SOCIETY COMMITTEE HANDBOOK
Contents Welcome / 3 - 6 Committee / 7 - 12 Promoting Your Society / 13 - 14 Membership / 15 General Data Protection / 16 - 18 Website / 19 - 20 Activities, Events & Trips / 21 - 25 Fundraisers / 26 - 28 Finances / 29 - 35 Awards & Rewards / 36 Committee Elections / 37 Space To Scribble / 38
In this comprehensive handbook, you will find anything and everything there is to know about societies. We encourage you to refer to this throughout the year as it should answer any questions you might have about how to run your society. If there’s ever anything you’re still unsure about, the Student Activities Team are always at the other end of an email or phone call. Alternatively you can pop into one of our offices for an in-depth chat about what your society is up to.
Welcome! Welcome to the Students’ Union and the world of societies. In your role as a committee member, you will be in frequent contact with the SU. Here’s who we are and what we can do for you.
Who are we? Who are we? The Students’ Union (SU) is an independent, not-for-profit organisation. We represent students’ academic interests and provide students with activities, opportunities & support to complement their studies. Every student that enrols at the University of Hertfordshire is automatically a member of the SU. Did you know we’re a registered charity? This means that any money we raise in invested back into the development of our services for the benefit of students.
Who can help you? The Student Activities Team looks after societies. We are largely led by the Vice President Activities.Here are our contact details‌
The Student Activites Team:
societies@hertfordshire.su / 01707 285000 With offices on both campuses we’re never too far away. We can be found in the Hutton Hub on College Lane and in the Atrium on de Havilland.
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How can we help you? The Students’ Union offers a number of provisions to help our societies in achieving all that they want to. This includes…
Advice | Assistance | Feedback | Promotion | Training
Events Fundraising
Society Forums VP Activities
Day to day drop in Development Meetings Additional Society Funding
Who represents you? As a committee member, you are a representative of your society. You can use platforms like the Societies Forums to let us know of any changes you would like implemented. In between the forums you can chat to the Student Activities Team about any difficulties you may be facing. We will
Induction Specialised Workshop
Social Media Takeover Freshers’ & Refreshers Promotional Stalls
endeavour to do our best in supporting you through them. In addition to these channels, you are also championed by the Vice President Activities. The VP Activities is always looking for ways to improve the experience of societies. If there’s any real change you feel passionate about enforcing, this is who you should talk to! So who is your VP Activities?
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Committee Congratulations on being part of a committee. You are now a leader of your society! During your year in post, there will be some compulsory responsibilities that fall under you and the rest of your team. In addition to these formalities, you are free to do as you wish with the society. This is your chance to make a real change!
Committee Roles All societies must have the three compulsory roles of Chair, Secretary and Treasurer, but can add more positions to complement these ones if the need is there. The society will know what it needs most from each of these roles, but here are our top tips for each of you.
Chair What is my responsibility?
What skills do I need?
* To be a leader for your committee & society * To ensure everything is running smoothly * To head regular committee meetings * To bring ideas to the table * To listen to your committee & society * To be the main contact for your society with the Students’ Union
* Confidence * Leadership * Organisation
How do I excel in my role?
We recommend you attend the Growing Your Membership Workshop.
Secretary What is my responsibility?
What skills do I need?
* To take the organisational lead in line with the decisions of the Chair * To support your Chair and share their workload where necessary * To prepare and minute committee meetings * To book rooms and/or venues * To maintain the website
* Organisation * Team-player
How do I excel in my role?
We recommend you attend the Website Workshop.
Treasurer What is my responsibility?
What skills do I need?
* To monitor your society’s finances by tracking income & expenditure * To ensure the society stays on budget throughout the year * To keep the rest of your committee in the financial loop
* Discipline * Organisation
How do I excel in my role?
We recommend you attend the Finance, Fundraising & Funding Workshop.
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Additional Positions
What is my responsibility?
What skills do I need?
How do I excel in my role?
Many societies have additional positions that help the society shine. Often these are tailored around a certain area, for example events or media. As such, the roles are normally quite self-explanatory.
You will need to be innovative. We recommend you attend the Events Workshop.
You will need to be creative. We recommend you attend the Design Workshop.
Committee Rewards
your year will be. Not only Being on a committee will you find that this is a doesn’t need to be too timegreat addition to your CV, consuming, but you certainly but there are also endless get out what you put in. opportunities for both The more you do for your personal and professional society, the more rewarding development.
Skills
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Communication
As with many areas of life, communication is key when leading a society. Committee members must be sure to communicate with one another, your society members and the Students’ Union. It’s really good practice for the workplace. Confidence Doing a great job will fill you with a sense of achievement. This will give you confidence as you move forward in life and take on other responsibilities. Leadership As the leaders of your society, you will learn basic concepts of management. Being able to step up to a leadership role is valued in the working world.
Networking You will have many an opportunity to network with other student groups throughout the year. This will help you in establishing friendly relations with similar-interest groups.
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Organisation There are a number of documents and deadlines that the committee is responsible for meeting throughout the year. You will need to make sure you stay on top of these. By the end of your year in post, you will be accustomed to completing documentation in a timely manner.
Problem Solving There may be bumps in the road but there will always be a solution. With the help of one another and/or your Students’ Union, you will learn how to effectively overcome difficulties. Teamwork You will need to work with each other to achieve your society’s aims & objectives. Every committee member should not only pull their weight, but offer a hand when another is struggling. Time Management Be it a deadline set by the Students’ Union or a goal you have set yourselves, you will find yourselves needing to finish tasks within a timely fashion. You will learn how best to organise yourselves to achieve this
Volunteer Profile A volunteer is defined as an individual who freely offers to take part in an enterprise. In your case, the enterprise is your society and the individuals are all those on your committee. You are therefore considered to be a volunteer.Here at Herts SU, we want to celebrate any and every
voluntary project that students get involved in. We encourage you all to set up a Volunteer Profile as this is a great way to formally display all the hours you have put into running your society. At the end of the year, you will receive a certificate that you can impress potential employers with!
Set yours up at www.hertfordshire.su/volunteering/profile/
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Promoting Promoting your Society your Society There are many ways in which you can promote your society. You should make sure you do them throughout the year, as well as the big push you will inevitably do at the beginning of the year.
Social Media Channels , Website Students are often directed to have a look at the society catalogue on the SU website. This can be their first port of call when deciding what society to get involved with, so make sure your page is creative, accurate and inviting. Your social media channels are also brilliant tools by which to market yourselves. Make sure your content is exciting and you use these platforms to interact with both current members & potential ones. Freshers’ fair, Refreshers’ Fair, & Promotional Stalls These are great ways in which to draw in new members for your society. We recommend being creative with your display, having confidence when chatting to potential members and providing materials that they can take away with them. All students love a freebie but it’s also worth making a flyer/business card with your society’s details on.
Promotional Materials This can include posters, leaflets, business cards, roller banners and much more. Promotional materials are a great way of advertising your society and/or any upcoming events you might have. Be creative with your design and make sure all the relevant details are visible. All of our affiliated societies must include the Students’ Union’s logo on any promotional materials,
so to ensure security don’t tear them down! If you are advertising an event, only distribute your posters/ leaflets when everything has been confirmed. Your promotional materials can be put up anywhere on campus with the exception of the LRC and the Key. Remember the SU offers a basic printing service that will be automatically charged to your society account at the reduced price of 7p per colour page and 1p for black and white.
StudyNet StudyNet is seen by all students and staff at the university. With such a large outreach, it’s one of the most effective ways to advertise your society and its events. Trident Media Made by students for students, Trident Media can help you to reach groups of people at the university that you might not have previously. With a YouTube channel, radio station, magazine, their own website and social media channels, they can help you promote your society further.
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Membership Membership Students that wish to join your society will need to purchase a society membership! The price of this will have been established in your Society Constitution. Purchasing membership to a society couldn’t be easier. It can be done online (hertfordshire.su/societies) or at the Students’ Union’s welcome desks.
The Students’ Union strongly encourages committees to ensure that the students who attend your society’s activities & events have purchased membership or a nonmembers ticket (if you have made this an option). Membership sales are one of the most secure ways of making money.
The more money your society account has, the more your society can do throughout the year. This, in turn, will benefit those students that are coming along.
Society membership also ensures that students registered with your society are insured at your activities/events.
Be aware that members can request to leave your society and get a refund if they feel the society has not fulfi lled its duty in providing an adequate service, so do ensure you’re engaging your members and doing amazing things.
General Data Protection Regulations General Data Protection Regulations (GDPR) came into effect on the 25th May 2018. This is a brand new set of provisions that seeks to strengthen the protection of individuals’ data. In the 2017-18 academic year, societies attracted arround 3,000 students. With each student comes a lot of data, some of it sensitive. Now that GDPR has come into play, you will only be able to access a limited amount of data and you must take absolute care when handling it.
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Consent is required for holding sensitive personal data You must get explicit permission from an individual before taking, storing or using any of their data.
Data must be adequate, relevant & not excessive You should only ever take data that is necessary. Never take more than you need! Data must be kept safe We do not recommend acquiring hard copies of sensitive data. If you have no choice but to collect data on paper, you must store it in a safe place that only your committee can access. When it comes to disposing the data, you must shred it. Any digital copies of sensitive data must be password protected. You must delete the document(s) when they are no longer needed. Data must be kept no longer than necessary for the specified purpose When you have finished using the data for the reason you attained it, you must destroy it.
Consequences GDPR breaches can be considered a criminal offence. Your society would be accountable to the law, meaning the Students’ Union couldn’t protect you. You could be at risk of substantial fi nes and/or fi nancial compensation to all individuals affected. Make sure you comply!
Our Solution Taster Memberships Barcodes will be available at Freshers’ Fair that allow students to become a member of your society for a 2 week taster period. Taster memberships will be completely free. This enables a) students to try before they buy and b) your society to communicate with prospective members. The idea is to turn taster memberships into real memberships when the 2 week period is up! Website The Students’ Union encourages you to make the most of the website, where you can use the Messages function to communicate with your members, or check the Members page to learn who has purchased their membership. Taster memberships will appear here too, so for the 2 week period you will be able to contact those students!
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Website All of our affiliated societies have their own page on the SU website. Since you know your society best, we let you edit your own page to have it look and feel all the more authentic to you. All committee members that have purchased their society membership and attended the induction training session will be given access to the admin portal. Where is my Admin Portal? Once you have been given admin access, you will see some blue buttons in the bottom . right of your screen. Selecting this will lead you to your admin portal
What’s so special about my Admin Portal? Your admin portal allows you to make changes to your page and so much more. Here, you will find the following‌
Committee Toolkit T here are a number of documents here that will come in handy throughout the year! In this section you can find the Students’ Union logo, an Event Budget Planner, a Blank Risk Assessment and much more. Edit Details T his is where you can amend your page to make it look as good as can be. You can pop your logo in here, insert some contact details, link students to your social media channels and write a bit about your society. Be really creative! It will make your society all the more appealing. Events Listing your events on the SU website means they can be seen by all students. It’s therefore a great way to advertise what you’re doing! You can also ask request for us to add tickets for you by filling in the Ticket Request Form. Messages This feature allows you to send messages to specific members, all members or specific groups within your society. This is the tool you should use to communicate with your members, providing you have received consent from them. If anyone has opted-out you must honour this by leaving them out of your mailing list. Members Here you can find a list of all your paid members and those taster memberships too. Sometimes you’ll find that students will attend your activities & events without having actually purchased a membership to your society. This feature allows you to track this. Sales Reports When selling products or tickets, you can check here to see who has purchased them and how much money has been generated from these sales. You can also see more comprehensive reports that detail things like quantity, sizes etc.
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Activities, Events & Trips
Your society is sure to find a bit of a routine when it comes to meeting up with one another and doing activities. From time to time, you’re likely to want to do one-off events on a larger scale.
Spaces Want to run an activity or event on campus? Here are your options... Classrooms Best for committee meetings or society gatherings. Complete the booking form online at least 2 weeks in advance, allowing the Univer-sity plenty of time to process your request.
Hutton Hall Best for activities, dance rehearsals, events, presentations and work-shops. Hutton Hall is a fit for purpose space. It features a big open space, chairs, tables and wall-length mirrors. Complete the booking form when prompted at the beginning of each semester. One-off bookings can be requested throughout the year too.
The Key Best for our faith societies, the Key is our on-campus multi-faith space, where the chaplaincy is located on College Lane. The space has three areas available to book – The Rotunda, the Meeting Room and the Olive Hall (which can be split into three separate sections). Complete the booking form online and the Chaplain will be in touch about your booking.
The Forum Best for larger events. Complete the online booking form and select the Attic, Style Bar or Auditorium. The venue is free to hire but remember you will need to cover the cost of staff (bar staff, technical staff, cleaning and/or security).
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Procedures Transport Want to run a society trip away from campus? The Students’ Union has a minibus available for student groups to book. This has 14 seats, inclusive of the driver. Your society will need an authorised driver who can drive the vehicle for you. They must… 21 Years + UK license for at least 2 years Declare accindents within 5 years declaration
If a member of your society fits these criteria, they can book a minibus test with the Students’ Union. Only once they pass this test can they drive the minibus. Your society will then be allowed to book the minibus. You can do this by completing the Minibus Booking Form online or at the Students’ Union on College Lane. This form includes details of the society, the destination and a passenger list for the minibus. Please note that all passengers must be paid members of your society for insurance reasons. Your society will need sufficient funds to cover the cost of the minibus. It costs 45p per mile.
Risk Assessments At the start of the year, your society will have completed a Risk Assess-ment that covers your regular society activity. If your society ever does an event or trip that is not covered in your initial Risk Assessment, you must complete a new one that focuses on this event/trip.
Food Hygiene If someone in your society – committee or not – is making food for your society, they must have a Food Hygiene Certifi cate. The Students’ Union can offer students Food Hygiene Training which will make one of your members authorised to prepare food for other students. It’s an online course that we will provide you with a link for. Only one person can use this link as they will be named on the certifi cate. This comes at a cost of £25 and can be paid by either the society or the individual. You may of course pay to have more than one of you Food Hygiene trained.
Guests Any activity or event organised by a society that wishes to invite nonUH students or external speakers must first have approval from the Students’ Union before they go ahead. Non-UH Students Whenever you wish to invite non-UH students to one of your activities or events, you will need to acquire permission from the Students’ Union. Simply email a Student Engagement Coordinator with your event proposal and they will do their best to accommodate your request. Please note that it is not always possible to allow external students into our venues. A Guest Speakers As with non-UH students, if you would like to invite a guest speaker to your society activity W or event, you will need to submit a formal request. Complying with the University of Hertfordshire’s Freedom of Speech Policy, the
Students’ Union has a procedure in place to determine how we approve external guests. To ensure that students are able to express their views in safety and with the support of both UH and the Students’ Union.
Please note: - Applications can only be put forward by committee members -Applications must be submitted at least 15 full working days in advance, any applications received with less than 15 full working days’ notice are subject to the approval of the Student Activities Manager - You cannot start advertising the event until you have received our approval of the speaker -The team must be informed of any events that UH students are attending, this includes both on and off campus venues
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Advice Ticket sales If your society is running an event or trip, you will have to look at all the costs involved and ensure you can cover them. The best way of making sure you have sufficient funds is to ticket your event. Make sure your predicted expenditure is realistic, that way you will know how much you need to charge per ticket. You’ll want to keep the price down for your members, sure, but you
must ensure you are charging enough to run the event. You can then request for the Students’ Union to set the ticket up on your website page- i.e. Unicorn Society Christmas Dinner, £30. Every time a student purchases a ticket, the money will go directly into your account which you can track in the sales report in your admin tools.
In your admin portal on the website, you will find an Event Budget Planner tool which is really handy to refer to when working out costs for an event. Once completed, this should be shown to a member of the Student Activities Team who can discuss the event with you and offer a helping hand.
Fundraisers Fundraisers can be as simple as a bake sale or BBQ. Alternatively, you may want to be creative by running an activity or event. Within reason, it’s up to you how you raise funds for your society or chosen charity. Here are all the things you’ll need to remember…
1. You must cover your own costs – the SU cannot fund any fundraising activity (it’s the law) 2. You must collect all donations in an official, sealed collection bucket that is sufficiently labelled. The label must detail where the raised funds are being donated 3. Once you have finished raising the funds, you must pay them in through the Students’ Union welcome desks. We will make sure the money goes to the right place
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Raising money for your society We understand that membership fees alone may not be enough for your society to do all that it wishes to. With sponsorship hard to come by and funding opportunities relatively limited, societies are strongly advised to fundraise where they can.
Raising money for charity When it comes to raising money for charity, it’s a little less straightforward than you might think. You may do your fundraiser as planned, but the money made must be channelled through Raise and Give (RaG). You won’t need to do
anything differently, other than ensure you select ‘RaG’ when you pay it in at one of the Students’ Union welcome desks. The money will go into the RaG account and then onto your chosen charity. The Students’ Union will do this on your behalf.
Why is it so complicated? It’s actually against the law for a charity to raise money for another charity. Since Hertfordshire Students’ Union is a registered charity – and you are affiliated with us – you must adhere to this law.
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Finances As an affiliated society of Hertfordshire Students’ Union it’s mandatory that you store all of your society’s money with us. This is why we have a financial account already set up for you. We encourage you to spend the money that’s in your society account, but not more, as we cannot pay out any debt you accrue. You should only spend this money in ways that benefit your society. What’s the catch? Unfortunately, it doesn’t work quite like a normal bank account. This means you can’t just withdraw money as and when you need it. There are procedures that need to be followed to pay in or take out money. These are outlined later in this section.
Making Money There are a number of ways in which your society... can make money. Every society will make money from membership sales. How you make the rest of your money is largely up to you! Here are the different sources of income societies can have… Membership Sales Product Sales Ticket Sales Fundraising Sponsorship Links with University schools Account Balance You can request a copy of your society’s balance at any time. Just pop into the Students’ Union and speak to someone at the welcome desk. Alternatively, if you’re unable to come in, you can always email a Student Engagement Coordinator.
Paying money into the account If you need to pay money into your account it can be done at either of the Students’ Union offices, on College Lane or de Havilland. Payments made into your account can be made by cash or card. When in the office you will need to complete our orange ‘Paying in Form’. Once you have completed the transaction and filled out the form in full, we will forward the money to our finance team to process. They will ensure the money reaches your society’s account.
Spending Money Unfortunately, we cannot give societies money before they make a purchase. There are a couple of different processes you will have to follow if you wish to buy something with your society’s money. Is it a relatively small purchase? Why not buy it first and then claim back! Is it a larger purchase? Let us know, we can pay the invoice or guarantee payment on your behalf so that you’re not out of pocket.
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Claiming Money Back
With smaller purchases – perhaps refreshments for an inclusive event – we recommend buying the goods out of your own pocket first and then claiming the money back. This must be done by a committee member; society members cannot make purchases for your society. Here’s how it works… 1. Purchase the goods yourself (i.e. refreshments, fl yers) 2. Pop into one of the Students’ Union offi ces with your receipt(s) to hand. Without your receipt(s), we cannot process your claim 3. Complete the purple Claim Form in full and attach the receipt(s) Please note that we can only reimburse you if you have sufficient funds in your society’s account, so you should always make sure you have plenty of money in there before making any purchases on behalf of the society.
< £50 Can be claimed back in cash on the day
More than £50 Will be transferred by BACS (this can take up to 10 working days)*
More than £150
Must be purchased through the Students’ Union Must be purchased through the Students’ Union
Please provide us with an invoice or purchase order
Use of Invoice or Purchase Order For larger purchases – i.e. a coach deposit or hoodie order – we wouldn’t ask you to pay for the bill first. In this sort of scenario, we can pay the money directly from your society’s account. We will either require an invoice or a purchase order. 9 times out of 10, an invoice will be sufficient. Occasionally, a purchase order is necessary to allow goods to be produced before a payment is received.
INVOICE 1. Ask the company to produce an invoice 2. Bring the invoice into the office 3. Complete the purple Invoice Form and attach the invoice 4. Leave it with us! The SU will pay the invoice for you using your society account money
PURCHASE ORDER 1. Have the company provide a written quote 2. Send this to a Student Engagement Coordinator 3. The SU will guarantee the payment 4. We will complete the payment for you within the requested time frame using your society account money
We will need an invoice from the company, so just reach out to them and request one. They will need to address it to “Hertfordshire Students’ Union, Your Society Name”. As soon as you you have have it, it, bring bring it it into into one one of of the the Students’ Students’ Union Union offi offices ces and and complete complete the the purple purple ‘Invoice ‘Invoice Form’. Form’. Please Please ensure ensure you you do do this this in in advance advance to to ensure ensure that that our ourfifinance nance team team have have enough enough time time to to process the payment process for you. the payment for you.
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Student Group Funding The Students’ Union has a pot of money that’s designed to facilitate the development of our student groups. This is essentially free money that societies are able to bid for. Societies can bid for up to £500 across the whole year.
Can we apply? To be able to apply for additional funding for your society, you must have a minimum of 15 members and your committee must have attended the induction training. If your society has less than 15 members, you will only be allowed to apply for additional funding to facilitate the “development” category.
How do we apply? Societies can apply by filling in the Additional Student Group Funding Application Form. This can be found in your Committee Toolkit online, but will be sent to you nearer the time anyway. Forms must be completed in full or they will not be considered. They will also need the consent of the Chair and Treasurer. If you’re ever unsure of your application or want additional support, you can always talk to a member of the Student
Activities Team before submission. The Finance, Activities & Funding Workshop also provides top tips for securing additional funding. You should submit the form by sending it into a Student Engagement Coordinator. It will then be reviewed by a panel that consists of the VP Activities, members of the Student Activities Team and student representatives.
How does it work? This year our student group funding looks at the following areas of focus. What you apply for must fall within at least one of these categories to be in with a chance of being successful.
Unfortunately, we cannot offer additional funding for the following: Fundraising items Committee specific items Alcohol
Personal items Guests(speakers, performers etc) Unsustainable items
1. Community Anything that helps build a sense of community within your society. 2. Development Anything that that helps increase your societyâ&#x20AC;&#x2122;s number of members. 3. Experience Anything that can enhance the experience of your members.
A top tip to take into consideration is that applications are judged on their quality. Do your best to make the panel want to approve your bid!
When can we apply? There are 2 windows throughout the year during which we accept applications. These fall in October and February. You will be notified of the application windows dates nearer the time.
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What happens if our bid is successful? The way the funding works means that if your application is successful, the SU will purchase the agreed goods for you or cover the costs when you claim them back. We never transfer the funds into your societyâ&#x20AC;&#x2122;s account. Upon being notified of your application, you only have
28 days to a) inform us that you would like us to go ahead with the purchase and b) finalise any details. The items will normally be delivered to the Studentsâ&#x20AC;&#x2122; Union but you may be able to have them sent to a personal address upon approval from the Student Activities Manager.
What happens if our bid is unsuccessful? Unfortunately, not all applications are successful. There is only a limited amount of money so it is a competitive business. If your bid is unsuccessful, you will be given feedback as to where your application fell short. You will be able to apply in later rounds, so should take this feedback on board.
Remember that your application will not to be successful if: i. The funding is for unsustainable items ii. The activity or event being (part-) funded is not relevant to your aims & objectives, as defined in your Society Constitution iii. The funding is not for the benefit of UH students
Make sure your application is as thorough as can be! If not, the pannel wont approve your bid.
Awards and Rewards
There are a number of ways we like to celebrate the success of our societies. In addition to the annual Students’ Union Awards ceremony, this year we are introducing the Society of the Month.
Society of the Month If you feel as though your society has been especially excellent in any given month, you are encouraged to nominate yourselves for the Society of the Month. Let us know why we should select you as the best society of that month and you can be featured on our website & social media channels. This will act as brilliant publicity for your society. We will also reward you with £50 in your society account!
Students’ Union Awards These are towards the end of the year and are designed to recognise the hard work of our brilliant societies. It’s a chance to dress your best, reflect on an excellent year and have fun with your friends.
The awards up for grabs are Most Improved Society
Huskis: Ski & Snowboard Society Best New Society
Womens Networking Society Best Society Event
Society Committee of the Year
Society of the Year
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Committee Elections As a democratic organisation, it’s crucial that all of our leaders are elected into position. This includes our society committee members. The elections process allows students to a) run for a committee position and b) vote on who is elected into post for their society.
Who can take part in the elections? Society committee elections are open to all paid society members. Those who would like to run for a committee position must be a member of the given society and a student in the next academic year. Anyone who is already on the committee and would like to remain so must also run in the elections.
How do we take part in the elections? Our elections are run through the Students’ Union’s website. This ensures it is accessible for all students and that only paid members can take part.
Do we have to take part in the elections? Societies must participate in the committee elections if they wish to remain affiliated to the Students’ Union the following year. Any society that does not elect its committee will be dissolved. It’s crucial that your society complies so to stay afloat!
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