Societies Academy 23-24

SOCIETIES ACADEMY
2023/24
Hosted by ​
Jess Reid (she/her), your Vice President Communities 2022/23
& Jordyn Austin (she/her), your Activities & Volunteer Coordinator​

WELCOME TO
SOCIETIES ACADEMY​
To give everyone a chance to get answers to
common questions on running a successful
society. ​
To give you an idea of what it is like to run a
society and the amazing things you can get
involved in.
To learn the best ways of spreading the word
about your society. ​
This is a very laid-back, basic session and Your
Students’ Union is here to support you every step of
the way!

WHAT WE WILL COVER​
Key Contacts
Social Media
Planning for the year ahead
Finances
Using the Website​
Risk assessments and other
technical bits
And more!

KEY CONTACTS – MAIN​
General support
Your Vice President Communities, Zoë Crosher:
communities.union@stir.ac.uk
Activities & Volunteer Coordinator: ​jordyn.austin@stir.ac.uk
The General Students’ Union inbox: theunion@stir.ac.uk ​
Social media and events support
Communications & Activities Manager, Nick n.d.manton@stir.ac.uk or ​
Marketing & Events Coordinator, Laura laura.dixon@stir.ac.uk ​
Booking space on campus (University owned): stirlingvenues@stir.ac.uk​
Advocacy support​
advocacy.union@stir.ac.uk ​

KEY CONTACTS
OTHER SABBATICAL OFFICERS
Your Sports President, Murray Bushell – good for any collaborations or
interest in physical activity events/fundraisers, sports.union@stir.ac.uk
Your Union President, Leen Mohamed Gaffar Ali – good for raising concerns
or suggestions related to the equalities zone/general student representation,
president.union@stir.ac.uk
Your Vice President, Education, Katie Gethings - good for academic-based
societies, or if you're wanting to work with any faculty officers or
departments, education.union@stir.ac.uk
If contacting other officers, please copy
communities.union@stir.ac.uk into the email

KEY CONTACTS – OTHER OFFICERS
COMMUNITIES ZONE ​22/23
Housing Officer - Dante Lopez
Co-curricular Officer - Juulia Spets​
International Officer – Adhiraj Singh
Arts Officer – Shani Doudet
Media Officer – Ciaran Sweeney
If contacting other officers, please copy
communities.union@stir.ac.uk into the email

KEY CONTACTS – OTHER OFFICERS
COMMUNITIES ZONE ​23/24
Housing Officer - Justine Pedussel
Co-curricular Officer - Rebbecca Cameron-Park​
Sustainability Officer - Anne Marie Hamfeldt​
International Officer – Khaliun Batbayar
Arts Officer – Shani Doudet
Media Officer – Arya Hasan
If contacting other officers, please copy
communities.union@stir.ac.uk into the email

KEY CONTACTS – OTHER OFFICERS 22/23​
Sport Zone​
Health & Wellbeing Officer, Zoe Crosher​
Sports Communication Officer – Siobhan Campbell
Sports Participation & Engagement Officer – Lauren
Bullock
Education Zone​
Mature Students Officer, Michael Sammels​
Engagement Officer, Lucy Wilson
Equalities Zone
Equalities Officer (Disablities) – Nicky Foley
Equalities Officer (Women) – Petra Jarosova

PLANNING FOR THE
YEAR AHEAD​
Our Recommendation​
Rough plan for the semester by end of June
Things to consider​
Who's running each meeting?​
Do you need any resources or planning i.e. a
presentation, equipment etc.?​
Are you going to do collaborations with other
clubs or external organizations? Start
planning these earlier​
Publicizing the event ​

ACCESSIBILITY & INCLUSION
"The University of Stirling Students’ Union, hereinafter referred to as
‘the Union’, is committed to equality for all. We will demonstrate this by
taking a pro-active and inclusive approach to equality, supporting and
encouraging all under-represented groups, and promoting an inclusive
culture which values and celebrates diversity."
~ Stirling Union Equality, Diversity & Inclusion Policy
Preparing for accessibility and being aware of where your club could
be more accessible and inclusive should be part of what drives your
society
Accessibility & Inclusion Guide .pdf

DEALING WITH COMPLAINTS FROM MEMBERS
Encourage committee to be active bystanders
Require members to participate in the university's harassment/
consent/bystander training module
Refer members to your Wellbeing/Welfare Officers who will then liaise with
the Union
Have members submit a formal complaint to the Union/university if they
have a serious accusation against another member or the society as a whole
Refer them to the Report + Support service (also offers option to report
anonymously)
Advise members to utilise the university's Student Support Services: Mental
Health Student Advisers, One at a Time Therapy

COMMUNITIES ZONE RESPONSIBILITIES
At least one committee member is expected to
attend our regular Communities Zone Meetings
It is imperative for committees to also attend the
Union's General Meetings, as the motions often will
have a direct impact on societies
Join our Communities Zone Executive Committee
(CZEC) to approve new societies, grant societies
funding from the Club Grant, review societies'
constitution amendments, and more!

COMMUNITIES ZONE MEETINGS
(DATES TENTATIVE)
1.
2.
3.
4.
Tuesday, 26 September
Tuesday, 21 November
Tuesday, 30 January
Tuesday, 4 March

SOCIETY FINANCES
Expense claims (money to be reimbursed to society member)​
For expenses under £50 ​
Provide 16-digit card no. and expiry date rather than bank account details​
Claimant can’t be the one to sign off on the claim! ​
Align each amount properly with the receipt! ​
Purchase orders (money comes directly out of society account)​
For expenses over £50 ​
Orders will be delivered to the Union office for you to pick up​
Give sufficient notice (at least 10 working days before you need the order)​
Invoices ​
Have companies, instructors, etc. bill your invoices to the Union using our
address​
Send them to Jordyn, along with a corresponding purchase order

GRANT OPPORTUNITIES
Communities Zone Grant​
No limitations for what the funds can be used for​
Voted on by the CZEC​
Society committees are able to attend part of the
meeting to make their case for why they should
receive the grant
Deadline: 31st March, awarded funds must be
spent by 31st May​
Stirling Fund (available fall 2023)
VC Fund (available spring 2024)
National Lottery Community Fund and other external
funding

MEMBERSHIPS & REFUNDS
All of your membership fees directly fund your
society
If a member wants a refund, they need your
approval - they will fill out an expenses claim and
your president/treasurer will sign off on it

INSURANCE & INVENTORY
Socs with equipment MUST fill out
an inventory form and send to
Jordyn.Austin@stir.ac.uk by 30
January
Link to download the form can be
found under the pink 'club admin'
button on the forms & resources
page

HIRING INSTRUCTORS/COACHES
Instructor contract
Liability insurance (for physical
activities)

WEBSITE
By accessing your
admin tools, you
can:
Check members
Update your
society page​&
committee
Add events &
tickets
Etc.

OFF CAMPUS TRAVEL
Using your own vehicle​
Fill out the Driver Registration form ​
Once your trip is confirmed, submit
an ‘Own Vehicle Trip Declaration’
form​
Claiming petrol money​
Submit a claims form to me after
your trip​
Provide the purpose of the trip, the
date of the trip, and the no. of miles
travelled

RISK ASSESSMENTS
Atrium stalls​
Send at least 72 hrs before proposed date ​
Refer to the layout plan of Campus Central to
decide where to have your stall
Unusual events/activities/trips​
Not to be used for regular meetings​
For events, activities, and trips that have more risk
involved (such as a trip involved, an external event
in the city centre, a physical activity, etc.)

ROOM BOOKINGS
As a student, you're able to book various rooms and spaces for study purposes or to accommodate a club or
society. Further guidance is available here: Student room booking guidance | About | University of Stirling
Your club President and Secretary have access to the Clubs & Societies option on the Resource Booker
(through your canvas page). Use the 'Student Sports, Clubs & Societies' option.
There is an option to do recurring booking for meetings throughout the semester (these reset after first
semester, so you will need to re-book your room for semester 2)
You can book rooms here from 18:00, Monday to Friday with a minimum of 7 days' notice. For bookings
outwith these times, please email Jordyn Austin with the below details (* denotes required fields):
*Your society:
*Recurring or one-time meeting/event:
*Meeting/event date (if recurring, please list first and last meeting dates):
*Start & end time:
*Estimated number of attendees:
Preferred room (and an alternative if first choice is taken):

BOOKING EXTERNAL SPEAKERS
All guest speakers must be
approved by the university
They require 21 days' notice
Use the resource booker
There will be an option to
download the external
speaker form when making
the booking - please do so, fill
it out, and upload to your
booking request

BOOKING THE UNION FOR YOUR EVENTS
For Studio and Venue, please visit the ‘in
the union’ booking form:
https://docs.google.com/forms/d/e/1FAIp
QLSeO6HdsQ1LZdyoNsMHXvNt8EvyRSKjCS
OKs9FeGg2PjjrGusQ/viewform

IMPORTANT DEADLINES (TENTATIVE)
for new societies, club grant applications, and
constitution amendments
Semester 1:
Sunday, 1 October
Sunday, 26 November
Semester 2:
Sunday, 4 February
Sunday, 31 March
Send documents to jordyn.austin@stir.ac.uk
and communities.union@stir.ac.uk for them to
review with CZEC.

TAGGING DETAILS
Instagram: @ stir_communities​
Facebook Profile: @ Jess Reid ​
(same picture as email, please
don’t tag my personal account)​
Facebook Page: @VPCommunitiesStir
Twitter @ Stir_Community​
Your Students Union is
@StirlingUnion on all platforms ​

If in doubt get in touch:
communities.union@stir.ac.uk
Email is best because social media
messages don’t always go past the
requests/aren’t checked as much.
​

QUESTIONS???

Thank you and remember this is
YOUR Students’ Union!​

Help your fellow society,
Scottish Socialist Youth
Stirling, in their research to
improve the University's
mental health services.