Key Achievements 2012-2013

1. Key Achievements 2012-2013 • Cup Winners • 8 teams were promoted in BUCS • QM finished 73rd, up from 81st last year. • BL finished 124th, up from 125th last year. • 46 part-time coaches. • Over 13,000 student hours of coached sessions. • 65 clubs, with 1720 members.

2. Development Plans • Review of all submitted development plans • All clubs are then scored using the criteria marking model – Gold/Silver/Bronze/Foundation • Incomplete development plans will automatically be allocated foundation status. • Scoring system based upon development plan content, and actions of the club in the previous year. • Results of this then verified by 2 other staff members, and the 2 sport officers. • Information then sent out to all clubs.

3. How does the budget system work? • Grant allocated to Club Sport by the University, and this is be used to fund the 65 Sport Clubs. • 82% is spent on facility hire, for training and matches, and Affiliations and Licences. • Leaving just 18% to spend on all other areas which include Equipment/Officials/Transport/Health and Safety/Student Development and Marketing. • Once this money has been allocated there are no further funds available. • This underlines the importance of each clubs subs accounts, as this money needs to be spent wisely to help with the running and development of the club • All clubs should also plan some form of Fund-raising throughout the year to help to develop their club.

4. Moving forward…… • All clubs to meet with Club sport and set objectives/targets for the season ahead which will be reviewed throughout year. • Changes in the Development Plan – easier to complete, and scoring system will be less complicated. • The main things clubs need to be working on is their performance levels, member satisfaction and member participation levels. • New roles within Club Sport – Sports Administrator and Coaching and Club Development Manager • Opportunities at the Olympic Venues • New ‘QM Olympic Legacy Project’

5. Finance • Grant budget = is what is given to you by Club Sport and it should cover the basic needs of the club, including facility hire and affiliations/licences. • Within the grant budget you will have different specified areas, and the money assigned to each area must be used in that specific area. • Different codes for facilities/equipment/licences budget allocations. • Your facilities and affiliations budgets have already been allocated in most cases.

6. Finance • Subs account = this is the money that the club gets from people signing up to your club. • This money can be used by the club for whatever the club decides but needs to be in the best interest of the club. • Please think long and hard about what your club will spend it’s subs money on – do not waste it!

7. Claim forms • You will only be able to claim money back if the club has sufficient funds in its account, so check before making a purchase. • A claim form needs to be completed correctly with all details specified where requested. • Forms can be handed in at one of the 3 reception points – Qmotion, The Hub, The Box Office. • Claim forms need to be submitted by Monday, for collection on Tuesday morning, to be processed and taken to finance on Tuesday afternoon. • An email will be sent to the President/Treasurer once the claim form has been taken to finance and has been approved for payment. • Make sure that you get a copy of your form with a date of submission for your records. • Expect payment within 14 days from the Tuesday they will have been collected. • Claim forms can be collected from each of the receptions, or downloaded from the Club Sport website under ‘expenses/payment request form’.

8. Paying money into your account • This can include Sponsorships, Fundraising, any other reimbursements to the club. • Invoices need to be raised by finance for Sponsorship monies so contact CK with relevant information. • Payable to Queen Mary Students Union, sort code 20-57-06 / Account no 80737143 • When paying money into the Queen Mary Students Union account ensure have enough info on the payment – which club/what it is for? • Inform CK in an email that this will be happening so I can contact finance and let me know to be expecting the money, and where it needs to go to – Grant or Subs account (usually this will be subs account)

9. Managing your account • Keep a log (spread sheet) of all the spending in and out of the club • This spread sheet needs to be sent to CK on the 1st of the month, showing the previous months spending. • Keep copies of all receipts and claims • All money collected at any time should be paid straight into your account. • Please be aware that the finance system, Agresso, does not instantly update.

10. Club Monthly Reports • Treasurers will need to submit a monthly report by the 1st of every month, outlining what they believe the club’s spending was during the previous month. • This will then be checked with our accounts, and you will be contacted if there are any discrepancies. • All treasurers should be keeping accurate records of their clubs accounts that are as up to date as possible.

11. Coaches Invoice • Date and time of session • Number of participants • Team captain to initial participants numbers as correct • Signed by coach AND club president or team captain. • Coaches details need to be filled in on each invoice i.e bank contact details. • Sessions plans will be requested by JM at regular intervals throughout the year. • Coaches need to submit their invoices by the 1st of every month, and failure to do this will result in the invoice not being paid until the following month. • The invoice must be completed by the club, for the coach to submit, otherwise Club Sport can not pay the coach.

12. Transport Costs • Captain or fixtures secretary will be responsible for the booking of the transport (coaches). • Treasurers need to be responsible for ensuring that the club has enough money available in either the Grant or Subs account to cover the cost. • Please be aware that travelling by coach is quite an expensive option, so it might be cheaper to travel via public transport where possible.

13. Paying of Officials • Officials need to be paid by the club up front, and then claimed back through either the Grant or Subs account. • To claim the money back a claim from needs to be completed, with a copy of the receipt for officials, signed by the Captain and the Official attached. • It is the role of the Treasurer to ensure that the club has enough money in the accounts to pay for the officials.

14. Receipt for Officials

15. KUKRI • On-going issues – variety of problems • Summer has been spent trying to resolves these issues. • Meeting held on July 4th. • No action by Kukri so far. • Email sent to Senior managers on August 27th • Still no response – another email sent on 14th September.