doc: reorganise the handovers
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## Events Officer
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#### Milan Kovacs
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The purpose of this document is to assist the incoming CompSoc Events Officer for the upcoming year 2022/23.
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### Duties
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Collaborate with fellow committee members to coordinate weekly gatherings.
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Your team is working together, but you must ensure specific goals are met, such as reserving the appropriate room at the right time and date.
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Be imaginative - generate ideas that you believe people would find enjoyable.
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Put yourself in the participants' shoes and consider if you would enjoy it.
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Even if the idea seems ambitious, you can discuss its feasibility, considering resources and time, with the committee before hosting the event.
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Plan ahead - ensure everything is well-organized and punctual.
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It's never too early to start working on future events, especially if they involve booking rooms or arranging off-campus logistics like transportation and accommodation.
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Conduct surveys - gather input from attendees to understand their preferences and interests.
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You'll need to create and distribute various surveys.
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Take responsibility for the well-being of both committee members and attendees during the events.
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### Guide
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Ensure proactive planning to always have something to coordinate with the committee, even in the event of setbacks.
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Have contingency plans ready.
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Verify the location of venues, assess safety hazards, and identify fire exits, among other considerations.
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Maintain effective communication with committee members, particularly the Public Relations Officer (PRO), to ensure the dissemination of clear and specific emails.
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Create concise and targeted surveys to be distributed as necessary for gathering feedback.
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### Summary
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The position of Events Officer offers an enjoyable and exciting opportunity.
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It allows you to unleash your creativity and set ambitious goals.
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You collaborate with the other committee members to provide the desired experience for all members.
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Your responsibilities include generating event ideas, engaging in discussions, ensuring smooth execution, and supervising attendee participation.
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Above all, make sure to savor the experience yourself!
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## 1st Year Rep
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#### Leo O'Shea
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The purpose of this document is to assist the incoming CompSoc First Year Rep for the AY 2023/24.
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### Duties
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Your role as first year rep consists of duties that aim to assist your fellow first year students in regards to the Computer Society, whether they are a part of society or not.
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This includes:
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* Listen to first years’ questions and answer them to the best of your ability, or refer them to another member better suited to answer the question
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* Bring first year’ queries and suggestions to the committee and attempt to solve or implement them, thus ensuring they enjoy their time in the society
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* Advertising the society to your fellow first years
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* Assisting with society events
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### Guide
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As the First Year Rep, you yourself are a first year, meaning you have more access to communicating with first years than others would.
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Use this to discuss the society and its events with first years; advertise, answer questions and take note of suggestions.
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Ensure first years are engaging with the societies by noting attendance in events.
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When the attendance of first years is low, your role is to find out why and how the committee can fix this issue.
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This may not seem to be as important as other committee roles, but remember that this is simply gaining experience so that you can take on another role in the years to come.
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### Summary
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Ultimately, the goal of First Year Rep is to ensure the comfortability and enjoyment of first years in the society, particularly in committee events.
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Always have your ears open and let them know you are approachable.
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Along with that, having communications with first years outside of the society is paramount as it allows you to advertise the committee itself.
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## Health, Safety, Training and Equipment Officer
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#### Eoghan Conlon
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The purpose of this document is to assist the incoming CompSoc Health, Safety, Training and Equipment Officer for the upcoming year 2023/24.
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### Duties
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#### HEALTH AND SAFETY:
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* Ensure that Health and Safety is a priority at all society events and meetings, and that hazards are avoided at all times.
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* Minimise the risk of CompSoc members being injured during our events.
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* Stay up to date with COVID-19 guidelines from UL Wolves C&S, University of Limerick, and the Government, and make sure they are followed before, during and after our events.
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* Ensure the members are informed of safety measures required.
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* Review the Computer Society’s Safety Statement.
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* Report any accidents and injuries.
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* Report potential hazards at events to members.
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* Take responsibility for members during trips.
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* Ensure that the Society’s First Aid kit is stocked and in date, is available at events and is brought on trips.
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* Always check for food allergies and dietary preferences when food is being ordered.
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* As of Spring Semester 2022, sign-in at events is no longer required, however if it is required again it is your duty to ensure members are signed it at events, it may be wise to use this sign-in feature when going on trips away from Limerick
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#### TRAINING:
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* If any members or committee want/require training, you should find where it could be acquired and organise it.
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* If it is required, make sure that at least 3 committee members, including you, complete the COVID-19 Officer short online course.
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* New people should be trained for running SKYNET.
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Perhaps organise a meeting with those who can and find some trust-worthy people (ideally on the committee and maybe in 1st or 2nd year) who are passionate about tech and willing to learn
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#### EQUIPMENT:
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* You are primarily in charge of equipment set up and teardown at UL Computer Society events.
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You don’t have to do everything but ensure that events that need equipment can run smoothly.
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* Maintain the log of equipment the society owns or subsequently purchases.
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* This list is currently haphazard due to inability to access the server room during COVID-19.
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It may be wise to go through the list at the bottom of this page and double check that equipment actually exists and that quantities are up to date.
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* Maintain the log of borrowable equipment the society owns or subsequently purchases (small Arduino stuff / smart home stuff / raspberry pi / etc.)
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* Maintain the “Equipment & Preparation for that equipment needed for X event” guide.
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* Suggest possible new equipment the society needs and should buy.
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* You will not have a designated key for the server room, however there is a spare that the core committee can give you if you need to do things in the server room over an extended period of time.
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It is extremely important that the door is always locked as the equipment inside there is priceless and some of the server is virtually irreplaceable.
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### Guide
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#### COVID-19:
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Future CompSoc events may need to be organised in a sanitary regime.
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At the end of this document I added a possible preparations list for an event conducted under restrictions.
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That's only an example - always follow UL Wolves advice for all procedures.
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#### HEALTH AND SAFETY:
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Normally our events do not feature any high risk activities.
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When handling heavy objects (e.g. equipment for recruitment drives), make sure multiple people carry them.
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Be familiar with Health and Safety and COVID-19 statements on UL Wolves (https://cp.ulwolves.ie , https://ulwolves.ie/support/resources ,https://ulwolves.ie/support/guide ) and propose an update if you feel it's needed.
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Maintain a safe environment, e.g. tuck the long cables away so members won't trip.
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Check members' dietary needs and allergies before ordering food.
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Always report all injuries and accidents (see the links above).
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#### TRAINING:
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Computer Society events require dealing with advanced equipment and technologies.
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If training or resources are needed by the members or the committee, you should organise it.
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You could help a member with a Wordpress setup during an event, send a link to a Youtube tutorial, write instructions for an ESP project etc.
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#### EQUIPMENT:
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CompSoc has a lot of equipment, adapters, cables which are stored in our Server Room in the Student Life building.
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Make sure there are people to help you handle equipment before every event.
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Get to know the "Equipment & preparations needed for X event" - it's a helpful checklist, it's attached below and the editable version is on 2020/21 Google Drive.
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It's your legacy - make sure you update and maintain it for future committees, and use it before every event.
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Remember that many events need early attention e.g. for VR events the Steam and the PC need an update, preferably the day before the event in the evening or on the day in the morning.
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Don't forget about the cables, keep them in the right boxes - it's all attached below for your convenience.
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The recruitment (rec) drive happened online last year.
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Usually the on-campus networking setup is done by CompSoc and you should keep your schedule open on that day.
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You should arrange the transport of the storage boxes with access points, routers and cables.
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The OPC might use their van (sprinter) and bring the equipment along with theirs over to the venue.
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The rec drive is the entire Society's responsibility, so you're not alone.
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Ask the more senior members for help and use your initiative to actively help out.
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### Summary
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As a Health, Safety, Training and Equipment Officer you should watch out for dangerous behaviours, review the Health and Safety and COVID-19 statements on UL Wolves website on a regular basis and ensure COVID-safe environment.
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In the event of another major global health emergency, it will be a vital part of your role to ensure that all of the Government, UL and C&S requirements are followed in the organisation and running of society events.
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You should make sure that if someone needs to learn something, you help them find useful resources.
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This could be a skillshare course, a youtube video or a helpful forum. You're basically google as a person.
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You are responsible for equipment and you should plan what is needed before each event.
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You must prepare the equipment early, come 15-20 minutes before the events and make sure everything is set up, updated and charged.
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You should stay after events to tidy up and bring the equipment back to the server room (Last year the server room closed at 9PM so equipment needs to be in there at 8.55PM) - but make sure a few more people come early and stay late to help you carry the bulky equipment.
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When you first read this document, you should transfer the "Master Equipment List" & “Equipment
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Monitoring” files to the new 2023/24 Google Drive folder; ask for a link on Discord.
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Same with the equipment list, and check out the docs attached below.
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Below are examples of equipment required for certain events
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## IT Officer
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#### Brendan Golden
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The purpose of this document is to assist the incoming CompSoc IT Officer for the upcoming year 2023/24.
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### Duties
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- Assist events officer in organising and planning mainly tech events. If needed, be sure to help in other events
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- Come up with tech related society events, help decide the events for the semester. Find other tech events going on.
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- Come up with potential projects for the society to make.
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- Suggest possible new equipment the society should buy.
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- Help develop Skynet on an interim basis.
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### Guide
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- Most events CompSoc runs are tech related, so expect to assist in most of them. Always make sure the required equipment (relevant cables, adapters, etc) from the server room is brought to the event.
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- If you are organising/planning events be sure to start as early as you can.
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- After a tech related event has happened, try to evaluate its success with the rest of the committee. Was this an enjoyable event? How can it be improved? Should we do this again? If its a larger event like a trip to SISTEM then it may be worth typing up a document outlining all this.
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- Try to come up with as many ideas for events/projects as possible, not all may be feasible however it may inspire a feasible event.
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- Try and anticipate what equipment may be required in the future, either for Skynet or regular events.
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- When running competitions, such as a coding competition or show and tell, help organise the event and create the questions with other committee members. Come up with the questions and/or the judging criteria. You are also free to use sites like Advent of Code for inspiration/questions
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- In my case I was heavily involved in rebuilding Skynet, hopefully this will not be on the shoulders of folks following.
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- You are a society committee member, so you have a basic responsibility to look after society members and other committee members and make sure events are a fun and safe environment.
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### Summary
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This role was an interim role, while the core of what I was doing is near identical to the PTO from 2019 it was eclipsed by the amount of work required to get Skynet up and running again.
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As Joey said back in 2019 the role is a fairly easy going role which can take many forms depending on the person filling it.
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Brendan Golden.
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## PRO
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#### Joel Olympio
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The purpose of this document is to assist the incoming CompSoc PRO for the upcoming year 2023/24.
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### Duties
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The purpose of the Public Relations Officer in a Club or Society is to promote the society and its events.
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This includes but is not limited to:
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* Informing the members of the society about upcoming events via weekly email and other relevant forms of communication (e.g. our Discord server).
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* Updating the Society’s social media with promotional information and news.
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* Adding any upcoming society events, news stories, activities, and photos to the UL Wolves website for other UL students to see them.
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* Distribution of promotional material for the society e.g., posters.
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* Liaising and communicating with external companies or individuals in matters relating to the status and reputation of the society.
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* Taking photos and videos at society meetups to be put on the society’s social media or distributed within UL Wolves for promotional purposes.
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The duty of the PR Assistant is to aid the PRO in all handlings of these tasks.
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### Guide
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As PRO of the Computer Society, it will be critical to not only be in tune with your committee members and what the society is doing, but also be aware of your members and their attitude towards the society.
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It is very important to understand what people’s interests are and how to communicate it to them, and how they know about the society and how they get the information about what we do.
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The most important piece of advice I can give right from the start is that UL has a lot of clubs and societies, and in a way, it can get competitive: So learn how to stand out from the crowd.
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For 22/23, social media took a backseat due to some technical issues at the start of the year but as time went on we still never really relied on it for PR.
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Most people read the emails and discord announcements as they are direct channels of communication: Just using social media for announcements, which may give us a foothold into the wider world and put us out there more, isn’t as useful as it sounds as most students are likely to just scroll past.
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If students want to hear about what we do, they will be in tune with our direct means of announcements (emails and the Discord).
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This is not to dismiss social media however, as it can still play an important role in PR.
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It is very useful for building brand and personality and for building an audience outside of UL, but it can be tough work.
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Use it for content, and for showing the wider world what the society is doing. Use it for fun stuff and for getting involved in the wider world of computer science.
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This can allow the society to build an audience outside of UL and could even lead to interuniversity events and communication, something that could prove very useful for our growth.
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Of course, this knowledge is useless if you don’t really know what to put out there.
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One definite improvement this year was regarding the writing of the emails and announcements.
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While it may seem superficial at first, it did improve people’s interest in the society and people anticipated announcements more.
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If you want to have a look at them for yourself, you can check them out in the server’s announcements channel.
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Another important part of your work will be graphic design. Good posters can gain a lot of attention.
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If you want to see some examples, you can also check them in the Discord server’s announcement channel.
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Social Media is very important for the growth of the society.
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Instagram would be our most used platform.
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I would recommend not posting more than once a day however multiple Instagram stories are okay.
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Make sure to post a mix of pictures and graphics, you will find that pictures of society members and events get the most engagement.
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We have recently started experimenting with Instagram Reels and Quizzes.
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Reels amass a lot of views even from outside UL which is cool.
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Quizzes are a great way to engage our followers.
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Also post more society related memes.
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As a PRO/PR Assistant you should try to be aware of what’s going on globally, nationally and locally.
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Things like International Women’s Day, Earth Day, April Fools, movie releases, technology events like CES, MWC, E3 etc. are all great opportunities to make related posts.
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When responding to people through DMs on Instagram, I always think it’s a good idea to sign off the message with your name so the person knows who they’re talking to.
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It just humanises the society a little more.
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### Summary
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As a PRO/PR Assistant, always consider how you want the society to be perceived and this should be reflected across content and communication.
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Design is very important and time should be taken to ensure content is of high standard.
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Don’t be afraid to change things up a little for the betterment of the society!
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Try new things and keep up with modern PR, marketing and design strategies.
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Good luck!
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- Joel Olympio
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## President
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#### Evelyn Hearty
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The purpose of this document is to assist the incoming CompSoc President for the upcoming year 2023/24.
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### Duties
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The position of president comes with the duties of running both a society and overseeing the Skynet Cluster.
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These duties include:
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* Overseeing the running of the Computer Society
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* Coordinate the training of new committee
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* Finding resolution in cases of dispute among committee and members
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* Chair all meetings of the society and prepare an agenda for each meeting beforehand
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* Organise and manage a team of society members for both Recruitment Drives
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* Liaise with C&S Development Officer (Paul Lee) in areas that need to be discussed e.g. details for the C&S recruitment drive and Redevelopment Fund
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* Scheduling events and assigning tasks to committee, making sure all other committee members are doing their jobs and provide help when they need it
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* Ensure the growth of the Computer Society in general
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* People will approach you at events with ideas and suggestions be receptive to everything.
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Keep a list if multiple different ideas come in and try to do them and do new stuff throughout the year.
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It is not the president’s job to do all of the work for the society, if tasks are not delegated properly or are not being carried out.
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You will end up with a lot of work to do and the end result for the society could be worse events.
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### Guide
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As President, you will be responsible for the general running of the society and the committee.
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You should have a good understanding of the Clubs and Societies constitution found on wolves.ie under Resource Documents.
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Be aware that the Computer Society has its own constitution too that must adhere to. This can be found on our google drive.
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You should also understand how the Skynet cluster is run (regarding admins and the clusters services).
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As of 2017 there is a new agreement between the Committee and Admin Team, the document can be viewed here: http://skynet.ie/~cwalsh/protocols_administration_skynet.pdf .
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It is very important that the new President understands this document to ensure the future of the Skynet Cluster.
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The computer society has typically been a group of people whose common interest is computers but have interest in much wider fields.
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You need to make sure that there are things happening to keep members interested and engaged in the society.
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It doesn't always have to be deeply technical, not everyone will be interested in heavily technical meetups.
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Even something as simple as meetups over a few pints helps keep things running.
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It is important to try and have some variety in the meetups also to ensure that everyone is interested.
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These meetups usually fall into one of the categories of Programming, Electronics, Technology and Social.
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We have introduced a new style of event that has no structure and no plans.
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We simply meet up in a location usually Room 3 (Make sure to block book it early on in September AND again in early January before college starts).
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This allows members to come and use whatever equipment they desire.
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They can work on college projects, personal projects or society projects.
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Occasionally we have tutorial sessions where members can teach other members skills.
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We labelled these Tuesday Sessions simply due to the convenient fact they were on Tuesdays, but they can be held any time that is suitable.
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It usually took place from 7-9pm.
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Maybe try re-introducing this format again in a new way?
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PR is important for the society this needs to be really kept on top of.
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Ensure consistent emails are sent out, make sure you understand how the email mailing list works.
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One tip that we found worked well was to have multiple people help out with writing the email.
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Have people write quick paragraphs on sections if they are more knowledgeable on it than the PRO and post it in the PRO chat in our Discord server.
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Use that chat as a hub to add all the info the PRO needs for the weekly emails and insta posts etc.
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This year the PRO always sent the email to me or put it into the PRO chat before it was sent out to the society.
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Our social media was used effectively this year and it's something that should be maintained.
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Also make sure that the emails do go out before the events start and keep on top of the status of how ready the email is.
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Offer to write parts of the email for the PRO or even send the email the odd week for the PRO to give them some time off.
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Also make sure to keep wolves updated, the news and activity sections should have all the event details as well.
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We aim to have money in the budget this year to have twenty meetups, there should also be money for two social meetups.
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The social meetups have been historically held in Scholars (Note: The amount of money the society can spend on food per person has increased to €10 per person, maybe confirm this).
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The most important thing to remember is quality over quantity.
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Maybe plan bigger events 2 weeks in advance and skip a week or just have a Tuesday session.
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Events should be organised based on the wants of the members of the computer society but try to have a variety.
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For example, if a large base would like to see how to set up WordPress, then you should try to organise a workshop on this.
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However, you can't keep everyone happy, so don't try. Your main objective is to have vision, direction and come to conclusions, not to keep the committee happy.
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You will make decisions which people will disagree with, but you're not just here to make friends.
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If you have a good committee, they will respect the differences of opinion and move on.
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It is up to you to foster the kind of intra-committee relationships that will allow respectful differences of opinion instead of destructive bickering.
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As President, you chair the committee meetings and the societies AGM.
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Committee meetings should be held early every week (usually Monday) for an hour (or less).
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You may decide to bring every committee member to every meeting or have smaller meetings.
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You should have some with all people. If you are having smaller meetings, it is important to keep the rest of the committee up to date with a weekly email or similar.
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You need to ensure that an agenda is prepared before each meeting and email it out to committee a few days beforehand for review.
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If you prepare the agenda in Google Docs and share a link to the editable version it allows the committee to add items, this reduces the amount of AOB in the meeting.
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Committee meetings can be held in the Server Room if it is a smaller or rushed meeting a room might not be available, and the TV is handy for meetings.
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Booking a room in the library is also very easy for larger meetings.
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Note: Alumni members don’t have student cards to access the library.
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This year we used Room 2 in Student Life and it worked well.
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There was adequate space and it’s near the server room to go to after to get other jobs done.
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It's up to you to ensure all those present get a fair chance to put their point across.
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It is also important that you know what's happening within the society at all levels.
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|
||||
Since the President is frequently looked up to as the leader (even subconsciously) it is important to hold your own opinions until the others have outlined theirs first.
|
||||
Allow the discussion to develop before you bring your own opinions to the table, quite often this will be the conclusion of the discussion, with your opinion shaping the final decision of the committee rather than influencing the discussion from the outset.
|
||||
You also need to keep the committee meetings moving and not allow the committee to become “bogged down” on any one issue.
|
||||
Don’t allow any one issue become the primary focus of the committee meetings because the weekly running of society should be the primary focus of these meetings, if Skynet or any other issue require major attention a separate meeting should be called with some committee members.
|
||||
If the society is buying stuff always try to get a discount or sponsorship as this saves us money and can count as income.
|
||||
The society has secured a lot of money in sponsorship through the years and this was done by directly contacting companies that we were planning to buy stuff from explain who we were and offer them exposure.
|
||||
It doesn’t always work but we have been very successful at doing this. I have a folder (nearly 10GB in size) that contains all the resources I have ever used for the society and Skynet.
|
||||
You get a copy of this folder by contacting me. It contains everything that I used during my presidency and you should definitely look for a copy of this from me, add to it and then pass it on to your successor.
|
||||
In recent years the Games Society has allowed us to use a room in EG010 under their legacy booking, this is very handy, but it has let us down a few times.
|
||||
If you want to do this again contact Games Society to make use that it is still OK.
|
||||
I would suggest talking to Aisling about how to book a room for a few weeks in a row, but this is unpredictable as the Room Bookings department will assign the room and you have no control over what room it is.
|
||||
|
||||
The budget is a very important process and should involve as many committee members as possible throughout the year, it should not be left to one person at the end of the year.
|
||||
Irregular Expenditure should be voted on by committee. You should be able to look at the submitted budget from the end of September onwards.
|
||||
Budget points are very important, and you should always be on the lookout for opportunities to gain more points.
|
||||
Points are given for Guest Speakers, High Profile Speakers, Events, Showcase Events (Big on campus events), Publicity, proper minutes, proper use of Wolves.ie, etc.
|
||||
At the end of your tenure as President, you must make sure that the incoming President is well briefed on the role.
|
||||
If possible, it is advisable to retain a role on the next committee to facilitate the transition but be wary of being a backseat President.
|
||||
If you know in advance that you won’t be seeking re-election as President, you should let the committee know this and start grooming a successor from within the current committee.
|
||||
You should work to ensure good continuity from one committee to the next.
|
||||
Many societies fall on hard times as we had.
|
||||
|
||||
As the second semester progresses you should be listening to the existing committee about their intentions for the following year, especially core positions.
|
||||
If people are not planning to take up the same roles the following year, you need to be thinking about who might replace them.
|
||||
Canvass the committee members for interest in shadowing the core positions with a view to taking over the following year.
|
||||
On this basis, it’s important to have a good crew of OCMs on board, use the less important positions to bring new people on board each year and ensure they are engaged in the work of the committee through the year.
|
||||
|
||||
### Summary
|
||||
In conclusion it’s a big job with massive responsibility.
|
||||
It will test you and you will gain new skills when dealing with people.
|
||||
I appreciated the massive work done by my committee and everyone who has come before me, in previous year.
|
||||
This is what makes the society great, you can always ask someone for help.
|
||||
Ask me, ask someone when you need help it does make a difference.
|
||||
Contact me at {email in handover} for the president folder and for any other queries that anyone who ever reads this document has something that wants answered.
|
||||
(I’m doing a masters so I should be around for another two years so don’t hesitate to ask)
|
||||
Don’t be the one stuck with all of the work, delegate tasks.
|
||||
Best of luck and I look forward to seeing the impact you will make on the society.
|
||||
|
|
@ -1,68 +0,0 @@
|
|||
## Secretary
|
||||
#### Irene Lopez Quiles
|
||||
|
||||
The purpose of this document is to assist the incoming CompSoc Secretary for the upcoming year 2023/24.
|
||||
|
||||
### Duties
|
||||
The duties of the Secretary include:
|
||||
* Taking minutes at meetings.
|
||||
* Distributing the minutes during committee meetings and AGMs.
|
||||
* Creating a topic summary of what should be put in the weekly email for the PRO
|
||||
* Working with the president to ensure people are completing their tasks/roles and offering assistance where needed.
|
||||
* Helping to organise other things as needed along with other committee members
|
||||
|
||||
### Guide
|
||||
Your primary responsibility as Secretary is to take detailed minutes during committee meetings and Annual General Meetings (AGMs).
|
||||
These minutes serve as a vital record of the society's decisions and discussion topics.
|
||||
It is crucial to upload these minutes to the designated Google Drive for the 2023/24 term, either by creating Google Docs during the meeting or transcribing handwritten notes afterwards.
|
||||
This ensures accessibility for all committee members.
|
||||
At the end of the year, you will also need to upload all the accumulated minutes to Wolves, serving as a permanent record for future committees.
|
||||
|
||||
During meetings, you should record the following information at the beginning:
|
||||
* Date and time of the meeting
|
||||
* Present committee members
|
||||
* Excused committee members (those who have notified in advance of their absence)
|
||||
* Absent committee members
|
||||
|
||||
During discussions, it is important to record:
|
||||
* Main points and topics discussed
|
||||
* Key bullet points or summarized ideas that were raised
|
||||
* Decisions made, such as event prizes, event location, task assignments, and important discussions that require detailed descriptions
|
||||
|
||||
Your recordings may consist of rough sentences that may not be grammatically perfect, as long as they convey the essence of the conversation and decisions.
|
||||
It is essential to note down volunteers or individuals assigned to tasks.
|
||||
Alternatively, you can create a to-do list for all committee members and email it to them, ensuring everyone has a record of their responsibilities.
|
||||
|
||||
At the end of each meeting, create a bullet point summary for the weekly email, acting as a template for the PROs (Public Relations Officers) to include all key information.
|
||||
This summary should include:
|
||||
|
||||
* This week's event details (date, time, location)
|
||||
* If event signup is required, include a signup form link for the PRO to include
|
||||
* Event cost (if applicable)
|
||||
* Specifics needed for the event poster
|
||||
* Zoom link / Discord link / Skynet meet link for online events
|
||||
* A teaser for next week's event
|
||||
* A poster may be included for "this week's event" but not for the following week, unless it is a significant event like the Show and Tell or a major Guest Speaker event
|
||||
* Skynet update for any issues or important announcements
|
||||
* Any other society news
|
||||
|
||||
Outside of committee meetings, you can assist other committee members as needed.
|
||||
As Secretary, your experience within the society, as a former regular committee member, and possibly as a regular member, provides valuable knowledge and expertise.
|
||||
You can support junior committee members by sharing your insights.
|
||||
In the computer society, we aim for ambitious events that require extensive planning and effort.
|
||||
We strive to distribute the workload evenly among the committee members to avoid overwhelming anyone.
|
||||
As Secretary, you can be a versatile resource and provide assistance where needed.
|
||||
|
||||
### Summary
|
||||
As a support role within the team, your contribution may be in smaller but valuable ways.
|
||||
You play a crucial role in keeping track of tasks and their progress through the use of to-do lists.
|
||||
Additionally, you are responsible for recording the minutes during meetings and providing support to the Public Relations Officer (PRO) by summarizing the necessary content for the weekly emails or social media posts.
|
||||
|
||||
During committee meetings, it is your responsibility to raise any matters that are pending or require the committee's attention from the previous meeting.
|
||||
This ensures that the society stays on track and avoids falling behind on important tasks.
|
||||
|
||||
The position of Secretary offers an excellent opportunity to gain a comprehensive understanding of the society as a core member.
|
||||
You will have the chance to explore various aspects of the society and contribute to making significant decisions.
|
||||
|
||||
Moreover, serving as Secretary can serve as a valuable stepping stone towards potentially assuming the roles of President or Treasurer in the following year, if you desire.
|
||||
Irene Lopez
|
||||
|
|
@ -1,84 +0,0 @@
|
|||
## Treasurer
|
||||
#### Dawid Kocik
|
||||
|
||||
The purpose of this document is to assist the incoming CompSoc Treasurer for the upcoming year 2023/24.
|
||||
|
||||
### Duties
|
||||
The main duty of the treasurer of UL Computer Society is to manage the finances of the society, so that the society can grow.
|
||||
This may involve the following tasks:
|
||||
|
||||
* Transferring the **bank mandate** and online banking admin details with Bank of Ireland (BoI)
|
||||
* Planning income and expenditure for this year (income : (expenditure + projections) = **1:2 ratio**)
|
||||
* Requesting capitations after large purchases
|
||||
* Ensuring we use our **capitations**
|
||||
* Projecting expenditure for next year
|
||||
* Uploading **ALL receipts and bank statements** to UL Wolves website
|
||||
* Ensuring our budget points stay intact
|
||||
* Issuing **invoices** e.g. for the C&S Fair
|
||||
* Ensuring we receive **sponsorships** where relevant
|
||||
* Collecting money from members (event fees, memberships)
|
||||
* Lodging in **cash** to Bank of Ireland branch (beside Spar by the Flagpoles)
|
||||
* Collecting the CompSoc post (top floor in Student Life)
|
||||
* Keeping the bank documents in order
|
||||
* Planning the budget part of the trip and making a projection early, if relevant
|
||||
* Doing the **annual budget before deadline in May**
|
||||
|
||||
### Guide
|
||||
As Treasurer, you're in charge of the society's finances.
|
||||
You need to make sure the committee makes good financial decisions.
|
||||
Sometimes this means telling them to save money, but other times you might have to encourage them to spend.
|
||||
It's important to use the capitation funding for activities that benefit the society so that we get enough funding in the future.
|
||||
|
||||
Attend a treasurers workshop to understand the budget process and earn budget points. Keep receipts (must say "PAID") for all expenses, as invoices and packing lists are not accepted.
|
||||
|
||||
After the AGM, change the bank mandate with the new core committee and create online banking for the president and treasurer, with the option to add the secretary.
|
||||
For latest documents needed for online banking, contact Pamela Barry (pamela.barry@boi.com).
|
||||
For Business Online banking we need 2 admins, treasurer and e.g. secretary or president.
|
||||
Get a proof of identity (e.g. national ID card/driving license (and proof of address (e.g. electricity bills) for each.
|
||||
Bring those to the bank.
|
||||
To log in for the first time, call BoI having our bank account number ready.
|
||||
They give you login details for the "Approve" app.
|
||||
Activate it, then go to
|
||||
Business On Line : Login (businessonline-boi.com).
|
||||
|
||||
During one of the first committee meetings, do a quick walkthrough session on the budget points on ulwolves.ie, so that everyone can plan on how to earn points, what events are needed for that (e.g. seminars, show cases, guest speakers).
|
||||
We can earn 100 points.
|
||||
|
||||
Get sponsorships.
|
||||
For example, for coding competitions (e.g. Redbull cans), merch (we had Analog Devices logo on CompSoc hoodies), and QR code Easter egg hunt (Artista Networks).
|
||||
|
||||
Do the record keeping on cp.ulwolves.ie:
|
||||
* Record income, attaching bank statements (from post, can generate them online too)
|
||||
* Highlight the relevant entries using e.g. MS Edge's built-in PDF editor
|
||||
* Record expenditure, attaching receipts as images
|
||||
* Upload bank mandate proof
|
||||
* Make the trip budget projection
|
||||
* Make equipment purchase projections
|
||||
|
||||
Every quarter, before 16th of November, January, March and May, ensure there are at least 2 items of expenditure and 1 of income.
|
||||
Record cash income with a duplicate booklet in one of the cash boxes: we have 3 of them, only the grey one is used during our events.
|
||||
|
||||
In the budget system, each expense has a digital receipt that will be reviewed and approved or denied.
|
||||
Always record up to date receipts on Google Drive, uploading the receipts and naming the files so that you always know when an expense was made and for what event it was.
|
||||
If a receipt is denied, talk to Lisa or Aisling to fix it.
|
||||
After Recruitment Drives, issue an invoice for €2,500 to C&S office for "I.T. Services" and use supplier ID 14521 for UL payments.
|
||||
Templates are on Google Drive.
|
||||
|
||||
Keep around €2,000 in the bank account every year as a float for purchases.
|
||||
Don't use this money unless it will be replenished.
|
||||
This is very important for running CompSoc.
|
||||
We must request for the money allocated to us at the start of the year.
|
||||
If you need help, attend the treasurer workshop or ask Lisa in Student Life.
|
||||
|
||||
When buying equipment over €500, including Skynet server equipment, make sure it gets added to the 3 year plan.
|
||||
For making purchases, add a committee member as payee on online banking.
|
||||
Then, the committee member pays with their own money, they send you the receipt and you reimburse them by standard transfer from our society's bank account.
|
||||
If in doubt about anything, ping Dawid (dawid#6669), Evan(thenobrainer#6969) or Conor (cwalsh#4757) on Discord or help.
|
||||
|
||||
### Summary
|
||||
Being the treasurer is one of the most important roles in the Computer Society.
|
||||
Make sure you plan income and expenditure, either use or project all the funds which we have available.
|
||||
Perform ALL duties in the top section, try to stay creative, and enjoy your time here.
|
||||
Budget is a team effort: always work with the committee.
|
||||
|
||||
Best of luck!
|
||||
|
|
@ -1,29 +0,0 @@
|
|||
## Assistant PRO
|
||||
#### Prabuddha Hans
|
||||
|
||||
The purpose of this document is to assist the incoming CompSoc Assistant PRO for the upcoming year 2024/25.
|
||||
|
||||
### Duties
|
||||
- When this handover was written, the role was split into two: making announcements and posters. I was in charge of the announcements.
|
||||
- Announcements NEED to be reviewed by committee, on discord I pinged committee so that the announcements got reviewed and made sure that they:
|
||||
- Contained accurate information about the events.
|
||||
- Looked good (This is important).
|
||||
- Had the email ready alongside the announcement.
|
||||
- And most importantly was to have the event up on wolves.
|
||||
- Email also had to be reviewed, and always attach the poster. BCC the email to send it to all CompSoc members.
|
||||
- Email should generally sound like the discord announcement, just make sure to swap out `@everyone` with whatever you want.
|
||||
|
||||
|
||||
### Guide
|
||||
- ALWAYS get the announcements and emails reviewed by committee. DO NOT send them off without warning.
|
||||
- Attach the poster for both discord and email announcements.
|
||||
- Get both the announcement and email sent out on Fridays (as this is the deadline)
|
||||
so that people have time to plan out and attend events.
|
||||
- In addition to the above, make sure that the poster is ready by Friday as well.
|
||||
- Try to have some fun making the announcements, but make sure that they're accurate to the event.
|
||||
- When collabing with other socs (like we did with RetroPi), get the announcements and poster approved by CompSoc's committee FIRST.
|
||||
Then send it off to the other socs for REVIEWING.
|
||||
|
||||
### Summary
|
||||
Assistant PRO is a fun role, just do your duties like mentioned above, and have fun creating the announcements.
|
||||
It's really important that you get stuff checked like announcements with committee because you're representing CompSoc.
|
||||
|
|
@ -1,34 +0,0 @@
|
|||
## Health and Safety
|
||||
#### Prabuddha Hans
|
||||
|
||||
The purpose of this document is to assist the incoming CompSoc Health and Safety Officer for the upcoming year 2024/25.
|
||||
|
||||
### Duties
|
||||
|
||||
- Ensure that Health and Safety is a priority at all society events, hazards need to be avoided at all times
|
||||
- Make sure CompSoc members don't get injured at our events.
|
||||
- Keep up to date with COVID-19 guidelines from UL Wolves C&S, University of Limerick, and the Government.
|
||||
- Ensure that members are aware of our required safety measures.
|
||||
- Review Computer Society's Safety statement.
|
||||
- Report accidents and injuries.
|
||||
- Report potential hazards to members at events.
|
||||
- Take responsibility for members during trips.
|
||||
- Ensure that CompSoc's First Aid kit is stocked and up to date, and available at events and brought during trips.
|
||||
- Check for food allergies and dietary preferences when food is being ordered.
|
||||
- After Spring Semester 2022, sign-in at events is no longer required, however if it is required again it
|
||||
is your duty to ensure members are signed it at events, it may be wise to use this sign-in feature when
|
||||
going on trips away from Limerick.
|
||||
|
||||
### Guide
|
||||
|
||||
- If any members or committee want/require training, you need to find where they can get it and organise the training.
|
||||
- If it's needed, make sure that at least 3 committee members including yourself, complete the COVID-19 Officer online course.
|
||||
- New people need to be trained for running SKYNET. Organising a meeting with those who can and find some trust-worthy people
|
||||
(ideally on committee and possibly in 1st-2nd year) who're passionate about tech and willing to learn.
|
||||
|
||||
### Summary
|
||||
|
||||
As the Health & Safety Officer, watch out for dangerous behaviours, review the Health and Safety, and the COVID-19 statements
|
||||
on UL Wolves' website regularly, and make sure that you've created a COVID-safe environment. In the case of another global
|
||||
pandemic, it's vital as part of your role that you ensure that Governmental, UL, and C&S requirements are followed in the organisation
|
||||
and running society events.
|
||||
|
|
@ -1,26 +0,0 @@
|
|||
## IT Officer
|
||||
#### Morris Zuss
|
||||
|
||||
The purpose of this document is to assist the incoming CompSoc IT Officer for the upcoming year 2024/25.
|
||||
|
||||
### Duties
|
||||
- Come up with tech related society events, help decide the events for the semester. Find other tech events going on.
|
||||
- Assist events officer in organising and planning mainly tech events. If needed, be sure to help in other events.
|
||||
- Come up with potential projects for the society to make.
|
||||
- Suggest possible new equipment the society should buy.
|
||||
- Help develop Skynet on an interim basis.
|
||||
|
||||
### Guide
|
||||
- As the main "tech guy" be ready to assist, whether small (getting cables, setting up equipment) or big (organising events).
|
||||
- Have some ideas for tech related events, have a few in mind so you can be better prepared for future events and get it done early.
|
||||
- In my role I was making presentation on various topics such as OpenStreetMap, Software Licensing, Git.
|
||||
- In my opinion it's easier to cover topics on things that interest you and that is tech related, people can see you're passionate and will be interested.
|
||||
- Can use various website for events like Advent of Code, various Capture The Flag websites.
|
||||
- Do a short evaluation of after each event. What went right/wrong? What to Improve? etc.
|
||||
- Ideally don't do slides an hour before the event, get some practice and go over it a few times.
|
||||
|
||||
### Summary
|
||||
It is a fairly easy role depending on how much you want to bring to the table, whether you want to make more programming/technical events or for it to be more educational.
|
||||
The power is in your hands, and the sky(net) is the limit. You have lots of flexibility to do whatever you would like to do and shape the events.
|
||||
The role has you doing a wide variety of things, can be from organising events, creating challenges, making slides/posters, tinkering with Skynet, general organisation.
|
||||
Main part is, have fun! Play around with new things, you have the infrastructure and the power to do so.
|
||||
|
|
@ -1,99 +0,0 @@
|
|||
## PRO
|
||||
#### Kaiden Terranova Patrick Foley
|
||||
|
||||
### Duties
|
||||
Ok so for this section there will be a number of different ways of doing this as you may have a number of assistants it may just be yourself right now who knows, but I hope you have a number of people with ye
|
||||
|
||||
#### General Overview
|
||||
Do emails for everything the other people on committee may want posters for everything but that is very difficult and if you've the free time go for it but as a baseline have at least emails sent out to every one each time there is an event on.
|
||||
|
||||
##### Emails
|
||||
- The emails should just have the information that anyone thinking of joining needs to know and maybe some extra little bits that are easy to add as these will basically be like articles in a newspaper
|
||||
- The way you should send these to the members of the club is through the wolves site
|
||||
- Now I will mention this everytime as it is so important but please try to involve other people in checking your work so this means posting it in the discord before publishing it and being able to accept and adapt to the criticism given
|
||||
|
||||
##### Posters
|
||||
- Posters sometimes these are necessary right now the software that seems to be used is Canva. Sorry but I am bad at making posters as such I have no good advice for helping with making posters.
|
||||
- So I think the basics are the same as with Emails remember to have the basic information on every Poster and then try to make it unique and styled for the event.
|
||||
- Now I will mention this everytime as it is so important but please try to involve other people in checking your work so this means posting it in the discord before publishing it and being able to accept and adapt to the criticism given
|
||||
|
||||
- [ ] Time
|
||||
- [ ] Place
|
||||
- [ ] Event
|
||||
- [ ] Whats' Happening
|
||||
- [ ] Who is Speaking
|
||||
|
||||
Now this is almost definitely not a full list, and it doesn't even get into the actual mechanics of making a Poster as such please modify it however you need.
|
||||
|
||||
##### Social Media
|
||||
- Check the social media currently Computer Society has discord, Instagram, these have been left dormant for about a year
|
||||
|
||||
- This is something that we have been bad at recently so when you have free time you can look into getting the details for the social medias and starting to use them again.
|
||||
- Now I will mention this everytime as it is so important but please try to involve other people in checking your work so this means posting it in the discord before publishing it and being able to accept and adapt to the criticism given
|
||||
|
||||
##### Photography
|
||||
|
||||
- Take pictures at the different events
|
||||
- You can use these in your posters so if you need a simple poster find some of the old photos and use this as background
|
||||
- Computer Society has its own Camera so remember to use this as it means less hassle with stuff like gdpr and such
|
||||
- Just take a million pictures and try to remember to prepare before going to your first event
|
||||
|
||||
##### Committee Meetings
|
||||
- At every committee meeting people are going to forget that you need all the information for every event so remember to remind the secretary to write it down in the minutes and make people give some sort of estimate so that you can prepare templates or Prototypes
|
||||
|
||||
#### Levels of PROing
|
||||
|
||||
###### 1 Person
|
||||
* Emails
|
||||
* Photography
|
||||
* The Society has a camera
|
||||
* Reply to Direct Messages on Social Media
|
||||
* Discord
|
||||
* Instagram
|
||||
|
||||
###### 2 Person
|
||||
* Emails
|
||||
* Photography
|
||||
* The Society has a camera
|
||||
* Reply to Direct Messages on Social Media
|
||||
* Discord
|
||||
* Instagram
|
||||
* Posting on Social Media
|
||||
* Posters
|
||||
|
||||
If you have a second person try divide up making posters, so you can continue with doing emails and then do a poster every 3 weeks and then the others weeks could be handled by your assistant
|
||||
|
||||
For Posting on Social Media for the Majority of this all that is need is to post the Poster with the details of the event in the Description.
|
||||
Something like alt text
|
||||
|
||||
###### 3 Person
|
||||
* Emails
|
||||
* Photography
|
||||
* The Society has a camera
|
||||
* Reply to Direct Messages on Social Media
|
||||
* Discord
|
||||
* Instagram
|
||||
* Posting on Social Media
|
||||
* Posters
|
||||
* Discord Community Manager
|
||||
* Provide Digital Training for Future PRO
|
||||
* Etc.
|
||||
|
||||
At three people doing this work I feel it is doable to start trying to expand the responsibility of the position of PRO in my view that doesn't mean Talking to other Clubs and Societies as that is something that should be done by either the President if it is Social or the Sys Admin if it is technical.
|
||||
As such What I would say is to push towards making the social media easier by integrating the different accounts.
|
||||
Developing the stuff like Videos and Posters on the different aspects of PRO so that there is some amount of in-house training ready for the next Generation
|
||||
|
||||
### Guide
|
||||
Sorry a lot of information has been lost about how to do this as I have been bad at my job and haven't been able to do a lot in terms of keeping this going
|
||||
|
||||
This position is nice because you have your finger in so many different pies but the problem is if you have any trouble or something goes wrong in your life.
|
||||
This should be the first thing you drop as it is constant every week you will have a new email a new poster a new event and right now there aren't really any events that aren't unique so that makes it quite painful, but remember the other people on the committee are people they can help you.
|
||||
Two people who are good and have helped this year are Nanda and Hans.
|
||||
Nanda is the one who was good at Posters.
|
||||
Hans is good at work but very much like a computer so be specific with them, and they will be done perfectly as if there is a way to mess them up Hans will it's why he's a great computer Scientist.
|
||||
|
||||
So remember Life comes first people on committee may get mad at you that is sadly how it will go you'll have to get used to it, I am sorry
|
||||
|
||||
### Summary
|
||||
|
||||
This is a very demanding Job, and it requires a lot of time and effort, but it is doable once you remember to talk to your fellow committee members and ask for help when required. Though if it ever becomes too much remember it is ok to drop it and focus on studies or life or just yourself.
|
||||
|
|
@ -1,96 +0,0 @@
|
|||
## President
|
||||
#### Irene Lopez
|
||||
|
||||
The purpose of this document is to assist the incoming CompSoc President for the upcoming year 2024/25.
|
||||
|
||||
### Duties
|
||||
The position of president comes with the duties of running both a society and overseeing the Skynet Cluster.
|
||||
These duties include:
|
||||
|
||||
* Overseeing the running of the Computer Society
|
||||
* Coordinate the training of new committee
|
||||
* Finding resolution in cases of dispute among committee and members
|
||||
* Chair all meetings of the society and prepare an agenda for each meeting beforehand
|
||||
* Organise and manage a team of society members for both Recruitment Drives
|
||||
* Liaise with C&S Development Officer (Paul Lee) in areas that need to be discussed e.g. details for the C&S recruitment drive and Redevelopment Fund
|
||||
* Scheduling events and assigning tasks to committee, making sure all other committee members are doing their jobs and provide help when they need it
|
||||
* Ensure the growth of the Computer Society in general
|
||||
* People will approach you at events with ideas and suggestions be receptive to everything.
|
||||
Keep a list if multiple different ideas come in and try to do them and do new stuff throughout the year.
|
||||
|
||||
It is not the president’s job to do all of the work for the society, if tasks are not delegated properly or are not being carried out, you will end up with a lot of work to do and the end result for the society could be worse events.
|
||||
|
||||
### Guide
|
||||
As President, you will be responsible for the general running of the society and the committee.
|
||||
You should have a good understanding of the Clubs and Societies constitution found on wolves.ie under Resource Documents.
|
||||
Be aware that the Computer Society has its own constitution too that must adhere to. This can be found on our google drive.
|
||||
|
||||
The computer society has typically been a group of people whose common interest is computers but have interest in much wider fields.
|
||||
You need to make sure that there are things happening to keep members interested and engaged in the society.
|
||||
It doesn't always have to be deeply technical, not everyone will be interested in heavily technical meetups, even something as simple as meetups over a few pints helps keep things running.
|
||||
It is important to try and have some variety in the meetups also to ensure that everyone is interested. These meetups usually fall into one of the categories of Programming, Electronics, Technology and Social.
|
||||
We simply meet up in a location usually Room 3 (Make sure to block book it early on in September AND again in early January before college starts).
|
||||
|
||||
PR is important for the society this needs to be really kept on top of.
|
||||
Ensure consistent emails are sent out, make sure you understand how the email mailing list works.
|
||||
One tip that we found worked well was to have multiple people help out with writing the email.
|
||||
Have people write quick paragraphs on sections if they are more knowledgeable on it than the PRO and post it in the PRO chat in our Discord server.
|
||||
Use that chat as a hub to add all the info the PRO needs for the weekly emails and Instagram posts etc.
|
||||
Usually PRO sends the email to the president or put it into the PRO chat before it was sent out to the society.
|
||||
Our social media is something that should be used and maintained for the whole year.
|
||||
Also make sure that the emails do go out before the events start and keep on top of the status of how ready the email is.
|
||||
Offer to write parts of the email for the PRO or even send the email the odd week for the PRO to give them some time off.
|
||||
Also make sure to keep Wolves updated, the news and activity sections should have all the event details as well.
|
||||
|
||||
We aim to have money in the budget this year to have twenty meetups, there should also be money for two social meetups.
|
||||
The social meetups have been historically held in Scholars.
|
||||
The most important thing to remember is quality over quantity.
|
||||
Maybe plan bigger events 2 weeks in advance and skip a week.
|
||||
|
||||
Events should be organised based on the wants of the members of the computer society but try to have a variety.
|
||||
For example, if a large base would like to see how to set up WordPress, then you should try to organise a workshop on this.
|
||||
However, you can't keep everyone happy, so don't try. Your main objective is to have vision, direction and come to conclusions, not to keep the committee happy.
|
||||
You will make decisions which people will disagree with, but if you have a good committee, they will respect the differences of opinion and move on.
|
||||
It is up to you to foster the kind of intra-committee relationships that will allow respectful differences of opinion instead of destructive bickering.
|
||||
|
||||
As President, you chair the committee meetings and the societies AGM.
|
||||
On previous years, Committee Meetings were made early on the week (usually Mondays), but that didn't give much time to organise the event (Wednesday), so this year was changed to Thursdays and it worked very well.
|
||||
Ideally, all committee members should join the meeting, but it can happen that they can't attend for any reason. I would recommend you to ask them to advise you at least two hours before the meeting starts and to try not to skip many.
|
||||
You need to ensure that an agenda is prepared before each meeting and email it out to committee a few days beforehand for review.
|
||||
One recommendation is to set up the thread on Discord with some points days before the meeting, so other people can add up more points to the thread and it gives you time to prepare the agenda.
|
||||
|
||||
Committee meetings can be held in the Server Room, but being flexible is always good, so some people can join online if they can't make it in person.
|
||||
Booking a room in the library is also very easy for larger meetings, or if the building is closed.
|
||||
It's up to you to ensure all those present get a fair chance to put their point across.
|
||||
It is also important that you know what's happening within the society at all levels.
|
||||
|
||||
Since the President is frequently looked up to as the leader (even subconsciously) it is important to hold your own opinions until the others have outlined theirs first.
|
||||
Allow the discussion to develop before you bring your own opinions to the table, quite often this will be the conclusion of the discussion, with your opinion shaping the final decision of the committee rather than influencing the discussion from the outset.
|
||||
You also need to keep the committee meetings moving and not allow the committee to become “bogged down” on any one issue.
|
||||
If any other issue requires major attention a separate meeting should be called with some committee members.
|
||||
|
||||
If the society is buying stuff always try to get a discount or sponsorship as this saves us money and can count as income.
|
||||
The society has secured a lot of money in sponsorship through the years and this was done by directly contacting companies that we were planning to buy stuff from explain who we were and offer them exposure.
|
||||
It doesn’t always work but we have been very successful at doing this.
|
||||
|
||||
The budget is a very important process and should involve as many committee members as possible throughout the year, it should not be left to one person at the end of the year.
|
||||
Irregular Expenditure should be voted on by committee. You should be able to look at the submitted budget from the end of September onwards.
|
||||
Budget points are very important, and you should always be on the lookout for opportunities to gain more points.
|
||||
Points are given for Guest Speakers, High Profile Speakers, Events, Showcase Events (Big on campus events), Publicity, proper minutes, proper use of Wolves.ie, etc.
|
||||
At the end of your tenure as President, you must make sure that the incoming President is well briefed on the role.
|
||||
If possible, it is advisable to retain a role on the next committee to facilitate the transition but be wary of being a backseat President.
|
||||
If you know in advance that you won’t be seeking re-election as President, you should let the committee know this and start grooming a successor from within the current committee.
|
||||
You should work to ensure good continuity from one committee to the next.
|
||||
|
||||
As the second semester progresses you should be listening to the existing committee about their intentions for the following year, especially core positions.
|
||||
If people are not planning to take up the same roles the following year, you need to be thinking about who might replace them.
|
||||
Canvass the committee members for interest in shadowing the core positions with a view to taking over the following year.
|
||||
On this basis, it’s important to have a good crew of OCMs on board, use the less important positions to bring new people on board each year and ensure they are engaged in the work of the committee through the year.
|
||||
|
||||
### Summary
|
||||
In conclusion it’s a big job with massive responsibility.
|
||||
It will test you and you will gain new skills when dealing with people.
|
||||
Appreciate the massive work done by your committee.
|
||||
This is what makes the society great, you can always ask someone for help.
|
||||
Don’t be the one stuck with all of the work, delegate tasks.
|
||||
Best of luck and I look forward to seeing the impact you will make on the society.
|
||||
|
|
@ -1,110 +0,0 @@
|
|||
## Senior System Administrator
|
||||
#### Brendan Golden
|
||||
|
||||
The purpose of this document is to assist the incoming Senior System Administrator for the upcoming year 2024/25.
|
||||
|
||||
### Duties
|
||||
- Oversee the Skynet computer cluster.
|
||||
- Maintaining existing hardware.
|
||||
- Sourcing new hardware.
|
||||
- Improving the software.
|
||||
- Promote the cluster's use
|
||||
- Oversee development of Skynet.
|
||||
- Oversee the Root team.
|
||||
- Oversee training for junior members of the Root team.
|
||||
- Oversee communications with ITD.
|
||||
- Help develop server related skills in the general membership.
|
||||
- Manages:
|
||||
* Linux Webhost for members
|
||||
* LDAP
|
||||
* DNS
|
||||
* [Gitlab][0]
|
||||
* [Nextcloud][1] (Selfhosted Google)
|
||||
* [VaultWarden][2] (password manager)
|
||||
|
||||
### Guide
|
||||
#### Baseline
|
||||
1. Dont be a dick.
|
||||
2. You are a society committee member, so you have a basic responsibility to look after society members and other committee members and make sure events are a fun and safe environment.
|
||||
3. The core goal of the Skynet cluster is to provide services for the society.
|
||||
* These are the more visible services like the linux host/gitlab/nextcloud/....
|
||||
* It also includes training for anyone who wants to get more hands on, both administration/hardware.
|
||||
* Its not your fiefdom, everything must improve it for others, even if it takes you out of your comfort zone.
|
||||
|
||||
#### Onboarding
|
||||
##### New Committee
|
||||
1. Ensure that each committee member has a skynet account
|
||||
* If they dont then assist them through the process.
|
||||
2. Add their chosen usernames to the [nixos][3] under ``committee``
|
||||
3. Add them to the [Gitlab][4], prune non committee
|
||||
* Gitlab does have enterprise option to automagically do this, we dont have that yet
|
||||
4. Run them through the process of gaining access to the password manager: [pw.skynet.ie][2]
|
||||
* Separate but linked account is security feature, unavoidable.
|
||||
* They will gain access to the ``Compsoc`` collection of passwords.
|
||||
5. They will automatically gain access to the ``Compsoc`` folder on [nextcloud][1]
|
||||
|
||||
##### Root team - Trainee
|
||||
1. Ensure that each root member has a skynet account
|
||||
* If they dont then assist them through the process.
|
||||
2. Add their chosen usernames to the [nixos][3] under ``trainee``
|
||||
3. They will automatically gain access to the ``Skynet`` folder on [nextcloud][1]
|
||||
4. Provide training
|
||||
|
||||
##### Root team - Admin
|
||||
1. They will already have a skynet account.
|
||||
2. Add their chosen usernames to the [nixos][3] under ``admin``
|
||||
3. They will automatically gain access to the ``Skynet_Admin`` folder on [nextcloud][1]
|
||||
4. Run them through the process of gaining access to the password manager: [pw.skynet.ie][2]
|
||||
* Separate but linked account is security feature, unavoidable.
|
||||
* They will gain access to the ``Skynet`` collection of passwords.
|
||||
5. Contact ITD to get them added to the VPN.
|
||||
6. Provide training
|
||||
|
||||
##### Sr Sysadmin
|
||||
Need to figure out this process.
|
||||
My FYP next year will be primarily about this aspect.
|
||||
|
||||
#### Annual Events
|
||||
##### Sign up Fair
|
||||
{link to event guide/write up}
|
||||
|
||||
##### Renew Domains
|
||||
We have two domains, both with Blacknight.
|
||||
* ``skynet.ie`` is sponsored to us.
|
||||
* ``ulcompsoc.ie`` we have to pay for, renew for two years but check yearly.
|
||||
|
||||
##### Inform ITD that servers are up-to-date and patched
|
||||
Part of the agreement with ITD is to show them every semester that the server are patched and up to date.
|
||||
|
||||
#### Regular Events
|
||||
##### Email
|
||||
I generally check all the email accounts for new mail once a day or so.
|
||||
There is a good chunk of spam but we do get a fair few mails from alumni trying to reactivate accounts.
|
||||
|
||||
##### Reactivate old accounts
|
||||
Alumni regularly get in contact to re-activate their skynet accounts.
|
||||
Be polite and respectful when dealing with them.
|
||||
|
||||
Much of this process is covered by [renew][5] and [recovery][6] however more documentation needs to be added on how to verify users.
|
||||
|
||||
### Summary
|
||||
|
||||
This has been mostly a managerial role, involving organisation and mentorship.
|
||||
The role looks really good on a CV/LinkedIn.
|
||||
|
||||
The roles that Skynet has played over the years has changed dramatically (as outlined in the [old history][7]).
|
||||
One of the main draws for it was the email and cloud storage.
|
||||
At one point it employed 5 admins, each in charge of their own servers.
|
||||
Now in this era of DevOps each admin can do so much more while also requiring more diverse knowledge.
|
||||
This change is exciting, stressful and rewarding.
|
||||
|
||||
Brendan Golden.
|
||||
|
||||
[0]: https://gitlab.skynet.ie
|
||||
[1]: https://nextcloud.skynet.ie
|
||||
[2]: https://pw.skynet.ie
|
||||
[3]: https://gitlab.skynet.ie/compsoc1/skynet/nixos/-/blob/main/config/users.nix?ref_type=heads#L47
|
||||
[4]: https://gitlab.skynet.ie/groups/compsoc1/compsoc/-/group_members
|
||||
[5]: https://renew.skynet.ie/
|
||||
[6]: https://renew.skynet.ie/recovery/
|
||||
[7]: https://2016.skynet.ie/history.html
|
||||
|
|
@ -1,86 +0,0 @@
|
|||
## Treasurer
|
||||
#### Eoghan Conlon
|
||||
|
||||
The purpose of this document is to assist the incoming Treasurer for the AY2024/25
|
||||
### Duties
|
||||
The main duty of the treasurer of UL Computer Society is to manage the finances of the society, so that the society can
|
||||
grow. This may involve the following tasks:
|
||||
* Transferring the **bank mandate** and online banking details with Bank of Ireland (<u>BoI</u>).
|
||||
* Planning income and expenditure for this year (income / (expenditure + projections) = **1 + 2 ratio**)
|
||||
* Requesting capitations after large purchases
|
||||
* Ensuring we use our capitations
|
||||
* Projecting expenditure for next year
|
||||
* Uploading all receipts and bank statements to UL Wolves website
|
||||
* Ensuring our budget points stay intact
|
||||
* Issuing invoices e.g. for the C&S Fair
|
||||
* Ensuring we receive sponsorships where relevant
|
||||
* Collecting money from members (event fees, memberships)
|
||||
* Lodging in cash to Bank of Ireland branch (beside Spar by the Flagpoles)
|
||||
* Collecting the post
|
||||
* Keeping the bank documents in order
|
||||
* Planning the budget part of the trip and making a projection early, if you are planning one
|
||||
* Doing the annual budget before the deadline in May.
|
||||
* Attend the yearly treasurer's workshops
|
||||
* Attend some C&S Council meetings
|
||||
|
||||
### Guide
|
||||
As Treasurer, you are in charge of the society's finances. You need to make sure the committee makes good financial
|
||||
decisions. Sometimes this means telling them to save money, other times you have to encourage them to spend it. It's
|
||||
important to use the capitation funding for activities that benefit the society so that we can get enough funding in the
|
||||
future.
|
||||
|
||||
I mentioned in duties that you are to attend the yearly treasurer's workshops, these dates will be communicated with
|
||||
committees some time in advance of the workshops. I would advise you to attend, but it is possible that if you are on work
|
||||
placement and are unable to attend the workshop yourself to ask another committee member to attend in your stead.
|
||||
|
||||
All receipts must state paid, or be obvious that it is paid, examples of this are:
|
||||
* Invoices that state that there is no balance remaining, or mark that they have been paid in some way shape or form
|
||||
* Receipts from shops that either state card payment or cash payment
|
||||
* Electronic bus tickets if required for a trip.
|
||||
|
||||
On receipts, get them uploaded to the Nextclod drive in the with the name format ``YYYYMM-{Event}-{Person}.{extension}``
|
||||
and upload them to wolves on a regular basis as they may be worth budget points (8 total, 4 per semester, 2 per quarter).
|
||||
Unfortunately budgets only get released around week 3 or 4 as capitation available is based on attendance at the admin
|
||||
seminars in weeks 1 and 2 of each semester.
|
||||
|
||||
Mentioning the admin seminars above, as a core committee position, you, along with the other core positions, (President,
|
||||
Secretary, PRO & HSO) must make up one of the 2 attendees at C&S Council, so if it is possible for you to attend some of
|
||||
them please do so, the other attendee just has to be a committee member.
|
||||
|
||||
After the AGM, you have to begin the process of getting the change of admins on the Bank Account, these are at least the
|
||||
President and you, sometimes we have the secretary, though it is possible for another core committee position to take the
|
||||
place of either the President or secretary as signatory if required. There is more information in regard to this on Nextcloud
|
||||
due to the nature of the information.
|
||||
|
||||
It is also your responsibility to invoice C&S for the networking services that we provide at the C&S fairs each semester,
|
||||
we are to bill them €2500 after the second semester one, there are more details available on the document on Nextcloud
|
||||
where I go into specifics on it. The template for the invoice will be on Nextcloud too.
|
||||
|
||||
We need to remember to keep arround €2000 in the bank account as a float for purchases. This money must be replaced every
|
||||
year.
|
||||
|
||||
When making large purchases, it must be added to the 3-year plan. Purchases are made first by a committee member and then
|
||||
they are paid back, generally by Electronic Funds Transfer to the committee member.
|
||||
|
||||
There are 2 types of events where we would be accepting payments, trips and fundraisers. For trips, I would advise that
|
||||
we use the Stripe payment facility available through the event on UL wolves, while there is a charge applied to this by
|
||||
Stripe, it makes things easier on our end as we don't have to keep track on who had paid and who hasn't paid. As for the
|
||||
fundraising events, we can accept cash or electronic payments. Cash is simple enough, you take the **lockable** lock box,
|
||||
while for electronic payments, we have 2 options, we can go out and get one of the sum-up readers and set up the account
|
||||
with Lisa in the C&S office, or we can use a committee member's revolut account and then transfer the money into the bank
|
||||
account then.
|
||||
|
||||
If you are in doubt about anything, ping Eoghan (eoghanconlon73), or the advisors role on Discord for help.
|
||||
|
||||
### Plans
|
||||
Last academic year, we had a plan get delayed where we were applying to the Strategic Fund that C&S had, to back up our
|
||||
application we had to get sponsorship ammounting to 25% of the cost (€700), unfortunately, due to this delay, the money
|
||||
has been left in the account, this money is **NOT TO BE TOUCHED** under any circumstances, unless plans end up changing
|
||||
next semester with the agreement of all parties involved. Should that happen ping me for the contact at NetApp so you
|
||||
can run it by them. Hopefully there will be news re. this over the summer.
|
||||
|
||||
### Summary
|
||||
The Treasurer is one of the most important roles on committee, it helps with the running of the Society. Make sure that
|
||||
you keep the receipts up to date, and plan the income and expenditure, and always remember to project all the funds that
|
||||
we have available. Also remember that filling in the Budget is a team effort, get help with it. Most importantly enjoy
|
||||
your time on committee. Best of luck for the upcoming academic year!
|
||||
Loading…
Add table
Add a link
Reference in a new issue