NSU Society Handbook by Emma Gordon

NSU

SOCIETIES HANDBOOK DO MORE, SEE MORE, BE MORE.

societies

#NSUijoinedit

Contents 1 What is NSU .........................................................

pg. 6

2 Societies Committee ......................................

pg. 8

3 Staff contacts.................................................

pg. 10

4 Your Society, Your Committee ....................

pg. 12

5 It's your Society ............... ..............................

pg. 14

6 members & Memberships ...............................

pg. 16

7 be a super society ...........................................

pg. 18

8 events Trips & Socials ..................................

pg. 20

9 the money .........................................................

pg. 22

10 NSU Grants .....................................................

pg. 24

11 AGM’S, EGM’S and Elections .........................

pg. 26

12 Handover .........................................................

pg. 29

11 Paperwork ......................................................

pg. 30

Welcome! I’m Nichola your Vice President Activities & Development. I help to support societies and other student led activities within the Students’ Union. This handbook contains everything you need to know about setting up and running your own NSU Society. Please read it and then keep as a reference to use throughout the year. Of course, being on a society committee is a lot more than just using a handbook; You’ll have the opportunity to develop new skills, attend training and have lots of fun. Perhaps most importantly though, you will make a real difference in the lives of so many students. Together we can make 2014-15 the BEST year yet for societies. Your hard work and dedication is valued by all of us here at NSU, without you as a volunteer, societies would not happen. I wish your society great success and I look forward to working with you. Please contact me at any time: n.mckenzie@northumbria.ac.uk

Best Regards,

Nichola McK enzie VP Activities & Development

What is NSU?

Congratulations on becoming a Society Committee Member

YOU ARE NOW A STUDENTS’ UNION VOLUNTEER

MISSIO

“To have a Po Impact on the l sitive all our Studenivtses of .” In all that we do we aim to have a positive impact on the lives of all our students. As an organisation we actively support, encourage and promote volunteering. By giving up your time you help us engage with a wider range of students and deliver our mission statement.

DESCRIPTIONS We try to make volunteering with us as easy as possible. In this Handbook you will find everything that is WHAT IS NSU expected of you as a committee and how to get the best from the Students’ This hand book will help you understand WHERE ARE Union. WE our processes, how you can access support and how to get WHAT A SOCIETY the bestISout of your society!

What is a society

Societies are run BY students FOR students. They exist to bring together students with a common interest to share their passions. Within a society you can make friends, try new things, meet new people and really get involved with Union life. Each society is run by a society committee. The committee are responsible for every aspect of society life; from running events to applying for grants and everything in between. Students get involved with societies to enhance their student experience, get involved with the Students’ Union, give something back to the community, to help develop their own skills and to have fun.

It can be hard work at times but...

THE MORE YOU PUT IN THE MORE YOU WILL GET OUT.

Societies Leadership

Committee Vacant

Vacant

Events Coordinator

Daniel Ashmore

Committee Coordinator

Finance & Resources Coordinator

Melissa Vurlan

Marketing Coordinator

Vacant

Inclusion Coordinator

Tally Kerr

Society Mentor

Terry Phiri

Society Mentor

Timothy Gorringe Society Mentor

If you would like to apply for a vacant role, please email su.societies@northumbria.ac.uk

Chi Okeke

Society Mentor

If you want to apply for a Societies Leadership Committee position next academic year 2015/16, applications open in March

hindu Society

Staff Contacts

Activities Team

Finance Team Joan Gilmour

Nichola McKenzie VP Activities & Development

Paddy Rathbone

Lynne Pace

Finance Assistant

Deb Telford

Finance Assistant

Student Activities Manager

Coach Lane David Jewell

Welcome Desk Manager

Vacant

Societies & Projects Coordinator

Vacant

Societies Coordinator

Chrissy Watt

Student Engagement Manager (Coach Lane Campus)

Brian Grey

Coach Lane Shop

Kath Collins

Coach Lane CafĂŠ

Your Society, Your Committee

The 3 roles of

President, Secretary & Treasurer

Societies are led by a committee. This committee should have a minimum of 3 roles:

are broadly responsible for:

President, Secretary, and Treasurer. Holding a society committee position makes you an SU volunteer. This means you can log hours, gain certificates and win awards!!! You can add any number of additional roles to the committee if you wish, here are some examples: Vice president, Events coordinator, Performance Director, International Liaison, Head of Design When a society is first set up, you can appoint the committee. Once the society is established, the new committee for the next academic year must be elected at an AGM held in March/April.

(for more info on AGM’s, see pg 26)

The Society Committee are responsible for: • Planning, organising and delivering events and activities

• The safety of your members during

• Marketing & promoting your society

• Ensuring your society is open to all

activities and events

• Increasing membership Northumbria Students

• Ensuring your society is financially viable

President • Leading the society • Figurehead of the Society • Chairing all meetings and AGM • Setting the agenda for committee meetings • Overall responsibility of the society

Secretary • Contacting new members and getting them involved • Keeping members details secure • Promotion, communication & room booking • Completing and submitting risk assessments

• Taking notes/minutes in committee meetings and AGM

Treasurer

• All monies going in or out of the society accounts • Approve spending • Apply for SU Grants • Set budgets for events

• Ensure society remains financially viable i.e. not in debt

13 13

It's YOUR Society All the great activities within societies are down to the hard work of the committee volunteers. The decisions made and activities provided are led by the committee. This is your chance to make a difference, have an impact on the lives of Northumbria students and leave a lasting legacy. Your first committee meeting is the perfect opportunity to review the society’s progress over the previous year including successes and disappointments. You can also set your goals for the upcoming year, what you hope to achieve and anything you want to avoid. GOALS should be simple – but not necessarily small – easy for everyone to understand and developed by all members of the committee.

“No other society has had such a huge impact on my time at university. Every single one of my closest friends I met through this society.” Writers Society Member “Everyone is so friendly and it offers something for all sorts of students. I feel included and the variety of socials meant I could make friends. They have a great variety of classes and people that came to the show said it was the best university production they have ever seen” Dance Society Member “Musical theatre society has changed my life, it has given me a whole new level of confidence that I would not have without it” Musical Theatre Society Member

“I have absolutely loved this society from the moment I joined, there is such a good sense of family and community among the members and committee.” Music Society Member

“They are such a wonderful group of people and I have had an amazing year thanks to the society, they’ve really impacted on my university experience and I’m so glad I joined” Drama Society Member

“I can safely say that without Snowsports Northumbria, my first year at uni would not have been half the experience, and I wouldn’t have enjoyed myself anywhere near as much.” Snowsports Society Member

“Without this society I wouldn’t have been able to grow as a person and make the most of my uni experience. Dance has really made me feel a part of something and has helped me make friends for life.” Dance Society Member “Yoga is welcoming to students of all abilities and the members are kind to all newcomers. I am proud to be a part of this society.” Yoga Society Member

“We had an african dance in the quad, a cultural exhibition with newcastle council waka waka trust, a movie night and a food night with food from different nations. In additon we have managed to provide social events for our members throughout the year. We have created a family like environment for our members where we are all close. Furthermore the society has managed to help new students with intergration and making friends” African Caribbean Society Member

Members & Membership FULL MEMBERS of a society are current Northumbria University students. They are able to join in all society activities and are eligible to stand for committe positions and also to vote in committee elections. ASSOCIATE MEMBERS are able to join in all society activities but CANNOT stand for committee positions or vote in committe elections.

Associate Members of a society are:

• Staff of Northumbria University

• Graduates of Northumbria (up to 2 years after Graduating)

•Lifetime members of Northumbria

• Alumni of Northumbria University

• Staff of Northumbria Students’ Union

Students’ Union

• Students from another further education institution e.g. Newcastle University

•Students from another higher education institution if over 18 years old e.g. Newcastle College

Membership Fee

Students joining a society must pay a membership fee. This money belongs to the society and is not taken or used by the Students’ Union. The purpose of a membership fee is to ensure that the society has enough money to operate to buy equipment, provide activities, recruit more members etc. the fee also shows a commitment from the student to the society and helps them to feel ‘part of something’. Your societies membership fee can be anything from £1 upwards. The average cost to join a society is £3 with some societies charging more and often including affiliation to external organisations or their first lesson. The society committee set the membership fee each year and document it on the constitution. The fee cannot be changed when this has been done unless the society holds an EGM and votes on the change. [for more info on EGM’s see page 26]

THINK about how much money your society feasibly needs to reach its aims for the year then set the membership accordingly. It’s ok to charge £10 to join your society if it’s justified.

How to Pay

Membership fees can be paid in a number of ways: • In person at the Welcome/Info Desk in the Students’ Union • In person at the Coach Lane Campus SU Shop • In person at the Societies and Volunteering Fairs (September & January) • In person after a lecture shout [please see NSU staff for more details of how to do this] • Online* via your society page on the NSU website - www.mynsu. so.uk/societies *There is a 50p admin charge for online payment. This is charged by the bank not NSU

• Hold social events as well as your standard activities • Publicise, publicise, publicise!!! • Ensure risk assessments are completed and up to date

We want your society to be the best it can be. Here are a few tips to help you become a super society. • Look after your members – the money members pay and the contribution they make keeps a society going and ensures everyone has fun and enjoys themselves.

• Know what to do in an emergency [for more info on what to do in an emergency see pg 21] • Ask the NSU staff questions, we’re here to support you, use us

• Communication – NSU will send committee members regular emails, please read them and respond if needed • Social Media – Facebook, Twitter and other social media is hugely popular and used regularly by students. Use this to your advantage. NSU have a number of society pages and one big group for all NSU Societies - join up today www.facebook.com/Northumbria Students’ Union Societies. • Run regular activities/events • Contact new members straight away – The latest list of your members will be emailed to the President and Secretary every week. • Provide good value for money – include a first lesson or affiliation to external organisations in your membership fee. • Get feedback from members and listen to their ideas. • Apply for grants – NSU has money to give to societies, make sure your society receives some of it. more money = bigger and better activities [for more info on grants see pg 24]

18 18

slackline Society

Events, Trips & Socials The events, trips and socials you decide to organise will depend on your society’s focus and what has worked well in the past.

Whatever you do… • Aim to do it regularly Regular contact with your members will not only help your society achieve success, it will bring everyone together and enable members to get to know each other and build friendships • Let all your members know The more people come the better the event will be!! • Shout about it afterwards!! Tell NSU staff how it went and send them pictures • Do it safely Ensure you speak to NSU staff about big events and trips as they can help with arrangements and give advice and tips.

Risk assessments and Trip Packs may be required and they may just have a template you can use! A few ideas for events, trips socials [remember, you don’t have to get drunk to have a good time] • • • • • •

Bowling night Scavenger Hunt Fancy dress Team challenges Museums Guest speakers

What to do in an Emergency

During society activities the Committee are responsible for

members. We have set out an ‘In Case of Emergency’ procedure that should be followed at all times. If members are taking part in society activities without Committee present, they should be made aware of this procedure.

In an emergency please call: Monday – Friday 9am- 5pm Societies Co-ordinator

Societies & Projects Coordinator Welcome Desk

Monday – Friday 5pm onwards Saturday or Sunday Security

0191 227 4210 0191 227 4796 0191 227 4757

0191 227 3999

Activities with a ‘high risk’ factor should have a trained first aider present or be taking place at an approved centre.

The Money The Treasurer of your society is responsible for the finances of the society however, all committee members should be aware of what’s going on and how much money you have to spend. To help you keep track, NSU will email your society account balances to the President and Treasurer every week. Society Accounts

Society Accounts Every society has 2 accounts that are held within the NSU Finance dept: 1.Deposit Account • All membership fee money is paid into this account • Any sponsorship money or fundraising money is paid in this account • The balance of this account rolls over each year • You can spend the money on anything you wish (within NSU policy) 2. Grant Account • NSU grant money only is paid into this account • Each grant has its own deadline. Any money not spent by the deadline will be reclaimed and put back into the NSU societies funding pot. [for more info on grants see pg 24] Societies are not permitted to use personal bank accounts to collect, pay in or hold society funds. This is for your safety and that of your members Money from ticket sales and ‘other’ event funds must be paid into your

society account. If an event is joint with another University society and held here at Northumbria, all funds must be paid into your society account. Any shared profits can be transferred or given by cheque to other parties involved. Cash should NEVER be taken from the building by a student. This is very dangerous and puts that student at great risk. Any monies collected as part of society activities should be given to the NSU Finance department (if before 5pm) or to the duty Bar manager (if after 5pm)

Access to Funds Society funds can be accessed via a ‘retrospective refund’ system. This means that society members (including committee) spends their own money, retains receipts and then claims the money back using a petty cash or cheque request form. Petty Cash: Amounts up to £50 can be claimed via a petty cash form with receipts. Money is refunded asap via the NSU finance dept (between 9am-5pm Monday - Friday) Cheque Request: Amounts of £51 and over will be refunded by cheque. Submit the form and receipts and allow 5-7 days. If a large amount of money is required t pay for a venue or purchase an expensive item, please see NSU staff as we can arrange for the amount to be paid to the company directly.

NSU Grants

Indonesian Society

There are a number of grants available from the Students’ Union to Societies. We strongly encourage all societies to apply for grants and ensure the money is spent. More money means better activities for your society. Deadlines - All grants have a deadline by which the money must be spent (see table opposite). If the money is not spent by the deadline. it will be reclaimed and put back into the NSU society funding pot. Grant money must be spent on the items/ expenditure it was requested for.

Type of Grant

Start up Grant

Membership Grant

Fair Grant

Society Grant

AFRICAN Caribbean Society

Amount

Deadline

£50

2 months

£1-£2 per member

31ST May

£20

Any

4 Weeks after fair

Round 1 October spend by 31st December Round 2 February spend by 31st May

Purpose For new societies to spend on equipment, first event/activity/social or to aid member recruitment

For every member who joins your society NSU will match fund your membership fee up to a maximum of £2

When you society attends a fair in the SU you will get this grant to pay for promotional materials, decorations, snacks or sweets to attract students who will then join the society. Let your imagination run wild!!

This is the big, block grant given by NSU to societies. You can use this for almost anything; equipment, trips, guest speakers. Societies apply for this grant via an application for with evidence and a presentation. The Societies Leadership committee decide what, if any, monies each society will receive. Drop in info sessions are held before the application deadline. You can also ask NSU staff.

AGM’s EGM’s and Elections!! AGM - Annual General Meeting In March each year, your committee must organise an Annual General Meeting (AGM) for the Society. You must give at least 2 weeks notice to all of the society’s members and let NSU staff know by emailing su.societies@northumbria.ac.uk with the information of when and where your AGM will be held. AGM’s are part of society life but use your imagination on how to engage your society members. There is an agenda that you need to stick to get through the business. These are the three key areas: • Report from the committee • Financial Report of the income/expenditure • Election of the new committee for next year

The Annual General Meeting is also an opportunity to announce your society accounts to all the members, and make any changes within the society such as membership fee or names of the society. It’s also a great time to get feedback from your members on what they think went well and/ or what they would like to see in the future.

EGM - Emergency General Meeting If a member of your society committee steps down before the AGM in March, the society needs to hold an EGM in order for an election to take place to replace the committee member and fill the role. You can conduct the EGM and election at a society meeting or, we can set up an online election that can be emailed to members. Email su.societies@northumbria.ac.uk and we will explain the process and set up the online election.

The best way to hold and AGM is part of another event - here are some ideas to engage your members. • End of year social • Society award evening • Part of your regular meeting night The main focus of the meeting is to democratically elect the following year’s committee. Each Society AGM is ran by the outgoing committee. The Students’ Union will provide more information to ensure the election is ran fairly. This will include a template for minutes and how to record the results of the committee election.

Only full members of the society who have paid to join, can vote in the elections. Associate members cannot stand in elections or vote (see page 8 for more info on memberships)

LINKS Society

Handover

LGBT Society

If you are handing over your committee position you have a responsibility to introduce the new committee member to the basics of their new position. This may include people in the Students’ Union and the University who work with and support your society. Providing a good handover to new committee members will ensure the society continues to succeed and will give them an excellent start to the year! Think back to when you first started in your role. How did

you feel about it? What information did you receive? What information would have been useful to you? NSU are here to help! We have handover document templates that you can use or, you can try: 1.

Holding a joint committee meeting with old and new members

Holding a one to one meeting with the new committee member taking over your role

Conduct a handover ‘phase’ where new committee members can shadow the work you do

Create your own handover document

Getting to grips with

NSU Paperwork 1. Constitution and Health & Safety Policy Compulsory for all societies to read, sign and submit this document each year following their AGM. Without a completed up to date constitution you cannot apply for a society grant.

2. Financial Forms

To be used when reclaiming money.

2.1. Petty Cash request

2.2. Cheque Request

2.3 BACS request

5. Guest speaker form Complete and submit a minimum of 3 weeks before the event.

6. Trip Information FOrm 7. Grant Form

To be submitted by the stated deadline. You must include evidence of what you are applying to spend the money on.

8. Membership Information form 3. Risk Assessment(s)

Use this to gather information of new members if joining society in person at a fair or recruitment event

4. Room booking form (online)

9. Website update form

We have templates and can help you to complete these

Visit www.mynsu.co.uk/book a room. Complete and submit this form a minimum of 7 days before the room is required. For For large events,please book 4 weeks in advance and arrange to speak to NSU staff.

Your web page is what you make of it. Use this form to show off your society and give potential members all the information they need before joining. Pictures and contact details work well.