Transcript Introduction to the SU

Introduction to
the SU
Ant Scott
Societies Officer
2013/14
• 11,250 students involved in 250+ societies
• 5,000 students involved in 70 sports clubs
• 250 student staff working across our 6 F&B outlets
• 760 SSLC reps & 9 faculty reps
• 55 student councillors including 4 liberation officers
• £150,000 of student house deposits won back by our
Advice Centre in 2013
• £7m turnover 12/13
Sticky finances
• Rely on £2m/year from the University to run
everything we do
• £1,200/day rent – ouch!
• Last year spent £2.792m on student activities,
(societies and sports clubs), the advice centre and
on representation.
• In short, we don’t have a lot of money!
So what?
• We are one of the largest student unions in the
country, yet have one of the smallest staff teams!
• Ridiculous/unsustainable right? Right.
• Things take a little longer to process and organise
then we all might hope, but better than the
alternative…
o … culling sports clubs, abolishing societies and giving up our student
representation.
Famous Faces
• Indy Sanghera, Societies Coordinator
• Your first point of call for all things
societies related.
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Admin rights
Answering questions
Accepting and processing forms
Advice on running events
• [email protected]
Famous Faces
• Paula Thomas, Finance Counter Assistant
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Deposit money into society accounts
Collect money for reimbursement
Gatekeeper of the Union Credit Card
• Located in the Finance Office (2nd Floor of
SUHQ), 10am-3pm weekdays.
• Gerard Henry, Student Activities Manager
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Larger events (trips & tours)
Sponsorship
Insurance
Health & Safety and Risk Assessments
• [email protected]
Famous Faces
• Ant Scott, Societies Officer
The student face!
Strategic thinking (!) of the Union and University
Longer-term projects
Problem-solving when things go wrong!
Excited to get behind society projects and
proactively support them.
o Not just a sounding board for rants and
complaints! (Use us for more than that!)
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• Isaac Leigh, Societies Officer-elect
due to take office from 1st August
2014.
The Resources Room
• Find it on the 2nd floor of SUHQ
• This is your room – don’t knock, just enter!
• Use it for exec meetings, for designing posters, for
being creative, and for filling out and submitting
forms.
• Get to know the staff, they are here to support you
(kind of hard to do that if they don’t know what
you’re up to).
Publicity and Marketing!
• The Top 5!
• Appears on A0 billboards in the
SU, and on all of the digital
screens.
• Apply with this online form.
• Deadline is 9am Wednesday
before the week of your event.
• Decided by Socs Committee
Publicity and Marketing!
• The SU Website
• Send the text for the
article and a
picture (dimensions
below) to
chris.carter@warwic
ksu.com
• 540 x 270 pixels
Publicity and Marketing!
• The Bubble!
• Get your events listed in
the fortnightly Bubble.
• Circulated to kitchens in
every hall on campus.
• Email content to
[email protected]
om
• Deadlines viewable here.
Finance
• Can’t withdraw money from your account without
filling in a form.
• The 2 most common forms:
• Money Requests (used to withdraw money or pay
for goods and services); and
• Sales Invoice Requisitions (used to raise invoices,
typically to get sponsors to deposit money into your
account).
• All forms can be found at
http://www.warwicksu.com/execresources/forms/
Finance - Timeframes
• Typical timeframes that you can expect for
payment after filling in forms:
• Money Requests:
o BACS payments take 3-4 working days
o Cash takes 1-2 working days (collected from Finance Office)
o Cheques take 1-2 working days
• Sales Invoices:
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Money deposited into your account within 3-4 working days (except if
you are sponsored by Kelseys!).
Finance - Timeframes
• To deposit money into your account:
• Go to the Finance Office (2nd Floor of SUHQ on the RHS)
and hand the cash to Paula on the front desk.
• Make sure your cash is counted (and bagged where
depositing coins).
• You will be handed a receipt – keep this safe!
• The money will then be deposited into your account on
the next working day. (NB: Currently we’re about 3-4
days behind).
Finance
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The usual process for paying for goods is that an exec member will pay
for the items upfront and then reimburse themselves from the society
funds via a Money Request form.
•
This is fine (although double-check you can be reimbursed for the goods
you want to purchase if they total more than £100).
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If you don’t want to/can’t individually pay for the items first (and then
reimburse yourself), we have a Union credit card that can be used to pay
for the goods/services directly instead. This requires a Money Request
form to be used.
Finance – Things to Avoid
• Things which might make the process take longer:
o You need 2 exec signatures on the forms
o All forms exceeding £100 need the Socs Officer’s signature
o Finance Office opening hours are 10am – 3pm weekdays
o Individuals who require payment (DJs/guest speakers etc.)
need to be registered with HMRC
o Get the correct codes for the forms!
o Charity Law (- that old chestnut!)!
Ordering items to the SU
• You can order any items to be delivered to the SU.
Warwick SU
Gibbet Hill Rd
Coventry
CV4 7AL
• Once your parcel arrives, it will be stored in the
Resources Room (2nd floor SUHQ).
• It will only remain there for 3 days – so pick it up!
Money is helpful!
COIN
• SocsFed Grants
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Information session on the application process at 3pm in L4 on Monday (10th March)
• Apply for sponsorship from corporate sponsors
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Contact [email protected] for advice and contacts
• Apply to the Opportunity Fund for equipment/projects
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Up to £1,000! Has to be something tangible.
• Apply to the Lord Rootes Memorial Fund for unusual projects
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Up to £3,000! All about personal development with this one.
• Apply to the Project Fund/Campaigns Fund at Student Council
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Forms available here
Introduction to the SU
End of session
Note down any questions you may have now, and we’ll have
time to go through them during and after lunch.