compiled by corrie adams - student support and recreation service
Welcome to the vibrant atmosphere of Clubs and Societies at the National College of Ireland (NCI). This booklet contains general best practice guidelines on how to manage and operate your Club or Society within the rules of the College. The information is not for Committee Off icers only and should be made available to all members. The Student Support and Students' Union offices are collectively involved in administering and authorising subsidiary funding towards the daily running of Clubs and Societies. It is also expected that some Clubs and Societies may need to supplement this assistance with fundraising, sponsorship, and contributions from members towards expenses incurred through their activities. Guidelines for administration and expense eligibility are laid down in the interest of benefiting all Club and Society members and the student body in general. It is important to note that those who do not work within these guidelines are violating the property and rights of their fellow students. The Student Support and Students' Union offices wishes to acknowledge, in advance, the hard work and commitment of the Committee Officers and its members of each active Club and Society. Without the participation and dedication of these students a valuable part of college life would be missing. This guidebook combined with the training will greatly assist you in the running of your Club or Society. Good luck and most of all enjoy your NCI experience. Kind regards, Corrie Adams Student Support & Recreation Coordinator Patrick Erhard Students' Union Clubs and Societies Officer
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CONTENT SECTIONS Introduction Violation of Rules Sports Courtesy
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Forms
ent
Support and Developm
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Student Support and Recreation Co-ordinator Students’ Union Clubs and Societies Officer
Setting Up and Getting Started Initiate or Renew
Annual General Meeting
Sign up Day
Constitution
Training
Budget Submission
Administration and Facilities Roles and Responsibilities of Committee Officers
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How to Chair an Effective Meeting Meeting Preparation Meeting Agenda Meeting Involvement and Actions Aims and Objectives NCI Affiliation with National Governing Bodies Clubs and Societies Affiliation Fees Sport, Recreation and College Facilities Procedures for Booking Sport, Recreation and College Facilities
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Events and Trips How to Plan a Successful Event Event Planning Steps How to Plan a Successful Trip Trip Planning Steps
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Marketing and Promotion Advertising Channels Communication Channels How to Increase Membership
Budgets and Financial Records Budget Submission Budget Allocation Special Fund Request Money from Account Making Lodgements Statement of Accounts End of Year Procedure Budget Spending Guidelines
Health and Safety First Aid and Medical Support Duty of Care Some Common Causes of Accidents Risk Assessment Event Management Checklist
Reporting and Continued Success Reporting on Your Success End of Year Report End of Year Checklist Clubs and Societies Awards BICS National Awards
Useful Links
17 19
23 28 31 page three
of Violation
Rules
Rules and regulations are in place to benefit all Clubs and Societies. By following the guidelines outlined, we can ensure that all Clubs and Societies are treated fairly, equally and without bias. Funds and facilities are never without their limits so it is essential that no one disrespects other Clubs and Societies by abusing the funds and facilities given to them.
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The Student Support and Students' Union offices deals with any violations of the Clubs and Societies guidelines, suspected misappropriation of funds etc. Failure to meet any of the conditions regarding equipment, budgets etc. is viewed very seriously by the Student Support and Students' Union office. If it is found that funds have been misused, or that the rules have been broken, the people responsible for bringing their Club or Society into disrepute will be required to return the funds with compensation by a certain date, or, depending on the case, be brought before the College Disciplinary Board.
Sports Courtesy There is a responsibility on all students taking part in inter college, domestic, and international competitions to be courteous and inform the school administration office of their absence from classes. This is primarily for timetables outside of the designated free Wednesday afternoon for College sport and recreation. Absence from classes is at the discretion of the individual lecturer and in some academic cases; students may have to re sit labs, continuous assessment or exams, in which a Medical Certification and Personal Circumstances Form will need to be completed. There is also an onus on all members of sporting Clubs that are selected to represent their college to make themselves available, or to notify their respective Manager or President in due time of their unavailability.
Forms Accident Report Form Budget Submission Form Clubs and Societies will be given advanced notice of key dates when relevant forms need to be submitted. The below named forms are available to download from the Student Life page on MyNCIStudent portal https://myncistudent.ncirl.ie. All information submitted will be kept on file in the Students’ Union or Student Support office for your use.
Constitution Form Equipment Policy Funding Policy Facilities and Bus Booking Form Medical Certification and Personal Circumstance Form Risk Assessment Form Set Up Form Trips Form
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The Student Support and Recreation Co-ordinator is responsible for supporting and encouraging the growth and development of Clubs and Societies in partnership with the Students' Union. The Student Support and Recreation Co-ordinator can assist you with the following: › Review constitutions and provide assistance to meet aims and objectives. › Review budget and special fund application forms and allocate appropriate funds to each Club and Society. › Affiliation with higher education and sporting governing bodies. › Assist with hosting and entering inter-collegiate competitions and events. › Booking college and hiring external facilities for training, matches or meetings. › Assist with hiring coaches or instructors. › Track the ongoing development of all Clubs and Societies. › Assist in the planning process of organising large scale events and new initiatives. › Review the use of and ensure Clubs and Societies have access to adequate facilities.
Corrie Adams
Please visit me in the Student Services office located on the ground floor or contact: P: 01 449 8548
E: corrie.adams@ncirl.ie
r supports The Students’ Union Clubs and Societies Office registered all of events and ions operat daily the assists and Clubs and Societies in NCI. the The Clubs and Societies Officer can assist you with following: set up. › Meet with new Clubs and Societies wishing to Clubs assist and event day › Co-ordination of the sign up stand. their up set ies Societ and sation of › Assist with the planning process and organi ion events and trips, including travel and accommodat requirements. ts' Union › Promote activities and results through Studen Please visit me communications. in the Students’ al kits, › Assist with purchasing all equipment, medic Union office kits and apparel. team located down in ent to › Properly store and monitor the use of all equipm the basement ingly. accord ensure it is maintained or contact: expenses. › Track and manage all financial accounts and P: 01 672 0873 College for › Assist with entry and nominations forms E: clubsandsocs@ncisu. onies. cerem s ie and National Award
Patrick Erhard
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2
A Clubs and Societies Set Up Form must be completed by the new initiator and returned for review. A meeting will be scheduled to discuss aims, objectives and plans for the coming year. This also applies for all Clubs and Societies that currently have an inactive status.
l opportunity to recruit Each Club and Society will have a promotiona Week. Each stand will ers Fresh during Day Up Sign new members on to be supervised by each be available on a first come basis and needs raged to seek out encou are Club and Society. Clubs and Societies Students’ Union. the from ial mater l administrative and promotiona
3
the Clubs and Societies At least two committee officers must attend training is organised The ng. fundi full Training in order to receive purpose is to guide its and Union nts’ Stude and rt by Student Suppo in the College. officers through running a Club or Society
Each Club and Society will hold an General Meeting with all signed up members to start planning for the comin g year. The meeting is not only to confirm membership and contact detail s but also to conduct some formal business-including election of committee officers, agree constitution, and create budget submission .
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A Constitution is a document which outlin es the terms of reference of how each Club or Society is to be operated by its committee. In order for a Club or Society to have official active status in the College, it must have a constitution. Existing Clubs or Societies will already have a constitution, however this also needs to be reviewed an updated each year. It is a good idea for new committee members to review the constitution so they have a clear idea of its contents and amend where required. A Budget Submission Form must be returned with the signed constitution. The elected committee may also be invited to a funding interview with the Student’s Union or Student Support office to present and explain submission forms.
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Administration and Facilities Roles and Responsibilities of Committee Officers All officers of the committee should be working together as a team in order to develop the Club or Society to its full potential.
Remember: You don’t want the Club or Society to deteriorate if you leave the College next year. Be innovative and ensure continuity by recr uiting a first, second, and third year student onto your committee so all your hardwork is not lost. President The President acts as the manager of the Club or Society and is the principal contact with Student Support and Students’ Union. The President is the key organiser and initiator of all the main events. The President is the public face of the Club or Society and the initial point of contact for all prospective and new members.
Vice-President
Secretary
The Vice President is the assistant to the President and will act as President when necessary. The Vice President should be strong at creating ideas for fundraising and play a key role in the development of the Club or Society.
The Secretary is the main communicator and will arrange all meetings, taking minutes where needed. The Secretary will have a strong hold on the daily running of the Club or Society including involvement in the general organisation of events, booking facilities, and communicating with members .
Treasurer The Treasurer is the main account keeper for the Club or Society and will work closely with the Secretary to keep up to date financial records of the annual budget. The Treasurer will report back to the President each month with up to date information on all financial issues. The Treasurer also reports to the Students’ Union and Student Support on all financial matters of the Club or Society.
Public Relations Officer The Public Relations Officer is responsible for advertising the meetings, competiti ons, and events of the Club or Society to members and students. The PRO will be responsible for publicising the Club or Society events and results by giving them to Students’ Union and Student Support to further communicate within the College.
t
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Equipment Officer The Equipment Officer safe guards all the equipment allocated to the Club or Society. They must ensure that equipment is stored correctly, kept at a safe standard and replaced when required.
How to Chair an Effective Meeting The success of a meeting can often depend on the ability of the President. Discussions can be heated and if the meeting is not run well business is not finished and decisions are not clear. Avoid a meeting if the same information could be covered in an email. One of the keys to having more effective meetings is differentiating between the need for one way information and two way discussions. It is important that the President is able to keep control of the meeting and each member’s point of view needs to be listened to and accepted. Agendas should be adhered to and sent out to the committee before the meeting takes place.
Meeting Preparation
tives you meeting, write down some of the objec Before planning the agenda for the ing is to meet the for tives fit of setting objec want the meeting to achieve. One bene more the , tives objec ing meet your concrete help you plan the meeting. The more g specific objectives havin of fit bene rtant impo nd seco focused your agenda will be. A your effective meeting process. allows you to continuously improve be: ing, the objectives for example could Depending on the focus of the meet titution. Understand and review the cons re areas for annual budget. Review income and expenditu raising and events. Provide ideas for organising fund competitions and tournaments. Outline structure for entering ip ote activities and increase membersh Provide ideas on how to prom
Meeting Agenda Provide all members with an agenda before the meetin g starts. Your agenda needs to include: A brief description of the meeting objectives. A list of the topics to be covered. A list stating who will address each topic and for
how long. When you send the agenda, you should include the time, date, location of the meeting and any background information on the meeting topic. Give all members something to prepare in advance as this will give the meeting a new significance for each member. Remember to follow your agenda closely!
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Meeting Involvement and Actions
take p in some way. This will ensure they Try to involve all members of the grou ent. onm envir ive truct cons more ownership of the group creating a it. Listen ing without deciding how to act on Don't finish any discussion in the meet by without pass them action items and don't let for key comments that flag potential arise they as cts proje and tasks ing. Assigning addressing them during your meet Addressing off lete. comp be will gh throu w follo during the meeting means that your the meeting in this way also allows you to keep topic statements during the meeting on track.
Remember: Don't leave the meeting without assessing what took place and making a plan to improve the next meeting. Aims and Objectives
of the Club Aims and objectives provide a clear indication of the goals and purpose and to year coming the on focus to them use should e committe or Society. The assess performance and success throughout the year.
is to e aim of this year For example: “Th of members actively increase number lub or Society.� involved in our C will Objectives are more specific statements about how the Club or Society example: For achieve its aim. 1. Organise five more events than last year 2. Train each week to improve performance in the league 3. Promote and market the Club or Society to all full time students 4. Raise awareness through posters and flyers 5. Develop communication networks through email and text
Affiliation with National Governing Bodies
with All registered Clubs and Societies through NCI subscriptions are affiliated ons. Associati Societies and Sports National
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Board of Irish Colleges Societies (BICS) BICS is a national organisation dedicated to providing a forum of support for Societies in Ireland. It works with member institutions from Ireland’s Colleges, Universities & Institutes of Education. BICS also acts as an information resource and support mechanism for Society administrators throughout the country by promoting the sharing of ideas and the implementation of best practice. The National Society Awards are the highlight of the Societies’ Calendar. Hosted by the BICS Executive, they celebrate the achievements of the societies at a national level. The Awards are all about encouraging participation in Societies and rewarding those who have contributed significantly to the life of their College through Societies. Log onto www.bics.ie to learn more about BICS and get involved in inter-collegiate Societies events.
I) Student Sport Ireland (SS
rt working with Irish and y for Irish third-level spo ate SSI is a representative bod es for students to particip elop excellent opportuniti International bodies to dev physical recreation. and compete in sport and te the rt at all levels and promo pathway for student spo red ctu stru a select and vide also pro SSI competitions. SSI domestic Inter-Collegiate events rts spo t den development of excellent stu al rnation for representation in inte es. Gam sity prepare Irish delegations ver Uni rld Wo sity Championships and including the World Univer ndar and get involved in rt.ie to view the full cale Log onto www.studentspo al opportunities. domestic and internation
Clubs and Societies Affiliation Fees All registered Clubs and Societies are affiliated with the above National Governing Bodies; however reduced competition entry fees are still incurred. Other affiliation and competition fees may be incurred to join other higher education bodies so be aware when submitting budgets. The fees vary and will enable Clubs or Societies to also enter sporting competitions or recreational events.
Sport, Recreation and College Facilities Clubs and Societies and its registered members have access to a range of discounted premier sport and recreation facilities affiliated with the College. Clubs and Societies also have access to the NCI bus for College related activities, events, and organised trips. Additionally, Clubs and Societies have access to internal class rooms, theatre rooms, atrium, and quad area for meetings or events.
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Irishtown Stadium
an The stadium is within walking distance of the IFSC. The stadium offers and gym pitches, soccer weather all track, international standard athletics and aerobics studio. The adjacent Ringsend Park also offer pitches for gaelic hurling training and matches.
Clontarf Sports Pitches
The pitches is within walking distance of the IFSC and offers a multi GAA synthetic, floodlit sports complex. The complex includes one full size pitch, one full size soccer/rugby pitch and a 7-a-side training pitch complete with changing rooms and shower facilities.
Gloucester St. Sports Centre
pose The centre is within walking distance of the IFSC and offers a multi-pur boxing. and arts martial for room studio and hall, sports
Markievicz Leisure Centre
The centre is within walking distance of the IFSC and offers a gym, aerobics studio and a six lane 25 metre pool.
Sportsco Leisure Centre
25 The centre is within walking distance of the IFSC and offers a six lane all metre swimming pool, racquet courts, multi-purpose sports hall and weather soccer pitches.
SV Fitness
and also This state of the art gym and health club is adjacent to the campus centre. therapy sports and m, offers an aerobics studio, sauna, steamroo
Procedures for Booking Sport, Recreation and College Facilities 1. Use of all Sport, Recreation, and College facilities is availa
ble upon request and bookings will not be accepted directly from Clubs or Societies. 2. Hold a meeting with your Club or Society members to decide facilities requirements and where possible always book at least 48 hours in advance. 3. Bookings are approved on a first come first served basis , however equal arrangements will be made where possible. 4. No block bus bookings are taken. If the bus is not availa ble it may be necessary for a Club or Society to use most economical mode of transport. 5. Complete Booking Form and submit to the Student Suppo rt and Recreation Co-ordinator. 6. Contact will be made within 24 hours to either confir m or reschedule your booking if not available. 7. It is courteous to give at least 24 hours notice of cance llation of any facilities or bus bookings where possible or a fine may be incurred. 8. If a facility does not meet the requirements of a Club or Society, further arrangements and rates will need to be agree d by the Student Support and Recreation Co-ordinator.
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How to plan a successful event A successful event is usually dependant on how well it is planned and organised. Events should be in keeping with the objectives of the Club or Society as defined by the constitution and also consider the wants of the members. A successful event is characterised by good planning, sound financial management and effective publicity. Prepare thoroughly as far ahead as possible to avoid disappointment with venues, funding, equipment, tickets, attendance, entertainment etc. Do not assume anything when you book a venue, make sure that it contains everything you need to hold your event.
Event planning steps 1. Choose an event:
> Brainstorm all ideas with your committee members, Students’ Union and other Colleges. > Be clear on the purpose of your event, the theme, programme, who will attend and who it will benefit.
2. Groundwork
> Confirm dates and times. Make sure your event does not clash with another.
> Do a basic budget and apply for the funding if required.
> Select a venue that appeals to students and suits the event. Issues to consider are its facilities, as well as cost versus value and return (discounts, promotions etc). Negotiate where possible.
> Approach potential sponsors if necessary. > Create a ‘To Do’ List . > Consider health and safety issues.
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3. Getting ready > Book venues, performers and other event details. > Book equipment, e.g. PA and
lighting. > Plan a promotional strategy, e.g. posters, flyers for distribution. > Do you need a promotional team or ticket sellers. > Confirm your budget and map it out. Budget each event individually, get quotes and be resourceful > Best practice recommends preparing a risk assessment.
4. Promotion
> Hold a briefing if needed.
> If selling tickets or merchandise at the venue, make sure you have a float for change.
> Make good use of flyers, posters, internet and mailing lists.
> Make tickets available well in advance.
> Acquire a cash box from the Students’ Union.
> Never have large cash amounts in one place.
5. Final checklist
> Deal with necessary amendments. > Check all the fine points. > Final promotional blitz.
> Finalise budgets.
> Confirm arrival details with acts and
> C onfirm set up times and do
> Mix with the audience, talk to them and note their opinions.
> Hold a short de-briefing and find
catering etc.
necessary checks.
> Arrange a photographer if desired.
6. At the event
> Check all safety equipment and
> Check the venue out in advance
out about any incidents on the night rather than the next day.
7. A fter the event > Complete any paperwork.
payments.
> Compile incident reports, if any.
> Submit a review of the successful event to Students’ Union, Student Support, sponsors, radio or paper etc.
emergency equipment.
so that any damage reported can be verified as your liability or otherwise.
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> Finalise lodgements and
> Follow up with sponsors. Send them anything where there logo or acknowledgement appeared.
To facilitate duty of care, all Clubs and Societies booking overnight stays are required to complete a Trip Form. No specific funding for any trip will be granted without this form fully completed. This form demonstrates that planning has gone into an activity and the necessary arrangements have been made. The trip leader should complete the form and return it to the Students’ Union in advance of the trip for approval. In case of emergency the Students' Union must retain a copy and the travelling Club or Society must also bring on the trip.
Trip planning steps 1. Booking your trip Make sure to plan well in advance as booki ng early can save massive amounts of money. This allied with giving plenty of time for ticket sales will help to ensure a successful attendance. Remember that if you are booking flight s you will need to collect passport numbers and expiry dates. Make sure that all attendees also give their name exactly as it is spelled on their passports. Check all details carefully, as even a single misspelling can hinder someone from traveling. Make no mistakes when booki ng as they can be expensive. Be aware of hidden charges with budg et airlines. When booking groups, be aware the cost can increase with the number so it can be economical to book a certain numb er at the lower fare. Make sure you book the correct times and destinations for all flights. When booking accommodation make sure you pay all deposits to the one hostel as sometimes names can be confu sing and mistakes can be made. If travelling abroad check if those travel ling have their own travel insurance and if not include the purchase of insurance in the cost of the flight.
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2. Funding your trip Consult with your Students’ Union early and get
details of what funding is available. Make a budget so that you can give memb ers an estimate of the overall cost of the trip. Factors to consider include:
● Transport costs (bus, plane, taxi etc).
● Accommodation costs.
● Food (if your Club or Society is provid ing
any). ● Events (if the Clubs or Society is provid ing inclusive tickets). ● Make sure also to let members know what is not included in the price, so they can estimate how much extra money to bring .
Collect a deposit early so you can begin booking your trip. Make sure everyone knows when this deposit is due and that it is non-refundable. Make it clear members won’t be able to attend if they don’t pay it by the due date. Whenever possible, avoid carrying large amounts of cash. If you can, pay for all flights and accommodation by bank transf er. If in doubt, consult with your Students’ Union for recommendations.
3. On the trip
to you it who are not well known members or members new h wit g elin trav are If you t of the group. m feel welcome and par is important to make the h committee of those traveling to eac a to allocate a number ide d ir group and goo a the be w kno can It to n take the time to get the can cer offi The g. officer travelin luded in activities. make sure they are inc sumption larly careful of over con on the trip and be particu es issu s. ety rule saf of any re to Be awa read and agreed of those traveling have of alcohol. Make sure all group splits loring on their own. If the id any of the group exp a given time. at in ck che ups It is important to avo where all the smaller gro ce pla in y enc ting con up have a and is aware of fire escapes ensure that the group ion dat mo om acc the On arrival at in working order. that all fire escapes are y of a aging in physical activit r open water and if eng nea en tak be uld sho e Car hazardous nature. aging in of participants before eng y level and experience Check the competenc ning. ivities which require trai potentially hazardous act
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MARKETING AND PROMOTION Remember: Students are not always aware of the ongoing activities within Clubs and Societies; therefore it is vital that the profile of Sport and Recreation is raised within the College.
els
n Advertising Chan
Websites to Promote Your Club or Society enew or create own online R presence including website, Facebook, Twitter, and Youtube. ink online presence and connect L with Students' Union social networking sites and website.
Notice Boards Regularly update Clubs and Societies activities on notice boards in the Students' Union and designated areas in the College.
All posters must be stamped by the Students’ Union. DO NOT place posters on College wooden doors and windows. Ensure posters are colourful and eye catching to avoid being overlooked. Portray a good image by ensuring that posters are professionally produced. Think clearly about the message you are trying to get across. Discuss the impact of the design with your committee.
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hannels
Communication C
Email and Text Messages Think clearly about the message you are trying to get across. Develop a mailing list and send out regular messages or promotional information to your members. Spread the message.
Networking Opportunities Invite to BICS student societies forum. Invite to SSI student clubs forum Meet Clubs and Societies from other colleges. Participate on National governing bodies AGM’s and competitions.
Participate on Higher Education sporting bodies AGM’s and competitions.
Class Announcements The most effective way to get your message across is to communicate information directly. Recruit members of your committee to make announcements in their own class and visit other lectures ..
Remember: When speaking to the group, be audible, clear and concise with your message. How to Increase Membership Host events that will appeal to the wider College community. Target specific groups when organising events e.g. international students. Report on your success or special highlights through all marketing and promotional channels. Ensure that everyone knows your face and profiling the Clubs or Society. Be friendly to all students and personally invite them to your events. Organise a sign up desk in the Atrium. Obtain media coverage on fundraising or charity events.
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Budget Submission Each Club or Society must have at least 20 signed up members to be eligible for funding. Complete Budget Submission Form. The subm ission must show projected income and expenditure includ ing explanatory notes. Each existing Club and Society will initially have access to minimal funding until full budgets are review ed and allocated. The amount generally for new Clubs and Societies is minimal, with the option of applying for extra monie s in the special fund. Be creative and descriptive with your aims and objectives. Remember to sell your Club or Society activi ties in order to receive the full allocation you require. Budget applications submitted after the deadl ine may result in a reduction in their allocation.
Budget Allocation Budgets are allocated to support activities which are carried out within the College or which are directed at members of the College. In deciding on the amount of the budg et allocated to each Club or Society the Stude nt Support and Students' Union offices will take into account the number of members, the range of competitions, the type of events or trips, the extent of planned activities, and the extent to which the previous year budget was spent. Budgets are allocated by the Students’ Union with regular financial reviews by the Student Support office. If a Club or Society has been inactive or has not fulfilled the commitments under taken in their budget application, some or all of their allocation may be withheld for redistributi on. Each Club and Society will be notified internally of their allocation and a breakdown of the amount awarded. Funding for an unforeseen event that was not included in the original budget may be requested from the special fund.
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Request Money from Account Any Club or Society who wishes to request money from their account must refer to the Funding Policy and complete the Payment Form. The form is the responsibility of the President or Treasurer and must be submitted at least two working days before the cheque is due. This form must be submitted in person directly to the Students’ Union Clubs and Societies Officer. The form should clearly outline what the funds are being used for and who the cheque is to be made payable to. Cheques will be available within three days of the request.
Special Fund The Students' Union operates a special fund which can be used for funding outside of your original budget allocation. For example, if a Club progresses further in a competition or if a Society increases the scale of an event, you may apply for special funding. You must complete a Payment Form and it will be put before Students' Union and Student Support offices for approval.
Remember: AT NO STAGE WILL CASH BE GIVEN TO ANY CLUB OR SOCIETY FOR ANY PAYMENTS!
Making Lodgements Any Club or Society who wishes to lodge money to their account (i.e. be sponsorship, grants, fees etc.) may do so by bringing the amount to Club the to issued be will receipt A office. Union ' Students lodged to the or Society for said amount.
Statement of Accounts Clubs or Societies may approach the Clubs and Societies Officer at any times if they have any queries regarding their accounts.
End of Year Procedure
their It is ultimately the responsibility of each Club and Society to monitor unspent Any ly. adequate spent are budgets ensure and records financial balance will be absorbed into the general Students’ Union budget.
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Remember: The Students’ Union and Student Support Office can assist you with getting the most out of your budget.
Budget Spending Guidelines Guidelines are to be closely monitored when spending your budget allocation. Expenditure on categories not listed below must be authorised by the Clubs and Societies Officer. Clubs and Societies cannot afford to give members the maximum budget for trips and events. Funding can only be used for registered memb ers
of the Club or Society.
The following items are approved for spending the Clubs and Societies allocated budget and should be prioritised based on the main activities of the Club or Society.
Accommodation The most affordable rate of accommodation when booking overnight stays. A supplement of up to €20 per night per person may be allowed when representing the College once a Trip Form has been fully completed.
Administration Stationary and telephone costs.
Affiliation Fees Fee to higher education sport or society governing bodies.
Alcohol The College has a strict Alcohol Policy and all Clubs and Societies that are being funded must adhere to these guidelines. Clubs and Societies may only receive an alcohol allowance for an event that is not solely based on the consumption of alcohol. i.e. Fashion Show.
Equipment and Team Jerseys All equipment (team jerseys) is the property of the Students' Union. Any Club or Society who wishes to use the equipment must refer to the Equipment Policy and complete the Equipment Log Form. The Equipment Policy MUST be strictly adhered to in order to keep the equipment maintained (clean, safe working order) for all members to continue to use.
ne
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Referee, Coaching or Instructor Fees
Facilities College facilities for hire need to booked and approved by Student Support. Rates and costs are covered by Student Support upon approval based on a fair usage agreement.
All must have recognised qualifications and paid in accordance with standard rates.
Speakers Fees External speakers not to exceed €80, depending on reputation.
Non-College facilities will need to Internal speakers not to exceed €40. be requested and agreed by Student Support and in some circumstances may need to be expended from Clubs or Societies budget. Most economical transport within Co. Dublin when NCI bus not available.
Travel
Inter Collegiate Competition Fees
Fee to higher education sporting leagues or competitions.
Laundry
Mileage may be allowed in exceptional circumstances where public transport is unsuitable. Mileage must be approved in advance. Mileage may be claimed for use of a private car when representing the College outside of the Co. Dublin area. Students may claim mileage at the current Students Union rates available from the Students’ Union office.
The Equipment Officer is responsible It may be necessary to hire a coach traveling outside for each Clubs laundry services and the Co. Dublin when NCI bus is not available. costs are covered through the Clubs allocated budget.
Meals A supplement of up to €5 per head per meal may be allowed when hosting a team or competition. This is also allowed when representing the College and traveling outside the Co. Dublin area.
Trophies and Prizes
Clubs and Socie ties may only receive a trophy or prize allowance for an event that is solely based on the organisation of a competition i.e. Talent Show.
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Health and Safety is an inte gral part of the managemen t of any activity. The Students’ Union and Stud ent Support office is commit ted to health and safety. This dedication cannot be met without willingness on behalf of the Clubs and Societies themselves to adh ere to safety regulations. All Clubs and Societies are covered by the Students’ Uni on insurance Policy Schedu le. Please ensure that you know the location of the nea rest doctor in the area whe re you are playing your match. Any accidents or inju ries must be recorded on an Accident Report Form and reported to the Students ’ Union President as soon as the incident occurs.
First Aid and Medical Support Mainly for Clubs, the first moments after an accident can be vital for a positive outcome. Clubs must ensure that a fully stocked first aid box is brought to every match. It is desirable that a core committee officer(s) of Clubs have undergone a first aid course to facilitate any injury or illness that might occur when teams are representing the College. An Emergency First Aid course will be recommended to officers at the commencement of the year. Medical support is available for students injured during training or playing with the College. The College provides a subsidised medical service to all full-time registered students. The Custom House Medical Centre provides physiotherapy for sports injuries and provides referrals for specialist clinics.
Duty of Care Organising the activities of any Club or Societ y is a demanding task in terms of commitment, both time and resources. As the organiser of any Club or Society you have a responsibility to ensure that all activities are undertaken in a safe and healthy manner, as far as reasonably practicable. If you are the organiser of a public event, you must demonstrate a duty of care to the participants of your activity. By identifying potential hazards and threats, the risk of an accident or incident happening is reduced. It is therefore necessary for proce dures to be in place that will aid in the management of health and safety. By doing so, you will have demonstrated a ‘duty of care’.
Some Common Causes of Accidents Manual handling (e.g. heavy, awkward or hard to reach loads). Equipment (e.g. which is poorly maintained or whose guards have been disabled). Ensure society members know how to use equipment properly before you allow them to do so. Falling objects. Slipping/tripping hazards (e.g. poorly maintained floors or stairs). Fire (e.g. from flammable or combustible mater ials, hay, waste material). Always ensure you and your members know where the fire exits are located. Electricity (e.g. poor wiring or residual curren t device). Hot substances or surfaces.
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Risk Assessment A Risk Assessment Form should be filled out by the Club or Society President before any event has been organised. It should be issued to the Students’ Union and Student Support office for review and approval. This will ensure that all precautionary measures have been taken to prevent a major accident or incident occurring.
Steps to Risk Assessment 1. Look for the hazards 2. Decide who can be harmed existing precautions 3. Evaluate the risks and consider 4. Record your findings 5. Review assessments
low risk category Clubs and Societies fall into the While many events organised by event falls into ic, it is strongly advised that if your and are open to the general publ registered your to open that the activity is only the potentially hazardous category ils on deta ding inclu ity activ lved in the specific members. Lists of members invo n. Unio ’ ents Stud the with ed be lodg location, activity and date should
Event Management Checklist Use this checklist to aid filling out the Risk Assessment Form. Please complete this checklist using the following replies in the boxes. ✓ Done/In place X Not Done N/A Not applicable
Permanent strucuture
Do you have permission from the Buildings Office to use the facilities? Is there adequate lighting, ventilation, heating and any other environmental conditions, which may affect people? (e.g. flat surfaces, ground level, emergency lighting, etc).
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Temporary structure
Is there a temporary structure? Do you have permission from the Buildings Office to erect the temporary structure?
Will competent persons erect it? Does it need a certificate of completion? Is there adequate lighting, ventilation, heating and any other environmental conditions, which may affect people? (e.g. flat surfaces, ground level, emergency lighting, etc).
Hygiene facilities Are there an adequate number of toilets for the amount of people expected at the event? Are there an adequate number of sinks and washing facilities? Are they cleaned to a high standard? Is there a system to ensure their function and cleanliness throughout the event? Are there an adequate number of disabled toilets?
Fire safety Has the fire prevention officer inspected the location and approved it? Clearly marked access and egress? Clear passageways? Working emergency exits? Emergency lighting? Fire extinguishers? Proper types available? Fire blankets (if appropriate) Functioning properly? Personnel trained in the use of fire extinguishers? Fire Marshals appointed? Adequate smoke detection/fire monitoring and alarms? Are there flammable liquids present? Is there a generator for lighting that may cause a fire? Is all equipment present in good working order and safe?
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First aid Adequate number of first aid kits? First aid kits up to date and contains contents relevant to hazards that may be present at event (e.g. cooking food- burns) Is there an appropriate amount of occupational first-aiders present? Are there signs indicating the location of first aid kits? If there are high risks, are measures in place e.g. first aid station
Crowd control
Does the location facilitate the amount of people expected to be present? Are all danger areas fenced off e.g. if event is near the river? Are there an adequate number of stewards present? Are they trained in event control? Is there an adequate number of security personnel to prevent theft, fights etc? Is there traffic management? Parking arrangements? Special needs
Is there access and egress for a disabled person? Is there allowance made for children, elderly, pregnant women or others with special needs that may attend? (e.g. seating)
Waste management Means of waste collection during setting up, during event and after? What types of receptacles are to be used? How and when will they be emptied and by whom? Method for combating spills on the floor and to prevent tripping hazards?
Communication and emergency response
Is there appropriate and adequate number of safety signs present? Is there a system for communicating with stewards, security, the crowd etc? Is there a system for contacting emergency response teams? page TWENTY-six
Do they have an easy access route? Is there an emergency response plan? ion during such events? Is staff aware of the chain of communicat Others
Are there ‘No Smoking’ signs? Are there facilities approx. 6 metres away from the building for smokers? e.g. bins for cigarette butts. If food is being served, is there a health code for preparation and service of the food? Are there provisions for food allergies and also insect allergies? e.g. first aid kit to contain adrenaline/epinephrine? Protocols in place - trained personnel to assist with severely intoxicated individuals?
Protocols for accident and incident reporting that may occur at the event?
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Reporting on Your Success A brief summary should be sent to the Students’ Union and Student Support office after each Club or Society match, competition, event, trip etc. It should provide a summary of the activity that took place and detailing any special highlights so that it can be published through Students’ Union and College communications. This is also an opportunity to increase the profile of the Club and Society and it should be published through all other marketing and promotional channels, including notice boards, social networking sites, own website, email members etc.
End of Year Report the Club or Society, The President is required to produce an End of Year report for contents of this the As ity. which is a very useful document for ensuring continu tion with the consulta in and tion conjunc in written be document will vary it should whole. a as tee commit The format of report should generally include: year in question. A description of the Club or Society and its activities during the Club or Society during A list of events which were organised and carried out by the the year. year. Any changes made to the Club or Society’s constitution for the . The Club or Society’s membership numbers for the year in question The number of committee meetings held, and whether or not held.
an AGM has been
If an AGM has been held, the names and contact details of the officers.
incoming committee
End of Year Checklist Even the most vibrant and active Club or Society needs to work hard to ensure continuity from year to year. A good handover is important as it would be a shame to let everything your Club or Society has achieved to go to waste.
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Submit your nominations for the Clubs and Societies Awards. Submit your nominations for the BICS National Awards. Review the year and plan for the year ahead. Submit End of Year report to the Students’ Union and Student Support office. Submit Portfolio to the Students’ Union or Student Support office. Hold an AGM, elect a new committee and present the end of year report. Submit your nominations for the SSI Inter-Collegiate Event Awards Develop a portfolio throughout the year, which all committee officers could make useful contributions to. Include all your day to running of activities, competitions and events, publicity articles, posters, photos, and details of sponsorship. This will be a useful tool during handover and if you nominate for the BICS National Awards.
Clubs and Societies Awards achievements and successes of The annual Clubs and Societies Awards officially recognise the drive and energy is required rable the different Clubs and Societies throughout the year. Conside talent, commitment and the edge acknowl awards to make a Club or Society successful and the the most prestigious and of one are Awards The teams. and determination of individual students eagerly anticipated events in the student calendar. The Clubs and Societies Awards are featured at the Formal Ball and include the following categories: Best Athlete of the Year Best Civic Contribution Best New or Improved Club Best New or Improved Society Club of the Year Club Event of the Year Club Person of the Year Fresher of the Year Society of the Year Society Event of the Year Society Individual of the Year Other student recognition Awards on the night may include: Presidents Award Official Winners Trophies
How to Enter the Awards All registered active Clubs and Societies are eligible to nominate for the relevant awards categories. Read carefully awards conditions and criteria. Fully complete application form available on MyNCIStudentPortal. Submit a portfolio or other supporting materials as relevant to your application.
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BICS National Awards The Awards are all about encouraging participation in Societies and rewarding those who have contributed significantly to the life of their College through Societies. Everyone who reaches the Awards is already a winner: someone who stands out from the crowd. This is your day to represent the College, meet other outstanding young people, and show the country what you have achieved. All members of BICS are entitled to nominate for all categories. Some categories are divided into small and large colleges. Best Society
Best Fresher
Best New Society
Best Poster
Most Improved Society
Best Online Presence
Best Event
Best Civic Contribution
Best Individual
How to Enter the Awards NCI Clubs and Societies Awards winners are eligible to nominate for same categories at the BICS Awards. Fill out an online application form on www.bics.ie, which must be submitted by the deadline. The full marking schem e is available online. Submit a portfolio supporting your activities by the deadline. Attend a short interview.
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USEFUL LINKS
Irish College and University Clubs and Societies Board of Irish College Societies – www.bics.ie Cork IT – www.citsocieties.ie Dublin City University – www.dcu.ie/studentlife Dublin IT – www.socs.dit.ie Dundalk IT – www.dkit.ie/student_life/student_services/clubs IT Tallaght – www.it-tallaght.ie/sports IT Tralee – www.itt.ie/en/InformationFor/CurrentStudents/StudentLife/Societies/ ITTraleeSocieties/ Mary Immaculate College – www.mic.ul.ie/sports NUI Galway – www.nuigalway.ie/student-life NUI Maynooth – www.sports.nuim.ie Trinity College Dublin – www.tcdlife.ie/clubs-societies/ University College Cork – www.ucc.ie/en/current/clubs-socs/ University College Dublin – www.ucd.ie/sportandsocieties University Limerick – www.clubsandsocs.ul.ie/
Irish College and Universities Sports Associations Basketball Ireland – www.basketballireland.ie Colleges Football Association of Ireland – www.thirdlevelfootball.ie Student Sport Ireland (Badminton, Hockey, Karting, Netball, Pool, Rugby, Swimming, Volleyball) – www.studentsport.ie Higher Education Hurling and GAA – www.he.gaa.ie Higher Education Snooker and Pool Council – www.hespc.com Irish Colleges Golf Association – www.irishcollegesgolf.com Irish Universities Athletics Association – www.iuaa.org Irish Universities Cricket Association – http://www.pitchero.com/clubs/ irishuniversitiescricketassociaton Ladies Higher Education Football – www.ladiesgaelic.ie
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Notes
National College of Ireland Mayor Street, IFSC, Dublin 1 Tel: 01 4498624 Email: studentsupport@ncirl.ie Web: https://myncistudent@ncirl.ie