ISC AGM & ElectionsThe term is almost at its close, and this means the current committee will pass on its duties to a new committee! If you have enjoyed the ISC and would like to contribute more to what we do, please stand for a position to support the ISC. And don't be shy thinking someone else can do the job better than you - because, can they really? You won't know until you have tried!
1. Register with the ISC - you NEED a membership to run and vote!
It's quick and easy to register: http://www.edinburghisc.com/membership
The statements will be op online from March 28th on. Based on your statement, you should also come up with a speech that you are going to give on the day of the elections. It should not be longer than 5 minutes, so just introduce yourself and make sure people know what you are on about and what you want to do for the upcoming year.
Please send your statements to: firstname.lastname@example.org
- As President you are responsible for the overall running of the ISC. You'll be heading committee meetings, deal with the IO, EUSA and other outside bodies. It is your responsibility that things happen, and happen properly and in time. You must take the initiative to get things done if they aren't and make decisions when others cannot. That includes making sure everybody in the committee is doing their job, but also to ensure that things which nobody in particular are responsible for (Pub dealings, Garments, etc.) are done.
- Despite not having any greater formal power than other committee members, you will have the opportunity and position to shape the ISC much the way you wish. You set the general agenda and can enforce it within the ISC but also towards other bodies such as the IO, EUSA and the University in general.
- Therefore you must have good leadership skills, be reliable, ready to work at any time and a drive and vision for the ISC.
- General Leadership skills
- Ability to make decisions and be decisive when appropriate
- Be friendly and diplomatic
- This position is often misunderstood as one which ranks highly but comes with little work. In reality, however, at the ISC, this role is varied in that the VP functions as a second-help not only to the President, but also to the Trips Co-ordinator for weekly trips and to the Events Co-ordinator for the larger events.
- To the President, the VP helps liaise with EUSA, attending the monthly International Society Round Table meetings and actively trying to engage with cultural societies and other large international-based societies such as Exchange 360 to create larger events or to recruit them for ISC events.
- Given the volume of work undertaken by the Trips Co-ordinator, the VP must ensure to attend the Trips Sub-Com weekly meetings (NOT as co-chair) and help with administration work.
- To the Events' Co-ordinator, the VP must help with the larger events of the year, such as International Desserts Night and International Evening, by helping recruit cultural societies from EUSA for setting up stalls.
- Although all core committee members are liable to providing help and support to Trips and Events Co-ordinators, the VP acts as their constant support throughout the year, providing some relief to the two most administration-wise demanding roles.
- Leadership and Teamwork skills
- Reliable (there'll be a lot of meetings to attend!)
- Initiative and drive as the job of the VP is very dynamic and changes as per the needs of the three aforementioned positions that it supports
General role description:
- General role of overseeing basic runnings of the ISC
ensuring roles are being followed correctly etc…
- First point of contact if the president is not presently available
answering questions and concerns or resolving minor issues etc…
- Assisting the Events and Trips Coordinators when extra hands are needed
normally this involves contacting societies to participate in IDN or IE, but if required more can be taken on by the VP
- Hoody orders
Current roles and future prospects for the VP:
- Sitting in the Gather Festival committee organised by EUSA
voice ISC’s concerns/opinions/ideas
- Started the ISC + EUSA Global monthly newsletters
Newsletter has been designed etc… but due to multiple difficulties the newsletter has never been published – if the new VP could reignite this idea, our outreach to students may be more effective then posters and facebook alone.
- Global roundtable hasn’t been successful for the last 2 years in the ISC, would like the next VP to think of innovative ideas to engage more societies to participate
This would be beneficial for IDN and IE as societies already involved will be more willing to participate
Encouraging engagement from other societies promotes different cultures present at the university
- Would like to encourage the VP to represent the ISC in various focus groups/councils organised by EUSA
eg International Students Action Group, Welfare Council etc…
topics brought up in these meetings are useful to the ISC and can help us improve our outreach to international students and allow us to engage students more effectively
I am open to discussing with candidates for this position any new suggestions or how current ideas can be improved upon etc…
Candidates for this position must have a good knowledge of the ISC and are genuinely interested in improving the running of the committee and our events as well as motivated to go the extra mile to achieve goals."
- Look after the money that goes in and out of the ISC. The Treasurer is the only person besides the President who has a counterpart at the IO--in this case, the IO Accountant, who helps us with invoices, cash flows, payments and audits the accounts.
- Monitor the funds for each of the ISC sub-committees and subunits (Trips and Events as well as the Lounge itself, Volunteers Parties and the like).
- Responsible for all of the money at the ISC, which is considerable.
- Is a signatory for major purchases.
- Produces the ISC budget.
- Maintains the internal Balance Sheet.
- Forecasts for the rest of the semester/year.
- Basic numeracy
- Has some knowledge of Microsoft Excel
- Write meeting minutes. Minutes have to be typed up and sent around to the rest of the Core Committee. At the end of each meeting, points to be discussed at the next meeting and tasks each Core Committee member has to accomplish should be included.
- Responsible for all correspondence sent to the ISC Gmail account. This includes replying emails, forwarding emails to the relevant Core Committee member, and informing the rest of the Committee/The ISC regarding offers that are sent to the email.
- If any letters need to be written, this should be your responsibility.
- Good command of English (the grammar/spelling in your minutes should not have to be checked)
- Diplomatic in dealing with external correspondence.
- Essentially: to promote the ISC and anything that is happening at the ISC
- This would usually entail writing newsletters on facebook and the blog on a weekly basis and using twitter if necessary.
- Other things that may need to be done: advertise weekly events on facebook by occasionally making 'events' on these weekly things to remind people. Also: assist with editing the main uni website regarding the ISC (if necessary), making flyers for advertising the ISC, making new signs in the lounge if needed. And basically any other advertising the trips or events committee require.
- Organised, with eye for detail
- Perceptive (knowing what people will want know about happenings at the ISC)
- Creative (when advertising and the way you word things)
- Diplomatic (to deal with questions that people may have regarding events or happenings at the ISC).
Additionally to this role, in order to facilitate committee work, every core committee member should try to help out when help is necessary, like helping out at trips ticket sales and also by attending and helping out at events, but also just being helpful to people who come to the ISC.
- Responsible for the organization and running of the weekly trips
- organize the schedule of trips for each semester
- Make sure that each trip has buses, volunteers, schedule, flyers, posters, and proper pricing
- Job is not to organize all the trips themselves but manage the committee to make sure all jobs are done fairly and on time
- Leadership skills
- Ability to delegate and run a committee,
- Good people/public skills
- Good time management
- Good problem solving skills
General role description:
Main responsibility: managing a team of volunteers in all of the steps of planning, organising and leading trips throughout Scotland and Northern England for international students of our university
Meeting with the team weekly to discuss all of the details of the coming trips and to assign roles for the organisation (schedule, booking attractions), paperwork (poster and flyer) preparation and leading (as guides) of these trips
Every few weeks, deciding together with the team the schedule and destination of future trips, depending on the season and student availability for that time
Acting as the main point of contact for the team, and replying to any enquiries that students have about trips on Facebook or by email.
Duties for organising each trip:
deciding on the ticket price and provisional number of attendees
making an attractive announcement for the trip on Facebook
setting up the Eventbrite online registration for the trip
following how quickly students are registering to estimate the demand and know the requirements for coaches and attractions
booking the correct number of coaches for the trip
checking the progress of the of the volunteers with each step of the planning and organisation process
making sure everything is ready for the guides on the day of the trip
offering the guides advice and support on the day of the trip in case of any problems
keeping a record of expenses, which will inform the pricing of future trips
Progress this year and prospects for the future Trips Coordinator
Thought this academic year, together with my team I brought about some important changes to the way we manage trips:
Diversity in destinations and themes: we have organised, apart from historical and scenic trips, also fun-related (Go Ape, white water rafting) and sportsy (skiing/snowboarding, hiking) trips, and a weekend trip to London, which were very well received by the students. Even for the more classical trips, we made our best to include more stops at important locations and options for additional activities, to cater for more tastes and budgets. Moreover, apart from the trips outside of Edinburgh, we have also organised visits to attractions in the city (e.g. Holyrood Palace, Roslin Chapel, St. Giles’ Cathedral), either as benefiting from group discounts or as part of their open days, and outings to free events (e.g. Light Night), all of which were hugely popular.
-> I would urge the next Trips Coordinator to also consider offering diversity, and to bring innovative ideas of interesting trips. What would be useful as different from this year’s trip would be to also decide on a schedule, frequency and role allocation for visits around Edinburgh rather than organising them as one-off. To this end, an efficient system of coordinating the volunteers such that they are more in control of their responsibilities and how they relate to each other would be desirable.
Catering for requirements and passions: By democratically deciding together on all of the aspects of organising each trip, as well as by consulting with other students where possible, together with my team I did my best to cater for their requirements and passions.
Manageable sign up system: we implemented a combination of Eventbrite main list and waiting list sign up, with different times for selling tickets for each, which worked well throughout the year, especially for the more popular trips and weekend trips
-> An even more efficient ticket sale procedure, preferably involving on-line payments, would be desirable to reduce the burden on the volunteers, but this has proven very tricky in previous years. It is left to the Trips Coordinator to investigate how this could be achieved.
Useful feedback collection: Every week, I collected feedback from both volunteers and students, which helped with the management of future trips and will inform the organisation of the same trip again. Moreover, on the first semester we asked students for their feedback by filling in an online survey.
-> It would be very useful if the future Trips Coordinator could devise a formal system for collecting feedback and suggestions, which could be used throughout each semester
Collaboration with schools, clubs and societies: Some of our trips were related to events organised by other groups, but we found that such groups would need to be contacted well in advance for being open to collaborations. I have successfully set up a collaboration with the School of Education, with advantages on both sides.
-> I would advise the future Trips Coordinator to get actively involved into engaging schools, clubs and societies into long-term. Innovative ideas would be needed as to types of collaboration and the ways of attracting potential collaborators.
The ideal candidate for the position of Trips Coordinator should, first of all, be passionate about travelling and curious about visiting amazing places in Scotland and the UK. Secondly, he/she should possess good leadership skills and be able to coordinate and motivate a team of volunteers. Thirdly, the Trips Coordinator should be friendly, approachable and proactive, to be able to deal with any issues raised by students. Most importantly, the Trips Coordinator should have a real desire to contribute to the development of the ISC.
I would be happy to meet with candidates for this position to discuss ideas for improving the management of the Trips Committee and the way that trips are to be organised."
- As the events coordinator your main duty is to organise and chair the events subcommittee, ensuring the weekly events take place ; these can be anything from cultural nights to film nights to potlucks. In organising these events it is your responsibility to speak to the relevant individuals regarding hosting, room bookings and any other organising outwith the ISC. It is also your responsibility to ensure that those within your committee are contributing to the workings of the committee. It has recently become the events coordinator’s responsibility to organise the trips to Edinburgh Castle, as well as multiple other large events throughout the year, including the International Desserts Night and the International Evening. In organising these events, it is the responsibility of the events coordinator to maintain an overview of these events, ensuring all pieces fit together as required.
- As a member of the core committee, the events coordinator must also attend and contribute to the internal workings of the ISC, assisting in such aspects as event organising in conjunction with other EUSA societies, fresher’s week, and other projects taken on the by the core committee.
- Able to communicate and work with others
- Good time management
- Responsible for running of the ISC Lounge.
- Work closely with the House Manger to ensure the Lounge runs smoothly.
- Help recruit enough volunteers for the semester and co-ordinate the lounge volunteers throughout the semester.
- Create a roster showing the weekly volunteers and continually check the sign in book to make sure volunteers are showing up.
- Replace or kick off volunteers who aren't showing up to their times.
- Find replacements for where people are unable to show up and find replacements for those who have dropped out.
- Arrange events/ socials to help foster closer ties within the three voluntary sections of the ISC
- As a member of the core committee, you must also attend and contribute to the internal workings of the ISC, assisting in such aspects as event organising in conjunction with other EUSA societies, fresher’s week, and other projects taken on the by the core committee
- SOCIABLE - This is an absolute must!
- Makes sure that the ISC always has everything it requires to run smoothly: Coffee Evening supplies, milk/coffee/tea for the Lounge, stationery for the Office, etc..
- Keeps the ISC in a presentable state: tidy the place when you're around, fix or get replacements for broken furniture...
- Takes care of recycling things.
- As a member of the core committee, you must also attend and contribute to the internal workings of the ISC, assisting in such aspects as event organising in conjunction with other EUSA societies, fresher’s week, and other projects taken on the by the core committee.