CAMPUS LIFE GUIDE. Benjamin Leaver, IE IMBA alumnus

CAMPUS LIFE GUIDE For me, my time at IE Business School in Madrid was more unforgettable and valuable than I could possibly have imagined. In hindsight, I have not a single doubt in my mind that one of the key elements of the MBA experience is taking part in extra-curricular activities that, because of the inevitable time pressures of daily work life, we all neglect. Benjamin Leaver, IE IMBA alumnus While I found in my classmates amazing growth and learning opportunities, in the club activity I found a space to meet likeminded and wonderful individuals, most of which I continue to keep in touch with, both professionally and personally. Manuel Antonio Camacho Valderrama, IE IMBA alumnus

2 INDEX 1. IE Student Clubs 1.1 What s an IE Club?...3 1.2 Objectives of the IE Club.......3 1.3 How to Create a Club?... 4 1.4 Club Responsibilities.. 4 1.5 Club Resources Provided...5 1.6 Financing your Club........ 6 1.7 Roles within a Club.....7 1.8 Club Election Process.8 2. Events and Activities 2.1 Organizing an Event..10 2.2 Inviting External Speakers to IE..11 3. Tips and recommendations 3.1 Club board...13 3.2 Events organization...13 ANNEXES Annex 1. Managing club social media...14 Annex 2. Campus Life club coordinator acknowledgment diploma...16 Annex 3. Use of IE facilities......17

3 1. IE STUDENT CLUBS 1.1 WHAT IS AN IE CLUB? IE Student Clubs are the engine of the IE experience and a crucial part in the creation of a unique, global, and fun-filled experience for a committed community with common geographic, professional, social and athletic interests, which maximize opportunities for our students due to the diverse nature of our students, partners, faculty and staff. IE Club categories: - Professional: clubs that serve as a platform to discuss and share knowledge about specific academic areas and/or professional sectors. - Sports: clubs that manage recreational and/or competitive sports activities and serve as a platform to share your passion about sports. - Social: clubs that provide opportunities for networking and sharing personal interests and hobbies. - Geographic: clubs that provide opportunities to share interest in and knowledge of a particular country or region. To find the latest list of student clubs that are currently active, visit http://clubs.ie.edu. Notes: IE Clubs are independent of any political group, party, public or private, religious or civil organization and should be open to any person from IE Community. If discriminatory conduct against any student, alumni, partner, professor or IE staff related to gender, opinion, academic background, nationality, culture, race, religion, believes, professional or personal experience, sexual orientation or age is observed at the creation or during the exercise of club s activity, the club will be automatically closed by Campus Life team. Note that all students involved in IE Clubs act as ambassadors of IE on and off campus. Therefore, good behavior is expected in accordance with the principles and values of IE, contained in this guide and in the Code of Ethics of IE. 1.2 OBJECTIVES OF THE IE CLUB Objectives - Develop a sense of belonging to the IE Community among students by creating networks and fostering new friendships outside the classroom experience. - Give students the opportunity to extend their network in a particular sector, area, or topic of interest. - Create a lifelong platform to exchange knowledge and enjoy common interests with other members of IE. - Promote the IE brand by being an ambassador during activities organized at IE Campus or in other business schools.

4 1.3 HOW TO CREATE A CLUB 1. Fill out the NEW PROPOSAL FORM (Enlace a form) and send it by e-mail to campus.life@ie.edu 2. Make sure the purpose of the suggested club does not duplicate those of any clubs that already exist (you should carefully revise the list of existing clubs and their objectives at clubs.ie.edu platform). If there are common areas, we recommend you to contact the coordinators of the existing club and look for opportunities of cooperation with them instead of creating a new club. 3. Campus life will evaluate your proposal within a week. 4. Once your proposal is approved: - The club will be placed by the Campus Life team to one of the following categories: Professional, Sports, Social or Geographic. - The founders of the club must form a Board of no more than 6 and officially communicate it to CL. 1.4 CLUB RESPONSIBILITIES IE Club Coordinators have the following responsibilities: a) STRATEGIC - Develop a strategic plan, control and execute the purposes of the club. Organize a minimum of one activity per month. Please note that Campus Life reserves the right to immediately dissolve an IE Club, if the club is inactive for a period of 1 or more months. IE Campus Life reserves the right to immediately dissolve an IE Club if the club remains inactive for a period of three or more months, and if the articles of this guide, IE Code of Ethics, or the principles and values of IE are violated. - Campus Life must be informed, seeing as special authorization may be required before planning any activity or event. - Ensure appropriate transition of the know-how to the new coordinators. Record all the key documents and information in the Club drive. b) FINANCIAL - Manage the club finances through fundraising and sponsorship. - Submit an estimated budget for major events to Campus Life. c) MEMBERSHIP - Prevent conflicts among club members. - Ensure all data protection policies or any other policies related to safeguarding the identity of every club member are up kept. - Keep the club member database updated and use personal and private data only for club related matters. d) COMMUNICATION AND SOCIAL MEDIA - Create and manage all events and activities organized by the club in http://clubs.ie.edu calendar

- Manage club group and webpage contents in http://clubs.ie.edu. Please note that due to the brand policy of IE the webpages of clubs or events must always be created and managed within the official http://clubs.ie.edu platform. - Manage the content on all social media accounts (Facebook, Twitter, LinkedIn and/or others). - Manage and check club email account frequently to resolve questions. See Annex 1 for more details. e) IE FACILITIES - IE Club coordinators in need of booking facilities on behalf of the club are responsible for: Damages to IE s facilities; Behavior of all attendees during the event. See Annex 3 for more detailed information. 1.5 CLUB RESOURCES PROVIDED As an officially recognized IE Club you will benefit from: - Event organization support: Leadership support and training throughout the year, advise and support on conferences, treks & competitions scheduling, venues, speakers, sponsors, and promotions. Be the link between your club and the various departments around the school to leverage its already existing network Help promotion of event through various channels on campus including our social media accounts, newsletter, and screens. Advise on protocol when contacting external speakers and sponsors Provide support in any substantial issue that arises in your Club or event. - Use of IE Brand The Campus life team will provide you with any necessary elements of IE brand (logo, color code, IE typography, etc). The elements of the corporate image of IE should not suffer any changes. Any use of IE brand in any collateral produced by an IE Club (flyer, social media, t- shirts, etc.) must be revised and authorized by Campus Life team. The usage of IE s trademarked images and logos by student clubs that are not recognized by the Campus Life team is not permitted. - IE Club logo Campus Life team will create a unique logo to each club, according to IE corporate brand requirements. This logo will acknowledge the club as an official student club at IE. No elements of the logo should be modified. 5

6 - IE Club email Every IE Club can request from the Campus Life Team an email account for the club s internal and/or external communication. The email address will have the following format: <clubname>.club@ie.edu. Please note that all of you act as IE ambassadors inside and outside of IE Campus. Therefore, we expect that the club email account will be managed according to IE principles and values, contained in this guide and IE Code of Ethics. - Campus facilities Clubs officially recognized as IE Clubs can use the Madrid Campus facilities. Room bookings are coordinated through the Campus Life office. See Annex 3 for policy of Use of IE Facilities. - Channels of promotion Every IE Club will have a section in http://clubs.ie.edu platform. Event calendar at http://clubs.ie.edu. Upon request, posters for events organized by clubs can be uploaded to the screen located at the reception of María de Molina 31 building. IE Club coordinators are invited to collaborate as co-authors of the Campus Life blog by providing information about the purpose of the Club, events, news and any other club related information. Weekly Newsletter. - Campus Life Office organizes Club Fairs at the beginning of autumn and spring semesters. All the recognized clubs will have an opportunity to have a stand during the fair to promote the club and its activities. - With the authorization of Campus Life office, IE Clubs can create groups or pages on social networks (Facebook, Linkedln, Twitter). In order to create a group/page it is mandatory to follow the guidelines set by IE and The Guide of Social Media for IE Clubs (see Annex 1). - Clubs can also request for their promotional material to be published on Campus Life social media accounts (Facebook and Twitter). 1.6 FINANCING YOUR CLUB - IE clubs must be self-sufficient and finance their own activities, either by fundraising or by looking for sponsors. Fundraising activities are defined as events to raise money through direct sale of event entry tickets with the objective of using the funds raised to support the organization and the activities of the club. - Clubs cannot charge members a membership fee, but a fee for attending certain activities or regular practices may be allowed (such as fundraising events, or activities where costs need to be covered, such as major events, dinners, training, and rehearsals).

- If a fee is charged for attending an event, the club has to announce in the event invitation how the money will be used. - If funds are raised in cash, IE Club coordinators must provide the final number of attendees and all revenues generated to the Campus Life office right after the event. - Sponsorship: Clubs must look for sponsorship (both economic and in-kind) for their activities. Campus Life office should be informed if a sponsor is found. If the sponsorship is economic, the money should be deposited in the Campus Life bank account where it will be assigned to the corresponding club. - If you find a sponsor, Campus Life can provide: Storage space for in-kind or promotional material for the time remaining until the event for which the sponsorship is provided An official document confirming the recognition of the club/event by IE. Invoice/receipt for the sum of money to be transferred by the sponsor. Sponsorship contract (only if requested by the sponsor). The clubs should be able to show the receipts or invoices of all the expenses incurred at any time (regardless of whether the money used was obtained from the Campus Life budget, fundraising or sponsorship) to the Campus Life office. Clubs must be able to show and submit the receipts or invoices of all expenses incurred at any time (independently if the money used was obtained from the Campus Life budget, fundraising or sponsorship) to the Campus Life office. - What campus Life cannot finance: Travel/compensation for speakers, except for renowned speakers and if no sponsorship can be obtained. Purchase of alcohol. Internal club meetings. Activities that have been organized before asking for financial support, or activities where expenses were incurred before being notified of the approval. 1.7 ROLES WITHIN A CLUB COORDINATORS (Club Board) - The positions for IE Club coordinators are open to all current students and their partners officially registered trough CL. - The Board of an IE Club can freely decide the roles of its designated members (Coordinators), however each club should select one person as the Club President and one person to be responsible for communication (the same person can be appointment to both roles). 7 - The elections of the board will be organized twice a year, in spring and autumn, after all the programs of the corresponding intake have started their classes. The boards of the clubs must have members from both spring and autumn intake students, as it helps transmitting the know-how and keeping the club active. This Club Board

structure is supported by the established IE Club election process, detailed in the section Election process. - Selecting the most appropriate system for the election is the sole responsibility of the current Club Coordinators, always given that the elections are organized in a participatory and democratic way. MEMBERS - All IE students are welcome to become members of IE Clubs! If you are interested in joining any club, visit http://clubs.ie.edu. - The access to IE Clubs is also open to your partners and IE alumni. Encourage your partners to join IE Partners Club and register as an official partner through IE Campus Life, so we can invite them to all the extracurricular events organized by student clubs and Campus Life! - The access to the clubs is free of any charge. IE ALUMNI, STAFF OR FACULTY ADVISORS - All IE alumni, staff or faculty members can collaborate with the student clubs by becoming Advisors. - Alumni, Staff or Faculty Advisor is a permanent position in the club, which is flexible and adaptable to the time constrains and the availability of the alumni, staff or faculty member in question and the necessities of the club. The Advisors can maintain their positions as long as they are interested in collaborating, always given that the position is approved by the current club coordinators. The level of involvement of the Advisor can be decided between the Advisor and the club coordinators. - Participation of alumni living abroad is also welcome, as long as the terms of collaboration are agreed upon by both parties. 1.8 CLUB ELECTION PROCESS IE Club Fair - All club coordinators are required to participate in our IE Club Fair, an event organized twice a year before the start of the election process. - IE Club Fair is a unique opportunity for new students to meet the club coordinators, get to know them, and obtain first-hand information about the objectives and initiatives of the clubs they are interested in. IE Clubs Election Period The election period will start right after the Club Fair that takes place twice a year, in spring and autumn. The exact dates of the Club Fair and each election period will be announced through Campus Life communication channels, the main source always being Campus Life Newsletter. 8

All members of an IE Club who are currently studying at IE or are partners of IE students, are allowed to raise their candidatures in order to occupy vacant positions in the Board of the club in question. Coordinators: Rules to Remember 1. Clubs are allowed to have a maximum of 6 coordinators. 2. Three members of the current board can stay for the next term of office. Remember to send their names to Campus Life during the first week after the Club Fair. 3. New students will be requested to send their self-nominations for the clubs of their interest during the same week. Campus Life will share the nominations with the Club Boards right after the deadline to send nominations. 4. If the total number of potential coordinators (the members of the board staying for the next term of office + new candidates) is less or equal to 6, no elections will be required and the three new candidates will be announced to the coordinators of the club. 5. In case the total number of new candidates is less than three, more members of the previous board can stay for the next term of office, always given that the total number of coordinators is not higher than six. 6. If the total number of potential coordinators (the members of the board staying for the next term of office + new candidates) is higher than six, the club will have to organize elections in order to determine the new board. The members from the previous board who are staying for the next term of office do not have to participate in the elections, their seats in the new board are automatically assigned. 7. The names of all the Coordinators elected should be officially communicated to Campus Life office for the formal approval and update of the database of Club Boards and http://clubs.ie.edu. 8. The maximum number of clubs in which a current IE student/partner can be a coordinator is two. Elections: Two rules to remember 1. In case elections are necessary, the clubs are required to conduct them in a free, transparent, and fair manner. Selecting the most appropriate system for the election is the sole responsibility of the current Club Coordinators, always given that the system is participatory and democratic. 2. Dismissal of the Board: IE Campus Life has the authority to dismiss a Coordinator or the whole Board if there is proof of violation of IE Ethics Code or the principles, values or norms contained in this guide. 9

10 2 EVENTS AND ACTIVITIES 2.1 Organizing an event - To organize an event, the club must: Inform Campus Life office about the activity at least two weeks before the event. Check the availability of the date with Campus Life to avoid activities overlapping Check the availability of the venue with Campus Life, especially when it comes to big capacity venues like Aula Magna, Serrano 105 or Paper Pavilion. Publish the event on Clubs.ie.edu, including: o A short description of the event o Registration form for attendees o A flyer Make sure the event achieves an appropriate number of attendees. Coordinate the logistics and technical requirements for the event with Campus Life at least a week before the date of the event. In the next week after the event, the club should submit a press release about the event and photos to campus Life. The press release will be published in Campus Life blog, and a selection of the best press releases will be included in IDEAS magazine, which reaches all the Alumni of IE. In the two weeks after the event, the club should send Campus Life a press release about the event together with some photos. We will publish it in Campus Life blog, and a selection of the best press releases will be included in IDEAS magazine, which reaches all the Alumni of IE. - Campus Life will support the clubs by: Helping clubs choose an appropriate date for the event (taking into account your program activities and possible clashing with other events at IE) Confirming the availability of the room(s) needed for the event and booking them Ensuring that the facilities and the IT equipment are prepared for the event Preparing a gift(s) and nametag(s) for the speaker(s), if needed Publishing the announcement of the event in all Campus Life information channels (the newsletter and the screens) after the club has created the event on the calendar http://clubs.ie.edu Food and beverages - If food is going to be served at an IE Club event, an authorization from the Campus Life office is necessary. The office will make sure that food, alcoholic beverages, health and hygiene regulations are applied correctly. - The consumption of alcoholic beverages at Campus is subordinated to the Spanish regulations for schools. For this reason, the number of alcoholic beverages per student will be limited. Campus Life emphasizes moderate consumption. An approval for food and alcohol distribution should be requested to the office.

11 2.2 Inviting external speakers to IE Before you extend an invitation to any outside speaker or guest, consider the following: 1. Protocol dictates that Campus Life, or in some cases the Dean of IE or the Head of IE Institutional Relations, formally invite certain guests or speakers to IE. Examples of speakers in this group include Diplomats (ambassadors, ministers, politicians, commissioners, etc), CEO s, Presidents or General Directors of renowned companies, among others. If you would like to invite a guest or speaker of such profile to IE, contact campus.life@ie.edu before extending the invitation. 2. Campus Life will approve and coordinate speakers or guest visits that fall into this category to avoid significant conflicts. 3. Once the visit is approved by Campus Life, coordinators must write an invitation letter that includes information about the club and event. Campus Life will process the signed letter with the Dean s Office, who will send the letter themselves or notify the club to do so. 4. Protocol dictates that in these events, IE high-level officials should receive the speakers or guests or, in some cases, participate in or moderate the event. Campus Life will be in charge of informing IE s Administration about the event and of updating the club with information regarding the participation of IE high-level officials. 5. Student clubs may invite other high-profile speakers directly, after consulting with Campus Life. Invitations in this category include those of high-level company executives, representatives of foreign embassies, etc. Most events at IE will fall into this category. 6. For smaller or informal events student clubs may extend invitations without prior notification to Campus Life. However, it is important that you check the available dates and possible clashes with other events with Campus Life in advance before extending the invitation to the speaker. 7. When in doubt, consult Campus Life (campus.life@ie.edu) before extending any invitation to an outside speaker.

12 3 TIPS AND RECOMMENDATIONS 3.1 CLUB BOARD: - Every Club should have a Faculty/Staff/Alumni Advisor on the Board, in order to assist the Club in developing their activities with their know-how of the area, sector and networking contacts and help with the transition - There should be at least one Spanish-native speaker amongst the coordinators of the club, in order to better communicate with the different local contacts when organizing the events (sponsors, venues, etc.) 3.2 EVENTS ORGANIZATION: - We strongly recommend the collaboration with other clubs as it will be beneficial and a win-win situation, resource optimization (larger network, reach enhances in terms of communication, etc.). - Professional Clubs should contact Talent & Careers Department in order to collaborate in organizing sectorial events.

13 ANNEXES ANNEX 1 - Managing Club Social Media General Rules - Remember whenever clubs use social media, they are representing IE! - We expect clubs to manage their social media account according to the values and norms contained in the Campus Life Guide and the IE Ethics Code - A member of IE Campus Life team must be added as an administrator of club accounts in all social networks to help the transition of the accounts to new coordinators. - Club coordinators who have created the account in social media should also add the next intake coordinators as administrators of the account. Creating an account in Social Media - The name of the club account on social media has to be exactly the same as the club name, e.g. IE Marketing Club. Avoid accounts specifying particular intakes or years (e.g. IE Marketing Club 2013 ) in order to keep the club open to all the students and alumni and the upcoming intakes that will take over the club after your term of office ends. - Most of the IE clubs already have accounts on Facebook, LinkedIn or Twitter, so before creating a new one, check to see if one exists. If one exists, contact the current administrators and request access to administrate it. - If multiple clubs social media accounts exist within the same social network, they should be merged. The account with the most participants should be the one that remains. Campus Life team will help you with the process. - The image of the club s social media account should always be the official logo of the club, provided by IE Campus Life team. The logo should be used in high resolution and unmodified. - When choosing a type of the account in social media, you should choose education as a group category, when available. - Indicate the objectives of the club and use the club IE email account for contact details (e.g. NetImpact@ie.edu). Do not use personal emails. - In the website area include club s website address from clubs.ie.edu. - If you need to provide a postal address please use the address of Campus Life (María de Molina 31, 28006 Madrid). - Vanity URL: some social networks allow you to obtain a personalized URL which is easier to share and remember. We recommend the clubs to use a Vanity URL that identifies the account as an IE Club, e.g. www.facebook.com/iemarketingclub Managing Social Media Accounts - Remember that your posts and comments are part of the club s, IE s and your personal brand.

- If you manage a closed group in social media, you should accept all the members of the IE community (students from any programs or intake, professors, staff, alumni and partners). No discrimination within clubs is allowed. - If you manage a closed group, monitor membership requests frequently. - Share information that is relevant to the club, and start conversations to encourage others to share their thoughts on topics. 80% of the IE Community uses English as their main language. Publishing in English could give your posts more visibility. - If you are promoting an event, always insert the event link in clubs.ie.edu calendar to facilitate registration and provide all information. People tend to like or accept invitations on social media, but that will not count as an official registration to the event. - If a club has various social network accounts, remember to keep them all consistent and up to date. There are some tools (social media aggregators, such as Hootsuite, Buffer or others) that can be helpful. 14 Remember the Ethics. - Use respectful language in all club social media accounts. No users should feel uncomfortable with any of the comments made by other participants. Never use sexist or racist language, or anything that encourages violence. - The following types of publications on social media will be considered as inappropriate: Harassing, abusive or threatening comments. Attacking individuals or groups. Remember: be hard on the issues, not on the people! Multilevel marketing or other pyramid scheme offers. Derogatory, unprofessional or disrespectful comments. Excessive use of capital letters in a title, text or comment. Spam. - Inappropriate entries will be removed. If a member consistently publishes inappropriate content, they might be removed and/or banned from the group. If you have a persistent issue with a member of the group, please contact the IE Campus Life team. Avoid erasing negative comments or posts without speaking with the author of the message about its content first.

15 ANNEX 2 - CAMPUS LIFE CLUB COORDINATOR ACKNOWLEDGEMENT DIPLOMA Campus Life Acknowledgment Diploma: Point System Event Organization: - 1 points will be granted to each Coordinator for every event organized by the Club. Only events announced in clubs.ie.edu and organized in coordination with Campus Life will count as valid for obtaining points. 1 additional point will be granted to each coordinator if more than 60 people sign up for the event. Community Leadership: - 1 point will be granted to the coordinator elected as a President of the Board, always given the information was officially communicated to Campus Life and the role was maintained throughout the duration of the term of office. Publications in Campus Life Blog: - 1 point will be granted to each coordinator for each event press release or article published in the blog of the club or Campus Life. It is mandatory for the Clubs to publish a press release after an event organized by the Club Obtaining Sponsorship: - 3 points will be granted to each coordinator for each sponsor obtained for an event Campus Life Acknowledgment Diploma: Mandatory Minimal Requirements - 2 events per club during the term of office as club coordinator (4 points) - 2 press releases/articles in the blog per club during the term of office as club coordinator (2 points) Campus Life Acknowledgement Diploma: Categories ACCUMULATED POINTS 0-5 Diploma The Coordinator will not receive the acknowledgment diploma 6-7** Acknowledgement diploma >7** Acknowledgement diploma with a special mention ** Always given that the mandatory minimal requirements for a Club to obtain an acknowledgement diploma were fulfilled.

16 ANNEX 3 - USE OF IE FACILITIES 1. IE may require students to show their IE identification for admission to events held in our facilities. 2. Only IE Clubs can make a room/space booking request at IE through Campus Life for the organization of their activities. Booking IE facilities through the IE Campus Life office is necessary in order to minimize potential conflict with academic activities or other extracurricular events. 3. Conditions for using IE facilities: - Authorization by Campus Life office. - Assurance that IE policies will be followed. - If a food or a cocktail is served as a part of IE Club event, an authorization from the Campus Life office will be necessary. The office will make sure food, alcoholic beverages and health and hygiene regulations are applied correctly. The consumption of alcoholic beverages at Campus is subordinated to the Spanish regulations for schools. For this reason, the number of alcoholic beverages for each student will be limited. Campus Life emphasizes moderate consumption and previous authorization for food and alcohol distribution should be requested to the office. 4. Except when permitted by the Campus Life office, no form of announcement may be placed on any structure of the campus such as sides of buildings, elevators, fountains, vending machines or waste bins. 5. IE Club coordinators booking facilities on behalf of the Club are responsible for: - Damages to IE facilities. Any IE Club that damages any IE property will be referred to the IE Ethics Committee. - The behavior of all attendees at the Club event.

17 For more information Visit: www.campuslife.ie.edu http://clubs.ie.edu Or follow us on: Twitter: @iecampuslife Facebook: www.facebook.com/iecampuslife Instagram: iecampuslife