SU Society Standards Application Form 2023-2024
Awarded to recognize the quality of society management, the SU Society Standards Awards offer bronze, silver, or gold levels based on achievements across 8 sections. Detailed form instructions provided. Submit by the deadline for consideration.
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SU SOCIETY STANDARDS APPLICATION FORM 2023-2024 Please complete this form and submit it to susocs@essex.ac.uk (societies) no later than Monday 8th April 2024 at 12pm. 1.
CONTENTS Topics Page Topics Page What are Standards? 3 Section 4 Funds Raised Evidence 12 How Scoring Works 3 Section 5 Executive Committee Meetings 13 Example of Scoring 4 Section 5 Executive Committee Meetings Evidence 14 How To Fill Out This Form 4 Section 6 Admin 15 Standards Tracker 4 Section 6 Admin Evidence 16 Section 1 Society Committee Positions 5 Section 7 Social Events 17 Section 1 Society Committee Positions Evidence 6 Section 7 Social Events Evidence 18 Section 2 Volunteering Events 7 Section 8 Society Engagement 19 Section 2 Volunteering Events Evidence 8 Section 8 Society Engagement Evidence 20 Section 3 Executive Committee Volunteering Log 9 Celebrating Excellence 21 Section 3 Executive Committee Volunteering Log Evidence 10 Celebrating Excellence Evidence 22 Section 4 Funds Raised 11 Signatures 23 2.
EXAMPLES OF SCORING STANDARDS TRACKER Examples of a Bronze standard society: 8 bronze sections, or 1 silver section, 6 bronze sections, or 1 gold section, 1 silver section, 3 bronze sections. We have made this to demonstrate an example of how scoring works but please feel free to use it yourself to track your progress in each section. Bronze (100pts) Silver (200pts) Gold (300pts) Section Points Examples of a Silver standard society: 6 silver sections, or 5 silver sections, 2 bronze sections, or 1 gold section, 2 silver sections, 5 bronze sections. 1 Society Executive Committee Positions X 200 2 Volunteering Events X 300 3 Executive Committee Volunteering Log 0 Examples of a Gold standard society: 7 gold sections, or 6 gold sections, 1 silver section, or 5 gold sections, 2 silver sections, 1 bronze section. 4 Funds Raised X 300 5 Executive Committee Meetings X 100 6 Admin X 100 7 Social Events X 100 HOW TO FILL OUT THIS FORM 8 Society Engagement X 200 Total 3 2 2 1300 Please fill in as much information as possible in all the boxes relating to each criteria that you believe you have achieved. Each section also contains a space to record the level (Bronze, Silver, or Gold) which you believe you have achieved in that section, along with the points associated (Bronze 100, Silver 200, Gold 300). There is also an overall totals box on the last slide. Each section has a following page with space for evidence. Please provide as many screenshots and images for evidence as possible. You can also attach any supporting documents when you email this form. 4.
WHAT ARE STANDARDS? This award is the recognition of the quality of which a society has been run at over the past academic year. Societies Execs will be awarded these standards awards at the annual awards ceremony. These are a great way to show the hard work Execs have put into their societies and stand out on graduate s CVs. Societies can achieve either a bronze, silver, or gold standards award. HOW SCORING WORKS The standards award is broken down into 8 sections. You can achieve a bronze, silver, or gold in each section, granting the following points: Bronze 100pts. Silver 200pts. Gold 300pts. To achieve a Bronze in any section you must fulfil ALL the corresponding bronze criteria for that section. To achieve silver in any section you must fulfil all the corresponding bronze and silver criteria. To achieve gold in section you must fulfil all the corresponding bronze, silver, and gold criteria. You can only earn one level of points per section, either 0, 100, 200, or 300 points. Your overall standards award is determined by the total amount of points achieved: Bronze 800pts. Silver 1200pts. Gold 2000pts. A society can also be granted additional points for national or international recognition any or its members have achieved, see Celebrating Excellence (page 21). 3.
SECTION 1 SOCIETY EXECUTIVE COMMITTEE POSITIONS Please note that one person can hold more than one executive position, however the positions of President, Secretary and Treasurer must be held by different people. These exec positions will need to have been elected before 30th March 2024 in order to count. If you are unsure if we have your latest exec team list or not, please email us to check. We have amended this section so that any society with all 4 core exec will receive the full 300pts and those with less than the for core roles 0pts. SECTION 1 SOCIETY EXECUTIVE COMMITTEE POSITIONS Name of Exec (and their corresponding position) Email of person who holds this position Standard Required positions 1. President 2. Vice-President/Secretary Gold 3. Treasurer 4. Welfare Officer Level Achieved in this Section: Points Achieved in this Section: 5.
SECTION 1 SOCIETY EXECUTIVE COMMITTEE POSITIONS EVIDENCE 6.
SECTION 2 VOLUNTEERING EVENTS This may have been volunteering as a society, for a Vteam project, or doing something as a society which was not for financial gain or for a purely social purpose, such as a fundraiser for an external charity. For these events to count on this application, 3 or more people must have participated, and you also need to have logged your volunteering hours on Gradintel: https://gradintel.com/index.php/en/ Extra opportunities are also available during Volunteering Week 12th-16th February: https://www.essexstudent.com/volunteering/ SECTION 2 VOLUNTEERING EVENTS Number of volunteering events Who attended (state at least 3 names) Standard Volunteering event/activity & date 1. Bronze 2 2. 3. Silver 4 4. 5. Gold 5 Level Achieved in this Section: Points Achieved in this Section: 7.
SECTION 2 VOLUNTEERING EVENTS EVIDENCE Any photos you have of volunteering events will help support your application. 8.
SECTION 3 EXECUTIVE COMMITTEE VOLUNTEERING LOG Submit screenshots to the next slide containing all execs downloaded hours from Gradintel of Volunteer record (available from logging into your Volunteering profile and following the My Skills Record button). https://gradintel.com/index.php/en/ SECTION 3 EXECUTIVE COMMITTEE VOLUNTEERING LOG Standard Criteria Completed (YES/NO) 25% of Society executive committee to have each created a volunteering profile and logged 5 hours of any work done as execs (E.g. Attending meetings, attending GMs, event planning, fundraising etc.) 50% of Society executive committee to have each created a volunteering profile and logged 10 hours of any work done as execs (E.g. Attending meetings, attending GMs, event planning, fundraising etc.) 75% of Society executive committee to have each created a volunteering profile and logged 10 hours of any work done as execs (E.g. Attending meetings, attending GMs, event planning, fundraising etc.) Bronze Silver Gold Level Achieved in this Section: Points Achieved in this Section: 9.
SECTION 3 EXECUTIVE COMMITTEE VOLUNTEERING LOG EVIDENCE Submit screenshots containing all execs downloaded hours from Gradintel of Volunteer record (available from logging into your Volunteering profile and following the My Skills Record button). https://gradintel.com/index.php/en/ 10.
SECTION 4 FUNDS RAISED This may include raising funds for your own society as well as for an external charity. It may include tickets sales for an event. Only 50% can come from society memberships. In the event of a collaborative fundraising event, the total money raised will be split accordingly to the number of societies involved, unless agreed otherwise in advance by all societies involved. SECTION 4 FUNDS RAISED Standard Amount required Events(s) & Date(s) Amount raised Bronze 200 Silver 500 Gold 800 Level Achieved in this Section: Points Achieved in this Section: 11.
SECTION 4 FUNDS RAISED EVIDENCE Any photos you have of your fundraising events will help support your application. 12.
SECTION 5 EXECUTIVE COMMITTEE MEETINGS These are meetings between exec members to help run the society and plan upcoming events/socials etc. At least 3 exec members must have attended each of these meetings SECTION 5 EXECUTIVE COMMITTEE MEETINGS Required number of meetings Standard Dates of meetings Which exec attended? (at least 3 names) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Bronze 4 Silver 8 Gold 10 Level Achieved in this Section: Points Achieved in this Section: 13.
SECTION 5 EXECUTIVE COMMITTEE MEETINGS EVIDENCE Screenshots of messages about organising Exec meetings (e.g., from Exec group chats) or recorded minutes are great evidence. 14.
SECTION 6 ADMIN These criteria relate to the administrative tasks involved in the smooth running of a society. Please note that Societies found guilty of any disciplinary offences cannot be awarded a Gold Standard. Serious disciplinary offences may result in no society standard awarded at all and further action taken. This does not include individual offences. SECTION 6 ADMIN Standard Criteria Completed (YES/NO) All compulsory documents signed (found at https://www.essexstudent.com/activities/studentactivitiesexechelp/formstosign/) Code of Conduct (To be read) Individual Society Constitution (To be signed by all Exec members) Financial Policies and Procedures for Club & Society Treasurers (To be signed by President and Treasurer) Bronze Compliance with the Societies Terms of Reference. Attendance at all compulsory SU Societies training sessions, or to watch back/read the training videos/presentations if you were unable to attend the sessions. Some examples of events posted on the SU What s On page (https://www.essexstudent.com/whatson/) www.essexstudent.com page up to date, including a blurb, meeting times, and contact information. Silver At least one society representative to have attended all Society General Meetings Budget not exceeded (excluding extreme circumstances). Society not found guilty of any disciplinary offences (this will not include individual offences). At least two society representatives to have attended one Society General Meeting. Gold Evidence that you have promoted any upcoming elections and available exec roles to your members in advance of the General Elections. Level Achieved in this Section: Points Achieved in this Section: 15.
SECTION 7 SOCIAL EVENTS Social events are considered events/meeting/gatherings which are designed to bring your society members together in a social setting. SECTION 7 SOCIAL EVENTS Standard Required numbers Event & Date Approximate number of attendees 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Bronze 3 Silver 7 Gold 10 Level Achieved in this Section: Points Achieved in this Section: 17.
SECTION 7 SOCIAL EVENTS EVIDENCE Any evidence of posts promoting the event or photos taken at the event will help support your application. 18.
SECTION 8 SOCIETY ENGAGEMENT SECTION 8 SOCIETY ENGAGEMENT Standard Criteria Completed (YES/NO) Have at least one society social media account Bronze Host a welcome event for society members Host at least 1 social/activity a month Ran a stall at Fresher s Fair or the January Opportunities Fair Worked on a project/event collaborating with another society Have an active social media account (at least one post/story per fortnight during term time across any social media platforms) Silver Collaborate once with Rebel: This can be writing an article; hosting a radio show, creating video content or getting involved with Rebellion you must submit the links or screenshots of your pieces of content on the next slide. Collaborate twice with Rebel: This can be writing an article; hosting a radio show, creating video content or getting involved with Rebellion you must submit the links or screenshots of your pieces of content on the next slide. Actively engage with students in one of the communities (Asian Network, Black Network, International Students Association, LGBTQ+ Networks, Mature Students, PGR & PGT Students, Student Parents & Carers, Students with Disabilities, Women Students) or get involved with an SU event (e.g. SU bar takeover, fireworks night). Gold Have an active social media account (at least one post/story per week during term time across any social media platforms) Level Achieved in this Section: Points Achieved in this Section: 19.
SECTION 8 SOCIETY ENGAGEMENT EVIDENCE Feel free to add additional slides to include further evidence. 20.
CELEBRATING EXCELLENCE If your society or an individual member (representing the society) has achieved national or international recognition for something they have done (including being shortlisted for an award), please let us know below. Each accepted submission is worth an extra 300 bonus points towards your standards award. A maximum of 900 points will be granted for this section. Title of Recognition Member s Name Member s Essex email 1. 2. 3. 21.
SIGNATURES This is to acknowledge that everything recorded on this form is accurate to the best of the society s Exec Members knowledge. President Name President s Signature Secretary s Name Secretary's Signature Treasurer s Signature Treasurer s Name Welfare Officer s Name Welfare Officer s Signature Overall Points Achieved: Overall Standard Achieved: 23. End of Document
