Societies Handbook 2016-17

Page 1

S oc ieti es NSU

#NSUIJOINEDIT


Contents Welcome........................................................................ 03 NSU Mission................................................................... 03 Your Committee............................................................ 04 Getting Started.............................................................. 05 Room/Equiptment Booking......................................... 06 Your Accounts................................................................ 07 Adopt a Charity.............................................................. 08 Staying Safe with Money............................................... 09 Society Recignition Scheme Society of the Month Logging Hours/Hear...................................................... 10 Trips................................................................................. 11 Risk Assessment/Guest Speakers................................ 12 AGM/EGM...................................................................... 13 Term Planner.................................................................. 14 & 15 Activity Awards/Annual Awards.................................. 16 Students Supporting You - SLC................................... 17 Staff Contacts................................................................. 18


‘Hey all! I’m Kristy, your Vice President Activities and selfproclaimed fun sabb! My job is to support you guys and your societies as well as other student-led activities that happen in the Union. This handbook is filled with all the stuff you need to know about how to set up a society and running a society at NSU, so read away and keep in a safe place to refer back to throughout the year!

@NSUActivities1 kristy2.weegram@northumbria.ac.uk

Being on a society committee is more than what is in this handbook though! You will develop a lot of new skills across the year, attend training events, meet a lot of new people and have a mint time as well! Most importantly, you are going to make a real difference to a lot of students’ lives and help them to make some amazing memories. Last year was a brilliant year for societies but together we can only get better! Without your hard work and dedication societies would just not happen and wouldn’t be as strong as they are today and we all really value what you do at NSU (HUGE pat on the back from me!). I wish your society every success for the year ahead and I look forward to working with you! Feel free to drop me a message at any time if you have any questions or just want a chat: kristy2.weegram@northumbria.ac.uk Best Wishes Kristy Weegram”

CONGRADATULATIONS

Mission NSU

‘To have a positive

s of all our Students

impact on the live

You are now part of Northumbria Students’ Union as a Society committee Leader Socieites are run BY students FOR students As a volunteer we hope you take on our mission with everything you do, were all about having a great time. It can be hard work at times but…. THE MORE YOU PUT IN THE MORE YOU WILL GET 03


Your

e e t t i m m o C

Every Society has three roles of President, Secretary & Treasurer. Heres a quick reminder of what they’re broadly responsible for: President Leads the Society Charis all meetings and AGM Sets Agenda for the committee meetings Overall responsibility of the society Secretary Contacts new members and gets them involved Keeps a record of all members securely Promotions, communication & room bookings Completes all health and saftey forms Takes notes/minutes in committee meetings and AGM Treasuerer Monitors all monies going in or out of the society accounts Applies for Termly and Start-up Grant Sets budgets for events and activiites Ensures society accounts are not overdrawn As a committee you are responsible for: - Planning and delivering events and activites - Looking after members during activities - Marketing and promoting your society - Having over 10 paid members and being financially viable - Ensuring your society is open to all Northumbria Students

Don’t Forget! You can have additional committee roles, such as: Vice President, Events Coordinaotr, Head of Brand etc. But you must do this at and AGM or EGM (see page 14)

04


Gettatrtiend g

Members and Membership

S

FULL MEMBERS of a society are current Northumbria University students that have paid their society membership in full. They are eligible to stand for committee postions and vote in committee elections. For every paid member that is fully registereed with the SU we will give you £1 in membership bonus ASSOCIATE MEMBERS are are able to join in all society activites but cannot stand for committee postions or vote in committee elections. Associate members can be any of the following:

- Staff of Northumbria Students’ Union or Northumbria Univeristy - Graduates of Northumbria (up to 2 years after graduating) - Lifetime members of Northumbria Students’ Union - Students from another further education institution over the age of 18 eg. Newcastle College - Students from another higher education institution over the age of 18 eg. Newcastle Univeristy ONLY PAID MEMBERS ARE ENTITLED TO ANY TYPE OF DISCOUNT OF SUBSIDY TO A SOCIETY EVENT. NON-PAID MEMBERS MUST BE CHARGED MORE (FREE TASTER SESSIONS ARE EXEMPT) Purchase Membership

At the welcome desk in the Students’ Union At the Coach Lane Welcome Desk or at the shop In person at the socieites and Volunteering Fairs Online at our webaite (50p Admin charge) www.mynsu.co.uk/getinvolved/societies/ Top Tips

1. Keep them entertained with socials, trips as well as regular activites 2. Keep in contact – use social media with members, and read e-mails from NSU! 3. Say hello to members straight away – the latest list of members will be e-mailed to the Presient and Secretary every week 4. Get Feedback from members and listen to their ideas 5. Ask NSU Staff Questions, were here to support you


Room

Bookings Committees are able to book rooms and other spaces in NSU and across campus free of charge for society use. We are also able to provide free of charge

- Tables and chairs (if available) - Trestle table for a stall - Computer terminal and projector - Basic Tech support set-up for sound and lighting To book a regualr room or for one off events please complete the online form that can be found at... http://www.mynsu.co.uk/getinvolved/societies/societyresources/ Remember to respect the spaces that you are using and to leave them clean with any furniture returned to the way it was. For more information the room charter can be found at... http://www.mynsu.co.uk/getinvolved/societies/societyresources/ Space for Resources

At NSU we have a designated spaces for societies to stall equipment. If you need any help storing society items in the building please contact a member of the societies NSU staff who will ďŹ nd an appropriate space for you. PLEASE KEEP STORAGE SPACES CLEAN, TIDY AND FREE FROM OBSTACLES When storing and removing items from the NSU please make sure you take care not injury yourselves or damage any equipment. Again, if you need help please ask a member of NSU staff.

06


Your

s t n u o c c A

Each society has two accounts that are looked after by the NSU finance department. The President and Treasurer will get a weekly e-mail about how much money the society has. Deposit Account

- All membership fee money is paid into this account - Any sponsorship or fundraising money goes here - The balance rolls over each year from this account - You can spend the money on anything you like (within NSU policy) Grant Account

- NSU grant money only is paid into this account - Each grant has its own deadline, any money not reclaimed will be put back into the NSU/Societies pot and cleared at the end of the year. - Must be spent on items/expenditure it was requested for. Access to funds is usually done via a ‘retrospective refund’ system. Society members spend their own money, keep the receipts and then claim the money back through the following: Petty cash - Up to £100 can be claimed back in this way and is refunded ASAP on weekdays between 9am and 5pm. Cheque request – For amounts over £100, a cheque will be made to refund the volunteer, please allow 5-7 days. If money needs to be paid to a company diretly please talk to NSU staff members, e.g. venue hire, expensive items.

If you have the money in your society account and are unbale to pay out of your own money please get un touch with us. DON‘T PAY £100’s OUT OF YOUR OWN MONEY. Any student group committee member or member claiming expenses for their society or project have 6 months from the date of the expensive to claim their cash or cheque. It is the responsibility of the person claiming the money to do this. If the student group that you are claiming from has been dissolved or you are unable to get in touch with the required 2 committee members, please contact a member of the Activities team as soon as possible. 07


Staying

Money Safe

with

Societies are NOT allowed to use personal bank accounts to pay in or hold society funds. Ticketed events must be paid into society accounts, even if it’s a joint event with another University society- shared profits can be transferred later. Cash should NEVER be taken away from the building. Give it to the finance department before 5pm or the duty bar manager if after 5pm (Habita). Type of Grant

Amount

Deadline to spend the money

Purpose

Start-Up Grant

£50

2 Months (from an agreed date)

For new societies to spend of activities and socials

Fair Grant

£20

4 Weeks after fair

When your society attends a fair in the SU well let you claim back £20 on us for decorations and promotional materials

Termly Grants

Any

October deadline 03/10/16 February deadline 30/01/17

End of January

End of May

You’ll receive an e-mail about this closer to the time; we have a pot of money that you can make an application for. This can be for anything to support your society. We will run drop in sessions to help you out and this money is decided by the Societies leadership committee

Your Treasurer and President should work together on creating a Society Grant application – make it creative and get members to feedback to help. You can also do a joint application with another society if there is something that you both want funding for. Membership Fee

Societies can charge a membership fee from £1 upward to in order to help cover the cost of activities, however make sure it’s still affordable. The average cost is £3. The committee set the fee each year. If it needs to be changed the society must hold an EGM and vote on the change. Membership Bonus

For every member who joins your society you will receive £1 into your deposit account from us. 08


Adopt A Charity

Adopt A Charity is a scheme ran through NSU/RAG which encourages all student groups to fundraise for their own chosen charity either for a one-off event or throughout the academic year. Collecting on Campus, running a raffle, hosting quiz night or fun run, the possibilities to be creative are endless. Any reasonable expensive from your deposit account can be deducted from your event total to cover your costs. (Speak to your staff coordinator to discuss any ideas you may have and we can advise accordingly) Society Recognition Scheme

Launched last year this is a brilliant way to earn money for your society as well as challenging your members. There are 3 levels, Bronze, Silver and Gold. Complete 10 tasks on each level before moving up and soon you'll be in our hall of fame.

£75 for Bronze

£150 Silver

£300 Gold

You will be able to use the recognition logo for your publicity, receive your society certificate at the Annual Awards as well as use the skills you have developed for your CV experience and future employability (For more information, please visit the NSU website or contact a member of staff) Society of the Month

Each month NSU runs a society of the month competition. This is a chance to shout about the great work your society has been up to and the trips, socials and fundraising activities that you have been organising. To enter look out for the link in are weekly e-mails or join the NSU Societies committee leader 2016-17 and look out for the post. The Sabb team judges the entries and the winning society will receive up to £300. If you are interested in taking part in of these activities, please let us know. This will not only benefit the society but can also be a great way of building on your own skills.

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Logging Hours

Logging hours is really important as not only does it count towards the Society Recognition scheme it also adds to your HEAR. (See below) To log you hours you will need to set-up a Volunteer Profile on mynsu.co.uk. All you need is your student number. A full guide on how to set-up your profile and record your hours can be found at www.mynsu.co.uk/getinvolved/societies/societyresources under Volunteer Profile Every committee member who logs over 10 hours well get a certificate. Plus, they will be eligible for an end or year activity for all volunteers at Northumbria. There is also a prize draw every month for those who have logged 10 hours or more with great rewards!!! HEAR

The Higher Education Achievement Report (HEAR) is a way in which you can have an official record with your University qualification for the extra circular activities that you have been involved in. Anyone logging over 10 hours can request a certificate by (undergraduates) recording your volunteering on your HEAR – there may be specific role requirements as well i.e. serve a full term as committee member and attend training. If you wish to apply for one of the Union's Volunteering Awards, then complete the relevant sections below ensuring you have logged the required number of hours. You can only submit once – so for the highest level you can achieve. Drop us a line at su.volunteering@northumbria.ac.uk or come and see us if you have any questions. - Volunteering Award - 15 hours at least and 300 words on any two sections.

- Excellence in Volunteering - 50 hours at least and 750 words on any four sections. - Leadership in Volunteering - 80 hours at least and 1,000 words across all six sections.

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Your

TRIPS

s e i t i v i t c A

Trips are a great way of getting out and about, trying new activities and offering something different for your members. All societies can organise arrange of activities (you don’t have to be the ice skating society to go ice skating) NSU class trips as any activity taking place outside of Newcastle. To organise a trip regardless of the activity taking place here is the step by step guide on what to do - Get a price: work out the cost of the activity and the cost of getting there based on how many members you can take and how much you are going to subsidise the cost for paid members. - Travel: If you need to book a minibus or coach get in contact with your staff coordinator as NSU have companies that we use who are fully insured and offer a competitive price

- Trip Pack: Before the trip can be advertised it must first be approved; a completed trip pack must be given to NSU at least 3 weeks before the trip. These can be found online - Risk Assessment: You must complete a Risk Assessment that is signed off by a member of NSU staff before the trip can go ahead

- Insurance: A member of NSU staff will check to make sure the activity is covered by NSU insurance and also check that the provider of the activity if required has the correct insurance and paperwork

- Advertise: Once the trip has been approved advertise and promote your event and get members to pay upfront.

- Ticket Price: NSU can setup till buttons at the SU or on your society webpage. Remember paid members must come first and non-paid members must pay more for the trip. - Confirm Numbers: Contact those you have paid with the details of meet up and drop off times as well as any clothing, food and other items they may bring

- Passenger list: A full list of all those attending must be passed onto NSU before you leave for insurance purposes For trips abroad we would need at least 6 weeks’ notice. Just to make sure all the detail can be sorted as easily as possible. 11


Risk Assessment

Societies are required to complete a general risk assessment for the year. This is to ensure that the committee are aware of how to reduce the likelihood of risks of any activity and to make sure that we are providing a safe environment for students. By completing a comprehensive general risk assessment to cover as many activities as possible that your society may take part in throughout the year, this stops committees having to complete a risk assessment for every activity they arrange which was an issue in the past. That includes regular or one of activates a society is planning. However, if a society want to take part in an activity that they have not risk assessed for, they will be required to complete a risk assessment for that activity. If you have any questions, please contact your staff coordinator who will be happy to help you complete your society risk assessment. Guest Speakers

Guest speakers are a great way to get your experts related to your society to inspire and educate your members with their experience and expertise. Whether an academic, business leader, class teacher, professional or faith based speaker they are great events to put on for your members. If you wish to hold a guest speaker event, then a society must complete a guest speaker form found at www.mynsu.co.uk/getinvolved/societies/societyresources at least 3 weeks before the event is going to take place regardless if the event is taking place on campus or at an external event. You may have to confirm the policies of an external provider for guest speakers. You do not have to complete a guest speaker form if the guest speaker is a current student or staff member of Northumbria University. In an Emergency please call:

Avaliable everyday, then call a member of Students’ Union Staff Security Avaliable Monday - Friday, 9am until 5pm Societies Co-ordinator Societies and Student Media Co-ordinator Welcome Desk

Activities with a ‘high risk’ factor should have a trained first aider present or be taking place at an approved centre. 12

0191 227 3999 0191 227 4210 0191 227 4796 0191 227 4757


y c a r c o m e D

AGM – Annual General Meeting

In March every year your committee must run an AGM for the next leaders of the society. You must give paid full members of the society 10 working days before hand of the AGM date, time and location as well as how to put their names forward to run for a committee position, this includes online voting. Number of people to make the voting quorate is 25% of membership or 10 members, whichever is most. This can be via a face-to-face meeting, online voting or both. Once the AGM has taken place, the committee will need to hand-in the completed AGM form to NSU and start the hand over with the newly elected committee. EGM – Emergency General Meeting

If a member of your committee steps down during the academic year, the society needs to hold an EGM to replace the committee member and fill the role face-to-face or online. This is also how to add a committee position(s). All full members must be made aware 10 working days before hand of EGM date, time, and location as well as how to put their names forward to run for a committee position, this includes online voting. An EGM can also be called to remove a committee member/s by following these stages:

- Signatures of 10% of membership or 5 members, whichever is most received by a representative of Northumbria Students’ Union.

- A meeting is then arranged by a representative of Northumbria Students’ Union and must be held face to face. All full members must be made aware 7 working days before hand of EGM date, time and location - The EGM meeting would then require a quorate of 25% of the membership or 10 members; whichever is most before a vote can take place

- A super majority must be met of two thirds of the meeting quorate to then officially remove the member(s) of the committee In all % calculations for AGM’s and EGM’s round to the nearest whole number e.g. 7.4 would be classed as 7

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Calendar NSU

Month

Week

Week

August 29th Term Two Begins August 29th Term One Begins September

Monday 5th – Sunday 11th

Monday 12th – Sunday 18th Societies & Volunteering Fair 14th Returners Week begins 14th Autumn Term Begins 12th Term One Begins 12th

October

Monday 3rd – Sunday 9th Term Grant Deadline – Monday 3rd Oct 9:00am Term Grant Presentations – Tuesday 4th- Friday 7th

Monday 10th – Sunday 16th

November

Monday 31st – Sunday 6th New Society Term Grant Deadline – Monday 31st Oct 9:00am New Society term grant Decision – Wednesday 2nd Nov

Monday 7th – Sunday 13th

December

Monday 5th Dec – Sunday 11th Dec

Monday 12th – Sunday 18th Term Two Ends 16th Term One Ends 16th Term One Ends 16th

Autumn Term ends 9th

January

Monday 2nd – Sunday 8th Spring Term Begins 3rd Term Three Begins 2nd Term Two Begins 2nd Term Two Begins 3rd

Monday 9th – Sunday 15th

February

Monday 6th – Sunday 12th

Monday 13th – Sunday 19th

March

Monday 6th – Sunday 12th

Monday 13th – Sunday 19th

April

Monday 3rd – Sunday 9th RAG Week Spring Term Ends 7th Term Three Begins 3rd Term Three Begins 3rd

Monday 10th – Sunday 16th

May August 11th Term Three Ends June 2nd Term Three ends

Monday 1st – Sunday 7th Summer Term begins 2nd

Monday 8th – Sunday 14th Annual Awards – Friday 12th May


Public Holidays:

Key

Newcastle Programmes Term Dates March Start Nurses

Monday 17 April 2017 Monday 1 May 2017

Sept Start Nurses

Monday 29 May 2017

Education Programmes Week

Friday 14 April 2017

Monday 28 August 2017 Week

Monday 19th – Sunday 25th Returners Week SLC Training

Monday 26th – Sunday 2nd October Grant Drop in Session 29th Black History Month Starts October

Monday 17th – Sunday 23rd

Monday 24th – Sunday 30th

Monday 14th – Sunday 20th

Monday 21st – Sunday 27th

Monday 19th – Sunday 25th

Monday 26th – Sunday 1st Jan

Monday 16th – Sunday 22nd

Monday 23rd – Sunday 29th Claim back Grant Money – Friday 27th Jan

MYNSU Week? Northumbria’s Got Talent

Monday 20th – Sunday 26th

Monday 27th – Sunday 5th March New Society Term Grant Deadline – Monday 27th Feb 9:00am New Society term grant Decision – Wednesday 1st March Term 3 ends 3rd

Monday 20th – Sunday 26th Term Two Ends 24th

Monday 27th – Sunday 2nd April Activities Awards – Friday 31st March

Monday 17th – Sunday 23rd

Monday 24th – Sunday 30th

Monday 15th – Sunday 21st

Monday 22nd – Sunday 28th Claim back Grant Money – Friday 26th May

Week

Monday 28th – Sunday 4th Dec

Monday 30th – Sunday 5th Feb Term Grant Deadline – Monday 30th Jan 9:00am Term Grant Presentations – Tuesday 1st - Friday 3rd Feb LGBT* History Month starts February

Monday 29th – Sunday 4th June Summer term ends 2nd

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Activity Awards

Awards

The Activities Awards recognise outstanding contribution made by all our student groups and volunteers for Northumbria students. The list of awards that can be nominated for will be released in January. You can nominate in each category or only one. The Activities Awards themselves will be Friday 31st March and is a great way to celebrate your successes with a fun night and free food. How does this work with the Annual Awards? The Annual Awards have separate categories to recognise the best of student activity at Northumbria such as Student Group of the Year, but both are an important part of the NSU calendar. ANNUAL AWARDS

The Annual Awards recognises outstanding contribution made by students to life on and off campus. You can nominate in each of them or only one. You may think the same student or group should be nominated in different categories. This is ďŹ ne and you can even use the same text if you think it makes the case. The Annual awards will take place on Friday 12th May and it the NSU’s big end of your event where domain in transformed (last year enchanted forest) and everyone dresses up to celebrate with a three-course meal. This event is also free. If you have any questions about any of the award ceremonies at NSU then please get in touch) Education Awards

If your society provides academic support you may also be eligible to enter the NSU/Education Awards. The awards will be on 30th March 2017.

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g n i t r o p p u S you! Students

Societies Leadership Committee

The Societies Leadership Committee are here to represent you and work as your mentors. They will be one of your ďŹ rst points of contact for advice. They lead on grant application and decide how much grant money is allocated. They also help to organise catch-ups throughout the year offering advice and tips on how to run your society. The committee is made up of current Northumbria University Students who are or have been a committee of a society.

If you are interested in being part of the Societies’ Leadership Committee please contact SU.Societies@northumbria.ac.uk

17


Contacts Staff

John Pinkney Societies Co-ordinator John.Pinkney@northumbria.ac.uk Aidingg societies to run events, trips and various activities Paddy Rathbone Student Activities Manager Paddy.Rathbone@northumbria.ac.uk Looks after all activities including societies. David Jewell Welcome Desk Manager David.Jewell@northumbria.ac.uk Confirming room bookings and access to activities store. You can also ask the info and Welcome Desk

Lane

Team

Coach

Finance

Joan Gilmour Finance Assistant

Lynne Pace Finance Assistant

Coach Lane Buses

18

Deb Telford Finance Assistant

You can take you and your whole society to Coach Lane on the number 1 bus service absolutely free with your Student Card. You can use this service everyday between 7am and 10:15pm.

Chrissy Watt Student Engagement Manager

Kath Collins Coach Lane Café

Northumbria’s four designated stops: - Civic Centre - The corner of Sandyford Road - Portland Terrace - The junction of Portland Road - Warwick Street - Warwick Street/Stadium stop.


Meeting To be completed by Outgoing Committe member. It’s important to meet with your predecessor face to face so why not arrange a time to have a chat with them? Date:......................................................................................................................................... Time:......................................................................................................................................... Location:...................................................................................................................................

Notes from the meeting:....................................................................................................... ................................................................................................................................................... ................................................................................................................................................... ................................................................................................................................................... ................................................................................................................................................... ................................................................................................................................................... ................................................................................................................................................... ................................................................................................................................................... ................................................................................................................................................... ................................................................................................................................................... 10

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s e c r u o s e R

To be completed by Outgoing Committe member. This is a list of the equiptment that the society currently has, it’s location and current condition... Name of Item

Location

Current Condition

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09


Contacts Other

To be completed by Outgoing Committe member. Name:....................................................................................................................................... Job position:............................................................................................................................ Organisation:........................................................................................................................... Email:........................................................................................................................................ Contact number:..................................................................................................................... You will work with this role to:.............................................................................................. ................................................................................................................................................... ...................................................................................................................................................

Name:....................................................................................................................................... Job position:............................................................................................................................ Organisation:........................................................................................................................... Email:........................................................................................................................................ Contact number:..................................................................................................................... You will work with this role to:.............................................................................................. ................................................................................................................................................... 08

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Logins To be completed by Outgoing Committe member. Facebook account:.................................................................................................................. Username:................................................................................................................................ Password:.................................................................................................................................

Twitter account:....................................................................................................................... Username:................................................................................................................................ Password:.................................................................................................................................

Wensite address:.................................................................................................................... Username:................................................................................................................................ Password:.................................................................................................................................

07


Accounts This year we have used funds to: ..................................................................................................................................................... ..................................................................................................................................................... ..................................................................................................................................................... We put on the following fundraisers: ..................................................................................................................................................... ..................................................................................................................................................... ..................................................................................................................................................... In the future i would have liked to fundraise for: ..................................................................................................................................................... ..................................................................................................................................................... ..................................................................................................................................................... By the end of term we hope to have spent a further: ..................................................................................................................................................... ..................................................................................................................................................... ..................................................................................................................................................... 06


Grants To be completed by Outgoing Committe member.

In the month of ......................... ......... we applied for the ................................... grant. We asked for ÂŁ.............. To do:

..................................................................................................................................................... ..................................................................................................................................................... The aim was: ..................................................................................................................................................... .....................................................................................................................................................

In the month of ......................... ......... we applied for the ................................... grant. We asked for ÂŁ.............. To do:

..................................................................................................................................................... ..................................................................................................................................................... The aim was: ..................................................................................................................................................... .........................................................................................................................................

05


Goals To be completed by Outgoing Committe member. Our main goal this year was: ..................................................................................................................................................... ..................................................................................................................................................... Our main goal this year was: ..................................................................................................................................................... This year we had ......... active members We acheived this by: ..................................................................................................................................................... ..................................................................................................................................................... This year we put on this event trip: ..................................................................................................................................................... ..................................................................................................................................................... We acheived this by: ..................................................................................................................................................... ..................................................................................................................................................... 04


Role

Your

To be completed by Outgoing Committe member.

Congratulations!

You are now the role of: .....................................................................................................................................................

A typical week in this role would include: ..................................................................................................................................................... ..................................................................................................................................................... ..................................................................................................................................................... .....................................................................................................................................................

In this role it is important to: ..................................................................................................................................................... ..................................................................................................................................................... ..................................................................................................................................................... ..................................................................................................................................................... 03


Contents Your Role........................................................................ 03 Goals............................................................................... 04 Grants............................................................................. 05 Accounts........................................................................ 06 Logins............................................................................. 07 Other Contacts.............................................................. 08 Resources....................................................................... 09 Meeting........................................................................... 10


S oc ietViEeRs NSU

HANDO

NAME:


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