Welcome!

Session Plan• 10:45 – 11:00: Register/collect

sponsorship information. • 11:00 – 11:45: A short presentation

from each team of Exec Officers with Q&As in-between.

• 11:45 – 12:30: VP covers some key issues e.g. minibus/budgets etc.

• 12:30 – 13:30: Lunch and mingle with officers/other societies to discuss what works/doesn’t work.

• 13:00 – 14:00: Final feedback/Q&A split into each zone: Societies/Sports/CPs

VP Finance and Student Activities

• Alice Walker-Earwicker• Graduated from Biomedical Science in 2015• Been part of Swimming, Musical, LINKs, Hiking and Walking and

the SU Executive. Wanting to get involved with much more!

• Office Hours: 9-5 Monday-Friday• Email: vpfinance@su.sgul.ac.uk• Phone: 020 8725 5078

The VP Role

• Counts and banks cash for example from subs/tickets/donations/bake sales.

• Coordinates the Freshers’ Fayres.• Works closely with the SGUL Finance Department.• Manages the Music Room.• Manages the Minibus.• Processes Invoices.• Processes Claims Forms.• Processes Charity Donation Forms.• Makes floats for events.• Assigns budgets and processes appeals as part of the Finance Committee.• Helps students who want to set up new societies.• Also works on the Commercial side – SU Shop, Eddie’s, SU Bar etc.• And much more!

How do we know when you are free?

• Coming soon…• www.sgsu.org.uk• Scroll down.• Click on my face!

More detail coming later! Any questions

for now?

Society Officers

Who Are We?Anya

Cerys

Alex

Joe

What We Do

• Oversee the goings on of all societies• Help new societies start up• Dissolve inactive societies• Looking after the Music Room• Running Fresher's Fayres• Organising Awards Evening• Point of contact for any society

Our Involvement with Societies

• Promotion and encouragement of all societies• Communicate with SU Executive • A first point of contact• Sign out equipment to societies along with Technical Officers• Maintain lists of clubs, societies and community projects with

contact details for all committee members throughout the year• Be a representative on Club/Society Finance Committee

Starting a Society• Information can be found on the SGSU website, where there is a

starter pack under the club and societies section.• There are three steps:

1. Fill in the Committee Form, Constitution Form, Budget Plan & Document of Interest (found in starter pack)

2. Send an email to Ruth Varney, the General Secretary at secretary@su.sgul.ac.uk requesting to be recognised

3. Attend the next Exec meeting explaining why you want your club or society to exist• Forms should be handed into society officers• There will also be a 6 month review on the new society

Dissolution of a Society• A society can be dissolved through Council by requesting it as an

agenda point. This needs to be done by emailing the General Secretary.

• The SU can also dissolve a society if it shows inactivity. This is assumed if two of the following are true:

1. Lack of a valid constitution.

2. Lack of a committee (President & Treasurer minimum) whose details must be held by the SU.

3. Missing three or more council meetings without giving apologies.

4. Not producing an annual report.

5. Lack of any financial activity for one academic year.• Info can be found in the council manual found on the SU website.

Important PaperworkSociety Constitution• The SGSU constitution requires every club/society/community

project to have an up to date constitution that reflects the current aims and roles of the society.  

Handover Forms• A handover form needs to be filled out at the beginning of the year

and when your committee changes. • The mailing contact for your society will only be updated when your

form has been handed in. • Handover forms can be found online under ‘Committee Resources’

and should be placed in the pigeon hole of the Societies Officers (in the SU office).

Certificates of Participation

• There is a document on the SGSU website you download and edit for your role within a committee. Instructions are found on the website under ‘committee resources’

• Certificates should be taken to the SU and will be checked by referencing the societies constitutional documents. The certificate will be valid when the Student Union President has signed and stamped it.

Music Room• Joint responsibility with tech

officers•Make sure its being looked after•Keep it in good condition• Locker rental•Memberships

Music Room Membership

Membership• Costs £30 for students and £45 for non-students for one year• The application for membership is found online. If you would like to pay

online complete the online form and purchase. Then bring in the proof of purchase/cheque/cash and the completed application form to the Vice President of Finance and Student Activities.

• These forms can be found under ‘Facilities’ on the SU website• When you have access you need to book it through the online room

booking system also found on the SGSU website under ‘Facilities.’ The General Secretary Ruth Varney will give you a username and password, email secretary@su.sgul.ac.uk

Contacting us:

• societies@su.sgul.ac.uk

Any Questions?

Community Project Officers

Sports Officers

Our job…

• Co-ordinate Rob Lowe• Deal with any match rearrangements and problems within

leagues• Sports Ball• Fresher’s Trials• Represent the sports teams at St George’s

• Fresher’s Sports Handbook

Any questions?

sports@su.sgul.ac.uk

Quick Comfort Break!

Minibuses

• What happens if I crash?!• Please make sure you read the Minibus Folder for all the procedures, in regards to

finance we will assess the Incident Report and discuss with you what happened. If the accident has been caused due to negligence unfortunately your society will have to pay 100% of the repairs. If it is not your fault e.g. weather conditions we will split this cost with you 50:50.

• What is the Driving Licence Declaration?• Security will not let you drive the minibus without having signed this document, you

declare that you have no points on your licence and if you get any during your time at St George’s you will let the SU and Security know asap so you are removed from the approved driver list.

• You can collect this from the VP Finance Office and VP Finance will witness your signature and take a copy down to SCC for you.

• I have to fill up with petrol but what else do I have to do?• You must also clean the minibus on your return using the dustpan and brush

provided (next to the first aid kit and petrol can) – otherwise your society will be charged £40 for cleaning!

Budget/Budget Appeals

• You should have all received your budgets – if not then make sure you have given in a handover form to the Societies Officers pigeon hole and email me!

• This does not include money carrying over from last year.• This does not include any grants/sponsorship you are

receiving.• You may only spend the money on what is has been allocated

to you for!• Budget Appeals deadline is 11th September 5pm – please

include as much information as possible! Multiple quotes, proportion of members who would benefit, current budget, proposed budget in a word document.

Accounts

• How much money are we carrying over from last year?• You are only carrying over money you have raised from last year for

example through sales, subs, charitable donations.• You will not carry over any money granted to you by the SU which

you have not spent.• Any grants/sponsorship rules will be according to the agreement

between your society and the organisation.

• Why don’t we know how much we have?• This is a very difficult situation, myself and the interim Finance

Manager are doing all we can to get these figure to you!• Once we are up to date we are hoping to be able to give you a

breakdown of your accounts at least quarterly and update the website with amounts raised for charity!

Subscription Fees – Why?

• What are the minimum subs we can charge?• Your subs can be as low as 1p.

• Why do we have to charge subs?• The reason subscription fees are in place are to track how many members

you have, it ensures that only full members can vote in your elections at the end of the year, it allows your members to have perks for example use of the music room for society rehearsals, use of the pitch for society practice when your society pays for use of these facilities.

• We also like to see how active societies are, whether they are needing help or are serving the student body well, whether you are growing or shrinking etc.

• If you have no financial activity you have no subs and therefore no members so that is one criteria for dissolution.

Invoices/Claims Forms

• We do a weekly remittance proposal on a Wednesday afternoon, which clears by a Friday.

• These are all processed by the SGUL Finance team downstairs, in order for them to have time to process our payments as well as theirs we need to take our invoices down by Friday afternoon.

• Therefore please send me your invoices/claims forms by midday Friday to allow time for me to go through them, approve them, code them, take them downstairs, them to put them all on the system, scan them in and file them before a Wednesday afternoon!

• I have been advised to stop any urgent payments using the online banking or credit card as this causes problems with the bank statements, accounting software and makes much more work for everyone! If any suppliers are dissatisfied by this I am happy to talk to them for you.

Invoices/Claims Forms

• Unless specified otherwise on the invoice we assume standard business terms which are due 30 days from the invoice date. If they need payment sooner you must double check this has been included as otherwise they will not be detected as due on our system until 30 days later.

• Claims forms must be co-signed, once by the claimant and once by the Treasurer/President to approve the payment and verify that it is legitimate and they are happy for it to be paid out of the society account – you cannot sign it twice!

• Claims forms are all marked as due immediately as we understand you are using your personal accounts and need the money for rent/food etc.!

Remittance Advice

• Unfortunately we cannot send remittance advice out to organisations as of yet, this is a receipt and proof of payment and you may be asked for it. I am working on this with the team who manage our accountancy software as well as the Accounts Payable department but there is no quick fix for this.

• Sorry about that!

• If you don’t know where something is; it is probably here!

• www.sgsu.org.uk/club-soc/committee-resources/

Float Requisition Form

• It looks like this:• Please submit this at least 48

hours before your event!• I have to make up each individual

float, sign them out and sign them back in. I would really appreciate as much notice as possible so that I make sure you have your float on time without sacrificing any of my other duties that week.

Charitable Donation Form

Charitable Donation Form

• You may want to donate to charity during the year, not just community projects but also sports teams and societies.

• Please fill out the Charitable Donations Form found on the website, a scanned copy emailed to vpfinance@su.sgul.ac.uk is fine as well as handing in a paper copy.

• These are processed with the weekly remittance proposal on a Wednesday so please make sure I have them by Friday midday latest as with the claims forms and the invoices.

Sponsorship

• You may have noticed our Sports Officer Moneet Gill walking around collecting sponsorship information.

• Part of the Commercial Strategic Plan for 2015-17 is to develop relationships with organisations SU-wide instead of just with individual societies.

• Please let us know who you have deals with this year/had deals with last year – how much they gave you and what you offered in return so that we can collate all the information and come up with a plan to save us money in the long run!

• Please go talk to her and fill in the sheet during the upcoming break

Space!

• As we all know now is a difficult time in regards to space, we have recently cleared the RAG room and assigned rails/shelves to societies but that is not enough!

• We don’t want you to have to pay extra for storage space so this is a time I would love us all to work together and embrace the George’s Spirit! For example we are looking to purchase a stage for long term savings for the performing societies but have no where to keep it, perhaps a sports team has access to a waterproof place with extra room? Then the performing societies could drive to collect it, maybe negotiate a small rental fee?

• Any ideas you may have please use the lunch break to chat and work together.

Lunch Time!

Feedback and Q&A Time!Please split into zones, follow

the relevant officers and I will be wandering around.