Introduction to the SU

Ant ScottSocieties Officer

2013/14• 11,250 students involved in 250+ societies

• 5,000 students involved in 70 sports clubs

• 250 student staff working across our 6 F&B outlets

• 760 SSLC reps & 9 faculty reps

• 55 student councillors including 4 liberation officers

• £150,000 of student house deposits won back by our

Advice Centre in 2013

• £7m turnover 12/13

Sticky finances• Rely on £2m/year from the University to run

everything we do

• £1,200/day rent – ouch!

• Last year spent £2.792m on student activities, (societies and sports clubs), the advice centre and on representation.

• In short, we don’t have a lot of money!

So what?• We are one of the largest student unions in the

country, yet have one of the smallest staff teams!

• Ridiculous/unsustainable right? Right.

• Things take a little longer to process and organise then we all might hope, but better than the alternative… o … culling sports clubs, abolishing societies and giving up our student

representation.

Famous Faces• Indy Sanghera, Societies Co-

ordinator

• Your first point of call for all things societies related.

o Admin rightso Answering questionso Accepting and processing formso Advice on running events

• Indy.Sanghera@warwicksu.com

Famous Faces• Paula Thomas, Finance Counter Assistant

o Deposit money into society accountso Collect money for reimbursemento Gatekeeper of the Union Credit Card

• Located in the Finance Office (2nd Floor of SUHQ), 10am-3pm weekdays.

• Gerard Henry, Student Activities Managero Larger events (trips & tours)o Sponsorship o Insuranceo Health & Safety and Risk Assessments

• Gerard.Henry@warwicksu.com

Famous Faces• Ant Scott, Societies Officer

o The student face!o Strategic thinking (!) of the Union and

Universityo Longer-term projectso Problem-solving when things go wrong!o Excited to get behind society projects and

proactively support them.o Not just a sounding board for rants and

complaints! (Use us for more than that!)

• Isaac Leigh, Societies Officer-elect due to take office from 1st August 2014.

The Resources Room• Find it on the 2nd floor of SUHQ

• This is your room – don’t knock, just enter!

• Use it for exec meetings, for designing posters, for being creative, and for filling out and submitting forms.

• Get to know the staff, they are here to support you (kind of hard to do that if they don’t know what you’re up to).

Publicity and Marketing!

• The Top 5!

• Appears on A0 billboards in the SU, and on all of the digital screens.

• Apply with this online form.

• Deadline is 9am Wednesday before the week of your event.

• Decided by Socs Committee

Publicity and Marketing!

• The SU Website

• Send the text for the article and a picture (dimensions below) to chris.carter@warwicksu.com

• 540 x 270 pixels

Publicity and Marketing!

• The Bubble!

• Get your events listed in the fortnightly Bubble.

• Circulated to kitchens in every hall on campus.

• Email content to chris.carter@warwicksu.com

• Deadlines viewable here.

Finance• Can’t withdraw money from your account without

filling in a form.

• The 2 most common forms:• Money Requests (used to withdraw money or pay

for goods and services); and• Sales Invoice Requisitions (used to raise invoices,

typically to get sponsors to deposit money into your account).

• All forms can be found at http://www.warwicksu.com/execresources/forms/

Finance - Timeframes• Typical timeframes that you can expect for

payment after filling in forms:

• Money Requests:o BACS payments take 3-4 working dayso Cash takes 1-2 working days (collected from Finance Office)o Cheques take 1-2 working days

• Sales Invoices:o Money deposited into your account within 3-4 working days (except if

you are sponsored by Kelseys!).

Finance - Timeframes• To deposit money into your account:

• Go to the Finance Office (2nd Floor of SUHQ on the RHS) and

hand the cash to Paula on the front desk.

• Make sure your cash is counted (and bagged where

depositing coins).

• You will be handed a receipt – keep this safe!

• The money will then be deposited into your account on the

next working day. (NB: Currently we’re about 3-4 days

behind).

Finance• The usual process for paying for goods is that an exec member will

pay for the items upfront and then reimburse themselves from the

society funds via a Money Request form.

• This is fine (although double-check you can be reimbursed for the

goods you want to purchase if they total more than £100).

• If you don’t want to/can’t individually pay for the items first (and then

reimburse yourself), we have a Union credit card that can be used

to pay for the goods/services directly instead. This requires a Money

Request form to be used.

Finance – Things to Avoid

• Things which might make the process take longer:

o You need 2 exec signatures on the forms

o All forms exceeding £100 need the Socs Officer’s signature

o Finance Office opening hours are 10am – 3pm weekdays

o Individuals who require payment (DJs/guest speakers etc.) need

to be registered with HMRC

o Get the correct codes for the forms!

o Charity Law (- that old chestnut!)!

Ordering items to the SU

• You can order any items to be delivered to the SU.

Warwick SUGibbet Hill RdCoventryCV4 7AL

• Once your parcel arrives, it will be stored in the Resources Room (2nd floor SUHQ).

• It will only remain there for 3 days – so pick it up!

Money is helpful!• SocsFed Grants

o Information session on the application process at 3pm in L4 on Monday (10th March)

• Apply for sponsorship from corporate sponsorso Contact Gerard.Henry@warwicksu.com for advice and contacts

• Apply to the Opportunity Fund for equipment/projectso Up to £1,000! Has to be something tangible.

• Apply to the Lord Rootes Memorial Fund for unusual projectso Up to £3,000! All about personal development with this one.

• Apply to the Project Fund/Campaigns Fund at Student Councilo Forms available here

COIN

Introduction to the SU

End of session

Note down any questions you may have now, and we’ll have time to go through them during and after lunch.