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Online Engagement Toolkit

Here to help you carry on online

The current global health pandemic that we find ourselves in has led to new challenges for our Societies, but we at Beds SU believe that there are loads of ways for our student communities to come together. 

We've pulled together (and will be continuously adding to) the following information, designed to help you along in our "new normal". We'll also be adding examples of good practice amongst other Societies to give you inspiration: it's not stealing, it's following best practice!  


Holding meetings online: Microsoft Teams

Beds SU can now set up a Microsoft Teams group for your society to enable you to hold your regular meetings and online activities / events.
Your society will be able to chat there both in video call and in text, share documents etc, and it keeps a record of when meetings were held and who attended (in case of complaints). This way, you would be able to hold meetings whenever convenient to you.

Some of the items we have added in the setup include:

  • Different “channels”/thread for each project
    • Each has their own file storage spaces
    • Each has their own “to do list” app
  • A private channel for Committee and within that:
    • All "society committees' hub" forms and templates available as the webpage - embedded
    • Files/to do lists for just committee members

Each thread can have chats and video calls as well. 
Teams also comes with a mobile app so you don’t need to be on the computer to use it.

Beds SU staff/authorised external speakers, can be added to enable you to get hold of us whenever you need, we might not be able to answer you instantly, although we will see your message much faster than an email. 

If you and your committee/members would like a tour to look around the benefits of a Teams group space for all your meetings/events/avtivities/documents, please contact us

Holding meetings online: Beds SU Zoom Account

Beds SU has paid for a Zoom account so that you can host meetings for more than 40minutes, without fear of the dreaded countdown! You can book the Zoom account, just as you would book a room: use the Room/Zoom booking form to get your meeting in the diary.

 

Please remember that you will have signed to say that you have read and understood our Virtual Risk Assessment and there are some very important guidelines in here for committee members (for example, you must not give someone else the "host" of the meeting). Do let us know if you would like to revisit any of these guidelines.

Bedford Christian Union

“Bedford Christian Union have been meeting weekly using Zoom, in fact meeting online has meant that the group has been able to reach out to members on other campuses, bringing together students who share faith across all UoB campuses”

Enactus Bedfordshire

“Enactus Bedfordshire have been meeting weekly using Zoom, to enable them to continue working together on their latest project with Enactus UK”

We've found Zoom super easy to use and there are loads of short tutorials online to help you learn the basics. Here are some of our favourites:

 


Collecting Money online

Your minisite at bedssu.co.uk/groups allows you to collect funds from your members digitally, without using any third party sites that might breach our data protection policies. By setting up a "Ticket" you can 'sell' anything to your members, or the wider student body; whether you are charging for admission to a special event to cover guest speaker costs, encouraging everyone to buy society hoodies, or collecting charitable donations for a fundraising event, you can set this up as a "Ticket" and then Beds SU handles the rest.

 

If you have completed your training/refresher training and acknowledged understanding of your data protection reponsibilites, you should already have access to this section of your minisite: please contact us if you think you should have access.

 


Advertising Events online

Your minisite at bedssu.co.uk/groups allows you to list and advertise your events to your members and prospective members of the society. Events listed on your minisite will also display on the front page of the Beds SU site which is a brilliant way to spread the word about your society. And remember, you get £1 for every member that joins in 2020/21 until our funding pot runs out, so "the more, the merrier"!

 

If you have completed your training/refresher training and acknowledged understanding of your data protection reponsibilites, you should already have access to this section of your minisite: please contact us if you think you should have access.