warwick sport is a joint partnership between the su and the university’s department of pe and...

SESSION 2: Introduction to the SU & Warwick Sport

Zoë Buckland, Sports Officer

Warwick Sport is a joint partnership between the SU and the University’s department of PE and Sport.

ALL fees go into a budget which is spent ONLY on Sport and related activities. The SU provides resources in student activities, and also the Sports Officer – however, none of these are paid for by Warwick Sport memberships or fees.

Why do I need to know about the SU and Warwick Sport?

• 10,300 students members of Warwick Sport

• 6,200 students involved in 70 sports clubs

• £65,000 grant from the University• £612,600 costs to cover each year

o From staffing costs, insurance, BUCS, club grants, professional services, facilities maintenance, etc.

Warwick Sport in 2013

• 6,200 students involved in 70 sports clubs• 11,250 students involved in 250+ societies• 250 student staff working across our 6 F&B

outlets• 760 SSLC reps & 9 faculty reps • 55 student councillors including 4 liberation

officers• £150,000 of student house deposits won

back by our Advice Centre in 2013• £7m turnover 12/13

Warwick SU in 2013

• Rely on £2m/year from the University to run everything we do

• £1,200/day rent – ouch!

• Last year spent £2.792m on student activities, (societies and sports clubs), the advice centre and on representation.

• In short, we don’t have a lot of money!

Tricky Finances

• We are one of the largest Students’ Unions in the country, yet have one of the smallest staff teams!

• Ridiculous/unsustainable right? Right.

• Things take a little longer to process and organise then we all might hope, but it’s better than the alternative… o … cutting Sports Clubs and Societies and

giving up our Student Representation.

Why are you telling me this?

Hollie MilesSports Administrator

How can Hollie support you?• Booking minibuses• Registering coaches• Help with club accounts

How can you contact her?• Hollie.Miles@warwick.ac.uk• clubadmin@warwick.ac.uk• Sports Centre office, 9:00-

16:30 weekdays

Staff Support

Tom KoczkowskiSports Administrator

How can Tom support you?• BUCS entries• BUCS costs

How can you contact him?• T.J.Koczkowski@warwick.ac.u

k• clubadmin@warwick.ac.uk• Sports Centre office, 9:00-

16:30 weekdays

Staff Support

Gerard HenryStudent Activities Manager

How can Gerard support you?• Planning events (trips, tours,

balls)• Sponsorship packs• Insurance• Health & Safety risk

assessments

How can you contact him?• Gerard.Henry@warwicksu.co

m• Resources Room, 9:00-16:30

weekdays

Staff Support

Indy SangheraStudent Activities Coordinator

How can Indy support you?• Planning events (trips, tours,

balls)• Filling in Event Planning

Packs Sponsorship packs

How can you contact him?• Indy.Sanghera@warwicksu.c

om• Resources Room, 9:00-16:30

weekdays

Staff Support

Paula ThomasFinance Counter Assistant

How can Paula support you?• Depositing money into club

accounts• Collecting money for

reimbursement• Holder of the SU credit card

How can you contact her?• Finance Office (2nd floor,

SUHQ), 10:00-15:00 weekdays

Staff Support

Jen Emeny-GreenPerformance Coordinator

How can Jen support you?• Volunteering opportunities• Coaching and refereeing

opportunities• Starting a new league• Increasing participation• Catering for beginners in

your club

How can you contact her?• J.Emeny-

Green@warwick.ac.uk• Sports Centre office, 9:00-

16:30 weekdays

Staff Support

Lisa InfantinoPerformance Coordinator

How can Lisa support you?• Focus Teams• Pre-season• Scholarship programme

How can you contact her?• Lisa.Infantino@warwick.ac.u

k• Sports Centre office, 9:00-

16:30 weekdays

Staff Support

Gareth ShuttleworthFacilities Coordinator

How can Gareth support you?• One-off booking of Warwick

Sport facilities

How can you contact him?• G.P.Shuttleworth@warwick.a

c.uk• Sports Centre office, 9:00-

16:30 weekdays

Staff Support

James EllisDirector of Sport

Staff Support

Gemma MorrisHead of Delivery

Zoë BucklandSports Officer

What is the Sports Officer’s role?• Student face of sport!• Always voicing the best interest of students to the

University• Involved in strategic thinking and long term projects

at the SU & University• Keen to help and promote all sporting activities and

events• Always able to help when things go wrong (or at

least who someone to ask who will be able to help!)• Don’t just email me when you want to complain or

rant, I can be so much more than that!

How can you contact me?• sports@warwicksu.com• In my office, 2nd floor SUHQ, 8:30-17:00

weekdays (except when I’m in meetings!)

Staff Support

Ruby Compton-DaviesSports Officer Elect

Ruby will take office on 1st August 2014!

Staff Support

• Find it on the 2nd floor of SUHQ

• This is your room – don’t knock, just enter!

• Use it for exec meetings, for printing and guillotining, for designing posters, and for filling out and submitting forms.

• Get to know the staff, they are here to support you (kind of hard to do that if they don’t know what you’re up to!).

The Resources Room

o If you have club sessions in Warwick Sport facilities, then you will need to apply for regular bookings with Gemma Morris.

o If you wish to hold an event in Warwick Sport facilities, then you will need to submit an event pack to Gemma Morris.

Don’t worry yet, you’ll get an email about these things nearer the time.

Facilities

You can book SU spaces too!

• IKEA Membership Space

• Copper Rooms 2

• SUHQ Meeting Rooms

• Mighty Duck/Terrace Bar/Copper Rooms 1o All with Lesley.Shortland@warwicksu.com or

024 765 73057 or “Bookings” in Exec Resources

Facilities

To book your club in for circling, you need to complete this form www.warwicksu.com/sports/circles

o Wait to hear from the Sports Officer as to which room you will be circling in.

o If you’re expecting a particularly big circle one week, ask the Sports Officer in advance if you can use the Chill Out space.

Circling

You can advertise on the SU Website!

Send text for your article and a picture (of dimensions 540 x 270 pixels) to chris.carter@warwicksu.com

Marketing

You can advertise in the fortnightly SU publication, The Bubble!

• Circulated to kitchens in every hall on campus.

• Email content to chris.carter@warwicksu.com

• Deadlines viewable here www.warwicksu.com/execresources/publicity

Marketing

• Can’t withdraw money from your account without filling in a form.

• The 2 most common forms:o Money Requests (used to withdraw money

or pay for goods and services); ando Sales Invoice Requisitions (used to raise

invoices, typically to get sponsors to deposit money into your account).

• All forms can be found at www.warwicksu.com/execresources/forms

Finance

Typical timeframes that you can expect for payment after filling in forms:

• Money Requests:o BACS payments take 3-4 working dayso Cash takes 1-2 working days (collected from Finance

Office)o Cheques take 1-2 working days

• Sales Invoices:o Money deposited into your account within 3-4

working days (except if you are sponsored by Kelseys!).

Finance – how long do payments take?

To deposit money into your account:• Go to the Finance Office (2nd Floor of SUHQ

on the RHS) and hand the cash to Paula on the front desk.

• Make sure your cash is counted (and bagged where depositing coins).

• You will be handed a receipt – keep this safe!

• The money will then be deposited into your account on the next working day.

Finance – how long do deposits take?

• The usual process for paying for goods is that an exec member will pay for the items upfront and then reimburse themselves from the club funds via a Money Request form.

• This is fine (although double-check you can be reimbursed for the goods you want to purchase if they total more than £100).

• If you don’t want to/can’t individually pay for the items first (and then reimburse yourself), we have a Union credit card that can be used to pay for the goods/services directly instead. This requires a Money Request form to be used.

Finance – how do I pay for things using

club money?

Things which might make the process take longer:

o You need 2 exec signatures on the formso All forms exceeding £100 need the Sports

Officer’s signatureo Finance Office opening hours are 10am –

3pm weekdayso Individuals who require payment (DJs/guest

speakers etc.) need to be registered with HMRC

o Get the correct codes for the forms! o Charity Law! (we’re coming to this later)

Finance – Top Tips

For all orders, you must use the following delivery address:

Ordering Deliveries

Westwood Games HallUniversity of WarwickCoventryCV4 7AL

• Sports Club Grants– Grants for your year have been applied for by your

predecessors, you will need to submit a budget pack next year.

• Apply for sponsorship from corporate sponsors– Contact Gerard.Henry@warwicksu.com for advice and

contacts• Apply to the Opportunity Fund for equipment/projects

– You can get up to £1,000! – It is for something tangible (equipment, kit, etc.)

• Apply to the Lord Rootes Memorial Fund for unusual projects– You can get up to £3,000! – All about personal development with this one (coaching,

volunteering projects, etc.)• Apply to the Project Fund/Campaigns Fund at

Student Council– Forms available here

www.warwicksu.com/execresources/forms

How to get money!

SESSION 2: Introduction to the SU

& Warwick Sport*End of session*Note down any questions you may have now, and we’ll have time to go through

them during the break or the Q&A at the end.