THE FUTURE OF SOCIETIES Proposer- Hester Benham Seconder- Ryan Dowsett: VPC
BACKGROUND -------------------------------------------------------------------------------------------------------------------------------------------- Within the Student’s Union, sports clubs and societies have always gone hand in hand; they have worked through the same processes and operations, and have shared resources such as development plans. Previously, this has made sense logistically due to the number of societies in comparison to sports clubs. However, in recent years we have grown from 23 sports clubs and societies in 2012/13 to 52 in 15/16, and both now have a fairly even split; 23 societies to 29 sports clubs. This year alone we have added 8 new societies, showing a consistent growth pattern in ratifications. Over the year 15/16, much of the work within the Sports Development Team has concentrated on improving the processes and professionalism of our sports clubs. This year alone they have created the Student Sport Strategy, new development plans, a walkover policy, and a new committee structure. With the introduction of these improvements, the Students’ Union now wants to ensure that societies are receiving the same management. The proposal below will look to give societies a separate identity and support their development, progress and growth.
PROPOSAL -------------------------------------------------------------------------------------------------------------------------------------------- The Students’ Union would like to propose the complete separation of sports clubs and societies. As described above, previously sports clubs and societies shared processes and operations; however with the sudden growth of societies and introduction of the new Student Sport Strategy this is becoming very difficult.
What does this split mean? -
Sports clubs and societies would have separate fairs during Welcome Fortnight. Based on feedback from this year’s Sports and Societies Fair, it was felt that societies would have more of an identity at their own fair as sports clubs and societies often market and advertise themselves in different ways. Also, with the increase in both sports clubs and societies, housing both within the SU would create a very cramped space. The initial proposal suggests that during the first week of Welcome Fortnight, Sports’ Fair will be on the Wednesday, Welcome Fair on the Thursday and Societies’ Fair on the Friday.
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Societies would receive separate Committee training Much of the training required for society committee members is very different from what sports clubs require. Therefore, it would be more appropriate for societies to receive their own committee
training in September to ensure that all the information and training they received would be relevant and significant. -
New and improved committee structure Currently, it has been found that a lot of pressure can fall on presidents of clubs and societies, which can have an adverse effect on efficiency and success, and also on the individual themselves. Having a well-structured committee allows society committee members to achieve their goals and ambitions for their club. It provides the structure needed to provide the best possible student experience to members. Running a society takes a lot of organisation and commitment which is best shared among a group of people rather than a couple of individuals*. *Please see appendix i. for the new proposed society committee structure. - New and improved development plans We have identified that our current development plan is not fit for purpose as it is designed for both sports clubs and societies. We would like to create a more appropriate and personal development plan that would also include termly development meetings to review progress and offer support. We have run a similar scheme this year with our Performance and Development sports clubs and have seen really positive results. *Please see appendix ii. for the new proposed development plan. - Introduction of a Societies Development Group This year our student sport has benefited from the introduction of a Sports Development Team; SMSU would like to replicate this for societies. The Society Development team would meet monthly to discuss everything that encompasses societies - progress and development, support, ratification of new societies, review of external speaker policies and ensure that all society members are getting a good quality student experience. It is proposed that the team would consist of the Vice-President Sports and Societies, Societies Chair, Sports and Societies Administrator, and a Society President (applications required). - Separate Societies’ Dinner and Awards At this year’s Sports and Societies’ Awards Dinner, we received no nominations from societies for awards and only two society members were present. With the growth in both sports clubs and societies, tickets for the event also sold out in record time, suggesting a much bigger venue would be needed to accommodate both in future years. Feedback suggests that societies would like a separate dinner. Potentially, we would like to look at the potential to house a Societies’ Awards Dinner in the Waldegrave Drawing Room.
Timing -------------------------------------------------------------------------------------------------------------------------------------------- This proposal is for the above measures to begin for the academic year 2016/17.
Appendix i.
SOCIETY COMMITTEE STRUCTURE AND ROLE DESCRIPTIONS Benefits -------------------------------------------------------------------------------------------------------------------------------------------- Having a well-structured society committee allows members to achieve their goals and ambitions for their society. It provides the structure needed to provide the best possible student experience to members. Running a society takes a lot of organisation and commitment which is best shared among a group of people rather than a couple of individuals. A well-structured society committee provides a number of benefits: -
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Less pressure on individual committee members to coordinate all areas of society activity. Opportunity for societies to deliver more activity due to the responsibility being shared across a number of committee members. Opportunity for multiple students to work as a team and gain valuable transferable skills. Greater clarity for committee member of their individual roles. More appealing opportunities for new committee members because roles are clearly defined and society committee members have the opportunity to concentrate on their specific area of interest (e.g. fundraising). A larger group of people to generate ideas on how to develop and improve the society. Increased sustainability of the society committee when individual committee members graduate. A chance for more members to influence how the society is run. More specific points of contact for society members.
For the 2016/17 academic year, all societies will be required to form a committee consisting of a number of mandatory society committee roles. Each role would have a specific job description and there would be an additional option to split one of the roles into two. The new committee roles are outlined below.
Society Committee Structure --------------------------------------------------------------------------------------------------------------------------------------------
Communications
Vice President
Secretary
Treasurer
President
Social Secretary(s)
Year Reps (optional)
The role of the committee -------------------------------------------------------------------------------------------------------------------------------------------- Being a committee member can be one of your best experiences while at university in that you have the perfect opportunity to contribute towards the success of your society. The contribution from committee members cannot be underestimated and the Students’ Union are very grateful for the support of committee members. Committee members should work together to provide the best possible experience to all members. Their efforts should be focused on delivering the objectives of the society’s 3 year development plan that the committee have produced. The society committee will be led by the club president but every position has its defined roles and responsibilities. Committees are expected to hold committee meetings at least once a month. All key decisions should be discussed at committee meeting and if major decisions have to be made outside of these meetings then all committee members should be consulted. Throughout the year, society committee members will be required to attend compulsory training and development meetings. Being a committee member is a position of responsibility and privilege. All committee members should act as ambassadors for their society, the Students’ Union, and St Mary’s University.
Sports Club Committee Role Descriptions -------------------------------------------------------------------------------------------------------------------------------------------- Each committee position has a role description.
President ------------------------------- The President’s role is to oversee the overall direction of the Society and coordinate the other committee positions to ensure effective decisions are made, communicated and actioned. The president will chair all committee meetings and act as the leader and spokesperson for the club. The President is responsible for: -
Main point of contact for the Students’ Union. Organising and chairing monthly committee meetings. Coordinating the attendance of the club committee at club wide events e.g. committee training and forums, development meetings etc. Coordination of the whole committee and delegating additional duties. Planning and chairing the society AGM where the new committee will be formed. Coordinating a handover process between the new and old committee following the AGM. Being the first point of contact for general society enquiries from prospective members. Liaising with the administrator/secretary to monitor the society’s financial position and ensure funds are spent in the best interests of the society. Being the main point of contact for the development process and plan. Ensuring external speaker forms are completed and handed in to the Students’ Union when external speakers are used. Booking rooms and facilities for meetings/activities.
Treasurer ------------------------------- The Treasurer’s role is to monitor society funds, ensure they are spent in the best interests of the society and look at ways of generating income for the society through sponsorship and fundraising. This role will also work directly with the Students’ Union Sports and Societies Administrator. The Treasurer is responsible for: -
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Producing a budget plan at the start of the academic year. The day to day management of the SU society account with support from the Students’ Union Sports and Societies Administrator. This includes ensuring any income and expenditure is accurately recorded. Generating sponsorship agreements with companies and completing relevant paperwork with the Students’ Union. Coordinating fundraising events and initiatives with the Social Secretaries. Providing monthly account statements at committee meetings and if and when required to the Societies Development Team. Liaising regularly with the President to update on the society’s financial position and ensure funds are spent in the best interests of the society. Authorising all society expenditure Presenting a summary of the club accounts at the AGM and distributing to all members.
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Ensuring all members have paid their membership fees. Being the main point of contact for purchasing any products through O’Neills.
Communications Secretary --------------------------------------- The Communications Secretary’s role is to ensure there is clear communication between the committee and members. They also work to increase the profile of the society. The Communications Secretary is responsible for: -
Taking and distributing minutes of monthly committee meetings. The management and usage of all society social media accounts, including adhering to any social media and communication policies. Raising the profile of the society on and off campus by advertising and promoting all society activity and events. Producing promotional materials for society purposes, including producing materials for new and prospective society members. Coordinating the Societies’ fair. Circulating society messages to all members. Providing content to the Student’s Union and the Society Development Team when requested. E.g. Info for Society in Spotlight. Maintaining an accurate membership list including contact details for members.
Social Secretary ------------------------------- The Social Secretary’s role is to organise social events that support the society to be inclusive for all members. The Social Secretary is responsible for: -
Organising club socials, ensuring that all events are welcoming, inclusive and ensure the social cohesion of the club. The general welfare of club members and encouraging social interaction between all members and teams. Coordinating fundraising events and initiatives with the Treasurer.
Forming your club committee -------------------------------------------------------------------------------------------------------------------------------------------- All society committees must be decided at an AGM and names and contact details of the new committee members provided to the Students’ Union by 23 May 2016.
Society Development Plan Handbook
Appendix ii.
Society Development Plan Handbook
Introduction -------------------------------------------------------------------------------------------------------------------------------------------- What is a society development plan? A society development plan is a document that clearly details your society’s goals and ambitions. A society development plan is a working and live document which is used to focus the resource of your society. The society development plan will look to cover a 3 year period and will be delivered through three annual action plans and annual development workshops. Why complete a society development plan? Completing a development plan can have a number of benefits to your Society; • Better society cohesion • Ability to cope with change • Better recruitment • Improved fundraising/sponsorship • Increased member retention • Having a clear direction • Financial sustainability • Stronger external links • A more professional culture • Opportunities to share your successes • Improved member satisfaction (media)
Society Development Cycle
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Commidee training (Sept)
Annual AGM
Complete Audit and Budget plan
Development Workshop and Review (May)
Development Workshop 1 (Sept)
Development Workshop 2 (Jan/Feb)
Committee Training -------------------------------------- Committee Training will be held in September for all incoming committee members and is a compulsory part of the development cycle. At the training day, new committee members will receive all the training and information they need to get started once students arrive back. The Students’ Union and the Society Development Team will provide training on: •
The development cycle and plan content
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How to market your society
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Social media
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Sponsorship and fundraising
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Finance
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Auditing
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External speakers
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Health, safety and risk assessment.
However, the Students’ Union and the Society Development Team will also look to train committee members as individuals and offer personal development; helping them to hone the skills they will be using in their roles to make them more employable. Audit and Budget Plan -------------------------------------- Creating a society audit allows you to document certain elements of your society, such as memberships, total sponsorship, total funds raised, year-end balance, meetings per week and events per year. This documented information can then be used as a term of reference for the committee, but can also be used to compare against previous years and set targets for the future. An example of the society audit can be found in the society development plan. Similarly, creating a club budget gives the society committee the opportunity to plan out the society’s financial year. Using the accounts from previous years, committees can estimate income and expenditure to get the best out of their society money and maximise the offer for their members, whilst ensuring they do not go into deficit. An example of the society budget plan can be found in the society development plan. The Society Development Team requests sight of these documents in advance so that they can be reviewed and discussed during the first development workshop.
Development Workshops (1-3) ---------------------------------------------------
These workshops will be attended by the Societies Development Team and all committee members. Development workshops will be interactive and will often include two or more other societies to facilitate discussion, problem solving and peer learning. Primarily, the workshops will be used to discuss any ongoing projects, provide updates and discuss any issues. However, there will be a main agenda for each workshop as follows: Development Workshop 1- Annual action plan (AAP) This development workshop will focus on discussing the audit and budget plans, and creating an annual action plan (AAP). An AAP is a strategy that encompasses the Society’s goals, how they plan to achieve them and how they will measure their success. The audit can be used to identify potential goals or high performing areas that the society wishes to maintain.
Development Workshop 2- AAP review and SWOT Analysis Development workshop 2 will concentrate on reviewing the AAP; using the first semester, committees can evaluate and measure their goals. It is an opportunity to highlight key areas that the society are doing well or may need improvement. In this workshop, committees will also be asked to complete a SWOT analysis to detail the society’s strengths, weaknesses, opportunities and threats. Development Workshop and review- Year-end evaluation and AAP handover The final development workshop of the year will be used primarily as a review and handover meeting. Both incoming and outgoing committee members would be required to attend. Both committees will have a chance to analyse the AAP and society finances at year-end. Both committees can then begin the process of next year’s AAP and negotiate plans for the society over the summer and leading up to September. Annual AGM -------------------------------------- Your society’s Annual General Meeting is arguably the most important event of the year. It is used to discuss the year, look into year-end finances and vote in your new committee for the coming academic year. The Societies Development Team is happy to lend support in the running and organisation of these meetings.
Society Development Team Contacts
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Sam Cliffe
Vice-President Sports and Societies vpsportsocieties@stmarys.ac.uk 0208 2404132
Chris Murray Societies Chair 154573@live.stmarys.ac.uk
Liam Burnett
Sports and Societies Administrator Liam.burnett@stmarys.ac.uk 0208 240 1046
*open application* Club President