New Office Bearer Training What does it mean to be a Society?
Room Bookings Money and Funding MoneyFunding Training Marketing
Society Awards
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Introduction: What does it mean to be a Society?
www.eusa.ed.ac.uk/getinvolved/societies/runasociety/
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Societies are fantastic opportunities to Get Involved while at
university and open the doors for numerous opportunities Societies
are really important part of what EUSA does, central to our
activity and governed by our regulations. New societies are
recommended by Societies Council and approved at EUSAs Student
Council. A society has to have a constitution, a democratically
elected committee, at least 20 members, and regular meetings
Different committees will have different structures to suit them
but generally there are usually 3 office- bearers president,
treasurer, secretary these can be changed to a different 3
depending on who it makes sense to have room bookings, web admin
permissions etc. Your Society and EUSA GUIDANCE PDF
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A society is a two-way process, we trust you and you trust us
Keeping us in the loop allows us to better support you (HEAR, fair
allocation of resources, etc.) Re-registration includes annual
reports every March Accountability GUIDANCE PDF
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Re-registration includes annual reports every March As part of
the re-registration process, reports must also be submitted to the
Societies Team. The function of this is threefold: Verifying
activities for the HEAR Advising on reports for your AGM Letting us
shout about societys activities to the Uni and elsewhere
Re-registration and Annual Reports GUIDANCE PDF
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Society Awards Champagne, Black Tie Youll want to be
there.
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Societies Council oversees societies projects and function:
Society Awards New societies Allocation of funding Society Council
members are elected from current or future society members
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Demonstrating a Duty of Care Helps work out a safe way of
conducting your societys activities The terms used in risk
assessments are as follows: Hazard - the potential for causing harm
and the likely consequences Risk - the likelihood of the hazard
actually causing harm (high or low) Control measures - things which
control (lower) the risk Risk Assessment GUIDANCE PDF
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EUSA tries to provide public liability insurance cover for you
This requires that we know about your activities This requires Risk
Assessment This does not cover personal accident or injury, or
damage/loss of society equipment; this cover can normally be
obtained from any high street insurer Public Liability Insurance
GUIDANCE PDF
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Members should take out personal travel insurance. Also look at
European Health Insurance Card (EHIC) Also think about Trip List
for EUSA/Uni Trips GUIDANCE PDF
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Room Bookings Ian Williams - Leisure & Conference
Development Manager Anne Hunter Room Letting Officer (Bookings
Office, Teviot Row House)
www.eusa.ed.ac.uk/getinvolved/societies/events/
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As a Society, you'll need space to meet, put on events,
practice your skills and socialise. EUSA has rooms that societies
can use. Designated Room Bookers Only President, Secretary and
Treasurer will have room booking privileges as default. You can
request room booking privileges for an Events Manager, etc. Booking
EUSA Rooms GUIDANCE PDF
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240 societies = extremely high demand. All requests for each
Semester are received in one go, then rooms allocated according to
need. Please note we only deal with bookings in EUSA Venues.
Timetable Block & One-Off Room Bookings Semester 1 (2015)
GUIDANCE PDF
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What is a Block Booking? All regular weekly/monthly
meetings/events/sessions Eg Dance Classes Eg Committee Meetings Eg
Workshops GUIDANCE PDF
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A single event (or meeting) A single event preceded by a series
of ancillary/support events (eg rehearsals within 7 days of the
main event) Eg AGM Eg Show Eg Function Party / Dinner / Ceilidh /
etc What is a One-Off Booking? GUIDANCE PDF
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What Do We Need From You? Dates Times Venue (Teviot - KB House
Pleasance - Potterrow) Room(s) Event Name Event Description Room
Layout (eg theatre seating, clear room, boardroom, etc) Attendance
Expectation Resources Required eg technical staff & equipment,
catering, bar, etc NB: Society Packages NB: Additional Resources
(Advance Notice & Charges) GUIDANCE PDF
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Terms & Conditions (Societies Only) Includes: Definitions
& Entitlements (includes responsibility & liability)
Cancellations (by the Society & by EUSA) Conduct Illegal
Substances & Alcohol Catering Marketing (EUSA name & logo)
Guest Speakers GUIDANCE PDF
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Recommendations Apply for available room space only Check all
correspondence letters, schedules, & emails Check links eg
Terms & Conditions If in doubt ask! Room Bookings Office:
Reception Foyer Teviot Row House 0131 650 4674 GUIDANCE PDF
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Summary Help Us To Help You! GUIDANCE PDF
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Pleasance Redevelopment Starting in September different bits
affected at different times/for varying lengths of time Funding is
available to help those financially impacted Plan ahead if affected
in future phases remember that other bits will become available
again once theyre done and we will gain space e.g. Quaker Meeting
House This is a really positive thing in response to society
complaints about the condition of Pleasance!
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Money Management Euan MacLean EUSA Finance Director
www.eusa.ed.ac.uk/getinvolved/societies/money/
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You are a custodian of other peoples money You have been
granted this money to do a specific thing If you do something else
with it you are at risk of misappropriation (& missing
opportunities) So what do you do? Money Management Matters
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Protect yourself (protect your Group or Society) Put controls
in place Record everything Care with cash Justify yourself Plan
ahead Get EUSAs help So What Do You Do?
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Financial controls: documented rules controlling how funds can
be accessed: Access to funds Multiple signoff Dont pay yourself
Share the accounts with your committee Get the accounts checked Put
Controls in Place
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Every transaction through the books Maintain accounting records
for your bank account and for all cash held (petty cash) Treat
income & expenditure separately Being open covers yourself
against any accusations of malpractice Record Everything
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Cash is very transferrable and difficult to trace It is high
risk to your group/society and to you! Petty cash should be just
that Store it securely, bank as soon as practicable Get receipts
for everything Care with Cash
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Have at least two signatures for any transaction (dont make
unilateral decisions) Ensure that large purchases are authorised in
advance by your committee Ensure that full receipts are held Dont
mix business & pleasure keep your funds completely separate (eg
use a separate money box) Justify Yourself
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Prepare a budget How much income do you expect? What do you
want to do Map out your expenditure plans Ensure that your
committee agrees! Plan Ahead
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The Connect Office at Potterrow: Meher, Rob, Anne &
Valerie. Open a Societies bank account Note EUSA is not a bank! We
provide a service to help, but we dont have a banks resources. Get
EUSAs Help
Got some money to pay in? Make a deposit between 10 am and 3pm
at the EUSA Finance office in Potterrow and it will usually be in
your bank account the next day. Some things to note Cheques must be
payable to EUSA Societies Account, not your society! If a third
party (e.g. sponsor) is paying money directly, tell them to use
your society name as a reference. Let the EUSA finance team know
[email protected] Some of the Basics: Depositing Funds Always
let Finance know whose money it is! Income category will appear on
your statement
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Need access to your funds? Go to Connect Office Only Office
Bearers can make the request Payments are usually by BACS or cheque
BACS and cheques are processed on Tuesday and Thursday afternoons.
So, if requests are completed by Tuesday or Thursday by 12 noon,
the transfer will be completed by the end of the next day. Some of
the Basics: Accessing Your Funds
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Need a Balance check or Statement? Email
[email protected] Come into the Connect Office and add your
name to the transaction list The statements are usually sent out
via email on the same day they are requested Some of the Basics:
Getting a Statement
Get Involved Fund Innovation Initiative Grant Development Fund
Sponsorship Society Cards Funding and Grants
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Training
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2 Peer Assessments 3 Reflective Inputs on Google Drive 5 Skills
Training Sessions Edinburgh Award for Office Bearers Applications
Open in September 2015
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Money Matters Selling Your Experience Succeeding in Interviews
Project Management Running Efficient Meetings Marketing and
Promotion Presenting Yourself Skilfully Confidence Its About You
Edinburgh Award Skills Training Sessions
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More in-depth sessions later in the year Help to go from a
functioning society to a great society Primarily open to Office
Bearers on Edinburgh Award, but remaining slots will be advertised
Regular Training
Tell us about it! www.eusa.ed.ac.uk/ShoutAboutIt Loads of ways
EUSA can help you promote: Posters and flyers Face to face stalls
and Societies Fair EUSA plasma screens or library screensavers
Online ticket sales Your Society Profile EUSA Entertainments and
Events Department GUIDANCE PDF
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The most viewed page on the EUSA website is the society listing
page As well as being the first thing people see of your society,
you can: View your members Sell tickets Send messages Link to
Facebook, Twitter, or other web pages. Comprehensive Guide to
Managing Your Society Profile Available Online:
https://www.eusa.ed.ac.uk/pageassets/getinvolved/societies/training/trainingsummary/Society-Profile-Guidance2.pdf
EUSA Website: Society Profile GUIDANCE PDF
Slide 43
Make a great first impression to the incoming Freshers Stall
requests were done through Re-registration 10 comes from your EUSA
Societies Account to cover costs Membership money goes straight
into your EUSA Societies Account Members go straight into your
Society Profile member list Societies Fair in Freshers Week: 16 th
-17 th September GUIDANCE PDF
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What is it / when is it? Gives students chance to try new
things and get involved outside of Freshers Week Provides a way to
showcase societies activities, and make it easy for students to get
involved Trialling in November for two weeks (dates tbc) Give It A
Go Programme
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What do you think? We are hoping Societies would like to be
involved either hosting short taster sessions, or having your usual
event/activity included in our programme if this is already an
opportunity for students to participate for the first time. Your
input - Do you want to apply separately to take part as you would
for Freshers Week events or use one of your existing bookings etc?
Think about your involvement in Give it a Go as this may influence
your plans for room bookings Questions? Come and chat with me after
the presentation! Give It A Go Programme
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Congratulations On Your New Office Bearer Position Please let
us know if you have any questions or comments:
[email protected] facebook.com/eusasocieties
@EUSASocieties
Slide 47
Societies Council Elections There are 10 places available on
Societies Council and they will be filled following an election by
Single Transferable Vote as outlined in our regulations Candidates
have nominated themselves beforehand and will be given 1 minute
each to make a speech or have a statement read out on their behalf
All candidates are listed on your ballot paper as well as a Re-Open
Nominations option and you should number candidates in order of
preference. You can put numbers beside as few or as many as you
like. Ballots will be collected and counted in EUSA tomorrow by a
staff member in our Democracy and Representation Team, observed by
Sarah Purves We will announce results asap on Friday on our website
and in an email to society office-bearers.