Start 18:10 Objective/strategies: Sustainable creation of knowledge, best possible transfer of knowledge

Part 1: Solutions of the student body Padderborn

• a. Always keep minutes of the weekly student council meetings (approx. 12 participants with 60-90min)
  • i. Fixed structure of the minutes
    • 1. correct in content
    • 2. reports from the individual committees
    • 3. reports from working groups, what's new, to be discussed in a larger group
    • 4. work through the agenda, current events/topics
    • 5. double storage of the minutes (data backup)
• b. Creation and maintenance of guidelines
  • i. Develop instructions for action
  • ii. Sequence of events
  • iii. Create checklist with dates, deadlines, requests
  • iv. triplicate (higher priority than minutes of meetings)
  • v. 1-3 pages depending on complexity
• c. Hold closed meetings to create guidelines
  • i. Regularly put to the test after events
  • ii. Improve calculations
  • iii. Consider/incorporate evaluations
  • iv. Need for new creation

2. own development of ideas

* Report: Münster

• • Student body: 100 active members, 10 people elected
  • Student council meeting 60 people present (public, advertised by post)
  • Form teams with responsibilities
  • Important! Handover of positions
  • Support association behind the student body
  • Digital folder for the whole student body and separate folders for project groups
  • Lots of enquiries with former student representatives
  • Stay in contact with former student representatives via special groups (WhatsApp groups)
  • Writing down all items; going through them during handovers
    • Incorporating feedback
  • Slack as a communication medium
    • Subchannel possible
    • Different approach to communication via extra medium (not WhatsApp)
    • but switch to Teams because Slack is changing in a negative direction

* Hall report

• • Use Conference, same company as Trello, good combination options
  • Write task reports on posts during the term of office
  • Telegram as a means of communication → professional separation given

* Report: Dresden HTW (there is only StuRa, no student bodies)

• • Central organisation
  • Wiki
  • Website (committees, minutes, etc.)
  • Server, cloud system (internal files)

3. questions

Question 1:

• What kind of team licences
  • → presumably provided by the School

Question 2:

• Are you doing the shot party with just the elected members, so about 15 people?
  • → for all open events/whole student body

Question 3:

• Do you organise the events with your 10-15 people?
  • → Yes for 300-500 people; depending on which clubs take on some of the tasks (cloakroom)

Question 4:

• Ticket sales online or only in person?
  • → Online ticket sales (eventbrite), face-to-face ticket sales, box office
  • → Experience shows that the distribution is 50/50

Question 5:

• Variation: 5/10-50 active people, large periodic loss. Do you also have this problem, how do you deal with it?
  • → System of alumni, best to become project managers afterwards
  • → appoint project managers among the elected ones → are available as contact persons
  • → lots of documentation, but also coordination by those responsible
  • → Network drive perhaps unattractive?
  • → Keep weekly reports until documentation has taken place; weekly reminder; only then release from their organisation
  • → Network drive: Division into student representatives and departments (info/PR, study matters, etc.)
  • → first mentoring programme: detailed explanations, divide first-year students and oldies into mixed shifts, make friends for the time being and also do voluntary work
  • → elected in the student body, volunteers in the association
  • → Elected to maintain an overview
  • → Provide assistance for newcomers; minimise excessive demands/lack of knowledge, endeavour to convey/communicate understanding as quickly and easily as possible

Question 6:

• How does online payment work?
  • → Paypal account of the student body
  • → Presence sale still in cash

Question 7:

• Which organiser is specified?
  • → FSR

Question 8:

• To what extent do you have to keep documents/things from the university?
  • Everything: accounting, invoices, event material
  • → 10 years (accounting analogue in folders)
  • → duplicate (analogue and digital/scanned)