Societies committee training

1. Societies committee training 2018/19

2. Agenda of Training 2018-19

3. SOCIETIES EXEC 2018-19

4. Section Heads • Academic & Careers • Davidohare@lsu.co.uk • Section Meeting- Monday 22nd Oct 5-6pm Board Room • Culture & Faith • Aarushimittal@lsu.co.uk • Section Meeting- Friday 19th Oct 7-8pm Council Chambers • General Interest • Abbyreynolds@lsu.co.uk • Section Meeting- Wednesday 24th Oct 5-6pm Board Room • Outdoor & Sports • Alessavoigt@lsu.co.uk • Section Meeting- Thursday 25th Oct 5-6pm Board Room • Performance & Arts • Jessbenham@lsu.co.uk • Section Meeting- Tuesday 16th Oct Oct 6-7pm Sky Room • Development Officer Vice Chair SocSport Chair • Ashboland@lsu.co.ukChrisbriggs@lsu.co.ukNataliedoyle@lsu.co.uk

5. GDPR 2018-19 • Due to new legislation, data protection is the bane of my life • BCC (blind copy) in emails • No physical copies of contact details, including electronic copies like excel spreadsheets • Please only use the website (message centre) to send emails • Make sure you only use this to message members about your society and NOTHING ELSE (no promos etc.) • If you have members under 18, committee members need to be DBS checked- https://www.lsu.co.uk/getinvolved/action/essentialdocuments/crb/ • Parental/guardian consent form to be submitted if you have under 18 members: https://www.lsu.co.uk/getinvolved/societies/essentialdocs/tripadvice/

6. What’s Changing? • Data protection is nothing new. GDPR is an amendment to existing data protection law. Crucially it strengthens the rights of individuals and gives them the “right to be forgotten” • GDPR mandates that organisations- • Only process data for authorized purposes • Ensure data accuracy and integrity • Minimize subjects’ identity exposure • Implement data security measures • The fines are now MUCH bigger for organisations breaching data law • New measures in place from 25th May 2018

7. What is Data? “Personal Data is any information relating to an individual, whether it relates to his or her private, professional or public life. It can be anything from a name, a home address, a photo, an email address, bank details, posts on social networking websites, medical information, or a computer’s IP address.” – EU Commission Over the past few months you’ve possibly been contacted by several companies personally telling you about “the new way we’ll be contacting you going forward” – This is marketing speak for “We’re changing how we do things because of the new GDPR laws!

8. How does this Affect my society? • LSU (and therefore all societies) are already bound by the Data Protection Act. This is merely an extension of the existing laws. • People are much more aware about how their data is being shared when they previously thought it was private and confidential. E.g. Facebook and Cambridge Analytica • You can’t bombard people with advertising on their email addresses. That’s unlikely to be what they signed up for. • As a committee member you will have access to a lot of private data through your societies memberships page on the website. It has not been collected for your own personal interest or to use. • You DO have permission to contact your members. They’ve signed up to join your club. But you • must use the websites messaging function.

9. Facebook pages • Do – Promote society activities • Don’t – plug your business • Be – Aware of photos – are people happy for them to be uploaded online? • Emails • Do – contact them for the reason you said you would • Don’t – pass email addresses (or any other data) to any other organisation (including “sponsors”) • MSL / LSU Website • Do – use it for keeping track of membership/ticket sales and use its messaging system • Don’t – use it to access any data that you don’t need

10. ESSENTIAL DOCUMENTS • Now on to the fun stuff • - Code of Conduct • Please use the template provided and amend it to fit your society • (Needs to be signed by 3 committee members) • - Constitution • Please use the template provided and amend it to fit your society • - Asset List • Please make sure that you have included the total number and prices of your assets on your lists. • - Risk assessments (:

11. Risk Assessments “A Risk Assessment is simply a careful examination of what, in your work, could cause harm to people, so that you can weigh up whether you have taken enough precautions or should do more to prevent harm” HSE It has to be “suitable and sufficient” Risk should be reduced “as far as reasonably practicable”

12. Risk Assessments • A Risk Assessment is… • An action plan of how to deal with hazards and risks, to show your way of ensuring you have a course of action to lessen the impact of any hazards. • A Hazard is – • Anything that can cause harm. • EG- Equipment, slippery surfaces, drunk students. • A Risk is- • The chance or likelihood that someone will be harmed by the hazard. • Harm is- • Injury, ill-health to people and • Effects/costs to the University/Students’ Union

13. I’ve identified a risk Now what? • A control measure is… • A way in which you’ll remove or reduce the risk

14. Reasonableand Suitable • “Reasonably Practicable” • What is Reasonable? • A fair and sensible solution to reduce risk. • e.g. Stage Soc to put warning tape on the edge of the stage so they don’t fall off • It would not be reasonable to put “build a lower stage” into the risk assessment • “Fair and Suitable” • What is suitable? • Something which will achieve the goal of reducing or eliminating risk. • Stage Society telling people about the stage edge once, in society induction week, is not suitable nor fair.

15. So when do I need to do a Risk Assessment? 1. Core/regular activities This will be completed annually, or when there is a significant change to your activities. This is what is required under the Union’s insurance that you’re covered by. You will need to inform all members of your group what is expected of them, based on the risk assessment you have produced. Some societies choose to do this via a code of conduct or by sending the risk assessment to all their members. 2.  Additional activities and one-off events If your society or student group decides to organise a large one off event, such as a conference or a weekend away camping, then you’d need to do a separate risk assessment as it falls way outside of your regular activities. But for smaller one-off events at reputable companies, like restaurants or cinemas, we wouldn’t ask for one, as they have their own risk assessments and public liability insurance. For example, if Model United Nations Society wished to take part in some go-karting at a local race track as a one off trip, we wouldn’t ask for a risk assessment. They would still need to follow the Union’s procedures by submitting a trip form and passenger list and ensuring that any cars being used for transport are registered with LSU. However, if Model UN wanted to go there weekly, then this would become a core activity and they’d need to amend their Risk Assessment to include it (as in Point 1, above). We’d be happy to help you. If you’re not sure then speak to the staff in your activities section for advice, better to be safe! 3. External organisations If you are using an external organisation or facility for regularactivities, we will need to see a copy of their risk assessment and public liability insurance to check all risk has been reasonably addressed. We’d advise that as good practice you ask to see a copy of the risk assessment from any company you decide to use so that you know how to keep yourself and others safe, even if you’re going as a one off.

16. Risk Assessments Think of a Risk Assessment (RA) as aCHECKLISTofhow safe your event or activities are. It provides a checklist of what could go wrong and the measures that need to be taken to prevent that from occurring… AND IF AN ACCIDENT/INJURY DOES OCCUR, THE FIRST THING THAT WILL BE REQUESTED BOTH IN LAW/DUTY OF CARE AND IN TERMS OF INSURANCE WILL BE…. THE RISK ASSESSMENT!

17. Asset Lists Why do we have them • All of our societies need an asset list. Each year LSU opens up grant applications for you to buy things for your societies. You also spend your membership money and sponsorship. • Without an asset list LSU can’t give you any more money. We can’t give money every year for the same things • It protects you from accusations of misuse of funds or resources • It supports your society to grow and develop. • Next years committee will benefit • You will benefit from better organisation

18. Asset Lists What do I do • The chair and treasurer will be sent a copy of your existing asset list (if you have one) • They will need to check it • They will need to add anything that is missing • They will need to alert us to anything that is on the list that you don’t now have • We need the following information: • What is it • How much is it worth (what would the cost of replacement be?) • Where is it stored? • What condition is it in?

19. What is a constitution? This is your governing documentation • To make it really simple. A constitution is: • It governs how your society operates • It tells you how you should run your elections and AGM • It makes sure that you’re operating inside of LSU’s rules (bound by charity law) • It tells your members what they can expect. • It sets out the rules for what happens if your society folds

20. What is a code of practice This is basically the minimum expected standard of members and committees • To make it really simple. A code of practice will cover: • Basic (but minimum) standards of behaviour. • A clear red line where by we can set out what’s good enough and what’s not acceptable. • Minimum, but mandatory standards for health and safety. • (this will come from the control measures in the Risk Assessment)

21. Events • Risk Assessments (Health and safety) • Please send your standard risk assessments to Giulia (Core activity) • Three committee members need to sign off the risk assessments • One-off events require you to fill in a separate risk assessment (outside your core activity) • Example of events that do not require Risk assessments: Restaurant; pub; cinema; • Please DO NOT send back the template version • Need to know where the events are happening in order to help you. • Template on website- Essential docs • Accident Form • https://form.jotformeu.com/72332397726361 • Trip Form • Where is the society is going? • What is the activity (needs additional risk assessment if outside core activity) • https://www.lsu.co.uk/getinvolved/societies/essentialdocs/tripadvice/ • Passenger List • Need to know who is going on the trip • Cannot be printed and can only be shared to Giulia • Form on the website- Under trip advice • If core activity includes traveling, your car needs to be registered and you need a registered driver. https://www.lsu.co.uk/services/bookingsandregistrationforms/vehicle/

22. Events • Please do not run/advertise any events in houses • Non-Member Disclaimer form • https://www.lsu.co.uk/getinvolved/societies/essentialdocs/tripadvice/ • - This needs to be signed and sent in for big events (cannot be part of your core activity) • Examples: Space society conference; Latin fever Salsa • Tech • Please book tech for your events in the union at least 2 weeks in advance • Form: https://www.lsu.co.uk/services/tech/book/ • Camera Booking • Please book the camera for your events in the union at least 2 weeks in advance • Form; https://www.lsu.co.uk/services/bookingsandregistrationforms/camerabooking/ • Forms need to be submitted at least 2 weeks prior (or more) to your event, along with your guest speaker forms (if this applies). Please do not advertise your events unless you have got a confirmation of your rooms. • Room Booking Form • https://www.lsu.co.uk/services/bookingsandregistrationforms/eventsrooms/ • Societies Exec Events reps: societiesevents@lsu.co.uk

23. Introduction to SU Finance Where we are? Societies Office first floor left at the activities helpdesk Students Union Finance Office Located on first floor 10am-4pm Services Payments-Claims through eXpense 365, Invoices sent through to Giulia (including stash), Timesheets for wages, Grant claim forms

24. Your ‘account’ Each society is given its own “finance code” within the SU. Its not quite the same as a regular bank account, but it keeps your money safe and separate from other ones. ALL MONETARY TRANSACTIONS RELATED TO SOCIETY ACTIVITES MUST GO THROUGH THE SOCIETY ACCOUNT AND THE SU! Your Society Finance Code Your money is collected under a 3 character department code which is separate from everyone else’ E.G. A05 When a member buys a product from www.lsu.co.uk/online the money will go into the society’s account under this code. This code is used so that SU Finance know who the money belongs to. These account are in place to prevent members from having to spend their own money on society good. If anything bad ever happens, your money is protected under the SU.

25. eXpense 365

26. eXpense 365

28. Your ‘account’ Keeping records Please put your bank details online, keep all VAT receipts to claim back using the eXpense 365 app You will all have been given a RED OR GREEN book as well as having access to the eXpense 365 app. This is your insurance in case of the app not working. Simply fill in date, description and account of each transaction. Also the debit and credit after each one. Due to GDPR this needs to be kept safe by treasurer and handed down each year. If this is lost there will be a £10.00 replacement.

29. Online Product Requests All monetary transactions must be put online using the online project request page www.lsu.co.uk/online Please allow plenty of time for the products. to be put online Please select the type of product you'd like adding to the website:  Generic Product Membership Stash- Tickets need to be up before you place your orders Ticket 50p admin charge if your ticket is under £30 and £1 if it is over.

30. Online Product Requests

31. Processing Invoices Sometimes a company will give you an invoice for a product or service. All invoices must be either emailed or brought to societies office for Giulia to approve. Chair and treasurer are to be informed if they are not submitting it DO NOT pay for invoices directly This process can take up to two weeks so please give yourself plenty of time when planning activities

32. Wages for Coaches A society member cannot be a paid coach/instructor All external instructors need to either fill in a timesheet and will be paid by BACS or an invoice with a UTR and either emailed or handed in to the societies office directly to Giulia. They must also have a completed Societies Coaching Contract DO NOT pay for invoices directly Please do not directly pay any invoices and claim them through the app in case there is a problem with the invoice.

33. Societies Grants Societies can apply for assets that stay in the society through the Grant application procedure. • The Societies Grant is an opportunity for LSU societies to bid for money to purchase items that benefit their members. The following rules are in place to ensure that the process is done fairly and that the purchases benefit all members. • Emergency First Aid at Work can be provided to students if it is stated on their grant application form. The society must also provide reasons as to why the society will benefit from having trained members • Sport-based societies and others that require one can apply for a Basic First Aid Pack • The Grant money can be used for equipment that will be of benefit to the Society’s members (e.g. a tent, microphones, keyboards, tools etc.) • The Grant money cannot be used for transport as this is an expense that societies should account for in their budgets and is only of short term benefit • The Grant money cannot be used for one-off trips or events unless the trip has long-term benefits for the society members or the society (i.e. visiting a sponsor) • The Grant cannot be used for printing as this is a cost all societies must take into account

34. Societies Grants • Any new assets purchased must be updated onto the societies asset list when received. • All summer grant money MUST be spent and claimed back by the 30th October. • To claim back money through the grants you would need to submit a PAPER CLAIM FORM ONLY, using your society grant finance code. • Winter Grant applications will be open from the beginning of November.

35. WEBSITE Chris Briggs

36. 5 main functions as an admin (log in first) • Edit the page • Add widgets for Products • Sales reports • See all members of your Societies • Send Emails to members in your Societies

37. Editing the Page • Content and layout • ‘Child pages’ • Hyperlinks Steps: Select the ‘edit’ admin icon at the top right Select ‘edit page’ Make your changes in this editor window Select ‘save/exit’ Select ‘publish’

38. Adding Widgets • Same link- Edit Page

39. Adding Widgets on your page 1

40. Name and then save a widget 1 2

41. Adding Widgets • Then when you are back editing the layout of the page, you can choose where the products sit on the page. • Select ‘Widgets’ and then select whatever name you saved it as.

42. Sales Reports • This time, select the ‘edit’ admin icon at the top right. • Then select ‘{your societies}’s admin tools’.

43. Sales Reports • Choose ‘Sales Report’. • Now, select the date range that you want. • And choose between: • Sales Report = Total quantities of each product sold in that date range • Purchasers Report = List of names of people who have bought each product • Customisations

44. See all society members • Select the ‘edit’ admin icon at the top right. • Then select ‘{your societies}’s admin tools’. • Then select ‘Members’.

45. Send and email to your society members • Select the ‘edit’ admin icon at the top right. • Then select ‘{your societies}’s admin tools’. • Then select ‘Messages’.

46. Send and email to your society members

47. Send and email to your society members • Can select all members, a specific group of members, or individuals (at bottom)

48. Send and email to your society members • Due to the nature of data protection – this is how you must email your members. • Please do not collect or populate separate lists of student detail. All members will appear through our membership system

49. BRANDING 2018-19

50. Bad Examples Don’t distort or squish the logo Don’t recolour any part of the logo Make sure the logo stands out from your background (can use solid black or white)