Key Information v3.2

Key Information

imperialcollegeunion.org/trainingimperialcollegeunion.org

Key Information for Volunteers 2012/13 Edition

Key Informationimperialcollegeunion.org/training

Contents

Contents 2

Introduction 3

Imperial College Union 4

Your role 5

Key contacts and supporters 6

Student Activities Centre (SAC) 12

Requesting spaces to use 13

Organising activities & advertising 14

Safety 16

Finance 18

© 2013 - Imperial College UnionVersion 3.2 - 28 January 2013

Key Information

imperialcollegeunion.org/training

Introduction

If you’re looking at this booklet then you’ve been elected to be a volunteer at Imperial College Union for the 2012/13 academic year. Congratulations. This is a really great opportunity to give something back to your peers and the College and hopefully you’ll have an enjoyable and rewarding time doing it.

Before going any further, there are a couple of important points to remember:

• You and your fellow volunteers are the most important part of the Union and the work you do is greatly valued by the Union and the College.

• You are also an ambassador for the the Union and the College, so make sure you are well behaved at events and on the internet, including social networking sites.

• You aren’t the only users of the Union’s resources and we have to ensure there are enough to go around. This

is particularly applicable with use of spaces.

There are lots of people here to help, so if you are unsure of anything please ask before you act!

The Purpose of this Booklet

As a volunteer you’ll have access to many of the support services that the Union has to offer in order to help you carry out your role. In this booklet we’ll be showing you what these services are, how to use them and who are the useful points of contact.

Before you’re given full access to these facilities you’re required to take a short validation quiz, which can be completed online at imperialcollegeunion.org/validation.


Imperial College Union

The Role of the Union

Imperial College Union plays host to around 300 Clubs, Societies & Projects, with a membership that covers around half of the students at Imperial.

The Union is also the hub of academic representation when it comes to educational matters and raising concerns with College departments and staff. In order to do this, all students are automatically a member of a Faculty Union for undergraduates or the Graduate Students’ Association for postgraduates.

There is also a myriad of other volunteer roles at the Union, from ones with a welfare remit, to others which are key to administering the finances of Clubs, Societies & Projects.

Who runs the Union?

There are five Sabbatical Officers of the Union, including the President and four Deputy Presidents who are students elected annually to look after the Union. The Union is also supported by a team of permanent staff.

Union Commerce

The Union also oversees the running of three bars and a nightclub, as well as a newsagent and a shop both located on the Sherfield walkway. Overall, the Union has an annual turnover of over £5 million. Our website: imperialcollegeunion.org is also the most visited Students’ Union website in the country.

Key Information


Your role

This Key Information booklet is only one small part of the training which is available to support you in your volunteer role. All the information regarding training is available on the Union website at imperialcollegeunion.org/training, regardless of what your volunteer role is.

Throughout the year, drop in sessions will be running at a variety of times and locations where you can come along and ask any question on anything connected to your volunteer role. There is more targeted training available depending on your role, some of which is mandatory. You will be contacted individually over the coming months, with details of specific requirements, but an overview is given here.

Clubs, Societies & Projects

For those who are involved in running a Club, Society or Project all training is via eLearning modules and written booklets. Some of this training is mandatory depending on which role you are undertaking.

For Chairs/Presidents the Principal Officers and Core Finance modules are also mandatory, for Treasurers the other mandatory module is Core Finance. There is other more specialised finance training, details are given in Core Finance. Sports team captains and fixture secretaries must complete

Sports Team Captains, and anyone acting as a marshal at a large event must have completed the Marshaling eLearning module. Anyone responsible for requesting spaces on the College campuses must undertake the Requesting Spaces module before they can request spaces in College.

Academic Representatives For Academic Representatives face-to-face training sessions will be taking place during October, but make sure you catch up with the person currently undertaking the role to handover any unresolved issues and ongoing projects. Make sure you get introduced to important staff members in your department or division.

Other volunteers

For others holding a volunteer role in the Union you will receive information about training specifically for your role.

All the information regarding training sessions, eLearning, materials and other requirements can be found online at imperialcollegeunion.org/training


Key contacts and supporters

There are many people associated with the Union who are available to help you in your role. Some are volunteers like you and others are full-time paid members of staff.

Sabbatical Officers

Paul BeaumontPresident

[email protected] 7594 8060, extension 58061

Henry WhittakerDeputy President (Clubs & Societies)


Doug HuntDeputy President (Education)


Stefan NubertDeputy President (Finance & Services)


Becky LaneDeputy President (Welfare)


Tim ArbabzadahFelix Editor


Constituent Union Presidents

There are five constituent Unions, each has a President elected by the students they represent. All except the ICSMSU President are volunteers.

Maryam HabibzayGraduate Students’ Association

[email protected]

Shiv VohraImperial College School of Medicine Students’ Union


Temi LadegaCity & Guilds College Union

en[email protected] 7594 8073, extension 48073

Lewis RyanRoyal School of Mines Union

[email protected]

James TsimRoyal College of Science Union


Key Information


Leonardo Paoli CGCU Academic Affairs Officer

[email protected]

Cecile Borkhataria RCSU Academic Affairs Officer

[email protected]

Ken Wu ICSMSU Academic Officer Yrs 1, 2 & GEP

[email protected]

Sybghat Rahim ICSMSU Academic Officer Yrs 3, 5, & 6

[email protected]

Matthew HutchinsICSMSU Academic Officer Yr 4 & BioMed

[email protected]

Paddy Goodarzi RSMU Academic Liaison Officer

[email protected]

Simon SchillebeeckxGSA AWO Business School

[email protected]

Emmanouela PatiniotakiGSA Academic & Welfare Officer Humanities

[email protected]

Nicholas NgGSA Academic & Welfare Officer Engineering

[email protected]

Helen PenningtonGSA Academic & Welfare Officer Life Sciences

[email protected]

Natalie KempstonGSA Academic & Welfare Officer Medicine

[email protected]

Ross WebsterGSA Academic & Welfare Officer Physical Sciences

[email protected]

Key contacts and supporters cont...

Academic Representatives

The network of academic representatives is supported by the Deputy President (Education) and the Education & Welfare Manager.

Depending on the subject, and whether the course is undergraduate or postgraduate, there are different volunteers who support you.

Doug Hunt Deputy President (Education)


Andrew Keenan Education & Welfare Manager


Zoe Richardson Representation Coordinator




Club, Society & Project Officers

For those involved in running a Club, Society or Project there are a wide number of people available to support you. The Deputy President (Clubs & Societies) and Deputy President (Finance & Services) are the two principal Sabbatical Officer contacts, while the Student Activities Manager, Sports Partnership Administrator, Student Activities Coordinator and Clubs & Societies Finance Administrator are members of full-time staff. Additionally there are a number of volunteers who run each Management Group, whose details can be found on the next page.

Henry WhittakerDeputy President (Clubs & Societies)


Stefan NubertDeputy President (Finance & Services)


Anthony CrowtherStudent Activities Manager


Kate ColthurstStudent Activities Coordinator

[email protected] 7594 8098 extension 48098

Hannah BlandfordSports Partnership Administrator

[email protected] 7594 3479 extension 43479

Aziz BilgramiClubs & Societies Finance Administrator


Key Information



Volunteers involved in running Clubs, Societies & Projects are also supported by their Management Group Chair (or appropriate alternative officer) and Management Group Treasurer. Each Club, Society & Project is allocated a Management Group, details of the contacts are below:

Group Chair TreasurerACC Jake Woods

ac[email protected] Shen [email protected]

A&E Adam [email protected]

George [email protected]

[email protected]

Saber [email protected]

CGCU Sahil [email protected]

Justin [email protected]

GSA Maryam [email protected]

James [email protected]

ICSMSU Dariush [email protected]

Rahul [email protected]

Media Joe [email protected]

Slobodan [email protected]

OSC Wasim Khouri [email protected]

Bogdan Baloiu [email protected]

RAG David [email protected]

Callum [email protected]

RCC Joseph [email protected]

Gemma [email protected]

RCSU Ryan [email protected]

Plabon [email protected]

RSMU Henry [email protected]

Kieron [email protected]

SCC Lucy [email protected]

Mithila [email protected]

Silwood Isabel [email protected]

Helen [email protected]


Volunteers with a welfare remit

For volunteers with a welfare remit the main points of support are the Deputy President (Welfare) and Education & Welfare Manager.

Becky Lane Deputy President (Welfare)


Andrew KeenanEducation & Welfare Manager


Other volunteers

For other volunteers not covered in this section, please contact the Union President or Membership Services Manager for advice as to the best people to support and assist you.

Paul BeaumontUnion President


Phil PowerMembership Services Manager


Chinemelu EzehCampaigns Officer

Jialin Li International Officer

[email protected]

Elizabeth CampbellLGBT Officer

[email protected]

Laura JohnstonEnvironmental Officer

[email protected]

Marissa LewisGender Equality Officer

[email protected]

Aemun RezaInterfaith Officer

[email protected]

Moeko Maiguma-WilsonDisabilities Officer

[email protected]

Bilal KhanBME Officer


There are also eight volunteer students who hold welfare officer positions.

Key Information



Other Union staff contacts

There are also other members of staff who’ll be able to help you in your role.

Rob OsborneSales & Marketing Co[email protected] 7594 5307, extension 45307

Speak to Rob if you need help with your communication plans or technical help producing publicity materials.

Alistair CottSystems [email protected] 7594 6412, extension 46412

Alistair is repsonsible for eActivities, speak to him if you discover an error with the system. He cannot help with finance queries.

Alex MckeeCentral Services [email protected] 7594 8091, extension 48091

Alex is responsible for the Union’s buildings, communications and IT.

Misha LeviEvents Coordi[email protected] 7594 2560, extension 42560

Misha is responsible for events in the Union Building. Please read the Requesting Spaces training to see what help they can provide.

Malcolm MacPhersonEntertainments [email protected] 7594 8068, extension 48068

Malcolm is in charge of the Union’s Ents team, get in touch with him if you are hosting an event in Metric or you are running a We Are Metric night.

Rebecca CoxheadGovernance & Administration [email protected] 7594 1597, extension 41597

Rebecca administers all of the Union’s committees, get in touch with her if you need to submit a paper or require an up-to-date version of a Union policy.

Matt BowmanCommercial Services [email protected] 7594 3698, extension 43698

Matt is in charge of the Union’s bars, catering and entertainments.

Malcolm MartinHead of [email protected] 7594 8069, extension 48069

Malcolm is in charge of the Union’s finance, complex queries can be directed to him. Read the Core Finance training first though.

Joe CooperGeneral M[email protected] 7594 8097, extension 48097

Joe is in charge of the Union’s staff and acts as a signatory on the Union’s bank accounts in the absence of the Union President.


Student Activities Centre (SAC)

What is the SAC and where is it?

The Student Activities Centre is where all services and support for volunteers is coordinated from. The centre is located in a specially built facility on floor 2M of the main Union Building in Beit Quadrangle on the South Kensington campus.

What is the SAC for?

The Student Activities Centre team can assist with any queries about the day-to-day running of Clubs, Societies & Projects, as well as queries regarding any volunteer role. Services provided in the Student Activities Centre include:

Services for volunteers

• Free computing, scanning and black-and-white printing facilities

• Free telephone and fax services.• A pigeonhole for each Club, Society &

Project (this is where mail is delivered)• Document laminating• Free first aid kits• A range of borrowable equipment• Free mailing facilities• Collection of minibus keys• Minibus introductory sessions• Room requests• Purchase of Associate Membership

Contact Details

Email: [email protected]: 020 7594 8066 (int x48066)Fax: 020 7594 8123Web: imperialcollegeunion.org/sac

Opening Hours

Monday to Friday, 10.00-18.00.Open during holidays except during College Closure.

Key Information


Requesting spaces to use

For many activities you may want to use a room on campus. Depending on where you would like to book, there may be different processes in place. All the information about this and the various rules associated with using spaces is contained within Requesting Spaces training. This training is available as an eLearning module and is compulsory for anyone booking or requesting spaces.

There are some rooms on the South Kensington campus that are managed by the College’s Conference Office rather than the Union. These rooms include the Great Hall, Queen’s Tower Rooms, the Seminar & Learning Centre and the Senior Common Room. If you wish to use these spaces then you should contact the Conference Office via the Student Hub.

Many rooms on various campuses can be requested for Union groups and volunteers at no cost via the Student Activities Centre’s online request system, imperialcollegeunion.org/roombooking This is made possible through an agreement with the various College departments, as they are not obliged to let students use their spaces for non-academic purposes.

Imperial is fortunate enough to have many sports facilities, which can be booked for long and short term use by contacting the Sports Partnership Administrator.

Room booking requests can only be made as late as two weeks in advance of the date you would like to book because of the amount of time it takes to process the high number of requests and various necessary approval stages.

Only request to book as many slots as you need. There are many groups seeking to use space. Similarly, if you have booked a room and you subsequently find that you will not need to use it, please cancel your booking.Please note that you cannot make room bookings in your department’s building through the student office.

You must book spaces you wish to use – under no circumstances should you just turn up and start using a room.

Room Etiquette

Always leave spaces tidy, regardless of the state in which you found them. Make sure you return the furniture to the agreed room layout, again regardless of the format in which you discovered it.

If you find a space in an unsatisfactory state then report it, otherwise you may receive the blame from the subsequent users. Treat spaces well, leave them tidy and don’t break anything. REMEMBER: What you do can affect every group’s use of a space.


Organising activities & advertising

Organising regular Events & Activities is something that most volunteers will spend a lot of their time in office doing. There is specific guidance available for organising different types of events online at imperialcollegeunion.org/training. When going about planning your event or activity, identify what the aim or objective is. Is it a social event? Or to raise funds? It is important that everyone has this in mind for the subsequent planning stages.

Funding Events & Activities

How is the activity or event going to be paid for? It may be the case that you have been allocated some money from the Union to support this, otherwise you may need to seek sponsorship or recoup the cost from ticket sales. Regardless of what method you use, you should complete an event budget and have this approved, guidance is given in the Event Budgeting booklet.

External Guests

If you have invited a guest or speaker to your event, you’ll have to provide details of who they are when you submit your request for space, so that College Security know who is meant to be on campus. More information about approval of speakers can be found in Requesting Spaces training.

Food, drink, marshals & rights

There are specific rules surrounding providing food and drink at events organised through the Union and on Imperial’s campuses, see the Requesting Spaces training for more details.

For large events you may have to nominate marshals from within the organising team to assist with evacuating areas in the event of an emergency. Specific guidance regarding marshals is available online, and anyone acting as a marshal must undertake the Marshaling eLearning module to learn about their responsibilities.

Key Information


Publicity

Good publicity is said to be worth about 70% of a successful event or activity, so it shouldn’t be underestimated. A set of publicity rules has been agreed between the Union and the College, these govern all types of publicity you may undertake, these are contained within the Publicity booklet.

The College and Union have teamed up to harness the benefits of electronic advertising. If your group has got some photos or videos you would like to share, then you can upload photos to Flickr or videos to YouTube. Tagging these with #IMP150 may result in your group being featured in Union or College publications.

There is more to advertising than posters though. You can afford to be really creative in this aspect, such as customising clothing or items related to your club activity. Also don’t forget the power of social networking sites such as Facebook and Twitter, and make sure you follow the Union @icunion.

The ‘What’s On’ calendar on the Union website, imperialcollegeunion.org/whats-on is a great way to advertise events.

Performance rights must also be taken into account, so it is important to read the small print - even for things like showing DVD’s in lecture theatres. It may be the case that you’ll have to pay for the use of copyrighted material. If you have any queries with regards to copyrighted materials please contact the Student Activities Manager.

Careers events can be very beneficial to your student peers, but should be approached with caution. More information can be found on this topic by looking online at imperialcollegeunion.org/training. Some types of careers events are suitable to be organised by volunteers, others should be organised by the College Careers Advisory Service.

Organising activities & advertising cont...


Safety

Safety must be an important consideration for every volunteer. Everyone has a responsibility for the safety of the people participating in events and activities.

For every event or activity you organise a Risk Assessment should be in place. Risk Assessments are covered in the Principal Officers training, including where and how to submit them.

The idea of a risk assessment isn’t to stop activities, but to ensure that you’ve thought how to minimise any existing risks, and thought through what you would do if an accident did happen and how you would manage the situation. This way, you won’t have to think on your feet in an emergency.

Activities on Campus

If you are undertaking your activities on any campus at Imperial you are not required to fill in an activity registration, however there are specific rules and procedures that must be followed, these are outlined in the Requesting Spaces training and in the specific guidance for different types of events. However, if there is a problem, you can call security on 020 7589 1000 from any phone or dial 4444 from any internal handset. They can provide first aid or guide you through a situation on the phone if they aren’t

able to arrive quickly enough. They can also arrange for the emergency service to come to any campus if required.

What if something goes wrong?

If an accident occurs off-campus there are a few simple things to remember and do:

• Do call for help. The emergency number in the United Kingdom is 999. If you have travelled abroad, remember to look up the emergency number of the country you are going to before you leave. Give it to everyone in your group.

• When the situation is stable, report the incident to College Security on 020 7589 1000. Security is manned 24 hours a day, every day of the year.

• Do not talk to the press or admit liability for an incident. The Union should not find out about an accident from national newspapers!

While this might sound serious, every year incidents do happen so it is crucial everyone knows what to do. Make sure you add the phone number for security into your mobile phone. You should submit an accident report form to the Student Activities Centre with 48 hours of your return.

Key Information


Accident Reporting

In the event that an accident has occurred, it’s very important to report it. You do not get into trouble if you report an accident, but the aim is to prevent similar accidents from happening in the future.

In order to do this you should fill in an accident report form. You can download these from the website imperialcollegeunion.org/accidents, or ask for one in the Student Activities Centre. There are accident report forms in the folders found in all minibuses.

Accident reporting is in line with College policy, which fulfills the College’s legal obligations in this area, so it is important that you comply with this procedure.

Activity Registrations

Registration of activities is mandatory for all Clubs, Societies & Projects. The information provided will help the Union and the College in the case of an emergency involving participants of events or trips.

The registration must be carried out online using eActivities, details are contained within the Trips & Tours and Principal Officers booklets. It will literally take two or three minutes.

Safety cont...


Finance

Any activities which are undertaken by volunteers which involve handling money must be operated through the Union’s finance system. This is a legal requirement and one you cannot avoid.

You cannot start an external bank account for activities which you conduct as part of your role as a volunteer at the Union, particularly for your Club, Society or Project.

The Union’s finance system fulfils all necessary legal requirements. It also offers free use of the online sales facilities through the Union’s website imperialcollegeunion.org.

Most of the issues surrounding finances are concerned with Clubs, Societies & Projects. The systems for dealing with finances for volunteer groups are almost entirely online using eActivities, which is accessed online at eactivities.union.ic.ac.uk. There are various training materials and quizzes required to access all of the functionality within eActivities, they are all available online at imperialcollegeunion.org/training.

Specific mandatory training is required for those who are responsible for groups with money or organise and run activities which cost or generate money. This is the Core Finance training module, again more information is available online at imperialcollegeunion.org/training.

Don’t under any circumstances steal money or other items from the Union or its associated groups. The penalties are severe - this can be anything from a reprimand to a disciplinary hearing which can affect your continuation as a student of the College.

The Union maintains a set of online transaction pages, you can view your Club, Society or Project’s online accounts at: eactivities.union.ic.ac.uk/finance/reports/transactions

These transaction pages are maintained by the Union’s Systems Coordinator and are based on the information you provide about your transactions. The content of the pages is the responsibility of the Union’s Clubs & Societies Finance Administrator.

To understand the transaction pages, you must also understand the transaction code system which is discussed in the Core Finance booklet.

The transaction pages are live and update after transactions are approved. Transaction lines will appear in different colours depending on the action and the status of the payment – if you believe a transaction is incorrect you should contact the Clubs & Societies Finance Administrator.

Key Information


Finance cont...

Reading the Transaction Pages

To navigate to the transaction pages you will need to click on Finance, then Reports and then Transaction Pages from the main menu in eActivities. Click on the magnifying glass icon to open the search box, enter the name of your Club, Society or Project and click Find.

The transaction pages for your Club, Society or Project will be displayed. The page will default to the tab for the current financial year, and a summary of the details for your Club, Society or Project. Click on the Transactions Summary tab to see an overall summary of the Club, Society or Project’s financial position, different tabs will appear for the various types of funding code. Click on the Transaction Lines tab to view details of each financial transaction in that funding code.

Funding code tabs

Transaction amounts

Main TotalActivity Codes

Account Codes

Financial years Transaction Summary Tab

Thank you for volunteering, and have a great time!

Imperial College UnionBeit QuadranglePrince Consort RoadLondon SW7 2BB

Tel: 020 7594 8060Fax: 020 7594 8065Email: [email protected]: @icunionimperialcollegeunion.org

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