Frequently Asked Questions (FAQ's)
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Where is Student Activities?
Student Activities is located on B Floor of the Portland Building, University Park Campus.
How can I book a room?
Rooms can be booked through reception or by sending completed room booking forms to suroombookings@nottingham.ac.uk.
Where is the Print Shop and how do I use it?
The Print Shop is now located opposite Student Activities on the B floor of the Portland Building. All committees get 10% off using the Print Shop and anything over £5 can be charged direct to your account (provided you know your account code).
How do I order stash?
Societies/SRSs/JCRs:
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Go to the Red Oak Roller website specifically for Nottingham Students; http://nottingham.uniclothing.net/and select the items you want. Make sure when you fill out print description you are very clear about EXACTLY what you want and where you want it (logos, writing etc…).
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You will then get sent a pro-forma invoice.
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The TREASURER of the student group needs to then send this to sufinance@nottingham.ac.uk who will fill out a purchase order.
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If the stash is for the committee, 75% of the cost must come from each member. This must be paid into your private account BEFORE you order the item. If the items are for members, EVERYONE must pay 100% of the cost of the item, and again this must be paid into your private account BEFORE you order.
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The order will get delivered to Student Activities after 2-3 weeks depending on the size of the order.
A committee member is not doing their job properly. What can we do?
As far as possible we would encourage you to talk with the person and try to resolve the situation as amicably as possible. If this is not possible then speak to the relevant SU Exec Officer (Activities or AU) or Student Activities Staff who will be able to give you advice on what to do next.
How do I book the Den?
email kevin.childs@nottingham.ac.uk
We’ve had some equipment stolen what do we do?
Email Jules julia.lediard@nottingham.ac.uk as soon as possible so that she can sort out insurance problems. Jules will be able to guide you in the right direction for the other things you’ll need to do. You may also need to report stolen items to the police.
We are planning a trip abroad what do we need to do?
Speak to Jules Lediard (julia.lediard@nottingham.ac.uk) ASAP and at least 6 weeks before you plan to travel.
I can’t log in to the website. What am I going to do? Ahhhhhh!
E mail suwebsite@nottingham.ac.uk
State your full name
Student ID no
University e-mail address
Please give details of problems you are having.
How do I sign up for Associate Membership?
Former students, non students and University Staff may apply for Associate Membership.
Please read these procedures carefully.
You are a former student of University of Nottingham
Life or Year Associate Membership shall normally be granted automatically to any former Full Members of the University of Nottingham Students’ Union on submission of this application and payment of relevant fee.
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Associate Membership may be revoked by Students’ Union Council at any time
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Associate Membership shall consist of two categories Life and Year
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Associate Membership for life shall require a subscription of £30
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Associate Membership for a year shall require a subscription of £5
You are a non student
Associate Membership shall be granted to selected individuals who, in the view of the Students’ Union, under recommendation from an Executive office and affiliated or constituent body of the Students’ Union will considerably benefit the membership of the Students’ Union by their participation in activities, on submission of this application and payment of the relevant fee.
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Associate Membership may be revoked by Council at any time
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Associate Membership shall be for 1 Year.
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Associate Membership for a year shall require a subscription of £5
To join any Club/Society of the Students’ Union, your membership must be supported by the President of that Club/Society who should sign below to indicate this.
Important Note:
The Club/Society President should take this form to the relevant Activities/AU Officer to discuss why the nominee wishes to join the Students’ Union.
Once discussed, the application should then be approved either Activities or Athletic Union Officer.
You are a member of University Staff
One Year Associate Membership shall normally be granted automatically to any member of staff of the University of Nottingham on submission of this application
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Associate Membership may be revoked by Council at any time
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Associate Membership is for 1 year only
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Associate Membership for a year shall require a subscription of £5
Please e-mail angela.lee@nottingham.ac.uk she will send you the appropriate form, please return form with cheque for appropriate amount made payable to UofNSU Associate Membership, also send passport size photo. Associate membership card will be sent in the post once completed.
Angela will add your details to the membership database
You can then either join a club/society by paying in with cash or cheque at tills in SA, pay a member of the committee from the club you wish to join, they will have to pay the membership at the tills in SA, but must have Associate member card number.
Or send a separate cheque along with application for Associate membership made payable to U of NSU (club/soc name) for the appropriate membership amount (details of prices can be found on the SU Website)
Angela will send card in post Email angela.lee@nottingham.ac.uk for form, or download from SU Website.
I don’t have a debit/credit card to pay online with
You can also sign up to Clubs and Societies with cash/cheque in Student Activities between 10am and 4pm Mon- Fri, B Floor, Portland Building or at Freshers’ and Refreshers Fairs.
How can I find out when a club/society meets?
Under each club/society page will be a contact e-mail address. You can ask the committee using that.
I have paid my membership fees and nobody has contacted me from the club/society what can I do?
Firstly check your junk e-mail. Secondly contact the club/society using their e-mail address on their society page. If you fail to get a response then contact Angela (angela.lee@nottingham.ac.uk) who will be able to help you.
How do I change committee details on the website?
Log on >> Admin >> Organisational Properties
When are the STARS sessions?
Check out the STARS section of the website for details of all training sessions.
What do I need to do to achieve STARS Silver Award?
To complete your STARS Silver Award you will need to:
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Attend Development Planning (at least two committee members must attend together)
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Attend three further training sessions (for each of the three sessions, two committee members are required to attend. However, we don’t require them to attend on the same day as each other if this is unfeasible).
Your three further sessions may include STARS training sessions, bespoke sessions you request just for your group, or other training you are organising for your committee.
If you wish to count your own training for your Silver Award, please email sustars@nottingham.ac.uk for a Silver training request form, as we will need to check your training meets the STARS Silver Award criteria.
What will you get in return for completing STARS awards?
All of the STARS training sessions are designed to not only give you skills that will help you run your group, but also develop personally. By attending the sessions you will gain vital skills that employers are looking for and gain that crucial head-start in the employability market!
You will be publicised as a Silver group online, on noticeboards and at the Freshers and Refreshers Fairs, and you'll get priority stall booking at Refreshers Fairs.
Silver groups will also get priority at the start of the year when booking rooms within the Portland building. Your group will be eligible to apply for supplementary grant funding, and to nominate yourselves for the STARS Gold Award!
Do we have Silver Award yet?
Elaine Jay will let you know when you have achieved the Silver Award. To find out what you still need to do to achieve a Silver Award then e-mail sustars@nottingham.ac.uk.
How do I get Gold Award?
To achieve a Gold Award you must first achieve a Silver Award by attending the relevant training sessions. After that you will fill out an nomination form to prove that as a club/society you have gone well “above and beyond” what is expected of you. Criteria for Gold Award can be found at http://www.su.nottingham.ac.uk/studentgroups/stars/awards/gold/.
Some of my committee are going on an external course – can this count towards my silver and goal award?
Possibly, all you need to do is let the STARS team know about it by emailing sutraining@nottingham.ac.uk – telling her as much information as possible about the course.
How do I sell tickets on-line?
The forms section in the committee area includes a pro-forma for selling tickets online. Simply fill this out and follow the instructions.
How do I check how many tickets I’ve sold?
Log on >> Admin >> Reports
Where can I get help/advice if I am putting on an event?
Our Events Manager Gemma Chance (gemma.chance@nottingham.ac.uk) and Jules Lediard, our Health and Safety Manager, are both available to ask for help. Also read through the events section in the online handbook and maybe attend the Event Planning training on the STARS scheme.
Large events need to be given approval and this is done initially through completing the event approval form at least 14 days prior to the event and returning it to Jules Lediard (Julia.lediard@nottingham.ac.uk)
This is particularly important if your event is taking place on campus as estates need to give permission. Student Groups events are likely to be stopped if permission has not been sought.
When is the Treasury open?
The Treasury is open Mon-Fri 11.30am – 3pm during term time.
Outside of term time it is open Mon-Fri 12noon – 2pm.
There is a drop in box open all year round Mon-Fri 9am-4.45pm.
Which figure on the statement shows how much money is in the Private account
The Year to Date (YTD) Balance shown at the end of the statement shows you how much is in the account. This should always be a negative figure indicating that the Students’ Union is holding this money on behalf of your club. The figure shown against Transactions not Reported is the total value of all transactions dated prior to the statement you have received.
The Private account shows a negative balance but I am sure we have money
Yes you have. These are the Students’ Union accounts so the statement indicates the group is owed that amount by the SU.
How do I see how much Grant we have left to spend
The amount of grant allocated to the club or society for the year or semester is shown in the account name. You are allowed to spend up to this amount on grantable expenses (see the Expenditure Guide). The account will show a Year to Date (YTD) figure which you should deduct from the grant allocated to see how much more you may spend for the year or semester.
Why haven’t we been allowed to use Grant for committee tops
Half the cost of the shirts must be paid directly by the members of the committee; the other half can come from the Private account (see the Expenditure Guide). Grant is not available for any clothing.
We asked for Grant to be used on a cheque request form but it hasn’t been. Why not?
The grant can only be spent as shown in the Expenditure Guide. If you have requested grant to be used for expenditure not covered in the Guide then we will amend the form and take it all from the Private account. We may also charge all the expenditure to the Private account if all the grant allocation has already been spent.
How do I claim money back from my society or club?
The treasurer and president must authorise a petty cash form (up to £50) or a cheque request (any amount over £50). With both of these, you must submit the itemised receipts. Debit and credit card receipts are not acceptable.
The President and Treasurer cannot sign off expenditure that is going to themselves – another member of the committee must sign off the form to allow reimbursement,
What is a Purchase Order
A purchase order forms the basis of a contract between your club and the company supplying the goods. The company will prepare and dispatch your order before payment is made to them as they have a signed order from the Students’ Union. The treasurer must come to the Treasury to complete the form
Why does a Purchase Order have to be completed by the treasurer
The treasurer is responsible for the club’s finances so must authorise every transaction. A purchase order is a confirmation to the company you are trading with that the invoice they submit will be paid by the Students’ Union on your behalf
Who can authorise invoices on behalf of the club
The treasurer must authorise all invoices as he or she is responsible for all transactions through the account.
Our account has been charged but the company says they haven’t been paid
If we receive invoices from companies, we put them on our Purchase Ledger and take any credit terms offered. We do a cheque run once a month so it is possible that we have charged your account but not sent out a cheque. We will contact the company on your behalf if there is a problem regarding the payment.
What can I do if I can’t get in to the Treasury
Anyone may bring in cash and cheques to be credited to your account (a receipt is always issued). Correctly authorised cheque requests and petty cash forms can also be dropped off. If you need to collect a cheque, you can either give us your address or authorise someone else to collect on your behalf (an email or written consent given to that person) If you are owed petty cash, we can either send you a cheque instead or accept your authorisation as above to give it to someone else. We have a drop box which can be used from 9.00 to 4.45 if you cannot get to the Treasury during normal opening hours but please note that for security reasons: CASH MAY NOT BE PLACED IN THE BOX The email address for the Treasury is: sufinance@nottingham.ac.uk
Can I authorise invoices by email
Yes you may. We email the treasurer when we receive invoices and accept a reply email as authorisation.
Do I always have to submit receipts with cheque requests and petty cash forms
Yes. We must see what the club or society is spending their members’ funds on. The receipts will be available for inspection by members if required
What happens if I didn’t get a receipt for my purchase
Please go back to where the money was spent and see if you can get a duplicate receipt. If you can’t get one, speak to the Finance & Services Officer to explain the problem and see if she/he will sign off the payment
Why have we been charged room hire fines
If you cancel an event for which you have booked a room in one of the University buildings, you must give at least 48 hours notice to the Students’ Union Reception. You have been charged because this procedure has not been followed
How can I get a statement for our account
email sufinance@nottingham.ac.uk
How can we spend our Grant
Please refer to the Expenditure Guide for detail but generally we allow Grant to be used as follows:
100% National Affiliation
70% Transport
Equipment
Tuition and Coaching
50% Conference Fees
Accommodation
Admin Costs
Competition Entry
Affiliation fees
£20 Printing and Publicity
Can we pay for goods supplied by an overseas company
Provided you have paperwork showing the details for the receiving bank, then we can arrange a transfer for you. We do not know how much you will be charged until the bank account has been debited. You will have to pay bank charges which will be shown as a separate entry on your account
Are we able to pay for goods using the Students’ Union credit card
The credit card is used when there is no alternative method of payment. You will have to speak to the Finance & Services Officer to approve the payment
How quickly can a cheque be raised
If the forms have been completed correctly and the receipts are attached, we aim to prepare the cheque the day after we receive the form. We ask you to give us at least 48 hours notice so that we can be sure the cheque has been signed. We are unable to prepare cheques on the day you bring in the form.
How do we open an extra account
Explain your reason for requesting an extra account (ball, tour, joint event with another club or society for example) to the counter staff or in an email to sufinance@nottingham.ac.uk . You will then be notified of the new account number
Are you open in the holidays
The Treasury counter service is open from 12.00 to 2.00 during the holidays. The office is staffed during normal office hours
Why do you close at 3.00
The takings for the day have to be balanced and banked then transferred to the relevant accounts. Treasury staff also deal with a whole range of accounts office duties in addition to the counter service provided daily between 11.30 and 3.00.
How can I book transport
We can only book transport for affiliated student union groups and it needs to be for an official trip. You can book by filling in the appropriate booking form in the committee area, or in person at the SU Reception
What transport can we book through you?
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Self drive minibuses - 15 seaters, we do deal with a company who have minibuses with roofracks (see note below for criteria)
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Transit vans - normal, long-wheel based vans (see note below for criteria)
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Minibus with driver - 16 seaters
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Coaches - 49 and 75 seaters
How do I become a minibus driver?
Anyone who drives a minibus for their group will need to be assessed. You must be over 21, and have been driving for at least 2 years. If you fulfil the requirements, then please come along to the SU Reception for further details as you will need to attend a theory session and a practical assessmen.. If you pass this assessment, then you will get a MiDAS Certificate, which is a recognised driving assessment and the certificate is valid for 4 years
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The cost is £50, which needs to be paid upon booking your assessment, a receipt can be issued so you can claim this back through your club/society, also upon booking you will need to bring in both parts of your driving licence and complete registration forms, as these have to be sent to our insurers before assessment day
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Assessment dates:
September-December 2011:
Theory sessions: 6 Oct and 10 Nov (12 spaces per session)
Practical sessions: 13 Oct, 27 Oct, 17 Nov, 1 Dec (6 assessments per day)
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One off: 22 September - we are going to do a session where you do the theory and practical in 1 day. The theory session will be 8am-10am and then the practicals will be between 10am-4.30pm
January-March 2012:
Theory sessions:
Practical sessions:
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May-June 2012:
Theory sessions:
Practical sessions:
How do I obtain a Minibus renewal permit?
Minibus permit renewal will take place at the start of the new academic year. We have to declare to our insurers any drivers who are under the age of 25, so I am afraid that for the majority of you this will mean filling in another piece of paper! Please remember to bring in with you both parts of your driving licence and a passport photo, without these you CANNOT re-register.
Please allow 1 week for re-registering if you are under 25, don't leave it until the day you need to drive, as you won't be able to