General Committee Training

1. General Committee Training UEASU Opportunities

2. So, what is this all about? • The basics to help run your student group • Standards that you're required to uphold • How to get support, and what we can do for you

3. The Basics – The Website • UEA.SU can help you do almost everything you'll need to do • Just some of the things you can do:  • Set up an event with free tickets, or charge money for them • Sell products, like hoodies, tshirtsetc • Embed your twitter so your members always know what's going on • Book rooms • Find how-to guides • Contact your members

4. Using the website – Demo 

5. Your admin tools

6. The Basics - Committee hub • Login to www.uea.su  opportunities tab  committee hub • Will take you to all information you need to run your society

7. Committee hub – it's probably here!

8. Where can I find this presentation?

9. The Basics - Room Bookings • Process: UEA SU – Opportunities – Room Bookings​ • You must email a Risk Assessment to union.info@uea.ac.uk along with the booking.​ • Our reception team will handle your request – need at least 3 full working days before • Do not email UEA room bookings directly – they will not process your request • Inform us if you are bringing an external speaker at least 4 weeks in advance • Why? • A proper event management plan may need to be written • It has to also be approved by UEA

10. The Basics - Room Bookings/Events • Risk assessments are for any events/socials/activities happening as part of your student group • …even if they’re not on campus • We have plenty of templates for different types of events on the committee hub. Just download the closest template, and edit the details to match your event • You only need one risk assessment per type of event, this can cover the whole year.

11. The Basics – How do I book a room? • Fill in the form on the website • Email your risk assessment to union.info@uea.ac.uk along with the booking.​ • Reception will handle your request – need at least 3 full working days before You’ll need to inform us if you are bringing an external speaker at least 4 weeks in advance

12. The Basics – How do I book a room? Why?? • If a proper event management plan needs to be written, we can help! • UEA need to know what’s going on in their rooms • We need to know you’ve thought about the risks and how you’re going to ensure your events are safe

13. The Basics - Trips • You’ll need to let us know if you’re planning a trip – we can help! • Find a trip form in committee hub > Events > Trips. Send this to Aden when you’re done! This is so we have all the details of your trip, and can help should anything go wrong • If you're going abroad and don’t fill it in beforehand we will have to issue a fine of £50 • You must fill out a risk assessment that covers the activities on the trip. • All club tours must go through James Raywood

14. The basics – eXpense365 • Reimbursements are done through the app for anything you have purchased on behalf of your society or club • You can download it for android and IOS • Here’s our short video on how the app works • You can find it by going to Opportunities > Committee Hub > Finance Guides on UEA.SU

15. Grants! Student Group Grants Student groups can apply for money to do cool stuff/buy equipment from the societies and sports execs Event grants If you want to run a large scale event, we have allocated £1500 to give three new events a kickstart! (That’s £500 per event!). You can find more details in the committee hub under events > event grants 

16. The Basics - Who Are Your Members? Non-UEA students: • Life members • Associate members • E&O college Types of UEA Student: • International Students • PGR and PGT students • Mature Student • HSC students/students on placement • Students with caring responsibilities • Into students • Under 18s

17. How can I include all these members?s • Having a variety of socials • Having events at the weekend or in the evening, as well as during the normal working week. Remember, not everyone gets Wednesday afternoon off! • Holding some events outside the standard academic year e.g. summer. PG students, international students, and students on placement are still around! • Ask your members about their access needs so you can find a venue that everyone can attend • Translate some of your materials if you speak another language!

18. Good Practice – Members: Get Them & Keep Them • We often have to give refunds to students who join groups that ‘do nothing’. Don’t be one of these groups! • SO, what can you do?

19. Good Practice – How to get members • Sell yourselves! • At soc/sports fayre, at refreshers, in lectures, online, to your housemates! • Update your UEA.SU page with where and when you meet, and committee contact details in case students want to join mid-year

20. Good Practice – How to get members • Encourage current members to bring their friends to your socials and events • Collab with other student groups to share your interests • Have good initial contact – have a socials early on in the year and keep this momentum going

21. So, we have members, how do we keep them? • Do a variety of events – no one will love all of your events, but each person will find something they’re interested in! • Communicate with your members! Facebook is great, but it’s not the only way! Make use of the messaging feature on UEA.SU as well, so that no one misses out on your events

22. So, we have members, how do we keep them? Do what you said you’d do • ‘we have regular meetings’ • ‘we have socials every Thursday’ • ‘we’re the friendliest group on campus’. Be honest about the commitment you need from your members • People leave if it’s more commitment or more money than they thought • Make it simple and transparent what is required of members

23. So, we have members, how do we keep them? • Encourage connections between members – if people make friends, they’re much more likely to stay • Have icebreakers, do activities that require people to talk to each other and work together   • Have regular events for people to see each other often • Split up the committee at events and go and mingle with members

24. So, we have members, how do we keep them? • Show your members you value them • Learn their names • Speak to them at socials and events – introduce yourself to everyone, especially if you spot a new person • Ask people personally if they’re coming to an event • Notice when they’re not around and get in touch! • Ask members opinions and help them have a stake in your group

25. Standards: what we expect of you

26. Good practice - doing it right • Keep in contact with us – especially if you have any issues, we can help! • Provide equal opportunities and ensure your society is a safe space for all • Treat resources and properties with respect • Don’t spend money that your club/society does not have • Don’t sign anything e.g. contracts, sponsorship without talking to us • Adhere to our policies and procedures, e.g. risk assessments, guest speakers

27. Good practice - doing it right • You abide by the SU’s code of conduct • You are not outside of the law because you’re part of a student group • You have a duty of care to your members • ‘you must take reasonable care to avoid acts or omissions which you can reasonably foresee would be likely to injure your neighbour’.​ • As a committee member, you have accepted the responsibility of leading others. You owe them a duty to ensure that they are not exposed to a foreseeable risk of injury, as far as you reasonably can.​ • That is, you must not create a foreseeable risk of injury and you must take reasonable steps to deal with any foreseeable risk of injury which exists or arises.​ • There is a process if this is broken • First it will go through the UEA disciplinary process • Some cases will go on to be reported to the police

28. Good practice – doing it right • In line with duty of care, this means: • Initiations are not permitted, as they go against the code of conduct What counts as an initiation? • The expectation to have to do something in order to feel accepted into a group, which may include: drinking alcohol, eating mixtures of various food stuffs, nudity and any other behaviour that may be deemed humiliating.

29. Good practice – doing it right To mitigate the risks associated with alcohol: • You’re required to have two sober people in charge for any drinking socials • These people will be in responsible should anything go wrong, and to help members get home safely • Don’t put pressure on people to drink, or drink to excess. This includes drinking games. This goes against your duty of care, and breaches the code of conduct. • To help with this, we have partnered with ABC, Courtesy, and Five Star Taxis for the Safer Taxi Scheme • Just give them you student number when you call • You will be invoiced to pay for the cab at a later date, to allow you to get home safely

30. Do something different • Do something different is an opportunity for societies to increase their membership as well as promote their regular sessions • It can be pretty much anything! • Free sessions for students to attend  • We can support you with up to £40 to run your do something different session • If you are interested in running a session, please contact chloe.platt@uea.ac.uk

31. It stands for the General Data Protection Regulation New legislation came into effect in May 2018, so you need to be aware of how to use any data Outlines how data can be stored and used, to give control back to citizens and residents over how their personal data is used You need to think about: Why are you collecting the data How are you collecting the data What the data will be used for How it will be stored and destroyed GDPR – what is it?

32. No details can be collected on paper This includes getting members to write their names and email addresses down, or taking paper registers at events You are only allowed to use people’s data for the exact reason they gave it to you For example, if people have signed up for your society, you are only permitted to email them about society related activities. You can’t use their data to try to sell them things etc, as they have not consented to their data being used in this way. How does this affect my club or society?

33. Collect all data through the website If you need an attendance list for an event, get people to buy a ticket through the website and you will get a list of those who have done so. The tickets can be free If you really need to take a paper register, please contact us at union.opportunities@uea.ac.uk and we can organise something with you. What should I do instead?

34. By signing the register of this training session you are confirming that you have heard and understood the implications of the GDPR, and accept that you will treat all data accordingly A copy of the GDPR Regulations 2018 will be emailed to you after this session.  What happens now?

35. useful contacts

36. useful contacts Activities & Opportunities Officer 2019/20 – Ali Perez • Elected by students • Helps improve the student experience • Will help you through any issues you may have • Chairs soc exec and sports exec, who give grants to clubs and societies  Contact Ali at A.Perez@uea.ac.uk

37. useful contactsOpportunitiesz • Student Groups Administrator • Money  • Societies exec  • Society development • General questions • Website • Elections • Training • Expense App • Membership • union.opportunities@uea.ac.uk • Alun Minifey • Head of Opportunities Department • Oversees the department • Helps implement the elected officer’s manifesto • Student EventsCoordinator​​ • ​​ • Events​​ • Risk Assessments​​ • Trips

38. useful contactsOpportunities • Student Opportunities Coordinator (Buddy Coordinator) • ​ • Organises the Buddy Programme​ • Event running​ • Victoria Cook  • Student Enterprise Coordinator • Enterprise • Pop-up markets • Fundraising • Chloe Platt ​ • Student Events Administrator (Do Something Different) • ​ • Organises the DSD programme​ • Event running • Student Opportunities Coordinator (Widening Participation and Outreach) • ​ • Working to improve outreach opportunities and widening participation

39. useful contactsother departments • Union Info - Union House Reception • Contact them about: • General union queries and information • General website queries • Booking a room • Printing • Society Packages that have been delivered to Union House • union.info@uea.ac.uk

40. useful contactsother departments union opportunities Money enquiries: su.accounts@uea.ac.uk App enquiries and general enquiries: Union.opportunities@uea.ac.uk • Jonathan Murray • Marketing Coordinator • Poster questions • Getting your event on the plasma screens in Union House • Getting items into the undergrad and postgrad newsletters • Union.marketing@uea.ac.uk

41. useful contactsUEA Sport • Sophie Thomas • Student Sport Performance Manager • Supports sports clubs and scholars to maximise their performance • James Raywood • Student Sport Operations Manager • Oversees all sports clubs • Manages storages • Coordinates off-site facilities • Budget and Subsidy man • Jacki Robinson • BUCS & Comps Administrator • Organises everything BUCS • Organises travel, accommodation, entries • Katie MacCallum • Student Sport Administrator • Can help you with all your general queries

42. Any questions?