Society Leaders Core Training

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Societies and Communities Leaders Basic Training2024

Changes for Societies

Our New Missions

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Important Information

Read more here!

Societies and Communities

EEDI

GDPR

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Code of Conduct

Quiz

Relevant Information

Welfare Guidance

LBSU Website

Society Finances

Important Times of Year

Events and Risk Assessments

Roles Overview

Expectations

This Training Will Cover

Societies and Communities - What's the difference?

Societies

Communities

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Expectations

What we expect of you

What you can expect from the Students' Union

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ACTIVITIES RUN BY YOUR SOCIETY

WHAT IS IT?

COMMITTEE

INDIVIDUALS

Code of Conduct

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General

Secretary

Treasurer

President

Roles Overview

+ Food

+ Society Trips

+ Community Toolbox

+ End of Year Balls

+ Space Bookings

+ Funding

+ Contracts

+ Handbooks

Events are a core part of running a society. They are great way to get your society together. But they can be stressful and time consuming to organise and run.Therefore, check some of our help and guidance around events.

Events

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Community Toolbox

Change for this year:Previously we required every society event to be risk assessed.From now on most society events, especially if they are on campus, WILL NOT require risk assessments as they will be covered by the Students' Union's standard operational risk assessments.If you do need to carry out a risk assessment the form can be found in the Communities Toolbox, it will also be linked within the space booking form.If your event needs a risk assessment it can NOT go ahead unless the risk assessment is completed and approved. Please note we require at least 15 working days notice for all risk assessments. Forms submitted fewer than 15 working days in advance unfortunately cannot be considered.

Risk Assessments

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Examples of what needs a risk assessment

Community Toolbox

If you wish to invite anyone from outside the University to speak at a Society or Community event you must complete an External Speaker form BEFORE sending them an invite to arrange the event.The External Speaker form can be found in the Communities Toolbox and is also linked within the Space Booking Form.Your event can NOT be confirmed and a space won't be booked for the event until the External Speaker is approved. Please note we require at least 15 working days notice for all External Speaker Requests. Forms submitted fewer than 15 working days in advance unfortunately cannot be considered.

External Speakers

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Community Toolbox

This is the best way to plan your events, especially if you are looking to use Students' Union or University space. Following these steps in this order stops delays from happening and reduces the need for back-and-forth emails.

Event Planning Flowchart

Book a Space

Inviting someone not from the Uni to speak?

Keep an eye on your email

Are there any costs? Put a funding plan in place

Post the event on the Students' Union website

Come up with an event idea

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Read more

Once your society becomes officially recognised you and your members will be covered by the Students' Union Group Personal Accident Insurance.We highly recommend clicking the tab to be taken to the summary document to view what is and isn't insured.

Accident Insurance

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March& May

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Jan & Feb

Sept & Oct

Over the Summer

Intro

Important Times of Year

Important Rules

Depositing Funds

Grant Account

Deposit Account

Society Accounts

Reimbursement

Society Finances

Society Finances can be difficult to understand. Please take some time to read through each point to make sure you have an understanding of your society accounts and LBSU procedures.

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LBSU Website

Every Society gets a free webpage on the LBSU website. Check out what you can use your webpage for and why it is important.

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General Data Protection Regulation(GDPR)

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Culture Shock, Gaslighting and Microaggressions

Mental Wellbeing

Social Media

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Socials/Events

Inclusion

Welfare Guidance

What is EEDI?

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What can I do?

Why is it important?

Equality, Equity, Diversity and Inclusion(EEDI)

We are aware many societies choose to host private group chats via platforms like Instagram and WhatsApp.We understand these are great for contacting your members. However, please make sure any new members who join your society are invited to these. You can do this by messaging your members through you webpage once a month and inviting them with a link/QR Code.Also make sure you have multiple admins for your groups and consider how you will hand this chat over between committes at the end of the year.Please remember: The Code of Conduct still applies in private messaging groups related to the societies and communities. As Society Leaders you have a responsabililty to uphold the Code of Conduct.If you have believe individuals are breaking the Code of Conduct and need help addressing this contact the Community Organising Team.

Private Group Chats

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Remember you can always contact the Community Organising Team on Communityorganising@leedsbeckett.ac.uk

Contact Us

It may get to a point where you no longer feel able to lead your society or give it as much as it deserves. This is completely okay. If you are feeling like this try speaking to the President of the society or please get in contact with the Community Organising Team who will help and support you.

Too Much?

Need Help?

Being a leader can be difficult at times. We aware there will be times where you are struggling either personally or as a society.As a leader you are always welcome to reach out to the Community Organising Team who work all year round and will help you as best they can.

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Other Relevant Information

The best way to get in contact with the Community Organising Team is via email:communityorganising@leedsbeckett.ac.uk

Contact Us

Our main office is at City Campus in Portland Building Entrance.Many of our staff work remotely some days of the week so it is worth confirming with them first if they are in the office, to avoid disappointment.

LBSU Office Location

If you want to have society related items delivered to the SU, please use the following address:[YOUR SOCIETY NAME]c/o Leeds Beckett Students' UnionPortland WayLeedsLS1 3HE

Post and Packages

Every correct answer will give you a number. These 8 numbers, in the order you are given them, will form the password at the end. Please make a note of each of them.

Are You Ready For The Quiz?

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Question 1

Question 2

Question 3

Question 4

Question 5

Question 6

Question 7

Question 8

No, Review A Section

No, Retake Quiz

Yes

Have you got the 8 digit code to proceed?

GDPR

Code of Conduct

Support

Private Group Chats

Relevant Information

Welfare Guidance and EDI

LBSU Website

Society Finances

Important Times of Year

Events and Risk Assessments

Roles Overview

Expectations

Click on the area you wish to revisit:

Please complete this Form

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Finish

You should receive an email for completing the Training by filling in the form on the previous page.If you do not recieve an email you will not show up in our system as completing the training!

Thank you for completing the training

Please adhere to the following rules regarding Society Finances

• Never open a bank account for the Society, all Society money must sit with the Students' Union.
• Never personally take money for the Society. Tickets, merch, memberships, etc. must all be sold through the Students' Union website.
• Never use Society funds to solely benefit yourself or a limited number of the members (e.g. the committee). Funds must be used for the benefit of all members, all members must be offered the same opportunities, even if not everyone takes part.
• Never sign a contract or make a financial agreement with a 3rd party on behalf of the Society without first consulting the Students' Union. As a rule, we sign contracts on your behalf.
• Breaking any of these rules is a serious breach of the Code of Conduct. If think any of these rules have been broken, please contact us so we can help you resolve the matter. Failure to do so will put the society and your role at risk.
• WHEN IN DOUBT, ASK! Email us: communityorganising@leedsbeckett.ac.uk

If you are unsure if an event will need its own risk assessment please email the Community Organising Team. If you are regularly running the same type of event (e.g. going on hikes) one risk assessment will normally be okay for the whole year for that type of event.

• A weekend trip somewhere in the UK
• International travel as a society
• An event where you bring equipment onto campus that could pose a risk
• A society hiking trip

Risk Assessment Required

• A society meeting in a uni room
• A social in the SU Hive
• A stall on campus
• A club night, or music event in the Stage

VS

No Risk Assessment Required

We’re launching a brand new strategy with these four core missions:

• Fight to ensure the basic needs of every student are met
• Provide communities for every Beckett student to feel they belong
• Work to improve the study conditions to enable Beckett students to succeed
• Create opportunities for Beckett students to develop and progress.

Remember, submit the external speaker form before booking a space.

Have an External Speaker?

Head to the Community Toolbox to book your space once you know how you're covering any costs and you've filled out the external speaker form if needed.Again, most events (such as socials) are unlikely to have costs or need speakers approved so feel free to book your space as soon as you know when you want to put on an event.AND REMEMBER! Spaces can become booked out quickly, so book as far in advance as you can to avoid disappointment.

Book Your Space

Most events you put on won't have overhead costs, things to need to pay for in advance. However if you're planning something like a large party in the SU Hive there may be costs like DJ's and security.You will need to know how you plan on paying for those things before you book the space..Check your society deposit balance in the toolbox.Consider charging a ticket price on the SU Website.Apply for funding if the event fits the criteria

Make sure your society can afford the event

When you book a room please provide either your student email or the society email address in the form.We will send you updates and confirmation of your room booking.We will also email if we have any questions or in the rare cases where we think the event will need its our risk assessment.

Check your Inbox!

All Society events must be posted on the website. You can do this by logging in to our website and using the society leader tools you are given after completing this training.This lets all students see your events.Tickets for society events can only be sold using the SU website, please do not use other platforms.

Remember to post your event on the website

This means the following changes for societies:

• Societies and Communities will now be supported by the Students’ Union Community Organising Team.

• Some Societies (non-recreational) will be asked to become (or link with) Communities.

• The criteria for the ‘Community and Society Grant’ funding pot will be updated and linked to our new core missions.

• This is a year of change for the Students' Union! We're working as quickly as possible to get all your resources up to date.