Introduction to the SU

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Transcript Introduction to the SU

Introduction to
the SU
Ant Scott
Societies Officer
• 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
o … culling sports clubs, abolishing societies and giving up our student
Famous Faces
• Indy Sanghera, Societies Coordinator
• Your first point of call for all things
societies related.
Admin rights
Answering questions
Accepting and processing forms
Advice on running events
• [email protected]
Famous Faces
• Paula Thomas, Finance Counter Assistant
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
Larger events (trips & tours)
Health & Safety and Risk Assessments
• G[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!)
• Isaac Leigh, Societies Officer-elect
due to take office from 1st August
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
• 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
• 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
[email protected]
• 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]
• Deadlines viewable here.
• 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
• All forms can be found at
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:
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).
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).
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
• 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!
• SocsFed Grants
Information session on the application process at 3pm in L4 on Monday (10th March)
• Apply for sponsorship from corporate sponsors
Contact [email protected] for advice and contacts
• Apply to the Opportunity Fund for equipment/projects
Up to £1,000! Has to be something tangible.
• Apply to the Lord Rootes Memorial Fund for unusual projects
Up to £3,000! All about personal development with this one.
• Apply to the Project Fund/Campaigns Fund at Student Council
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.