1. make sure you have signed in to this training.

2. Secretary Training Goodge Eracleous Student Groups Coordinator
Beyond your degree
Secretary Training
Goodge Eracleous
Student Groups Coordinator

3. being a secretary what am I expected to do?
Discuss in pairs what you feel are the main responsibilities of being a secretary within your society

4. being a secretary what am I expected to do?
Keep your club/society page on the website, social media accounts and inbox up to date and organised
Make sure information is circulated among your members – you’ll be the keeper of the accounts!
Book rooms for meetings and events and make sure your members know when and where they are and make sure you have a risk assessment
Liaise with the Union about any external speakers you want to invite
Market your events
Organise storage for your society
Take minutes at your meetings (keep note of general agreements made)

5. your members

6. your members how many do we have?
Do you know how many members you have at the moment?
You can see your member list on the website!
You need to have 20 members to remain a society.

7. your members get talking!
Your members aren’t going to know what’s going on unless you tell them
Make sure for every event/meeting you
a) through the website
b) post on social media
c) create the event on the SU website
d) tell people of the next event at the end of the current one
We can help you get the message out to other students with posters and tweets
Make sure you pass on union communications about your society to all your committee members

8. your members social media

9. events

10. events let us know!
If you want to put on an event or trip (and you should!) it is your responsibility to make sure we know about it
Ensure deadlines and responsibilities are written down during the meeting to prevent conflict later on!
How do I book rooms and communicate with members?!
Rooms should always be booked through here with a minimum of 3 working days notice:

11. events things to consider
Give members plenty of notice about the event using different forms of communication
Make sure people buy tickets or sign up
Fill in a risk assessment
Book your rooms/travel
Make sure everything is paid for
Talk to us to find out what you need to fill in (trip permission forms, UEA booking forms)

12. our expectations alcohol and socials…..
Initiations are NOT allowed
What counts as an initiation?
The expectation to have to do something in order to feel accepted into a group, which may include: drinking alcohol, eating mixtures of various food stuffs, nudity and any other behaviour that may be deemed humiliating.
Even if you say it’s optional, by giving someone the choice, you are putting pressure on them to do something they may not want to do
Drinking games are not allowed
Do not force, or put pressure on others to drink, or to drink to excess
You must have someone sober on every drinking social
No socials can be held in University accommodation

13. agendas & minutes

14. events Keeping your society’s records
You should have at least one AGM a year, recommend one per semester
Don’t have to be formal, good to make notes when informal as well!
You’ll be organising meetings and making sure people know when they are
If agendas or minutes need to be written, that will be your job!
You’ll send these to your members/committee when needed

15. agendas & minutes your responsibilities when it comes to meetings
Pink post its: Before the meeting Green post its: During the meeting Yellow post its: After the meeting

16. agendas & minutes your responsibilities when it comes to meetings

17. resolving conflict

18. resolving conflict Keeping your society’s records
You have one of the most important roles in preventing conflict within your committee
Make sure all details of agreements are written down in some form with dates, especially action points!
The president may need these to help identify if a problem is arising

19. the app

20. the app eXpense365
One of your responsibilities as part of the main 3 committee members is to approve all payments from your society account
Reimbursements are done through the app
You can download now it for android and IOS
Ask your treasurer for more detailed information about invoices etc.
DEMO TIME!

21. GDPR – what is it?
It stands for the General Data Protection Regulation
New legislation coming into effect in May 2018, so we need to be prepared!
Outlines how data can be stored and used, to give control back to citizens and residents over how their personal data is used

22. How does this effect my club or society?
No details can be collected on paper
This includes getting members to write their names and addresses down, or taking paper registers at events
You are only allowed to use people’s data for the exact reason they gave it to you
For example, if people have signed up for your society, you are only permitted to them about society related activities. You can’t use their data to try to sell them things etc, as they have not consented to their data being used in this way.

23. What should I do instead?
Collect all data through the website
If you need an attendance list for an event, get people to buy a ticket through the website and you will get a list of those who have done so.
The tickets can be free
If you really need to take a paper register, please contact us at and we can organise something with you.

24. What happens now?
By signing the register of this training session you are confirming that you have heard and understood the implications of the GDPR, and accept that you will treat all data accordingly
You must take a copy of the GDPR agreement with you when you leave this training

25. useful contacts

26. Useful contacts Activities & Opportunities officer: Oli Gray
Elected by students
Helps improve the student experience
Will help you through any issues you may have
Chairs soc exec and sports exec, who give grants to clubs and societies
Oli Gray

27. useful contacts Opportunities z
Goodge Eracleous
Societies Coordinator
Money 
Societies exec
Society development
General questions
Website
Elections 
Training
Alun Minifey
Head of Opportunities Department
Oversees the department
Helps implement the elected officer’s manifesto
Aden Fry​​
Student events coordinator​​ ​​
Events​​
Risk Assessments​​
Trips

28. useful contacts Opportunities
Dale Thomas ​
Do Something Different​ ​
Organises the DSD programme​
Event running
Victoria Cook
Student enterprise coordinator
Enterprise
Pop-up markets
Fundraising
Jumara Begum​
Buddy coordinator ​ ​
Organises the Buddy Programme​
Event running​

29. useful contacts other departments

30. useful contacts other departments
Union Info
Union House Reception
Contact them about:
General union queries and information
General website queries
Booking a room
Printing
Society Packages that have been delivered to Union House

31. useful contacts union opportunities
Money enquiries:
General enquiries:

32. Thanks for coming!
Any questions?