Societies Executive Elections
Elections 2011-12
Nomination Guide
A quick guide to society’s executive committee and how to be involved in the structure and management of
the societies at The University of Surrey.
Table of Contents
What is Societies Executive? ..................................................................................................................... 1
What roles does a Societies Executive play? ............................................................................................. 1
What is expected of me as a Societies Executive? .................................................................................... 1
What are Society Standing Meetings? ....................................................................................................... 2
What is different about the 2011 ................................................................................................................ 2
Am I a volunteer? ...................................................................................................................................... 3
Positions Available:- ...................................................................................................................................... 4
The posts available for election are: .......................................................................................................... 4
Descriptions:- ................................................................................................................................................ 4
1.
Societies Chair ................................................................................................................................... 4
2.
Societies Secretary ............................................................................................................................. 5
3.
Arts Officer ......................................................................................................................................... 5
4.
Departmental Officer........................................................................................................................... 6
5.
Faith and Religious Officer ................................................................................................................. 6
6.
International Officer ............................................................................................................................ 7
7.
Special Interest Officer ....................................................................................................................... 8
8.
Student Supporting Students Officer & Student Run Services Officer (SRS/SSS) .............................. 8
9.
Start-up and Development officer ....................................................................................................... 9
Rules of the Societies Executive Elections: ............................................................................................. 10
What will happen if I am elected? ............................................................................................................ 10
1
Section 1 – Frequently Asked
Questions
What is Societies Executive?
The Societies executive committee is a sub-committee of Society Standing Committee. They are elected
yearly by the Societies to assist the VP of Societies and Individual Development with society development
and management.
What roles does a Societies Executive play?
The Society Executive committee is there to be a point of contact to the different society groups and
students at the university. They help the VP Societies & Individual development with things like the
management of accounts, Society development, Awards allocation, AGM’s, Society standings and any other
projects the VP of Societies wishes to implement.
All Societies Executives are required to attend all the Society Standings as well as society executive
meetings. Each executive is required to cover their field (see section…) and have weekly to fortnightly
meetings with the Vp Societies & Individual development.
What is expected of me as a Societies Executive?
Each
Societies
Executive
officer
will
receive
their
own
surrey
email
account
(ussu.’Department’@surrey.ac.uk) to use. You will need to check this regularly. You shall adhere to your
manifesto pledges and can work or lead current or your own projects that you see fit as part of your specific
role.
1
You will get support from Union staff as well as the VP of Societies & Individual Development. Each position
will have their own individual vote (separate to the society they are in) in Society Standings as well as
Societies Executive meetings except for the Chairperson
As Union elected officers, you will have the privilege in being able to hold group (Society & Clubs) AGMs or
EGMs.
Ultimately, greater understanding, development and knowledge of the running of societies and will be a
secondary contact to students throughout the year.
Note:
Being a part of the societies executive, you are no longer representing your
club and have to disclose any conflicts of interest. When not representing the
Societies Executive, you can resume your committee duties in your society.
Being part of the Societies Executive committee doesn’t mean your club will
receive greater benefits.
What are Society Standing Meetings?
A Society Standing is a monthly meeting held with all the societies representatives, societies executives and
the VP of Societies & Individual Development. The committees are updated on the latest society news and
any changes to the societies structure. It is also a platform for discussion, feedback, and votes on topics and
issues regarding societies.
What is different about the 2011
Union Incorporation, Strategy and Skynet as well as the new Society Development plan.
2
2011 marks a massive change at the University and Union. The Union will be an incorporated company and
be an official charity under the Charity Act. It’s AGM would have also approved the new Union Strategy and
have introduced the biggest communications project it has ever had, the new Union Website aka Skynet.
And in societies, the new societies development system will allow societies to develop, fulfil their members
needs and become great at managing and running the society.
Am I a volunteer?
Yes you are a volunteer and can receive nationally recognised V accreditation certificates for your time
being part of the Societies Executive committee.
More information can be found here: http://www.ussu.co.uk/yourunion/volunteering
3
What are the Societies Exec
Positions?
Positions Available:The posts available for election are:
1. Societies Chair
2. Societies Secretary
3. Arts Officer
4. Departmental Officer
5. Faith and Religious Officer
6. International Officer
7. Special Interest Officer
8. Student Supporting Students Officer & Student Run Services Officer (SRS/SSS)
Start-up and Development officer
Descriptions:1. Societies Chair
You are an impartial mediator and also leader of meetings. You ensure that every one in societies including
the Societies Exec and Societies Committees do what they say and adhere to their relevant
constitutions. You are a member of the Union’s Democracy Committee.
Your Responsibilities Include:




Work closely with VP Societies & Individual Development.
Oversee the “Constitutional” side of Societies.
Chairing Societies Executive and Societies Standing Meetings and ensuring the discussion stays
within the agenda.
Preparing the agenda for these meetings, note and accept when apologies are given and ensure the
minutes are published.
4






Have a mutually supportive relationship with the VP Societies & Individual Development,
incorporating the checks and balances imposed by the different roles.
Address when there is a feeling that another societies executive member is abandoning their post
or a society committee is acting against their Society constitution, Union’s constitution and Union
Byelaws.
Ensure that equality, morality and diversity are pertained within societies and their events.
Seek to encourage inclusion on all fronts and to help reach out to all the student population.
Be part of the Union’s Democracy Committee.
Input on societies area awards and grading.
This role shall be non-voting and impartial in all official capacities except for a casting vote when a vote is
equally divided. The Chairperson may call emergency Society Standings/Executive Meetings and is also be
part of the Union’s Democracy Committee.
---------------------------------------------------------------------------------------------------------------------------
2. Societies Secretary
You are in charge of the organisation of societies and there as another member of the societies executive to
help and work with the VP of Societies & Individual Development.
Your Responsibilities Include:






Work closely with VP Societies & Individual Development in dealing with all things related to
Communication.
Help champion the Union’s New Website (Skynet) for societies.
Work with the VP Societies in improving and delivering communication not only to & between
clubs, but also the student populous.
In charge of recording Minutes of all meetings.
Pursuing any ideas you or students may have within your field.
Input on societies area awards and grading.
3. Arts Officer
You are in charge of your field, ensuring that the societies are running smoothly throughout the year.
Sending regular updates of account funds to the societies, helping the societies and encouraging them to
develop and speak to the society development officer.
Your Responsibilities Include:
5






Work with the societies in your field ensuring that they are running well and don’t require support.
Do any AGM’s or EGM’s for the societies in your field.
Help with projects the VP Societies would like to run and any ones that you would like to run.
Organise Meetings with in all of the Societies in your category to discuss issues and areas of
improvement.
Feedback topics and issues raised to the VP Societies and following up on any actions from the
meetings.
Input on societies area awards and grading.
4. Departmental Officer
You are in charge of your field, ensuring that the societies are running smoothly throughout the year.
Sending regular updates of account funds to the societies, helping the societies and encouraging them to
develop and speak to the society development officer.
Your Responsibilities Include:

Work with the societies in your field ensuring that they are running well and don’t require support.

Do any AGM’s or EGM’s for the societies in your field.

Help with projects the VP Societies would like to run and any ones that you would like to run.

Organise Meetings with in all of the Societies in your category to discuss issues and areas of
improvement.

Feedback topics and issues raised to the VP Societies and following up on any actions from the
meetings.

Input on societies area awards and grading.
5. Faith and Religious Officer
You are in charge of your field, ensuring that the societies are running smoothly throughout the year.
Sending regular updates of account funds to the societies, helping the societies and encouraging them to
develop and speak to the society development officer.
Your Responsibilities Include:

Work with the societies in your field ensuring that they are running well and don’t require support.

Do any AGM’s or EGM’s for the societies in your field.
6

Help with projects the VP Societies would like to run and any ones that you would like to run.

Organise Meetings with in all of the Societies in your category to discuss issues and areas of
improvement.

Feedback topics and issues raised to the VP Societies and following up on any actions from the
meetings.

Input on societies area awards and grading.

Working with the Chaplaincy centre to get advice and guidance.
6. International Officer
You are in charge of your field, ensuring that the societies are running smoothly throughout the year.
Sending regular updates of account funds to the societies, helping the societies and encouraging them to
develop and speak to the society development officer.
Your Responsibilities Include:

Work with the societies in your field ensuring that they are running well and don’t require support.

Do any AGM’s or EGM’s for the societies in your field.

Help with projects the VP Societies would like to run and any ones that you would like to run.

Organise Meetings with in all of the Societies in your category to discuss issues and areas of
improvement.

Feedback topics and issues raised to the VP Societies and following up on any actions from the
meetings.

Input on societies area awards and grading.

Working with the VP Societies in any International events and becoming the point of contacts
between the societies and the VP societies.

Help promote, encourage societies to be a part of the international officer.

Work with the part time executive (International Student Development Officer)
7
7. Special Interest Officer
You are in charge of your field, ensuring that the societies are running smoothly throughout the year.
Sending regular updates of account funds to the societies, helping the societies and encouraging them to
develop and speak to the society development officer.
Your Responsibilities Include:

Work with the societies in your field ensuring that they are running well and don’t require support.

Do any AGM’s or EGM’s for the societies in your field.

Help with projects the VP Societies would like to run and any ones that you would like to run.

Organise Meetings with in all of the Societies in your category to discuss issues and areas of
improvement.

Feedback topics and issues raised to the VP Societies and following up on any actions from the
meetings.

Input on societies areas awards and grading.
8. Student Supporting Students Officer & Student Run Services Officer
(SRS/SSS)
You are in charge of your field, ensuring that the societies are running smoothly throughout the year.
Sending regular updates of account funds to the societies, helping the societies and encouraging them to
develop and speak to the society development officer.
Your Responsibilities Include:

Work with the societies in your field ensuring that they are running well and don’t require support.

Do any AGM’s or EGM’s for the societies in your field.

Help with projects the VP Societies would like to run and any ones that you would like to run.

Organise Meetings with in all of the Societies in your category to discuss issues and areas of
improvement.
8

Feedback topics and issues raised to the VP Societies and following up on any actions from the
meetings.

Input on societies area awards and grading.
9. Start-up and Development officer
Make sure that groups wanting to start-up have the relevant advice and support in order not to fail within a
year and to understand the requirements before coming to society standing. Also guiding the current
societies to develop and compile evidence in order to be graded and be the main leader for the society
development program.
You are in charge of the society development and recommending them to the VP Societies also ensuring
that the societies are submitting evidence to be graded during that year. Sending updates of how and when
societies can grade and working with the VP Societies to develop a step by step guide.
Your Responsibilities Include:

Assisting and guiding new groups through the process of starting up and becoming an official
society

Providing advice and guidelines on how to develop and what requirements are needed (you will
receive the help from the VP Societies and other society Exec).

Help the VP Societies to establish the appropriate grade based on the evidence provided and the
input from the officer in that field.
9
How to Run for Society Exec?
Elections shall take place at the Societies Standing at 6pm, Tuesday 14th June 2011 (Location LTG).
Let the VP Societies know who you are and what position you are looking to run for. Email VP Societies and
Individual Development at [email protected]
You may submit a manifesto [use Manifesto Template on website or click here] beforehand (which will
show your level commitment). Email the VP Societies before 12 Noon Tuesday 14th June 2011.
Turn up prepared to the Society Standing. You shall be giving a 2 minute speech (timed!) and there will be
time for questions from the floor.
Rules of the Societies Executive Elections:

Any member of the Students Union’ can run (which means pretty much any student can,
you don’t have to be part of a Society).

2 Minutes Speech per candidate per position.

Questions from the Standing are open after all candidates have given speeches.

You may run for more than one position (if you do no succeed in others).

Each club has one vote

You may submit a manifesto beforehand (which will show your level commitment). Email the VP
Societies at [email protected] before 12 Noon Tuesday 14th June 2011. (Remember
you only have 2 minutes speech, your nomination can talk tell more about what you want to
do. Equally a manifesto can provoke questions for question time).

Ballot voting unless position is uncontested.
What will happen if I am elected?
Welcome to the team!
You start officially on the 1st of August 2011, but you may start working on projects beforehand. There shall
be Societies & Sports Executive training at a later date.
10