Clubs & Societies Committee Administration

1. Clubs & Societies Committee Administration Annual Seminar Part 2 AY 2016-2017

2. Purpose of Administration Seminars • To relay important information you will need as committees for the year ahead to help you in the promotion and development of your club/society. • This information must be relayed and discussed with the rest of your committee at your next meeting to understand & comply with our best practises. • €600K of students money being invested in your activities through C&S. This is an investment we respect and take seriously through all our policies and procedures to safeguard that investment and enhance your enjoyment of life in the University.

3. Clubs & Societies Committee Administration Part 2 • Election of the Clubs & Societies Executive • Election of the Clubs & Societies Appeal Committee. • Election of C&S Rep for ERB • Finance • Insurance • Health & Safety • Clubs & Societies Ball & Best Club/Society of the Year Awards

4. Role of Clubs & Societies Executive • We meet once a week for an hour and also have continuous On-line discussion via facebook. • Approve (or not) Special Applications • Review & Approve (or not) Foreign Trip requests • Suggested improvement and developments of C&S in association with Clubs & Society Council. • 2 Working Days off site – during Open Days and in January • Review problems on policies and procedures and finances • Wolves Branding Marketing & Development Committee – going to look for a C&S Exec member (s) • Decisions by consensus or by vote -7 Voting Members & 5 Non-Voting Members • Taking a lead on a specific projects • Complementary tickets for the C&S Ball

5. Clubs & Societies Budgets & Finances - Appeals Committee In order to hear appeals the Council has constituted two independent Appeals Committees (one for Clubs and one for Societies) each consisting of three members. The Committees are elected from a panel of delegates attending the Administration Seminar and this is their sole function. Once Appeals are processed they cease to function as a Committee.

6. Section 1 Spending this year’s Budget!!

7. Clubs & Societies Budgets & Finances • We receive our capitation directly from Higher Education Authority. • There are two budgets within C&S: • Central Administration Budget (Insurance, Consultancy Fees, Vehicle Costs, Staff Wages etc) • Clubs & Societies Budget Allocation (Shows the Amounts awarded every year to each C&S through our budget system). • The full finances (both above budgets) are discussed and approved at the Clubs & Societies Council as part of the 100% transparency of all C&S funding

8. Clubs & Societies Committee Administration Part 2- Accessing your ULSU budget • Cheque Requisitions You can either request for a cheque to be paid directly to supplier or (if you have already paid for it) for the sum of a purchase to be reimbursed to your Club/Soc. Cheques processed on Thursdays! • Credit Card Requests Can use by drawing down funds from your allocation OR by bringing in cash for the purchase amount. • Bank Transfer Request. Can only be facilitated if purchase being made from your allocation and if supplier will not accept cheque. Otherwise you can do your own transfer via online banking. • Special Applications(unforeseen expenses) For all forms: *Admin Docs Tab* *All Available in C&S Common Room*

9. When filling out your financial forms please pay particular care to fill out correctly. Unfortunately our Auditors will not allow us to: • Scribble out details on a financial form and add new ones in. If a mistake is made an entirely new form will need to be filled out and signed by two committee members. • Re-Issue cheques where wrong details were originally provided e.g. Club was meant to be the payee as opposed to the supplier. Be sure that all your details are correct before submitting to Michelle.

10. NEVERDeal in Cash!!! All income to be lodged to bank account and withdrawn/transferred as needed. Why? • Not safe to carry cash! • More chance of human error when dealing with cash. We don’t want you to be in any stressful situations! • You use your bank statements to prove your income. If it is not on the bank statements it will not be approved. Unfortunately there is absolutely no exceptions on this. If your income cannot be approved then technically all you have is expenditure. Because there is no gap between your income and expenditure you are not showing us that you have a shortfall to be covered by an allocation. Therefore… If you deal in cash for the year you will not get a budget!

11. So…….sort out your bank account this week! (See Banking Section Admin Docs Tab for clear and concise guidance) Don’t forget that you will all have your first round of cash income tomorrow at the recruitment drive!

12. Section 2- Working towards budget submission date 22nd May 2016

13. Submission Date This year the last exam is the 15th May therefore the Date for budget submission for the Academic Year 16/17 is Monday 22nd May 2016 @3pm. • Budgets will not be accepted after this time & date. The online submissions will be closed off at 3pm sharp on this date. • Hard Copies must be presented to Michelle’s office before 3pm on this date where a receipt will be issued to you. • Please be warned that there will be no exceptions.

14. Be prepared! Be on time! As of today (8th Sep) you have 258 days in which to consistently compile your budget submission! If complete hard copy and complete online work is not submitted by 3pm on 23rd May your budget will be refused. There is absolutely no exceptions and there are absolutely no grounds for appeal on this policy 

17. Why were 1/3 of Budget Submissions unsuccessful?

18. Checklist You will need to provide a signed checklist with your budget Budgets will not be accepted unless all boxes have been ticked, the document has been signed by at least three committee members and placed as the first page of your budget submission.

19. Checklist Contd…. • If a Club or Society presents a budget with items un-ticked on the checklist their budget will be returned to them in order for them to make the necessary edits. • If a Club or Society’s checklist has not been completed by Budget Submission Date their budget will be automatically refused.

20. Importance of Checklist The checklist has been developed in order to HELP C&S avoid making mistakes. It makes them conscious of the vital points to consider in putting together a budget. • All items have to be ticked (If not ticked budget will not be accepted) which means that the committee members will have carefully read all points before signing their names to the form! • If committee have ticked a point but in reality have not actually addressed it: will be “thrown out” by those processing on the case that the committee were fully aware that this needed to be addressed but did not do it.

21. In order to be deemed eligible to receive a portion of this funding each Club and Society must compile and submit (on time) a (good quality) budget application. &

22. When preparing to submit a budget it is important to have a clear understanding of YOUR figures and entries and they MUST correspond with the paper work YOU Provide. REMEMBER the burden of proof is on the Committee to substantiate the financial entries and where the proof is absent, figures will be “Not approved”.

23. Treasurer’s Workshops • Tuesday 27th September 6pm-7pmJ.SwiftTheatre • Thursday 29th September 9am-10amRoom 3 SU •   Tuesday  4th October 9-10amRoom 3 SU. Attendance will be noted and will be taken into account during the processing of your budget. Treasurers strongly advised to attend but all committee members welcome to attend. After all; the budget is the entire committees responsibility!! 

24. Your C&S Guidebook to Administration has been updated this Summer with in-depth info & guidance on compiling your budget. Will go into more detail at Treasurer’s Workshops but for now here is the basic info on compiling a good quality budget  ……

25. Your C&S Budget Club/Society INCOME (Fundraising/ Sponsorship/Members Contribution etc.) Club/Society EXPENDITURE (Equipment/Domestic Trips/ Foreign Trips/ Guest Speaker Costs/ Referee Fees/ Governing Body Affiliation Fees/Subsidisation of Development Courses/Fuel Expenses/ Promotional Material etc.) Your Clubs and Societies Budget Bridges the Gap between your Income and Expenditure so that participation is affordable for members. Your Club or Society will raise at least 50% of what they wish to spend. C&S subsidy will provide a further 50% of income to you.

26. Your Shortfall Once your budget is complete you need to have a look at your TOTALS to ensure that they are at appropriate levels… Many C&S put hours of hard work into their budgets but don’t check their totals and this is to the detriment of their final allocation!!!

27. Always double check your “total validated income & expenditure” before submitting your budget. • Above we can see that this club have shown that they can bring in 50% of their expenditure. This is the ideal ratio.

28. Expenditure too low If your income is too high in comparison to your expenditure it generally shows that you are not developing enough as a club/society- you are almost “self sufficient”. You are effectively not asking for a budget from ULSU.

29. Expenditure too high If this is a problem then you & your committee need to confer and cut down on expenditure. The budget system does not entertain exorbitant expenditure claims. Are you projecting too much? Perhaps it might be a case that

30. Securing your C&S budget There are two sections to your C&S budget • Income and Expenditure Section • Points section Both sections are equally important! They are symbiotic- if you do badly in one you do badly in both.

31. Income and Expenditure Section Will go into further detail in Treasurer’s Workshops. In Short: Input each Income item online and back up with EVIDENCE in your hard copy. When you input your income and expenditure items on the online budget a unique code will be produced. You must then write this unique reference code beside on your bank statement beside the corresponding transaction. The same applies for the expenditure Which of course will be backed up with Receipts, invoices etc.

32. Points Section 100 points in total READ YOUR HELP FILES!- Located to the right of each section. As with the Income and Expenditure Section; You will need to back up all claims being made in the points section. e.g. “We sent out weekly updates via email to all our members”- Print the emails making sure to Include the CC Line and add it them To your hard copy folder.

33. Points Section Contd… • The help files will guide you! • Essentially being incentivised for running your C/S well. • Different points breakdown for Clubs A,B,C & Societies. You can see your points breakdown when you log in to your online budget. Also available in your C&S Guidebook • Don’t forget: Points and Finance section are symbiotic- if you do badly in one you do badly in both.

34. Consistency is KEY! Start as you mean to go on… There are many steps you should take RIGHT NOW ahead of your budget submission next Semester. From September you should begin filing away all receipts and bank statements you receive. Keep these together in a safe place! Every time you have an event or activity you should input the income, expenditure and points details into your online budget and file the supporting documents straight into your folder. The Points Section is there to direct you in developing, improving or even just improving the standards of your C/S. Read the help files for the points section nowto know what is expected of you for the year ahead! It will let you know what you need to aim for and will enlighten you as to what you need to keep for your hard copy submission in May! E.g. posters from events, details of match fixtures, a copy of your bank mandate etc.

35. Bonus Points for Consistency This was introduced by Clubs & Societies council as a measure to incentivise C&S Committee’s to “do a little often” on their financial management, by constantly updating their budget and avoiding very poor last minute submissions or in some cases not at all. Those Clubs/Societies who consistently update their budget throughout the year will be rewarded through a bonus points section as follows. 2 points per quarter (i.e. four points in total per semester) will be awarded to those updating their budget throughout the year. Budgets will be reviewed halfway through each semester and again at the end of each semester to ensure you have been updating your income and expenditure section.

36. Summer Activity Should your C/S have any activity after the 22nd May (Submission Date) they can apply to add extra receipts after this date. Email michelle.whyte@ul.ie with details of summer events and dates prior to 1st May.

37. Reasons why 1/3 of budget applications were not successful this year • No Shortfall • No proof of income/expenditure

38. C&S Insurance Policies Personal Accident Insurance. • It is the H&S Officer’s role to report any injury to Michelle/Paul via email within 3-5 days of occurrence giving details of student’s Name, Date of Incident & Nature of Injury • All accidents/injuries require an Accident Report form & Incident report to be filled out. • Referral Letter from your Doctor needed before physio costs will be covered. (Covers Maximum 12 physio sessions. ) • A limit for Dental Work (€2,500). • Keep all receipts and invoices and submit to Michelle • Claimer MUST be a member on-line • Can take 6-8weeks to process. • Check with Michelle prior to any treatment to make sure it is covered. • Only covers costs inside 24 months from date of incident. • There are several other important points to note in our insurance exclusions document (Admin Docs Tab). If you, or a member of your Club or Society, are claiming from our personal accident policy it is mandatory to read this document and be informed of our policy exclusions.

39. Foreign Travel Insurance European Health Insurance Cards Hard Copy Liability Insurance A Legal Liability policy exists in respect of bodily injury/property damage to third parties for accidents arising in connection with the ULSU including the activities of the C&S. This covers your activities whilst on campus and worldwide as required in the course of the ULSU activities. However this is subject to taking all reasonable precautions to prevent or diminish losses or liability arising in connection with your activities. In addition you must comply with all statutory obligations and regulations imposed by any authority.An active engagement with your Health & Safety Statement on an annual basis will help reduce and minimise risk. Should there be any insurance question about cover for an event (especially if it is hosted by UL e.g. intervarsities etc), it should be asked at the time the event is being scheduled/planned (i.e. the beginning of the semester). Form time-to-time a copy of our Public Liability Insurance may be required (by shop owners if your C/S are doing a bag-pack or by other colleges if you are competing in IVs on their campus). This policy is update on a yearly basis and is available on request from CSDO michelle.whyte@ul.ie.

40. Equipment insurance From the approx. €180K Administrative Budget we spend a large amount of money on equipment insurance policies to safeguard these investments. We have a very valuable stock of equipment insured in several locations (€300K+) from the ULSU Building, UL Boathouse, the Sub Aqua Clubs Rigid Hulled Inflatable Boat which forms part of a separate “Marine” Policy, to the Windsurfers equipment in Castle Gregory. This is why 3 year plans and up-to-date lists of inventory from Capital Intensive Clubs/Societies are of particular importance for insurance purposes. As and when new equipment is bought the CSDM/CSCO needs to be informed in order to have this recorded by our insurers. Failure to declare additional equipment and/or new purchases may ultimately negate a claim. There is a €500 excess on all claims. The equipment policy we hold is for the exclusive use of your members while they are engaged in the activities of the UL Clubs/Societies. Insurers are therefore providing cover on the basis the policy is for the business of ULSU Clubs and Societies members and not the general public or any other third party. Please note that the following information is for Clubs & Societies to carefully consider based on situations which have arisen in the past.

41. Loaning equipment to a Third Party  If for example the UCC Trampoline Club wished to borrow a UL Trampoline and in the course of their activities it suffers serious damage while being used by the UCC Club it is not a cost that would be borne by our insurers here as part of ULSU Clubs & Societies. As such UCC would have to undertake to insure the equipment and the liability element of the risk associated with borrowing equipment. A copy of their relevant insurance policy would need to be presented at least 10 days in advance to the CSCO (Michelle.Whyte@ul.ie) for our broker to review and ultimately approve or not as the case may be. They would also need to sign a Letter of Indemnity- this letter must be requested from Michelle.Whyte@ul.ie no later than 10 working days in advance of borrowing date. Another important consideration before undertaking the above is that ULSU C&S will also need to consider their liability too. If the apparatus or piece of equipment was deemed to be faulty due to not being of a correct standard or in a poor state of repair before being allowed to be used then your liability exposure to insurance and/or legal claims increases dramatically. Borrowing equipment from a Third Party If you wish to borrow equipment from a Third Party you must be clear on this intention as it will require our insurers being informed and this will require a specific extension in business activity based on the insurer’s advices, a cost which will be borne by your Club or Society. All C&S that require any or all of the services listed above must direct all enquiries through the Clubs & Societies Coordinator (CSCO). The CSCO will make all the necessary arrangements on your behalf with our broker. We require a minimum of 10 working days’ notice to be able to work through the issues that might arise for our broker to review and ultimately approve or not as the case may be.

42. Clubs & Society Vehicles Usage & Policy • The Students Union’s Clubs & Societies Department currently own 3 vehicles for the purposes of enhanced service provision to aid and promote the development of Clubs & Societies activities and to reduce the large costs of private hire. • Further €4000 driver training • part-time employment during the summer while studying in UL as well. Becoming a C&S Driver • Land cruiser (7 seats) or Sprinter Van (7 seats) 20 years of age. • 21 years of age to drive the Minibus (17 seats). C+S cover the cost of getting a full D1 licence for up to a maximum of €400. • Require that you be proficient on the Sprinter Van (7 seater) for minimum 1 year prior to applying for the D1 licence.   • Committee Letter of Endorsement • Additional Driver Form • Vehicle Protocol Form • 2 most recent insurance certificate • (front and back) of their current driving licence. • For the Sprinter and the Landcruiser the driver must apply for, complete and pass a “Driver Proficiency Test”. The Proficiency tests will be held in week 3 of Semester 1 and Week 3 of Semester 2 by the Nessans School of Motoring • Annual Renewal of Driver Rights. • Towing (Trailers/Boats etc.) • Pursuing a D1 (Minibus) licence • Making a Vehicle Booking

43. Cleaning Vehicles/ Reporting Damage The vehicles are in your care and their cleanliness inside and out will need to be maintained to the highest standard possible by you in order to keep them in usable condition for as long as possible and to ensure the comfort of those travelling/ driving. After each journey :clean inside, empty out all rubbish, hoover and mop floors. Overnight: wash the exterior of the vehicle before its return. Visual Inspection by you at the beginning of each use. Report any damage or your will be held accountable: “Self Policing”. Log Book & reporting repairs. Refuelling: Will need to fill right up to the top until the pump clicks Glovebox Books & Guide to Admin: What to do if the C&S vehicle breaks down What Drivers must do if they are involved in an accident or in an Emergency Situation Travelling abroad with a C&S Vehicle

44. Vehicle Bookings In order to make a booking you will now need to have a registered driver. Email sent out two weeks ago with all info needed to do this! All info also available under admin docs tab. • For those who have driven for you previously – please note that driver rights need to be renewed every September! • For committees wishing to put forward a new driver: proficiency tests in Week 3. • Please provide Michelle with all relevant documents and request to take a test by Wednesday of Week 2 to be considered. • Look ahead for the year: Foreign Trips etc.

45. Health & Safety (as per Common Constitution) “The Committee and the members of the Society/Club will at all times do their utmost to comply with the Health & Safety Statement of the Society/Club to ensure any planned activities are safe to participate in and that members do not engage in behaviour likely to cause harm.”

46. CLIFF JUMPING!!!

47. Health & Safety (as per Common Constitution) Pg 26 The principles of Health and Safety Are based on the concept of • Risk Assessment, • Analysis, • Elimination and • Reduction.

48. Health & Safety (as per Common Constitution) A concerted effort to inform members Of their obligations relevant to your Health & Safety statement must be undertaken Each year new members sign up on-line they tick a box and agree to abide by your Health & Safety Statement

49. Health & Safety- Clubs & Societies Alcohol Policy The Alcohol Policy is designed: • To assist Clubs & Society committee members and their sub-committee’s in their Duty of Care to members where alcohol may form part of Club or Societies organised activities • To clarify issues regarding sponsorship • To promote a mature and responsible attitude to alcohol consumption and in doing so minimise any potential risk to fellow members.

50. Clubs & Societies Committee Administration RECRUITMENT DRIVE 8.30am - Construction/transport/Wiring 2pm – Arrive for set-up NOT BEFORE WE WILL EMAIL YOU IF THE SET UP IS COMPLETED EARLIER You need Laptop’s- Leaflets & Extension Cables – Pop-Up Stands & Pictures for Within the pods- Do Not stick celloptape etc to the Stands (It’s a €14K investment that has to last) 1pm START preparation of Sprint track for promotional purposes of LARGE equipment EXTERNALS 4pm Start-7.30pm Start Tidy up