Essential Guide for Imperial College Union Club and Society Leaders

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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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Getting Started

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

Volunteer Training Week pt.1

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