DIT Societies office whos who guide

Whos who guide

2012

This is a guide to the positions available to students as Student Societies reps and a general whos who in societies.

Societies run by students for students

www.socs.dit.ie

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 There are 3 DIT Societies Staff Anita Conway DIT Societies Officer Head of Service

TBC DIT S o Train cieties De ing & v Lead elopment 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 & increase participation and opportunities in Student Media and Volunteering

What is the DIT Societies Forum?

The DIT Societies Forum shall be the organisation of all recognised DIT Student So. 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 chairperson of the forum and shall preside at all meeting of the forum.

Membership: Membership of the Forum shall consist of all recognised student societies. At meeting 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 and externally To elect 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 options and policies related 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 calender for the purpose of electing officers to: DIT Societies & Events Committee DIT Northside Societies Committee DIT Southside Societies Committee Reporting on work done by the out-going Societies’ Student rep, 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 chairpersons/treasurer/secretary form 2 registered DIT Societies. Elections shall take place at the DIT Societies Forum AGM

There shall be: & student reps elected from th Forum to the DIT Societies & Events Commitee (formerly know as DIT Cultural & Social Commitee) • President of DIT Societies Forum • Vice President of DIT SOcieties Forum • Chairperson DIT Southside Societies • Chairperson DIT Northside Societies • Chairperson DIT Student Training & Leadership • Chairperson DIT Student Volunteering Committee • Chairperson DIT STudent Media & Arts Committee 6 student elected from the Forum to the DIT Northside Societies Committee 6 student elected from the Forum to the DIT Southside Societies Committee The terms of reference of each committee are detailed in this booklet.

The societies officer shall be entitled to attend as a nonvoting member at any meeting of the .

Name: Jonathan Dunne Commitee: President Contact: President@socs.dit.ie Ideas for Reps: Issued with formal ties/scarves to be worn at: • Meetings with other committees, inside & outside of DIT • Formal Societies events/awards such as the DIT awards and BICS awards.

Aims for Committee: • Greater transparency on Socs’ internal workings so that it is clear that the responsibilities of each Soc are shared and preformed amongst its committee members.

• Develop flow of ideas and suggestions for constructing better facilities for societies in DIT’s present and future campuses communicating through the Socs’ Forum.

• Persuade Socs’ to continue managing the large successful Societies events of the past and develop new ideas for future events.

Priorities for 2012/13 • Stay alive!

• Make full use of the present college facilities • Establish a strong, reliable rapport with other college committees • Make the Forum committee positions better known and fun

Name: Fiachra Duffy Committee: Vice-President

Contact: vicepresident@socs.dit.ie

Responsibilities: • Attend all Relevant Committee meetings • Chair all Forum meetings • Decide on winners of the DIT Societies Awards • Encourage Societies attendance at Societies Forum meetings • 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 DIT societies Special Event Fund and general societies budget

The President: Jonathan Dunne

DIT Societies Forum

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 of 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

Vice President: Fiachra Duffy

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 • Attend all 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)

DIT Societies & Events Committee (Formly 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 does the committee do?

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

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

• To seek from the SSRS 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 SEC. by the SSRS 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 organiser 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

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 does the committee do?

• 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 • To set the minimum subscription fee for Societies before the end of the Academic Year.

• The DIT Cultural & Social Committee decides on the allocation for xxxxxx Cultural & Social Committees for all site based Societies • All societies are open to all staff and students of DIT. Funding will only be allocated to students.

• The Committees are empowered to administer, in accordance with procedures establishments by DIT’s Cultural & Social Committee, the budgets and financial accounting of the individual Cultural & Social societies at each site.

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 den u 3x DITSU C&S P.T.O t s Not 2x DITSU SSA’s 1 Vote 14 members 7 Students Societies Reps 5 DITSU 2 DIT Societies Staff Meeting 2/3 Times

What does the committee do?

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.

6 reps from Northside Societies No more than 1 from each Society

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 ts 1x DITSU Convenor (N.S) den u t s 3x DITSU C&S P.T.O Not 2x DITSU SSA’s 1 Vote 14 members 7 Students Societies Reps 5 DITSU 2 DIT Societies Staff Meeting 2/3 Times

What does the committee do?

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.

6 reps from Southside Societies No more than 1 from each Society

Name: Cassie Delaney Commitee: Student Volunteering Contact: volunteerchairperson@socs.dit.ie Aims for Committee: • Meet to discuss promotion of volunteering throughout DIT. • Organise more once off events.

Priorities for 2012/13 • More volunteering events/involvement - increase student involvment.

• Improve facilities.

Name: Max Fedorov Committee: Northside Societies Contact: northsidechairperson@socs.dit.ie Aims of Committee: • Budget delegation between Northside Societies • Key decision making • Northside Societies problem solving • Coming up with ides & plans for individual societies Priority for the year: • Make sure everyone gets a fair budget • Increase awareness of Northside Soceities • Ensure problems are dealt with • Make sure every society is heard • Have a strong representation at the overall meetings

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

What does the committee do?

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.

4 Volunteer Ambassadors -> From Volunteering Societies needed

Name: Helene Duffy Commitee: Student Training and Leadership Committee Contact: trainingchairperson@socs.dit.ie Aims for Committee: • To have training that will benefit societies • Training to improve and help with societies events and meetings Priorities for 2012/13 • To encourage more participation in training among societies • To have training that will benefit all societies • Gain suggestions from societies for training societies want

Name: Chris O’Byrne Commitee: Southside Societies Contact: southsidechairperson@socs.dit.ie Aims for Committee: • Budgets are distributed fairly, • Fight for budgets for those who need it • Issues with equipment storage, while also keeping in mind that new committees shouldn’t be penalized for previous committees mistakes.

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 does the committee do?

• 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

4 Student Reps Trainers needed

Name: Kaytee Behan Commitee: Student Media and Arts Committee Contact: mediachairperson@socs.dit.ie Aims for Committee: • eDIT festival back up & running • Get societies information & news in the DIT edition newpaper • Get better facilities and awarness for societies • Develop training courses in media and arts

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

What does the committee do?

•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.

2 Reps from arts related Societies

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 - Evan farrell/Ruth Hynes 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 does the committee do?

•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.

Reps

1 Drama Society 1 Music Society 1 General Arts 3 General Society

DIT Student Life Council

Other commitees

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 & Socs Guild 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

DIT Student Life Finance Sub-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

Whos who guide

2012

This is a guide to the positions available to students as Student Societies reps and a general whos who in societies.

Societies run by students for students

www.socs.dit.ie