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General Admin

General Admin. Training Objectives. During this session we will cover: Key contacts What training you are expected to attend over the year Admin Storage Room bookings Transport Health and Safety Events Planning Finance Sponsorship Elections Quality Mark. Key People.

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General Admin

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  1. General Admin

  2. Training Objectives • During this session we will cover: • Key contacts • What training you are expected to attend over the year • Admin • Storage • Room bookings • Transport • Health and Safety • Events Planning • Finance • Sponsorship • Elections • Quality Mark

  3. Key People Sports Coordinator Amy van Poppel A.van-poppel@kent.ac.uk Volunteering and RaG Coordinator Natalie Tiu N.Tiu@kent.ac.uk Societies Coordinator Daniel Hatfield D.Hatfield@kent.ac.uk

  4. Key People Team Kent - Team Kent exec are a group of 8 sports members who are voted in to offer support and feedback on wider supporting issues Socfedcom – Socfedcom are a group of 10 students who are voted in to offer support to societies Sabbatical Officers – Chelsea Moore – President Megan Wells – VP (Welfare) Alex Murray – VP (Education) Amy Gilchrist – VP (Activities) Chris Bull – VP (Sport)

  5. Office Hours The office hours for the Student Activities Centre are: Monday 1 – 5pm Tuesday 1 – 5pm Wednesday All day Thursday 1 – 5pm Friday 1 – 5pm You can also arrange morning appointments.

  6. Training All committees are expected to attend the following sessions: General Admin Finance Health and Safety These sessions will run throughout the year. Please check out the Standout training on the Kent Union website.

  7. Volunteer Handbook The new Volunteer Handbook is a guidance for some of the most frequently asked questions that any Kent Union volunteer may have. Please consult the handbook and attend all training before contacting your coordinator. Your coordinators are here to help but we would much rather help you to develop your club than answer questions that can de answered elsewhere!

  8. Admin Committee details – If you haven't already, please submit your contact details to your coordinator. Admin rights – all committee members have been given admin rights to the website. Volunteer agreement – All volunteers are expected to sign the volunteer agreement. Please check out the website for more information. Constitutions – Committees are expected to check and update their constitutions. Please contact your coordinator if you do not have a copy of your constitution.

  9. More admin…. Equipment Checks – All groups are expected to submit a list/checks of all equipment that belong to their groups by the end of October. Completed the sponsorship policy if you have secured sponsorship for this year. Completed the Coach/Leader registration form.

  10. Sports Admin Locker and coach cards – If you have a locker in the sports centre you can apply for up to 3 locker cards for the year. If you have a coach who needs to access the Sports Centre, they will need to have a coach card to enter. Locker cards – passport sized photo of up to 3 committee members Coach cards – A copy of coach qualifications and insurance A Passport sized photo Activate to Participate – those competing in individual competitions must register through the BUCS website before they can be entered into any competitions. Further info during BUCS session OR email Amy.

  11. Society Storage If you require storage for your society then please contact Daniel with a description of the equipment you are storing. If you are currently storing items in Kent Union’s storage facilities then we require an inventory. All items MUST be labelled with the society it belongs too. Items that are not accounted for by the end of term 1 will be destroyed.

  12. Room Bookings PLEASE BE AWARE THAT THEY ARE EXTREMELY BUSY SO THERE MAY BE A DELAY IN CONFIRMING YOUR BOOKINGS • All committee members are given authorisation to book rooms for their group. • Rooms must be booked through timetabling. They require 7 days notice. • If an external speaker is attending, 3 weeks notice is required. • Room booking rules: (Check out the T&Cs on the website) - No food or drink - Rooms must be returned to the way they were - Advise timetabling of cancellations with as much notice as possible

  13. Transport Kent Union vehicles– Kent Union has both a 9 Seater and 12 Seater that can be used. Please bear in mind that there are various legal and insurance restrictions on these vehicles. Contact your coordinator for more information. Using your own transport – if groups have access to their own transport then this cost can be reclaimed. You will get 25p per mile. Please be aware that to claim back any costs you will be required to sign a driver’s declaration form. This form can be found online or at the SAC reception. Hiring transport – If you are interested in hiring a vehicle please contact the union as we can often suggest a good company to use.

  14. Health and Safety Safety Officer: All student groups are required to have a safety officer who will be undertake first aid training. This role can be part of an existing role. Risk Assessments: All societies are required to complete a risk assessment for all of their events and meetings. These must be handed in 14 daysbefore the date of the event. A blank risk assessment template can be found on the website. The purpose of a risk assessment is to show you have thought about the potential Hazards and risks to your members and others. NO RISK ASSESSMENT, NO EVENT!

  15. Trip Registration forms: A trip registration form needs to be filled for any overnight trips you are planning You will need to hand in the form 14 days before the trip is due to take Please talk to your staff member about this in more detail.

  16. Events with food - You should only provide food which is pre-packaged and made in a factory or professional kitchen and has NOT been made a home. Those handling food need to have a certificate in food hygiene We can provide this qualification at a cost of £10. Please contact your relevant staff member for more information on this.

  17. Finance A separate session on finance is available – all Treasurers are expected to attend. You must NOT make any purchases without checking with Kent Union first.

  18. Sponsorship If you have secured sponsorship for the upcoming year, a contract between yourself and the sponsor must be signed. This then needs to be handed to you coordinator. The document can be found on the website.

  19. Elections If you are not yet a full committee then you can contact your coordinator to set up elections. Elections are held online. You will need to let your coordinator know what positions are available, when you would like the nominations to open and then when you would like the voting to open.

  20. Checklist

  21. Any questions?

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