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President and Treasurer's Handbook President and Treasurer’s Handbook 2019/20 kclsu.org Core: Everyone KCLSU President and Treasurer’s Handbook 2019/20 Contents Introduction Finance KCLSU Hubs 7 eXpense365 47 Your webpage 8 Small amount claims 59 Monthly updates 9 International bank accounts 59 Room bookings 10 eXpense365 in action 59 Risk assessments 13 eXpense365 troubleshooting guide 59 Trips 13 Paying third-party suppliers (non-students) 60 Conflict 14 Credit/cash card payment facilities 60 AGMs & Elections 14 Group/club reports 61 Promotion and marketing 15 Understanding your accounts 62 KCLSU Awards 18 VAT (Value Added Tax) on expenditures 62 Planning your year 19 Fundraising 63 24 hour payments 63 Core: Student activity groups International payments 63 Membership 26 Raising sponsorship invoices 63 How do members join? 26 Planning in advance 64 Being an inclusive society 26 Paying money into your account 64 Funding your group 27 External bank accounts 65 Decision Making Activities Committee 28 Dormant accounts 65 Accreditation Scheme 29 Our financial year 65 Committee misconduct 65 Core: Sports clubs Membership 34 More than Core Funding your sports club 34 Fundraising 69 Sports Union Development Committee 36 Volunteering 70 Facilities 36 Widening Participation 71 Coaching 36 Wellbeing 73 BUCS/LUSL and other fixtures 36 Core: Student media Media law training 40 Publishing/posting procedure: 40 Complaints procedure: 40 What is defamation? 40 Deciding the best course of action 41 KCLSU Safe Space Policy, External Speakers Policy and Student Media 42 The media suite 43 Student media Panel 43 5 KCLSU President and Treasurer’s Handbook 2019/20 KCLSU President and Treasurer’s Handbook 2019/20 Introduction Welcome to KCLSU – our Students’ Union. We’re pleased to welcome you to our community of ratified student activity groups, student media groups and sports clubs! Running a group, club or society is an exciting opportunity and will equip you with a great new set of skills. This guide aims to provide you with all the resources and information that you’ll need to run your group or club effectively and efficiently. If you’re still unsure about something, you can email [email protected], [email protected], [email protected] or stop by a KCLSU Hub to get additional support. What does it mean to be a ratified group or club? Being a ratified activity group, media group or sports club means that KCLSU will provide you with support resources and training. With these benefits, come important responsibilities that are outlined in your student activity group, student media group or sports club agreement. This agreement is to be signed by the President and Treasurer of every group or club at the President and Treasurer (PAT) Conference. You’ll find some important parts of said agreement in the section in this book relevant to your group (student activity groups on page 25, media groups on page 39 and sports clubs on page 33). KCLSU Hubs KCLSU Hubs can help with all the basic needs of your group or club. Here’s a snapshot of what they deal with: • Answering enquiries about all KCLSU activity groups and sports clubs • Helping students join groups and clubs and pay membership fees • Assisting committee members to book spaces for their meetings, rehearsals, etc. (sports clubs wanting to book external practice/match facilities, please contact [email protected]) • All enquiries relating to social study spaces, activity rooms and meeting rooms alongside performing room checks • All enquiries as to putting on/ collaborating on a Bush House Sessions event. Please note: KCLSU Hubs are the only place student groups can deposit money from fundraising activities. Opening hours and contact details KCLSU Hub at Guy’s (West Wing): [email protected] Monday – Friday: 8.30am – 11pm Weekends: 9am – 10pm KCLSU Hub at Bush House Ground Floor: [email protected] Monday – Saturday: 10am – 10pm, Sunday 10am – 6pm KCLSU Hub at Bush House 7th Floor: [email protected] Monday – Saturday: 10am – 10pm Sunday 10am – 6pm KCLSU Hub at Waterloo (Franklin-Wilkins Building): [email protected] Monday – Friday: 10am – 5pm KCLSU Hub at Denmark Hill (IoPPN and WEC Buildings): [email protected] Wednesdays and Fridays: 10am – 2pm. All week service at IoPPN TBC Please note that the above opening hours apply to term-time only. Check kclsu.org for updates regarding opening times during holidays. 7 KCLSU President and Treasurer’s Handbook 2019/20 Admin rights Additional to the PAT training conference, each President and Treasurer will need to complete a few short online training courses. You will be emailed with details on how to access these. If you haven’t received an email regarding online training by the end of June, please email [email protected]. After you attend PAT Training, complete the online training and purchase membership to your group or club, you should contact a KCLSU Hub (opening hours and contact details above) where a staff member will grant you admin rights as either President or Treasurer. Once registered, you will then have access to your group or club’s webpage which you can make changes to and keep up-to- date, access the external speakers form (page 11) and use the eXpense365 app (page 47). Your webpage With admin rights you can log into kclsu.org and click ‘my account’ in the top right hand corner to see a drop-down menu. The first list on this drop-down menu is ‘Organisations’ - under here you will see all the groups or clubs of which you are a committee member. You can find a training video on how to navigate through this section under the Running a Group or Running a Club page of kclsu.org. If you click on the group or club name, you will be taken to the administrator page where you can access various options for your group. The following explains what each area of the admin page does: ‘Membership Demographics’ Here you can see a breakdown of your membership demographics by ‘Age Range’, ‘Department’, ‘Ethnicity’, ‘Faculty’, ‘Mode of Study’, ‘Nationality’, ‘Sex’, ‘Student Type’, ‘Study Site’ or ‘Year of Study’. ‘Edit details’ ‘Contact details’ • Email address – club or society email address which will be displayed on your webpage • Web address – a public website upon which people can find out more about your activity • Twitter username –Twitter account for members/potential members to follow • Facebook URL – Facebook page or group for members/potential members to join or follow • Instagram username – Instagram account for members/potential members to follow ‘Listing description’ Not currently in use ‘Description’ This is where you input information that will appear on your page. You should include some information about your group or club’s core activity and when/where you meet as well as any upcoming events or projects. Please note: The above content should be updated around once a month with any changes and updates. This keeps your page relevant and engaging for both current and potential members. ‘Messages’ • This is where you can contact your members. We are unable to share member details but you can contact every individual who has successfully purchased a membership to your group through this messaging tool. From here you could request that they send you their email address/join your Facebook group/follow you on Twitter etc. • When using this feature to email your members, you can choose to either email them from your personal student account, or your generic society email address (if you have one and have imputed it into the website). You can also choose which email they reply to. • All messages that you send to the club or society via this messaging system will be saved into the system but replies will go directly to the email address provided. KCLSU President and Treasurer’s Handbook 2019/20 ‘Members’ • A list of every paid member of your club or activity group. This will display their name and their K-number. ‘Groups’ • You can create / edit groups of members. This can be used for any reason such as active members or members who’ve attended a specific meeting. You will be able to send messages to any groups that you create via the message centre. ‘Sales reports’ • Sales reports allow you to track the sales of memberships, tickets or products that are owned by your club or activity group. • Every item sold that has been set to your group will be tracked here and will appear in the reports. • You can also view a list of the names of purchasers. • If you have customisations set up (i.e a “size” for a jumper) you can also view those details here. • If you would like to sell products, such as kit, online then please email [email protected] or [email protected] ‘Fundraising’ Not currently in use Monthly updates - How we communicate with you On the last Friday of each month, student activity groups and media groups will receive the Activities Update and sports clubs will receive Team Talk. These are monthly newsletters which will provide you with all of the important updates you’ll need for running your group/club (e.g. funding applications, training, events etc.). These updates are the only way you will hear from us so it’s vital you read them each month. Keep an eye out for it in your inbox! If you do not receive this on the last Friday of the month, please contact [email protected] or [email protected]. 9 KCLSU President and Treasurer’s Handbook 2019/20 Room Bookings Being a ratified group means you have access to plenty of meeting spaces free of charge. Here are all of the spaces available to you: KCLSU Rooms 9 spaces at Guy’s (West Wing and East Wing) • 5 Activity Rooms • 3 Meeting Rooms • The Spit 12 spaces at Strand (Bush House) • 6 Activity Rooms • 3 Meeting Rooms • The Studio • 2 Social Study Spaces – Lower Loft and the Meadow King’s Rooms • Classroom and lecture theatres • Greenwood Lecture Theatre ([email protected]) KCLSU Venues • The Vault ([email protected]) • Philosophy Bar ([email protected]) • Guy’s Bar ([email protected]) KCLSU and King’s Notice Period Room bookings must be made at least 3 working days before an event is due to be held.
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