Exec
These are the exec roles open for elections for 2020-21 (See below for descriptions of roles):
President
The President is the figurehead of the club as a whole - representing both SCUBA diving and underwater hockey. You are responsible for everything and everyone on the executive committee. This includes ensuring the smooth running of the club on a day to day basis, and also innovating to help improve the club. You and the Treasurer are the only individuals able to approve money request forms.
The President and the Secretary work together to organise exec meetings and you are the chair of said meetings. You are also the chair of the BSAC branch (need to have BSAC membership). It is good to be included in correspondence with anyone outside of the club so you know what is going on and can help where issues arise. There are always new challenges to overcome as a club, and the President is there to support the club and the rest of the executive committee.
Secretary
Your main roles as Secretary will revolve around the behind the scenes administration required to keep the club running smoothly. A lot of the work is centred around setting up the club’s regular exec meetings - finding a timeslot when as many exec members as possible can attend (not an easy task), and working with the President to produce an agenda. You then need to take minutes for the meeting, so the exec and the rest of the club have a record of everything that was discussed.
You are also the club secretary for BSAC (need to have BSAC membership), responsible for keeping track of BSAC memberships for members that require them, and making sure that they are renewed before they elapse (BSAC will send you emails listing members up for renewal). Given that your role spans many aspects of the club, it is likely you will be asked to help out with additional tasks wherever required; examples having included setting up clothing orders, booking campus rooms for events, or assisting the publicity officer with producing promotional materials such as flyers and business cards.
Treasurer
As Treasurer, you will need to work with the rest of the exec to ensure the club always has the funds available to support both octopush and diving. The club is required to submit an SU Handover Pack at the start of Term 3, and this is when you also put in the club’s grant requests. By this stage, you need to make a forecast of expected expenditure for both sports and ensure that any extra spending can be covered by grants. All expenditure will go through you and the President, and you’ll need to track it to make sure all money is accounted for. There will be future opportunities to apply for money due to unexpected difficulties/costs, for example the Club Development Fund (up to £1000 a year). You will have to lead on such funding applications as and when required, along with the help of other exec members of whom it relates to.
Octopush Officer
The Octopush Officer acts as our team captain, responsible for running octopush sessions and deciding where we compete and who makes the team(s). You also communicate with the British Octopush Association. The person in this role needs to be friendly and patient to make beginners feel welcome while also assisting advanced players continue in their development. The octopush officer will need to sign up as an Activator with Warwick Sport and run the Rock Up and Play sessions on Sundays 5-6pm (gets you a discount on Warwick Sport membership!).
Octopush Secretary
The Octopush Secretary supports the captain in running sessions, and handles paperwork related to the SU (planning packs, risk assessments etc.). You need to be organised and good at working to deadlines.
Other work that should be split between the two Octopush roles includes deciding whether new kit needs to be bought, deciding whether to attend extra tournaments/arranging transport and accomodation for those tournaments, and communicating with other clubs about extra sessions.
(Diving) Training Officer
The Training Officer plays a vital role in our club, they are responsible for organising any and all training for SCUBA Divers, including the theory lectures, pool sessions, and the week long Cornwall trip. They are responsible for communicating with our volunteer instructors, as well as the Equipment Officer to make sure we have enough air and equipment available for training.
In order to run for this role, a good understanding of the BSAC Training Syllabus is necessary. It is therefore suggested that candidates have achieved Sports Diver or higher in the BSAC Diver Progression. It would also be beneficial if the candidate held an instructor qualification, however this could be developed as part of the role by attending a BSAC Instructor Foundation Course to further their knowledge.
(Diving) Equipment Officer
The Equipment Officer is responsible for maintaining and organising the clubs SCUBA kit, so that it is in a suitable state for use. This requires tracking the servicing dates of equipment and scheduling maintenance when needed, while keeping clear records. The Equipment Officer is also required to assist in the SU Handover Pack in Term 3 of each year, particularly with the inventory and valuation of the clubs equipment, and budgeting for future purchases and maintenance.
(Diving) Expeditions Officer
The Diving Expeditions Officer is in charge of planning and organising all SCUBA diving trips the club goes on. This requires consideration of all aspects of these trips, both in and out of the water, including the provision of club-owned hired kit, and arranging accommodation and boat charter where appropriate. There is a very wide range of scope in terms of the length of trips, and their location (they can be both domestic and abroad) - usual trips carried out include frequent outings to Stoney cove in Leicestershire, and weekend trips to dive sites throughout the UK. This position also involves liaising with the SU to complete an event planning pack ahead of every trip. To carry out this role, previous experience in both diving and trip planning is recommended.
Social Secretary (x2)
The social secretary is in charge of organising and running social events as well as being a default friend to all members of Sub Aqua. On top of general exec responsibilities, the Social Secretaries are there to encourage socialising of all participants of both sports to make the club more integrated. This is vital to keeping both sides of the club in a close relationship, and ensuring new members can integrate in as quickly as possible.
Publicity Officer
This role (previously Webmaster) is in charge of the publicity of the club, primarily through the website and its social media accounts. The website is very user friendly, and only needs a major update annually, with smaller updates and additions throughout the year. Previously social media has fallen under both Social Secretary and Webmaster, but with the role shift this will primarily be your responsibility. A large part of this role will be done in Term 3 and over summer to make the promotional materials (videos, flyers and business cards) for sports fair. The club has a go-pro which can be used to film footage of both sports, socials and trips. Some experience with social media/video editing is useful, but not entirely necessary (can be easily learned).
Club Development Officer
This is a new role for the year of 2020-21. This role involves fulfilling as many points relating to Sports Mark as possible. The person in this role will be spearheading the development and expansion of the club. This includes improving participation, competition and community aspects of the club’s activities. In doing so, this will help build relationships with other clubs on and off campus, and the SU. The CDO will also take charge of the club’s charitable and voluntary efforts, working with the other exec to ensure the club lives up to its obligations in these areas.
Additional roles (held by exec members):
Postgraduate Officer
This is an add on to one of the roles listed above encouraging and enhancing experience for all postgraduates across campus.
Welfare Officer
This individual attends welfare training, and is there for anyone who requires a listening ear or signposting to further support. Try to keep an eye on vulnerable individuals and also help improve inclusivity within the club. If you are comfortable in doing so, approach people if they suspect something to be wrong, and talk to such members in confidence unless the problem should be detrimental to their mental or physical health - in which case, they may need professional help.
Diversity and Equal Opportunities Officer
This individual ensures the club is welcoming to all and provides equal opportunities for participation and involvement. They aim to promote diversity within our club.
- President
- Secretary
- Treasurer
- Octopush Officer
- Octopush Secretary
- (Diving) Training Officer
- (Diving) Equipment Officer
- (Diving) Expeditions Officer
- Social Secretary (x2)
- Publicity Officer
- Club Development Officer
President
The President is the figurehead of the club as a whole - representing both SCUBA diving and underwater hockey. You are responsible for everything and everyone on the executive committee. This includes ensuring the smooth running of the club on a day to day basis, and also innovating to help improve the club. You and the Treasurer are the only individuals able to approve money request forms.
The President and the Secretary work together to organise exec meetings and you are the chair of said meetings. You are also the chair of the BSAC branch (need to have BSAC membership). It is good to be included in correspondence with anyone outside of the club so you know what is going on and can help where issues arise. There are always new challenges to overcome as a club, and the President is there to support the club and the rest of the executive committee.
Secretary
Your main roles as Secretary will revolve around the behind the scenes administration required to keep the club running smoothly. A lot of the work is centred around setting up the club’s regular exec meetings - finding a timeslot when as many exec members as possible can attend (not an easy task), and working with the President to produce an agenda. You then need to take minutes for the meeting, so the exec and the rest of the club have a record of everything that was discussed.
You are also the club secretary for BSAC (need to have BSAC membership), responsible for keeping track of BSAC memberships for members that require them, and making sure that they are renewed before they elapse (BSAC will send you emails listing members up for renewal). Given that your role spans many aspects of the club, it is likely you will be asked to help out with additional tasks wherever required; examples having included setting up clothing orders, booking campus rooms for events, or assisting the publicity officer with producing promotional materials such as flyers and business cards.
Treasurer
As Treasurer, you will need to work with the rest of the exec to ensure the club always has the funds available to support both octopush and diving. The club is required to submit an SU Handover Pack at the start of Term 3, and this is when you also put in the club’s grant requests. By this stage, you need to make a forecast of expected expenditure for both sports and ensure that any extra spending can be covered by grants. All expenditure will go through you and the President, and you’ll need to track it to make sure all money is accounted for. There will be future opportunities to apply for money due to unexpected difficulties/costs, for example the Club Development Fund (up to £1000 a year). You will have to lead on such funding applications as and when required, along with the help of other exec members of whom it relates to.
Octopush Officer
The Octopush Officer acts as our team captain, responsible for running octopush sessions and deciding where we compete and who makes the team(s). You also communicate with the British Octopush Association. The person in this role needs to be friendly and patient to make beginners feel welcome while also assisting advanced players continue in their development. The octopush officer will need to sign up as an Activator with Warwick Sport and run the Rock Up and Play sessions on Sundays 5-6pm (gets you a discount on Warwick Sport membership!).
Octopush Secretary
The Octopush Secretary supports the captain in running sessions, and handles paperwork related to the SU (planning packs, risk assessments etc.). You need to be organised and good at working to deadlines.
Other work that should be split between the two Octopush roles includes deciding whether new kit needs to be bought, deciding whether to attend extra tournaments/arranging transport and accomodation for those tournaments, and communicating with other clubs about extra sessions.
(Diving) Training Officer
The Training Officer plays a vital role in our club, they are responsible for organising any and all training for SCUBA Divers, including the theory lectures, pool sessions, and the week long Cornwall trip. They are responsible for communicating with our volunteer instructors, as well as the Equipment Officer to make sure we have enough air and equipment available for training.
In order to run for this role, a good understanding of the BSAC Training Syllabus is necessary. It is therefore suggested that candidates have achieved Sports Diver or higher in the BSAC Diver Progression. It would also be beneficial if the candidate held an instructor qualification, however this could be developed as part of the role by attending a BSAC Instructor Foundation Course to further their knowledge.
(Diving) Equipment Officer
The Equipment Officer is responsible for maintaining and organising the clubs SCUBA kit, so that it is in a suitable state for use. This requires tracking the servicing dates of equipment and scheduling maintenance when needed, while keeping clear records. The Equipment Officer is also required to assist in the SU Handover Pack in Term 3 of each year, particularly with the inventory and valuation of the clubs equipment, and budgeting for future purchases and maintenance.
(Diving) Expeditions Officer
The Diving Expeditions Officer is in charge of planning and organising all SCUBA diving trips the club goes on. This requires consideration of all aspects of these trips, both in and out of the water, including the provision of club-owned hired kit, and arranging accommodation and boat charter where appropriate. There is a very wide range of scope in terms of the length of trips, and their location (they can be both domestic and abroad) - usual trips carried out include frequent outings to Stoney cove in Leicestershire, and weekend trips to dive sites throughout the UK. This position also involves liaising with the SU to complete an event planning pack ahead of every trip. To carry out this role, previous experience in both diving and trip planning is recommended.
Social Secretary (x2)
The social secretary is in charge of organising and running social events as well as being a default friend to all members of Sub Aqua. On top of general exec responsibilities, the Social Secretaries are there to encourage socialising of all participants of both sports to make the club more integrated. This is vital to keeping both sides of the club in a close relationship, and ensuring new members can integrate in as quickly as possible.
Publicity Officer
This role (previously Webmaster) is in charge of the publicity of the club, primarily through the website and its social media accounts. The website is very user friendly, and only needs a major update annually, with smaller updates and additions throughout the year. Previously social media has fallen under both Social Secretary and Webmaster, but with the role shift this will primarily be your responsibility. A large part of this role will be done in Term 3 and over summer to make the promotional materials (videos, flyers and business cards) for sports fair. The club has a go-pro which can be used to film footage of both sports, socials and trips. Some experience with social media/video editing is useful, but not entirely necessary (can be easily learned).
Club Development Officer
This is a new role for the year of 2020-21. This role involves fulfilling as many points relating to Sports Mark as possible. The person in this role will be spearheading the development and expansion of the club. This includes improving participation, competition and community aspects of the club’s activities. In doing so, this will help build relationships with other clubs on and off campus, and the SU. The CDO will also take charge of the club’s charitable and voluntary efforts, working with the other exec to ensure the club lives up to its obligations in these areas.
Additional roles (held by exec members):
Postgraduate Officer
This is an add on to one of the roles listed above encouraging and enhancing experience for all postgraduates across campus.
Welfare Officer
This individual attends welfare training, and is there for anyone who requires a listening ear or signposting to further support. Try to keep an eye on vulnerable individuals and also help improve inclusivity within the club. If you are comfortable in doing so, approach people if they suspect something to be wrong, and talk to such members in confidence unless the problem should be detrimental to their mental or physical health - in which case, they may need professional help.
Diversity and Equal Opportunities Officer
This individual ensures the club is welcoming to all and provides equal opportunities for participation and involvement. They aim to promote diversity within our club.