1. Executive Training Term Two
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Executive Training Term Two

2. You are not alone

3. What do you Need to do NOW?
Find out as much as you can from your old executive committee before they vanish – HANDOVER
Get to know each other and decide your roles – BUILD YOUR TEAM
Decide your strategy for the year - SET YOUR AIMS & OBJECTIVES
Decide what you want to do this year, and when you want to do it – CREATE A PLAN
Decide how you will pay for it – CREATE A BUDGET
Learn some key stuff – TRAINING & LEARNING
Find out where you can get help – IDENTIFY RESOURCES
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4. HANDOVER

5. A successful handover may include ….
a period of SHADOWING members of the current committee
one or more CONSULTATION MEETINGS to discuss approaches to recruitment and engagement, key campaigns and/or collaborations, issues with members, etc.
one or more PLANNING MEETINGS – to consider regular and one-off activities and events for the year, pass on tips and warnings, help with budgeting etc.
one or more INFORMATION HANDOVER MEETINGS – to pass over useful information, important contacts, social media passwords. etc.
providing FUTURE CONTACT DETAILS for ongoing support/advice

6. We will provide you with a handover checklist to complete, so that you can let us know whether or not you have been able to find out everything you need to from the outgoing committee. Please be honest – if there are gaps in your knowledge, and we know, we can help you!

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8. BUILD YOUR TEAM

9. Society Executives Are …
FIGUREHEADS for their societies, representing their values and aims;
Key POINTS 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;
ROLE MODELS - for members, students, the SU, the University and the wider community;
MANAGERS – of time, people, money and communications

10. Together
Everyone
Achieves
More

11. Keys to Success

12. Teamwork
Communication
Asking for Help
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13. Teamwork

14. Building a Team

15. Make time - and create opportunities - to get to know each other
Make time - and create opportunities - to get to know each other. Teams are built, not born - waiting for Welcome Week is not advised.
Be open about your strengths and your weaknesses – others will be encouraged to do the same.
Expect problems – plan for them, if you can.
Be flexible – things change.
Share knowledge, skills and ideas - and walk in each other’s shoes now and then.

16. Committee Roles

17. The only roles defined by the Constitution are those of President, Treasurer and Secretary, and even they can be called something else. Essentially - presidents call & chair meetings, treasurers (& presidents) are responsible for finances, and secretaries publish agendas and minutes.
You will want to assign responsibility for roles including: internal communications, external communications, event planning and promotion, managing social media, society fundraising, charitable fundraising, volunteering and booking rooms and tables, plus any specialised activities, like organising workshops and classes.
Online elections must be held for all positions – you can’t just swap or substitute execs. Elections are being held this term to fill missing positions and will be held again in the second week of Term One.

18. 129 and counting! First Year Rep Friendship Groups Coordinator
Fundraising and Employment Officer
Fundraising Officer
General Rep
General Secretary
Head of Arts & Cultural Division
Head of Career & Academic Division
Head of Entertainment & Sponsorship Division
Head of Organisational Division
Head Representative - Brothers
Head Representative - Sisters
Information Secretary
Intercession Leader
ISA Rep
ISA Representative
Liaison Officer
Live Music Coordinator
Main Meeting coordinator
Male Religious Officer
Marketing and Fundraising
Marketing and Media officer
Marketing Officer
Media and Publicity Officer
Media Coordinator
Media Officer
Media Relations Officer
Membership Development Secretary
Minister of the Propaganda Department
Musical Convenor
Musical Director
Operational Volunteering Coordinator
Photographic Officer
Political Convenor
PR Manager
PR Officer
Praise and Worship Leader
Prayer Coordinator
Public Relations Officer
Public Relations/Media Coordinator
Public Relations/Media Officer
Publicity and Student Marketing Officer
Publicity Officer
Recruitment and Social Officer
Religious Convenor
Secretary General
Soprano Student Voice Representative
Southend Vice-President
Sports and Social Executive
Sports Officer
Stage Director
Student Health Care Professional Rep
Tenor Student Voice Representative
Training Coordinator
Trans Officer
Trips Coordinator
Vice-President
Vice-President/ Secretary
Volunteer and Charity Officer
Volunteering & Fundraising Officer
Volunteering and Events Officer
Volunteering Officer
Web Master
Welfare and Volunteering Officer
Welfare Officer
Welfare Organiser
Women's Officer
Workshop Coordinator
Workshop Officer
Secretary/Webmaster
Sections Officer
Small Groups Coordinator
Social and Events Secretary
Social Events Officer
Social Media Coordinator
Social Media Liaison Officer
Social Media Manager
Social Media Officer
Social Officer
Social Secretary
Events Co-ordinator
1st Year Representative
2nd Year Rep
3rd Year Rep
Academic Officer
Activities Convenor
Activities Coordinator
Alto Student Voice Representative
Arts Convenor
Bass Student Voice Representative
Campaigns and Fundraising Officer
Careers Officer
Caretaker
Cell Group Leader
Chair
Charity & Fundraising Officer
Charity and Fundraising Officer
Choir Coordinator
Choir Leader
Collaborations Officer
Community Activities Officer
Community and Volunteering Officer
Conference Officer
Creative Editor
Cultural Convenor
Departmental Convenor
Deputy Head of Arts & Cultural Division
Deputy Head of Design & Marketing Division
Editor of Inter Alia
Events and Evangelism Co-ordinator
Events and Media Officer
Events and Outreach Officer
Events and Social Officer
Events Coordinator
Events Manager
Events Officer
Events Officer 2
Events Organiser - Brothers
Events Organiser - Sisters
Events Organiser and Social Media Officer
Expedition Liaison Officer
External Relations Officer
Female Religious Officer
Finance Officer
First Year Engagement Officer
First Year Rep
Friendship Groups Coordinator
129 and counting!

19. Communication

20. Schedule formal committee meetings, with chair(s), agendas and minutes
Schedule formal committee meetings, with chair(s), agendas and minutes. A chair & agenda avoids wasting time, while minutes avoid miscommunication and shirking.
Publish your minutes on your web pages – members will feel involved, and you will need them to apply for some badges.
Share responsibilities fairly. One or two people can’t do everything, and shouldn’t be trying - and everyone deserves a chance to achieve something and develop skills & experience by ‘owning ’ a project or action.
Be careful when using group chats and messaging – the written word is easily misinterpreted, people may not be in the right frame of mind, and things can escalate.

21. Dealing with Conflict

23. Always begin by discussing the issue and your views about it directly and reasonably with those involved. Let everyone involved have their say, stick to the issues, avoid personal comments, and try to see each others’ points of view.
Try to keep your discussions face-to-face – written comments often sound much harsher than intended and can be misinterpreted, and group chats encourages others to add to problem by taking sides, which is rarely helpful.

24. If an executive is complaining about the way something has been managed, try to listen to their point of view without being overly defensive – the chances are, it is not personal. Often, asking the person to take on some responsibilities can help, as they will have more ownership and feel that they are making a difference.
If you feel an executive is not pulling their weight talk to them about it, limiting your discussion to specifics rather than discussing their attitude or abilities. The desired outcome is a an agreed list of tasks and deadlines.   If the person is not interested in finding a solution, explore whether they would prefer to step down from their position. If they are taking on too much it, may actually be a relief.
If all else fails, don’t forget that you can call for a vote of no confidence and remove someone from the committee.

25. If the problem persists, consider involving an external party as a mediator: e.g. another executive, or your convenor.  They will be able to offer an impartial opinion on the issue, and suggest solutions to all parties involved.
However, should you feel that a breach of the Societies Guild Constitution or Code of Conduct has occurred, please contact the Societies Team by Try to keep any evidence of behaviour you consider to be ‘unacceptable’ in the form of minutes, screenshots etc.

26. Asking for Help

27. What’s Available?
SU Learn offers FREE training in leadership skills, managing meetings, minute taking, dealing with conflict and more.
Every society has a convene, and every convene has a convenor. (And sometimes two.) Ask them – if they don’t know the answer ask them to find out, so next time, they know. There are also specialist officers for volunteering, fundraising and events.
Your SU Societies Team also created a Facebook group for all executives, so ask your peers. If no-one knows, and you find out - post the answer.
More …..

28. The Societies Team office is open for drop-ins 10:00 – 12:30 Monday-Friday every week in term time. We are always happy to chat.
Last but not least - our Societies FAQ pages contain answers to pretty much every societies-related question you could care to ask. Just type a key word or words in the search box, and technology will do the rest.
Remember, there is no such thing as a stupid question.

29. BUT
Your commitment to your society does NOT mean that you should be putting up with unacceptable behaviour or dealing with unreasonable amounts of stress.
The SU is here to support ALL our members. Although we cannot solve every problem ourselves, we can help you either to tackle issues yourself or bring other processes into operation.
If things are becoming too much, please talk to us. If we cannot help you, there will always be someone else who can.

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31. AIMS & OBJECTIVES

32. Why do your Aims & Objectives matter?
They are the foundation for your society’s strategic direction for the year ahead, setting out what your society is for, what it wants and what it is about. Everything that your society does should reflect your aims and objectives.
They are what makes you unique – new and existing societies cannot duplicate your them.
They summarise what members are buying into when they purchase membership of your society. If you are not pursuing those aims and objectives, you are not delivering on your promise to your members.
The money you earn from membership sales – which makes up your budgeted fund (see later) - may only be spent on the achievement of your aims and objectives.
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33. AIMS
A statement of WHAT your society wants to achieve, for WHOm, and (maybe) WHY. For example:
Raise awareness of Speech and Language Therapy services and the client groups it supports
Bring together students with an interest in Speech and Language Therapy
Develop and share our knowledge of Speech and Language Therapy

34. OBJECTIVES
A description of HOW your society will achieve its aims – preferably specific, measureable, achievable, realistic & timed (SMART).
Organise sponsored and fundraising events that promote speech and language therapy awareness
Organise academic events relevant to the profession in order to develop our understanding and knowledge of SLT
Organise social events to promote awareness of the role of SLTs and to have fun!
Facilitate networking with other societies and organization

35. Your aims and objectives will inform your budget (see later) and need to be set out in your Societies Constitution.
Your Constitution, plus your Code of Conduct, needs to be ed to before you can assume responsibility for your society.
Don’t worry about physically signing it – just add names at the bottom and copy it to everyone named.

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37. CREATE A PLAN

38. It is a really good idea to do this with the outgoing committee as part of your society handover, if you can.
Make a list of all the regular activities & socials that your society organised last year, and then remove from or add to it as desired. Were there problems with attendance, planning, promotion or management last year? If so, how can these be avoided?
Do the same with a list of all the large or ‘one-off’ events you held, bearing in mind the SU and University calendar as you go, so that Welcome Week, Freshers’ Fair, Winter Fayre, One World Week, Human Rights Week, LGBT Month, Black History Month, International Women’s Week and exam season (etc.) are accounted for.
Consider how successful your fundraising was last year. Again, were there problems, and if so, can they be overcome? If you didn’t do any, would you like to this year?
Think about badges, standards and awards. What did you achieve last year, and how? What do you need to do to achieve even more this year?
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39. BUDGET

40. Before drafting your budget you will need to:
Your Treasurer and President have primary responsibility for all matters relating to your society’s finances, so their names go on the budget. However, all executives should be aware of the contents, and ideally will have had some input.
Before drafting your budget you will need to:
Have a good, basic understanding of the way that your society’s finances work, plus funding options that are open to you. We will go through some of this now, but please check back here and in the FAQ’s before you start.
Know what your account balance at the end of the year is likely to be. This is something you need to discuss in handovers, as there may be plans to spend any surplus before year end.
Have a clear idea of your aims and objectives (as the items in your budget must relate to it).
Have created an agreed a plan for the year ahead, in as much detail as possible.
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41. All societies have an SU account
All societies have an SU account. This is actually a couple of unique codes that allow us to identify your money within a very large SU account, but most of the time that doesn’t matter.
Two codes money going into and out of your budgeted fund.
Another two codes identify money going into and out of your non-budgeted fund.
You can think of the two funds as being a bit like a savings account (budgeted) and a current account (non-budgeted).

42. Budgeted Fund What gets paid in?
Membership fees – remember, you can decide what to charge, as long as it is a least £3.
How can you spend it?
On anything, so long as it helps you to further your aims and objectives as a society and it has been approved in your budget.
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At the end of each year any unspent money in your budgeted fund is transferred to your non-budgeted fund, so your starting balance will be always be zero.

43. Non-Budgeted Fund What gets paid in?
Unspent money from the previous year’s Budgeted Fund
Any money you raise for your society during the year
How can you spend it?
On anything, so long as what you spend it on:
benefits all members and
is not illegal
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At the end of each year any unspent money in your budgeted fund remains in your account, and can be used by the society the following year.

44. Why do you need to complete a Budget Application Form?
In order to be able to spend the money in your Budgeted Fund
To ensure that you do expend money on furthering your aims and objectives as a society, and so provide a quality membership
To meet Black Badge requirements
To allow you plan when and how much additional funding you will need to raise
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48. KEY LEARNING

49. £ MONEY £

50. All transactions – payments in and payments out - MUST be made via your society’s SU. Never pay expenses out of your income unless you are raising money for charity as it is illegal (because you will be avoiding VAT ).
Presidents & treasurers receive a weekly automated statement – please check it!
It is against SU regulations for any member to pay society money into their own account, or for a society to open a separate bank account.
Money can be paid in, and expenses collected from, SU Reception, but queries should be raised with the SU Societies Team. Ask the old committee, and read the FAQ page, for more information about claiming expenses.
Income from web sales goes straight into your account, but may not appear until the end of the month.

51. A Bit About VAT
Societies pay VAT on all their income: e.g. if membership costs £3 your account will be credited with £2.50* and 50p goes to HMRC; if a ticket costs £15* you get £12.50 and £2.50 is paid in tax.
If you collect money from your members to pay for a trip (for example) and pay it into your account, you will not pay VAT – and end up with a gap - as long as you tell us when you pay it in.
If you pay VAT on goods you buy for your society the SU will claim this back for you BUT only of you ask for and provided a VAT receipt.
ALWAYS allow for VAT when calculating your profitsd – otherwise you may make a loss.
*Just divide by 1.2

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53. Events

54. Successful events provide members with something tangible and memorable in return for their membership, and are a key feature of successful societies. This sounds obvious, but a lack of events is the most common complaint we receive from members.
Social events are a great way to get the whole society together - , to share a common interest, de-stress, make friends, or just have fun. Try to vary times and locations, hold some collaborative socials, and have some alcohol free events to increase engagement.
Fundraising events are often rewarding, are a good source of experience for organisers, can unite members, and help to fund your activities. Charitable fundraising has its own benefits.
Cultural, arts, musical and political events allow you to promote your views and share experiences with the UoE community, and beyond, and raise your profile.

55. Important Stuff to Know
Rooms, tables on squares and SU venues may all be booked online – the links can be found on the Societies FAQ page.
Events can be held off campus, but this may require you to enter into a contract, which will need to be authorised by a member of the SU. As long as you communicate with us, this does not have to mean delays.
If you are selling or serving food, you will need to comply with Health & Saftey requirements. You can find out more about these on the FAQ page, but it will be a good idea to book onto a Level 2 Food Safety course via SU Learn as early as you can if this is likely to be something you do often.
Alcohol cannot be sold at your events without a license, and society funds cannot usually be used to buy alcohol.
If you wish to screen a film you may need a licence – there is a form to request one on the FAQ page.

56. More Important Stuff to Know
If your event features an external speaker, this must be declared. Again there is a form to enable you to do this .
Always check with the SU Societies Team before organising any kind of trip. Strict laws apply to ‘tour operators’, and if you organise more than one aspect of a trip you can be considered to be operating as one. If you use a tour operator you will have to enter into a contract and could lose a lot of money – again, talk to the Team first.
Most activities and events will require a risk assessment . We are putting in place systems to make this easier for you.
Anyone driving members of your society will need to provide us with a copy of their driving licence and insurance certificate. We will contact you about this at the start of the year.

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58. essexstudent.com

59. When you create a event on your society page at essexstudent
When you create a event on your society page at essexstudent.com it is automatically be displayed under your convene and on the Societies ‘What’s On?’ page, and can also accessed via the main SU ‘What’s On?’ page. As well as promoting your events, you can also sell tickets from here – commission-free.
You can use your admin tools to message members and executives, to upload documents such as your constitution and executive committee meeting minutes, and to create polls and sign-up lists.
Learn to use it now, before life gets very busy in Term One, and keep it updated and relevant.

60. Badges & Standards

61. Standards are awarded to societies for being amazing
Standards are awarded to societies for being amazing! You can earn either a Bronze, Silver or Gold standard, all of which carry benefits such as Freshers’ Fayre goodies, a little shield icon on your website listing – and bragging rights, of course.
In order to earn standards, societies have to apply for badges, which are awarded for different activities. Each badge is worth a certain amount of points, and the total earned decides which standard you will be awarded.
At the moment, badges are available for things like collaborations, supporting Guild events, engaging with wider groups, fundraising, holding regular committee meetings and events, holding employability events, etc. thought they will be updated over the summer. Planning ahead can give you an edge!

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63. Resources Check out the FAQ’s!
Drop into the Societies Office any morning from – 12.30, or make an appointment to see us.
Facebook Group - UoE SU Societies Guild Society Executives
us on