Essential Guide for Imperial College Union Club and Society Leaders
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By Ross - Deputy President (Clubs & Societies) 20/21
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Understanding of what you need to do to hit the ground running
•
Understand your role and responsibilities
•
Where to find policy, training, and support
•
Essential documents you need to submit to the Union
•
Understanding of financial responsibility
•
Common acronyms & Terms
U
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p
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q
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1.
What is the name of the
Union’s
online management system?
2.
How many clubs and societies do we have in 20/21?
3.
What is the average annual expenditure of our CSPs?
4.
When was the first Student Choice Awards held?
5.
In which year was the Felix Newspaper founded?
6.
How many staff are employed by Imperial College Union?
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“Our mission is
to make a
positive
impact on the
experiences and outcomes of
all
Imperial College
students from
all
backgrounds.”
Y
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Your specific role should be outlined in your constitution
•
Chair, treasurer, and secretary roles
•
But there are also responsibilities for everyone
•
You are an
ambassador
•
You are
accountable
•
You act with
integrity
•
You have a
duty of care
•
You can be held personally
liable
•
Added responsibilities for
Chairs
,
Secretaries
,
Treasurers,
and
Team Captains
R
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b
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P
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,
p
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c
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s
,
p
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c
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s
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We help you to run one of the largest varieties of student led
activities at any University in the UK
•
Ensuring student activities remain autonomous, they need to be
conducted and delivered within parameters
•
We help set Policies & procedures to set your “parameters”
•
Within the limit of these parameters, you can do anything you like
•
You can shape and amend our polices and procedures
https://www.imperialcollegeunion.org/your
-union/policies
•
Clubs, Societies, & Projects Policy
•
Equipment Policy
•
Room Booking Policy
•
Safe Space Policy
•
Room booking Policy
•
Web conduct Policy
•
Many more…
R
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v
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p
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c
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s
t
o
s
t
a
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t
w
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t
h
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Manage documentation
•
Manage finances
•
Manage web presence
•
Book vehicles, equipment and
rooms.
•
A whole lot more…
e
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A
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https://eactivities.union.ic.ac.uk/training
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y
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Starts with
training
•
Sessions this week
https://eactivities.union.ic.ac.uk/training/articles/538
•
15 sessions between now and Friday (everything will be recorded)
•
Volunteering Training Week pt. 2
- 27/09/2021 - 01/10/2021
V
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1
F
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p
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Management Group Committee
•
1-2-1 Support sessions:
https://eactivities.union.ic.ac.uk/training/articles/522
•
Union email address:
activities@imperial.ac.uk
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d
t
o
s
u
b
m
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t
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Financial responsibility
•
Contact details and 'naughty officers’
•
Instructors and affiliations
•
Inventory & Key lists
•
Risk Assessments
•
Constitution
•
External Speakers
•
First Aid training
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https://imperial.eu.qualtrics.com/jfe/form/SV_eyRUjcZLpvpkYGq
H
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d
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v
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r
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This is the best way to get as much info as possible from your
previous committee.
•
Link to a checklist
here
•
Basic handover should cover:
•
Administration, Storage, Equipment and Bookings
•
Governance
•
Finance and Sponsorship
•
Email, Website and Systems
•
Activities, Events, Trips and Tours
•
Equipment
C
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m
m
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a
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r
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n
y
m
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&
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BUCS
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CSP
•
CSPB
•
DPCS
•
DPFS
•
ICU
•
LUSL
•
NGB
•
CUs
•
CGCU
•
GSU
•
ICSMSU
•
RCSU
•
RSMU
•
Silwood
•
MGs
•
AE
•
CF
•
CT
•
KN
•
RE
•
SP
•
NAC
•
ADF
•
SCAa
W
h
a
t
d
i
d
w
e
c
o
v
e
r
?
•
Understanding of what you need to do to hit the ground running
•
Understand your role and responsibilities
•
Where to find policy, training, and support
•
Essential documents you need to submit to the Union
•
Understanding of financial responsibility
•
Common acronyms & Terms
F
o
r
h
e
l
p
,
s
u
p
p
o
r
t
,
a
d
v
i
c
e
Rachel + Declan, Jo, and Marta
Student Opportunities & Development Team
E-mail:
activities@imperial.ac.uk
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k
https://imperial.eu.qualtrics.com/jfe/form/SV_0lcwwNwHnANrBLo
In this comprehensive guide, discover your role, responsibilities, and essential documents when leading a club or society at Imperial College Union. Learn about the union's mission, policies, and ways to make a positive impact on student experiences. Get insights on financial responsibility, common acronyms, and more to hit the ground running effectively. Understand the importance of integrity, duty of care, and how to shape and amend policies for student-led activities.
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Presentation Transcript
Welcome By Ross - Deputy President (Clubs & Societies) 20/21
Aims of the session Understanding of what you need to do to hit the ground running Understand your role and responsibilities Where to find policy, training, and support Essential documents you need to submit to the Union Understanding of financial responsibility Common acronyms & Terms
Union pop quiz 1. What is the name of the Union s online management system? 2. How many clubs and societies do we have in 20/21? 3. What is the average annual expenditure of our CSPs? 4. When was the first Student Choice Awards held? 5. In which year was the Felix Newspaper founded? 6. How many staff are employed by Imperial College Union?
What does Imperial College Union do? Our mission isto make a positive impact on the experiences and outcomes of all Imperial College students from all backgrounds.
Your role and your responsibilities Your specific role should be outlined in your constitution Chair, treasurer, and secretary roles But there are also responsibilities for everyone
Responsibilities You are an ambassador You are accountable You act with integrity You have a duty of care You can be held personally liable Added responsibilities for Chairs, Secretaries, Treasurers, and Team Captains
Policies, policies, policies We help you to run one of the largest varieties of student led activities at any University in the UK Ensuring student activities remain autonomous, they need to be conducted and delivered within parameters We help set Policies & procedures to set your parameters Within the limit of these parameters, you can do anything you like You can shape and amend our polices and procedures
Relevant policies to start with https://www.imperialcollegeunion.org/your -union/policies Clubs, Societies, & Projects Policy Equipment Policy Room Booking Policy Safe Space Policy Room booking Policy Web conduct Policy Many more
eActivities Manage documentation Manage finances Manage web presence Book vehicles, equipment and rooms. A whole lot more
eActivities https://eactivities.union.ic.ac.uk/training
But dont worry, were here to help Starts with training Sessions this week https://eactivities.union.ic.ac.uk/training/articles/538 15 sessions between now and Friday (everything will be recorded) Volunteering Training Week pt. 2 - 27/09/2021 - 01/10/2021
Further support Management Group Committee 1-2-1 Support sessions: https://eactivities.union.ic.ac.uk/training/articles/522 Union email address: activities@imperial.ac.uk
Essential documents you need to submit Financial responsibility Contact details and 'naughty officers Instructors and affiliations Inventory & Key lists Risk Assessments Constitution External Speakers First Aid training
Financial responsibility https://imperial.eu.qualtrics.com/jfe/form/SV_eyRUjcZLpvpkYGq
Handover This is the best way to get as much info as possible from your previous committee. Link to a checklist here Basic handover should cover: Administration, Storage, Equipment and Bookings Governance Finance and Sponsorship Email, Website and Systems Activities, Events, Trips and Tours Equipment
Common acronyms & terms BUCS CSP CSPB DPCS DPFS ICU LUSL NGB NAC ADF SCAa CUs MGs CGCU GSU ICSMSU RCSU RSMU Silwood AE CF CT KN RE SP
What did we cover? Understanding of what you need to do to hit the ground running Understand your role and responsibilities Where to find policy, training, and support Essential documents you need to submit to the Union Understanding of financial responsibility Common acronyms & Terms
For help, support, advice Rachel + Declan, Jo, and Marta Student Opportunities & Development Team E-mail: activities@imperial.ac.uk
Feedback https://imperial.eu.qualtrics.com/jfe/form/SV_0lcwwNwHnANrBLo
