New Office Bearer Training What does it mean to be a Society? Room Bookings Money and Funding...

New Office Bearer Training What does it mean to be a Society? Room Bookings Money and Funding MoneyFunding Training Marketing Society Awards

Introduction: What does it mean to be a Society? www.eusa.ed.ac.uk/getinvolved/societies/runasociety/

Societies are fantastic opportunities to Get Involved while at university and open the doors for numerous opportunities Societies are really important part of what EUSA does, central to our activity and governed by our regulations. New societies are recommended by Societies Council and approved at EUSAs Student Council. A society has to have a constitution, a democratically elected committee, at least 20 members, and regular meetings Different committees will have different structures to suit them but generally there are usually 3 office- bearers president, treasurer, secretary these can be changed to a different 3 depending on who it makes sense to have room bookings, web admin permissions etc. Your Society and EUSA GUIDANCE PDF

A society is a two-way process, we trust you and you trust us Keeping us in the loop allows us to better support you (HEAR, fair allocation of resources, etc.) Re-registration includes annual reports every March Accountability GUIDANCE PDF

Re-registration includes annual reports every March As part of the re-registration process, reports must also be submitted to the Societies Team. The function of this is threefold: Verifying activities for the HEAR Advising on reports for your AGM Letting us shout about societys activities to the Uni and elsewhere Re-registration and Annual Reports GUIDANCE PDF

Society Awards Champagne, Black Tie Youll want to be there.

Societies Council oversees societies projects and function: Society Awards New societies Allocation of funding Society Council members are elected from current or future society members

Demonstrating a Duty of Care Helps work out a safe way of conducting your societys activities The terms used in risk assessments are as follows: Hazard - the potential for causing harm and the likely consequences Risk - the likelihood of the hazard actually causing harm (high or low) Control measures - things which control (lower) the risk Risk Assessment GUIDANCE PDF

EUSA tries to provide public liability insurance cover for you This requires that we know about your activities This requires Risk Assessment This does not cover personal accident or injury, or damage/loss of society equipment; this cover can normally be obtained from any high street insurer Public Liability Insurance GUIDANCE PDF

Members should take out personal travel insurance. Also look at European Health Insurance Card (EHIC) Also think about Trip List for EUSA/Uni Trips GUIDANCE PDF

Room Bookings Ian Williams - Leisure & Conference Development Manager Anne Hunter Room Letting Officer (Bookings Office, Teviot Row House) www.eusa.ed.ac.uk/getinvolved/societies/events/

As a Society, you'll need space to meet, put on events, practice your skills and socialise. EUSA has rooms that societies can use. Designated Room Bookers Only President, Secretary and Treasurer will have room booking privileges as default. You can request room booking privileges for an Events Manager, etc. Booking EUSA Rooms GUIDANCE PDF

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. Timetable Block & One-Off Room Bookings Semester 1 (2015) GUIDANCE PDF

What is a Block Booking? All regular weekly/monthly meetings/events/sessions Eg Dance Classes Eg Committee Meetings Eg Workshops GUIDANCE PDF

A single event (or meeting) A single event preceded by a series of ancillary/support events (eg rehearsals within 7 days of the main event) Eg AGM Eg Show Eg Function Party / Dinner / Ceilidh / etc What is a One-Off Booking? GUIDANCE PDF

What Do We Need From You? Dates Times Venue (Teviot - KB House Pleasance - Potterrow) Room(s) Event Name Event Description Room Layout (eg theatre seating, clear room, boardroom, etc) Attendance Expectation Resources Required eg technical staff & equipment, catering, bar, etc NB: Society Packages NB: Additional Resources (Advance Notice & Charges) GUIDANCE PDF

Terms & Conditions (Societies Only) Includes: Definitions & Entitlements (includes responsibility & liability) Cancellations (by the Society & by EUSA) Conduct Illegal Substances & Alcohol Catering Marketing (EUSA name & logo) Guest Speakers GUIDANCE PDF

Recommendations Apply for available room space only Check all correspondence letters, schedules, & emails Check links eg Terms & Conditions If in doubt ask! Room Bookings Office: Reception Foyer Teviot Row House 0131 650 4674 GUIDANCE PDF

Summary Help Us To Help You! GUIDANCE PDF

Pleasance Redevelopment Starting in September different bits affected at different times/for varying lengths of time Funding is available to help those financially impacted Plan ahead if affected in future phases remember that other bits will become available again once theyre done and we will gain space e.g. Quaker Meeting House This is a really positive thing in response to society complaints about the condition of Pleasance!

Money Management Euan MacLean EUSA Finance Director www.eusa.ed.ac.uk/getinvolved/societies/money/

You are a custodian of other peoples money You have been granted this money to do a specific thing If you do something else with it you are at risk of misappropriation (& missing opportunities) So what do you do? Money Management Matters

Protect yourself (protect your Group or Society) Put controls in place Record everything Care with cash Justify yourself Plan ahead Get EUSAs help So What Do You Do?

Financial controls: documented rules controlling how funds can be accessed: Access to funds Multiple signoff Dont pay yourself Share the accounts with your committee Get the accounts checked Put Controls in Place

Every transaction through the books Maintain accounting records for your bank account and for all cash held (petty cash) Treat income & expenditure separately Being open covers yourself against any accusations of malpractice Record Everything

Cash is very transferrable and difficult to trace It is high risk to your group/society and to you! Petty cash should be just that Store it securely, bank as soon as practicable Get receipts for everything Care with Cash

Have at least two signatures for any transaction (dont make unilateral decisions) Ensure that large purchases are authorised in advance by your committee Ensure that full receipts are held Dont mix business & pleasure keep your funds completely separate (eg use a separate money box) Justify Yourself

Prepare a budget How much income do you expect? What do you want to do Map out your expenditure plans Ensure that your committee agrees! Plan Ahead

The Connect Office at Potterrow: Meher, Rob, Anne & Valerie. Open a Societies bank account Note EUSA is not a bank! We provide a service to help, but we dont have a banks resources. Get EUSAs Help

EUSA Banking www.eusa.ed.ac.uk/getinvolved/societies/money/

Got some money to pay in? Make a deposit between 10 am and 3pm at the EUSA Finance office in Potterrow and it will usually be in your bank account the next day. Some things to note Cheques must be payable to EUSA Societies Account, not your society! If a third party (e.g. sponsor) is paying money directly, tell them to use your society name as a reference. Let the EUSA finance team know [email protected] Some of the Basics: Depositing Funds Always let Finance know whose money it is! Income category will appear on your statement

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. Some of the Basics: Accessing Your Funds

Need a Balance check or Statement? Email [email protected] Come into the Connect Office and add your name to the transaction list The statements are usually sent out via email on the same day they are requested Some of the Basics: Getting a Statement

Funding www.eusa.ed.ac.uk/getinvolved/societies/money/funding

Get Involved Fund Innovation Initiative Grant Development Fund Sponsorship Society Cards Funding and Grants

Training

2 Peer Assessments 3 Reflective Inputs on Google Drive 5 Skills Training Sessions Edinburgh Award for Office Bearers Applications Open in September 2015

Money Matters Selling Your Experience Succeeding in Interviews Project Management Running Efficient Meetings Marketing and Promotion Presenting Yourself Skilfully Confidence Its About You Edinburgh Award Skills Training Sessions

More in-depth sessions later in the year Help to go from a functioning society to a great society Primarily open to Office Bearers on Edinburgh Award, but remaining slots will be advertised Regular Training

Marketing www.eusa.ed.ac.uk/getinvolved/societies/marketing/

Tell us about it! www.eusa.ed.ac.uk/ShoutAboutIt Loads of ways EUSA can help you promote: Posters and flyers Face to face stalls and Societies Fair EUSA plasma screens or library screensavers Online ticket sales Your Society Profile EUSA Entertainments and Events Department GUIDANCE PDF

The most viewed page on the EUSA website is the society listing page As well as being the first thing people see of your society, you can: View your members Sell tickets Send messages Link to Facebook, Twitter, or other web pages. Comprehensive Guide to Managing Your Society Profile Available Online: https://www.eusa.ed.ac.uk/pageassets/getinvolved/societies/training/trainingsummary/Society-Profile-Guidance2.pdf EUSA Website: Society Profile GUIDANCE PDF

Make a great first impression to the incoming Freshers Stall requests were done through Re-registration 10 comes from your EUSA Societies Account to cover costs Membership money goes straight into your EUSA Societies Account Members go straight into your Society Profile member list Societies Fair in Freshers Week: 16 th -17 th September GUIDANCE PDF

What is it / when is it? Gives students chance to try new things and get involved outside of Freshers Week Provides a way to showcase societies activities, and make it easy for students to get involved Trialling in November for two weeks (dates tbc) Give It A Go Programme

What do you think? We are hoping Societies would like to be involved either hosting short taster sessions, or having your usual event/activity included in our programme if this is already an opportunity for students to participate for the first time. Your input - Do you want to apply separately to take part as you would for Freshers Week events or use one of your existing bookings etc? Think about your involvement in Give it a Go as this may influence your plans for room bookings Questions? Come and chat with me after the presentation! Give It A Go Programme

Congratulations On Your New Office Bearer Position Please let us know if you have any questions or comments: [email protected] facebook.com/eusasocieties @EUSASocieties

Societies Council Elections There are 10 places available on Societies Council and they will be filled following an election by Single Transferable Vote as outlined in our regulations Candidates have nominated themselves beforehand and will be given 1 minute each to make a speech or have a statement read out on their behalf All candidates are listed on your ballot paper as well as a Re-Open Nominations option and you should number candidates in order of preference. You can put numbers beside as few or as many as you like. Ballots will be collected and counted in EUSA tomorrow by a staff member in our Democracy and Representation Team, observed by Sarah Purves We will announce results asap on Friday on our website and in an email to society office-bearers.

New Office Bearer Training What does it mean to be a Society? Room Bookings Money and Funding...

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