-led and not be run by an academic department of UCLan although we may maintain a close working relationship with a department.

• We will provide updates of our Activity to the Opportunities Centre and will update them about any changes to our contact details when they arise.

• We will uphold and promote the mission, ethos and values of the Students’ Union for all our group members and we will reflect these in everything we do;

• We will treat all our group members, fellow students, and the staff in the Students’ Union with respect and consideration.

• We will ensure that the finances of our group will only be used to benefit all our group’s members and that no individual member shall receive any financial gain from our group’s activities;

• We will not disclose any information about our group’s members to any third parties.

• We understand that should individuals from our group wish to organise any trips or tours abroad that they do so as individuals and not as members of a Union-affiliated group. We understand that UCLan & the Students’ Union accept no liability for any excursions out side of the British Isles & will communicate this to our members.

• We will send TWO representatives from the group to all Societies’ Forum meetings and committee members will attend all mandatory training courses and group 1-2-1s.

• We understand that we must submit a general Risk Assessment with our Affiliation Form to be eligible to affiliate for the new academic year.

• We understand that we must submit a Risk Assessment form for each different activity we host during the year. And that on the spot checks will be carried out periodically through out the year.

• We understand that Alumni members cannot be part of our committee or have a direct role in the decision making process of a society. However, they can be society members and participate in activities provided they purchase Alumni Membership from the SU.

• We understand that all societies must comply with the Union & University’s Freedom of Speech policy and inform the SU within the specified time-frame of the names of guest speakers. We realise that failure to comply may result in de-affiliation of our society.

• We understand that all we cannot use the University’s name or logo independently of the set university logo design i.e. using the roses in a different design or the words UCLAN separate to the image. However, we know that we can called be UCLan SU (Name of society) and can create our own logo

• We understand the Union may disaffiliate our group for failure to comply with this code of conduct.

Other Policies

It is really important that your Society is aware of any democratically approved policies in the Union and how they affect your group.

Staff will usually make you aware of any existing democratic policy that affects societies.

A full list of policies democratically passed can be found at http://www.uclansu.co.uk/unionpolicy

The Union has policies for all aspects of volunteering including Equality and Diversity, Ex-penses, Grievance, Harassment as well as an overall policy for all volunteering activity and a volunteering handbook.

These can be read at www.uclansu.co.uk/volunteering Staff will usually make you aware of any existing democratic policy that affects societies.

A full list of policies democratically passed can be found at http://www.uclansu.co.uk/unionpolicy

The Union has policies for all aspects of volunteering including Equality and Diversity, Ex-penses, Grievance, Harassment as well as an overall policy for all volunteering activity and a volunteering handbook.

These can be read at www.uclansu.co.uk/volunteering