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Learn the best practices and support systems for managing clubs and societies effectively. Understand the role of constitutions and practical considerations in day-to-day operations.
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Clubs & Societies Committee Administration Annual Seminar Part 1 AY 2016-2017
New Clubs & Societies – 15 Week Trial In the intervening time since the last council Meeting the following Clubs & Societies have emerged and request in advance of the first official Council Meeting in Week 3 to be permitted to start their 15 week trial submitted • Socialist Party • Students for Sensible Drug Policy • Airsoft (deferred)
Clubs & Societies by numbers • 10,000 • 4600 • 640 • 150 • 70 • 13 • 3 • 1
Best Practice • Bespoke system to the University of Limerick Students Union? • 18 years in the making • Learning from experience • Development • Growth • Future proof
Secret to Success • Understanding the system • Using the system • Using the supports
Support System • Staff that work FOR YOU- Paul, Michelle & Paraic • Students Union • Clubs & Societies Council • Clubs & Societies Executive • Constitution & Health & Safety Statement • Wolves Website • Committees • UL Sport & UL Arts Office
Wolves Website • Complements the various insurance policies - PLEASE NOTE: Nobody under 18 who is not a registered student of the University can be a member of C&S • The Health and Safety of all members is of paramount importance absolutely NOBODY is allowed to take part in the activities of Clubs & Societies no matter how risk free you perceive the activity to be, without the membership process being completed in full. • The In Case of Emergency number (ICE) ….facilitates event organisers with all Clubs/Societies especially with over sea’s events. (2011 saw 2 such incidents that involved the aforementioned to facilitate over sea’s repatriation of two members back to Ireland) • “Have you ANY medical conditions or requirements for prescription medication likely to affect your ability to participate in the activities of a club or society” and they are instructed to tick a “Yes” or “No” box accordingly • Stream lines general administration through simple & efficient functionality – ADMIN DOCS & COMMITTEE PAGE
Practical Considerations - The 3 Calendars • 12 months of the Year (52Wks) • The Academic Calendar (30Wks) • The Clubs & Societies Calendar ?????
The Clubs & Societies Calendar • Semester 1 • Week 0-Week 10 • Semester 2 is shorter and broken up • Week 0-Week 9 • = 19 Weeks • Use Summer & January wisely
Purpose of Administration Seminars • To understand & 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.
Common Constitution for University of Limerick Clubs & Societies A constitution is effectively your term of reference and the rules ,regulations and procedures on how to administer your Club or Society. It performs two very important functions • It is central to the effective administration of the club/society • In times of grievances and conflicts of interest (which are inevitable when administering large groups of people) it is the defining tool to resolve such issues.
Common Constitution for University of Limerick Clubs & Societies • Has been subject to professional and legal advice and was passed on the 7th February 2012 by UL Clubs and Societies Council. And will be again this year • Each Club or Society will then be requested to adopt the Common Constitution and fit it to their specific needs without removing or altering the primary content • New members sign up on-line they tick a box and agree to abide by the Common Constitution
Committee Organisation and Communication • Invariably, 9 times out of 10 it is a break down in communication that leads to a problem • Such as…. • A bill not being paid, • Entry fee’s being overlooked, • Missing Clubs & Society council meetings, • Rooms not being booked,
Committee - Organisation and Communication • Falling foul with Buildings & Estates on room usage • Missing the chance to book a C&S vehicle • Poor turn out at an event, or an empty venue for the fundraiser • Failure to register players correctly • Sponsorship falling through • Loss of a budget for failure to attend an administration seminar.
Day to Day Running – The Art of Communication • Effective communication is concerned with getting your message across to your committee or membership without being misunderstood. When done right, it can help elicit information, obtain the right responses, persuade individuals or simply inform others of the message you want to put across
Day to Day Running - Organisation and Communication This structure will create the environment for • Productivity • Enthusiasm • Commitment • Empowerment • Feel Good factor • Can be Infectious • Inspiring • Road Map (to progress or to resolutions) • Culture
Committee Organisation and Communication How do we avoid break down In communication? By using tools such as • Constitution • Health & Safety Statement • Agenda’s – Designate Specific Time • Minutes A/I = Action Item • Handover Documents
Effective committee meeting • An agenda of items to be discussed drawn from the membership/committee (Appendix and Sample Agenda) • An agreed date, time and venue • Distribution of all relevant information in advance of the meeting • Time Bound (Maximum 1 hour) • A timeline for each agenda item • An effective chairperson to move the meeting along and to generate and invite discussion AND when its time to move to the next subject.
Day to Day Running - Organisation and Communication • Generally speaking there should be standing orders .. the rules governing that meeting • An effective secretary to record only the most relevant aspects of the meeting, which should be - who agreed to take on certain tasks, the associated timeline, decisions made and to record the outcomes when delivered OR not as the case may be. (Sample Minutes in Guidebook) • DELEGATION is the balanced spread of the work load from the meeting through the use of ACTION ITEMS (A/I) – be careful multi tasking can be a way to mess up more than once. • When the previous steps have been carried out then DISTRIBUTE the information to the committee or to the membership as required. If people don’t know what you are doing on their behalf how can you expect their support and engagement
KEY WORDS • Time Bound • Delegation • A I ???????
A/I stands for Action Item not the other A/I ….Artificial Insemination
Committee Handover Documents • In effect it is a continuously evolving working toolfor the promotion and development of a particular club or society to capture necessary and relevant information. What did not work is as important as what did workin terms of a record of information to prevent the same errors or approach to an issue or event being undertaken again • Anime and Manga Society Handover Documents for President & Vice-President See Guidebook.
“You Cant Handle the Truth” • Embrace the feedback and separate out the “person” from the “office of the committee title” • “It’s not personal its business” -committee struggle big time with this! • Constructive criticism should be encouraged AND acted upon • The two-way street & a process by which people can agree to disagree.
Dishonest Communication Telling fibs-being economical with the truth- disingenuous Operating in a particular formal capacity which is always on behalf of others Trust is borne from being credible and reputations thrive or suffocate depending on how this is applied Clubs & Societies can and do implode in such circumstances- BEWARE
Think CAREFULLY before you press “send” • In this technological age your message can be INSTANT • First response will be a knee jerk reaction • 24 – 48 hours • Neutral one line response • Consult widely with committee • A more calculated response where you deliberate longer will work to YOUR benefit
Management Lessons & Motivational Speakers • This chain is a strong as its three weakest linksdemonstrating truly amazing teamwork. • Dr Twyman Towery in his successful motivational handbook, “The Wisdom of Wolves” …. Explains Wolves’ teamwork, loyalty and communication are the norm rather than the exception and it is exactly these traits that are so prized within corporate America. • … The attitude of the wolf is always based upon the question, ‘What is best for the pack?’
“Admin Docs” Your Admin Documents Tab contains all the templates you need for General Committee Admin. You will be referring to it a lot this year!!
Health & Safety – Foreign Trips If you travel abroad without having followed foreign trip policy you will be fined 10% of your budget for the year DO NOT LEAVE THE COUNTRY WITHOUT ADHERING TO THE POLICY In Brief: • Read “FOREIGN TRIP REQUIREMENTS” & then provide Michelle with a TRIPS PROPOSAL ( both under Admin Docs Tab) • Wait for your proposal to be APPROVED BY CS EXEC. • After approval of FTP you will need to provide us with further information (e.g. daily itinerary, EHIC numbers, nearest embassy details etc. )2 weeks prior to your departure. • Read the FOREIGN TRIP REQUIREMENTS document carefully- it gives you full Guidelines for travelling on an approved foreign trip . Please read carefully and adhere to policy!
SU Courtyard & Room Usage • To have an event in the SU Courtyard or elsewhere on campus: Forward complete “On Campus Promotion Form” to killian.stone@ul.ie and michelle.whyte@ul.ie • After Hours or Weekend Booking of SU. Possible in exceptional circumstances. Contact Michelle for details. • SU Room Booking: You can book rooms on behalf of your Club or Society through the Wolves Website. These are often booked out by the more organised committee members from the start of the year but don’t despair just yet………..
External to SU Room Bookings (1) You might find that the rooms in the SU are with booked out or do not meet your requirements (e.g. too small/ no AV equipment). There are certain rooms throughout campus that can be booked by Michelle on your behalf! • Fill out room booking form taking particular care to give correct details! If wrong details given you will have to amend and this will prolong the process • Email complete form to Michelle who will then liaise with Buildings and Estates on your behalf to complete room booking. • Michelle will email you with a booking reference when booking has been confirmed.Please print/write down this unique code and bring it with you to your room booking. This is to ensure that:a) you are fully aware of your correct room booking details. B) In the event that there is a mix-up with room bookings you will be able to show this proof that your booking was confirmedto UL Security. • Bookings can only be facilitated if form is received at least 5 working days in advance of booking. Get your bookings in on time to avoid disappointment!
External to SU Room Bookings (2) • If you are “lending” your booking to somebody it is important that you let us know! • Always leave booked rooms exactly as you have found them with all rubbish cleared away and all furniture returned to it’s rightful place. • These rooms are loaned to use by Buildings & Estates Dept. Failure to comply with their rules will result in users being charged for the cleaning costs and B&E will reserve the right to deny access to the spaces concerned to any group that do not adhere to the regulations.
Clubs & Societies Council & Executive The Clubs & Society Council is a constituted body, which is formally recognised as such in the UL Students Union constitution as the sole representative voice of the C&S collectively on campus All elected student members of the Clubs and Societies Executive have full voting rights. In addition the Students Union President has full voting rights. The Clubs and Societies Executive also includes non-voting members (SU General Manager, UL Arts Officer & Sports Officer, CSDM & CSC) • Weekly Meetings • Attendance at Council • Marking & Presenting of C&S Awards • 2 Off-Site Working Days • Regular input required on Exec Facebook Forum. Election for New CS Exec Members at Admin Seminar 2 on Tuesday! 6 positions Available
Election of ERB Rep Next week will also be electing a new ERB Rep at Admin Seminar 2 • Five Members • Student Council nominee • C&S Council nominee – that’s one of you lovely people • PSU nominee • Executive Nominee • One Sabbatical -not seeking re-election What does ERB do? • Ensures election rules and regulations are abided by. • Meets as a committee – once with all the election candidates. • Most of the work, i.e. discussion and election material approval, is done over facebook .
Budget Appeals Committee - 6 positions 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. • Branding Rep - 1 position
Idea of SoUL Arts Fest is for all Societies to base your main event of the Semester during week 8 . • This “Collective Platform” will bring more exposure, promotion and hopefully in turn PARTICIPATION….. • Deadline for adding your event to the timetable is Friday of Week 5! • You can pop in and discuss or simply drop me an email!
