www.ucsa.org.nz/clu
bs
Edited
for 2015
Contents
INTRODUCTION ........................................................................................................................................... 4
MEET THE TEAM ............................................................................................................................................ 4
Contact details....................................................................................................................................... 4
NEW CLUBS – GETTING STARTED ............................................................................................................... 5
Overview .................................................................................................................................................. 5
NEW CLUBS – DRAFTING YOUR CONSTITUTION (THE RULE BOOK) ...................................................... 6
All Constitutions should include: .......................................................................................................... 6
Using your Constitution:......................................................................................................................... 6
Updating your Constitution: ................................................................................................................. 6
NEW CLUBS – ORGANISATIONAL STRUCTURE ........................................................................................ 7
NEW CLUBS – AFFILIATION OF ................................................................................................................... 9
ALL CLUBS AND SOCIETIES ...................................................................................................................... 10
RECORDING INFORMATION ............................................................................................................... 10
Register of members........................................................................................................................ 10
Equipment Inventory ....................................................................................................................... 10
Financial Reports .............................................................................................................................. 10
Event Reports .................................................................................................................................... 10
Email, website and information passwords ................................................................................. 10
RE-AFFILIATION .......................................................................................................................................... 11
Compulsory Documents ..................................................................................................................... 11
CONDITIONS OF AFFILIATION ................................................................................................................. 12
CHANGE OF SIGNATORIES ...................................................................................................................... 12
FINANCES ................................................................................................................................................... 13
Club Accounts ...................................................................................................................................... 13
Must do .............................................................................................................................................. 13
Payments ........................................................................................................................................... 13
GST (Goods and Services Tax) ....................................................................................................... 13
Liability for Debts and a bit about Incorporation ...................................................................... 13
Petty Cash ......................................................................................................................................... 13
CLUB GRANTS ............................................................................................................................................ 14
In brief: .................................................................................................................................................... 15
FUNDRAISING............................................................................................................................................. 15
SPONSORSHIP ............................................................................................................................................ 15
EVENTS ........................................................................................................................................................ 16
ROOM AND SPACE BOOKING FORMS ................................................................................................. 17
The Foundry & Bentleys (UCSA Event Centre) ................................................................................ 17
Kirkwood & Dovedale ......................................................................................................................... 17
Other spaces on Campus. ................................................................................................................. 17
GEAR HIRE .................................................................................................................................................. 18
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CLUBS DAYS ............................................................................................................................................... 18
UCSA WEBSITE ............................................................................................................................................ 18
Stuff we get asked about all the time (FAQ) ...................................................................................... 19
............................................................................................................................................................. 19
Canta ..................................................................................................Error! Bookmark not defined.
Chalking ............................................................................................................................................. 19
Eftpos .................................................................................................................................................. 19
Facebook .......................................................................................................................................... 19
Green Events..................................................................................................................................... 19
Notice boards ................................................................................................................................... 20
Postering – Bollards .......................................................................................................................... 20
Originality ........................................................................................................................................... 20
Printing................................................................................................................................................ 20
Selling Tickets .................................................................................................................................... 20
Website .............................................................................................................................................. 20
Support ............................................................................................................................................... 20
APPENDIX 1 ................................................................................................................................................ 21
Job Description - President................................................................................................................. 21
Job Description - Secretary ................................................................................................................ 22
Job Description - Treasurer ................................................................................................................. 23
APPENDIX 2 ................................................................................................................................................ 24
Green Events ......................................................................................................................................... 24
3|Page
INTRODUCTION
The University of Canterbury Students’ Association (UCSA) has created this manual as part of
its ongoing commitment to the 130 clubs that are affiliated to UCSA. The UCSA provides
services, facilities and resources, this manual outlines how you and your club can tap into our
support to achieve success, create belonging and fashion phenomenal events.
MEET THE TEAM
There is a number of key UCSA Events and Activities staff available to help your club. You will
get to meet each of us throughout the year but, in the meantime;
Katie is a local Cantabrian so like most kiwis, watching rugby sometimes gets in the way of
other important life things like her fondness for singing and dancing. Working on a tight
budget and being creative about it, is her little forte.
Rebecca joined the team in 2015 as the Events Team Lead. Her background and expertise
are in Marketing and Event Management. Rebecca has a good eye for design, event
theming, and has heaps of ideas and little tricks to make simple things look awesome.
Peter is a huge fan of music you’ll catch him out at gigs in the weekend. With a background
in Music Event Management, he’s your go to guy for gigs, music festivals and parties. Here
with open arms come and see him with your event queries, or just stop him in the street for a
yarn.
Contact details
Each club has their own dedicated rep and events manager. Those people who can answer
just about any question under the sun, or find someone who can. Just try to stick to the club
related queries for now. Advocacy and Welfare can help with the other stuff.
Katie Tomsett (Katie – Events Co-ordinator) – Faculty and Religious, Political, cultural and
social-esque Clubs.
Ph: 03 364 3937
Mob: 027 669 0877
[email protected]
Rebecca Barlow (Events Team Lead)
Ph: 03 364 3912
Mob: 027 501 0365
[email protected]
Peter Preston (Peter – Events Co-ordinator) – Sports and Arts Clubs
Ph: 03 364 3928
Mob: 021 114 7958
[email protected]
Larger clubs are split between these three. If you’re not sure about any of this just flick
Rebecca a message. She’ll make sure it gets to the right person.
You can find us in the Undercroft, in the James Hight Building, just follow the UCSA signs.
4|Page
NEW CLUBS – GETTING STARTED
Overview
First up, ask yourself a few questions:
•What is the purpose of the club/society?
•How will the club benefit the student
members?
•Do similar clubs exist and what will make
you different?
Come and see a member of the Activities and
Events team, contact details on page 4.
We will either give you the nod or direct you to a
similar club that is already on campus. There is no
need to reinvent the wheel by doubling up on clubs,
who really wants to have two ENSOCs running
round the place…?!
You will need to rustle up some support:
• at least 20 members
•
the majority of total members being
UC students
• a potential president that is student
or alumni of UC
You will need to hold your inaugural AGM to:
• adopt a constitution for your club
• elect an executive to run the club
Club officer roles and responsibilities and a
constitution template can be found on ucsa.org.nz
We will be on hand to help you through this.
Now that you have formed your club it is
worthwhile affiliating to the UCSA. Affiliation
provides access to room bookings, club room
facilities and potentially UCSA funding
To affiliate to the UCSA you will need to:
• Complete an online profile found on
the UCSA website
• Email your club rep so they can
collaborate this info for the UCSA
executive to discuss at one of their
fortnightly meetings
• You will need to upload your
constitution, member register and
AGM minutes
Once affiliated, you need set up a bank account
To do this:
• complete a change of signatories
form and deliver to the Activities
and Events team
• request a letter from the Activities
and Events team confirming the
UCSA support of your club
• make an appointment with a bank
(any bank)
• provide the Activities and Events
team with a deposit slip as
evidence of your bank account.
Congratulations! You are a now a fully functioning
UCSA affiliated club or society.
Benefits of affiliation include: Free sound and
lighting hire, free Staging, BBQ and other gear hire,
free UC room bookings, free event planning
services, and guidance along the way.
5|Page
NEW CLUBS – DRAFTING YOUR CONSTITUTION (THE RULE BOOK)
All clubs affiliating to UCSA for the first time are required to prepare a constitution for their
club. A constitution is a legally-binding document for your club that formalises the conditions
and rules of your club and your members – a rule book. You should not rush drawing-up your
constitution without careful consideration of what is going into it. A well-written constitution
can be of great use as it lets everyone know what the aims and objectives of the club are
and how to deal with any situations that may arise.
EXAMPLE: The UCSA provides a template that covers the basics for your club or society. The
document can be downloaded from the UCSA website.
http://ucsa.org.nz/clubs/documents/
Alternatively, if you feel confident enough, you can draw up your own constitution using all
the required clauses in the standardised one (these are set out in the Incorporated Societies
Act 1908 and its amendments). Check out
www.societies.govt.nz for more info.
All Constitutions should include:
•
Club / society name
•
Aims and objectives
•
Terms and membership
•
Committee structure and officers
•
Procedure for elections
•
Meeting procedure
•
Financial responsibilities
•
Process for dissolving the club
•
Interpretation of the constitution
•
Process for amending the constitution
•
Discipline of members
•
Winding down clause
Note: The rules of an affiliated club must comply with the rules of the UCSA. When in doubt,
contact the Activities and Events team.
Using your Constitution:
Please follow safety instructions and make sure an adult is present. Your constitution should
not be seen as merely a static and somewhat meaningless legal document. It would pay for
newly-elected officers of a club to read their constitution to get an outline of their
responsibilities and the aims and objectives of the group. You should also have a copy
present at your AGM and other meetings for your reference.
Updating your Constitution:
Your constitution needs to be updated ONLY when changes to the conditions of your group
occur, (such as changes in membership fees, changes in the committee structure and so
forth). Such changes can only be made in a General Meeting of the club, with adequate
notice of the proposed changes and in accordance with the rules in the constitution.
6|Page
NEW CLUBS – ORGANISATIONAL STRUCTURE
There are two main structures of a club; committee or collective, and these can be
combined. It depends on the number of people involved and the function of the club.
Committee
•Most common structure
•At the AGM, all members of the club present elect
people to be part of a committee.
The committee is the group of people who takes on the responsibility of organising activities
and administering the affairs. The structure is different for each club depending on their aims
and objectives.
Roles should include:
•
President
•
Vice President
•
Secretary
•
Treasurer
•
And other committee members, usually around 4. If there are too many committee
members it can take fooooooorever to decide on a course of action.
Roles of committee members:
President
The President has an important role. One in which they must be well informed and provide
leadership, guidance and communication with the UCSA. Two people can share the
responsibility. They should be able to consider the long term future and development of the
club, but also short term so that the club survives until next year.
Secretary
The secretary has mainly administrative duties which may include taking minutes at
meetings, keeping record of club activities, maintaining communication between the clubs
members and dealing with correspondence.
Treasurer
The treasurer will take care of financial matters. They need an orderly and efficient approach
to this role. Responsibilities include keeping the accounts in order, keeping a register of all
members and equipment, and drawing up a yearly budget. The treasurer should also keep a
record of all purchases.
General Committee
Roles of the general committee are based around the size of the club. Generally, specific
portfolios are assigned to ensure the president or secretary are not doing all of the work.
It pays to have clear objectives, tasks and goals so the progress of a committee member
can be monitored. Just remember that everyone has study and work to deal with as well as
club responsibilities.
Also see the appendices for a bit more on job descriptions.
7|Page
Collectives
•all members involved in decisions and
organisation
•appoint individuals for duties of finance and
administration
It is vital that the group has a contact person who can liaise with the UCSA and other groups.
A second person should be in charge of finances to ensure financial stability. This structure is
mostly adopted for smaller groups and meetings will generally involve all members.
8|Page
NEW CLUBS – AFFILIATION OF
To affiliate your new club to the University of Canterbury Students’ Association (UCSA), you
need to:
•
Hold your Inaugural General Meeting (IGM)
•
Go to http://ucsa.org.nz/accounts/register/ and create a profile online.
•
Make sure you have the following available in electronic copies;
o
A current membership list, which includes student ID numbers.

To become an affiliated club you must have at least 20 members.

More than 50 per cent of your total membership need to be currently
enrolled at the University of Canterbury- we check the student ID numbers.

The President must be a current UC student or alumni.
o
A Club Constitution- physically signed by the club executive.
o
The latest AGM minutes, in your case, your IGM minutes.
o
A signed Clubs Code of Conduct.
o
Currently, you will be requested for a bank account number. Fill in a whole heap
of zeros for now.
An example of what each of those documents should look like is available online in the club
documents section.
So, here’s a flow chart of that process;
IGM
-Adopt
constitution
- Elect committee
-Record minutes
- Sign
constitution
Create profile
upload:
-signed
constitution
- membership list
-IGM minutes
Email your UCSA
club rep
- we will take
your documents
to the UCSA
Executive to be
signed off
Your club rep will
email you when
your affiliation is
all complete.
They'll also email
you just for fun
sometimes too.
9|Page
ALL CLUBS AND SOCIETIES
RECORDING INFORMATION
Register of members
The following details should be
collected from your members:
•
Student ID number (Compulsory
for affiliation to the UCSA)
•
Full
name
(Compulsory
for
affiliation to the UCSA)
•
Email address
•
Phone number
•
Term address
•
Home address
•
Course of study and level
•
You may wish to include a privacy statement
•
Signature and dated
Equipment Inventory
All club assets and equipment should be kept on record. There is a template on the club
document section of our website. This is valuable in keeping track of where items are and
ensuring items are returned at the end of the year. This is also important for insurance
purposes.
Financial Reports
The treasurer presents the annual financial statements to the club at the AGM. This includes a
balance sheet and a statement of income and expenditure.
Event Reports
After each event, a one pager of information should be collaborated to help the following
year’s committee. Include contact details of any contractors, including any companies you
hired equipment from. Include the budget and any recommendations for future events.
Email, website and information passwords
If your club has a generic email address, pass on the password silly billy. Nothing is worse than
finding out you can’t get onto your clubs facebook page, emails or website because THEY
didn’t give you the info.
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RE-AFFILIATION
Affiliation is the bit where your club becomes really good friends with the UCSA. It means you
can use all the cool stuff we have, and we have your back when sh*t hits the fan. Cool stuff
like BBQ’s for fundraisers, sound gear for gigs, rooms to hold meetings, staging decks to give
talks, and that printer that never runs out of ink at the wrong time.
Re-affiliation must happen EVERY year. It’s an annual process because a lot of stuff changes
in a year. This online process involves the UCSA events team checking your club has updated
all the right documents and still has enough student members to meet the affiliation criteria.
Compulsory Documents




A physically signed & dated copy of your constitution (all committee members to
sign)
Updated members list including student ID numbers
Latest copy of your AGM minutes (President and Secretary to sign)
A signed Copy of the Clubs Code of Conduct
Contact the UCSA with new details
(email address for us to change the
admin rights of your webpage to)
We change over the admin rights to
your page on the UCSA website (to the
email address you provided)
Here’s how to go about it:
Go to the clubs page on the UCSA
website and forget your password - it
works, seriously
You'll receive an email. Follow the
instructions and change your password
Change the information on your page to
make sure it is up to date. We check this
info for all the compulsory documents
Update this info with your new
membership after Clubs Day in February
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CONDITIONS OF AFFILIATION
The terms and conditions for affiliation are covered in detail in the UCSA affiliation policy and
constitution which can be found online. In brief:
•
Any club or society formed within the student membership may become affiliated to the
UCSA upon making an application to, and being approved by, the student executive.
•
A minimum membership of 50% enrolled University of Canterbury students.
•
A minimum of 20 members.
•
The core membership and focus of the Club or Society must be student oriented.
•
Applications for re-affiliation should be made every year by 30 March. Such re-affiliation
shall be granted at the discretion of the Executive. The affiliation period is for one
calendar year from 1 October to 30 September.
•
President must be a current University of Canterbury Student or alumni.
•
A new club or society will not be affiliated unless it provides a service to students that are
not currently provided by an existing club or society. It is at the sole discretion of the
Executive as to whether a new club or society fulfils this clause.
•
Affiliation automatically expires on 30 September in the year following the Student
Executive granting affiliation, unless the club applies for re-affiliation.
These rules are laid out in the Incorporated Societies Act 1908, which outlines the rights and
obligations of all students’ associations and other incorporated bodies. Once a club is
affiliated to the UCSA, it must, by law, abide by these regulations. Even if it sucks your soul to
read about them.
CHANGE OF SIGNATORIES
With a new committee comes the need to change who can access money from the bank.
Fill in the change of signatories form available online and get it to your UCSA club rep. We
will write you a letter which you take to the bank.
Fill in change of signatories form
Bring/send to your UCSA Club Rep
Collect the letter from the UCSA
Go into the bank with both the form and letter
Dont forget all the people who will be a signatories
need to go along for the ride (WITH PHOTO ID)
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FINANCES
Club Accounts
It is important to keep your clubs funds in order. The clubs treasurer will make sure information
is recorded correctly and is reconciled. Any worries – come and see us, we are pretty helpful.
Must do
•
Keep all bank statements for the financial year
•
Issue receipts for the amount received for club membership
•
Keep a record of all club members with the amount of the membership (the profile on
the UCSA website is handy as we can store this info for you)
•
Keep a record of all receipts issued and received by your club, by way of a receipt book
•
Keep a record of petty cash (most clubs trip up on this one)
Payments
All payments should be made by direct debit, or by cheque. It is not satisfactory to pay cash
to someone out of the cash receipts taken that day. To reimburse someone who has paid
out of their own pocket, a direct debit is preferred.
GST (Goods and Services Tax)
All payments and receipts will be exclusive of GST in your account. Unless clubs are
incorporated or GST registered, they will be unable to claim the benefit of GST on either
income or expenditure. By being affiliated to the UCSA, clubs can avoid any tax implications.
Liability for Debts and a bit about Incorporation
All clubs and societies are considered unincorporated, unless they incorporate separately. All
members of unincorporated societies can be held responsible for any debts they may incur.
While the UCSA offers some protection to groups who are affiliated, the group or persons
running the group who enter the contracts will incur those debts, responsibilities and liabilities
on behalf of the club and will be personally liable to ensure the contracts are honoured or
debts paid. To become incorporated visit http://www.societies.govt.nz for everything you
need to know. Most of the clubs and societies affiliated to the UCSA are not incorporated.
Petty Cash
Sometimes amounts can be too small to write a cheque for. Petty cash is a small amount of
cash kept on hand for these items.
If you are in any doubt over the clubs money situation, come and see the Activities and
Events team, before you find yourself getting into difficulties.
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CLUB GRANTS
The UCSA distributes thousands of dollars every year to a huge range of
affiliated clubs in areas as diverse as health, education, religion, sports, arts
& culture. What they have in common is that they each make a real and
lasting difference to the student experience.
To apply for a grant clubs must be affiliated for at least a year, after which
time clubs simply fill in a grant application form and send it to the UCSA.
You can download a form from our website www.ucsa.org.nz, under the
club documents tab.
The activities and events team works hard to process applications as quickly as possible. It usually
takes one month to process the application. You will be informed of the outcome.
Applications of up to $999 are reviewed by the Activities and Events Grants Committee who
meet regularly. The committee consists of three people - one UCSA staff member and two
students from the UCSA Executive. Larger applications must be reviewed at a full UCSA Student
Executive meeting.
Its important to note that grants aren’t approved retrospectively and payment of grants are only
transferred once proof of payment is received. Therefore its important to consider early in the year
when you will need funding and for what purpose. The full terms and conditions for grants are
covered in detail in the UCSA grants policy, but remember that you have to be able to provide
receipts to be able to claim the grant back.
Is your club eligible for funding?
Come and see a member of the Activities,
Clubs and Events team to find out or give
them a call
Tel: 03 364 3912
14 | P a g e
In brief:
FUNDRAISING
Fundraising ideas are endless but it’s important to come up with something unique and
worthwhile for your club. Below are some links to help you get started.
Have a squizz at the Relay For Life Fundraising ideas booklet here
http://relayforlife.org.nz/public/userfiles/1/file/Fundraising%20Tips%201_2.pdf
And it’s worth checking out some more ideas here:
http://www.alzheimers.org.uk/site/scripts/documents_info.php?documentID=508
Remember that any events on campus need approval from by the University (refer to Events
section below).
SPONSORSHIP
So you have no money? Even after shaking down the old man? Well you could consider
seeking a sponsor either for your club or for a particular event.
Remember sponsorship is a business arrangement giving value to both parties. To identify a
suitable sponsor you need to identify your target audience. Then choose a business that
shares your target audience and ideals. Better yet do you have any existing relationships with
businesses that you could approach for sponsorship?
Key information a potential sponsors needs to know:
-
Why your club exists!
Demographics of your club (including age, gender)
For event sponsorship, present a full event & marketing plan (include posters &
images)
What does your club have to offer their business? Can you offer them naming rights,
or exposure to their target market?
What do you require from the sponsor? Product? Cash sponsorship?
Contact the company directly and arrange a time to go over your proposal, it’s important to
have something official on paper. There is much to be said for the personal
approach...would you ask someone out via snapchat? If you answered yes... epic fail!
Approach sponsors well in advance, as companies set budgets well in advance. Remember
the worst they can say is no.
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EVENTS
All events held on campus* will require your club to submit an event notification form. This is
because space is at a premium, and therefore security need to know what is happening on
campus. You will not get a sniff of a barbecue on Ilam Fields without first completing a form.
The event notification forms can be requested from your UCSA club rep.
Planning is essential with all events, including checking out your potential site. Where is your
event going to be? Is there power? Can you get vehicle access?
Make a time to catch up with your UCSA club rep, tell them your event ideas and they will
do their best to help them turn into reality.
The UC have a few policies on this stuff. They are delightful to read if you’re into that kinda
thing, or you could just come talk to us, you choose.
Clubs and Groups on Campus
Students Events on Campus
Campus Drug and Alcohol Policy
The age old BBQ on Ilam fields has a few more rules, of which you may not break. The
Segway Society will be on your back so we’ve given you a few guidelines. To get hold of
these, get in contact with one of the Events crew.
*Events on campus exclude standard club meetings which have been booked via the room
booking procedure. Events which require an Event Notification Form include, but are not
limited to, fundraising bbqs, ticket booths, music events, promotional exercises (flash mobs
etc), and any event which is not limited to the four walls of the room you’re booked in.
16 | P a g e
ROOM AND SPACE BOOKING FORMS
The Foundry & Bentleys (UCSA Event
Centre)
To book this venue, contact your Events Team
Rep and they will flick you the UCSA Events
Centre Booking form, which details everything
you need to think about for your event.
For heaps more info check out the UCSA Event
Centre Clubs and Societies Guide on the UCSA
website.
Kirkwood/ Dovedale / Living Room &
Karl Popper
We have classrooms in Dovedale, Kirkwood
and Karl Popper that are great for even
smaller functions. They comfortably seat
around 30-50 people. As well as the Living
Room space for evening activities
To book one of these rooms Fill out the Room
Booking Form, also found on our website.
Other spaces on Campus.
Fancy having something Outdoors? On C Block
Lawn, or the Fields? Or maybe a lecture theatre is
more what you are after?
For all these and other events, you will need to fill
out an Event Notification form and (despite what
the form says) send it back to your Event Team
Rep and they will process it for you.
17 | P a g e
GEAR HIRE
We have a bunch of gear that may help you run an event, and it’s free if you’re on campus.
If you’re going off campus, you’ll just need to front up with a bond.
It’s up to the club to pick up, look after, operate and drop off any gear. Each club will be
liable for any dents you put in the item of choice. If it goes missing, you’re also on the plank
for that too.
This list is available online, under the club document section. The most common items that
clubs hire are tables, BBQs and the small PA system with a microphone. If we don’t have the
gear you require let us know, we may be able to help you source it.
CLUBS DAYS
Twice a year we have Clubs Days on campus to promote your Club and help you recruit
new members. These are held over two days in the first week of semester one, and one day
in the second week of second semester. You can show off your sweet skills, give things away
and recruit young malleable minds to your cause. It is the easiest way to raise awareness of
your Club and it is FREE!
UCSA WEBSITE
Once you’re affiliated, your profile will become live on the UCSA website. You can advertise
with images, your clubs logo and your contact details, and we will proudly display you as
one of our clubs online. There is also a calendar to which you can add your club events.
Your club can gain access to your club profile during the re-affiliation process. Refer to that
section for a how to.
For troubleshooting with the website, get in contact with your club rep.
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Stuff we
get
asked
about
all the
time
(FAQ)
Chalking
You can do this yourself around Uni. There are rules however, just so you don’t permanently
mark special spots. You heard me...special spots. You can Chalk on concrete paths and
paved areas. Do not chalk on walls, near entry ways or cobblestones or you will be in big
trouble. The UC policies outline this a bit further if you’re having difficulties.
Eftpos
We have one eftpos machine available for hire on a first in, first served basis. There’s also a
backup one if you’re gunna fight over it. To book one of these, fill out the clubs equipment
and room booking request form, found online.
Facebook
Setting up an event listing can give attendees the extra info they need, and overall Page for
the club works well for pictures posing with cops. You can set these up yourselves and feel
free to post on the UCSA facebook page to recruit.
Green Events
Remember the ad about keeping NZ beautiful, or at least the retro T-shirt? Take into
consideration where your products are coming from and what’s happening with your
rubbish. Have a read through our checklist and get in contact with UC Sustainability for more
info.
19 | P a g e
Notice boards
There are notice boards all over Uni you are allowed to put up your advertisements on them.
However please ask permission to put up advertisements on department noticeboards, as
we don’t control these. Only put one on each notice board though as you have to be good
kids and share it with others.
Postering – Bollards
Want to get your posters up? We control the bollards on campus and some advertising in
cafes, so if you would like posters placed on bollards please don’t put them up yourself. Get
a max of 20 colour A3 posters into the UCSA reception before you need them up and we will
put them on the bollards if there is room. We poster the bollards every Friday during term.
Originality
The best and hardest marketing is original marketing. Flashmobs and Air New Zealand’s
puppet YouTube clips were different forms of marketing at the time. Come and see us if you
have an idea you want to try out...we will make sure campus Security doesn’t boot you
out....
Printing
You can create an account at the UCSA reception to use our printer. To do this- fill out the
photocopy form, you guessed it, online under the club document section.
Selling Tickets
Dash is our online ticket seller. You can list your event for free if you fill in the form in the club
documents section online. You’ll even skip the booking fee for your guests depending on the
number of tickets you’re going to sell.
Website
Always a goodie for further information and strangers searching you on the internet. Link it
back to the UCSA site, or even promo on the UC FB pages.
Support
Sometimes your club members will need a helping hand. We have a person here full time to
help support UC students in their sticky situations. Academic concerns, dispute resolution,
hardship grant, dental scheme, food bank, and that bit of advice when fluffy the cat is
away. http://ucsa.org.nz/support/
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APPENDIX 1
The following are descriptions which are just that. They give an indication to what your roles
could include. Each role is specific to the club involved so word to the wise, read with a grain
of salt.
Job Description - President
Title: Um President...duh...read the top of the page
Duties: You need the skills to:
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Liaise with the UCSA A & E team for advice, information and friendship.....?
Create and continue a vision for your club. Why does your club exist? What do you and
your exec wish to achieve?
Set goals for the year and each project. Then you know what you are aiming for
Align your image, marketing plans and events to reflect your style and how you want the
club to be seen.
Create a team environment where everyone can be heard, access resources and
bounce off each other. Be approachable so people can express any problems to you
Distribute jobs to ensure each position has applicable tasks listed and everyone knows
who is accountable for which jobs. It isn’t your job to do everything
Communicate and liaise with your team members before, during and after projects.
Address issues, offer counsel and acknowledge their achievements as they happen
Attend and chair Club meetings otherwise someone will usurp you. USURP!
Be knowledgeable and stay informed on all activities that your club is involved in
Represent the voices of your club members
Pass on information to the following years committee
Skills and Attributes
You will need to have:
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Communication skills are essential to engage your members and your executive. You will
need to guide discussions keeping them on track to create open forums where people
can express their ideas. A key part to this is active listening skills. It also makes you a better
girlfriend/boyfriend...don’t believe me...why are you single then?
A common sense approach. The ability to be logical and objective
Leadership skills to be able to make decisions, convey information and be able to work
within a team
Organisation and planning skills
Passion and being enthused by what you’re engaged in will make you better at all the
above
Job Rewards;
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Control the direction of the club you are passionate about
Free club subscription, depending on your constitution
Something to add to your Curriculum Vitae
The Force...wait that is star wars....
Chicks dig presidents, example being Bill Clinton
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Job Description - Secretary
Title: Secretary...duh...read the top of the page...you call yourself a secretary...although you
could call yourself something else as this position is draft only and each role is specific to your
respective club…
Duties: You need the skills to:
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Liaise with the UCSA A & E team for advice, information and gossip...?
Re-affiliate the club with the UCSA at the beginning of the year (by March 30)
Create a database of your club membership and secure key information in a safe and
accessible format
Align club communications so that they are consistent and build the club image you wish
to reflect, internally and externally
Be aware of the UCSA rules and procedures for clubs as well as those laid down within
your own constitution
Keep important documentation safe and accessible
Encourage a team environment so everyone can be heard, access resources and
information.
Be approachable so people can communicate with you
Attend and minute club meetings, distribute minutes, agenda’s and communications in a
timely fashion to ensure the executive and members are informed
Skills and Attributes
You will need to have:
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Communication skills as they are essential to engaging your fellow executive
You will need to help guide discussions, keeping them on track to create open forums
where people can express their ideas
An organised approach with the ability to be logical and objective
Good spelling and grammar skills (or be awesome with spell check)
Passion and enthusiasm. Both will make you better at all of the above
Job Rewards
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Control and influence on the flow of information...and information is power...
Free club subscription, depending on your constitution
Looks good on your Curriculum Vitae
Good work stories...wait that is the Police...
Chicks dig secretaries. Example: Cougar bosses hiring 20 year old boys to be their P.A.
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Job Description - Treasurer
Title: Treasurer...duh...it’s the first pirate who finds it....
Duties
You need the skills to:
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Liaise with the UCSA A & E team for advice, information and yarns...?
Ensure Club subscriptions, sponsorships and income is collected
Maintain accurate and up to date financial records and keep good records for
auditing purposes
Budget for events and ongoing running costs. Prepare realistic financial forecasts for
events to reduce liability
Keeping checks on cash flow to stay within budgets
Pay bills before they fall due to build good credit
Attend all committee meetings
Seek sponsorship to create relationships of mutual benefit
Skills and Attributes
You will need to have:
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The ability to count...seriously it will help...
Budgeting skills
Good reporting skills to keep the team up to date on the financials of the club
Short and long term planning for up to two years in advance- because it can take
longer than a year to get the finances in order
The ability not to steal
Use excel...it’s pretty nifty
Job Rewards
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This job will build your accounting skills which are useful in all industries
Looks good on your Curriculum Vitae
Dennis from accounts always pulls at the Christmas party
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APPENDIX 2
Green Events
New age, they were onto something!
It’s about transport, energy and water use, waste reduction and where and what you buy.
What are your goals for this event? Ideas include; Energy efficiency, water efficiency, waste
minimisation, recycling and composting, sourcing local and sustainable products and
minimising transport emissions.
Before the Event
 Does you club already have an environmental policy? Use it! Or make one.
 How can you get your attendees to pay attention to your ingenuous ideas?
 How are you going to measure your greenie initiatives? You might as well measure it if
you’re going to do it. (eg Counting number of people arriving via bus vs cars)
 Will your volunteers/exec need any additional training to get your ingenuous ideas off
the ground? Most likely yes, talk with UC sustainability and UCSA
 What is the venue’s view on your initiative? Are they on board, and can they help?
 Have you told all your contractors what your initiatives are? (Do your suppliers have
an environmental policy?)
 Can you get to your venue by other methods of transport? Offer carpooling/busses,
shuttles.
 How are you going to advertise your awesome initiatives?
 Talk with UC Sustainability to see what is recyclable and to source bins, (and know
how to use them correctly)
At the Event
 Tell your attendees about this initiative (clearly labeled signs, announcements,
volunteers)
 Collect data, measure it, (you may need another volunteer or rope in security to
help)
 Bins marked clearly. Put them where they will be seen, and used.
After the Event
 Evaluate collected data
 Let EVERYONE know what you achieved.
 Provide some feedback to the venue and contractors
 Make sure waste has been disposed of correctly
 Consider giving unused items to charity or storing them for next time.
You can get more info and a full events checklist from UC Sustainability.
www.sustain.canterbury.ac.nz/
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