Annual Report available for download from the EUSA

• Annual Report available for download from the EUSA Volunteering Website

• VGs are fantastic opportunities to Get Involved while at university • VGs are really important part of what EUSA does • New VGs are recommended by the Application and Assessment Committee of the Volunteering Council and approved by the Volunteering Council • A VG has to have a constitution, a democratically elected committee, and regular activity • Different committees will have different structures to suit them but generally there are usually 3 office-bearers – Group Leader, Treasurer, Secretary

• Re-registration includes: • Office bearers • Budget form, • Project evaluation for every project, • At least one feedback form • General risk assessment Takes place every March • The function of this is threefold: • Verifying activities for the HEAR • Advising on reports for your AGM • Letting us shout about Volunteering Groups activities to the Uni and elsewhere

Group Leader • Runs the Volunteering Group, acts as main point of contact within and out-with the group • Support the group and maintain motivation • Delegate tasks and ensure no group member feels overloaded • Ensure positive group dynamic • Foster creativity and proactive environment within the group • Monitor and sustain project progress • Chair group meetings • Represent the group and the University of Edinburgh and EUSA to the best of interests • Communicate regularly with EUSA Volunteering staff • Represent the group at relevant events • Complete/oversee project evaluations reports

Secretary • Ensures all group communications and decisions documented for future reference. • Ensure all tasks delegated by the group leader are carried out • Keep track of volunteer hours, group attendance and participation • Record minutes of group meetings, circulate them among team members accordingly • Provide agenda ahead of group meetings, ensure all agenda points are covered • Bring outstanding issues to the attention of the group / group leader • Oversee group correspondence • Oversee meeting logistics (time, place) • Keep project folder updated • Keep track of volunteers and volunteer information

Treasurer • Oversees all budget-related matters pertaining to the group. • Keep track of group finances using the budget template (available online to office bearers) • Ensure budget is not exceeded • Regularly communicate budgetary matters to group leader and EUSA Volunteering staff • Collect receipts and compile budget reports • Proactively provide ideas for fundraising • Ensure all EUSA Volunteering budget forms are regularly filled and communicated • Keep project folder updated

A Volunteering Group is a two-way process, we trust you and you trust us. Keeping us in the loop allows us to better support you on financial, organisational, or project-related matters Meet with EUSA Volunteering once per semester Report back your good work to EUSA Volunteering via the Volunteering Process. Recruit volunteers where necessary and provide them with support Complete all relevant Health and Safety Risk Assessments Represent the University of Edinburgh and EUSA Volunteering in a professional manner. Be honest and realistic about how much time you can commit to the project, your team members and the organisations you are working with Update your website profile and social media regularly

Keep track of your activities, success and challenges so that the groups and projects can continue to develop and improve in the future.

Volunteering Impact Fund

Volunteering Impact Fund • A fund to cover costs for your volunteering projects • The criteria allows grants of up to £ 500

Application Assessment Events management Roles Chairperson Secretary Treasurer 2 committees VOLUNTEERING COUNCIL General responsibilities -Attend fortnightly Council meetings -Vote on applications at Council meetings & on EUSA Volunteering Award

• Demonstrate a Duty of Care • Helps work out a safe way of conducting your Volunteering Group’s activities • Generic risk assessments should be completed each year for the normal activities by the Group Leader • Specific risk assessments should be completed for special or one off events and trips and should be completed by the organiser of your event 3 weeks prior to it taking place

• EUSA tries to provide public liability insurance cover for you • This requires: • that we know about your activities • Risk Assessment • Covers injury or damage to people or property as a result of negligence • Does not cover personal accident or injury, or damage/loss of Volunteering Group equipment; this cover can normally be obtained from any high street insurer • Make sure to provide a trip list and disclaimer forms from the participants/ members where appropriate – this applies to trips you organise

EUSA has rooms that Volunteering Groups can use. • Designated Room Bookers • Only Group Leader, Secretary and Treasurer will have room booking privileges as default. • You can request room booking privileges for an Events Manager, etc. • Over 240 societies = extremely high demand. • All requests for each Semester are received in one go, then rooms allocated according to need. • Please note – we only deal with bookings in EUSA Venues. Ian Williams - Leisure & Conference Development Manager Anne Hunter – Room Letting Officer (Bookings Office, Teviot Row House)

• November*: Volunteering Groups OB’s receive booking application info & guidance. *dates tbc • November*: Online booking applications open for Semester 2. *dates tbc • →December: Provisional booking schedules - sent by email to OB’s.

Depositing funds • Got some money to pay in? e know c n a n i F • Make a deposit between 10 am and 3 pm let Always money it is! at the EUSA Finance office in Potterrow whose and it will usually be in your bank account the next day. • Some things to note… ill • Cheques must be payable to ‘EUSA ategory w c e m o c Societies Account’, not your Volunteering In ear on your app Group! ’ tatement ‘s • If a third party (e. g. sponsor) is paying money directly, tell them to use your Volunteering Group name as a reference • Let the EUSA finance team know… • finance@eusa. ed. ac. uk

• Need a Balance check or Statement? • Email societies@eusa. ed. ac. uk • Come into the Activities Office and add your name to the transaction list • The statements are usually sent out via email on the same day they are requested

• Need access to your funds? • Go to Connect Office • Only Office Bearers can make the request • Payments are usually by BACS or cheque • BACS and cheques are processed on Tuesday and Thursday afternoons. So, if requests are completed by Tuesday or Thursday by 12 noon, the transfer will be completed by the end of the next day.

Edinburgh Award for Office Bearers Ø 2 Peer Assessments Ø 3 Reflective Inputs on Google Drive Ø 4 Skills Training Sessions Edinburgh Award for Volunteering Ø 70 hours of volunteering over the academic year Ø 2 Peer Assessments Ø 3 reflective inputs on Google Drive Ø An activity log submitted twice a year Applications are open NOW! Activities Awards Recognise students who have made an outstanding commitment and contribution to their chosen activity

• Money Matters • Presenting Yourself Skilfully • Project Management • Confidence • Running Efficient Meetings • Conflict Resolution • Marketing and Promotion

• One-to-one meet up per semester • Help to go from a functioning Volunteering Group to a great Volunteering Group • Skills training sessions are primarily open to Office Bearers on Edinburgh Award, but remaining slots will be advertised

Loads of ways EUSA can help you promote: • Posters and flyers • Face to face – stalls • EUSA plasma screens or library screensavers • Online ticket sales • Your Volunteering Group Profile • EUSA Entertainments and Events Department

• The most viewed page on the EUSA website is the society listing page • As well as being the first thing people see of your Volunteering Group, you can: • Link to Facebook, Twitter, or other web pages. Comprehensive Guide to Managing Your Society Profile Available Online under Secretary guidelines

• Monday 2 nd Nov • Debating Hall • 5: 30 -7 pm • Learn more about what University of Edinburgh student groups can do for the community • Student leaders of EUSA Volunteering Groups forge relationships with local charities, schools, community centres, and government representatives to create opportunities to better the local Edinburgh community.

What is it / when is it? • Gives students chance to try new things and get involved outside of Fresher’s Week • Provides a way to showcase societies’ and Volunteering Groups’ activities, and make it easy for students to get involved • Trialling 9 th-22 nd November

Please let us know if you have any questions or comments: volunteering@eusa. ed. ac. uk facebook. com/eusagetinvolved @EUSAGet. Involved