Society and Events Committee AGM + Elections

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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

3 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

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

1

2

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:

societies

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 to: DIT Societies & Events Committee, DIT Northside Societies Committee, DIT Southside Societies Committee, Reporting on work done by the out-going Societies’ Student reps,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/secretary from 2 registered DIT societies. Elections shall take place at the DIT Societies Forum AGM

There shall be: 7 student reps elected from the Forum to the DIT Societies & Events Committee (formerly known as DIT Cultural & Social Committee)

6 students elected from the Forum to the DIT Northside Societies Committee (page 7)

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.

DIT Societies forum

2 3

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

the Societies’ has representation on.

Sub Finance Committee

relevant committees

from new societies in DIT Societies Office

Forum AGM

& in the absence of the President the vice president shall take over the responsibilities:

Other Societies Reps Roles and Responsibilities

staff to advise, support and develop the societies

societies budget

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

4

Chairperson DIT Southside Societies Chairperson DIT Northside Societies

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

DIT College DirectorDIT Societies Officer

DIT Societies Development Officer

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

societies and to act as their representative within the DIT.

committees as appropriate.

to meet the needs of societies.

money allocated to the DIT Societies &

Committee, and to oversee the usage of said monies.

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

and action plans for the cultural and social activities across the Institute, including culture and social plans for the new campus at Grangegorman

of the Societies area and the Societies Office of the Institute

Committee and general Institute policies in societies, groups and related activities in the Institute

spending of societies allocations with the

cultural and social committee’s and adhering to DIT’s financial policy for student activity accounts.

Societies

What is the purpose of this committee ?

4 5

Chairperson DIT Southside Societies Chairperson DIT Northside Societies

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

DIT Societies OfficerDIT Societies Development Officer

10 members1 DITSU

2 DIT Societies Staff7 Societies Student Reps

5/6 meeting

DIT Societies & Events Sub Finance Committee


Committee

& Events Committee

to the DIT Societies & Events Committee

catgegory

establishments by DIT Societies & Events Committee , the budgets and financial accounting of the individual societies .

6

Northside Societies Chair

Northside Societies SecretaryNorthside Societies PRO OfficerNorthside Societies Arts Socs RepNorthside Societies Course related society repNorthside GG RepDIT Societies Developement Officer

14 members7 Students Societies Reps

5 DITSU2 DIT Societies Staff

Meeting 2/3 Times

DIT Northside Societies Committee


Committee

& Events Committee

Committee

establishments by DIT Societies & Events Committee , the budgets and financial accounting of the individual Northside societies.

Not students

76

Southside Societies Chair

Southside Societies SecretarySouthside Societies PRO OfficerSouthside Societies Arts Socs RepSouthside Societies Course related society repSouthside GG RepDIT Societies Developement Officer

14 members7 Students Societies Reps

5 DITSU2 DIT Societies Staff

Meeting 2/3 Times

DIT Southside Societies Committee


Committee

& Events Committee

Committee

establishments by DIT Societies & Events Committee , the budgets and financial accounting of the individual Southside societies.

Not students

8

DIT Clubs Development and participation officer

Nominee from DITSU

DIT Student Volunteering Committee

12 members5 Students Societies Rep

3 DIT Staff1 DITSU

2 DIT Societies Staff

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.

for DIT clubs and societies committees and their members whilst conducting volunteer

relevant areas of DIT student volunteering for purposes of statistics etc.

Garda vetting etc.)

training materials as they become available relevant to their volunteering

volunteering programmes each semester.

ordinators, annually.

support available to student volunteers within DIT, both internal to our organsiations and within the community.

and benefitting the DIT community.

student volunteering is sustainable.

98

4X Student Trainers - Co OptedDIT Societies Development officer leadership and training

Alumni Trainer2 student club representativesDIT Clubs Development and participation officer

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


training for DIT clubs and societies committees and their members.

(leadership and training) and Sports Development Officer

and development programme DIT EXTRA

XTRA modules each semester.

and developments of the Students training and leadership committee.

10

Student 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 Rep


2 DIT Staff2 Societies Staff

Meeting 2/3 Times

DIT Student Media and Arts Committee


arts related societies

throughout DIT

arts related societies

activities across the Institute, including culture and social plans for the new campus at Grangegorman

student media and arts related societies are sustainable.

Media and Arts programmes each semester.

organisations.

1110

2 DIT Societies Development OfficerNorthside PRO OfficerSouthside Pro Officer3 Southside Socs Reps3 Northside Socs Reps2 Student GG RepsPresident of DIT Societies & Events Committee

Alumni Rep


2 DIT Staff2 Societies Staff

Meeting 2/3 Times

DIT Societies Communication & Resources Committee


social activities across the Institute, including culture and social plans for the new campus at Grangegorman

off the DIT Campus.

actively engaging them through consultation, communication and campaigns.

communicating the Societies Office services.

services directorate, admissions and public Affairs.

12

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

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

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 CouncilDublin Institute of Technology, with the following Terms of Reference.

A.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:

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

13

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

Chairperson DIT Southside Societies

Chairperson DIT NorthsideSocieties

Chairperson DIT Student Training & Leadership

Chairperson DIT Student

Volunteering Committee

Chairperson of DIT Student Media & Arts Committee

President of DIT Societies Forum

Vice President of DIT Societies Forum

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Could you be part of the next Society and Events commitee ?

Nominations now open - Close - 28th May 14:00Nomination forms avaiable at socs.dit.ie

Info booklet on position available on socs.dit.ie

1st June: 12:00 - 14:00All societies must send a representative

Society and Events Commitee AGM + Elections

Documents

Society and Events Committee AGM + Elections