Introduction to the SU WS

Warwick Sport is a joint partnership between the
SU and the University’s department of PE and
ALL fees go into a budget which is spent ONLY on
Sport and related activities. The SU provides
resources in student activities, and also the
Sports Officer – however, none of these are paid
for by Warwick Sport memberships or fees.
10,300 students members of Warwick Sport
6,200 students involved in 70 sports clubs
£65,000 grant from the University
£612,600 costs to cover each year
o From staffing costs, insurance, BUCS, club grants,
professional services, facilities maintenance, etc.
6,200 students involved in 70 sports clubs
11,250 students involved in 250+ societies
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
• 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!
• We are one of the largest Students’ Unions in
the country, yet have one of the smallest staff
• Ridiculous/unsustainable right? Right.
• Things take a little longer to process and
organise then we all might hope, but it’s better
than the alternative…
o … cutting Sports Clubs and Societies and giving up
our Student Representation.
Hollie Miles
Sports Administrator
How can Hollie support you?
• Booking minibuses
• Registering coaches
• Help with club accounts
How can you contact her?
• [email protected][email protected]
• Sports Centre office, 9:00-16:30
Tom Koczkowski
Sports Administrator
How can Tom support you?
• BUCS entries
• BUCS costs
How can you contact him?
• [email protected][email protected]
• Sports Centre office, 9:00-16:30
Gerard Henry
Student Activities Manager
How can Gerard support you?
• Planning events (trips, tours, balls)
• Sponsorship packs
• Insurance
• Health & Safety risk assessments
How can you contact him?
• [email protected]
• Resources Room, 9:00-16:30
Indy Sanghera
Student Activities Coordinator
How can Indy support you?
• Planning events (trips, tours, balls)
• Filling in Event Planning Packs
Sponsorship packs
How can you contact him?
• [email protected]
• Resources Room, 9:00-16:30
Paula Thomas
Finance Counter Assistant
How can Paula support you?
• Depositing money into club
• Collecting money for
• Holder of the SU credit card
How can you contact her?
• Finance Office (2nd floor, SUHQ),
10:00-15:00 weekdays
Jen Emeny-Green
Performance Coordinator
How can Jen support you?
• Volunteering opportunities
• Coaching and refereeing
• Starting a new league
• Increasing participation
• Catering for beginners in your club
How can you contact her?
• [email protected]
• Sports Centre office, 9:00-16:30
Lisa Infantino
Performance Coordinator
How can Lisa support you?
• Focus Teams
• Pre-season
• Scholarship programme
How can you contact her?
• [email protected]
• Sports Centre office, 9:00-16:30
Gareth Shuttleworth
Facilities Coordinator
How can Gareth support you?
• One-off booking of Warwick Sport
How can you contact him?
• [email protected]
• Sports Centre office, 9:00-16:30
James Ellis
Director of Sport
Gemma Morris
Head of Delivery
Zoë Buckland
Sports Officer
What is the Sports Officer’s role?
Student face of sport!
Always voicing the best interest of students to the University
Involved in strategic thinking and long term projects at the SU
& University
Keen to help and promote all sporting activities and events
Always able to help when things go wrong (or at least who
someone to ask who will be able to help!)
Don’t just email me when you want to complain or rant, I can
be so much more than that!
How can you contact me?
• [email protected]
In my office, 2nd floor SUHQ, 8:30-17:00 weekdays (except
when I’m in meetings!)
Ruby Compton-Davies
Sports Officer Elect
Ruby will take office on
1st August 2014!
• Find it on the 2nd floor of SUHQ
• This is your room – don’t knock, just enter!
• Use it for exec meetings, for printing and
guillotining, for designing posters, 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!).
o If you have club sessions in Warwick Sport
facilities, then you will need to apply for regular
bookings with Gemma Morris.
o If you wish to hold an event in Warwick Sport
facilities, then you will need to submit an event
pack to Gemma Morris.
Don’t worry yet, you’ll get an email about these
things nearer the time.
You can book SU spaces too!
• IKEA Membership Space
• Copper Rooms 2
• SUHQ Meeting Rooms
• Mighty Duck/Terrace Bar/Copper Rooms 1
o All with [email protected] or
024 765 73057 or “Bookings” in Exec
To book your club in for circling, you need to
complete this form
o Wait to hear from the Sports Officer as to
which room you will be circling in.
o If you’re expecting a particularly big circle
one week, ask the Sports Officer in
advance if you can use the Chill Out space.
You can advertise on the
SU Website!
Send text for your article and
a picture (of dimensions 540
x 270 pixels) to
[email protected]m
You can advertise in the fortnightly SU
publication, The Bubble!
• Circulated to kitchens in every hall
on campus.
• Email content to
[email protected]
• Deadlines viewable here
• Can’t withdraw money from your account
without filling in a form.
• The 2 most common forms:
o Money Requests (used to withdraw money or pay for
goods and services); and
o Sales Invoice Requisitions (used to raise invoices,
typically to get sponsors to deposit money into your
• All forms can be found at
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!).
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.
• The usual process for paying for goods is that an exec
member will pay for the items upfront and then reimburse
themselves from the club 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
• 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.
Things which might make the process take longer:
o You need 2 exec signatures on the forms
o All forms exceeding £100 need the Sports Officer’s
o Finance Office opening hours are 10am – 3pm
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! (we’re coming to this later)
For all orders, you must use the following delivery
Westwood Games Hall
University of Warwick
• Sports Club Grants
– Grants for your year have been applied for by your predecessors, you
will need to submit a budget pack next year.
• Apply for sponsorship from corporate sponsors
– Contact [email protected] for advice and contacts
• Apply to the Opportunity Fund for equipment/projects
– You can get up to £1,000!
– It is for something tangible (equipment, kit, etc.)
• Apply to the Lord Rootes Memorial Fund for unusual projects
– You can get up to £3,000!
– All about personal development with this one (coaching, volunteering
projects, etc.)
• Apply to the Project Fund/Campaigns Fund at Student Council
– Forms available here
*End of session*
Note down any questions you may have now, and
we’ll have time to go through them during the
break or the Q&A at the end.

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