Warwick Sport is a joint partnership between the SU and the University’s department of PE and...
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Transcript of Warwick Sport is a joint partnership between the SU and the University’s department of PE and...
SESSION 2: Introduction to the SU & Warwick Sport
Zoë Buckland, Sports Officer
Warwick Sport is a joint partnership between the SU and the University’s department of PE and Sport.
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.
Why do I need to know about the SU and Warwick Sport?
• 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.
Warwick Sport in 2013
• 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
Warwick SU in 2013
• 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!
Tricky Finances
• We are one of the largest Students’ 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 it’s better than the alternative… o … cutting Sports Clubs and Societies and
giving up our Student Representation.
Why are you telling me this?
Hollie MilesSports 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 weekdays
Staff Support
Tom KoczkowskiSports Administrator
How can Tom support you?• BUCS entries• BUCS costs
How can you contact him?• [email protected]
k• [email protected]• Sports Centre office, 9:00-
16:30 weekdays
Staff Support
Gerard HenryStudent 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]
m• Resources Room, 9:00-16:30
weekdays
Staff Support
Indy SangheraStudent 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]
om• Resources Room, 9:00-16:30
weekdays
Staff Support
Paula ThomasFinance Counter Assistant
How can Paula support you?• Depositing money into club
accounts• Collecting money for
reimbursement• Holder of the SU credit card
How can you contact her?• Finance Office (2nd floor,
SUHQ), 10:00-15:00 weekdays
Staff Support
Jen Emeny-GreenPerformance Coordinator
How can Jen support you?• Volunteering opportunities• Coaching and refereeing
opportunities• Starting a new league• Increasing participation• Catering for beginners in
your club
How can you contact her?• J.Emeny-
[email protected]• Sports Centre office, 9:00-
16:30 weekdays
Staff Support
Lisa InfantinoPerformance Coordinator
How can Lisa support you?• Focus Teams• Pre-season• Scholarship programme
How can you contact her?• [email protected]
k• Sports Centre office, 9:00-
16:30 weekdays
Staff Support
Gareth ShuttleworthFacilities Coordinator
How can Gareth support you?• One-off booking of Warwick
Sport facilities
How can you contact him?• [email protected]
c.uk• Sports Centre office, 9:00-
16:30 weekdays
Staff Support
James EllisDirector of Sport
Staff Support
Gemma MorrisHead of Delivery
Zoë BucklandSports 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!)
Staff Support
Ruby Compton-DaviesSports Officer Elect
Ruby will take office on 1st August 2014!
Staff Support
• 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!).
The Resources Room
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.
Facilities
You can book SU spaces too!
• IKEA Membership Space
• Copper Rooms 2
• SUHQ Meeting Rooms
• Mighty Duck/Terrace Bar/Copper Rooms 1o All with [email protected] or
024 765 73057 or “Bookings” in Exec Resources
Facilities
To book your club in for circling, you need to complete this form www.warwicksu.com/sports/circles
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.
Circling
You can advertise on the SU Website!
Send text for your article and a picture (of dimensions 540 x 270 pixels) to [email protected]
Marketing
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 www.warwicksu.com/execresources/publicity
Marketing
• 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); ando Sales Invoice Requisitions (used to raise
invoices, typically to get sponsors to deposit money into your account).
• All forms can be found at www.warwicksu.com/execresources/forms
Finance
Typical timeframes that you can expect for payment after filling in forms:
• Money Requests:o BACS payments take 3-4 working dayso 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 – how long do payments take?
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.
Finance – how long do deposits take?
• 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 £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 – how do I pay for things using
club money?
Things which might make the process take longer:
o You need 2 exec signatures on the formso All forms exceeding £100 need the Sports
Officer’s signatureo Finance Office opening hours are 10am –
3pm weekdayso 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)
Finance – Top Tips
For all orders, you must use the following delivery address:
Ordering Deliveries
Westwood Games HallUniversity of WarwickCoventryCV4 7AL
• 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
www.warwicksu.com/execresources/forms
How to get money!
SESSION 2: Introduction to the SU
& Warwick Sport*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.