Sports Club Committee Training 18 th September 2015

Chairpersons & Secretaries Role Specific Training

Ice Breaker Activity Speak to someone you don't know and find out the following: Their name Where they are from What's the most embarrassing thing they've ever done?

Session Aims Slide Title Understanding of the level of responsibility you hold as leaders of your clubs Develop an increased understanding of leadership skills related to your roles Understanding of the administrative duties of your role (Secretaries) Provide an overview of the policies and procedures you need to be aware of

Information that everyone needs to know...

What does everyone need to know? Slide Title You need to know about Club Culture Position of Responsibility Representing Members Policies & Procedures Sports Club Constitution Registration & Membership Process Using the Students' Union Website

Club Culture

Rate you club culture... Slide Title Definition of culture The attitudes and behaviour characteristics of a particular social group Complete the slip stating your score and why you believe this is an accurate account of the culture within your club. Negative Positive

A positive club culture... Slide Title FUN INCLUSIVE ENJOYABLE CHALLENGING SOCIAL PERFORMANCE FOCUSED WELCOMING FRIENDLY OPEN TO CHANGE DIVERSE

Responsibility

You are responsible... Slide Title As a committee member you hold a position of responsibility. This means that if there is a disciplinary within your club, responsibility could fall on you, even if you weren't directly involved. Consequences are wide ranging and it could be that you are stripped of your role and restricted from being on any committee in the future. You could also have to face Students' Union and University Disciplinary procedures.

Represent

Represent your members... Slide Title The committee exists to represent club members What would you do in the following situations... The club committee is discussing the option of buying a large piece of equipment from the clubs account and can't come to an agreement Club members are unhappy with the time of one of their training sessions Club members want their Sports Ball tickets subsidising using club funding

Policies & Procedures

There have been a some changes... Slide Title You have to do everything we have covered whilst operating within the Students' Unions policies and procedures. Some Policies and Procedures will be covered in more detail shortly but I would strongly recommend that you familiarise yourself with all of them. They can be viewed on the Students' Union Website.

Sports Club Constitution

Your club constitution... Slide Title The constitution is a document that sets out the rules and practices which govern your club It includes details about: Purpose Membership Committee Meetings Roles Finance Winding Up You will all have to sign the updated constitution to show that you agree on and understand how your club should operate

Membership & Registration

What's the process? Slide Title The process can be viewed on the Students' Union website anytime. Let's go through it step by step It's vital that everyone registers on the SU website and pay's the appropriate membership and it's your responsibility as a committee to make sure members complete the process. We will be doing spot checks at training and before fixtures!

SU Website

Make the most out of the website... Slide Title You have access to the following tools via the SU website Edit your page content View members View Sales reports View Purchase Reports Send messages to members Upload Resources Set up a product (Chairs & Treasurers Only)

Make the most out of the website... Slide Title We need a volunteer to log in to the website so we can show you how it all works!

Understanding of roles What do you know about the role of Chairperson? What do you know about the role of Secretary?

What makes a good Chair? Leadership Strategic thinker (longer-term focus) Great communicator (two-way process) Confident Patient Passionate General understanding of other roles Effective delegator Conflict manager (not taking sides) Many of the things that will make you a good Chair are things that graduate employers are looking for!

Chairperson Main duties and responsibilities Be the face of the club (SWG and S&PAO) Lead on the development of the club (KC) Chairing club committee meetings (see hand-out) Chairs Breakfast Meetings (Min 3) Ensure the club is financially sustainable Varsity contact Other club specific duties as required

What makes a good Secretary? Well organised and prepared High need for control and order Good communicator (especially written) Proactive Effective delegator Remaining Impartial Confidentiality Again, these skills are attractive to potential employers for a range of roles

Secretary Main duties and responsibilities Slide Title Administrative lead for the club Registration and membership Schedule and notify committee members of club meetings Taking minutes/action points at committee meetings and sharing with the club membership Send round information from the Student's Union to your club members (on request) Main point of contact with your National Governing Body (LS) Booking rooms Collecting club post from the HUBS (pigeon holes) Wing Man/Woman! Other club specific duties as required

Taking minutes/action points Important to keep a record of action points so you know who is doing what and by when Create an agenda in advance Don't try and write every little thing down! Summarise and ask for clarity Send them to the Chair before sharing them Add minutes to your webpage Template available on committee resources pageTemplate

What is leadership? "...the capacity to influence people, by means of personal attributes/behaviours, to achieve a common goal" CIPD

Leadership (Having a plan) Club Development Plan - working with Kirstie Makes it easier to see what needs to be done when it is broken down in a plan Gives you more credibility as a leader What will a successful season look and feel like?

Leadership (Delegation) "entrust a task or responsibility to another person, typically one who is less senior than oneself." What are the positives and negatives of delegation? Not delegating enough is a very common mistake You cant do it all! You don't need to know everything Have a simple plan Set the parameters and give them the control and accountability Check progress

Leadership (Delegation cont.) "As chair of the committee I haven’t organised a social, fixed anything, filled in a safety form or organised any transport, That's because there are 8 other people who all are experienced and who without fail fulfil their committee role to the letter" Club chair - 14/15 season

Leadership (Scenarios) One of your committee members stops coming to meetings and won't return your s/calls. Their work is not getting done and you are becoming stretched by having to pick up their responsibilities. –Have a chat to the person next to you about how you would manage the situation Talk to them (if you can get in touch) and find out if they are ok Do they need any support? Could be confidence issue for example Ask them if they still want to do the role Contact SU staff for support Call an EGM and re-elect the position (must be done through the SU)

Leadership (Scenarios) You discover your Social Secretary has organised a social with an inappropriate and offensive fancy dress theme (real past examples include Ebola patients and rape victims). Have a chat with the person next to you about what you would do in this situation. What action would you take? Contact them directly and tell them that the social cannot go ahead as planned due to the potential reputational damage to the club and the Union/University.reputational damage Make them aware that the social could have severe consequences for the individuals involved and the wider club.

Policies and Procedures Slide Title BUCS Procedures Health and Safety Democracy and Elections Finance and Funding Transport Code of Conduct Tour Social Behaviour & Culture

Policies and Procedures (Sports Working Group) Slide Title A standing committee who represent the views of the student body on all sporting matters. Support the Sport & Physical Activity Officer Vital link between clubs and S&PAO and SU Staff Varsity and Sports Ball support Community projects and fundraising New Team Hallam stash! Emily will be in touch with nominations process soon 9 positions elected in October bye- elections Roles Recreation Rep Participation and SS Rep BUCS 'Individuals' Rep BUCS 'Team' Reps x 3 General Reps x 3

Quiz Slide Title 1.How many BUCS Team Reps are on the Sports Working Group? 2.Name three positive aspects of club culture we discussed 3.How many clubs now have a non-BUCS development squad 4.How many Chairs Breakfast meetings are we hosting 5.How many Team Hallam members did we have last season? 6.What % change in session attendance did S&C get last season compared to the previous season 7.How many teams are entered into BUCS for the 15/16 season

Session Aims Slide Title Understanding of the level of responsibility you hold as leaders of your clubs Develop an increased understanding of leadership skills related to your roles Understanding of the administrative duties of your role (Secretaries) Provide an overview of the policies and procedures you need to be aware of

Questions? Slide Title

Sports Club Committee Training 18 th September 2015