DIT Societies Guide to Election Booklet

O V ER 8 0 SOCIETIES

STUDENT MEDIA

STUDENT V O LUNT EERING

TRAINING & LEADERSHIP

DIT Societies elections guide This is a guide to the position available to students as Student Societies reps on DIT committees These Committees allocated budgets and facilitate the development of Societies and Societies Events in DIT

Societies run by students for students

www.socs.dit.ie

Table of Contents 1 Introduction 2 DIT societies forum 4 Committees structure - Presidential role 5 DIT Societies And Events Committee 6 DIT Societies & Events Committee Sub Finance 7 DIT Northside Societies Committee 8 DIT Southside Societies Committee 9 DIT Student Training & Leadership Committee 10 DIT Student Volunteering Committee 11 DIT Student Media and Arts Committee 12 DIT Societies Communication & Resources Committee 13 Other committees 14 AGM

Contact: socsoffice@gmail.com facebook.com/DITSocietiesOffice

Introduction Welcome to the DIT Societies Guide to the guide to Student Societies reps on DIT Committees There are many important committees that need student representation on. The DIT Societies Office staff are there to support develop and administer societies but student voices are vital for success and effectiveness There are 3 DIT Societies Staff Anita Conway DIT Societies Officer Head of Service

Jame s DIT S Costello ociet ie Train ing & s Develop ment Lead ershi Office p r

le Teri O Boy ent Officer s Developm ation e ti ie c o S DIT unic ng & Comm Volunteeri

Role of DIT Societies Office summary: - To encourage student involvement in societies and society events.

- To facilitate the development of student societies.

- To proactively support the development of the existing societies on campus.

- To stimulate the growth of new societies to meet the needs of our growing and increasingly diverse student population - To provide training and leadership development opportunities - To develop and increase paticipation and opportunities in student media and volunteering

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What is the DIT Societies Forum?

DIT Societies forum

The DIT Societies Forum shall be the organisation of all recognised DIT Student Societies. The DIT Societies Forum shall be the recognised forum for all DIT Societies recognised by the DIT. The forum is the official meeting for DIT Societies to discuss issues and recommend policy related to societies. Student Societies representative shall be elected at the DIT Societies Forum to relevant DIT Committees. The forum shall facilitate the discussion of matters pertaining to Societies and bring forward recommendations, opinions or motions on such matters through elected student reps.

The elected President of the forum shall be the chairperson of the Forum and shall preside at all meetings of the Forum

Membership: Membership of the Forum shall consist of all recognised student societies. At meetings of the Forum each society shall be represented by its Chairperson and another member of the societies Committee selected in accordance with the constitution of the society.

Objectives of DIT Societies Forum are: • To provide a forum for communication between recognised Societies and elected reps • To represent the interests of recognised student societies both within DIT • To elects student representatives to sit on the relevant committees • To provide guidance and support to the elected student reps on policy and issues related to societies • To review motions and policies relating to Societies within the DIT • To form such sub committees as may be necessary

The AGM: The AGM of the Societies’ Forum shall be held in the first term of the academic calendar for the purpose of electing officers to The DIT Societies & Events Committee, reporting on work done by the out-going Societies’ Student reps, and for discussing Motions.

What positions are elected and how?

There are 19 positions available through elections as per regulations of the DIT Societies & events committee.

To run for election students must be a member of a society and be nominated by 2 different chairperson/treasurer/secretary from 2 registered DIT societies. Elections shall take place at the DIT Societies Forum AGM There shall be

7 student reps elected from the Forum to the DIT Societies & Events Committee (formerly known as DIT Cultural & Social Committee) • President of DIT Societies Forum • Vice President of DIT Societies Forum • Chairperson DIT Southside Societies (page 7) • Chairperson DIT Northside Societies (page 8) • Chairperson DIT Student Training & Leadership (page 10) • Chairperson DIT Student Volunteering Committee (page 9) • Chairperson of DIT Student Media & Arts Committee (page 11) 6 students elected from the Forum to the DIT Northside Societies Committee (page 7) 6 students elected from the Forum to the DIT Southside Societies Committee (page 8) The terms of reference of each committee are detailed in this booklet The Societies Officer shall be entitled to attend as a non-voting member at any meeting of the Committee.

What are the roles and responsibilities of the positions?

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The President

The President shall be the chief officer and chairperson of the Forum and shall preside at all meetings of the Forum and, unless otherwise specified. The president shall be elected in an electoral process at the Forum AGM. The president shall • Be the spokesperson for DIT student Societies on the various committees to which the Societies’ has representation on.

• Chair all Forum meetings • Be the a point of contact for Societies related issues for Societies Committees • Co-ordinate the Societies Forum with the DIT Societies office • Confirm agenda for Societies Forum at least one week before meetings.

• Start the process of improving/addressing any issues societies raise • S/he shall oversee the good running of the organisation.

• Report back to Forum and GM s • Sit on as Societies representative in relevant DIT Committees including Student Life Sub Finance Committee • Email all Societies with news/info on events and issues • Seek the general opinion of the majority if DIT Societies and present said opinion at relevant committees • Be Available at least twice a week to sign off cheque requitions forms and request from new societies in DIT Societies Office

The Vice president of the Forum shall be filled in an electoral process at the Forum AGM The Vice president shall share many of the responsibilities with the president & in the absence of the President the vice president shall take over the responsibilities: • Other Societies Reps Roles and Responsibilities • Combined Responsibilities: • Attend as Relevant Committee • Chair all Forum meetings ( Only certain Positions) • The student reps shall be allocated portfolios Vice-treasuer, PRO Officer , Art rep etc • Decide on the winners of the DIT Societies Awards Encourage Societies attendance at Societies Forum meeting • Assist with the running and development of the Societies plans with the DIT Societies staff to advise, support and develop the societies • Make decisions and propose policy to the DIT Societies & Events Committees • Consider and administer applications to the Societies Special Event Fund and general societies budget • Be Available at least twice a week to sign off cheque requsitions forms and request from new societies in DIT Societies Office with the DIT Societies officer (Only certain positions)

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Committees structure

Be a Society Rep and give a voice to Societies

DIT Societies Forum DIT Societies & Events Committee (Formerly DIT cultural & social committee)

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DIT Societies & Events Sub Finance Committee DIT Northside Societies Committee

DIT Southside Societies Committee

DIT Student Training & Leadership Commmittee DIT Student Volunteering Committee

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DIT Student Media and Arts Committee

DIT Societies Communication & Resource Committee

Other DIT Student life Committee

DIT Student Life Student Sub Finance

DITSU C&S Guild

Be a Society Rep and give a voice to Societies

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DIT Societies & Events Committee (Formerly DIT Cultural & Social Committee)

Chairperson DIT Southside Societies Chairperson DIT Northside Societies Chairperson DIT Student Training & Leadership Chairperson DIT Student Volunteering Committee Chairperson of DIT Student Media & Arts Committee President of DIT Societies & Events Committee Vice President of DIT Societies & Events Committee DIT College Director s DIT Societies Officer t n de stu DIT Societies Development Officer t o N DIT Student Life Administartor DIT Campus Life Manager DIT Student Life Secretary DITSU Vice President (Services and Trading) DITSU Operation Manager

14 Members 7 Students 2 DITSU 2 DIT Societies Staff 3 DIT Staff 4 Meetings a Year 2 per Semester

What is the purpose of this committee ?

•To promote the interests of student societies and to act as their representative within the DIT. • To elect representatives to sit on the DIT Student Life Committee.

• To elect representatives to sit on other committees as appropriate.

• To seek from the DIT Student Life Committee a proportion of the capitation fund adequate to meet the needs of societies.

• To distribute grants to societies out of the money allocated to the DIT Societies & Events Committee by the DIT Student Life Committee, and to oversee the usage of said monies.

• To consider and approve the budget allocations to the appropriate societies and groups in the Institute based on submissions from these societies and groups to the sub committees and DIT’s Societies officer who consults with the appropriate stakeholders

• To develop and guide strategies, policies and action plans for the cultural and social activities across the Institute, including culture and social plans for the new campus at Grangegorman • To provide guidance and support to the Head of the Societies area and the Societies Office of the Institute • To monitor the implementation of the Committee and general Institute policies in societies, groups and related activities in the Institute • To monitor and ensure compliance of spending of societies allocations with the agreed terms and objectives approved by the cultural and social committee’s and adhering to DIT’s financial policy for student activity accounts.

• To prompt Annual General Meetings within Societies

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DIT Societies & Events Sub Finance Committee Chairperson DIT Southside Societies Chairperson DIT Northside Societies Chairperson DIT Student Training & Leadership Chairperson DIT Student Volunteering Committee Chairperson of DIT Student Media & Arts Committee President of DIT Societies & Events Committee Vice President of DIT Societies & Events Committee DIT Societies Officer DIT Societies Development Officer DITSU V.P. S&T 10 members 1 DITSU 2 DIT Societies Staff 7 Societies Student Reps 5/6 meeting

What is the purpose of this committee ?

• To recommend the allocation of the Societies/Activities and Special Events Budget to the DIT Societies & Events Committee • To recommend the recognition of a Society to the DIT Societies & Events Committee • To recommend the withdrawal of recognition of a Society to the DIT Societies & Events Committee • To distribute the Minutes of the DIT Societies & Events Sub Finance Committee to the DIT Societies & Events Committee • The DIT Societies & Events Committee decides on the allocation for each catgegory • The Committees are empowered to administer, in accordance with procedures establishments by DIT Societies & Events Committee , the budgets and financial accounting of the individual societies .

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DIT Northside Societies Committee Northside Societies Chair Northside Vice Tresurer Northside Societies Secretary Northside Societies PRO Officer Northside Societies Arts Socs Rep Northside Societies Course related society rep Northside GG Rep DIT Societies Developement Officer DIT Societies Officer Ex Officio 1x DITSU Convenor (N.S) ts 3x DITSU C&S P.T.O den u t 2x DITSU SSA’s 1 Vote ot s

N

14 members 7 Students Societies Reps 5 DITSU 2 DIT Societies Staff Meeting 2/3 Times

What is the purpose of this committee ?

•To seek from the DIT Societies & Events Committee a proportion of the capitation fund adequate to meet the needs of Northside societies.

•To recommend and alloctate budgets to the Northside Societies •To recommend the recognition of a Society to the DIT Societies & Events Committee •To recommend the withdrawal of recognition of a Society to the DIT Societies & Events Committee •To distribute the Minutes of the Committee to the DIT Societies & Events Committee •The Committees are empowered to administer, in accordance with procedures establishments by DIT Societies & Events Committee , the budgets and financial accounting of the individual Northside societies.

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DIT Southside Societies Committee Southside Societies Chair Southside Vice Tresurer Southside Societies Secretary Southside Societies PRO Officer Southside Societies Arts Socs Rep Southside Societies Course related society rep Southside GG Rep DIT Societies Developement Officer DIT Societies Officer Ex Officio 1x DITSU Convenor (N.S) ts 3x DITSU C&S P.T.O den u t 2x DITSU SSA’s 1 Vote ot s

N

14 members 7 Students Societies Reps 5 DITSU 2 DIT Societies Staff Meeting 2/3 Times

What is the purpose of this committee ?

•To seek from the DIT Societies & Events Committee a proportion of the capitation fund adequate to meet the needs of Southside societies.

•To recommend and allocatate budgets to the Southside Societies •To recommend the recognition of a Society to the DIT Societies & Events Committee •To recommend the withdrawal of recognition of a Society to the DIT Societies & Events Committee •To distribute the Minutes of the Committee to the DIT Societies & Events Committee •The Committees are empowered to administer, in accordance with procedures establishments by DIT Societies & Events Committee , the budgets and financial accounting of the individual Southside societies.

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DIT Student Volunteering Committee Chairperson DIT Student Volunteering Committee DIT Societies Development officer – Volunteering and Student Media 4x Vol. Ambassadors Try get one each site DIT Clubs Development and participation officer 12 members 5 Students Societies Rep Nominee from DIT Campus Life 3 DIT Staff Nominee from DIT Community Links 1 DITSU Nominee from Volunteer Ireland 2 DIT Societies Staff Nominee from DITSU 1 External DIT Societies Officer Ex Officio Meeting 2/3 Times

What is the purpose of this committee ?

The purpose of the student volunteering and civic engagement committee is to oversee the development and implementation of Institute wide volunteer programmes and policy.

•To develop best practice strategies, policies and action plans for student volunteering for DIT clubs and societies committees and their members whilst conducting volunteer work internally in DIT and externally.

•To devise an appropriate system to collect, collate and record volunteer data from the relevant areas of DIT student volunteering for purposes of statistics etc.

•To provide and review volunteering policy in compliance with national standards (i.e.

Garda vetting etc.)

•To provide all DIT student volunteers with the relevant publications, information and training materials as they become available relevant to their volunteering •To Promote the Volunteer program in all relevant DIT electronic and print publications.

•To consider and approve the budget allocations for the implementation of DIT volunteering programmes each semester.

•To develop and Conduct a recognition event for all Volunteers and Volunteer Coordinators, annually.

•To work collaboratively to ensure professionally delivered opportunities, training and support available to student volunteers within DIT, both internal to our organsiations and within the community.

•To ensure volunteering opportunities are developed strategically, filling gaps in provision and benefitting the DIT community.

•To explore funding and resource opportunities within DIT and nationally, to ensure student volunteering is sustainable.

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DIT Student Training & Leadership Commmittee Chairperson DIT Student Training & Leadership - Elected 4X Student Trainers - Co Opted DIT Societies Development officer leadership and training Member of the Careers dept or equivalent within campus life Alumni Trainer 2 student club representatives DIT Clubs Development and participation officer DIT Societies Officer Ex Officio 12 members 5 Students Societies Reps (1 elected & 4 co-opted) 1 Alumni Member 2 Sports Reps 2 Societies Staff 2 DIT Staff Meeting 2/3 Times

What is the purpose of this committee ?

• To develop best practice strategies, policies and action plans for student training for DIT clubs and societies committees and their members.

• To provide guidance and support to the DIT Societies development officer (leadership and training) and Sports Development Officer • To monitor and continuously assess the implementation of the student training and development programme DIT EXTRA • To consider and approve the budget allocations for the implementation of DIT XTRA modules each semester.

• To report bi annually to the DIT cultural and social committee on the activities and developments of the Students training and leadership committee.

• To review and develop systems of accrediation for leadership in DIT extracurricular activities

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DIT Student Media and Arts Committee DIT Societies Development officer – Volunteering and Student Media Student Media and Arts Committee Chair Staff Nominee from School of Media Student Rep from DIT News 10 members Student Rep from Media Production Society 7 Students Societies Rep Staff nominee From School of Art & Design 2 DIT Staff Southside Arts Socs Rep 2 Societies Staff Northside Arts Socs Rep DIT Societies Officer Ex Officio Meeting 2/3 Times

What is the purpose of this committee ?

•To promote, encourage and support the development of DIT Student media groups and arts related societies •To develop appropriate interested students data base •To secure and support an effective and sustainable student media group structure throughout DIT •To research and develop training and support for Student Media and art related societies •To assist with the development of the DIT News/ Branding •To research the development of online facilities and resources for Student Media and arts related societies •To develop and guide strategies, policies and action plans for the cultural and social activities across the Institute, including culture and social plans for the new campus at Grangegorman •To do a feasibility study on the development of DIT Radio Society and DIT TV •To explore funding and resource opportunities within DIT and nationally, to ensure student media and arts related societies are sustainable.

•To consider and approve the budget allocations for the implementation of DIT Student Media and Arts programmes each semester.

•To work collaboratively to ensure professionally delivered opportunities, training and support available to student within DIT, and seeking support of Alumni and external organisations.

•To seek from the DIT Societies & Events Committees a proportion of the capitation fund adequate to meet the needs of societies.

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DIT Societies Communication & Resources Committee 2 DIT Societies Development Officer Northside PRO Officer Southside Pro Officer 3 Southside Socs Reps 3 Northside Socs Reps 2 Student GG Reps President of DIT Societies & Events Committee Vice President of DIT Societies & Events Committee Alumni Rep DIT Societies Officer Ex Officio

10 members 7 Students Societies Rep 2 DIT Staff 2 Societies Staff Meeting 2/3 Times

What is the purpose of this committee ?

•To develop and guide strategies, policies and action plans for the cultural and social activities across the Institute, including culture and social plans for the new campus at Grangegorman •To investigate the development and expansion of existing society facilities on/ off the DIT Campus.

•To better involve students in the development of the DIT Societies Office by actively engaging them through consultation, communication and campaigns.

•To develop a communications strategy that will ensure effective dissemination of information and maximise involvement.

•To reinvigorate the DIT Societies website as an effective communication tool.

•To develop a signage campaign of visually stimulating messages to students communicating the Societies Office services.

•To carrying out research in order to advise the DIT Societies & Events Committee and DIT Societies in seeking other sources of external funding.

•To undertake a range of activities which publicize and promote the work of the DIT Societies Office, Societies and Volunteering •To indentify areas of collaboration amongst campus life, DITSU, Student services directorate, admissions and public Affairs.

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Other Committees

DIT Student Life Council

The DIT Student Life Council is established as a sub-committee of the Governing Body of the Dublin Institute of Technology, with the following Terms of Reference.

A.Student Life Services To agree and approve the Student Sports, Recreation and Support Services Plan and Budget and to present to the President for approval at the Student Life Council’s Annual Meeting and subsequently to the Governing Body for approval.

To make recommendations to the President and the Governing Body regarding any significant development of Student Life Services.

B.Annual Allocation To approve the annual allocation of the approved budgeted funds including student capitation in accordance with agreed mechanisms and guidelines and appropriate amounts to operate the following: •DIT Students’ Union •Sports Facilities and Clubs •Recreational Activities •Promotion of Cultural and Social Societies/Activities Meet 4/5 times a year. One Student Society rep – •Chaplaincy President of DIT Societies Forum or Nominated •Student Financial Assistance other from DIT Societies & Events Committee •Student Insurance Schemes

DITSU Clubs & DIT Student Life Socs Guild Finance Sub-committee The DIT Students’ Union Governing Council hereby resolves to establish a Committee of the Governing Council in accordance with Article 9.1.i to be known as the Clubs and Societies Guild Duties of the Committee: To be responsible on behalf of the Governing Council for: -Reviewing Motions and Policies relating to Clubs or Societies within the DIT -Discuss matters pertaining to Clubs or Societies -Bring forward recommendations or motions on such matters to Governing Council. Governing Council shall then take a vote on this.

Meets at least once a semester.

4 Student Society rep – Nominated from DIT Societies & Events Committee

1. Objective: -The aim of the sub-committee is to distribute in an efficient, fair and democratic manner the allocation of funding among the Students’ Union, Sports Clubs, and DIT Societies & Events Committee.

2. Procedures: -The group will meet to consider budget submissions from DITSU, Social and Cultural Committee and the Sports Clubs. The group should meet as soon as possible in the academic year in order to approve the budgets, which will have been submitted to the SSRS Administrator.

-The Committee will also consider the accounts and annual reports from the previous year for each of the constituent groups to confirm that the budgets were spent as had been proposed.

Following allocation and agreement of the budgets, the proposed budgets will be submitted to Student Life for approval Meet 4/5 times a year. 2 Student Society rep – Nominated from DIT Societies & Events Committee

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O V ER 8 0 SOCIETIES

STUDENT MEDIA

STUDENT V O LUNT EERING

TRAINING & LEADERSHIP

DIT Societies Forum AGM

- Election for Student Societies Reps AGM is Wednesady the 19th October Bolton St at 7pm room tbc Reception with food and refreshments in Bodkins after.

All societies MUST attend Nominations close on the 19th of October at 2pm For more info check the www.socs.dit.ie

Societies run by students for students