Minutes of: NaSFA committee handover Held: In …s3-eu-west-1.amazonaws.com/nusdigital/document/documents/15598... · Minutes of: NaSFA committee handover Held: ... Minutes of: RAG

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Minutes of: NaSFA committee handover Held: 14th October 2014

NUS London office

In

attendance:

Jack Amos – Hertfordshire (Committee 2014-15) Lucie Cook – Portsmouth (Committee 2014-15)

Sophie Hewitt – Derby (Committee 2014-15) Andy King – Warwick (Committee 2014-15)

Sophie McKay – MDXSU (Committee 2014-15) Edward Sainsbury – Birmingham (Committee 2014-15)

Claire Gilbert (Committee 2013-14) Rosie Hunnam – NUS (Minutes)

Apologies: Fergal McFerran (Committee 2013-14)

Sophie Amos (Committee 2013-14) Jane Turner (Committee 2013-14) Anna McGivern (Committee 2013-14)

Welcome and introductions

Rosie (RH) explained the structure of the handover – using the 2013-14 Strategy to guide discussions and explain items with background to new committee.

Edward (ES) to help with handover and explaining things, despite also being on new committee.

NaSFA Strategy 2013-14

RH explained old strategy had been designed by 2012-13 committee and then adapted and updated this year. The strategy is split into Principles, Short-term goals and Long-term goals,

and for RAG Conference the committee noted their progress against the goals.

Please see Appendix for copy of this document. Key items noted and discussed:

Meetings – ES suggested that meetings for this committee are once per month, alternating between online meetings and face-to-face meetings

‘How-to guides’ – RH explained that NaSFA didn’t do these as NaSFA would then be liable for the information. RH explained that the NaSFA website is capable of document

sharing between fundraising groups. Fergal (FM) made progress on these this year.

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Action – Rosie to ask Fergal to send resource ‘wish list’ to her to be shared with committee.

Newsletters – CG used to manage these and explained that it’s a lot of work but they were well-read.

Social media – Twitter and Facebook rebranded this year. Created Facebook page. CG

and ES said it is important to manage the social media between the committee.

Member list (database) – Old committee worked on this and it now exists(!).

Action – Edward to share spreadsheet (on Google docs) with committee so that it can

be added to.

Mentoring scheme – didn’t do last year as difficult to distinguish ‘large fundraising group’’ with ‘small fundraising group’. RH suggested that the committee consider an alumni mentoring scheme – charity/alumni mentor current student fundraisers.

NaSFA JISCmail – RH explained that JISCmail is a mailing list for people to subscribe

to. The main one for student fundraising is called ‘Student Activities’. Committee

agreed not to create a NaSFA JISCmail.

Calculating a student fundraising total – RH explained that NUS commissioned WIG to run a research project looking at the methodology to calculate a total. Committee agreed this was important

Action – RH to share WIG research findings with committee.

RH explained that NUS are running a ‘looking back’ project, researching the history of

student opportunities, including student fundraising. RH asked NaSFA for support with the student fundraising element of this project. Andy (AK) expressed an interest in

supporting this project. Committee were also interested to hear that a book containing information about student fundraising is due to be released soon by Georgina Brewis. Action – RH to share name of Georgina’s book with committee.

Lucie (LC) asked about ‘CAF – Charities Aid Foundation’ – ES explained that NUS and

NaSFA were involved with CAF through their ‘Growing Giving’ report that looks at how

to increase giving of time and money to charitable causes. Action – RH to share Growing Giving report with committee (including hard copy for

Lucie)

RH explained that it is important for NaSFA to have a strategy for this year that can

underpin all of its work Action – All read NaSFA strategy from last year, and make notes about ideas for this year.

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Action Who responsible

Ask Fergal to send resource ‘wish list’ to be shared with committee. RH

Share spreadsheet (on Google docs) with committee so that it can be

added to.

ES

Share WIG research findings with committee RH

Share Growing Giving report with committee (including hard copy for

Lucie)

RH

Share name of Georgina’s book with committee RH

Read NaSFA strategy from last year, and make notes about ideas for

this year

All

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Minutes of: RAG Conference handover

Held: 14th October 2014

NUS London office

In

attendance:




Becky Warburton (York RAG Conference 2014) Harriet Gibson (York RAG Conference 2014) Sarah Calvert (Leeds RAG Conference 2014)

Ellie Hill (Leeds RAG Conference 2014) Kyle Yearwood (Leeds RAG Conference 2014)

Vicky Gardner (Leeds RAG Conference 2014) Rosie Hunnam – NUS (Minutes)

Apologies: N/A


RH opened the meeting to explain that there is a structure provided for assistance:

Finances

Managing delegate numbers

Content

Logistics

Student Fundraising Awards

RAG Conference 2015

Becky (BW) explained that the York team have a Google drive of documents and information and they will send this to the Leeds team.

Action – BW to send documents to Leeds by Friday 24th October. This includes the full breakdown of the budget.

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Finance

The York team outlined:

Awards had a completely separate budget to the Conference

The Fair created the biggest income for the event

York gained £4500 in sponsorship

Advised to cost up the sponsorship package, including travel expenses, awards ticket,

accommodation, fair stall. Add this on top of what you need from them in sponsorship.

The biggest costs for the Conference were: exhibition centre hire, food, awards, speaker expenses.

The total expenditure was around £43,000 and the income was around £44,000.

Discussion around cost of tickets – general agreement that student delegate ticket (£75) is reasonable. Number of people said that charity and commercial tickets (£150

and £190 respectively) could be increased slightly. Day tickets sold very well

Managing delegate numbers

Conference had around 220 delegates

Advised to have as much information as possible on registration (dietary requirements,

access needs, etc)

York stated that people were very late deciding who their delegates were – makes

planning difficult

Day tickets were released after a good number of full tickets had been sold.

Content

York made all speakers complete an application form, which made the speaker workshop management process easier.

Application form also included info such as room layout required, AV equipment, who

the session is for, blurb for the website etc.

Used NUS to help get good speakers.

Used NaSFA for content ideas.

ES pointed out that it would be useful for the Conference committee and NaSFA to have regular communication about content so that the same content isn’t covered in

NaSFA regionals.

Sophie Hewitt (SH) said that it would be useful to have different levels of content, for example Basic and Advanced. General agreement.

RH said that her networking session was good but it would have been better having

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separate networking sessions for the different groups, as well as the NaSFA regionals.

All agreed that having separate space/time for student fundraisers to meet without charities and commercials is good. Suggestion to make the event one day longer but

having the first day just for student fundraisers and support staff, not for charities and commercials.

Logistics

Suggestion that Leeds have wristbands to manage different types of delegate.

York found it useful to have a rota of staff just answering questions on phone and

email in the lead up to the event.

Discussion around the limiting of ticket numbers – Lucie (LC) stated that it didn’t work for some groups and caused confusion. Andy (AK) said it was helpful to advise brining

four delegates as it meant that groups were encouraged to bring different people to usual. General agreement that limiting made it fairer but important to be clear about

deadlines.

Edward (ES) said that the website having up to date content is really important.

AK stated that it would be good to have a chill out/quiet space at the fair

LC said it would be good to separate the alcoholic and non-alcoholic social activities

Jack (JA) said it would be good to put something on or give information to people arriving early for the first evening.

Student Fundraising Awards

York advised that Leeds think about transport to the awards

York stated that it was easier holding the awards in a separate venue that looked after

the majority of the event themselves = less work for Conference Committee.

Consultation survey

NaSFA committee were pleased that Leeds RAG have already started working on Conference, and that they sent poll out. They had some concerns about the questions as some were quite political. NaSFA explained that it’s important that all people have a

fair chance to vote on issues such as the name of Conference or the name of the Awards.

Action – Lucie (on behalf of NaSFA), Vicky (on behalf of Leeds) and Becky (on behalf of York) to discuss questions to go into the York survey that is going out soon.

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RAG Conference 2015

Leeds committee explained their roles and the make-up of the Conference Committee, who are being recruited at the moment.

Rosie offered to ask Raechel Mattey (NUS Vice-President Union Development) to

contact Leeds staff/officers to make sure they are happy with Conference.

The theme for Conference 2015 would follow Leeds RAG’s theme of ‘good times, new

skills, great causes’.

The provisional date for Conference is either 24-27 or 25-27 August 2015.

ES stated that the Leeds Committee are invited to co-opt someone onto the NaSFA

Committee to help with communications.

Action – Leeds RAG to decide who is most appropriate for this role.

Action – RH to send next NaSFA committee meeting date to Leeds RAG.


Send documents to Leeds by Friday 24th October. This includes the full

breakdown of the budget.

BW

Discuss questions to go into the York survey that is going out soon. LC VG BW

Rosie to ask Rachael Mattey to speak to Leeds University Union

staff/officers about the Conference

RH

Leeds RAG to decide who is most appropriate for this role Leeds

Send next NaSFA committee meeting date to Leeds RAG RH

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Minutes of: NaSFA committee 2014-15

planning meeting Held: 14th October 2014

NUS London office

In

attendance:




Rosie Hunnam – NUS (Minutes)

Apologies: N/A


Rosie welcomed Sarah Edmunds (NUS Digital) to give training to NaSFA in using their

website.

Sarah went through the basic functionality of the website. Committee are all able to be admins on the site and therefore upload content. Action – Rosie will email committee when Sarah has made sign in possible.

Action – committee to sign in to website Action – Sarah will make committee admins

Committee decided to use Navigation menus and breadcrumbs to make the site as accessible as possible.

Committee decided it is essential to save all content so it is available for the purposes of accountability.

Sarah pointed out that blogs and articles are the best content for driving site visits.

Committee discussed potential of website and ability to have fundraising groups on site and making it more of a community. All agreed this was a good idea. Discussion around who would have a profile – individual fundraisers? – groups? Only fundraising

teams? Committee decided to discuss this at next meeting. Sarah explained that most technical queries have been answered on ‘Zendesk’

Action – Rosie will send details for accessing ZenDesk to committee.

Committee thanked Sarah for the training.

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NaSFA 2014-15 Planning

Edward (ES) took his role as Chair of NaSFA.

Lucie (LC) gave a summary of the South West & Wales regional meeting that she organised

on Sunday 12th October. It went well due to the training elements of the day. The group gave

good feedback to the Constitution.

Committee thanked Andy for his hard work on the Constitution so far. Committee made

amendments to the Constitution:

Agreed to leave ‘objects’ section until NaSFA strategy is finished

RH pointed out that although a Constitution needs to be a formal document, it also

needs to mean something to the membership – don’t worry about using all official

terms.

Committee propose to work on the Constitution for months ahead and take it to RAG

Conference NaSFA AGM 2015 for consideration and hopefully ratification by

membership.

Action – Andy to make amendments noted by committee to Constitution with notes to

reflect the changes.

Action – committee to take Constitution to members at regional meetings for

consideration.

Some regional meetings still need to be organised:

2nd November – Leeds (hosted by Andy)

2nd November – Hertfordshire (hosted by Jack)

?? – Middlesex (hosted by Sophie M)

?? – Edinburgh (hosted by Sophie H)

Action – regional meetings to be organised as soon as possible, with representatives

from charities to do training where possible.

Giving Tuesday – Edward outlined what Giving Tuesday is – a day of celebrating giving

of time and money, as a counter to Black Friday and Cyber Monday. NaSFA have said

they will promote the day to student fundraisers. Edward proposed the following three

actions to be promoted to students:

1. A 2 minute video about student fundraising

2. An event on the day

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3. A meeting with their Vice Chancellor to talk about fundraising or get the VC to do an

activity

Action - Edward to write blog post about Giving Tuesday.

Committee discussed communications and decided it would be best to split the social

media and email. The newsletter will go out on 1st week of each month. Committee will

send content to Lucie by 25th of the month before.

Action – Andy and Sophie M to run Twitter

Action – Edward and Sophie H to run email

Action – Jack and Edward to run Facebook group and page

Action – Lucie to manage the NaSFA newsletter

Action – Rosie to send information about Student Fundraising Awards to Lucie for

inclusion in newsletter

Edward asked Rosie about NaSFA’s seat on Union Development Zone Committee Action – Rosie to ask Raechel to ring Edward to discuss this.

Next meeting to be online at the end of October. Next face-to-face meeting at the end of November, at least a week before Giving Tuesday.

Action – Rosie to create 2 Doodle polls to help schedule the meetings.


Rosie will email committee when Sarah has made sign in possible RH

Committee to sign in to website Committee

Sarah will make committee admins SE

Send details for accessing ZenDesk to committee RH

Make amendments noted by committee to Constitution with notes to

reflect the changes.

AK

Take Constitution to members at regional meetings for consideration. Committee

Regional meetings to be organised as soon as possible, with

representatives from charities to do training where possible.

Committee

Write blog post about Giving Tuesday ES

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Andy and Sophie M to run Twitter

AK SM

Edward and Sophie H to run email ES SH

Jack and Edward to run Facebook group and page JA ES

Lucie to manage the NaSFA newsletter LC

Send information about Student Fundraising Awards to Lucie for

inclusion in newsletter

RH

Rosie to ask Raechel to ring Edward to discuss this RH

Rosie to create 2 Doodle polls to help schedule the meetings RH

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Appendix

Item 1 – NaSFA Strategy 2013-14

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NaSFA strategy & progress update

Aspiration – To become the voice of student fundraising

Principles:

Ensure strong communication internally to the student movement and externally to the wider voluntary community sector

Act as a key driver behind developing student fundraising activities across the student movement

Ensure inclusivity for the newest, smallest student fundraising groups up to the largest fundraising elements of the movement

Showcase the inspirational impact of our movement, sharing best practice between members

Strategy

Principle Short term

activity

Progress up to August 2014 Long term

activity

Progress up to August 2014

Ensure

strong

communicati

on internally

to the

student

movement

and

externally to

the wider

voluntary

community

sector

Establish

regular

meetings of

NaSFA

committee,

with meeting

summaries

regularly

communicate

d to the

membership

This will

ensure that

NaSFA

remains

relevant to

the

membership

and that

Complete: NaSFA committee

have met at least every 2

months (minutes on NaSFA

website)

Increase

public

profile of

NaSFA and

asked to

attend

events,

conference

s etc

Presented at Institute of

Fundraising Conference (July

2014)

Attended APPG (All Party

Parliamentary Group) and asked

questions (July 2014)

Presented NaSFA at NUS National

Conference (April 2014)

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they’re able

to feed into

NaSFA plans

Map RAG

conference

attendance of

charities to

see who

is/isn’t

involved.

Create a

proper

engagement

plan for

charities

going

forward.

Initial scoping started by RAG

Conference 2014 committee,

needs formalising for 2015

Working with Institute of

Fundraising on charity

engagement.

NaSFA

branded

website,

continually

updated

acting as

the sole

source of

informatio

n on

student

fundraising

groups

Complete: www.nasfa.orguk

(April 2014)

Develop

student

fundraising

‘how to

guides’ to

support

charities

running

events,

competitions,

raids etc.

This will

result in us

being able to

better

articulate the

Developed ‘wish list’ of resources

based on member consultation.

Created website to host

resources.

Delivered webinar with NUS

about developing student

fundraising. Briefing from

webinar available at

www.studentopportunities.nus.o

rg.uk

Create an

alternative

to online

giving

platform

that

doesn’t

charge

individuals

or charities

No progress made.

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current range

of activity

undertaken

by student

fundraising

groups.

Create and

publish

guidance for

charities on

what student

fundraising

groups do,

different

sizes, ways to

engage for

external

audiences.

This will

enable us to

ensure that

the charity

sector fully

understands

the diversity

of the student

fundraising

movement.

Delivered session at IoF

Convention about how charities

can work with student

fundraisers.

Guidance

on how to

choose a

charity

produced

by NaSFA

committee

to support

fair choice

of charities

No progress made.

Newsletter

compiled

once a month

and sent to

membership

with NaSFA

updates, best

practice

examples and

key sector

Regular newsletter published

and sent out on NaSFA mailing

list and on Student Activities

JISCmail. Not monthly due to

committee being very busy!

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news.

This will allow

the NaSFA

committee to

easily

communicate

with the

membership

and update

them on

plans, ideas,

updates etc.

Act as a key

driver behind

developing

student

fundraising

activities

across the

student

movement

Internal

database of

student

fundraising

contacts

across the UK

with contact

details in the

first instance

and then

developed to

include

information

on how

charities are

chosen, their

size, money

raised etc.

This will

enable

organisations

inside and

outside the

student

fundraising

movement

Created database of most

student fundraising contacts

(Nov 2013).

Develop a

help forum

of

commonly

asked

questions,

key

contacts to

talk to

when

dealing

with issues

Monitor Facebook group to

remove spam and to answer

queries.

Created Facebook page.

Created website – will host

guidance and how-to guides.

Regularly answer queries on

Twitter.

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will know key

information

about the

sector.

Regional

meetings to

support

networking of

student

fundraising

groups across

the UK to

feed into

development

need support.

Establishing

regional

networks will

allow student

fundraising

groups to

network with

each other

and provide a

platform for

more

structured

development

work.

Delivered regional networking

events in Belfast, Birmingham,

Aberdeen, Manchester, London

& Bristol (Feb 2014).

Create a

mentoring

scheme for

larger

student

fundraising

groups to

support

smaller

groups in

their

developme

nt

No progress made.

Ensuring

more

information

sharing

between

student

fundraising

groups on

common

issues/proble

Created website to host

documents from fundraising

groups.

Monitor Facebook group.

Regional networking very

Develop a

joint

purchasing

scheme

through

NUSSL to

financially

support

student

fundraising

No progress made.

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ms through

an online

platform

successful for sharing problems

and ideas.

groups

NaSFA

Jiscmail for

staff/officers

We decided that this wasn’t the

best way to communicate – next

committee to discuss.

Develop an

image bank

of student

fundraising

activities

for groups

to use to

promote

future

activities

Ensure

inclusivity for

the newest,

smallest

fundraising

groups up to

the largest

fundraising

elements of

the

movement

Case study on

starting a

fundraising

group, and

how to

develop

smaller

groups into

successful

student

fundraising

bodies

On wish list for resources to

create

Look into

securing

funding to

support

developme

nt work to

support

those not

fulfilling

their

potential

due to lack

of

resources

Created links with IoF, CAF

(Charities Aid Foundation), and

other organisations +

strengthened links with NUS.

Exploring opportunities for

funding in the future but not

confirmed anything yet.

Broaden

reach of

membership

of NaSFA to

ensure

supporting

someone

from every

institution.

This will

ensure that

Session at NUS National

Conference showcased NaSFA to

over 60 students and sabbatical

officers.

Develop

ways to

quantify

how

student

fundraising

groups

calculate

their total

to create a

more

accurate

picture of

Commissioned external research

team (WIG) to research this for

NaSFA. Attended meeting where

they presented their ideas back to

the committee. Process now

needs approval from student

fundraisers (NaSFA’s members).

Propose to calculate total in 2015.

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NaSFA is

relevant to

everyone

involved in

student

fundraising

and that

institutions

know about

activity.

total

money

raised

Filming RAG

conference

sessions to

put online to

share learning

with those

not able to

come to

conference.

This will

ensure that

learning and

knowledge

development

exists outside

of conference

enabling

more

delegates to

be involved in

developing

their student

fundraising

potential.

A selection of sessions will be

filmed at this year’s Conference.

Create

guidance

on working

with

charitable

societies

and clubs

who also

raise funds

within the

union

This was part of the webinar that

NaSFA delivered with NUS, and

features in the briefing document

@

(www.studentopportunities.nus.or

g.uk)

Greater

level of

strategic

support for

student

Regional networking provided

support to those that attended.

NaSFA website in place to provide

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fundraising

groups to

ensure

they’re

well-

resourced

and

supported

by their

institutions

information.

NaSFA respond to queries via

social media and email.

Depository

for

documents

that

showcase

how to

tackle

problems,

organise

and

support a

student

fundraising

group, etc

Website created that can host

student fundraisers’ documents

and NaSFA-created how-to

guides.

Create a

mentoring

programm

e for

student

fundraising

alumni to

support

smaller,

developing

groups

No progress made.

Showcase

the

inspirational

Develop

online

webinars,

Delivered one webinar with NUS

(April 2014).

Explore

wider

training

Awaiting feedback from Institute

of Fundraising training pilot

programme.

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impact of our

movement,

sharing best

practice

between

members

starting

January 2014,

to share

training and

best practice

ideas across

membership.

This will

enable us to

increase our

reach and

support more

individuals

involved in

developing

their student

fundraising.

initiatives,

such as IoF,

to embed a

culture of

best

practice

across

student

fundraising

Create best

practice case

studies

showcasing

what

different

student

fundraising

groups do

well and how

they do it.

This will allow

us to

articulate and

demonstrate

the impact

that our

groups have

on wider

society.

Showcased a ‘fundraising star’ in

each NaSFA newsletter.

National

student

fundraising

day,

celebrating

the

difference

student

fundraising

groups

make to

local

communiti

es

Working with CAF and NUS to

deliver #GivingTuesday (to take

place December 2014).

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Press work

around

student

fundraising

total across

the UK for

this academic

year.

This will

enhance our

profile and

the

reputation of

students and

their

contribution

to charities

across the UK

and further

afield.

This will be able to happen once

total has been calculated.

Work to

show value

of student

fundraising

, number

of

volunteers,

amount of

hours

contribute

d etc.

Institute of Fundraising

Convention.

NUS National Conference.

Parliamentary meetings.

Stories

showcasing

student

fundraisers as

part of

Student

Volunteering

Week 2014.

This will

enable us to

profile the

dedication

and passion

of our

fundraisers

and the

difference

Did this to a limited extent this

year. Plans in place with NUS to

deliver more for Student

Volunteering Week 2015.

Develop a

history of

RAG and

student

fundraising

, including

alumni and

what

they’ve

gone on to

achieve,

famous ex

RAG

members

Made contact with two historians

focusing on student volunteering.

Potential project for 2014-15.

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they make.

Promotion of

student

fundraisers

successes,

driven

through the

annual RAG

awards,

coupled with

proactive

media work.

This will

ensure that

the RAG

awards

develop into

an

inspirational

showcase of

the very best

achievements

of our sector.

Changed name of RAG Awards.

Discussed criteria and NaSFA

representative on the Awards

panel.

Establish

RAG

awards as

a well-

respected,

well

resourced,

awards

programm

e

celebrating

the very

best in

student

fundraising

activity

Promoted using NaSFA network.

Create

inspirational

stories of

students

involved in

student

fundraising

and their

achievements

, linked to

students

currently

going through

IoF pilot.

Showcased fundraising star in

NaSFA newsletters.

Develop

RAG

conference

into the

NaSFA

conference

to ensure

greater tie

in between

activities

Intended to be discussed at NaSFA

AGM 2014.

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This will allow

us to build up

real life case

studies.

Documents

Minutes of: NaSFA committee handover Held: In …s3-eu-west-1.amazonaws.com/nusdigital/document/documents/15598... · Minutes of: NaSFA committee handover Held: ... Minutes of: RAG