1. President Treasurer Secretary Other Roles and Day to Day functioning

2.  Fresher's Week (October)  President Meeting (October)  Re-Freshers (January)  Elections (March/April)  Handovers (June)  Student Group Awards  Submitting all Group documents

3. University Room Bookings  http://www2.le.ac.uk/offices/sas2/roombookings http://www2.le.ac.uk/offices/sas2/roombookings SU Room Bookings  Will have its own location on the SU website, over summer please contact subookings@le.ac.uksubookings@le.ac.uk AVS Booking  http://www2.le.ac.uk/offices/ithelp/services/teaching-room- support/book-equipment http://www2.le.ac.uk/offices/ithelp/services/teaching-room- support/book-equipment Resources on Website  http://leicesterunion.com/studentgroups/run-a- group/committee-resources http://leicesterunion.com/studentgroups/run-a- group/committee-resources

4.  Process is currently getting reviewed  More details will be distributed during the 1st Term

5.  Required for a group to exist:  - President  - Treasurer  - Secretary  Additional Positions to spread the work:  - Up to each group, many variations!

6.  Recommended to be held once a month.  Allows for members and other executives to voice any concerns within the group.  Allows members to keep up to date with the running of the Group.  Voting possibilities.

7. Roles and Responsibilities  Overarching head of the group.  Settles disputes within the group and any external disputes.  Keep Fresher's interested & attending.  Keep the posted on Group developments.  Sign withdrawal forms.  Development Plans.  Group’s Behaviour.  Safety contact.  Assisting with Administration

8.  Ensure to delegate tasks – but set deadlines  Plan a calendar of events with a wide range of things to do, set deadlines and achievable goals  Discuss ideas and new possibilities with committee and ensure that you’ve come to a group decision.  It’s your job to ensure your society delivers – so check progress of tasks.

9. Roles and Responsibilities  Keeps the Group informed about finances.  Key signature on withdrawal forms.  Creates a budget for the Group to work with.  Keeps an up to date financial report for the Group.  Responsible for keeping a surplus with the Group.  Attends treasurer training (Date TBC)

10.  Paying in Forms – to pay money in. Hand in to finance Form can be found on Union website  Withdrawal Forms  Grant Funds and other Funding Streams  Sponsorship

11.  This is how you would reimburse members of your group and pay invoices.  Can be found on the Union website.  You need to have a treasurer signature and another signature on the form  Evidence must be present  Must have enough funds in account to pay invoice/reimburse  Explain why you are taking the money out.

12.  Currently Grant Funds is being reviewed so keep tabs on all avenues of communication for updates on those and some of the other new pots.  Pots that are unaffected:  Alumni Pot  Social Sciences Pot  WP Impact Pot  New Pots of Money  Annual Pot TBC  Outreach Activities Based Funding TBC  Open Days Funding TBC

13.  You can try to gain sponsorship from any organisation which isn’t in contravention of Students’ Union policy.  Choose a sponsor that suits your student group- you are more likely to find common interests and grounds.  Strength in Numbers! ◦ Explain how they benefit from being your sponsor, logos, promotions etc.. ◦ What can they offer you? Money, Kit, food deals etc…  Once you have worked out a deal, put it in writing and get two copies signed by both sides.  Watch out for: Hidden Costs – i.e for using their logo Regular Attendance – Set up an Attendance which you sign every time you visit Be realistic – don’t make promises that you can’t keep.

14.  Committee’s decision on the fee they wish to charge members to join (During the Summer)  Membership fee must be at least £3.  25 paid members=active society TBC  Associate members (Non-Students) may join your student group but it is recommended that they pay more.  Student groups should not be providing subsidised activities for people earning a salary.

15.  Roles and Responsibilities  Communication between Exec and members.  Minute taking.  Books rooms for Group meetings.  Keeps written records for the Group.  General Administration

16.  Make note of who has attended  Make detailed notes of what has happened  Ensure that all minutes are circulated to all members of the committee and all actions are made clear.  Make sure all notes are taken at committee meetings – even if they are short meetings.

17.  Ensure all required documents are filled in and submitted correctly  Book Rooms  Dealing with Emails  Designated to do elections  Registering events with the Student Activities Office

18.  To arrange trips and social meetings for the societies members.  To maintain contact with the Union Societies Office by registering all trips, events and socials.  Attend the event and Safety training. To be aware of the needs and desires of ALL Student Group members and to keep this in mind when organising events i.e. none drinking/ educational etc.  Regular attendance of committee meetings. Completed and handed in required SU paperwork.

19.  In charge of any sports fixtures the group has to fulfil.  Liaises with the ARC office for fixtures, booking of home venues and keeps a list of all bookings made.  In charge of buying any kit

20.  Help publicise the Student Group throughout the year (especially during Freshers’ Fair/Fortnight).  Attend the Marketing and Web Presence Training.  Maintain the website and forums for all members to use.  Help all committee sectors in setting up sections of the website.  Help to create flyers, leaflets etc. throughout the year when needed. Regular attendance of committee meetings.  Ensure the Student Group is publicised widely throughout the SU media channels e.g. ARC Facebook group, SU website and screens in the Square.  Follow the correct marketing guidelines from the SU; please check with Georgie Tansell (Event Manager) gt111@le.ac.uk.

21.  Welfare Officer  Campaigns Officer  Vice President/Vice Chair  Kit Officer  Health and Safety Officer  Prayer group leader  Events Officer  Academic Representative  Sports Officer

22.  Elections  Transport Bookings  Alcohol Policy  Behaviour  Zero Tolerance  How to report harassment  Dietary Requirements  Fundraising Activities

23.  Every year in March.  Upholds Democracy.  Need to commit elections within the parameters of the Student’s Union Constitution.  If in doubt ask Ian Bruce – irb2@leicester.ac.uk

24.  Events that are being held away from Leicester.  99% of times paid through fundraising.  E-Mail unionactivities@le.ac.ukunionactivities@le.ac.uk  Need exact details on Location, Mini bus size, Pick up and drop off times (remember traffic).  Transports can be requested through Grant Applications!

25.  Members of ULSU; Sports Association Clubs, Societies and Other Student Groups will not apply peer pressure upon other individuals in social situations or otherwise.  Members of ULSU; Sports Association Clubs, Societies and Other Student Groups will not consume alcohol in minibuses, coaches, cars etc.   At least one Student Leader must remain completely sober throughout the event.   Social events opt-in only and shall have no bearing on any team/squad selection  A non-alcoholic alternative must be provided throughout any social  Members of ULSU; Sports Association Clubs, Societies and Other Student Groups will not bring the University into disrepute  Grant money can not be spent on alcohol in any circumstance!  Only events where tickets are sold to cover costs can have fundraising money spent on alcohol (ADHOC basis)

26.  Members of ULSU; Sports Association Clubs, Societies and Other Student Groups will not bring the University into disrepute.  Breaches of this policy may result in a disciplinary hearing, carried out by the relevant committee  Any breach of the procedure will result in one or more of the following;  Expulsion from ULSU; Sports Association Clubs, Societies and Other Student Groups  Removal of Clubs from BUCS Competition  Disaffiliation from ULSU  Disciplinary Proceedings by the University

27. What is Harassment:  ‘A feeling of intense annoyance caused by being tormented’  Verbal and Physical Harassment includes but not limited to:  Flashing, touching another person inappropriately, making comments that make an individual very nervous, persistently insulting another person. Ways to Report Harassment  Welfare if serious  E-mail or Ring a member of Staff  Talk to a member of Staff

28.  New Policy introduced this year.  All student events, that involve food, must cater to participants with dietary requirements.  If you are unable to, you must offer a cheaper event price to these individuals.

29.  What does this policy mean?  The policy has been put into place to encourage a green environment within the Union. This includes:  Recycling across all areas of the Union  Polite reminders of energy saving tricks  No flyering policy in the building  Reduced/limited funding of dated publicity materials (flyers/leaflets/posters)

30.  All has to go through RAG  Advised to have 1 RAG contact in each club who wants to fundraise through the year.  RAG e-mail is uolrag@gmail.comuolrag@gmail.com Forms are online at:  http://leicesterunion.com/studentgroups/run -a-group/committee-resources http://leicesterunion.com/studentgroups/run -a-group/committee-resources

31. The RAG representative of each group will be responsible for filling these forms out: You have to fill these out if you are fundraising for a charity – The Union is a Charity itself so there is legal obligation to fill out these forms. RAG is currently being reformed so please look out for updates on this. We will ensure that all societies that want to fundraise in the switch over period will be able to.