Transcript Mr Bloggs – Arts Convenor

Secretary Training
Picture?
Creating Agendas
• Short and efficient
• Give attendees opportunity to submit agenda
items
• Circulate well in advance
• Include date, location and time of meeting.
• Put initials of those discussing the item next to
the item
• Template available online
Keeping Minutes
• You will be responsible for keeping the minutes at all
committee meetings
• Record those attending and apologies
• Any decisions made must be clearly recorded, as well
as any actions that will need to be completed.
• Use initials to track who said what and who needs to
complete actions
• It is ok to ask someone to clarify in a meeting
• A copy should be uploaded online and sent to your
convenor and [email protected]
• Check everyone agrees them in your next meeting.
Membership
• Keep tabs on who is attending sessions
• In the first sessions, make a register with name and email
addresses so you can keep in contact until they join.
• Work with treasurer to keep an eye on membership
numbers
• A member should only come to 2 sessions for free before
signing up
• All those attending your activities must sign up officially
– your responsibility to keep track of this. This is to cover
you on our insurance & give income to your society.
Affiliations
• Make sure affiliations are included in the budget
• An affiliation is anything you need to pay a
membership fee to be a part of. (For example the
European Law Student Association Society
affiliate to ‘ELSA’ – an international organisation –
and pay an annual membership fee for this.)
• Not all societies affiliate to something!
• Provide the Societies Team with copies of any
certificates
Accident Report Forms
• If there are any injuries during a society activity, a
first aider must be contacted straight away
• You must then record it on an Accident Report
Form (found on Society Help Pages)
• Hand this in to VP Student Activities (Ali) within
48 hours of injury
• THESE ACTIONS ARE REQUIRED BY LAW
• If these procedures aren’t followed, both the
Student’s Union and the individuals could face
prosecution, and the Societies Team will take
disciplinary action against your society.
Booking Tables/Gazebos
• Go to the SU Reception and complete a
booking form up to two weeks in advance
• All tables and gazebos assigned on a first
come - first served basis.
Event Forms
• Can be downloaded from essex.su/socshelp
• Must be handed into SU reception two weeks in
advance!
• Attach risk assessments – a guide can be downloaded
from essex.su/sochelp
• Once handed into reception, Rae or Olga will review and
sign within 48 hours
• Pick up the signed form from reception and take it to the
Estates Helpdesk
• You will be emailed to confirm whether event has been
approved
• NOTE - music can be played in the squares only
between 12.00-2.00 pm and after 5.00pm
Food Hygiene 1
• Every society should have at least 1 executive
member in charge of food hygiene
• To get a food hygiene qualification you should
email [email protected] – we’ll put you on a
list and send out information for online course.
• To qualify for a food hygiene qualification you
should be a second year executive committee
member.
• YOU WILL NOT BE ABLE TO PROVIDE FOOD
WITHOUT COMPLETING THIS QUALIFICATION
Food Hygiene 2
• The food hygiene qualification last 3 years
• Online test – takes approx 1-2hours to
complete
• If you do not complete a test in advance of
food preparation you cannot serve food
• If you society allows a course to expire
without competition your club fund will be
fined £15 per test.
Food Hygiene 3
• You must complete a ‘Food and Drink Agreement’
• This should be submitted a minimum of 5 working
days in advance (not on the day!)
• A list of all ingredients and specific allergens must
be displayed when serving/selling food and drink THIS IS A LEGAL REQUIREMENT
• You must keep food above or below required
temperatures – if you don’t, we will need to throw
it away!
• Slow cookers & a bain marie can be borrowed from
the Societies Team – email [email protected]
Websites
• Essex.su/sochelp
• The help section has anything and everything
you need to know – if it’s not there, tell us!!
• Facebook.com/SocietiesGuild
• Twitter - @SocGuild
Taking minutes
• You will now complete an exercise to practice
taking minutes
• Remember to record:
–
–
–
–
–
–
who attended the meeting
who sends their apologies (can’t attend)
any decisions that are being made
any important information
any actions that need to be taken.
Initial who each point refers to (e.g. W – tells the toys
they need a moving partner; ALL – need to find a
moving partner)
Video 1
Example – Toy Story
Item
Actions
1. Moving day
1. Moving day
W-Does everyone have a moving buddy?
ALL to get a moving buddy
1 week until moving
2. Plastic Corrosion Awareness Meeting
W- Big Success
Thank you to Mr Spell for organising
3. Andy’s Party
W – Moved to today, probably because of the
move. No toys should worry.
S – Tries to reassure – believes in W’s opinion
R – Concerned about rejection
W – Important to remember that toys are ‘here
for Andy when he needs them’
Birthday Guests arrive – meeting finishes at
3pm.
Contacts
Your convenor first!
Societies Team –
[email protected]
Ali –
[email protected]
Any Questions?
• Ask now
• Complete an enquiry form – at the front of the
room – post into Societies Guild enquiry box in
LTB foyer
• Email us