Clubs and Societies Handbook
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Clubs and Societies Handbook
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Clubs and Societies Handbook
Transcript of Clubs and Societies Handbook
Clubs and Societies Handbook
WELCOME FROM NIALLHi, I’m Niall McShane. I decided to become a Student Officer because I have always had a keen interest in Clubs and Societies. It also provided me with the opportunity to represent students and improve their experience at Queen’s University. My role as Vice President Clubs and Societies is to assist in the day-to-day running of all 170+ Clubs and Societies at Queen’s, to include training, advice and support to all involved.We have made some changes over the last few months to help improve your year as a Committee member of your Club or Society. Some of these changes include the Club and Society Finance Office moving from the Student Guidance Centre (SGC) to the Students’ Union where we now provide a one-stop shop for all Clubs and Societies needs. The Students’ Union website has also been updated to include details of all Clubs and Societies.We exist as a support network to help you run your Club or Society smoothly and efficiently.We are here to help so please don’t hesitate to get in touch - we can answer any questions you may have.
Remember, make the most of your experience at Queen’s and if you ever need anything, I’m here to point you in the right direction.
All the best,
Niall McShaneVice PresidentClubs and Societies
How to contact Niall
028 90 97 3922
Second Floor, Students’ Union
WELCOME FROM DAVIDWelcome to the Queen’s University Clubs and Societies Handbook. This year has seen the Handbook reach another stage in its development by going completely online for the first time. The Students’ Union is working continuously to modernise all areas of Club and Society administration and to ensure that being an office bearer for a Club or Society is as smooth a process as possible so that you can concentrate on having fun whilst undertaking your role. I hope that you find the Handbook easy to read and that it answers all queries that you may have whilst undertaking a Committee role. If not, then we have a team ready to answer any questions you may have.Being a member of a Club and Society has many benefits such as meeting new friends, undertaking a hobby or participating in your favourite sport however, undertaking a role as a Committee member of a Club or Society has many other benefits such as helping you to achieve Degree Plus, undertake accredited training programmes. You can also acquire and develop skills that will make you attractive to future employers. Most importantly being in a
Club or Society is all about having fun. It is where many of you will meet your friends for life or indeed a future partner. Clubs and Societies offer great social opportunities as well as reward and recognition through the Students’ Union Awards, Volunteering Excellency Awards and national competitions such as BICS.Remember, my door is always open. If you have any questions or require support don’t hesitate to get in touch.
Best Wishes,
David BradleyClubs and Societies Coordinator
How to contact David
028 90 97 1052
Second Floor, Students’ Union
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Queen’s University Belfast boasts over 170 Clubs and Societies offering all members of the Students’ Union’s a wealth of experience, some of which cannot be found anywhere else.A great sporting tradition exists at Queen’s and so skills and enthusiasm are continuously nurtured and developed. Some of the most talented sports people in the country began their careers in a Queen’s sporting Club.Currently there are over 50 Clubs offering students competitive and recreational opportunities with training taking place at Queen’s Physical Education Centre (PEC) and the recently redeveloped facilities at Queen’s Sport Upper Malone.Are you passionate about sport? You can test yourself at an elite level by joining one of the Gaelic Games teams, Queen’s Rugby All-Ireland league team, Hockey team or Rowing Club. Queen’s prides
itself on developing some of the best teams and athletes in the country as well as facilitating recreational sports for students of all age ranges and abilities.Don’t worry if sport isn’t your thing. There are over 100 Societies at Queen’s, providing students with vast opportunities to improve their own education or even take up a new hobby. School-based Societies such as Law, Scrubs, Politics, English and Pharmacy (to name but a few) give members a chance to learn more about their chosen field through conferences and guest speakers.Other Societies such as Enactus and SWOT (Students Working Overseas Trust) offer students volunteering and placement opportunities. Non-academic interests too, play a very important part in the structure of the Queen’s Students’ Union community.Once you leave university, employers will look for
more than just a degree, so bolstering it with practical skills and experience gained through Clubs and Societies can only be a good thing.Queen’s now offers all students the opportunity to use their experiences within Clubs and Societies as credit towards the ‘Degree Plus’ initiative. This scheme offers you recognition for all the work you put into organising and running your Club or Society, thus enabling you to provide a record of achievement and gaining extra certification at graduation for your efforts.This handbook is designed to show you the opportunities available and to help you make the most of your time at Queen’s.In this handbook you will find useful contacts and advice on Club and Societies and details on the accreditation you can earn from being involved!
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introduction
How can I start a new Club or Society?In order to gain recognition for a new Club or Society, you must submit a Business Plan, a Constitution, a list of 15 names and student numbers of members , including the name and student number of a proposer and a seconder. These documents will form an application to be recognised as a Queen’s Club or Society and must be sent to the Vice President Clubs and Societies or the Clubs and Societies Coordinator by email.
VP Clubs and Societies, Niall McShane.
Clubs and Societies Coordinator,David Bradley
What happens once I have submitted the documents?Once these documents have been submitted to the Vice President Clubs and Societies and the Clubs and Societies Coordinator, a representative of the proposed Club or Society will be invited along to the next meeting of the Students’ Union Council which meets seven times a year.A representative of the proposed Club or Society will have to be in attendance at the Council meeting at which the application is to be considered.
Becoming a formally recognised Club or SocietyIf Students’ Union Council votes in favour of the application, you will gain formal recognition as a Queen’s Club or Society. As an official Club or Society you will have access to a host of benefits including using the Queen’s name for your Club or Society and booking the Students’ Union Clubrooms for meeting and events.Once approved, we will contact you to arrange access to a Club and Society bank account through the Clubs and Societies Finance Office, provide a generic Club or Society email address and provide appropriate training.
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Starting a new club or Society
Clubs and Societies Business Plan and ConstitutionA sample Business Plan and Constitution is available on the Students’ Union Website to help you draft your own documents.Clubs’ and Societies’ requirements will differ.
The onus is on you and your members to develop a Constitution tailor-made to your specifications.
www.qubsu.org
2CashMembership fees can be paid in cash directly to the
Club or Society.The Committee must:Lodge all membership fees to the Clubs and Societies Finance Office in the Students’ Union. Email new members’ student number, name and date of birth to Niall McShane or David Bradley.
VP Clubs and Societies, Niall McShane.
Clubs and Societies Coordinator,David Bradley
FeesClubs and Societies must charge a membership fee of at least £3.00 before applying for a grant. There is a £10.00 minimum ‘associate membership’ fee. It is the Treasurers’ responsibility to ensure that all associate members not only pay this fee and any costs incurred as participating members of the Club or Society.All Queen’s students are eligible to join any recognised Club or Society as a full member upon payment of the agreed membership fee. Students who are enrolled on a course of study at another institution shall be eligible to become associate members of a recognised Club or Society, upon payment of the agreed membership fee.Associate members shall not be permitted to vote in Club or Society elections, or at General Meetings.
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How to enrol a memberStudents can sign up after the Freshers’ Fair in two ways.
1 Queens’ Online Click the Clubs and Societies Shopping Cart
link on the left hand side of the home page. You can automatically enrol providing you have the relevant details and a credit/debit card. The money from the transaction is automatically lodged to Club/Society account and the membership list will automatically be updated.
Membership
www.qol.qub.ac.uk
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Committee roles
How to sign up for a CommitteeIn order to sign up as a signatory role for a Club or Society Committee you must come along to the Clubs and Societies Finance Office located on the Second Floor in the Students’ Union.Simply bring your student card and you will be able to sign you up for the academic year as a signatory.The signatory roles are Chairperson, Treasurer and Secretary.
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President/Chairperson
President/ChairpersonThe President is responsible for the overall running of the Club or Society and acts as the official spokesperson and representative. The position requires excellent written and oral communication skills and the ability to liaise with a number of people from members, to the Student Officers, to governing bodies. The President/Chairperson should have a good knowledge of the Constitution and procedures with regards to the running of meetings.
ResponsibilitiesThe following are a number of other duties which a President may perform: » Primary public relations. » Strategic planning. » Chair of all meetings. » Work closely with the
Secretary. » Liaise with members and
the Student Officers. » Have a good knowledge
of the Constitution. » Ensure that the office
holders complete all tasks they are assigned to the satisfaction of the Committee.
» Be involved and always informed as to the present activities, personnel, events and financial position of the Club or Society.
» Manage the running of the Annual General Meeting to ensure that it runs smoothly and a vote is properly conducted.
Decision MakingThe President will also be responsible for the decision making of the Club or Society, commonly, routine decisions and strategic decisions. Routine decisions are those that arise every day and do not require a great deal of discussion with other members of the Committee. Strategic decisions will involve a lot more time
and discussion and will affect the future of the Club or Society. The President will be required to carry out a full investigation and decide on any changes required.
Note: In some Clubs, the Captain assumes the duties of the President/Chairperson.
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TreasurerThe Treasurer is the main person responsible for managing the finances of a Club or Society.The Treasurer must provide a financial report to all members, the Committee and the Sports Forum, when required.The Treasurer can recruit an assistant if required.
ResponsibilitiesThe Treasurer is responsible for the recording and disbursement of all monies. They will require good organisational and accounting skills and be able to complete the following tasks: » Maintain accurate financial
records. » Prepare a budget for
the forthcoming year describing all sources of projected income and expenditure.
» Prepare and present financial reports to the Committee at general meetings.
» Present signed financial reports to the Annual General Meeting.
» Be a signatory on all transactions.
» Authorise and be accountable for all petty cash transactions.
» Assist the Club or Society in being fiscally responsible.
» The Secretary should meet with the Treasurer as often as is requested during term.
» Ensure accounts are sufficiently up-to-date to allow presentation of any details required without undue delay.
» View all grant application forms prior to their submission.
» Sign the annual financial report having satisfied himself/herself as to its contents.
» The outgoing Treasurer and Secretary should ensure that an operating balance remains in the account to facilitate basic administration functions of the Club or Society until the start of the next academic year.
Treasurer
Other Committee rOLES » Social Secretary. » Inclusion Officer. » Training Officer. » Vice Chairperson. » Events Manager. » Transport Officer.
» Health and Safety Officer. » Manager. » Advertising Manager. » Promo/PR.
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SecretaryThe position of Secretary is an essential part of the Committee structure. At the start of each academic year, the Secretary should contact the outgoing Treasurer to ensure that they are willing and able to continue to act in that capacity and to arrange whatever procedures are necessary for the coming year. The Secretary is generally the first point of contact for new and existing members. They must also act as a link between members, the Committee and any outside agencies. A Secretary will require a number of skills. This includes excellent communication and organisation skills to ensure that the Club or Society operations and procedures are in place.
Meetings » Distribute minutes to all
members. » Prepare meeting papers,
support papers and minutes.
» Convene all meetings as laid out in the Constitution.
» Submit the minutes of the AGM to the Sports Forum as required.
Membership » Distribute and collect all
membership forms and monies. Money to be forwarded to the Treasurer.
» Maintain the membership list and record of the office holders.
» Notify the VP Clubs & Societies immediately of any changes to the Committee
Correspondence » Attend to all
correspondence.
General Administration » Implement the decisions
of the Committee. » Communicate all
decisions of the Committee to members.
» Maintain an up-to-date copy of the Constitution.
» Maintain filing systems and records.
» Prepare the Annual Report for distribution at the AGM and submission with the Grant Application.
» The outgoing Secretary and Treasurer should ensure that an operating balance remains to facilitate basic administrative functions until the start of the next academic year.
Secretary
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Students’ Union AwardsWhat are the Students’ Union Awards?The Students’ Union Awards are held in The Space each May. Shortlisted entrants will be invited by the VP Clubs and Societies to attend. It is an opportunity for you to be recognised for your achievements to a particular Club or Society.
NominationsYou will be given an opportunity to nominate a Club, Society or an individual in advance of the Awards. Nomination forms will be available on the Students’ Union website.
www.qubsu.org
CategoriesCategories include: » Community Impact
Award » Entrepreneurial Student
of the Year » Society of the Year » Best New Society » Most Improved Society » Event of the Year » Best Academic Society » Outstanding Club or
Society Contribution to the Students’ Union
» Students’ Union Sports Club of the Year
» Outstanding Contribution to the Student Experience
» The RAG Award » Staff Member of the Year » The President’s
Award – For Student Achievement
Degree PlusWhat is degree plus?The Degree Plus Award is designed to provide official recognition of extra-curricular activities and achievements. The Award is open to all full-time and
Get Involved - Degree Plus
Start thinking about future career plans
Gain experience and develop your skills
Explore your career options
Organise summer work experience
Develop your CV - use our resources to help
Enhance your career planning skills by taking part in our programmes.Be aware of closing dates for graduate jobs, postgraduate courses and funding
Apply for graduate jobsGet help with applications, CVs and interviews
LEVEL 3LEVEL 1 LEVEL 2 / PENULTIMATE
PwC and Santander are corporate partners of Degree Plus
To find out more email the Clubs and Societies Co-ordinator, David Bradley.
You can also visit our website for the latest information.
www.qubsu.org
part-time undergraduate and postgraduate taught students, and you will receive the Award alongside your degree when you graduate.You can gain Degree Plus by taking part in Clubs and Societies!
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Give it a goWhat is ‘Give it a Go’?‘give it a go’ is a programme of activities or taster sessions to enable students to try new things, meet new people, learn new skills and visit different places. This is a great opportunity for students to try a new sport or activity or rediscover one they once loved - all for free! ‘give it a go’ events happen throughout the year with the first activities taking place
across Freshers’ Fortnight. Clubs and Societies have the opportunity to showcase what they have to offer at the Freshers’ Fair so that Students’ can try before they buy!
Had an idea and want to run your own ‘give it a go’ event? Many of the ‘give it a go’ activities are run by Clubs and Societies as a great way to generate income, recruit new members, gain publicity and leadership and planning skills.
Campus cupThe Campus Cup takes places bi-annually at Queen’s Sport Upper Malone. This six-a-side football competition is open to all students. The competition will take place every February and October and entry forms will be available at the Freshers’ Fair and Refreshers’ Fair.
Contact the Clubs and Societies Coordinator, David Bradley for more information:
give it go!a
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InventoryClubs & Societies Inventory RegistrationAll equipment, costed or valued above £500 ex VAT, which is purchased by, donated to or acquired by a Club or Society, must be recorded on the University’s Inventory Register (asset management system). Each item is identified by a discrete inventory number which is used to track the piece of equipment during its life-time with the Club or Society.The recording of equipment on the inventory system, and subsequent deletion of the equipment from the system, is undertaken, on behalf of Clubs and Societies, by the Purchasing Office.In order to record an item on the inventory system, a Club and Society Equipment Inventory Registration Form
(IMS-1C) must be completed and an inventory label must be obtained from the Clubs and Societies Co-ordinator, David Bradley.The completed IMS-1C Form should be sent to the Purchasing Office to record the item on the inventory system. The inventory label should be affixed securely to the item of equipment.Any equipment already in possession, but which has not been recorded on the inventory system, must also be added, following the above procedure. An Equipment Inventory Deletion Form (IMS-2C) must be completed and sent to the Purchasing Office to confirm removal of equipment from the inventory .The Clubs and Societies Coordinator will act as Inventory Liaison Officer.
Any enquiries regarding equipment registration or deletion should be directed to the Purchasing Office.It is preferable that Clubs and Societies also maintain their own inventory lists, recording, at a minimum, all items valued at or above £100 ex VAT. These items should be clearly marked as belonging to the Club or Society with a permanent marker.
FormsThe necessary inventory forms are available on the Students’ Union website.
www.qubsu.org
All Clubs and Societies that have purchased equipment with a value of £500 or above (ex VAT) should contact the Clubs and Societies Coordinator to make the appropriate arrangements to register the equipment.
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room bookings
The Students’ Union offers free facility hire to all Clubs and Societies.
You can hire: » Club Rooms (equipped
with plasma screens) » The Boardroom » The Snack Bar » The Space » The Bars
The booking process is simple. Booking forms can be found at Students’ Union Reception.
To book one of the bars for a social event simply contact Bars Manager, Stephen Anderson
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partnerships
Domino’s PizzaDomino’s Pizza have become the official partner for Clubs and Societies and provide free Pizza at the Freshers’ and Refreshers’ Fairs as well as all Clubs and Societies training events.
In addition to this, all Clubs and Societies have been issued with free pizza vouchers and discount codes at the annual Clubs and Societies training events.
Selective Travel
The Students’ Union has a preferred travel partner with Selective Travel Management, Belfast. Selective Travel aim to take the burden off Clubs and Societies when it comes to booking group travel.
For more information please contact Aaron Butler at Selective Travel.
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BICs awards BICS is a national organisation, constituted in 1995, dedicated to providing a national forum for the Societies in Ireland’s Universities, Colleges and Institutes of Education. The Board is responsible for the promotion of interest in the activities of Irish college Societies and of contact and cooperation between them.During the course of the past eleven years, the Board has met many of its objectives, in particular the exchange of information, and most successfully, the inauguration of the National Society of the Year Awards. BICS also acts as an information resource and support mechanism for Society administrators throughout the country promoting the sharing of ideas and the implementation of best practice.
BICS Objectives » To provide a national
forum for the administration and governing bodies of college Societies.
» To foster contact and exchange of information between these aforementioned groups.
» To promote contact and cooperation between the Societies under their administration.
» To promote the interest of College Societies throughout Ireland.
» To promote the improvement of Society support and facilities throughout the third level sector.
» To increase knowledge of Societies in third level by research and surveys.
» To provide support for Societies in the third level sector.
Each year the Students’ Union will select a number of Societies to enter the BICS Awards, which usually take place around mid April. To find out more about the Awards and the categories available please visit the BICS website.
bics.ie/bics-awards
bics awards
Blues awardsThe University Annual Blues Awards take place in June each year. Sudents who have excelled with University Sports Clubs and gained further representative honours will be rewarded. University Sports team Coaches and volunteers are also represented at the event.
For more information and categories, please contact Karl Oakes.
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Other Forms » Mystery Tours. » Social Events. » Rule 8 of Constitution.
www.qubsu.org
Off-site TravelAny Clubs and Societies embarking on an excursion where there is deemed a deviation from their normal activity, must complete an off-site travel form. (An example would be a mystery tour or conference travel). Sporting Clubs who travel on a weekly or twice weekly basis are not required to complete an off-site travel form for each excursion.
This easy to complete form simply asks: » Attendees » Destination » Duration » Emergency Contacts
Clubs and Societies undertaking regular travel where there is low or no risk of injury are asked to complete a risk assessment form at the beginning of each academic year. Any Clubs or Societies undertaking an excursion where there is a high risk must complete a risk assessment form for each trip.
Forms
Offsite Travel Form
Risk Assesment
www.qubsu.org
Offsite travel
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Queen’s Annual Fund was established in May 1999 to support and enhance all aspects of the Queen’s experience for students. Unrestricted funds are raised annually from graduates and friends of the University. £84,000 is available this year and will be dispersed as follows: » 50% (£42,000) to projects
that enhance the student experience.
» 25% (£21,000) to Universities priority fundraising projects.
» 25% (£21,000) to scholarships and bursaries.
Previously the Fund has supported The McClay Library, equipment for student Clubs and Societies, work experience, careers initiatives and a student safety campaign. Grants are typically £500 to £2,500. An exceptional project may be awarded up to £20,000. The Queen’s University Belfast Foundation, an independent charity, is responsible for dispersing the income raised through the Annual Fund.
The Fund will support: » Projects that enhance
the student experience by making a real and tangible difference to students.
» Champion projects of a transformational nature.
» A one-off specific initiative or start-up costs rather than offer recurring funding.
The Fund will not support: » Individual requests for
maintenance fees or scholarships.
» Project staff costs. » Capital costs.
Queen’s Annual FUND
For further information please contact:Natasha Sharma, Fundraising ManagerDevelopment & Alumni Relations OfficeQueen’s University BelfastBelfast, BT7 1NN
028 90 97 3928
