Secretary Training Notes

Communication- deal with incoming communications and pass these on to committee

Post- AUSA Student’s Union

Elphinstone Road

Aberdeen

AB24 3TU

Can get hoodies delivered to the office if required

Website- keep up to date, Maintain accurate lists

1st august is join date, maybe wait a few weeks after to join

Email to say that rejoined to gain admin rights

Secretarial support, make agendas and take minutes/ distribute to society

Constitution- update constitution, aims objectives

Comms

Monitor the emails – change passwords etc to keep secure

Monitor Facebook etc

Make sure that the emails are answered in a timely manner

Use society web pages to contact members

Bookable Spaces

 No access to Johnston anymore

 Student union building, 9am til 7pm
o Meeting room for 10 or 15, smaller rooms for 5 or so available
 Use AUSA website to book rooms at Get Involved- student room booking
 ausa@abdn.ac.uk
 Union Brew- can book for events, student room booking- union brew- on the get involved
section
 University rooms- roombookings@abdn.ac.uk - can block book room if need
 Hillhead Space- the old hall, GP Hall for 20 hours a week. conf.events@abdn.ac.uk
o 9am til 9pm- possibly longer if required
  Kings Pavilion- pool space converted into sports based area, exclusively for sports
 Elphinstone Hall £150, at night there are extra costs for additional services
 Charges for special rooms reduced for societies, conference centre etc

Web

 Societies responsibility to keep up to date

 MUST buy membership to gain access to made admin
 Once bought email societies@abdn.ac.uk to activate admin
 Make sure that website is up to date with explanations as well as prices etc
 Secretary needs to make the rest of the society access rights, groups then select members
 Access to student ID numbers, can get in touch with new members
 Messages- send- select recipients- add- type email and send
 Can make events from the page as well, automatically goes onto page
o Events automatically go onto What’s On page on AUSA
 Keep regular posting online FB and all channels- email regularly too
o One to two posts on facebook per day to keep up presence
 ausa-marketing@abdn.ac.uk to help advertise through AUSA channels
 Make sure within brand guidelines, available on AUSA site, do not alter the logos

Secretarial Support

 Minutes and organisation of meetings

 Work reports 1 week before a meeting
 Circulate Agenda minimum 2 days before meting so that people are up to speed and keep
meetings efficient and in time
 Circulate minutes as soon as meeting is over
 Ask for clarification if required in a meeting so that the point is taken down correctly

Constitution

 Governs how the society is run

 Make sure that it is available for all members to look at
 Must be approved at an AGM or EGM to change constitution, must have 2/3rd votes
approval of attending members

Volunteers

 Saltire Award for volunteering in Committees, different awards for different hours
 Go to get involved for info to register
 Laura Chalmers or China to approve hours before award is given
 Enhanced transcript- 3 points- must submit work report at end
 STAR Awards, bronze or silver for committee and Gold for presidents- 3 workshops,
September or January workshops, good award to have
Access to butchart is reserved for Music only- talk to Phil about it as non department societies cant
use it