Essential Clubs Committee Training 2015/16

ESSENTIAL CLUBS COMMITTEE TRAINING 2015/16

CONTENTS

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SUBU & You

…3

Running a club or society

…4

Managing membership & arranging meetings

…5

Health & Safety, risk assessment, first aid, and incident reporting …10 Equipment

…13

Key Dates & Training

…14

Finances …7

Fundraising & Star system

…15

Transport …8

Activities Leadership Scheme

…16

Let us shout about you

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SUBU & YOU

SUBU exists to help and represent students. As committee members you are representatives of your club or society. This means you are not in charge, you speak and act on behalf of your members.

SUBU: Is run by four full-time Elected Officers Has a Gold Standard in Green Impact Is a Fair-trade Students’ Union The commercial areas (Dylan’s, The Student Centre Cafés, Student Shop, The Old Fire Station) provide funding to operate non-commercial areas of the Union such as Clubs & Societies.

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THE BASICS OF RUNNING A CLUB OR SOCIETY

Here at SUBU we have Clubs, Societies and Networks. Networks are smaller simpler versions of our Clubs & Societies, but don’t have as many advantages such as available funding and ability to collect membership fees.

Our Clubs & Societies have 5 ESSENTIAL Roles President Treasurer Communications / Secretary Health & Safety Equipment/ Events

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Job titles can be changed and roles added but the core responsibilities must remain the same.

Additional roles can be specified at the need of the Club or Society and should be added to the Constitution outlining the responsibilities of those roles.

The committee should work together to run the Club or Society – no one person should be left to do all the work.

The committee needs to be made up of at least 60% BU students, and the role of President, Treasurer, and Communications must be filled by a BU student.

MANAGING MEMBERSHIP & ARRANGING MEETINGS

MEMBERSHIP FEES Should be fair and cover the Club or Society’s essential running costs - Socials and non-essential extras should not be part of the fee.

The committee must be able to justify what the membership fee covers Some groups may find it useful and more fair to charge a lower annual membership fee but then charge a per session fee to cover the cost of the activity

Membership Payments are taken online via the SUBU website.

Membership Lists are available on the SUBU Website for committee members Committee Members must also register and pay on the SUBU website as Club & Societies Members.

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MEETINGS

Room bookings (www.subu.org. uk/roombooking) - all requests come through this system, allow a week for processing. When your booking is confirmed an email will be sent to the SUBU email account for your Club or Society Sports facilities - there is a charge for using University Sports facilities which will be invoiced to your club account

Organisation - make sure you communicate the location and time of meetings to all members so that they know when and where your meeting is taking place – this can be done via your very own website page Promotion - if you are arranging meetings on social media, please also update your SUBU website page. That way, if people approach us to find out where and when they can get involved, we can point them in the right direction.

We will always point students towards your dedicated SUBU website page.

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FINANCES

Where Money Comes From Membership Fees – this is the Primary source of income for your Club or Society SUBU Funding – apply for specific funding from SUBU to support a particular event or activity. Each term there is a limited amount of money which can be applied for. Once it’s gone, it’s gone. Get your requests in early.

External Funding – some external organisations such as Sport England offer funding programmes that you may be able to apply for if you meet their criteria

Sponsorship – external organisations who wish to enter into a partnership to advertise themselves in exchange for providing funding to your Club or Society. There is a dedicated member of staff in SUBU to seek out external sponsorship University Funding – some Clubs so please discuss with us or Societies may be eligible for before committing. Please some funding support from also remember that you are a various departments within the representative of SUBU and it’s University values, and as such are bound by the constitution your society agreed to.

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TRANSPORT

SUBU has 2 Minibuses which are for Clubs & Societies to use when going to an activity off-campus. They are hired out on a first come, first served basis.

15 seats (Includes Driver) 30p per mile driven, charged directly from your Club or Society account Not for Social Use

To be able to drive the minibus you must meet the following requirements: Over 21 Have held a full UK driving licence for 2 years Pass the minibus test supplied

by SUBU (2 available per club per year for free, any member wanting to take the test after the allocated 2 people are still able to; but at subsidised rate of £50)

For special requirements we can arrange to hire different types of vehicles (such as Jeeps, MPV’s, Coaches) – please come and discuss your requirements with us.

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HEALTH & SAFETY RISK ASSESSMENTS, FIRST AID & INCIDENT REPORTING Risk assessments need to be completed for any activity taking place where the activity is not covered by an existing assessment. Nobody likes them but they do need to be done. Without one any insurance claim is completely invalid!

Risk Assessments need to be redone every year OR if something has changed If nothing has changed you can just “revise” the existing risk assessment by changing the date and adding a new signature, so make sure you keep copies of old ones SUBU needs copies of all risk assessments! Email them to us, we can then keep them for next year’s committee Risk assessments and a “how to” are on the website (www.subu.org.uk) As part of the risk management of your activities each club should have one or more designated first aiders.

Many people may have already qualified as a first aider through various organisations in the past, if your qualification is still valid (most last 3 years)

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just bring us a copy of your certificate so we can photocopy and record you as a qualified first aider For those that do not already have a qualification or need a refresh or renewal we will be operating basic first aid courses throughout the year – this will be at a reduced rate and will be expected to be paid for by the individual (this is an internationally recognised qualification and will benefit the individual) Some activities are inherently more dangerous than others.

For those identified as “higher risk” Clubs or Societies, SUBU will be contributing towards a more comprehensive first aid course. Again, the remainder of the course will be expected to be paid by the individual attending the course.

IF SOMETHING GOES WRONG Treat the injured person.

Dial 222 from ANY university phone (or ask someone else to do so). This is the university’s internal emergency line and is manned 24 hours a day.

They will liaise with emergency services and send you a BU first aider. If you are on site and there is no University phone near by call 01202 962222 If you are off-site call 999. Task somebody with taking note of what happened (timings etc.) so you are able to record this accurately later

When the situation is under control we need to know about it as soon as possible! Even if it’s just a quick “this happened” email or text or call. You can fill in the form a bit later Phone - 01202 965802 / 01202 965744 Email – jcaldwell@bournemouth.ac.uk / cjohnson@bournemouth.ac.uk Download and complete an accident report form from the SUBU website.

UPCOMING FIRST AID COURSES Date 18th November AM 18th November PM 21/22 November

Type of course 3 hour basic 3 hour basic 2 day Adventure First Aid

Cost £10 £10 £25

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EQUIPMENT

Equipment should: Should be stored according to the nature of the item

Kept neat and tidy

Maintained regularly

All equipment should be on an inventory and sent to us, updated whenever changed for Insurance purposes. (This is the responsibility of the Equipment officer)

Belongs to SUBU – not to the students in the club On Wednesday 14th October 2015 the container will be emptied. All clubs must come and inventory their kit. Anything that is unaccounted for at the end of the day will be auctioned off and the proceeds will be donated to RAG! Any assets not recorded are not insured by SUBU.

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KEY DATES & TRAINING

Important dates for the year ahead

Committee Elections should be held at the AGM.

2 1st/22nd November 2015 Adventure First Aid

1 8th November 2015 - 2x 3 hour First Aid

1 st - 12nd February 2016– AGM training

1 5th - 26th February 2016 - your Club/ Society Annual General Meeting (AGM)

th March 2016 - clubs should 4 have re-registered with SUBU. If done by this date the outgoing committee will be in the draw to win a maximum of 5 SUBU Activity Awards!

15th March 2016 SUBU Activities Awards

Make sure you are a member of “Committees of SUBU Clubs and Societies 15/16” on Facebook, as this is where we’ll be posting dates/ times/ locations of anything relevant to committee members. Also, this shows us you’ve actually read the training booklet! :-)

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FUNDRAISING & STAR SYSTEM FUNDRAISING Fundraising is a way to both raise awareness of your Club/Society and to raise money for a good cause and your Club or Society. Any fundraising you do can go towards the star scheme for your Club/Society recognition.

STAR SYSTEM The star scheme measures how active and engaging your society is to SUBU, Bournemouth University and the community. If there is any criteria that you feel as a society you are unable to meet, come and chat to us, if you can justify why you are unable to meet the criteria, you will still be awarded.

The star scheme is still in its beginning phases, so any constructive feedback is greatly received Clubs can range from 3 – 5 stars.

Clubs with higher star status will be looked upon more favourably when applying for help financially or otherwise to SUBU. You help us – we help you!

If your club does not engage you will not be awarded any stars and will be given “working towards 3 star” status!

We’ll be having a Star System Rating event near Christmas, so watch out for the event date!

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ACTIVITIES LEADERSHIP SCHEME

The Leadership Award Scheme recognises the work done by Clubs & Societies Committee Members and other Activities Leaders at Bournemouth University, offering workshops and additional activities to provide transferable skills enabling students to improve employability.

The award has three levels – Bronze, Silver and Gold.

In order to achieve the Leadership Award, you must provide evidence to reflect the various elements required.

The evidence and elements required will be recorded and marked in workbooks that we will provide to you.

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You have the entire academic year to complete your award and there will be opportunities throughout the year to check in and see how you are progressing and what you can do to improve your award level.

Student Reps also have access to a Leadership Scheme which can combine points, so if you are a Student Rep as well, let us know.

Awards will be issued at the end of the academic year.

If you have any questions about the Leadership Awards, please talk to the Activities Team.

LET US SHOUT ABOUT YOU

Once a week we’ll be shouting about something you’ve have done on SUBU social media – this is an excellent opportunity for you to get your name about and reach potential new members.

and can take that into account nearer awards time.

All we want you to do is send us an email and a picture of what you’ve done that week (to: subuactivities@ bournemouth.ac.uk) and you’ll be On top of that it helps us to know how in for a chance of a shout out, and active you’ve been throughout the year perhaps even a prize.

Each Club and Society is unique and individual, we expect you to have more specific questions for your club or society. Please feel free to contact any of the Activities team with any further questions or queries you might have. You can ask any of us anything!

Jen Caldwell Clubs & Societies Coordinator 01202 965802 jcaldwell@ bournemouth. ac.uk

Chris Johnson Activities Administrator 01202 965903 cjohnson@ bournemouth. ac.uk

Emma Smith Activities

Jonathan Leung VP Activities

01202 965744 esmith@ bournemouth. ac.uk

01202 962375 suvpactivities@ bournemouth. ac.uk

Development Manager

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