Societies Exec Training - Running an Integrated Society

1. Societies Exec Training Welcome

2. Welcome to Being an Exec! • Thank you for your time – our aim today is to: • Cover the basics of running your Society, especially over the summer months when a lot of Socs plan their year ahead • To signpost the support you can get from SU staff • To give you an outline of how to run an integrated, inclusive Society and keep your members safe

3. Student Activities Team: your Co-ordinators • Hannah Hough: Societies Coordinator hannah.hough@warwicksu.com • Societies: Cultural, Food and Drink, Film and Media, Activities & Games • Conferences and External Speakers • Georgina Wood: Societies Coordinator georgina.wood@warwicksu.com • Societies: Performance, Music Appreciation, Charity/Action/Welfare, Campaigning, Religious, Academic • Sponsorship and Balls • Claire Bullivant: Sports and Societies Co-ordinator clbullivant@warwicksu.com • Society Trips and Tours, Ticketing and Outdoor Screens • Your Coordinator can also make bookings for the Flexigrid

4. Exec Responsibilities • Execs have obligations to members and SU regarding: • Members and memberships • Democracy • Conduct and responsible behaviour • Inclusivity • Social media (optional session next week) • Organisation of activities • Finances

5. Societies Admin – Membership • All Execs will need to have membership and re-purchase this membership at the beginning of the academic yearin order to: • Access to the Exec Admin section of the website, email members, get sales and activity reports, set up events • Get your Exec membership recorded on your HEAR report • Get authorisation for Finance forms • Receive email updates from the SU (hooray!) • By the way, the minimum number of memberships for Societies is 30

6. Online Admin Tools

7. Society Administration We need 4 key documents from you • Exec Sheet • Constitution • Annual Risk Assessment • Memorandum of Understanding (new) • Info & guides accessible online within Societies section of www.warwicksu.com

8. SU Website – Societies Section

9. Event Planning There are 4 main questions here: • Will tickets be sold for the event? • Will Society funds be spent to subsidise the event? • Will the planned activities carry any safety issues/risks? • Are there any contracts to be signed? If the answer to any of these questions is YES you need to use the SU event planning process

10. Working with the SU • Democracy team • Marketing team • Finance team • Room bookings • Food & Beverage team Contact your Societies Coordinator first and they will refer you to another team if necessary…

11. Central Admin: what they can do for you • Call in to them or email on admin@warwicksu.com • Transport bookings • SU room bookings, including Membership spaces on Level 1 and Atrium membership spaces • Societies should be able to book rooms online by Term 1 • Oculus and campus bookings go to central timetabling: https://warwick.ac.uk/services/centraltimetabling

12. Booking catering for your events • The options are: • thebreadoven@warwicksu.com • Timefortea@warwicksu.com (Curiositea) • xananas@warwicksu.com (they have run events like speed dating in Xananas) • Or Refresh catering at enquiries@refreshcatering.co.uk

13. Booking other spaces • The options are: Space in the Dirty Duck Thedirtyduck@warwicksu.com Space in The Graduate Lindsey.kettle@warwicksu.com

14. Finance What we’ll cover: • How to access your accounts • How to read them • Paying into your accounts • Finance forms • Financial guidelines

15. Getting started If you don’t already have log in details pop into the Student Activities room and speak to your coordinator

17. Reading your accounts • Green = Income • Red = Expenditure • Codes beginning with 1 = Money coming into your account. Use this for sales invoice (sponsorship) or ticketing forms • Codes beginning with 4 = Money going out of your account. Use this for money request forms to claim back money or to spend society money. • Your club or society may not have a complete list of active accounts. We will set these up as and when required. • Your overall balance is at the bottom. Ignore the minus – as long as it’s green, you’re in surplus • You can see more transactions by clicking select.

18. Finance forms Three main forms: • Money Request - to reimburse members, pay suppliers directly, use our company credit card • Sales Invoice - to invoice companies for sponsorship • Purchase Order - creates a ‘promise to pay’ agreement. Only to be used if the company is happy to supply the goods prior to payment. Other forms: • Internal Transfer - to transfer money between clubs & societies • Self Assessment Form - It's Warwick Students’ Union policy that any person engaged to provide services to an associated Society or Sports Club, must provide a Self-assessment Declaration and Unique Tax Reference (UTR) number, provided by HMRC, even if they are paid directly by a Club and Society member who then seeks to reclaim the funds, rather than paying the person through a Money Request Form. This is because we need to be able to demonstrate to HMRC that we have applied the right rules in respect of PAYE compliance and that as a self-employed person, they have arrangements in place to declare any earnings in the tax year. Additionally, the Union is required to have procedures in place that prevents the facilitation of tax evasion by individuals associated with the Union, which if not in place, could lead to criminal charges being brought against the Union.

19. Paying into your accounts • Cash can be paid directly into your club or society accounts over the counter in the Finance Office • For larger amounts please set up an online ticket for your members to purchase • Please remember that you are not covered by our insurance for loss or theft of club or society money in your possession

20. Financial guidelines A Society is: - An unincorporated charitable membership association in its own right - Recognised by WSU & subject to its constitution, by-laws, policies & financial regulations - Not permitted to have an external bank account. - NOTa small business with the aim of generating lots of profit or cash! It is the responsibility of the President & Treasurer to understand what they can and can’t spend Society money on & to relay that to their wider team. Financial guidelines, can be found on our website: https://www.warwicksu.com/societies/finances/guidelines/

21. Any questions? Should you ever have any questions regarding your Society’s finance please email finance@warwicksu.com Alternatively pay us a visit; We’re based on the second floor of SU HQ Opening hours: Monday to Friday 10am – 3pm

22. Communications & Marketing What we’ll cover: • Who we are and how we can help you • Promoting your society and events • Useful resources • Request for involvement in upcoming photoshoots.. • Q&A

23. Who we are Jane - Comms & Marketing Director Leads the team and embeds new approach to strengthening our comms and member engagement Campaigns & Community Team Mel - Comms & Marketing Manager Responsible for managing and supporting team to produce communications to strengthen student engagement and deliver marketing services to students, Sabbs and staff. Helen - Marketing & Media Sales Looks after new business to generate income circa £150K, SU Ambassadors, Welcome Fair & Freshers Fair, Welcome Helpers Gill – Receptionist Looks after our reception, student staff, small print orders and coordination of event tickets Stephane – Web Developer Looks after our website and other digital channels, e.g: the app, emails, support with MSL products PLUS….trouble shooting any web related issues.  Chris - Communications Coordinator Works on copywriting, social media, enquiries & feedback and behind the scenes political responses Sarah&Jade - Graphic Designers Work on a wide variety of projects: logos and branding for new campaigns, designing menus for the F&B outlets, and much much more…

24. How we can help you • Promotion of Societies and Memberships • Access to marketing & communication channels to help you promote your society and events:- Welcome Week: events, social media - New Year, ‘Something for You Fair’- Termly What’s On Guide (wall planner)- SU Website and tickets for events- SU Ambassadors campus distribution- Digital Screens

25. Recognition of the SU • Please include the Warwick SU logo on any publicity: printed or electronic (flyers, posters, digital screen artwork, adverts etc)

26. Useful Resources: Digi Screens • To advertise your event on the digital screens in the SU Atrium, email the Marketing team with your artwork in jpeg format and information on how long you would like the event to be advertised for. It is completely free! Artwork should be: • 1920 pixels wide x 1080 pixels tall (Landscape screens) • 1080 pixels wide x 1920 pixels tall (Portrait screens) Please note that these are different sizes to the other University screens. **The University manages the big screen on the Piazza**

27. Useful Resources: Distribution • The Warwick SU Ambassador Team visits every kitchen on campus each Monday evening during term time, and can leave flyers or put up posters for you. • This costs just £50 (excluding the cost of printing leaflets and posters) and is a great way to advertise to those living on campus. • For more information, contact:Helen Morris (helen.morris@warwicksu.com)

28. Useful Resources: What’s on Guide • The SU ‘What’s On Guide’ is produced each term. • A call for event submissions usually goes out a few weeks before the end of the preceding term. • Please submit the details of the name of your event, location, date and time and we will include it on the Guide.

29. Useful Resources: Printing • Warwick SU Print Shop www.warwicksu.com/shop/print/ can help you with all of your design and print needs. • Once your order has been received and confirmed, please allow 5 working days turnaround unless otherwise stated. • See the online pricelist to find out more • Placing your order: Please email print@warwicksu.com with the following details:

30. Useful Resources: Design • Design (printed & digital) • Logo or new concept for a new campaign: allow 4 - 6 weeks from initial brief to final sign off • New A6/A5 flyer: 3/5 days • New flyer plus roll out across posters/digi screens/social: 5+ days • Cost = £25 per hour (covers our staff costs)

31. Photoshoots: Term 3 May / June • We are looking to capture photos during May and June of a diverse range of students that we can use in our marketing and comms. • Individual head / shoulder shots and also a short video testimonial that captures the individuals’ experience of being involved in a society • If you would like to be involved and are happy to have your photos taken and do a short piece to video camera please can you email: jane.batchelor@warwicksu.com • The images will be used in our pre.arrival and welcome week communications to encourage new students to get involved and join a society.

32. Societies Admin – SU By-Laws • By-Law 10 covers Societies and Society activities • It’s available to read online under Governing Documents and By-Laws: it can be found in “About Warwick SU” which drops down to “Governing documents” • The relevance to you is that it contains the basic rules for running a Society

33. Democracy • Do not change your constitution or conduct an election until you have read By-Law 10 guidance on elections/constitutions etchttps://www.warwicksu.com/democracy/documents/ • Talk to Democracy with any questions you have relating to elections including By-Elections and co-options • Inform Democracy of any proposed  vote of no confidence of any Exec member • Attend compulsory training on Elections in Term 2 next year • Contact: democracy@warwicksu.com

34. Societies Exec • 8 students are elected to the Socs Exec at the start of Term 1 • They meet weekly in Term 1 and work with an advisory member of staff • Their responsibilities are: • Make decisions on new Society Applications • Allocate emergency funding for Societies • Approve Society name and/or Constitutional changes • Decide on the winners at annual Societies Awards

35. GDPR oh yes Data on your own devices must be: • Password protected • You must ensure adequate back-up for that device • You must have anti-malware in place The data you hold mustn’t be shared with any other organisations/individuals without the recorded consent of your Soc members

36. Running an Inclusive Society • Welcoming everyone • Calling out the bad stuff • Being a proactive bystander • Monitoring your Society online presence • Varying your socials (cost, alcohol, accessible venues) • How can we support you? (Disclosure referral training, bystander training)

37. Exec Training Questions please!!