# Cultural Exchange Association Guidebook

## 1. Background

Welcome to the **Cultural Exchange Association**, a distinguished entity that operates under the umbrella of both **Linne University** and the **Association of Cultural Exchange**. We're not just bound by rules; we're enriched by the robust networks and resources that come from both affiliations.

Established in 2023, our foundation was far from a trivial endeavor. Four pioneering Linnaeus University students—you know who you are—navigated a labyrinth of regulations and planning to bring this association into existence.

This booklet is your confidential guide. Designed for board members present and future, it houses valuable insights about our parent organizations, operational pointers, and even a touch of wisdom. Do consider it a VIP pass to the world of cultural exchange.

> P.S. For those inclined towards the specifics, the association's statutes are your go-to resource for understanding our ethos and regulations.

## 2. Collaboration

### 2.1 Linnékåren

Being part of the **Cultural Exchange Association** comes with some special privileges, thanks to our strong collaboration with **Linnékåren**, Linnaeus University's student union:

### Privileges

- **Campus Activity**: We've got the green light to host events on university grounds.

- **Free Spaces**: Need a venue? The university’s rooms are ours to book at no cost.

- **Financial Boost**: We're eligible to apply for funding from Linnékåren to jazz up our activities.

- **Knowledge Hub**: Training courses are available for board members and general members alike.

- **Welcome Wagon**: Got educational insights? Share them with newbies during orientation.

- **Promo Real Estate**: Go ahead and pin your flyers or post digital ads around campus.

### Responsibilities

Don't forget, with great power comes a bit of paperwork:

1. **Keep it Current**: Our statutes and contacts should always be up-to-date with Linnékåren.

2. **Show Up**: A rep is required to attend Linnékåren's four annual meetings and must address all association-related concerns.

### Meeting Spaces

Heads up, we've got ‘Ordförandetorg’—chairman's meetings—once a month for discussions, updates. Infomation is usually posted in the exclusive Discord group with date on it.

### Funding & Training

Applying for funds? Check out Linnékåren's criteria and fill out their forms. And keep your eyes peeled for their various training programs.

### Contact & Mailbox

- **Social Matters Lead**: Kaisa at [[e-mail]](mailto:[e-mail])
- **Website**: [Linnékåren Resources](https://linnek.se/for-foreningar/)
There's also a mailbox at Linnékåren's office. Someone should check it regularly to make sure we're not missing any important mails or packages.

### Grants & Resources

Visit [Linnékåren’s site](https://linnek.se/eng/for-foreningar/) for the latest on applying for grants and other resources.
## 2.2 Other Associations

Inter-association collaborations offer a unique blend of ideas, cultures, and talents. This synergy can make our events more dynamic, enriching, and fun!

### Why Collaborate?

- **Diversity of Ideas**: Two (or more) heads are better than one!

- **Resource Pooling**: Sharing costs and labor makes life easier for everyone.

- **Cross-Promotion**: Your association promotes us, we promote you—a win-win for visibility.

### How to Collaborate?

#### Initial Contact

1. **Research**: Find associations with similar or complementary goals.
2. **Reach Out**: Email or set up an informal meeting to discuss possible collaboration.

#### Planning & Execution

1. **Brainstorm**: Once both parties are interested, hold a brainstorming session for event ideas.
2. **Roles & Responsibilities**: Clearly define what each association will contribute.
3. **Budget & Funding**: Agree on a budget and explore joint funding options, if necessary.
4. **Promotion**: Jointly work on marketing the event to both memberships.
5. **Execution**: Host the event and make sure all responsibilities are met.
6. **Review**: After the event, meet to discuss what went well and what could be improved.

#### Example Collaborations

- **Cultural Fests**: A blend of diverse cultural displays.

- **Workshops & Seminars**: Skill-sharing between assasciations.

- **Outdoor Adventures**: Combining resources for trips or outdoor activities.

#### Key Takeaways

- **Shared Learning**: Both associations learn from the collaboration process, picking up new skills and experiences.

- **Networking**: Collaboration is a great way to network and form new relationships, both personal and professional.

## 3. Board Positions and Membership

This section outlines the various board positions and tips for member engagement. These roles and responsibilities are flexible and can be adapted to suit each board's needs. However, distributing the workload evenly is recommended for efficiency. Every board member should be a team player, aligned with the association's objectives.

### 3.1. President

**Key Responsibilities**:

- **Oversee Activities**: Lead and guide the group various initiatives.
- **Compliance**: Ensure all activities are in line with bylaws, rules, and guidelines.
- **Representation**: Act as the public face of the group in meetings and negotiations.
- **Coordination**: Organize board and annual meetings.
- **Communication**: Handle official correspondences, including those with the national office and Linnékåren.

### 3.2. Vice President

**Key Responsibilities**:

- **Support**: Act as the President’s right hand.
- **Innovation**: Generate and develop new project ideas to engage members and non-members.
- **Project Management**: Lead project planning from concept to completion.
- **Representation**: Stand in for the President at meetings and gatherings when necessary.
- **Recruitment**: Take an active role in recruiting new members.

### 3.3. Treasurer

**Key Responsibilities**:

- **Financial Oversight**: Manage the group finances.
- **Budgeting**: Create budgets for various events.
- **Financial Reports**: Periodically review the financial standing of the group and create necessary reports.
- **Purchases**: Be responsible for buying supplies and refreshments for events.

#### 3.3.1. Bank Account and Card Details

##### Financial Stewardship

- **Bank Account**: (Empty for now)
**Account numeber:**
**Sort Number:**

##### Key Points

- **Linnékåren and Banking Information (3.3.1)**: If Linnékåren doesn't have associations bank details and they ask for it, make sure to provide this information to facilitate grant disbursements. Always keep this information updated.

- **Social Media Advertisements**: If you plan to sponsor ads on platforms like Facebook or Instagram, register associations card details on these platforms. **Caution**: Do not make payments using a own card and card that you haven't added yourself.

##### Caution

**Responsibility**: Account management requires integrity. Ensure all transactions are transparent and documented.

#### 3.3.2. General Tips about Purchases, Incomes, and Receipts

Here are some pro-tips to make your life as a Treasurer a whole lot easier:

##### Budgeting

- **Event Budgets**: Outline budgets for events ahead of time, and stick to them best as you can.

##### Record-keeping

- **Real-time Entries**: Input expenses and revenues as they occur. This not only saves you a headache later on but also allows for easy mistake rectifications.
- **Receipts**: Keep all receipts filed. No need to log reimbursements separately as long as you have the original receipt.

#### Purchases & Reimbursements

- **Unified Purchasing**: Whenever possible, you, the Treasurer, should handle all purchases. This centralizes the record-keeping process and makes tracking easier.

- **No Receipt, No Reimbursement**: Do NOT reimburse yourself or any board member without a valid receipt. That's just asking for trouble.

#### 3.3.3. Routine for Logging an Expense or Income

<div style="display: flex; align-items: center;">
<div>
<p>This is how we've been handling expenses and incomes in the Cultural Exchange Association since 2023. We operate on a calendar year basis. For some handy tips, check sheets for 2023 and 2024.</p>
</div>
<div>
<img src="https://hackmd.io/_uploads/rJupt1tan.png" alt="QR" />
</div>
</div>

##### Steps for Logging:

1. **Get Proof**: Take a receipt for an expense or a screenshot of a bank transfer/Swish for income. No reimbursements without receipts!

2. **Data Entry**: In the appropriate sheet and semester, include:

- **Date**: When the transaction occurred.
- **Vendor/Customer**: Where you made the purchase or who provided the income.
- **Paid By**: Who made the purchase or provided the income; could be the same as above.
- **Method**: Card, bank transfer, Swish.
- **Type**: The nature of the expense or income (e.g., fika, copies, advertising; usually general).
- **Sum**: The total sum, down to the öre. Don't round up! Use `-` to indicate an expense.
- **Comment**: Attach the name of the receipt or screenshot.
- **Money Left**: Update this field by adding or subtracting from the total balance.

3. **Update Current Balance**: At the top of the document, update the current account balance and the date.

4. **Completion**: You're all set!

#### 3.3.4. Economic Reports

As the Treasurer, you'll need to present an annual economic report. Here's the low-down:

##### Who Does What?

- If you're the Treasurer during the fall semester, congrats, you're up for crafting the year-end report. Check out past reports in the `Annual Meetings` and `Local Group Reports` folders for inspiration.

##### Auditing the Account

- Time to call in a third party. Find someone *not* involved with the Cultural Exchange Association to give your accounts the once-over.
- Need to have small knowlage about accounting. They just need to give your expenses a green light.
- Save that confirmation email! A screenshot should be included in your Annual Meeting presentation for that extra layer of accountability.

#### The Grand Unveiling

- Your economic report will be part of the official `Local Group Report` sent to Linnékåren within four weeks of the annual meeting.

#### Your To-Dos

- Your mission, should you choose to accept it, is to apply for these grants. But you're not alone; team up with your board members for this.

### 3.4. Social Media Manager

#### 3.4.1 Graphic Profile

Although the graphic profile guidelines are relatively flexible, the first board has elected to adopt the visual identity of the Cultural Exchange Association. This move serves to strengthen our brand and align ourselves more closely with our overarching mission.

<div style="display: flex; align-items: center;">
<div>
<ul>
<li><strong>Fonts:</strong> Specific fonts to be used for all official communications.</li>
<li><strong>Colours:</strong> Different thematic areas will be assigned distinct colours to enhance clarity and branding.</li>
<li><strong>Logo:</strong> The official Cultural Exchange Association logo should be prominently featured in all our materials.</li>
</ul>
</div>
<div>
<img src="https://hackmd.io/_uploads/rJupt1tan.png" alt="QR" />
</div>
</div>

##### Main Responsibilities

- **Maintain and Update Social Media Accounts**: It's essential to keep our social media platforms current and engaging to both inform and attract our audience.

- **Create Content and Communication Material**: Produce all necessary communication material required by the group, from digital to print.

- **Flyer Distribution for Events**: Create and distribute flyers to advertise group events, adhering to both online and offline methods.

### 3.5 Recruitment Manager

##### Membership Maintenance

- **Updated Membership List**: Maintain an up-to-date list of members. This is crucial for effective communication, especially for upcoming events and monthly newsletters.

##### Recruitment

- **New Members**: When someone decides to join the association, ensure that their payment has been received. A screenshot from a bank transaction via Swish or a receipt is sufficient proof.
- **Old Members**: Confirm the status of existing memberships for continuity.

##### Additional Resources

<div style="display: flex; align-items: center;">
<div>
<ul>
<li><strong>Member List:</strong> This is the tool we use for keeping track of members. A has access to it and can assist with keeping it updated.</li>
</div>
<div>
<img src="https://hackmd.io/_uploads/rJupt1tan.png" alt="QR" />
</div>
</div>

### 3.6 Event Planner Manager
**Key Responsibilities**:
- **Idea Generation**: Consult past events, key dates, and available toolkits to brainstorm event ideas.
- **Theme & Structure:**: Finalize the event theme and outline its format.
- **Scheduling**: Choose a date and time while avoiding conflict with exam dates.
- **Venue Booking**: Reserve the necessary spaces whether it's on-campus, in the Cultural Exchange Association room, or via Zoom.

## 4. Essential Threads: Planning Requirements

### 4.1 Ideas

For sourcing event ideas, several channels can be tapped into:

- **Past Events**: Browse through the Cultural Exchange Association’s own social media channels and Google Drive for examples of previous events.

- **Guest Speakers**: Look for inspiring figures who can contribute to the discussion, for example, experts in the field of cultural exchange or academicians from your university.

- **Alumni Network**: Alumni can offer a wealth of experiences, having been involved in cultural exchanges around the globe. Their insights could be captured in lectures, either on-site or digitally. Example link for reference: `[Alumni Network](https://example.com)`

- **Toolkits**: If your association offers toolkits or resources, encourage members to read through these for inspiration.

- **Key Dates**: Keep an eye out for special days like International Women's Day, World Culture Day, or local events that align with your association’s goals. These occasions offer a great reason to bring people together.

- **Semester Schedule**: At the start of each semester, draft a tentative schedule of events. Align these with overarching themes or objectives. Make sure to cross-reference this schedule with exam dates to avoid conflicts.

### 4.2 Map Out the Plan

After gathering your event ideas, it’s time to solidify the plan and delegate tasks. Here’s a rundown of usual planning steps:

#### Deciding the Event Theme
- Start by zeroing in on what the event will focus on, stemming from your initial brainstorming.

#### Speakers
- Reach out to potential speakers and secure their participation.

#### Date and Time
- Decide on the date and time for the event. Avoid exam weeks to maximize attendance.

#### Venue
- **University**: For on-campus events, send booking details to your university's room reservation email.
- **Cultural Exchange Association room**: Host an events in the designated room for Cultural Exchange Association.
- **Zoom**: If the event is online, set up a scheduled Zoom meeting.
- **Local Venues**: Explore other places like city centers for an appropriate venue.

#### Event Title
- Coin an attractive title that encapsulates the event’s essence.

#### Marketing Materials
- **Title**: The catchphrase or headline for your event.
- **Date**: When it's happening.
- **Time**: Start and possibly end times.
- **Venue**: Where it's happening.
- **Event Description**: A brief overview of what the event is about.
- **Refreshments Info**: Details about food and drink availability.
- **Membership Requirement**: Specify if the event is open to everyone or just for members.
- **QR Codes**: Include QR codes for easy access to websites, tickets, or social media platforms.

#### Promotion
- Follow your association's advertising strategies to maximize visibility. (See section 4. for more details.)

#### Refreshments (Fika)
- Plan what to offer, considering dietary restrictions. Delegate the purchasing task, usually to the treasurer.
- Consider budget-friendly options from stores like Willy's or Lidl make it our selves.

#### Additional Requirements
- Make a list of anything else you need to bring to the venue like posters, or tea kettles.

#### Pre-Event Venue Setup
- Decide on how early to arrive at the venue for preparation.

### 4.3 Promoting Your Event
---
#### 4.3.1 Social Media
###### Check (3.4.) Section.
- **Publish Early**: Make a post about the event on Instagram and create an event on Facebook at least two weeks in advance.
- **Essential Info**: Don't forget to include the date, time, and location.
- **Repost**: Use Instagram stories to repost the event as the date approaches.
- **Paid Ads**: If your budget allows, consider using paid advertising on these platforms.
- **Target Groups**: Share the event in relevant Facebook groups, such as those related to cultural exchange or your university community.

#### 4.3.2 Posters
- **Bulletin Boards**: Use the boards at Linnaeus University and around Växjö for physical advertising.
- **Printing**: Posters can be printed at Linnaeus University for a nominal fee.
- **Special Boards**: Don't forget about organization-specific boards in the H-building.

#### 4.3.3 Contact Programme Coordinators
- **Reach Out**: Contact professors in relevant programs at Linnaeus University.
- **MyMoodle**: Ask them if they can post the event details on MyMoodle for student visibility.
- **Networking**: Make sure to introduce yourself to everyone; it could help in getting their support.

#### 4.3.6 Campus Setup
- **Table Setup**: Consider a physical presence by setting up a table on campus in high-traffic areas like the K-building or near Trumpeten.
- **Multiple Goals**: Use this space not just to advertise events but also to recruit new members.

### 4.4 Photos
---

- **Capture Moments**: Always take photos at events, meetings, and other occasions for record-keeping and social media.

<div style="display: flex; align-items: center;">
<div>
<ul>
<li><strong>Organization:</strong> Store these photos in a well-organized folder on Drive titled "Photos" followed by folder "event name" and the "date". This makes it easier for the communicator to access them for future use.</li>
</div>
<div>
<img src="https://hackmd.io/_uploads/rJupt1tan.png" alt="QR" />
</div>
</div>

- **Consent is Key**: Always ask for consent before taking and posting photos. Some participants may have privacy concerns or safety issues that should be respected.

### 4.5 Planning the Welcome Fair
---

- **When and Where**: The Welcome Fair at Linnaeus University happens twice a year. You'll get notified well in advance and must register to attend (for free).

- **Engagement Strategies**:
- Have a contest or giveaway to attract people to your table.
- Use intriguing questions or activities like guessing the number of seeds in a jar.
- Reward social media follows with small gifts like plants.

- **Printed Materials**:
- Bring posters with QR codes that link to membership and social media.
- Test all QR codes before the fair.

- **Decoration**:
- Use large informational posters to decorate your table.

- **Supplies**:
- Pack tape, trays, staple guns, cover the table to make your setup smooth.

- **Visual Inspiration**:
- Check out past Welcome Fairs on Instagram for ideas on table arrangement and materials.

## 5. Accounts and Passwords

#### Important Note

**Confidentiality**: All account details are to be kept confidential and should only be shared among the current Board of the Cultural Exchange association. Do NOT share these with anyone outside the current Board.

#### Account Management

- **Creation**: Any files, documents, tools, advertisements, resources, etc., created for the Cultural Exchange association MUST BE MADE ON CULTURAL EXCHANGE ASSOCIATION ACCOUNTS. This ensures a smooth handover and prevents the loss of resources between boards.

#### Password Changes

- **Updates**: If any passwords need to be changed, please update this document accordingly to keep all Board members in the loop.

- **Password Management**: All password information should be stored in a KeePass file. Access to the main password is limited to the President, Vice President, and Social Media Manager.

## 6. Reports
---

Writing and submitting end-of-the-year or end-of-semester reports is a key responsibility. These reports go to both the LinneKaren Union and other relevant bodies, focusing on the activities of the Cultural Exchange Association.

### 6.1 Required Reports
- **Annual Summary Report**: Showcases year-long achievements, events, and financials.

- **Semester Report**: A recap of all the semester's activities, successes, and financial reports.

- **Random Activity Report**: Summarize activity and its relevance.

- **Special Projects Report**: For any specialized grants or projects undertaken.

#### Purpose
- **Showcase Activities**: Provide an overview of events, programs, and activities.
- **Financial Accountability**: Detail how funds were utilized throughout the period.
- **Member Engagement**: Report on member involvement and any increases in membership.
- **Community Impact**: Share any significant impacts on the community or partnerships formed.

### 6.2 Economic Report
---

The Economic Report is an essential part of our reporting responsibilities and should be submitted alongside the general association report. Submission is due by March each year, although earlier submissions are encouraged.

#### Key Components
- **Expenditure**: Detailed account of all expenses incurred by the association.
- **Income**: Overview of all sources of revenue.
- **Accounts**: Specific accounts from which the expenditure and income arise.

#### Timing
- **Due Date**: March each year, preferably earlier.

#### Submission
- **Recipient**: Linnaeus University Union
- **Associated Reports**: This financial report should be sent in conjunction with the general association report after the annual meeting.

For more detailed guidance on what to include, refer to the section on "Routines for the Treasurer".

### 6.3 Linnékåren (Linnaeus University Union)
---

The Linnaeus University Union has specific requirements for periodic documentation from our association. Below are the key points:

#### Required Documents
- **Minutes from Annual Meetings**: Comprehensive records of decisions made during annual meetings.
- **Statutes**: The governing rules of the association. Only submit in cases of changes or revisions.

#### Contact Information
- **Board Members**: Full list of current board members with contact details.
- **Essential Contacts**: Special emphasis on providing updated contact information for the chairman and vice-chairman.

#### Timing
- **When to Submit**: As changes occur, typically after annual meetings or when board members change.

Maintaining open and accurate lines of communication with Linnékåren is vital for the functioning and recognition of our association.

### 6.3.1 Yearly Meeting Minutes
---

After each annual meeting, the minutes and any updated statutes should be sent to the Linnaeus University Union. The deadline for submission is **four (4) weeks** post-annual meeting. The minutes must be endorsed by:
- Chairman of the meeting
- Secretary
- Recorder

---

### 6.3.2 Audit of Economic Report
---

Although it is currently uncertain whether we need to send our economic report to the Linnaeus University Union, it's smart to be prepared. Your economic report should detail:
- Expenditure
- Income
- Relevant accounts

## 7. Handover Procedure
---

Taking on a new board or filling a vacancy is like getting a new quest. So, what items do you need in your inventory to make it a smooth journey? This section aims to guide you through the switchover. These are not mandates but power-ups to help you level up faster and keep the board—rocking.

#### Things to Handover:

1. **Access to All Platforms**: Keepass file, Google Drive, social media accounts, financial tools.
2. **Contact Lists**: Key people within and outside the association.
3. **Meeting Minutes & Docs**: Gotta know the lore to make new legends!
4. **Financial Reports**: Gives the new Treasurer a heads-up on what they're getting into.
5. **Event Blueprints**: Event plans, vendor contacts, what went right/wrong.
6. **Board Handbook**: Think of it as your guidebook; make sure it's up-to-date.

#### Smooth Handover Tips:

- **Orientation Meeting:** Host an initial meeting in the designated room for Cultural Exchange Association members. This is the opportunity to discuss roles, expectations, and future projects.

- **Job Shadowing**: Let the newbies shadow the vets for a bit.
- **Q&A Sessions**: Open the floor to questions; no question is too small.
- **Document Everything**: If it's not written down, it doesn't exist.

### 7.1. For the Old Board
---
Out with the old, in with the new! But before you pass the baton, here's what you've got to do.

#### Checklist:

1. **Schedule the First Meeting**: Right after elections, put a date on the calendar for the old and New Boards to meet. Could be one meeting or several. Sometimes, roles even have one-on-one meetings.

2. **Book a Meeting Space**: Either physical or a Zoom room, your pick!

3. **Share Handbook**: Encourage the New Board to read these babies "<3"

---
beforehand.

4. **First Meeting Agenda**: Go over Handbook, Bylaws, and take questions from the New Board. Split into smaller groups if needed for role-specific stuff.

5. **Group Chat**: Make a group chat for easier transition and to field any questions that pop up.

6. **Pass the Google Info**: New Board should have access to the Google Drive, Handbook, and Bylaws before the first meeting.

7. **Key Dates**: Fill the New Board in on upcoming deadlines—Welcome Fair registration, Linnékåren meetings, and any other important dates.

8. **Storage Room Access**: Let them know how to get in; might need to email Security Office with New Board info.

9. **Treasurer:** Transfer Funds and Update Payment Info: Maintain consistency in the primary bank account used. Ensure old card details are removed from social media and ad platforms. Keep track of and update any active subscriptions.

10. **Social Media**: Intro post for the New Board and a goodbye post from you.

11. **Groups**: Add new President and Vice President to groups and give them administrator control.

12. **Handbook Updates**: If you learned any new hacks, add them to the Handbook.

13. **Official Reports**: Send all annual reports and meeting minutes to the relevant bodies.

### 7.2. For the New Board
---
Congrats on the new gig! The old board is out, and now it's your time to shine. Here's what you need to do:

#### Checklist:

1. **Prep Work**: Read the Handbook and Bylaws before the handover meeting and jot down any questions.

2. **Chat Group**: Create a space for your board to discuss and plan.

3. **First Meeting**: Talk about:
- Time and energy commitment
- Other responsibilities you have
- Individual expectations
- Goals for the semester/year
- Board position responsibilities
- Events per semester (recommend 1 per month)
- Meeting frequency (weekly or bi-weekly recommended)

4. **End-of-Meeting Routine**: Lock in the date for the next meeting before saying goodbye.

5. **Communication Protocols**: Establish the do's and don'ts.

6. **Social Media**: Plan intro posts for Instagram and Facebook.

7. **Key Dates**: Note any upcoming dates like the Welcome Fair, Linnékåren meetings, etc.

8. **For the Treasurer**:
- Contact Linnékåren to update bank account info
- Open a separate bank account for AG money
- Add bank card info to FB and Instagram ad sections
- Apply for local group grants

9. **Storage Room**: Get the info you need to access it.

10. **Old Board**: Once you're comfortable with the reins, remove the Old Board from admin roles on social media.