1
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:
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)
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
Welcome and introductions
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.
Action Who responsible
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:
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)
Rosie Hunnam – NUS (Minutes)
Apologies: N/A
Welcome and introductions
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.
Action Who responsible
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.