3 rd Series: Building An Active SASCO Branch.

Part One: Building an Active SASCO Branch 1. The Branch and the Student Body 1.1. Alliances and Sectors. Organising and Political Development Collectives 2004. 3 rd Series: Building An Active SASCO Branch. There are thousands of students studying at tertiary institutions throughout the country. Of these, SASCO has a few hundred students who are members and supporters on every campus. As a student organisation committed to transformation of tertiary education, we have to extend our influence over these thousands of students and the general population (academics, workers, administration etc.) by seeking alliances with Sectoral and other organisations. There are two forms of alliances that we can make: & Alliances with organisations that would support us around specific issues. We need to involve these organisations in specific campaigns and projects around issues of common interest. & Alliances with organisations that share our own political vision. Organisations that share our vision of transformation need to be drawn into a progressive bloc that would strengthen our role in the transformation forums. 1.2. Campaigns and Projects: SASCO will only be a force on campuses if we run campaigns that involve students and achieve results. Campaigns and projects offer us the opportunity to increase our profile on campuses and recruit new members. 1.3. Information and Educating the Student Body: The SASCO branch must ensure that students are informed and educated on matters affecting them. Students need to be kept informed on: Negotiations and other representations we make on their behalf. Transformation. 1

Current political developments that affect them. New laws and rights that affect them. Organising and Political Development Collectives 2004. This can be done through meetings, talks at clubs and societies and other organisations as well as through pamphlets. Wee can also invite elected public representatives (MP s, MPL s, Councillors) and civil servants to share information with students. 1.4. Lobbying. To lobby simply means to influence people so that they start working for the same goals as you. There are many ways to do this. You can make formal submissions to the administration or the relevant level of government on any issue or problem. It helps if there are many organisations that support your submission. The way you present your submission is important and you should have clear facts and proposals. You can also use informal ways of influencing people. Invite them to your meetings and campaign events. Involve them in student consultation meetings. Send them information, letters and briefings. Send delegations to their offices. Talk to them at social events. Use other people wit influence (like their colleagues and friends) to do the lobbying for you. 2. The Branch and Members/Supporters: 2.1. Branch Meetings. If we want active members we must make sure that members get something out of the meeting and their membership of SASCO. Branch meetings should be used for four main reasons: v To inform, educate and seek clarity on matters affecting the students. v To inform and educate members about political issues. v To involve them in branch projects and campaigns. v To entertain and provide a social circle for members. When we plan activities and draw up meeting agendas, we must bear this in mind. 1. Welcome and introductions 5 min. 2. Report from BEC: share information and focus on issues that need discussion 10 min. 3. Discussion on the report 20 min. Do s 4. and Guest Don ts Speaker for on meetings. a current issue 15 min input and 15 min for questions. 5. Branch plans: Plenary or group discussions on programme of action 30 min. 6. Summary and allocation of key tasks 15 min. DO: 7. Closure and set date for the next meeting. 8. Refreshments. ü Publicize details of the meeting in advance. 2

ü Have a clear agenda and explain the purpose of the meeting. ü Always start meetings by asking new members to introduce themselves and making them feel welcome. ü Invite a guest speaker to speak on a current issue encourage questions and debate. ü Focus the rest of the agenda on program of action and keep reports short. ü Present clear proposals and plans for discussion, otherwise the meeting will be too loose. ü Encourage participation by breaking into small groups or ask people to speak to each other about the topic and then take a few suggestions. ü Ask for volunteers for tasks to give everyone something to do and make them feel useful. ü Set-up a recruitment table. ü Always serve some tea or cool drinks afterwards so that members have time to socialise. DON T: Allow the executive to dominate the meeting. Let the meeting get out of control. Bore people with reports and administrative issues that can be dealt with by the BEC. Allow conflicts to disrupt the meeting. Rather adjourn the meeting and deal with conflict in private. 2.2. Involving members in Projects and Campaigns. Meetings are only a very small part of the work of SASCO. Our main aim is to be a force for Transformation and it is very important that our members are actively involved in campaigns and projects. Members, who are active, feel wanted and will stay with the organisation and become real activists. As SASCO we have identified many campaigns and projects. Set-up sub-committees for different campaigns and projects. Get a BEC member to take responsibility for the committee and encourage members to join and to do the work. 2.3. Political Education and Information. Our members need ongoing political education and information about political developments to: Strengthen their commitment to the democratic movement. Enable them to participate in policy debates within SASCO. Build future leaders for SASCO. Enable them to defend and articulate SASCO policies. 3

Political education should be part of branch work. It should target the whole active membership in general ways as well as small groups who want intensive discussions and study. Here are some ideas: Have an input or debate on current political developments at every branch meeting. Distribute discussion papers at branch meetings. Form interest groups or sub-committees to study specific issues. Form study groups for members who are interested in political theory. 3. The BEC. The BEC is responsible for: Planning the work of the branch. Following up on the tasks and projects. Liasing with other organisations. Relating to the REC, PEC and NEC. Receiving and sending information. Membership system. Finance and Administration. 3.1. The Branch Executive Committee Meeting. The BEC meeting is a good mixture of business and strategising. The BEC should deal with all correspondence and administrative issues and only take important and interesting things to the branch meeting. Sample Agenda for BEC meetings: 1. Welcome and introduction. 2. Review tasks set at the last meeting: check minutes. 3. Report on tasks and meetings attended. 4. Discuss problems/challenges/difficulties the branch is facing. 5. Information from REC, PEC or NEC and any correspondence received. 6. Political and news update. 7. Plans for way forward and new tasks. 8. Next Meeting. Tips for good BEC Meetings: & Set a regular time and day for meetings. & BEC should meet once fortnightly [you can hold extended exec meetings to involve active branch members in some BEC discussions]. & Have a clear agenda and allocate time to different items. 4

& Keep records short. & Chairing should be firm, while keeping a friendly and informal atmosphere. & Keep good minutes that record all decisions and tasks. 3.2. BEC Portfolios and Tasks. This section looks at the key tasks of the branch Chairperson, Secretary and Treasurer. Other BEC members need to concentrate on their individual portfolios as captured in the constitution and assist with some of the other executive functions. 3.2.1. Chairperson and Key Tasks. q Convenes and chair all BEC meetings and branch meetings. q Assist in drawing up of agenda for BEC and Branch meetings. q Represent the SASCO branch at meetings of other organisations. q Interact with other organisations. q Together with the Secretary and the Treasurer be responsible for branch money. 3.2.2. Secretary and Key Tasks. q Assist in drawing up the agenda. q Inviting branch members and ensuring their attendance at meetings and work in their sub-committees is carried out. q Sends out meeting invitations/circulars. q Keeps minutes of meetings and all other records and documents. q Deals with correspondence and responds to invitations. q Writes branch reports and receives information from REC, PEC and NEC. q Books venues and arranges refreshments. q Assist the chairperson to interact with other organisations. q Remind people of their tasks between meetings. q Respond to members queries and needs. Basic Administration System 1. Minutes! Keep all minutes in one book and always bring the book to the BEC and Branch General Meetings.! Record the names of people who attend the BEC and Branch General attendance, send a register around and simply record the number in the minute book.! Minutes must record: 1. The Date of the meeting and who attended. 2. Main points of discussion and reports. 3. Decisions and action to be taken 4. Who must do what tasks and by when. 5

5. When is the next meeting (date, time and place).! Minutes can have the following headings: 1. Present and apologies. 2. Reports. 3. Information from the REC, PEC and NEC. 4. Discussion on reports. 5. Decisions and tasks (programme of action). 6. Next meeting. 2. Documents. Organising and Political Development Collectives 2004. & Many policy and discussion documents may come to the BEC. & If possible, make copies for people who are interested. & Take the documents to branch meetings or have small discussion groups where people can work through them. & Always keep a copy for branch records. Try to file documents according to their topics. 3. Correspondence. & It is very important to keep copies of all letters you send or receive. & The easiest system is to have two files one for letter you have received and the other for the letters you sent. & Keep in order of their dates with the latest ones at the front of the file. & File regularly. 4. Reports. & Use the report form at the end of this manual to record what your branch has done each month. The form should be copied so that you have one for each month. & Fill it in at the end of each month and send it to the REC and PEC. & The PEC will use it to see what your branch problems, needs and activities are. 3.2.3. Treasurer and Key Tasks. q Open a branch account jointly with other mandated BEC members. q Bank and write down incoming money. q Record all expenses. q Collect all receipt and invoices and keep them safe. q Draw up financial reports. q Co-ordinate fundraising for the organisation. Some Fundraising Ideals. v Remind all members to pay their subscriptions. 6

v Ask those members who can afford it to contribute a little extra money every month. This can be done through bank stop order. v Raffles. v Cultural and musical events. v Parties or discos with small entrance fee and lots of food and drinks for sale. v Donations from business in cash or in kind. Forms for Financial Statement. INCOME AND EXPENDITURE STATEMENT FOR (dd, mnth, 2004) Income Expenses Balance from last month Catering Membership Fees Office Allocations from SRC Transport Donations Media Fundraising Venue Total.... Balance.. (Income minus expenses) Balance in Bank Balance in Cash Part Two: Political Planning In this Section we will cover how to: " Assess needs. " Analyse problems. " Set priorities and goals. " Identify points of power and influence. " Strategise and plan action to achieve your goals. 1. Campus Audits. Get the facts about your campus the Students their problems and concerns, organisations, your allies and opponents, in fact every bit of information that will assist you to achieve both your tactical and strategic objectives without compromising your principles. 2. Problem Analysis. Analyse the problems in terms of their causes and possible solutions. 7

3. Prioritise issues and set clear goals. Organising and Political Development Collectives 2004. Decide which issues and problems must be tackled first and set goals for exactly what you want to achieve. 4. Identify key points of influence and power. For each of your goals, work out who controls the resources and has the power to make decisions and who can influence those with power. 5. Work out a broad strategy and action plan to achieve goals. Discuss a broad strategy for how to overcome the problems and achieve your goals. Then work out a specific action plan for each that has clear timeframes and tasks. Step 1: Campus Audit 1. People How many students are registered? How many are women? How many stay in Res? How many are first year? How many students are: African? Coloured? How many Academic staff? How many non- academic? 2. Organisations and Societies. List the Student Organisations in your campus: NAME RELATIONS TO SASCO NUMBER OF MEMBERS List of Clubs and societies: NAME NUMBER OF MEMBERS 3. Allies and Opponents. 8

List the ten most powerful people in administration and tick the relevant block. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. NAME POSITION ALLY NEUTRAL OPPONENT Academics. List Academics who are allies to SASCO NAME DEPARTMENT SRC Number of SRC members Number of SASCO on SRC Identify other allies on the SRC 4. Problems Financial: 9

Social: Libraries and study facilities: Leisure and sports facilities: Residence and Accommodation: Transport: Food: 10

Step 2: Analyse problems and solutions. In this section you can use the form below to analyse the main problems students face. Take the problems from your needs assessment and try to list the causes and the solution. Problem Cause of Problem Solution Step 3: Prioritise issues and set clear goals. You can deal with all the problems at once. Decide which are the most important problems to focus on. You can use these questions as a guide to help you decide: v How many students are affected by it? v Can anything be done to deal with the problem? v Are there other problems that should be solved first? v What do we want to achieve (short term)? v What wider effects will it have on students (long term)? v Can we mobilise support around the issue? Once you have set the priorities you have to move from your aims to specific goals. A specific goal must state exactly what you want to achieve (numbers) and should have a deadline (date). 11

Use the form below to list your priorities and write down your goals for each issue: PRIORITY ISSUE: 1. GOALS: 2. 3. 4. 5. Part 3: SASCO Structure. NATIONAL CONGRESS NEC PEC REC Branch Representatives Congress Secretariat (Non-Voting) SASCO Convocation (Non-Voting) National Executive Committee. National Office Bearers Provincial Chairperson National General Council. NEC PEC REC Branch Representatives. National Working Committee. President Deputy President Secretary General Deputy Secretary General PROVINCIAL CONGRESS " PEC " REC " Branch Representatives Provincial Congress Provincial General Council. Provincial Executive Committee. Regional Congress Regional Council. Regional Executive Committee. Branch Annual General Meeting. Branch Executive Committee. Sasco Members. SASCO NEC 1. President. 2. Deputy President. 3. Secretary General. 4. Dep. Sec. General. 5. Treasurer. 6. Sec. for Information and Publicity. 7. Sec. for International Affairs. 8. Projects and Campaigns Officer. 9. Dep. Projects and Campaigns Officer. 10. Gender Officer. 11. Political Education Officer. 12. Education and Transformation Officer. 13. Dep. Education and Transformation Officer. 12

Treasurer and Two NEC members elected by the first NEC. National Head Office. All NEC members within the proximity of head office and staff members. 13