Introduction to the SU Ant Scott Societies Officer 2013/14 • 11,250 students involved in 250+ societies • 5,000 students involved in 70 sports clubs • 250 student staff working across our 6 F&B outlets • 760 SSLC reps & 9 faculty reps • 55 student councillors including 4 liberation officers • £150,000 of student house deposits won back by our Advice Centre in 2013 • £7m turnover 12/13 Sticky finances • Rely on £2m/year from the University to run everything we do • £1,200/day rent – ouch! • Last year spent £2.792m on student activities, (societies and sports clubs), the advice centre and on representation. • In short, we don’t have a lot of money! So what? • We are one of the largest student unions in the country, yet have one of the smallest staff teams! • Ridiculous/unsustainable right? Right. • Things take a little longer to process and organise then we all might hope, but better than the alternative… o … culling sports clubs, abolishing societies and giving up our student representation. Famous Faces • Indy Sanghera, Societies Coordinator • Your first point of call for all things societies related. o o o o Admin rights Answering questions Accepting and processing forms Advice on running events • [email protected] Famous Faces • Paula Thomas, Finance Counter Assistant o o o Deposit money into society accounts Collect money for reimbursement Gatekeeper of the Union Credit Card • Located in the Finance Office (2nd Floor of SUHQ), 10am-3pm weekdays. • Gerard Henry, Student Activities Manager o o o o Larger events (trips & tours) Sponsorship Insurance Health & Safety and Risk Assessments • [email protected] Famous Faces • Ant Scott, Societies Officer The student face! Strategic thinking (!) of the Union and University Longer-term projects Problem-solving when things go wrong! Excited to get behind society projects and proactively support them. o Not just a sounding board for rants and complaints! (Use us for more than that!) o o o o o • Isaac Leigh, Societies Officer-elect due to take office from 1st August 2014. The Resources Room • Find it on the 2nd floor of SUHQ • This is your room – don’t knock, just enter! • Use it for exec meetings, for designing posters, for being creative, and for filling out and submitting forms. • Get to know the staff, they are here to support you (kind of hard to do that if they don’t know what you’re up to). Publicity and Marketing! • The Top 5! • Appears on A0 billboards in the SU, and on all of the digital screens. • Apply with this online form. • Deadline is 9am Wednesday before the week of your event. • Decided by Socs Committee Publicity and Marketing! • The SU Website • Send the text for the article and a picture (dimensions below) to [email protected] ksu.com • 540 x 270 pixels Publicity and Marketing! • The Bubble! • Get your events listed in the fortnightly Bubble. • Circulated to kitchens in every hall on campus. • Email content to [email protected] om • Deadlines viewable here. Finance • Can’t withdraw money from your account without filling in a form. • The 2 most common forms: • Money Requests (used to withdraw money or pay for goods and services); and • Sales Invoice Requisitions (used to raise invoices, typically to get sponsors to deposit money into your account). • All forms can be found at http://www.warwicksu.com/execresources/forms/ Finance - Timeframes • Typical timeframes that you can expect for payment after filling in forms: • Money Requests: o BACS payments take 3-4 working days o Cash takes 1-2 working days (collected from Finance Office) o Cheques take 1-2 working days • Sales Invoices: o Money deposited into your account within 3-4 working days (except if you are sponsored by Kelseys!). Finance - Timeframes • To deposit money into your account: • Go to the Finance Office (2nd Floor of SUHQ on the RHS) and hand the cash to Paula on the front desk. • Make sure your cash is counted (and bagged where depositing coins). • You will be handed a receipt – keep this safe! • The money will then be deposited into your account on the next working day. (NB: Currently we’re about 3-4 days behind). Finance • The usual process for paying for goods is that an exec member will pay for the items upfront and then reimburse themselves from the society funds via a Money Request form. • This is fine (although double-check you can be reimbursed for the goods you want to purchase if they total more than £100). • If you don’t want to/can’t individually pay for the items first (and then reimburse yourself), we have a Union credit card that can be used to pay for the goods/services directly instead. This requires a Money Request form to be used. Finance – Things to Avoid • Things which might make the process take longer: o You need 2 exec signatures on the forms o All forms exceeding £100 need the Socs Officer’s signature o Finance Office opening hours are 10am – 3pm weekdays o Individuals who require payment (DJs/guest speakers etc.) need to be registered with HMRC o Get the correct codes for the forms! o Charity Law (- that old chestnut!)! Ordering items to the SU • You can order any items to be delivered to the SU. Warwick SU Gibbet Hill Rd Coventry CV4 7AL • Once your parcel arrives, it will be stored in the Resources Room (2nd floor SUHQ). • It will only remain there for 3 days – so pick it up! Money is helpful! COIN • SocsFed Grants o Information session on the application process at 3pm in L4 on Monday (10th March) • Apply for sponsorship from corporate sponsors o Contact [email protected] for advice and contacts • Apply to the Opportunity Fund for equipment/projects o Up to £1,000! Has to be something tangible. • Apply to the Lord Rootes Memorial Fund for unusual projects o Up to £3,000! All about personal development with this one. • Apply to the Project Fund/Campaigns Fund at Student Council o Forms available here Introduction to the SU End of session Note down any questions you may have now, and we’ll have time to go through them during and after lunch.