DIT Societies Guide to Election Booklet

TRAINING & LEADERSHIP

STUDENTVO LUNT EERING

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DIT Societies elections guideDIT Societies

elections guideThis is a guide to the position available to students as Student Societies

reps on DIT committees

These Committees allocated budgets and facilitate the development of Societies and Societies Events in DIT

Societies run by students for students

www.socs.dit.ie

Table of Contents1 Introduction

2 DIT societies forum

4 Committees structure - Presidential role

5 DIT Societies And Events Committee

6 DIT Societies & Events Committee Sub Finance

7 DIT Northside Societies Committee

8 DIT Southside Societies Committee

9 DIT Student Training & Leadership Committee 10 DIT Student Volunteering Committee

11 DIT Student Media and Arts Committee

12 DIT Societies Communication & Resources Committee

13 Other committees

14 AGM

Contact: [email protected]/DITSocietiesOffice

Table of Contents IntroductionWelcome to the DIT Societies Guide to the guide to Student Societies reps on DIT Committees

There are many important committees that need student representation on. The DIT Societies Office staff are there to support develop and administer societies but student voices are vital for success and effectiveness

There are 3 DIT Societies Staff

Role of DIT Societies Office summary:- To encourage student involvement in societies and society events.

- To facilitate the development of student societies.

- To proactively support the development of the existing societies on campus.

- To stimulate the growth of new societies to meet the needs of our growing and increasingly diverse student population

- To provide training and leadership development opportunities- To develop and increase paticipation and opportunities in student media and volunteering

Anita ConwayDIT Societies OfficerHead of Service

Teri O Boyle

DIT Societies Development Officer

Volunteering & Communication

James CostelloDIT Societies Development Officer

Training & Leadership

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What is the DIT Societies Forum?The DIT Societies Forum shall be the organisation of all recognised DIT Student Societies. The DIT Societies Forum shall be the recognised forum for all DIT Societies recognised by the DIT. The forum is the official meeting for DIT Societies to discuss issues and recommend policy related to societies. Student Societies representative shall be elected at the DIT Societies Forum to relevant DIT Committees. The forum shall facilitate the discussion of matters pertaining to Societies and bring forward recommendations, opinions or motions on such matters through elected student reps.

The elected President of the forum shall be the chairperson of the Forum and shall preside at all meetings of the Forum

Membership:Membership of the Forum shall consist of all recognised student societies. At meetings of the Forum each society shall be represented by its Chairperson and another member of the societies Committee selected in accordance with the constitution of the society.

Objectives of DIT Societies Forum are:• To provide a forum for communication between recognised Societies and elected reps• To represent the interests of recognised student societies both within DIT• To elects student representatives to sit on the relevant committees• To provide guidance and support to the elected student reps on policy and issues related to societies• To review motions and policies relating to Societies within the DIT • To form such sub committees as may be necessary

The AGM: The AGM of the Societies’ Forum shall be held in the first term of the academic calendar for the purpose of electing officers toThe DIT Societies & Events Committee, reporting on work done by the out-going Societies’ Student reps, and for discussing Motions.What positions are elected and how?There are 19 positions available through elections as per regulations of the DIT Societies & events committee. To run for election students must be a member of a society and be nominated by 2 different chairperson/treasurer/secretaryfrom 2 registered DIT societies. Elections shall take place at the DIT Societies Forum AGMThere shall be 7 student reps elected from the Forum to the DIT Societies & Events Committee (formerly known as DIT Cultural & Social Committee)• President of DIT Societies Forum• Vice President of DIT Societies Forum• Chairperson DIT Southside Societies (page 7)• Chairperson DIT Northside Societies (page 8)• Chairperson DIT Student Training & Leadership (page 10)• Chairperson DIT Student Volunteering Committee (page 9)• Chairperson of DIT Student Media & Arts Committee (page 11)6 students elected from the Forum to the DIT Northside Societies Committee (page 7)6 students elected from the Forum to the DIT Southside Societies Committee (page 8)The terms of reference of each committee are detailed in this booklet

The Societies Officer shall be entitled to attend as a non-voting member at any meeting of the Committee.What are the roles and responsibilities of the positions?

DIT Societies forum

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DIT Societies forum The PresidentThe President shall be the chief officer and chairperson of the Forum and shall preside at all meetings of the Forum and, unlessotherwise specified. The president shall be elected in an electoral process at the Forum AGM.

The president shall• Be the spokesperson for DIT student Societies on the various committees to which the Societies’ has representation on.• Chair all Forum meetings • Be the a point of contact for Societies related issues for Societies Committees• Co-ordinate the Societies Forum with the DIT Societies office• Confirm agenda for Societies Forum at least one week before meetings. • Start the process of improving/addressing any issues societies raise • S/he shall oversee the good running of the organisation. • Report back to Forum and GM s • Sit on as Societies representative in relevant DIT Committees including Student Life Sub Finance Committee• Email all Societies with news/info on events and issues • Seek the general opinion of the majority if DIT Societies and present said opinion at relevant committees• Be Available at least twice a week to sign off cheque requitions forms and request from new societies in DIT Societies Office

The Vice president of the Forum shall be filled in an electoral process at the Forum AGM

The Vice president shall share many of the responsibilities with the president & in the absence of the President the vice president shall take over the responsibilities:

• Other Societies Reps Roles and Responsibilities • Combined Responsibilities: • Attend as Relevant Committee • Chair all Forum meetings ( Only certain Positions)• The student reps shall be allocated portfolios Vice-treasuer, PRO Officer , Art rep etc• Decide on the winners of the DIT Societies Awards Encourage Societies attendance at Societies Forum meeting • Assist with the running and development of the Societies plans with the DIT Societies staff to advise, support and develop the societies • Make decisions and propose policy to the DIT Societies & Events Committees • Consider and administer applications to the Societies Special Event Fund and general societies budget• Be Available at least twice a week to sign off cheque requsitions forms and request from new societies in DIT Societies Office with the DIT Societies officer (Only certain positions)

Be a Society Rep and give a voice to Societies

Be a Society Rep and give a voice to Societies

DIT Societies Forum

DIT Societies & Events Committee(Formerly DIT cultural & social committee)

DIT Northside Societies Committee

DIT Southside Societies Committee

DIT Student Training & Leadership Commmittee

DIT Student Volunteering Committee

DIT Student Media and Arts Committee

DIT Societies Communication & Resource Committee

Working groups

+DIT Societies & Events Sub

Finance Committee

Committees structure

DIT Student life Committee

DIT Student Life Student Sub Finance

DITSU C&S Guild

Other

Chairperson DIT Southside Societies Chairperson DIT Northside Societies

Chairperson DIT Student Training & Leadership Chairperson DIT Student Volunteering Committee

Chairperson of DIT Student Media & Arts Committee President of DIT Societies & Events Committee

Vice President of DIT Societies & Events CommitteeDIT College DirectorDIT Societies Officer

DIT Societies Development OfficerDIT Student Life Administartor

DIT Campus Life ManagerDIT Student Life Secretary

DITSU Vice President (Services and Trading)DITSU Operation Manager

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Working groups

DITSU C&S Guild




Vice President of DIT Societies & Events CommitteeDIT College DirectorDIT Societies Officer

DIT Societies Development OfficerDIT Student Life Administartor

DIT Campus Life ManagerDIT Student Life Secretary

DITSU Vice President (Services and Trading)DITSU Operation Manager

14 Members7 Students2 DITSU

2 DIT Societies Staff3 DIT Staff

4 Meetings a Year 2 per Semester

DIT Societies & Events Committee (Formerly DIT Cultural & Social Committee)

Not students

•To promote the interests of student societies and to act as their representative within the DIT.

• To elect representatives to sit on the DIT Student Life Committee.

• To elect representatives to sit on other committees as appropriate.

• To seek from the DIT Student Life Committee a proportion of the capitation fund adequate to meet the needs of societies.

• To distribute grants to societies out of the money allocated to the DIT Societies & Events Committee by the DIT Student Life Committee, and to oversee the usage of said monies.

• To consider and approve the budget allocations to the appropriate societies and groups in the Institute based on submissions from these societies and groups to the sub committees and DIT’s Societies officer who consults with the appropriate stakeholders

• To develop and guide strategies, policies and action plans for the cultural and social activities across the Institute, including culture and social plans for the new campus at Grangegorman

• To provide guidance and support to the Head of the Societies area and the Societies Office of the Institute

• To monitor the implementation of the Committee and general Institute policies in societies, groups and related activities in the Institute

• To monitor and ensure compliance of spending of societies allocations with the agreed terms and objectives approved by the cultural and social committee’s and adhering to DIT’s financial policy for student activity accounts.

• To prompt Annual General Meetings within Societies

What is the purpose of this committee ?

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Vice President of DIT Societies & Events CommitteeDIT Societies Officer

DIT Societies Development OfficerDITSU V.P. S&T

10 members1 DITSU

2 DIT Societies Staff7 Societies Student Reps

5/6 meeting

DIT Societies & Events Sub Finance Committee


• To recommend the allocation of the Societies/Activities and Special Events Budget to the DIT Societies & Events Committee

• To recommend the recognition of a Society to the DIT Societies & Events Committee

• To recommend the withdrawal of recognition of a Society to the DIT Societies & Events Committee

• To distribute the Minutes of the DIT Societies & Events Sub Finance Committee to the DIT Societies & Events Committee

• The DIT Societies & Events Committee decides on the allocation for each catgegory

• The Committees are empowered to administer, in accordance with procedures establishments by DIT Societies & Events Committee , the budgets and financial accounting of the individual societies .

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Northside Societies ChairNorthside Vice TresurerNorthside Societies SecretaryNorthside Societies PRO OfficerNorthside Societies Arts Socs RepNorthside Societies Course related society repNorthside GG RepDIT Societies Developement OfficerDIT Societies Officer Ex Officio1x DITSU Convenor (N.S)3x DITSU C&S P.T.O2x DITSU SSA’s 1 Vote

14 members7 Students Societies Reps

5 DITSU2 DIT Societies Staff

Meeting 2/3 Times

DIT Northside Societies Committee


•To seek from the DIT Societies & Events Committee a proportion of the capitation fund adequate to meet the needs of Northside societies.

•To recommend and alloctate budgets to the Northside Societies

•To recommend the recognition of a Society to the DIT Societies & Events Committee

•To recommend the withdrawal of recognition of a Society to the DIT Societies & Events Committee

•To distribute the Minutes of the Committee to the DIT Societies & Events Committee

•The Committees are empowered to administer, in accordance with procedures establishments by DIT Societies & Events Committee , the budgets and financial accounting of the individual Northside societies.

Not students

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Southside Societies ChairSouthside Vice TresurerSouthside Societies SecretarySouthside Societies PRO OfficerSouthside Societies Arts Socs RepSouthside Societies Course related society repSouthside GG RepDIT Societies Developement OfficerDIT Societies Officer Ex Officio1x DITSU Convenor (N.S)3x DITSU C&S P.T.O2x DITSU SSA’s 1 Vote

14 members7 Students Societies Reps

5 DITSU2 DIT Societies Staff

Meeting 2/3 Times

DIT Southside Societies Committee


•To seek from the DIT Societies & Events Committee a proportion of the capitation fund adequate to meet the needs of Southside societies.

•To recommend and allocatate budgets to the Southside Societies •To recommend the recognition of a Society to the DIT Societies & Events Committee

•To recommend the withdrawal of recognition of a Society to the DIT Societies & Events Committee

•To distribute the Minutes of the Committee to the DIT Societies & Events Committee

•The Committees are empowered to administer, in accordance with procedures establishments by DIT Societies & Events Committee , the budgets and financial accounting of the individual Southside societies.

Not students

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Chairperson DIT Student Volunteering Committee DIT Societies Development officer – Volunteering and Student Media4x Vol. Ambassadors Try get one each siteDIT Clubs Development and participation officerNominee from DIT Campus LifeNominee from DIT Community LinksNominee from Volunteer IrelandNominee from DITSUDIT Societies Officer Ex Officio

DIT Student Volunteering Committee

12 members5 Students Societies Rep

3 DIT Staff1 DITSU

2 DIT Societies Staff1 External

Meeting 2/3 Times

What is the purpose of this committee ? The purpose of the student volunteering and civic engagement committee is to oversee the development and implementation of Institute wide volunteer programmes and policy.

•To develop best practice strategies, policies and action plans for student volunteering for DIT clubs and societies committees and their members whilst conducting volunteer work internally in DIT and externally.

•To devise an appropriate system to collect, collate and record volunteer data from the relevant areas of DIT student volunteering for purposes of statistics etc.•To provide and review volunteering policy in compliance with national standards (i.e. Garda vetting etc.)

•To provide all DIT student volunteers with the relevant publications, information and training materials as they become available relevant to their volunteering

•To Promote the Volunteer program in all relevant DIT electronic and print publications.

•To consider and approve the budget allocations for the implementation of DIT volunteering programmes each semester.

•To develop and Conduct a recognition event for all Volunteers and Volunteer Co-ordinators, annually.

•To work collaboratively to ensure professionally delivered opportunities, training and support available to student volunteers within DIT, both internal to our organsiations and within the community.

•To ensure volunteering opportunities are developed strategically, filling gaps in provision and benefitting the DIT community.

•To explore funding and resource opportunities within DIT and nationally, to ensure student volunteering is sustainable.

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Chairperson DIT Student Training & Leadership - Elected4X Student Trainers - Co OptedDIT Societies Development officer leadership and trainingMember of the Careers dept or equivalent within campus lifeAlumni Trainer2 student club representativesDIT Clubs Development and participation officerDIT Societies Officer Ex Officio

12 members5 Students Societies Reps (1 elected & 4 co-opted)

1 Alumni Member2 Sports Reps

2 Societies Staff2 DIT Staff

Meeting 2/3 Times

DIT Student Training & Leadership Commmittee


• To develop best practice strategies, policies and action plans for student training for DIT clubs and societies committees and their members.

• To provide guidance and support to the DIT Societies development officer (leadership and training) and Sports Development Officer

• To monitor and continuously assess the implementation of the student training and development programme DIT EXTRA

• To consider and approve the budget allocations for the implementation of DIT XTRA modules each semester.

• To report bi annually to the DIT cultural and social committee on the activities and developments of the Students training and leadership committee.

• To review and develop systems of accrediation for leadership in DIT extracurricular activities

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DIT Societies Development officer – Volunteering and Student MediaStudent Media and Arts Committee ChairStaff Nominee from School of MediaStudent Rep from DIT NewsStudent Rep from Media Production SocietyStaff nominee From School of Art & DesignSouthside Arts Socs RepNorthside Arts Socs RepDIT Societies Officer Ex Officio


2 DIT Staff2 Societies Staff

Meeting 2/3 Times

DIT Student Media and Arts Committee


•To promote, encourage and support the development of DIT Student media groups and arts related societies

•To develop appropriate interested students data base

•To secure and support an effective and sustainable student media group structure throughout DIT

•To research and develop training and support for Student Media and art related societies

•To assist with the development of the DIT News/ Branding

•To research the development of online facilities and resources for Student Media and arts related societies

•To develop and guide strategies, policies and action plans for the cultural and social activities across the Institute, including culture and social plans for the new campus at Grangegorman

•To do a feasibility study on the development of DIT Radio Society and DIT TV

•To explore funding and resource opportunities within DIT and nationally, to ensure student media and arts related societies are sustainable.

•To consider and approve the budget allocations for the implementation of DIT Student Media and Arts programmes each semester.

•To work collaboratively to ensure professionally delivered opportunities, training and support available to student within DIT, and seeking support of Alumni and external organisations.

•To seek from the DIT Societies & Events Committees a proportion of the capitation fund adequate to meet the needs of societies.

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2 DIT Societies Development OfficerNorthside PRO OfficerSouthside Pro Officer3 Southside Socs Reps3 Northside Socs Reps2 Student GG RepsPresident of DIT Societies & Events CommitteeVice President of DIT Societies & Events CommitteeAlumni RepDIT Societies Officer Ex Officio



Meeting 2/3 Times

DIT Societies Communication & Resources Committee


•To develop and guide strategies, policies and action plans for the cultural and social activities across the Institute, including culture and social plans for the new campus at Grangegorman

•To investigate the development and expansion of existing society facilities on/off the DIT Campus.

•To better involve students in the development of the DIT Societies Office by actively engaging them through consultation, communication and campaigns.

•To develop a communications strategy that will ensure effective dissemination of information and maximise involvement.

•To reinvigorate the DIT Societies website as an effective communication tool.

•To develop a signage campaign of visually stimulating messages to students communicating the Societies Office services.

•To carrying out research in order to advise the DIT Societies & Events Committee and DIT Societies in seeking other sources of external funding.

•To undertake a range of activities which publicize and promote the work of the DIT Societies Office, Societies and Volunteering

•To indentify areas of collaboration amongst campus life, DITSU, Student services directorate, admissions and public Affairs.

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Meeting 2/3 Times

Other Committees

DIT Student Life Finance Sub-committee1. Objective: -The aim of the sub-committee is to distribute in an efficient, fair and democratic manner the allocation of funding among the Students’ Union, Sports Clubs, and DIT Societies & Events Committee.2. Procedures: -The group will meet to consider budget submissions from DITSU, Social and Cultural Committee and the Sports Clubs. The group should meet as soon as possible in the academic year in order to approve the budgets, which will have been submitted to the SSRS Administrator. -The Committee will also consider the accounts and annual reports from the previous year for each of the constituent groups to confirm that the budgets were spent as had been proposed.

Following allocation and agreement of the budgets, the proposed budgets will be submitted to Student Life for approval

DITSU Clubs & Socs GuildThe DIT Students’ Union Governing Council hereby resolves to establish a Committee of the Governing Council in accordance with Article 9.1.i to be known as the Clubs and Societies Guild

Duties of the Committee:

To be responsible on behalf of the Governing Council for:

-Reviewing Motions and Policies relating to Clubs or Societies within the DIT

-Discuss matters pertaining to Clubs or Societies

-Bring forward recommendations or motions on such matters to Governing Council. Governing Council shall then take a vote on this.

Meets at least once a semester. 4 Student Society rep – Nominated from DIT

Societies & Events Committee

DIT Student Life CouncilThe DIT Student Life Council is established as a sub-committee of the Governing Body of the Dublin Institute of Technology, with the following Terms of Reference.

A.Student Life ServicesTo agree and approve the Student Sports, Recreation and Support Services Plan and Budget and to present to the President for approval at the Student Life Council’s Annual Meeting and subsequently to the Governing Body for approval.

To make recommendations to the President and the Governing Body regarding any significant development of Student Life Services.

B.Annual AllocationTo approve the annual allocation of the approved budgeted funds including student capitation in accordance with agreed mechanisms and guidelines and appropriate amounts to operate the following:•DIT Students’ Union•Sports Facilities and Clubs•Recreational Activities•Promotion of Cultural and Social Societies/Activities•Chaplaincy•Student Financial Assistance•Student Insurance Schemes

Meet 4/5 times a year. One Student Society rep – President of DIT Societies Forum or Nominated other from DIT Societies & Events Committee

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Meet 4/5 times a year. 2 Student Society rep – Nominated from DIT Societies & Events Committee

TRAINING & LEADERSHIP

STUDENTVO LUNT EERING

STUDENTMEDIA

O V ER 80SOCIETIES

DIT Societies Forum AGM

DIT Societies Forum AGM

AGM is Wednesady the 19th October Bolton St at 7pm room tbc

Reception with food and refreshments in Bodkins after.

All societies MUST attendNominations close on the 19th of October at 2pm

For more info check the www.socs.dit.ie

Societies run by students for students

- Election for Student Societies Reps

Documents

DIT Societies Guide to Election Booklet