DIT societies who's who election booklet 2013

Whos who guide

2013/14This is a guide to the positions available to students as Student Societies

reps and a general whos who in societies.

Societies run by students for students

www.socs.dit.ie

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

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 & increase participation and opportunities in Student Media and Volunteering

Anita ConwayDIT Societies OfficerHead of Service

Teri O BoyleDIT Societies development Officer

Volunteering & Communication

Neil MurphyDIT Societies Development Officer

Training & Leadership

Teri O BoyleDIT Societies development Officer

Volunteering & Communication

What is the DIT Societies Forum?The DIT Societies Forum shall be the organisation of all recognised DIT Student So. 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 chairperson of the forum and shall preside at all meeting of the forum.

Membership:Membership of the Forum shall consist of all recognised student societies. At meeting 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 and externally• To elect 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 options and policies related 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 calender for the purpose of electing officers to:DIT Societies & Events CommitteeDIT Northside Societies CommitteeDIT Southside Societies CommitteeReporting on work done by the out-going Societies’ Student rep,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 chairpersons/treasurer/secretary form 2 registered DIT Societies. Elections shall take place at the DIT Societies Forum AGM

There shall be:& student reps elected from th Forum to the DIT Societies & Events Commitee (formerly know as DIT Cultural & Social Commitee)• President of DIT Societies Forum• Vice President of DIT SOcieties Forum• Chairperson DIT Southside Societies• Chairperson DIT Northside Societies• Chairperson DIT Student Training & Leadership• Chairperson DIT Student Volunteering Committee• Chairperson DIT STudent Media & Arts Committee6 student elected from the Forum to the DIT Northside Societies Committee6 student elected from the Forum to the DIT Southside Societies CommitteeThe terms of reference of each committee are detailed in this booklet.The societies officer shall be entitled to attend as a nonvoting member at any meeting of the .

DIT Societies Forum

Name: Kaytee BehanCommitee: PresidentContact: [email protected]

Aims for Committee:• Greater transparency on Socs’ internal workings so that it is clear that the responsibilities of

each Soc are shared and preformed amongst its committee members.• Develop flow of ideas and suggestions for constructing better facilities for societies in DIT’s

present and future campuses communicating through the Socs’ Forum.• Persuade Socs’ to continue managing the large successful Societies events of the past and

develop new ideas for future events.

Priorities for 2013/14• Making further developments in Grange Gorman in regards to student facilities & societies

space• Representing Societies at various events inside & outside of DIT and making sure we’re

known!• Catering to the needs of the individual societies in DIT

Name: Patrick MaherCommittee: Vice-PresidentContact: [email protected]

Responsibilities: • Attend all Relevant Committee meetings• Chair all Forum meetings• Decide on winners of the DIT Societies Awards• Encourage Societies attendance at Societies Forum meetings• 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 DIT societies Special Event

Fund and general societies budget•Priorities for 2013/14• Improve Society Procedures.• Improve Society IT Resources• Make the Forum more active and self -governing• Support the President as needed.

The President: Kaytee BehanThe President shall be the chief officer and chairperson of the Forum and shall preside at all meetings of the Forum and, unless otherwise 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 of 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

Vice President: Patrick MaherThe 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 • Attend all 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)

DIT Societies Forum

DIT Societies Forum

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




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 (Formly 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 SSRS Committee.

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

• To seek from the SSRS 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 SEC. by the SSRS 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 organiser 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 does the committee do?




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

What does the committee do? • 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

• To set the minimum subscription fee for Societies before the end of the Academic Year.

• All societies are open to all staff and students of DIT. Funding will only be allocated to students.

• The Committees are empowered to administer, in accordance with procedures establishments by DIT’s Cultural & Social Committee, the budgets and financial accounting of the individual Cultural & Social societies at each site.

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

Northside Societies Committee

What does the committee do? What is the purpose of this 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

6 reps from Northside SocietiesNo more than 1 from each Society

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

Southside Societies Committee

Not students

What does the committee do? What is the purpose of this 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.

6 reps from Southside SocietiesNo more than 1 from each Society

Name: Cassie DelaneyCommitee: Student VolunteeringContact: [email protected]

Aims for Committee:• Meet to discuss promotion of volunteering throughout DIT.• Organise more once off events.

Priorities for 2013/14• More volunteering events/involvement - increase student

involvment.• Improve facilities.

Name: Imogen RyanCommittee: Northside SocietiesContact: [email protected]

Aims of Committee:• Budget delegation between Northside Societies• Key decision making• Northside Societies problem solving• Coming up with ides & plans for individual societies

Priority for the year:• Support Northside societies in running and organising events.• Show any new societies the ropes and systems in place to

ensure they set up their society and run it successfully.• Ensure Northside socs get the budget they deserve and make

sure the budgets are allocated fairly.

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

Student Volunteering Committee

12 members5 Students Societies Rep

3 DIT Staff1 DITSU

2 DIT Societies Staff1 External

Meeting 2/3 Times

What does the committee do? 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 Coordinators, 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.

4 Volunteer Ambassadors-> From Volunteering Societies needed


3 DIT Staff1 DITSU

2 DIT Societies Staff1 External

Meeting 2/3 Times

Name: Helene DuffyCommitee: Student Training and Leadership CommitteeContact: [email protected]

Aims for Committee:• To have training that will benefit societies• Training to improve and help with societies events and

meetings

Priorities for 2013/14• To encourage more participation in training among societies• To have training that will benefit all societies• Gain suggestions from societies for training societies want

Name: TBCCommitee: Southside SocietiesContact: [email protected]

Aims for Committee:• Budgets are distributed fairly,• Fight for budgets for those who need it• Issues with equipment storage, while also keeping in mind

that new committees shouldn’t be penalized for previous committees mistakes.

?

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

Student Training & Leadership Commmittee

What does the committee do? • 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

4 Student Reps Trainers needed

Name: Ciara MurnaneCommitee: Student Media and Arts CommitteeContact: [email protected]

Aims for Committee:• eDIT festival back up & running • Get societies information & news in the DIT edition newpaper• Get better facilities and awarness for societies• Develop training courses in media and arts

Priorities for 2013/14• Promoting the talent of dit students• Ensuring the provision of creative outlets for dit students• Encouraging societies to create, perform and work together• To showcase the work of these societies through exhibitions,

screenings, showcases and other events.

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

Student Media and Arts Committee

What does the committee do? •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.

2 Reps from arts related Societies

2 DIT Societies Development OfficerNorthside PRO OfficerSouthside Pro Officer3 Southside Socs Reps3 Northside Socs Reps2 Student GG Reps - Evan farrell/Ruth HynesPresident of DIT Societies & Events CommitteeVice President of DIT Societies & Events CommitteeAlumni RepDIT Societies Officer Ex Officio


2 DIT Staff2 Societies Staff

Meeting 2/3 Times

DIT Societies Communication & Resources Committee

What does the committee do? •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.

1 Drama Society1 Music Society1 General Arts3 General Society

Reps

of DIT

make a difference

volunteering & fundraising

Student Volunteering

Get Involved

With the DIT Societies Office

Volunteering with the Homeless

Volunteering with Children/youth

Volunteering Overseas (VOS)

Social Enterprise projects with the new Enactus Society

Volunteering with SVP

Volunteering in DIT

Volunteering with IT

Volunteering with Animals & Elderly

facebook.com/DITStudentVolunteering(+353)(01)[email protected]

Other commiteesDIT 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 subse-quently 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 fol-lowing:•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

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

Societies & Events Committee

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

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.

DIT Student Life Finance Sub-committee

1. 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

of DIT

make a difference

volunteering & fundraising

Student Volunteering

Get Involved

With the DIT Societies Office

Volunteering with the Homeless

Volunteering with Children/youth

Volunteering Overseas (VOS)

Social Enterprise projects with the new Enactus Society

Volunteering with SVP

Volunteering in DIT

Volunteering with IT

Volunteering with Animals & Elderly

facebook.com/DITStudentVolunteering(+353)(01)[email protected]

Other commitees

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

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

Whos who guide

2013/14This is a guide to the positions available to students as Student Societies

reps and a general whos who in societies.

Societies run by students for stu-

www.socs.dit.ie

Documents

DIT societies who's who election booklet 2013