BOLTON STUDENTS’ UNION STUDENT ACTIVITIES
SOCIETIES HANDBOOK 2014/15
CONTENTS
Introduction
page 3
Your Students’ Union
page 4
How to Form a New Society
page 5
Who can join the Society?
page 5
Running your Society
page 6
Society Officers – Job Roles and Responsibilities
page 7
Society Guidelines (room bookings, guest speaker, photocopying etc)
page 10
Society Outings/Trips
page 12
Transport
page 13
Money Procedures
page 19
Sponsorship
page 23
Fundraising
page 23
Equality and Diversity
page 24
Questions to think about when running a Society
page 25
Duty of Care
page 27
Emergency Incident Procedure
page 28
Useful Contact Information
page 30
BSU Student Activities Society Handbook 2014/15 2
INTRODUCTION
This Society Hand book will be your essential guide for the year, so use it to its full potential. This handbook and has been designed to give you the maximum information that you need to run a successful society. After reading this handbook you should have an understanding of;
the structure of societies and their relationship to the Students‟ Union;
the support systems and relevant people available in order to run a successful society;
information regarding forms, sponsorship and finance;
awareness of the events and activities you can take part in throughout the year;
confidence to run your Society successfully and then handover to the next committee with a positive assurance it will be just as great in years to come;
understanding of the massive range of employability skills you will be gaining as a Society Officer.
There is lots of help available, please contact: Student Activities Coordinator: Sue Delanty Email: s.delanty@bolton.ac.uk Tel: 01204 900850
BSU Student Activities Society Handbook 2014/15 3
YOUR STUDENTS’ UNION
Bolton Students‟ Union is run by students for students. We have one elected Student Officer (President) who leads the Students‟ Union by sitting on the Board of Trustees and Student Council. The President represents and supports students, not only within the Union, but also within the university. Elections for the position takes place every March and any student who is a member of the Students‟ Union can stand for any position. The Union provides the necessary support for the successful running of affiliated Societies, to the benefit of the membership. However, this can only be achieved with the full commitment and dedication of the Society officials. It is their direct responsibility to ensure that their members get the most out of their chosen Society. All Societies are run by students for students. This handbook is about helping you to run and organise your Society efficiently. It contains information you need to know and whom it may be necessary to contact. The Society Committee officials run their Societies, but the Societies themselves and its memberships are an integral part of the service provided by the Students‟ Union. STUDENTS’ UNION MISSION STATEMENT ‘To help the University retain its students’
BSU Student Activities Society Handbook 2014/15 4
HOW TO FORM A NEW SOCIETY
The main aim of your Society will be to bring together students at the University of Bolton. Societies are run by students for students with a little help from the Students’ Union. Every single Society is open to every single student at the University of Bolton regardless of your course, hobbies, experiences, age, background, nationality, shoe size, hair colour..... Making sure everything we offer is inclusive of all students is at the heart of Bolton Students’ Union. As a registered Society with the Union you will have lots of great benefits, including:
A stand at Student Activities Awareness Day Have and edit your own Society webpage on the Union‟s website Access to University Room Booking Facilities Hire of SU Bar for events etc Photocopying Services Accounting/banking services Fax service Publicity and promotion services Access to start up fund 1 to 5 members £50 10 to 14 members £100 15 + members £150 Administrative support and advice from dedicated staff and Officers Training in relevant areas Support for developing your Society
All applications will be processed through the SU Leadership Team who meet on a weekly basis; therefore your application should take no longer than seven days. WHO CAN JOIN THE SOCIETY?
Membership of any Society shall be open to all University of Bolton students. Individuals who are not students of the University of Bolton may join a Society as an Associate member. An Associate member of a Society shall fall into the following categories; (i) (ii) (iii) (iv)
Ex-students of the University of Bolton (proof must be provided). University of Bolton Staff (proof must be provided). Bolton Students‟ Union Staff. A current student at another UK university (proof must be provided). BSU Student Activities Society Handbook 2014/15 5
A Society must NOT have more than 10% of their members as Associate members. Associate members cannot hold any official position within a Society i.e. Chair/President, Secretary, etc or vote in any Society elections.
RUNNING YOUR SOCIETY
Documents These forms make sure that your Society is covered under the Students‟ Union regulations, that we have your details if anyone needs them and have information if any students are interested. We also need to know if there will be any health and safety risks when students join your Society. Templates of the documents can be found online at www.boltonsu.com under Sports and Societies, then Setting up a new society. Application for a New Society This provides information on what your society will do, meeting times and contacts, and will go on the Union website. Society Officer Contact Details This provides the Union with the contact details of the Officers so we know who to contact in any instance. Health and Safety Policy In order to help ensure the safety of your members we ask each Society to refer to the Student Activities Health and Safety Policy. For further help or guidance, please speak or email the Student Activities Coordinator: s.delanty@bolton.ac.uk Student Activities Code of Conduct This Code of Conduct sets out the expected behaviour of members of BSU‟s Student Activities when participating in any activity or event, including informal social events and when travelling to and from an activity, under the name of the Bolton Students‟ Union (BSU). Risk Assessment Each Society will need to complete a risk assessment if holding an event or has a planned activity off campus. End of Year Handover Form Every year following your Society‟s AGM, you are required to complete the End of Year Handover Form. You will need the following documents to hand in order to complete the process.
BSU Student Activities Society Handbook 2014/15 6
Contact details (Names, email addresses and phone numbers) of the new committee. Details of any equipment owned by your Society (if applicable). Details of any plans that you have for the coming year. A brief run though of your finances for the coming year.
SOCIETY OFFICERS - JOB ROLES AND RESPONSIBILITIES
The officers that, as a Society, you elect are important because they have responsibility for carrying out the day-to-day running of the Society. As such, officers should be committed to, and be available for, doing much of the work involved in organising the Society‟s activities. The committee will consist of the following officers: Chair/President Secretary Treasurer Equipment (if applicable) The Chair/President is essentially the ‘Spokesperson or figure head’ of the group. The Chairperson / President of a group is the leader, who oversees all of the group‟s activity. They will need to provide support, advice and guidance to the other committee members throughout the academic year. Probably the most challenging role on the committee, you‟ll need experience of what the group does, and a strong belief in the aims and objectives of the group. Personal skills required: Communication Dedication/Commitment People Management Motivation Organisation Delegation Key Responsibilities: Calling Meetings. Chairing Meetings. Delegating Tasks. Ensuring the Aims and Objectives of the Society are met. Complete the Society‟s development plan – setting out the aims and objectives for the academic year. Representing the Society at the University and external functions. Keeping the aims and objectives of the Society in mind at all times. Be the main point of liaison with the Student Activities Coordinator Representing the Society at the University and external functions. BSU Student Activities Society Handbook 2014/15 7
The Secretary (a well organised person is best suited for this role) This role is a support to the Chair / President. They ensure that things run smoothly. Emails need to be written, rooms need to be booked, and above all you need to communicate what‟s going on to your members so they stay interested and stay involved. Personal skills required: Communication Organisation Time Management Good written skills (for minutes and emails) Key Responsibilities Provide Committee details to the Student Activities Coordinator. Arrange meetings and book rooms. Record minutes at society meetings, and distribute to all members. Be aware of key dates for your group throughout the year. Communicate regularly with your members; let them know what‟s going on. Organise the AGM (Annual General Meeting). Collect mail from the Students‟ Union. Know everything that the chair does ... and support them every step of the way. Be impartial. The Treasurer (This person deals with Society finances) Being a treasurer is not just about handling money, it means knowing how your finances stand at any one time; and planning accordingly. Personal skills required: Well Organised Numerical Competence Communication Trustworthy Key Responsibilities Learn and understand how the Students‟ Union financial system works, attend training. Organise affiliation to any national bodies (if applicable, via the Students‟ Union). Collect all membership fees (if applicable) Keep a track of all income/expenditure. Bank all income with the Student Activities Coordinator. Organise fundraising or sponsorship for your group. Completing any paperwork appertaining to Society expenditure. Following the SU Money Procedure. The Equipment Officer (if applicable) BSU Student Activities Society Handbook 2014/15 8
As Equipment Officer, your role is important. People often like to have some stash that they can take away with them when they leave, as well as have an identity on campus! Personal skills required: Interesting Ideas Excellent organisation Good time management Ability to get things done Key Responsibilities Maintaining and keeping a record of any kit and equipment. Notifying the Student Union of any loss, damage or theft of equipment, or any equipment that should be written off. Keeping an up to date inventory and ensuring a copy is submitted to the Student Activities Coordinator. Ensuring all equipment is returned to the Students‟ Union at the end of the academic year. Advising the Committee on the purchase of any equipment. Additional Officers The Society may want to elect an additional officer(s) to deal with, for example, publicity, events etc. It is up to you to assess the Society needs and elect officers who will ensure the successful running of your Society.
MEETINGS Why you should have Meetings Meetings help analyse and solve problems, generate creative ideas, pass on information, make decisions, discuss goals, and evaluate progress. Meetings can be really informal get-togethers, extremely formal structured debates, or anything in between. Whatever sort of meeting you‟re having, there‟s a lot you can do to make it go well. With a little planning, meetings can be really effective and even run themselves. Visit the Societies webpage for tips on how to run an effective meeting.
BSU Student Activities Society Handbook 2014/15 9
SOCIETY GUIDELINES Room Bookings All Societies are entitled to book a room for a meeting free of charge. All room bookings MUST be made through the Student Activities Coordinator. Please remember to allow adequate time when submitting your request. Stationery All forms that are needed to run your Society are available from the Students‟ Union. This includes Membership Forms, Society Officer Forms, Expenditure Forms, envelopes, stamps etc. Photocopying Photocopying will be at the discretion of the Students‟ Union. Please allow adequate time for photocopying to be done as the workload can be very hectic particularly during the first term. You can usually expect to be able to collect your photocopying 24 hours after you have left it. Flyers and Posters Your publicity should contain the name of your Society, BSU logo, date and time of an event, and be in English or have an English interpretation of any information. All publicity must be approved by the Student Activities Coordinator. Please be aware of laws regarding posters and flyers – your Society will be responsible for any problems and costs which occur as a result of illegal actions. Posters and flyers can be photocopied at the Students‟ Union. Post The secretary of your Society will be emailed if any post has arrived for your Society. Faxes These can be sent and received from SU reception without charge. Website All Societies have the opportunity to have their own webpage on the Union website or a link to an already established website from the Students‟ Union website. For more information speak to the Student Activities Coordinator. Equipment All approved equipment etc, must be ordered through the official Students‟ Union ordering system by the Student Activities Coordinator.
BSU Student Activities Society Handbook 2014/15 10
Guest Speakers Request for speaker(s) must use the Guest Speaker Request form. This for must be submitted to the Students‟ Union 15 working day prior to the proposed event, or your event will not be able to go ahead. For religious groups the guest speaker‟s form must be signed by the University of Bolton‟s Chaplaincy before submission to the Students‟ Union. For all other groups the guest speaker‟s form must be submitted, approved and signed by the General Manager of the Students‟ Union. The University of Bolton has a Code of Practice Relating to Freedom of Speech and Meetings on University premises, copies of which are available from the Students‟ Union. Guest Speaker application forms are available on request from the Students‟ Union and are on the BSU website. Any payment required for guest speakers must follow the expenditure process on page 21 of this handbook. Administration If your Society requires any documents typing, please do not hesitate to contact the Student Activities Coordinator who may be able to help your Society. Food If you require any food for an event, please speak to the Student Activities Coordinator as there are rules and regulations on health and safety. No food may be consumed on University premises without prior permission. Under University rules, no food or alcohol is allowed in any classroom or any Lecture Theatre at any time, even if the room/Lecture Theatre is booked through the Students‟ Union. Cold food may be served in the Chancellor‟s Mall and the SLZ, but prior permission must be obtained from the Student Activities Coordinator. Please refer to the following guidelines regarding food preparation: Food Preparation Your student group has a duty of care to ensure that the food you serve is safe to eat. If someone becomes ill from the food prepared you could be liable. Cake/Bake Sales Cakes should be safe to eat as long as they are prepared correctly, stored and transported safely. You should follow these tips:
Always wash your hands before preparing food. Make sure that surfaces, bowls and utensils are clean. BSU Student Activities Society Handbook 2014/15 11
Don‟t use raw eggs in anything that won‟t be thoroughly cooked, such as icing or mousse. Keep cheesecakes and any cakes/desserts containing cream or butter in the fridge? Store cakes in a clean, sealable container away from raw food, especially raw meat. Avoid handling cakes. Use tongs or a cake slice. You must list all ingredients next to the cakes and state that they may contain common allergens.
Groups Preparing/Cooking Food If your group is planning on selling the food, then a Food Hygiene Certificate is a requirement of the person in charge of the event. They are also responsible for ensuring that other people preparing food have followed good hygiene guidelines as well. The following should be adhered to in the preparation of all food:
Make sure that everyone who handles food washes their hands before starting work and every time they come back to the food after a different task. Clean food areas and equipment between different tasks. Wash hands thoroughly after handling raw food.
Cooking Once food is thoroughly cooked, serve it immediately or keep it hot until serving. If you‟re cooking food in advance cool and chill it quickly. Thawing Thaw uncooked meat in the fridge or in cold water never thaw meat at room temperature. Marinating Marinate food in the fridge, not on a work top. Discard the left-over marinade after use, as it may harbour bacteria. Cooking Use a thermometer every time you cook raw foods or reheat leftovers. Hot foods should be over 63C and cold foods below 5C.
SOCIETY OUTINGS/TRIPS For each trip that your Society organises, a Trip Registration Form must be completed by the Chair/President or Secretary one week (within the UK) or one month (outside the UK) in advance of the departure date. This will authorise the Society to go ahead with the trip. Whether it is going to Blackpool for the day, the Lake District countryside for the weekend or a trip abroad a Trip Registration Form must be filled in. BSU Student Activities Society Handbook 2014/15 12
TRANSPORT The purpose of this document is:
To provide information to ensure that individuals travelling to activities arranged by Students‟ Union Sports Clubs and Societies are not subject to any unnecessary risk
To highlight the importance of ensuring that all legal requirements connected with such travel arrangements are met.
This information has been produced for the benefit of:
1.
Organisers of Students‟ Union activities that require hired vehicles for large numbers.
Or small groups who travel using public transport or private vehicles in connection with student activities. Introduction The activities arranged by Sports Clubs and Societies through the Students‟ Union are an essential part of student life. Developing a simple transport policy for getting student activities to and from training/match and other venues is impossible. Whilst it has never been an easy task, changing rules in terms of Health and Safety and driving licence legislation coupled with changes to the British Universities and Colleges Sport (BUCS) competition structure has made it increasingly difficult. Where the logistics of getting from A to B are found, there remain underlying concerns. It is not unknown for students to behave recklessly and, if not causing injury, damaging the hire vehicle, be it a coach or self-driven vehicle. Apart from laying down rules such as no drinking of alcohol to or from events, advising students to behave sensibly and checking documentation, there is little more that can be done. The SU officials and staff have neither the time nor qualifications to check the roadworthiness of private cars or the skills of the driver.
2.
Guidelines Large groups will be provided with a professionally driven hire coach from a reputable company, for this a Trip Registration and Transport Booking Form must be completed and returned to the Student Activities Coordinator. Please note that the drinking of alcohol on the coach is strictly forbidden, anyone reported by the coach company or fellow players/students will be barred from taking further part in Students‟ Union activities for a period of time. BSU Student Activities Society Handbook 2014/15 13
Small groups/teams will be required to use public transport. Students are expected to make use of any discounts available to them such as Railcards. Where public transport is paid using cash, receipts must be obtained and submitted with reimbursement claim forms. If public transport is not available for any of the above mentioned reasons, i.e. remote location, then the following options may be considered by the Student Activities Coordinator: 3.
Taxis Private Vehicles
Taxis Taxis are best suited for transporting small numbers of students on short journeys about town. Taxis are allowed with prior approval, at a rate of one taxi to 4/5 people. Receipts for monies paid must be collected from the driver and submitted with the relevant documentation accompanying any claim for reimbursement.
4.
Private Vehicle Use Any private vehicles used for transportation of individuals to an activity associated with the Students‟ Union must be registered with the Student Activities Coordinator before the commencement of the journey. The owner or the vehicle must do the following: (i) (ii)
Complete a private vehicle registration form, available from the Students‟ Union. Bring the following documents to the Student Activities Co-ordinator;
Driving Licence and plastic card Vehicle registration certificate. MOT (if applicable) Proof of regular service/maintenance Certificate of insurance Check with your insurance company to ensure that your insurance arrangements are sufficient and would cover you in the event of an accident.
Journeys over 120 miles or two hours in duration must have a minimum of two drivers. If you need another driver for your car there may be a student(s) who already have full comprehensive insurance on their own vehicles, and may be insured to drive other people‟s vehicles. This usually only covers third party fire and theft. Please check with your own and their insurance company. BSU Student Activities Society Handbook 2014/15 14
A record of mileage and any petrol receipts for the journey must be provided with any claim for reimbursement. Mileage will be paid at 0.35p per mile. 5.
Driver Responsibilities As a driver of a private vehicle on behalf of the Students‟ Union you are responsible for:
Consulting the Highway Code for guidance of your obligations as a road user whilst driving. Reporting any losses, damage, faults or breakdowns which occur whilst in your control. Reporting any accidents, involvement in driving incidents or near misses which occur whilst in your control. Ensuring that baggage is stored in the boot or under the seats and that it is secure. DO NOT allow baggage to block doorways or escape routes. Please note that kit and equipment should not be left unattended in vehicles as it is not insured. Ensuring the correct mileage is recorded appropriately. Ensuring that no person other than assigned drivers (as agreed with the Student Activities Coordinator) are permitted to drive the vehicle. Driving responsibly at all times. Ensuring passengers use the SEAT BELTS provided. Informing passengers of the accident and emergency procedures. Ensuring passengers conduct themselves appropriately throughout the trip and do not distract you when driving. Passengers must be advised that whilst in the vehicle they are;
NOT to stand up whilst you are driving, NOT to jump on seats. NOT to shout or sing too loudly – so as to distract you. NOT to throw things. NOT to distract other drivers on the road. NOT to drink alcohol. NOT to smoke.
You may refuse to carry a passenger if they persist with any bad behaviour or disrespect your requests. 6.
Hire Of Minibuses and Coaches (Contract Vehicles)
6.1
Transport to British Universities and College Sports (BUCS) Matches For away games, transport will be provided by the Students‟ Union and must be booked through the Student Activities Coordinator using the Trip Registration and Transport Booking request form.
6.2
Transport for Social Events Each Club/Society will be considered on an individual basis when funding is required for social events. BSU Student Activities Society Handbook 2014/15 15
All requests for booking vehicles must be made by the trip organiser to the Student Activities Coordinator. 7.
Emergency Procedures
7.1
General Information and Advice A qualified First Aider with a fully stocked First Aid kit should be in attendance at all times during off campus student activities. Sports Clubs/Societies must also to take a Students‟ Union provided Kit on all Group trips) The Student Activities Coordinator must be informed about any accident, incident or near miss, however minor, immediately so that you can be supported with dealing with the aftermath. The safety of the passengers, including the driver, is of paramount importance at all times. Decisions should be made sensibly, to ensure that individuals are not subjected to any unnecessary risk. Where a student requires hospital treatment for a minor injury, which means they are unable to travel with the rest of the party, a taxi may be utilised and the costs reclaimed from the Students‟ Union. Please remember to retain a receipt. It is the role of the police to inform relatives in situations where a serious incident has occurred involving a student. For this reason it is essential that NO ONE speak to the media or contacts relatives to inform them of an accident. You must also ensure that you do not give any information to anyone, other than the Students‟ Union or University Staff members who are dealing with the incident.
7.2
In the event of a road accident:
Bring the vehicle to a standstill and ascertain whether any passengers or other road users have been injured.
Do not move any casualties unless they are in immediate danger – if the vehicle needs to be evacuated, ensure wherever possible that occupants exit via the doors nearest the kerb and remain on the kerb a safe distance from the vehicle and other road users.
Do not attempt to tackle any fire yourself - remember that fire can spread extremely quickly and that toxic fumes are given off during a vehicle fire.
Delegate the most experienced person(s) at the scene the task of tending to any casualties – bear in mind that injuries can appear minor to start with and rapidly develop into something more serious. BSU Student Activities Society Handbook 2014/15 16
8.
If required, contact the emergency services and follow their instructions.
In the case of a minor accident/incident report it to the Students‟ Union and the hire company as soon as reasonably practicable using the contact details at the back of this guide. Procedure For If A Driver Gets Injured In instances where the only driver (or both drivers) is unable to drive due to injury the following guidance applies: (i)
Report the situation immediately to the Students‟ Union.
(ii)
Where drivers are still able to travel, though not drive, the Students‟ Union will assist with the recovery of all passengers and the vehicle – this shall depend on the location and nature of the situation, but as a guide the following options will be supported; Provision of a further Union Driver to recover all passengers and the vehicle. (dependant on availability). Assistance in accessing the nearest mode of public transport (bus, train, coach). Organisation of a coach or taxi(s). In extreme situations, the organisation of overnight accommodation until appropriate travel arrangements can be made.
a. b. c. d. (iii)
Where the situation does not pose a threat to life or personal well being, the most reasonable and economic method of recovery shall be supported.
The liability of „recovery costs‟ is dependent on the circumstances of the situation. 9.
Exceptional Circumstances Obviously occasions are going to arise when something goes wrong and these procedures cannot be followed precisely. The first rule to apply to any situation is common sense.
9.1
What happens if a pre-booked transport fails to arrive at the allocated pick up place at the appropriate time? Before any journey on a hired coach, make sure you collect the details and travel directions from the Student Activities Coordinator. In the event of a problem with transport during office hours contact Student Activities on (01204 900850). On any other occasion ring the coach company direct.
9.2
What happens if the coach breaks down in transit? Once the journey has started it is the travel company‟s responsibility to get you to where you need to be. Usually, they have contingency plans and you are advised to follow their instructions. Do not incur any additional costs, i.e. BSU Student Activities Society Handbook 2014/15 17
taxis or rail fare, without obtaining confirmation from the travel company that they will cover the costs. 9.3
What happens if the vehicle in which teams are travelling is involved in an accident? If a vehicle has been hired and a driver provided, the “duty of care� will lie with the driver and the contractor who should have contingency plans. If for any reason the driver from the coach company is injured then the duty of care lies with the trip organiser.
10.
Parking and Speeding Fines The Studentsâ€&#x; Union will not be responsible for paying any parking and/or speeding fines. Individuals must pay their own fines.
11.
Disciplinary Procedure The Students' Union reserves the right to impose penalties on any individual if after an investigation they are proven to be guilty of misconduct (This includes reckless driving). In all circumstances the Students' Union will abide by the law and will not hesitate to take action in situations that require police involvement.
12.
Complaints If you wish to make a complaint relating to any aspect of your transport provision or trip organisation please contact the Student Activities Coordinator who will investigate the matter fully.
BSU Student Activities Society Handbook 2014/15 18
MONEY PROCEDURES
1.
2.
3.
Society Membership Fees
Societies shall have the option of not charging a membership fee.
If a membership fee is to be applied then the Society Committee and its members will determine its membership fee at an AGM.
The Society Committee shall include their annual fee on the End of Year Handover Form.
The membership fee shall run for one academic year.
Associate membership fees shall be determined by the Society
Income 2.1.
All membership fees shall be paid at the Students‟ Union and must be accompanied by a membership list.
2.2
Any income which is deposited into your society account must be accompanied by the society deposit voucher form.
2.3
All income from membership fees (if applicable) shall be credited to your society account.
2.4
The Treasurer of the society shall keep a record of all income/expenditure.
2.5
The Students Union shall record all monies received by the Society by the issue of an official receipt.
2.6
Any money left in your society account at the end of the academic year CANNOT be carried over to the following academic year; this also includes any money you have not used for a start up fund.
Expenditure 3.1
All expenditure from the Society account must be submitted on the Union Official Expenditure Request Application Form (available from the Students‟ Union)
3.2
The treasurer shall be responsible for the submission of all papers appertaining to the financial activity of the Society.
3.3
All applications for expenditure over £100 will have to be agreed by the President/General Manager before any money is spent.
BSU Student Activities Society Handbook 2014/15 19
3.3
The Student Activities Coordinator will provide three written quotes (where applicable) to enable the society to get the best value for their money.
3.4
All expenditure will be debited from the Society account after an order has been placed by the Student Activities Co-ordinator.
4.
FUNDING
4.1
Funding For A New Society 4.1.1 The Union will make funds ready available for the initial purpose of setting up a Society. 4.1.2 All new Societies must submit application forms to the Union before approval of funding can be granted. 4.1.3 Approved Societies will receive funding as follows: 1 – 5 members 10 members 15+ members
4.2.
£50 £100 £150
End of Year Requests for Funding Any request for funding must be included on the End of Year Society Handover form and submitted to the Students‟ Union. All requests will be considered and discussed with the President/General Manager and Society Officers.
4.3
Other Income 4.3.1 Societies, ultimately, must be self funding and look to other ways in which to source their income. Income generating must not conflict with the aims and objectives of the Students‟ Union. Contracts must NOT be signed without the approval of the President and General Manager 4.3.2 Any donations/sponsorship or fund raising monies shall be banked with the Students‟ Union and credited to your Society account. If you require a payment to be made to an organisation the Students‟ Union will be able to arrange this for you in the form of a cheque or BACS payment.
4.4
Budgeting for an Event If wish to hold an event and you require funding you will be asked to prepare a detailed budget which must be agreed by the Students‟ Union before permission is granted to hold the event. If a budget is not agreed beforehand, the Students‟ Union will not agree to issue funds for the event.
BSU Student Activities Society Handbook 2014/15 20
If you have any queries regarding items to include in your budget, contact the Student Activities Co-ordinator. To prepare an accurate budget, you should get written quotes for each part of your expenditure. When you are preparing the budget for an event, always make sure that you do include VAT when calculating your expenditure. 4.5
Sponsorship Please refer to the BSU Student Activities Sponsorship Guidelines document.
5.
APPROVED EXPENDITURE AND FUNDING APPLICATIONS
6.
5.1
All approved application forms, will be processed by the Student Activities Coordinator using the official SU ordering system.
5.2
All property bought by Societies remains the property of the Students‟ Union. An inventory of Society equipment will be kept in the Students‟ Union.
GUEST SPEAKERS 6.1
The Students‟ Union will consider payment of fees to a speaker(s) who address Societies.
6.2
If you require money for your speaker you must submit the Expenditure Request Application form following the Expenditure Procedure.
6.3
Speakers will be paid by BACS (through their bank account) only. An official invoice or receipt must be produced before any payment is made.
.
7.
TRANSPORT 7.1.
Small groups will be required to use public transport. Students are expected to make use of any discounts available to them such as Railcards. Where public transport is paid using cash, receipts must be obtained and submitted with reimbursement claim forms.
7.2
Private Vehicles. 7.2.1 To claim for mileage payment all cars must be registered with the Student Activities Coordinator before a trip commences or monies will not be paid. Private Vehicle Registration Forms are available from the Students‟ Union. 7.2.2 A record of mileage and any petrol receipts for the journey must be provided with any claim reimbursement. Mileage will be paid at 0.35p per mile. BSU Student Activities Society Handbook 2014/15 21
7.3
Transport for Social Events Due to expensive transport hire charges, strict rules apply; 7.3.1 All coaches and minibuses must be booked by the Student Activities Coordinator. 7.3.2 Each Society will be considered on an individual basis when funding is required for social events.
8.
FUNDING FOR COACHING COURSES 8.1
Additional training and funding for student activity members can be provided if it raises the overall safety of its members, or raises the level of knowledge or experience within individual activities.
8.2
Factors will be based on: (i) Student activity. (ii) Membership numbers. (iii) How it will improve safety within the activity. (iv) The current experience and commitment of individuals towards the activity. (v) The level of commitment members will give back to the student activity to train new or existing members.
9.
BANK ACCOUNTS 9.1
Societies are not allowed to an external bank account in the Society name.
9.2
No liability will be accepted by the Union for externally held accounts.
9.3
Each Society shall have an account within the Studentsâ€&#x; Union where money can be deposited and withdrawn.
9.4
Withdrawals from the account must be made through the expenditure procedure in accordance with Points 3 to 5 above.
SPONSORSHIP BSU Student Activities Society Handbook 2014/15 22
External sponsorship is a great way of gaining both extra revenue and extra resources for your Society. If you are going to be sponsored you must obtain a contract. This must be submitted with a „Sponsorship Form‟ to the Students‟ Union. Before the contract is signed, it must be given to the Students‟ Union General Manager to be checked. A sponsorship proposal can be sent off to companies, you should follow up your proposal with a phone call. What to write in a sponsorship proposal: 1.
What your society is about and what to do.
2.
What the company would gain from sponsoring your society (publicity, reaching a student audience of potentially hundreds, etc)
3.
What you are expecting from the company (workshops, space commitment, funding).
4.
How much this will costs the company – don‟t be unrealistic, expect to barter.
5.
Your contact details. FUNDRAISING
Fundraising is a process of raising funds for a specific cause, i.e. charity, project or for your Society. If you are raising money for a charity it is a good idea to have a handout so people know what cause you are donating your funds to. There are a variety of methods to fundraise including holding events, sponsored challenges and asking donations. All funds raised by your Society must be banked with the Students‟ Union who will in turn pay your chosen charity on your behalf or arrange a cheque to be collected. Who you are should never be a barrier to involvement and we need Sporting Clubs and Societies, along with the Students‟ Union to promote this – everyone should be able to get involved with whatever they‟re interested in. Our students come from many different backgrounds.
EQUALITY AND DIVERSITY IN YOUR SOCIETY BSU Student Activities Society Handbook 2014/15 23
To ensure your Society is inclusive and diverse, and therefore approachable and exciting, when you plan any events you need to take into account all the different types of students who may want to get involved. You should aim to:
Sustain an environment in which all individuals and groups may contribute without fear of discriminatory or unfair attitudes and practices. Gender, orientation, race, age… none of these characteristics should make a student feel excluded or unfairly treated.
Create an organisation which respects its members and celebrates the diversity of its membership.
Eliminate discrimination, harassment, victimisation and any other conduct that is prohibited by the Equality Act 2010 and by BSU‟s Dignity and Respect Policy. Be inclusive, friendly and encourage and welcome involvement from everyone. By being part of BSU, each Society has a responsibility of equality to their members. Your actions don’t only affect your members; they affect the membership of BSU as a whole. On being affiliated as a Society, you accept this responsibility. How To Make Your Society More Inclusive Activities, e-mails, Facebook posts, tweets, websites, meetings, social events, publications – these must all be fully in line with the Equal Opportunities Policy, the Equality Act and BSU‟s Dignity and Respect Policy. As an elected member of your Society’s committee, you are responsible for ensuring this. Each Society committee is responsible for ensuring activities are available to everyone wherever possible, and that reasonable adjustments are made to cater for people with disabilities. Questions about accessibility? Speak to the SU, most specifically the Student Activities Coordinator or the President. If you feel like you, or anyone you know, might have been unfairly treated, have questions about equality and diversity, or want advice on anything welfare/equality related within your Society, you can get in touch with the Student Activities Coordinator who is located in the SU office – email s.delanty@bolton.ac.uk BSU Student Activities Society Handbook 2014/15 24
We want your Society to be as successful as possible, and this means being inclusive. If you have any concerns about the appropriateness of any of your Society events, themes or anything else, please ask. QUESTIONS TO THINK ABOUT WHEN RUNNING A SOCIETY
Are students interested in your society? How can you get them interested? How many members actually get involved? What do you offer your members?
Do you have a clear Committee structure? Who does what? Are they doing it effectively?
How do you contact your Committee/Members? Is this method effective? Do meetings have a clear Agenda? (Visit the Societies website and click How to organise and run your Society Committee Meetings for guidance)
How is membership money used? Do you have a website? Do you have a facebook page? Are they kept up to date and full of information?
How are events planned? How are events publicised? TOP TIPS FOR............ 1.
Getting Members
Student Activities Awareness Day – Make sure you book a stand at the Student Activities Awareness day which usually takes place near the beginning of the new academic year. Keep your stall interesting! Posters, T-shirts, Photos of past events. Students love interactive things and it will stick in their mind more. Lecture shout outs – these are a fantastic way of reaching a lot of people to tell them about your society, what you will offer them and why they should join (remember to talk to the lecturer first). Society Hoodies/T-shirts - They are great way to get recognised on campus by lots of students. 2.
For Organising An Event
Once your society has elected its committee, it‟s up to the committee to represent its members by deciding what the society does, where it goes and what events it puts on. BSU Student Activities Society Handbook 2014/15 25
When planning events, however, it is worth asking a few questions: What are the Society‟s aims and objectives and how will an event help to meet these? Why have students joined the Society and what do the members want to do? Is the timing right? Look out for exams and new terms – loans! Have you consulted your sponsors for ideas, could they help you provide a venue/cash? How many students will come to an event? Where will you hold it? Don‟t be afraid to try new things. If it doesn‟t work, it doesn‟t work. At least you tried and offered something new to the members. 3.
Effective Team Work
Remember all members of the Committee are equal, work as a team and it will make all of your lives easier. Committee discussion points:
4.
5.
What do you hope to achieve from running a society? What you fear about the coming year? Be clear on each of the Committee roles? You can change round the positions in the Committee if needed, whatever is in the Society‟s best interests.
Potential Problems Look out for added VAT – when getting price estimates always make sure whether or not VAT is included or additional. Think before making huge commitments – don’t sign anything until the Student Activities Coordinator has looked it over. Remember postage and packaging. This has a cost. Promoting Your Society In order to get more members, make your society stand out and make sure everyone on campus knows about it, here are some ideas to help you on your way..... Remember that students will not attend an event they do not know about, so make sure that publicity is out in plenty of time.
Website Each Society has its own webpage on the Union‟s website. You should use this to its full potential.
Facebook Use the Union‟s Facebook page, set your own page up.
Student Activities Awareness Day The Student Activities Awareness Day is possibly the most important event of the year for Sports Clubs and Societies, and normally takes place in September in the Chancellor‟s Mall. This is the time when you BSU Student Activities Society Handbook 2014/15 26
can attract new students to your Society, get them on your mailing lists and get them involved. You need to ensure you make an impression at the Awareness Day in order to give your Society a steady future. What happens before the Student Activities Awareness Day? Every Society will be allocated one stall at the Student Activities Awareness Day. This will be a basic table, which you can then decorate as you want (in a non- destructive fashion). All stall locations will be allocated by the Student Activities Coordinator. Visit the Societies Webpage for more information on How to get the Most out of the Student Activities Awareness Day. DUTY OF CARE All of us understand that deliberately causing injury to others is a criminal offence ordinarily resulting in punishment of the perpetrator. All of us understand that some injuries are accidental i.e. the circumstances giving rise to them are wholly unforeseeable. No one is responsible. No compensation is payable. In between these are „negligent acts‟ i.e. they are not deliberate but the injury was foreseeable. The negligent person will not be punished; however, the injured party may seek financial compensation as a result. The compensation is paid by the individual who has caused the loss and could amount to millions of pounds! Responsibility for your health, safety and welfare and that of others lies not only with the organisation i.e. the University, the Students‟ Union and the activity group but with yourselves both as SU activity officers/volunteers and as SU activity members. Each of us owes a „duty of care‟ to our „neighbours‟ not to cause them injury by our negligent acts and omissions. In order to satisfy or discharge this „duty of care‟ you must behave as a „reasonable person‟ would, taking into account your specific skills, knowledge and experience. Your „neighbours‟ are those people who, if you thought about it, might be injured by your negligent acts and omissions. The duty of care requires you to consider the consequences of your acts and omissions and to ensure that they do not give rise to a foreseeable risk of injury to any other person. As officers of a club or society or other activity group you have accepted responsibility and your duty of care may – indeed almost certainly is – greater to your fellow members. BSU Student Activities Society Handbook 2014/15 27
For example, if you agreed to be the equipment officer you must make reasonable inspections of the equipment to see that it is reasonably safe. The same applies to group or project leaders First Aid It is important that each Society has at least the minimum of two first aiders especially if your Society is taking trips out. First aid is „the approved method of treating a casualty until he/she is placed in the care of a doctor or other skilled aid or taken to hospital.‟ Do not attempt any first aid on another person unless you have been properly trained or instructed to do so by a qualified person. This is especially true in the case of fractures or broken skin, although you must never underestimate damage to a casualty. First Aid Courses The Students‟ Union is keen for all Sports Club/Society committee members, activity leaders and trip organisers to have first aid training. Each academic year, the Students‟ Union will run a half day Emergency First Aid course, free of charge to members of SU registered clubs and societies. Emergency First Aid Half Day Course This course is designed to train people to take charge of a situation in the absence of a qualified first aider. The training includes resuscitation, cardiac compression, and treatment of wounds, management of the unconscious casualty, recovery position, treatment of burns and treatment of fractures, taking charge and passing accurate information to the ambulance services.
EMERGENCY INCIDENT PROCEDURE In the event of any incident that requires the attendance of the Emergency Services, please follow the procedures set out below, without fail. First and foremost treat the casualty. Call the Emergency services if thought necessary, speak clearly, slowly and give them the following information:
YOUR NAME
THE TELEPHONE NUMBER FROM WHICH YOU ARE CALLING
THE ESSENTIAL NATURE OF THE ACCIDENT
A BRIEF DESCRIPTION OF THE ACCIDENT BSU Student Activities Society Handbook 2014/15 28
THE NAME(S) AND NUMBER OF PEOPLE INVOLVED
It is imperative that the incident is reported to the SU as soon as possible: Monday – Thursday (9am to 5pm) Friday (9am to 4.30pm) Telephone: 01204 900850. Emergency number after these hours 07786025272 The following information must be given:
A brief description of the accident. The names and number of people involved. The name of the hospital where the injured person(s) have been taken. The name and the number of any police officer involved with the incident.
Disclosure of Information Cases have been reported where relatives have been contacted by the media rather than the police following serious accidents or incidents. This is obviously a very difficult situation that should be avoided at all costs. Unofficial statements may also affect proceedings of any level action results against Club/Society Officers or SU Officials. Therefore to prevent this from happening the following procedures must be followed:
Liaise with emergency services as required. Give the emergency service full name(s) of the casualty(s) and any personal details. The police may also request the next of kin. Give then the name and telephone number of the SU Official you have made contact with. Do not make any statement to the media other than “no comment”. Do not discuss any aspect of the incident with anyone who is not connected to the emergency services. Ensure that no member of the group makes a statement to the media as above. Seemingly innocent comments can be damaging.
PLEASE ENSURE YOU TAKE A COPY OF THE TRIP AND PASSENGER FORM WHEN AWAY FROM THE CAMPUS ENVIRONMENT.
BSU Student Activities Society Handbook 2014/15 29
USEFUL CONTACT INFORMATION
If you need further information or advice do not hesitate to contact us. We are here to help you. The Studentsâ€&#x; Union is located off the Chancellorâ€&#x;s Mall. Deane Road, Bolton, BL3 5AB. General Enquiries: 01204 900850 Fax: 01204 900860 Email: info@boltonsu.com Web: www.boltonsu.com
/boltonsu.com
https://twitter.com/BSUnion
SU President: Athur Kaddu Email: president@boltonsu.com Student Activities Coordinator: Sue Delanty Email: s.delanty@bolton.ac.uk
BSU Student Activities Society Handbook 2014/15 30
Updated 19th February 2015
BSU Student Activities Society Handbook 2014/15 31
Students’ Union
Bolton Students’ Union Chancellor’s Building University Way Bolton BL3 5AB Telephone: (01204) 900850 Email: info@boltonsu.com www.boltonsu.com
BSU Student Activities Society Handbook 2014/15 32