1. Picture?
Core Officer Training

2. Why did you stand for election?

3. Personal fulfilment / development
To serve the best interests of your society
Frustration with previous officers / committee
Friends
Last resort
Can’t remember!

4. What does it mean to be a Core Officer?

5. As a core officer you are …
a FIGUREHEAD for your society, representing its values and aims;
a key POINT OF CONTACT for members, execs, the SU and the University;
RESPONSIBLE – for finances, the conduct of members, the organisation of events and activities, compliance with regulations, the maintenance of good relations with other societies and the SU, etc.;
OBLIGED to hold and attend meetings, hold elections, comply with regulations and make decisions;
a ROLE MODEL - for fellow execs, members, non-member students, the SU, the University and the wider community;
a MANAGER – of time, people, money and communications

6. Where do you start?

7. Teamwork
Communication
Upholding Standards
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8. Teamwork

9. Together
Everyone
Achieves
More

10. R – E – S – P –E – C - T
Try to remember that every committee member is
on the same side
entitled to have their own point of view
entitled to be heard
bound to make mistakes
probably not out to get you
just as fond of praise and attention as you are
Even if you think they’re not – ACT as though they are. It usually works!

11. Delegation is vital – but it is not always easy.
DELEGATE
Delegation is vital – but it is not always easy.

12. Let go of the task, but still be available to support each other
Delegate – don’t dump!
Agree between you exactly what is being delegated, to whom, and when it needs to be completed.
Let go of the task, but still be available to support each other
Remember - delegation is not a sign of weakness. It is a sign of good management, and good teamwork
Try to delegate tasks in committee meetings so everyone knows what is happening and the details are recorded in your minutes.
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14. Make time, and create opportunities, to get to know each other – teams are built, not born.
Be open about your strengths and your weaknesses, and encourage others to do the same.
Be flexible – things change.
Listen to each other: share knowledge, skills and ideas.

15. Communication

16. Who with? How? Where? When?

17. Who do you need to talk to?
Each other
Members
Other societies
Societies Guild Committee – convenors, officers
Societies Department
SU – venues, reception, premises, finance
University – CTO, estates, MFC, security, fire
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18. Each of these has pro’s and con’s.
Where? How?
Corridor
Bar
Office drop-in
Reception
Phone call
Meeting
Text
Facebook post
Twitter post
Web page
Posters & flyers
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Each of these has pro’s and con’s.

19. As a committee, decide how you will communicate with different groups, when and how frequently.
Make sure that everyone is happy (this may take some time) and that the workload is shared.
Communication is vital to avoiding misunderstandings and staying relevant – don’t fudge it, and respect the power of the written word!

20. Upholding Standards

22. As a core officer of your society, you may have to:
tell people things they do not want to hear
make unpopular decisions
uphold and enforce regulations you or others would rather not
attend meetings when you are busy or tired
work with people you don’t like very much
read reports and s you are not interested in
spend time explaining things to people when you believe you should not need to

23. One of the policies that affects societies is the Alcohol Policy.
Reading List
Your society constitution and code of conduct
The Constitution of the Societies Guild and the Societies Guild Code of Conduct
The Articles of Governance
The Policy Book
One of the policies that affects societies is the Alcohol Policy.

24. Summary
The Students’ Union is committed to developing a social culture that promotes the sensible use of alcohol and offers suitable alternatives to those who prefer alcohol-free activities.
The Students’ Union does not condone the misuse or abuse of alcohol and is committed to reducing the risks associated with alcohol use within its community.
All promotional activity will ensure that we market and promote events containing alcohol responsibly and that there will be no active promotion of drinking games.

25. Useful Stuff

26. Meetings

28. Managing Meetings
DO have an agenda – this gives the meeting a structure.
DO have a Chair – someone has to start and end the meeting, and decide when to move on to the next item. This is normally the President, but does not have to be.
DO minute all your meetings – otherwise, most of what you discuss will be forgotten. Be clear, identify individuals, note action points, and publish them on your web pages to increase communication and transparency with members.
DO keep them moving along– especially when it comes to ‘Any Other Business’. When people give you their time, you have a duty not to waste it. Don’t be afraid to move items onto the next meeting’s agenda.

29. More About Agendas Usually, the Secretary is responsible for agendas.
Keep them concise.
Circulate agendas well in advance of the meeting – usually a week, but it depends how often you meet.
Give attendees an opportunity to submit agenda items before the meeting.
Include the date, location and time of the meeting.
Add the initials of the person discussing each item next to that item, so they know they will need to speak about it.
Consider using a template, like the one provided.

30. More About Minutes Usually, the Secretary is responsible for minutes.
Record those attending and apologies
Any decisions made must be clearly recorded, as well as any actions that will need to be completed.
Use people’s initials to track who said what and who needs to complete actions (action points)
A copy should be uploaded to your web pages, and a copy should be sent your convenor, as well as to anyone who missed the meeting.
Check that everyone agrees them in your next meeting (this should be your first agenda point).
Consider using a template, like the one provided.

31. Avoiding Flashpoints
DON’T use meetings to bring up a problem with an individual who is present – such matters should be addressed privately, beforehand.
DON’T use meetings to criticise others who are not present – it is unprofessional and it creates divisions.
If a discussion becomes heated, defuse it calmly, perhaps using humour, or distract those involved by moving on.
Back each other up in larger meetings, if possible, as this avoids tension and divisions. Save disagreements for when there are just three of you round the table.
Always try to end the meeting on a positive.

32. Membership

33. Gaining Members
Use your Freshers Fayre sign-up sheet to follow up with potential members. If they haven’t joined a couple of days after Freshers’ Fayre, invite them to your first and follow up events. (Don’t badger them if they’re not interested, though!)
Create a register for your first few sessions – names and addresses - so you can follow up with those who attended and ask for feedback.
Individuals should be allowed to attend no more than two free sessions before they join. Be strict about this from the start – it is in the interests of your society to do so!
You need to have a minimum of 15 members by the start of November, otherwise you may not be able to continue as a society.

34. Keeping Members
Your society is run for the benefit of your members – so:
talk to them
listen to them
engage them
shape everything around them (!)
Make sure you have a mix of regular activities and one-off events, and aim for a variety of venues, atmospheres and audiences, to engage as many of your members as you can.
Focus on fulfilling the aims and objectives of your society, because that is why they joined. Social events are important, but they should not be your starting point.
Hold at least one General Meeting each term. Use it to create dialogue.
Societies close because their members are not engaged, have no relationship with the executive committee, and so cannot be bothered to stand or vote in elections!

35. Risk Assessments

36. No-one likes carrying out risk assessments, but:
They are a requirement in many walks of life – including almost everything to do with students on campus
Their purpose is to keep people safe in situations where they could be hurt, perhaps fatally – which isn’t such a bad idea
They can help when you are planning events, by making you look at actions and conditions carefully and systematically.

37. This year we will be introducing standardised risk assessments to societies, to cover common activities such as fundraising in Square 3, in addition to the risk assessments that already have to be completed for higher-risk and less usual activities on campus and trips.
The first step will be to identify common activities which your society engages in, and we will contact you very soon about this.
Please DON’T PANIC – we will be around to support you!

38. New for

39. Development Opportunities

40. Development Frontrunner Training – Societies Team & Promise One
This year, we will be offering to help societies to grow and develop in several different ways.
Development Frontrunner
Training – Societies Team & Promise One
Mentoring
Standards
Networking opportunities
Any training that you do with the SU will be registered, and you will receive a certificate at the end of the year listing all the training courses you have participated in.

41. FAQ’s

42. Society Standards

43. Societies Guild Standards Awards
Standards will now be awarded on a points basis, as follows:
Bronze
Silver
Gold
Platinum
Points can be accumulated through the collection of ‘badges’, which will be presented to societies at intervals throughout the year, so that their achievements can be acknowledged.
This means that societies can build up their points in a way and by engaging in activities which are appropriate for them, and receive credit for things they do a lot of – for example, volunteering – without being penalised for things they do not – like fundraising.

44. Black Badge
GM Badge – attend all General Meetings of the Societies Guild
Budget Badge – Spend 50% of Term One membership income by the end of Term Two
Election Badge – engage members with soceity elections
No standard can be achieved unless all three
Black Badges have been awarded.

45. All Yellow Badges are optional
Social Media Badge – having an active and engaging social media account
Mentoring Badge – mentoring another society, on or off campus
Liberation Badge – actively engaging with liberation groups in one of a number of ways
Sectional Badge – actively engaging with mature, post-graduate, commuting etc. students in one of a number of ways
Accessibility Badge – actively seeking to engage students with disabilities.
All Yellow Badges are optional

46. Bronze, Silver and Gold Badges
Fundraising Badge
Volunteering Badge
Essex Badge
Leadership Badge
Collaboration Badge
Event Badge
Engagement Badge
Amazing Degree Badge
Amazing Job Badge
Details will be made available soon via essexstudent.com

47. Help!

48. HELP
Familiarise yourself and the other members with the Societies FAQ section of the Students’ Union website - essex.su/societies
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Alternatively, if you need to chat, we will be holding bookable ‘drop-in’ help sessions every Tuesday and Thursday, starting next week.

49. Societies Guild Conveners
Activities
Victor Yeung
Nicolae Radulescu
Arts
Charlotte Cosgrove
Cultural
Alexandra Matei
tbc
Departmental
Rosie Redstone
Musical
Sarah Salman
Political & Representation
Nathan Casteler
Religious
Aizah Khan

50. Societies Guild Officers
Treasurer
Salman Ayub
Secretary
Casheen Sim
Events Officer
tbc
Charity & Fundraising Officer
Nad Shamsudin
Community & Volunteering Officer
Jan Laska

51. Need to email us? Societies Department –socguild@essex.ac.uk
Sam Miles –

52. Any Questions? Either Ask me now! Check out the FAQ’s at ______
Book a slot at a drop-in session via _____
us on