social secretary training

1. Beyond your degree social secretary training UEASU Opportunities

2. Coming up: • Practical tips to help you do your job amazingly • Including a website demo • What we expect from you as a social secretary • Duty of care • Alcohol impact • Some context and explanations • A chance for you to ask questions

3. Let’s start with the basics – what is a social? You might think about: • Where do they take place? • What sort of things do you do on socials? • What might people assume you do on a social? • Who are they for?

4. So, what is a social? Can take place anywhere! • On or off campus • In Norwich, or further afield You can do anything you like on a social (within reason!) • Icebreaker/team-building activities • Games, workshops • You can put on your own event or organise a group to attend an external event

5. So, what is a social? What might people assume you do on a social? • Student groups have a reputation for having drinking-focused socials • Alcohol optional or alcohol free events Who are socials for? • Your members! (all kinds of them)

6. WHY DO SOCIALS? (it’s not a trick question, promise!)

7. Why do socials? • Your main activity is what brought you all together, but socials are where friendships are made • To help move past the possible awkwardness and break the ice with a new group • This helps people feel more comfortable taking part • Socials are a great chance to bridge the perceived gap between committee and members • Enjoy your hobby in a safe place • Because they’re fun!

8. So, what does a social sec do? • Before a social? • During a social? • After a social? • All the time?

9. So, what does a social sec do? Before the social? • You might ask members what they’d like to do • Create an event on the website/on facebook • Invite members • Ask for any accessibility needs • Fill in a risk assessment with your health & safety rep and communicate with the SU • Book a venue/plan travel • Sell tickets • Send reminders

10. So, what does a social sec do? During the social? • Introduce yourself and the committee • Make everyone feel welcome, aim to talk to everyone at some point! • Lead and coordinate the event • Mingle! Get people chatting with each other • Check the room/venue is left the way it should be • Tell people when the next event will be

11. So, what does a social sec do? After the social? • Thank people for coming, this shows you value them • Ask for feedback/what people would like to do next time • Tell people about what you have coming up!

12. Getting to know people more easily - socials can be intimidating, especially when a group of friends/clique already seems apparent. This is also maybe more applicable for beyond first year because friends and groups already feel formed. ‘Get rid of cliques within sports clubs and societies. They often feel closed off when people form closed groups within them that have inside jokes and leave others out’ 'People are really cliquey and for some reason love to act like I don't exist or I'm not a part of the club until after they see me come super frequently for two months. People are really unwelcoming in more clubs' So, what does a social sec do? All the time - prevent cliqueyness ‘The environment being less cliquey to start with (i.e. badminton), where I had to make a good effort to make friends, rather than existing members inc. committee making an effort to speak to me’ I did not join societies etc. in my first year because of anxiety but then felt like they were somewhat inaccessible to second and third years because friendship groups etc. had already formed Some of the committees can seem a bit like a clique so wouldn't go to a society or social event by myself All clubs I’ve been introduced to have been very cliquey

13. So, what does a social sec do? All the time - cliqueyness • You are influential in setting the tone of your group, make it welcoming to all Raise your hand if you’ve experienced cliqueyness at a club or society? What was it like/what do you think caused it? How did you feel? How could you prevent it?

14. So, what does a social sec do? All the time • Run inclusive and accessible events • What does accessibility mean to you? There are over 11 million people with a limiting long term illness, impairment or disability in the UK. ​ So, when we talk about accessibility, it’s not just about wheelchair access.​ What are some other things you might think about when considering running an accessible event?​ Are there toilets close by?​ Is there an opportunity to sit down?​ Have you printed/uploaded the materials you are showing onscreen? If you don’t know what your members need JUST ASK!

15. So, what does a social sec do? How to make your events inclusive and accessible • Book accessible venues ​ • Use inclusive language​ • Avoid statements perpetuating stereotypes and norms​ • Use the terminology that the person you are addressing asks you to use ​ Be flexible and open to making reasonable adjustments to your events​ • e.g. having a buddy scheme for people who are anxious about attending alone​ • Booking venues with disabled access​ • Tell people if they have accessibility needs to let you know - this shows them that you want to include them!​

16. So, what else does a social sec do? All the time Is mindful of the duty of care you have to your members • What is duty of care? • ‘a moral or legal obligation to ensure the safety or well-being of others’. You must take reasonable care to avoid acts or omissions which you can reasonably foresee would be likely to injure your neighbour”.

17. Why care about duty of care? As a social secretary, and as a student group affiliated with the SU, ‘you must take reasonable care to avoid acts or omissions which you can reasonably foresee would be likely to injure your neighbour’.

18. Why care about duty of care? What does this actually mean though? As a committee member, you have accepted the responsibility of leading others. You owe them a duty to ensure that they are not exposed to a foreseeable risk of injury, as far as you reasonably can. That is, you must not create a foreseeable risk of injury and you must take reasonable steps to deal with any foreseeable risk of injury which exists or arises. For example: if you agreed to be the equipment officer you must carry out regular audits of the equipment to see that it is reasonably safe.

19. Why care about duty of care? So, as a social sec, what might your duty of care to your members include? • Completing the risk assessment and actually taking those steps to mitigate risk • Having at least one sober person on each drinking-related social • Not taking members on activities without qualified instructors • Not encouraging heavy or irresponsible drinking through drinking games or drink quantity challenges, or initiations.

20. Why care about duty of care? A little more on initiations… What are they? ‘an event in which members (often new members) of a group are expected to perform a task or tasks as a means of gaining credibility, status or entry within that group. This may involve peer pressure (though not explicitly) exerted on students, and may compromise a person’s inherent dignity as a person by expecting, forcing or requiring an individual to drink alcohol, eat mixtures of various food stuffs, nudity and behaviour that may be deemed humiliating’. Even if you say it’s optional, by giving someone the choice, you are putting pressure on them to do something they may not want to do

21. why are we concerned?

22. THERE’S MORE

23. Social Standards • Please don’t do culturally appropriative or offensive themed events • Bad taste socials • White t shirt socials – it’s not acceptable to draw swastika’s on other people’s shirts, for example. People have done this at UEA. • Encourage responsible drinking at your socials • Put ‘drinking optional’ if you are having your social in a bar • Don’t play drinking games as people can’t drink at their own pace

24. 73% What percentage of students think you don’t need to get drunk to have a good night out? (Alcohol impact survey 2017)

25. 33% What percentage of students think there’s not enough events at university not centred around drinking? (Alcohol impact survey 2017)

26. Social Standards • If you’d like invite a non-UEA guest speaker, you must let us know with at least 4 weeks notice. • This is so we can pass relevant info onto the university, who may need to make provisions • Socials aren’t allowed in halls • This is a rule set by UEA, that they’re very strict on • Students have been evicted this year for having socials in their flats • Please don’t put your members at risk of this!

27. Ok, I want to do some non-drinking socials, have you got any ideas? Yepp!

29. health and safety.. • We need a risk assessment whatever your social is, even if it’s in town • Send these to union.info@uea.ac.uk • Your risk assessment must reflect the activities you have planned – be honest • You should submit a risk assessment at the start of the year for all socials, if an event is different to your normal social you must submit a separate one for this, so this could include a change in location, activity or planned attendees

30. Our Schemes

31. Safer Taxi Scheme • The safer taxi scheme is to make sure you and your members get home safely, if you’ve lost your wallet/can’t get home for any reason • All you have to do is call the taxi company, tell them you want to use the scheme, and give them your student number and name • We will pay the invoice for you, and invoice you so you can pay us back at a later date. • We have partnered with ABC, 5 Star and Courtesy Taxi for this

32. Good Night Out and Never OK • Good Night Out was created to help you enjoy a night out free from harassment. • As a result, all of the bar and security staff at the LCR and the Waterfront are trained to deal with incidents. • Never OK aims to foster a culture of zero tolerance for harassment, bullying, abuse, and hate crime of any kind • Please make sure you report anything that makes you feel unsafe, and encourage your members to do the same. staff will take you seriously and deal with any issues

33. What can I do? Encourage members to report – to the union or management • If you are not sure, report it anyway – all our student staff and door staff are trained • Believe them • Listen • If the situation warrants it Call 999 • They don’t want the police? Try the Harbour Centre

34. Money • All funds should go through the Union finance system. No money should be collected and kept by any member • If you’re not sure of the best way, ask me! I’m here to help • To take money for things like events and hoodies, you can set up tickets and products on the website. This money will go into your group’s account to spend. I will show you in a minute! • You can either spend the money yourself and claim it back via the expense365 app, or you can contact the company you want to pay and ask for an invoice. We can pay the invoice right from your account • Speak to your treasurer about paying invoices, as they have been trained.

35. the app – eXpense365 • Reimbursements are done through the app for anything you have purchased on behalf of your society • You can download it for android and IOS • Ask your treasurer for more detailed information about how to use it – treasurers are trained! • For a short video guide on how to use the app, go to Opportunities > committee hub > finance guides on UEA.SU

36. Grants! Student Group Grants Student groups can apply for money to do cool stuff/buy equipment from the societies and sports execs Event grants If you want to run a large scale event, we have allocated £1500 to give three new events a kickstart! (That’s £500 per event!). You can find more details in the committee hub under events > event grants 

37. It stands for the General Data Protection Regulation New legislation came into effect in May 2018, so you need to be aware of how to use any data Outlines how data can be stored and used, to give control back to citizens and residents over how their personal data is used You need to think about: Why are you collecting the data How are you collecting the data What the data will be used for How it will be stored and destroyed GDPR – what is it?

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

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

40. By signing the register of this training session you are confirming that you have heard and understood the implications of the GDPR, and accept that you will treat all data accordingly A copy of the GDPR Regulations 2018 will be emailed to you after this session.  What happens now?

41. useful contacts

42. useful contacts Activities & Opportunities Officer 2019/20 – Ali Perez • Elected by students • Helps improve the student experience • Will help you through any issues you may have • Chairs soc exec and sports exec, who give grants to clubs and societies  Contact Ali at A.Perez@uea.ac.uk

43. useful contactsOpportunitiesz • Student Groups Administrator • Money  • Societies exec  • Society development • General questions • Website • Elections • Training • Expense App • Membership • union.opportunities@uea.ac.uk • Alun Minifey • Head of Opportunities Department • Oversees the department • Helps implement the elected officer’s manifesto • Student EventsCoordinator​​ • ​​ • Events​​ • Risk Assessments​​ • Trips

44. useful contactsOpportunities • Student Opportunities Coordinator (Buddy Coordinator) • ​ • Organises the Buddy Programme​ • Event running​ • Victoria Cook  • Student Enterprise Coordinator • Enterprise • Pop-up markets • Fundraising • Chloe Platt ​ • Student Events Administrator (Do Something Different) • ​ • Organises the DSD programme​ • Event running • Student Opportunities Coordinator (Widening Participation and Outreach) • ​ • Working to improve outreach opportunities and widening participation

45. useful contactsother departments • Union Info - Union House Reception • Contact them about: • General union queries and information • General website queries • Booking a room • Printing • Society Packages that have been delivered to Union House • union.info@uea.ac.uk

46. useful contactsother departments union opportunities Money enquiries: su.accounts@uea.ac.uk App enquiries and general enquiries: Union.opportunities@uea.ac.uk • Jonathan Murray • Marketing Coordinator • Poster questions • Getting your event on the plasma screens in Union House • Getting items into the undergrad and postgrad newsletters • Union.marketing@uea.ac.uk

47. useful contactsUEA Sport • Sophie Thomas • Student Sport Performance Manager • Supports sports clubs and scholars to maximise their performance • James Raywood • Student Sport Operations Manager • Oversees all sports clubs • Manages storages • Coordinates off-site facilities • Budget and Subsidy man • Jacki Robinson • BUCS & Comps Administrator • Organises everything BUCS • Organises travel, accommodation, entries • Katie MacCallum • Student Sport Administrator • Can help you with all your general queries

48. beyond your degree Questions?