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Welcome Congratulations on being elected into your new role. We’re sure you’re going to have an incredible year. With over 60 clubs and nearly 5,000 individual members, the work you do really does make a difference to the student experience. We’ve put together this guide to help you get started in running your society. It by no means covers everything you need to know, but should give you an idea of what to expect over the next year.
Who? The Students’ Union has a dedicated team of staff and an Elected Officer committed to supporting and developing your club. Make sure you use us! We’re based on the third floor of the Students’ Union. Even if you don’t need help for now, make sure you introduce yourself.
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Key Contacts VP Sports & AU President Bryn Griffiths VPSports@Cardiff.ac.uk 029 2078 1438
Activities Manager
Sports Co-ordinator
Student Activities
Kelly Oakley OakleyK1@Cardiff.ac.uk 029 2078 1432
Alastair Waldron WaldronA1@Cardiff.ac.uk 029 2078 1439
Stuart Read ReadS3@Cardiff.ac.uk 029 2078 1437
During term time, we’ll also send a weekly email newsletter with important updates and information. You can find more key contacts in your online committee resources at: cardiffstudents.com/activities/au/resources
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The Athletic Union Executive This committee forms the primary link between the AU President and club committees and members. They also support the President and act as an advisory board for them. This year your AU Exec. are:
Laura Kendrick
Thomas Tilston
KendrickL2@Cardiff.ac.uk
Olivia Gilbert
TilstonTW@Cardiff.ac.uk
Emily Wiltshire WiltshireE@Cardiff.ac.uk
GilbertO@Cardiff.ac.uk
Stefan Pollitt PollittS@Cardiff.ac.uk
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What? There are lots of things the Students’ Union can offer you to make your time on a committee as enjoyable and successful as possible.
Support & Advice • Staff Support – A team of staff dedicated to you! • Training Sessions – A selection of sessions to equip you with the skills you need to run your clubs. • Club Feedback Forums – Regular opportunities for you to provide us with feedback on how things are run.
Financial Resources • Bank Accounts – Free, secure, internal bank accounts for all clubs. • Funding For Key Activities – Last year over £90,000 was invested into clubs directly following budget applications. • Cash Flow – Clubs have access to short term loans where expenditure is due in advance of income. • In-Direct Funding - The majority of services provided for clubs are either free of charge or heavily subsidised.
Promotional Resources • AU Fayre – Clubs will get the opportunity to promote themselves during
events such as Freshers’ Fayres and Refreshers Fayres in second semester. More information on Page 10. • Website – Every club has a section on cardiffstudents.com. It includes a webpage, online membership system, communication tools and payment facilities. • Student Media – CUTV, Xpress Radio, Gair Rhydd and Quench. • Plasma Screens – Clubs can advertise on the plasma screens at Park Place and The Heath. • Stalls – Clubs can book stalls in the Students’ Union.
All of these are completely free of charge! Contact Jess on: McFarlaneJM@Cardiff.ac.uk to get help with promoting your clubs and events.
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Opportunities • Dodgeball – Annual tournament, open to everyone, why no enter a club team! • AU Ball – A celebration of the years sporting achievements and the hard work put in my clubs. • Freshers’ & Refreshers’ – Action packed weeks for promotion, activity and recruitment. • ‘5000’ Events – An ongoing theme for events this year around reaching 5000 AU members. Keep your eyes peeled for more info soon!
Physical Resources • Transport – We have a fleet of cars and minibuses available for clubs to use at a reduced rate. • Rooms – We have a selection of rooms in the Students’ Union for use free of charge as well as access to University rooms. Use the online room booking system to book them. • Venues – As well as rooms, clubs can use venues such as CF10 and the Great Hall for events at the minimum cost. • Storage – We have limited storage available both in the union and at Talybont.
security • Insurance – Every registered club member is automatically covered by Third Party Liability Cover, Personal Accident Cover and Equipment Insurance when taking part in registered activity.
• Registered Address – Clubs can use the Students’ Union’s address for delivery of post as well as an address for agreements. • Safety Net – We will always look to support, assist and advise any clubs or students experiencing difficulties.
Millennium Volunteers • You can get your time on a committee certified by Millennium Volunteers. • After logging your hours online, you can reach 50, 100 and 200 hour milestones. You’ll then get a certificate that will prove what you have achieved.
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As club committee members, you also have a host of responsibilities... Democracy & Transparency
an effective handover to new committee members.
• Constitution – All clubs need to have and abide by a constitution. Changes to the constitution have to be passed by members at a General Meeting.
• Resource & Equipment Management – Clubs have finite resources and equipment and it is the responsibility of the committee to ensure these are used appropriately.
• Committee – Clubs should be led by a committee of at least 3, consisting of a President, Secretary and Treasurer. Committee members need to be paid members. • General Meetings – Every club needs to hold an Annual General Meeting (AGM) towards the end of the academic year. They should also hold Emergency General Meetings (EGM) as and when required. Committees are also required to attend the Union’s AMM (Annual Members’ Meeting). • Elections – Committee members must be chosen in a democratic and anonymous election through cardiffstudents.com. All members should have the opportunity to run for any position.
Effective Management • Membership – It’s essential that all active students are members of the Athletic Union (£15 per year) and the individual club. • Handover – On top of the training provided by the Students’ Union, it’s the responsibility of committees to provide
Conduct & Behaviour • Behaviour & Discipline – All club members have to adhere to the University’s Student Code of Behaviour, the Students’ Union Discipline Policy and the law.
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Financial Management • Bank Accounts – Clubs must use the accounts provided by the Students’ Union and not hold money in an external account. • Income – Clubs can accept income by cash, cheque, BACS transfer or via cardiffstudents.com • Expenditure – All payments must be authorised by the treasurer and the Students’ Union. Money spent should benefit the members in line with the club’s aims and objectives. • Membership Fees – Fees charged should reflect the benefit to the members. Refunds are at the discretion of the committee. • Budgets – Applications for funding can be made to the Students’ Union after a club’s first year. Budget spending is bound by certain restrictions and any remaining
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money will be collected back at the end of the academic year (funds in club accounts are not reclaimed).
Full financial training will be provided in September. If you have any questions in the meantime, contact Alastair on: SUFinance@Cardiff.ac.uk
Safety • Risk Assessments – Clubs should risk assess their activities and take reasonable steps to prevent harm to any participants. • Trip & Activity Registration – It is essential that we know what you’re up to! Make sure you register events on cardiffstudents.com and provide us with a list of members attending if you’re leaving Cardiff. We’re working on a trip registration facility so watch this space!
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Why? Everything we do is in the best interest of students and this should extend to our clubs. In order to reward and recognise achievements, our clubs are categorised into Bronze, Silver and Gold statuses. In order to be an affiliated club, groups must achieve the minimum Bronze status. The criteria is below: • Have a minimum of 20 members • Members and committee have AU and club membership • Website must be up to date • Have a valid Constitution and Code of Practice available online • Have up-to-date Risk Assessments for activities and trips • Have up-to-date equipment inventory • Meet minimum first aid provision as specified by NGBs • Only use Atheltic Union bank accounts • Be financially stable • Register trips 1 week prior to event • Sign BUCS participation agreement (where appropriate) • Attend all compulsory training. • Attend AU council meetings. • Attend the AU Fayre/Medics Fayre • Attend the Union Annual Members Meeting (AMM) • Run a democratic committee election • Hold a club AGM • Make AGM minutes available on club website • Abide by Students’ Union Social Policy • Hold a non-alcoholic social event each semester • Achieve 60% satisfaction in members survey • Follow leisurewear branding guidelines • Attend club development meetings Full detail available at cardiffstudents.com/activities/au/resources
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when? • Training – There will be a selection of training sessions in September around Freshers’. Keep an eye on your emails for more information. • Freshers’ – As part of Freshers’ Fortnight, there will be an AU Fayre on 24th of September. See page 10 for advice! • AU Council – Held in the autumn and spring semesters, these are an opportunity to provide us with any feedback on your experience. • AMM – The Union’s Annual Members Meeting is held in November and gives you the chance to have your say. • Budget Application Period – Budgets for your regular activity can be applied for in May and December. Term 2 budget application deadline = 19th December • Refreshers – 2015 will start with an action-packed week of activity and plenty of opportunities to promote yourself. • Elections – The main Students’ Union’s elections will be held in March. Get involved and have a say in who runs your union. • AU Ball – An opportunity to celebrate your year and achievements with a formal dinner in May. • Handover – You should start handing over to your new committee from around May.
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Checklist A list of things to do before September… • Have a committee meeting • Plan your year • Apply for a budget • Populate the website • Update social media • Start using the club’s email account • Prepare Freshers’ promotional material • Order committee clothing • Organise your first ‘Welcome Event’
Freshers Fayre Top Tips! • Your stall will be around 1m x 2m in size. • Power is available if requested. There are a lot of stalls, you need to stand out! • Bring photos and videos, go to town! • Make sure potential members know about the £15 AU Membership. • Include details about your events throughout the year. • Sell the benefits of becoming a member. • Direct people to the tills to sign up; don’t just keep a mailing list. • People love freebies! • Don’t just sit there, engage with the 6,000 students that walk through the doors.
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