Societies Presidents Training 2017 2018 Contacts Societies Officer

Societies Presidents’ Training 2017 -2018

Contacts �Societies Officer: Pia Szabo �socs@st-andrews. ac. uk �Charlotte Flatley (Do. SDA) and Phil Hulse (Deputy Building Supervisor) �dosda@st-andrews. ac. uk �prh@st-andrews. ac. uk �Societies Office Hours � 4 -6 pm Mondays in Main Bar (Union) �Just turn up on the day �Help with grants, affiliation, and elections questions (or anything else!)

Contents 1. Introduction 2. Finances 3. Events 4. Elections & Governance 5. Disputes 6. Society Awards 7. Website and Marketing 8. Question Time

1. Introduction

What is a Society? �Not part of the Union �Unincorporated Membership Association �Group of people united under common purposes �Defined in the aims of your Constitution

What is a Society’s Committee? �The group of people trusted by the society to conduct its day to day business �The committee isn’t in charge of a society – it just runs it. �All members are jointly in charge! �Committees can’t do anything on the members’ behalf unless your constitution allows it!

Affiliation Agreement �Affiliation to the Association is defined in a contract �Renewed annually �Affiliation entitles you to �Access to free room bookings �Access to funding �Public Liability Insurance (#riskassessments ) �Following the Standing Orders

Standing Orders �Basically just some rules that societies are responsible for following �Hold fair and open elections �Comply with health and safety practices required for insurance (Risk Assessments) �Maintain financially transparent and responsible practices �Have at least 25 members

General Information �Office Hours �Mondays, 4 -6 pm in Main Bar (Union) �President’s Facebook Page �Society Presidents 2017 -18

2. Finances socgrant@st-andrews. ac. uk

Banking �Make sure the signatories on your bank mandate change over! �You should have at least 4 signatories! �Jillian Cowan (Deputy General Manager/ Cash Office Management Accountant) �Dave Whitton (General Manager) �At least two of your Committee Members (usually President and Treasurer) �The mandate needs to specify that at least 2 signatures are required for cheques

Budgeting �Aim for all your events to make a small surplus �Gives you some leeway if events are under-attended or problems arise �Helps grow your society's assets �Project income and expenditure based on previous similar events �Don’t expect to be able to hold every event for free!

Audits �Hand in books to the Cash Office �TBD but probably once a year, in May

Funding �How to get funding from Societies Committee: �Fill out a grant form �Review it at clinic �If you get your grant, it will be available at the cash office �Talk to your treasurer �Email socgrant@st-andrews. ac. uk

Charitable Donations �Charitable donations MUST go through the Cash Office �The Cash Office is open Mon-Fri 9 am-5 pm �Donations go towards University’s fundraising totals for the year �There will be repercussions for charitable donations that do not go through the cash office.

3. Events

Room Bookings �Check the Union timetable to see if the space you want is available �https: //www. yourunion. net/union/spacesandservices/bookaspace/ �Log in to the Union Room Booking portal to book a space �Email dosda@ to get access to the Room Booking System �Commercial venues (i. e. Main Bar, Sandy’s Bar, and Beacon Bar) require a venue booking form �https: //www. yourunion. net/ents/howtobookanevent/roombookingform/

Public Liability Insurance �Protects your members! �If you don’t follow the Risk Assessment rules, you’re liable if something goes wrong!

Risk Assessments �General Risk Assessments – due at the start of the semester for reaffiliation �Covers all regular events for the society (including annual events) �If you host 3 regular events, you need to fill out 3 individual risk assessments! �Supplemental Risk Assessments – due at least two weeks before any one-off event that isn’t covered in your General Risk Assessment! �One of your jobs is to ensure as far as is reasonably practicable that risks are identified & mitigated during all society undertakings

ENTS or Tech �ENTS crew are a dope team of student volunteers that cover: �Lighting �Sound �Projections �Other Union magic �First fill out an events form on the Your. Union website �Then attend a ENTS User Meeting (Wednesdays at 1 pm in the Meeting Room) at least 3 weeks before �Find them on Facebook or email ents@ �For Buchanan Theatre �Contact Media Services

Socs Calendar �Your. Union. net Calendar �https: //www. yourunion. net/pageassets/union/spacesandservices/ways toadvertise/socs-marketing-handbook. pdf (search ‘ways to advertise’) �Keep an eye out for an email with log in details after the reaffiliation deadline �Links to Facebook events

Society Awards �After spring break, the biggest event for societes �Prizes for: �Best Society �Best Event �Best New Society �Most Innovative �Most Charitable �Well-Being �Town & Gown �AKOB �CAPOD

4. Elections & Governance socelect@st-andrews. ac. uk

Constitution �Binds everything about the way the society operates �Defines the society as a legal entity �Can only be changed at a general meeting �Required with re-affiliation (waivers will need to be re-issued)

Membership �Ordinary membership has to be available for any and all matriculated students at the University! �Other kinds of membership may have specific rules – consult your constitution �You must keep track of membership

General Meetings �General Meetings include the AGM and EGMS �The General Meeting is completely in charge! �You have to give 10 days’ notice of any General Meeting to your members and to the Societies Committee �After any E/AGM you must submit an E/AGM checklist to socelect@standrews. ac. uk

Elections �Elections are done by STV, unless your constitution says otherwise (rank candidates in order of preference). �Any Ordinary Member can vote or stand for election, if they were a paid member at the time notice was sent out

Committee Meetings �At least 24 hours’ notice needs to be given to everyone in the Committee! �The president DOES NOT have final say �If there’s a disagreement – vote on it!

Alumni Member Lists �The Alumni Committee asked that Societies keep historic membership lists �It’s a win-win �The Union gains contacts �Societies gain sponsorship

Committee Handovers �think about making a handover document �prep for summer, the Freshers Fayre and reaffiliation

5. Disputes

Arbitration & Legal Help �The Association can arbitrate disputes between members and a Society, or between two Societies �You don’t have to go to Court! �If you have a dispute with an external organization or individual, come in and see us!

Societies Committee EGM � 6 th October, 5 pm in Sandy’s Bar �see Facebook event on the Your Union Societies Committee page

6. Society Awards

Society Awards �A chance to get money for the awesome things socs do! �Awards for: �Best Society (£ 1000) �Best Event (£ 600) �Most Innovative (£ 400) �Best Contribution to Student Life (£ 400) �Best New Society (£ 250) �Town and Gown Award (£ 250) �Best Charitable Society (£ 200) �The Kennedy-O’Brien Award (Consistent Excellence Award) (£ 200) �CAPOD Professional Skills Award (£ 200) �Award applications due around March/ awards in April

CAPOD Professional Skills Award �The President, Treasurer, and Secretary of your society must each complete at least one PSC workshop and submit a written report (500 words max) of how the workshop helped the committee �Workshops range from Managing a Team, Meetings and Minutes, Project Management, Event Planning, Conflict Resolution, Time Management �Google ‘PSC St Andrews’ for workshop schedule � £ 200 first place prize, £ 100 runner up

7. Website and Marketing

Design Team �Provide free services for societies �Training in Adobe Photoshop and Illustrator �Design and Marketing Resources �Graphic Design services �Contact �Office Hours on Saturdays 4 -6 pm in the Design Suite �sadt@ �on Facebook: @St. Andrews. Design. Team �Additional design services (like printing posters or tickets) can be done through sadesign@ or https: //www. yourunion. net/activities/societies/runningyoursociety/

Your. Union. net �Each society gets a section �Important to keep up-to-date as it’s the first place people interested in your society look �Website editing WALK THROUGH on 2 nd Oct 4 -5 pm

Socs Calendar �Your. Union. net Calendar �https: //www. yourunion. net/pageassets/union/spacesandservices/ways toadvertise/socs-marketing-handbook. pdf (search ‘ways to advertise’) �Links to Facebook events �Email sadesign@ with problems

8. Questions

© 2016 -17 University of St Andrews Students’ Association SSC Societies Committee The University of St Andrews Students’ Association is a registered charity (No. SC 019883)