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					SUPER SOCIETY SUNDAY
  Sunday 8th May, Teviot Dining Room


         Information Pack
CONTENTS

 WELCOME - SUPER SOCIETY SUNDAY.............................................................................. 3
 USEFUL CONTACTS ........................................................................................................... 4
    Elected Officers 2011/12 ............................................................................................. 4
    EUSA Staff .................................................................................................................. 4
 IMPORTANT DATES ...................................................................................................... 5
    University & Academic Dates ...................................................................................... 5
    Societies Dates & Deadlines ....................................................................................... 5
    Other important EUSA dates ....................................................................................... 6
 SOCIETY OF THE MONTH............................................................................................. 7
 PRESS & PUBLICITY ..................................................................................................... 7
    Posters & Flyers .......................................................................................................... 8
    Student Newspapers ................................................................................................... 8
    Student Radio - Freshair ............................................................................................. 9
    External Press ............................................................................................................. 9
 WEBSITES & SOCIAL MEDIA ........................................................................................ 9
    Society ‘Profiles’ ........................................................................................................ 10
    Social Media .............................................................................................................. 10
    Twitter........................................................................................................................ 11
 PERSONALISED CLOTHING (I.E. SOCIETY HOODIES) ................................................... 12
 SOCIETY FINANCE ...................................................................................................... 12
    Funding ..................................................................................................................... 12
    EUSA Banking........................................................................................................... 13
    Sources of Funding ................................................................................................... 13
    Audit .......................................................................................................................... 14




                                                                                                                                     2
WELCOME - Super Society Sunday

This day will form the foundation for our programme of continuous training, open to all
society committee members, providing you with the tools to develop your society and to
identify areas that your society may need more help with.

This information pack will supplement the discussions that will be undertaken during the
day as well as provide a go-to guide throughout the coming year. Whilst detailed, this
guide may not provide the answer to all your questions - there is a wealth of information
available via the Societies Website (http://www.eusa.ed.ac.uk/societies/) or pop us a
question via our Facebook (‘EUSA Societies’).


10:30        Registration – pick up pack outside Dining Room, complimentary
             refreshments available in Middle Reading Room

11:00        Introduction – to EUSA and the Services we provide, VPSA and Societies
             Development Co-ordinator

11:20        Society Profile Demo – by Digital Marketing Co-ordinator and LangSoc

11:40        Societies in the Community – Volunteer Development Assistant

Midday       Lunch

12:15        Introduction of afternoon session – topics of afternoon discussion
             decided.

12:30        Facilitated Discussion

13:00        Feedback – 5 mins presentation from each group with feedback

14:00        Break – Tea, Coffee and Cakes in Middle Reading Room

14:10        Societies Council – your chance to stand for Societies Executive




                                                                                            3
Useful Contacts
Elected Officers 2011/12

Vice President Societies & Activities (VPSA) - Emma Meehan vpsa@eusa.ed.ac.uk
Societies Convener – Gabi Jones societies.convenor@eusa.ed.ac.uk
Societies Treasurer – Jessica Connor societies.treasurer@eusa.ed.ac.uk
Societies Secretary – Arron Ashton societies.secretary@eusa.ed.ac.uk
Community & Volunteering Officer – Finbar Bowie cvo@eusareps.org.uk

EUSA Staff


            Lizzie Brough                                 Jo Holtan
            Societies Development Coordinator             International Coordinator
            lizzie.brough@eusa.ed.ac.uk                   johanna.holtan@eusa.ed.ac.uk



            Anne Elder                                    Sheona Lawson
            Societies Administrator                       Policy and Public Affairs
            anne.elder@eusa.ed.ac.uk                      sheona.lawson@eusa.ed.ac.uk


            Hilary Wardle
            Volunteer Development Manager
            hilary.wardle@eusa.ed.ac.uk
                                                          Niamh Maynard
                                                          Marketing Officer
                                                          niamh.maynard@eusa.ed.ac.uk




             Stephen Shirres                              Andy Byers
             ESCA                                         IT Coordinator
             stephen@escaonline.org                       andy.byers@eusa.ed.ac.uk




                                                                                     4
IMPORTANT DATES


University & Academic Dates

19/09/2011   Semester 1 Begins
12/12/2011   Exams Begin
21/12/2011   Exams and Semester 1 Ends
16/01/2012   Semester 2 Begins
09/04/2012   Spring Break Begins
20/04/2012   Spring Break Ends
30/04/2012   Exams Begin
25/05/2012   Exams End
28/05/2012   Summer Holiday Begins


Societies Dates & Deadlines

10/09/2011                      DEADLINE - Society Profile Completion
14/09/2011 - 15/09/2011         Freshers' Fair Day
21/09/2011                5pm   Societies' Executive
28/09/2011                1pm   Continuous Training
05/10/2011                5pm   Societies' Executive
12/10/2011                1pm   Continuous Training
14/10/2011                8pm   Society & Sports Club Night
19/10/2011                5pm   Societies' Executive
26/10/2011                1pm   Continuous Training
02/11/2011                5pm   Societies' Executive
09/11/2011                1pm   Continuous Training
12/11/2011                      DEADLINE - Student Festival Deadline
14/11/2011                5pm   Societies' Executive
16/11/2011                5pm   Societies' Executive
22/11/2011                      DEADLINE - October Society of the Month Deadline
23/11/2011                1pm   Continuous Training
30/11/2011                5pm   Societies' Executive
10/01/2012                      DEADLINE - Winter Society of the Month
18/01/2012                5pm   Societies' Executive
24/01/2012                      DEADLINE - January Society of the Month
25/01/2012                1pm   Continuous Training
01/02/2012                5pm   Societies' Executive
08/02/2012                1pm   Continuous Training
15/02/2012                5pm   Societies' Executive
21/02/2012                      DEADLINE - February Society of the Month
22/02/2012                1pm   Continuous Training
29/02/2012                5pm   Societies' Executive
07/03/2012                1pm   Continuous Training
14/03/2012                5pm   Societies' Executive
20/03/2012                      DEADLINE - March Society of the Month


                                                                                   5
21/03/2012                1pm Continuous Training
24/03/2012                    DEADLINE - Society Oscars
28/03/2012                5pm Societies' Executive
30/04/2012                    DEADLINE - Society Block Booking


Other important EUSA dates

10/09/2011- 17/09/2011         Freshers' Week
05/10/2011 - 06/10/2011        EUSA By-Election
24/10/2011 - 28/10/2011        Volunteering Week
19/11/2011                     The ESCA Conference
29/02/2011-01/3/2011           EUSA Elections
11/02/2012 - 19/02/2012        Charities Week Begins
04/03/2012                     Meadows Marathon




                                                                 6
SOCIETY OF THE MONTH

The society of the month is an award that societies can nominate themselves for. It
showcases what the society is all about by focusing on a specific month of its events and
the award promotes their upcoming events. As well as lots of publicity, the society will
receive £100 pounds to help in their development.

In the application, societies should show either that they are a strong society which
consistently meets its aims or are a new / revamped society which, through the activities /
events of the past month, has already started to grow and contribute to the student
community. Email your application in any format you like (written, filmed, ppt) to
lizzie.brough@eusa.ed.ac.uk. Selection of the winners will be made by the full Societies’
Executive committee as fairly as possible according to the criteria below, so please think
carefully when filling out the form...

Key points we will look for in applications:
    Strength of membership (overall size of membership this year; membership growth
      in the spotlighted month).
    Sustainability of Society / Consistency of performance: were your events this
      month, part of an ongoing program of events?
    Publicity (how well has your society utilised the sometimes limited resources
      available to make an impact on campus so far? How did you publicise your action /
      events during the month?);
    Originality
    Engagement with EUSA initiatives (has your society previously participated in
      EUSA society events, training, or societies’ council? Is that something which you
      did specifically this month?).
    Impact on the student experience; did you contribute something unique this month?
    Relations with external stakeholders (does your society engage with university
      departments or local organisations regularly? Was that something which you did in
      a specific event / action?);
    Achievement of stated aims
Events- specific criteria to consider:
    Number of people who attended
    Wide student participation (did the society make efforts to invite new students and
      non-members to the event?)
    Innovation
    Evaluation, reflection and improvement: what did you learn from delivering the
      event? How will you utilise this for future society event?
    Collaboration with other societies or organisations


PRESS & PUBLICITY

We encourage all societies to publicise themselves as far and wide as possible and there
are a number on fantastic outlets that we encourage you to approach.


                                                                                              7
       Posters & Flyers

Despite the rise of social media and web based advertising, putting up a poster can still be
an effective way of telling students about your society or event. Ensure your society is
visible to students on campus by placing posters on our official Society boards or
distribute flyers at busy times.

             Official EUSA Stamp

In order to place posters in EUSA buildings, around the University or at Pollock halls you
will need to get the Official EUSA Stamp. This stamp of approval ensures that your poster
will not be removed by EUSA or University staff who are instructed to remove any poster
which has not been approved.

VITAL THINGS TO REMEMBER

*Your Poster should feature your society name in a prominent position or we may not stamp it.*

*To get your poster stamped before printing email your artwork to Martin Gribbon
(martin.gribbon@eusa.ed.ac.uk) who will add an electronic stamp and email back to you. If you
have already printed your materials please pop by the Societies – Volunteering – Charities
centre for a physical stamp.*




             Putting up your posters

You can put your posters in any EUSA building, University notice boards or at Pollock
Halls. Approved posters must go on approved boards! Only place your society poster on
the society notice boards. Posters place on EUSA only boards or on walls and doors may
be removed - particularly in Teviot because the paint is new!

             Flyering around campus

Flyering can be a great way to get your message out. It can sometimes be cold and
sometimes heartbreaking but it’s well worth the effort if you flyer the right places at the
right time. Try Potterrow, outside Teviot and around George Square between 10am and
2pm and make sure that you tell the crowds what your society is doing.

       Student Newspapers

EUSA has links with two Student Newspapers on campus - 'The Student' and 'The
Journal' - both of which offer great rates for Students and Societies.




                                                                                              8
The Student                                     The Journal
The Student is distributed Weekly               The Journal is distributed fortnightly
(Tuesdays) around the University of             (Wednesdays) around all
Edinburgh. The paper can be found in all        Universities and FE Colleges
major University buildings and is extremely     in Edinburgh.
well read.
                                                Placing an ad in The Journal is a
The Student is a very attractive means of       great way to reach out to other
advertising for many external agencies such     students outside the University of
as Carphone Warehouse and KPMG and              Edinburgh.
now your society can advertise with The
Student for a fraction of the commercial        The Journal offers great rates for
rates.                                          Students and Societies.

Contact for pricing information.                Contact: Devon Walshe
                                                devon@journal-online.co.uk
Contact: The Editor
editors.studentnewspaper@googlemail.co.uk


EUSci
EUSci is a high-quality science magazine distributed three times a year around the
University of Edinburgh. Copies of EUSci can be found in all major University buildings,
especially around the King's Buildings campus. EUSci is read by science students,
postgraduates and researchers. EUSci offers a 20% discount for University of Edinburgh
societies on our standard rates. Contact: Editors-in-Chief euscimag@gmail.com.

       Student Radio - Freshair
Reach over 60,000 students in Edinburgh with Freshair's high quality and reliable adverts.
Freshair.org.uk is a student run radio station which is based at the University of
Edinburgh. The online radio station broadcasts 24 hours a day, 7 days a week during the
entire academic year offering over 13 hours of live scheduled shows each day between
peak times of 10am and 11:30pm. Your society could benefit from online radio adverts

Contact Amelia Carmen carmen.amelia@googlemail.com from the Freshair team to
discuss how you could get your society on Edinburgh's Student Radio.

       External Press

STV local are always looking for student bloggers to contribute to their Society Press
Blogging. To get involved please contact Rebecca Gordon (STV local community editor,
South East Edinburgh) via Rebecca.gordon@stv.tv or 07713074645.


WEBSITES & SOCIAL MEDIA

EUSA Homepage: www.eusa.ed.ac.uk


                                                                                           9
       Society ‘Profiles’

A huge development in how we support our Societies online has arrived! Societies will
now be provided with their very own Society Profile on the EUSA website, allowing not
only the promotion of the society but also the ability to manage society
membership. Society Office Bearers will be assigned admin abilities to control their Profile
and webpages via the EUSA website. You get control of your info! In practice, this will
mean that a president, secretary, treasurer or other specified individual within a society
can edit the information which a society shows online.

Admins will also be able to:

   -   maintain a society membership database
   -   email members of the society using the easy to use website messaging service
   -   set up online 'sign up sheets' for events/trips or specific society information
   -   email all those who have signed up to 'sign up sheets'
   -   sell memberships online
   -   sell hoodies or other society products online
   -   set up events and sell tickets online
   -   add events to a personal society calendar (these events will feed into an overall
       societies’ calendar available on the website)
   -   add news stories specific to the society
   -   create polls and surveys
   -   edit information about the society including email addresses and basic descriptions
   -   create new webpages within your Profile on the EUSA website about the society

Particularly exciting are the membership controls. When you sell a membership online or
at societies fair (more information to come on this – we’re thinking barcodes!) the person
buying the membership will automatically be added to a list of members for your society
on the website. By accessing the admin panel, office bearers can interact with their
members easily without having to keep your own records of members and contact
addresses.

All society membership sales in 2011/2012 will be processed by EUSA via the EUSA website or the EUSA
box office. All money raised from membership sales will be transferred by EUSA to your EUSA Society
Holding Account. There will be no more need to collect wads of cash at societies fair or any other time
throughout the year.



For more information and to organise individual training for your society please email
martin.gribbon@eusa.ed.ac.uk (and CC lizzie.brough@eusa.ed.ac.uk).

       Social Media

As well as the websites space that EUSA provides, remember that social media can
provide the most fantastic promotional and communicative tool. From keeping in touch to
event promotion we strongly encourage that societies use social media. Once we’re
connected we can also help promote your events. Therefore, please make sure that you
are aware of and have regular access to the following:


                                                                                                      10
      ‘Like’ societies on Facebook for the most up-to-date news, information and quick
      communication http://www.facebook.com/pages/EUSA-Societies/134181379964204

      Twitter feeds to follow:

          @EusaSocieties
          @eusa
          @eusavolunteers
          @ESCAonline

       Twitter

Twitter originated as micro-blogging site allowing you to provide a quick update of your
thoughts within a limit of 140 characters. Twitter has evolved to become not only micro-
blogging, but has also become a marketing and social messaging tool as well as a source
for news. Today, around 4% of EUSA’s web traffic comes from Twitter, around 40%
comes from Facebook.

              How Twitter can help your society

     1. Create a community. Twitter allows you to follow and be followed by those who are of interest to
     you. They may be personal friends, local businesses or complete strangers. People follow others on
     twitter because they think that they have similar areas of interest. Don’t be afraid to talk about things
     related to your society on twitter. E.g if you are the law society, don’t always speak about your events
     but speak about developments in the law, legal documentaries on tv, an interesting case that you
     spotted in the paper, or general happenings from the law school.

     2. Drive traffic to your blog or website. By using twitter you can instantly update your followers of a
     new article on your website, a new photo you have taken, or a new event you have added to
     Facebook. Allowing your followers to see that you have added new content will encourage them to
     visit your site.

     3. Get the latest real time news. More and more news stories are being broken on Twitter. As
     journalists and eye witnesses experience events they can inform the world by adding to twitter in real
     time. On a practical level your society could find out about student news and events in Edinburgh as
     well as wider news stories that might affect your particular society. It is all about following the right
     people.

     4. To network. Twitter allows you to connect with people that you will not see in your day to day life.
     It also allows you to network using your pc or laptop or on the go on your mobile. Your society can
     benefit from connecting with eusa, the societies centre, the student body and other organizations who
     may influence your society. For example you could network with your society’s equivalent at another
     university.

     5. Spread your ideas and get feedback. If you want to get your ideas out then Twitter can do that.
      You can also get valuable feedback instantaneously. For example a society might say ‘We’re thinking
                              th
     of holding our ball on 10 march. Does that date suit?’ Within a matter of moments you could have
     replies which will answer your questions or at least give you something to think about..

     6. Improve relationships with students and your members. By monitoring your society for
     complaints on Twitter you can improve your service. When you previously didn’t know you had a




                                                                                                             11
      problem you can become informed and fix any problems. You can also reply to queries in real time
      and improve the relationship you have with your members and the student body.

      7. Humanize your society Twitter allows you to become a real person. Avoiding long drawn out
      marketing speil, you can provide short snappy updates that reflect your society and your personality.
      Don’t be afraid to be yourselves. Students will react positively to you when they see you as a person
      rather than an organization.


PERSONALISED CLOTHING (i.e. Society Hoodies)

Having a sense of identity and belonging is a significant part of being a member of a
student society. To this end, many societies purchase their very-own branded clothing
either simply to identify each other or even as a fundraising activity. Branded clothing is
available from many different companies from which you are completely free to order
from, however Image Scotland (details below) have offered EUSA special rates.


Image Scotland are delighted to team up with EUSA and their societies, offering you full access to our great
personalised clothing service for the University of Edinburgh. Image Scotland is the best one stop shop for
all your society clothing needs.

        -A huge range of garments including hoodies, t-shirts, poloshirts and all other leisurewear.
        -Embroidery, screen print and digital print facilities in house.
        -Locally based, only a short drive from the university campus.
        -No minimum order.
        -Free delivery.
        -Preferential pricing for societies.
        -Fast and efficient turnaround of orders.
        -Online ordering and catalogue building facilities.

You can take a look at the full range we offer by visiting our great online catalogue at –
www.imagescotland.com. Online you can build your own catalogue for members to look at and there is also
the interactive facility of uploading your society logo and your inquiry directly to us.

Email:          info@imagescotland.com
Telephone:      0500 223 455




SOCIETY FINANCE

        Funding
All EUSA approved societies are eligible to apply for funding. This year, we have granted
societies a total of £20,000 to fund their exciting, innovative society projects and society
development investments.

Before we look to give you funding we like to see that you are doing your own fundraising.




                                                                                                          12
Run a fundraiser in The Loft Bar or The Underground at Teviot or the Mayfield Bar at KB
and get 5% kickback from the bar. This will be tallied up and added to your EUSA Holding
Account at the end of the semester.

A fantastic way to put some money away for next semester’s events! The Post Graduate
Society have already raised themselves over £100 last semester, go and enjoy yourselves
now and raise some cash! Book through teviot.reception@eusa.ed.ac.uk

      EUSA Banking

Each society has a EUSA Holding Account which any Office Bearer can access through
Finance, Support Services, Potterrow. All Soc Card money, 5% kickback, Development
Fund and Global Fund money and society membership fees sold through the website go
into this account. This can be your sole back account or can work alongside your existing
account.

      Sources of Funding
             ‘Soc’ Cards

Spend money in your Union & get money back for your society.

                        £1 = 1 Stamp > 10 Stamps = 50p back!!

Get a stamp for every pound spent in your EUSA buildings & facilities. Once you've
collected 10 stamps, return your completed card to us and we'll credit your society with
money to spend - simple!


             Development Fund

The Development Fund aims to support your society with its constitutional aims, and
encourages any projects that will push your society to a new level. Arrange a meeting
with societies.treasurer@eusa.ed.ac.uk to discuss your application. The Fund often
encourages societies by matching their fundraising. Applications will open on 20th
September, start considering ideas that:
- benefit a large number of students
- increase your presence on campus
- is innovative and forward thinking
- is sustainable

             EUSA Volunteering Fund

EUSA Volunteering will soon be launching a new Volunteering fund which will provide
small grants from £50- £250 to encourage and support student-led community
volunteering activities that work in partnership with the local community, addressing their
needs, create new volunteering opportunities for other students and generally improve
Edinburgh for the better!



                                                                                           13
New applications will be accepted from the beginning of the next academic year.

Remember, if your society take part in some community volunteering, you'll be eligible for
the new £200 Community Action award- a special EUSA Volunteering-sponsored award
for non-charitable societies who take part in volunteering (there's also one for charitable
socs as well).

Want ideas for things you can do in the local community? Then visit the volunteering
centre in Potterrow, or email Hilary.Wardle@eusa.ed.ac.uk.

              Global Fund

The EUSA Global Fund provides small grants of £50 to £300 to encourage and support
student-led cultural activities that:

- celebrate Edinburgh's diversity through culture, music, food, and language
- promote integration between home and international students
- facilitate conversations on global issues within the student community
- create partnerships with other societies, students and groups on campus and in the
community

New applications will be accepted from September 20th. If you have any questions,
please email johanna.holtan@eusa.ed.ac.uk

       Audit
In the course of applying for a grant to the EUSA Societies' Development Committee, it is
required that student societies submit a copy of their previous year's accounts. Thus if a
society is applying for a grant for the academic year 2011/2012, they would submit a
budget for that year supported by the accounts for 2010/2011. This is especially important
if the society has received a grant from EUSA in the previous three years.

The audit will:

      Ensure that the supporting accounts give an accurate record of the previous year's
       activities,
      Specifically, to ensure that there is no misuse of funds by members of the society.


                  Evidence to support the audit

At a maximum the society will have submitted its cash book, bank statements, returned
cheques, receipts and cheque stubs in support of its previous year's accounts. Though it
is highly unlikely that the society will have submitted all the above evidence, it is the
auditor's job to judge for his or herself whether the evidence submitted does in fact
support the accounts.


                  Suggested method of auditing



                                                                                          14
1.    Check bank statement entries against those in cash book.
2.    Check the balance brought forward in the accounts against the balance carried
      forward in the cash book. Reconcile the closing balance in the accounts and cash
      book with the end of year balance in the bank statements. The two figures might
      differ because there were outstanding cheques at the year end, creditors, debtors
      or cash payments made in the year, for example.
3.    Go through each entry in both the income and expenditure section of the cash book
      and verify it with the documentary evidence given. The strongest form of evidence
      would be a receipt from a shop, for example, clearly stating the goods or service
      paid for. Equally, looking at to whom a returned cheque was written may
      adequately verify a payment. In the course of his or her checking the auditor ought
      to:-
            Record the entries for which documentary evidence was submitted
            Check that items have been placed in the correct columns of the Cash Book
             (be especially careful here that social event expenditure has been correctly
             recorded since it is EUSA Finance Committee policy that social events
             should be self-financing). If absolutely convinced that an item has been
             allocated wrongly, the auditor may correct the error.
            Confirm year end debtors and creditors (if any) as above.

4.    Check that the column totals in the cash book are those that have been transferred
      to the submitted accounts. The categories in the accounts may well differ from
      those in the book, so check that any changes in allocations to categories have
      been made correctly. Check the adding of the accounts!
5.    Complete the auditor's questionnaire and sign it. Doubts about the accounts can
      be expressed in detail on the back of the sheet. The auditor might wish to disclose
      a particularly large unverified payment, for example. Remember, though, that it is
      always possible to contact the treasurer of the society to ask for further details. If
      satisfied that the accounts do indeed provide an accurate record of the activities of
      the society, the auditor should sign the grant application form.
6.    Finally (and most importantly!) the auditor should record the time spent checking
      the accounts. Note, however, that an explanation may be asked for if the time
      taken is very different from the previous year's audit.



            Useful tips for the treasurers from an auditor

During the year

1.    Ensure you keep all bank statements. If you lose one you must get a copy - and
      the banks usually charge for replacement bank statements.
2.    Keep petty cash transactions to an absolute minimum: they are virtually impossible
      to verify.
3.    Get receipts as soon as possible after the expenditure has taken place.
4.    Classify income and expenditure in narrow categories. If you only have
      'membership income', 'social events' and 'miscellaneous' this is likely to cause
      confusion.
5.    If you collect cash, e.g. ticket/door money at a society event pay it into the bank as
      soon as possible. It is not advisable to use the cash for other expenses, e.g. to


                                                                                          15
      pay a band on the night. This is how you lose track of it. If there is no alternative
      you must get a receipt from the person you are giving cash to.
6.    Do not leave the drawing up of accounts until the end of the year. If you do you are
      likely to get them wrong. Check over them regularly.

At the end of the year

1.    All entries on bank statements must appear in your accounts, even cancelled
      cheques.
2.    Check your arithmetic before handing the accounts in.
3.    Arrange cheques and receipts in order - it's better you doing it than me charging
      you for the time spend doing it!
4.    If there are any omissions, unexplained items, or anything strange whatsoever,
      explain it to me in note form.




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