Annual Student Membership Fee: ______

SocietyStarterPack

Society name:______

Annual Student Membership Fee: ______

Annual Non-Student (Associate) Membership Fee:______

Welcome to the SocietyStarter Pack

Welcome to Edinburgh Napier Students’ Association (ENSA) Societies! Along with Sports Clubs, our Societies fall under the banner of Team Napier.

Student-led societies form an integral part of the student experience and running a student society can be a very rewarding and enjoyable experience, giving Office Holders the opportunity to develop a wide range of skills from team-building and leadership, to events planning and networking.

ENSA is here to help you administer and develop your society, and to affiliate with us as a Society you must complete and return this pack .

We also provide a Societies Handbook which we recommend you read before submitting this pack.

If you have any questions when filling in this pack, or at any time, nd we’ll get back to you as soon as possible.

SocietyOffice Holders

As a SocietyOfficeHolder you are volunteering to give your time to set up, organise and develop your Society and ENSA would like you to gain maximum benefit from this experience.

To do this we would encourage you to register with ‘VBase’, our unique volunteer service and make an appointment to see one of our advisers.Our VBase advisers are here to help you reflect on your role and the ways in which the skills and personal attributes you are developing will contribute to your longer-term employability.You can get started straight away by logging your volunteer hours on VBase.

ENSA is a licenced organisation to offer the Duke of Edinburgh’sAward (DofE). The Award is open to all students but must be complete by the age of 25 – find out more on our website.

As a SocietiesOfficeHolder you could decide to use your experience to count towards one of the DofE component parts: Volunteering, Skill or Physical.

If you are over 25 but still interested in getting involved with the DofE then you could volunteer as a Leader to help support DofE participants and plan activities and training with them.

Useful Contacts

Society enquiries –

VBase and volunteering enquiries –

Duke of Edinburgh’s Award enquiries -

ENSA reception – 0131 229 8791

ENSA website –

Website Information

Each Society has its own page on the ENSA website, and you can also find useful forms and helpful information under the Societies menu.

Please provide some text to go on theSociety’s page of the ENSA website. You should make this text as appealing to members and new members as possible, avoid using jargon and make it clear what students can get out of joining yourSociety. Remember you may be in competition with other Societies to recruit new members!

We may edit your text for grammar or spelling purposes, or to improve clarity.

You should also email us a Society logo and banner image for us to use on the website.

Memberships

New societies will need 10 ENU student members to register as a Society. A minimum of 10 ENU student members must be registered on the ENSA website by the 30th of September 2016 if the Society is to continue for the academic year 2016/17.

ALL Society members and OfficeHolders must purchase an ENSA Societies affiliation card and Society memberships on the ENSA website

Society Office Holders MUST NOT collect membership fees. All members should sign up via the ENSA website but exceptionally may pay in cash through the ENSA Finance Office.

Minimum requirements for an Affiliated Society

All ENSA affiliated societies must have:

• a minimum of 10 members signed up online
• a minimum of 3 OfficeHolders
• a completed constitution
• set a Membership Fee level

Training

SocietyOfficeHolder training is held at the end of the second trimester (usually May) to prepare Office Holders for the following academic year. For OfficeHolders of new Societies ENSA will provide a shorter training opportunity in Trimester One (usually October) and you should ensure that a minimum of one Office Holder is available to attend.

Training will cover all the basic information you need to function as a Society, as well as introducing you to how societies are managed within ENSA, and some useful tips on how to make your Society a success.

Funding & Freshers

New Societies can start at any time of the year, provided they fulfil the above affiliation requirements, however new Societies cannot apply for Strategic Funding from ENSA in their first year of operation, which we count as one calendar year from the Society’s affiliation date.

Freshers Fair runs in September every year and all stall applications must be submitted to ENSA by the end of May. If a Society affiliates to ENSA during Trimester 3 (June to August), then they will be placed on a Freshers Fair stall waiting list but are not guaranteed a stall.

Good news stories

We are always looking to promote the fantastic things our Societies get up to, so encourage all Societies to contact ENSA with good news stories or members testimonials – this could be about a competition your Society is taking part in, an event you’re organising, or just a reflection on the things you have learnt, achieved and experienced as a Society member.

Inappropriate behaviour

Society Officer Holders and members will not engage in inappropriate behaviour while conducting Society business or representing the Society or ENSA in any way. Such behaviours include law breaking, activities which bring ENSA or Edinburgh Napier University into disrepute, bullying, physical violence, failure to comply with ENSA policy, or mismanagement of finances.

Societies are forbidden from hold hazing or initiation ceremonies.

Social media

If your Society has a Facebook page, Twitter handle, or other social media links, please list them here and we will include them on the Society’s webpage:

Please complete this checklist before submitting this pack:

Completed the SocietyConstitution / ☐ /
Added all OfficeHolder contact details / ☐ /
Completed the SocietyDevelopment plan / ☐ /
Completed the Society budget / ☐ /
Provided Societyinformation for the ENSA website / ☐ /

Edinburgh Napier Students’ Association (ENSA)

SOCIETY CONSTITUTION

(This constitution should only be amended where indicated)

1.0 Name

The Society will be called ______ and will be affiliated toEdinburgh Napier Students’Association (ENSA)and operate in accordance with the guidelines of Edinburgh Napier Students’ Association, as contained in the ENSA Societies’ Handbook.

2.0 Aims and objectives

2.1 The aims and objectives of the Society will be:

• Add Objectives here

3.0 Membership

3.1 Membership is open to all Edinburgh Napier University (ENU) students.

3.2 All members are subject to the regulations of the Society’s Constitution and ENSA Societies’ Handbook. By joining the Society members will be deemed to have accepted the regulations and to abide by these.

3.3 All members will be enrolled as either:

• Full member – current Edinburgh Napier University (ENU) matriculated student
• Associate member – not a current Edinburgh Napier University matriculated student

3.4 The Society will have a minimum of 10 ENU student members.

3.5The Societywill have a majority of current ENU students as members, and the number of Associate members will not exceed 30% of the total membership.

3.6 Associate members cannot hold Committee positions in the Society or put themselves forward for election to these positions.

3.7Associate members are not permitted to vote in the SocietyOfficeHolder elections

4.0 Membership Fees

4.1 Members must enrol on the online membership system at and pay the appropriateENSA Student Societies AffiliationFee in addition to the membership fees setby the Society.

4.2 Associate members must enrol on the online membership system and pay the Associate Membership Fee, which the Society must set at a higher price than the Student MembershipFee, as well as the ENSA Student Societies’ affiliation fee as set by ENSA.

4.3 Membership Fees will be set annually by the Society Office Holders with reference to the Society’sproposed development and financial plans, and in consultationwith the VP Sports & Societies and with the agreement of the ENSA Depute Manager.

4.4 Society Office Holders willensure that all Society members, including themselves, are signed up online and will monitor membership at events and meetings.

5.0 Committee

5.1There will be an elected Committee entrusted with the responsibility ofpursuing the Society objectives. The Committee shall consist of a minimum of the following OfficeHolderpositions:

• President
• Secretary
• Treasurer
• If required, add additional OfficeHolders

5.2 CommitteeOfficeHolders will be elected annually at the AGM. Elections will be held by private ballot and must be conducted fairly and transparently. ENSA must receive advance notice of all AGMs and will be invited to attend each AGM in a non-voting capacity.

5.3 All current student members of the Society are eligible to stand for CommitteeOfficeHolderpositions.

5.4 All CommitteeOfficeHolders will retire each year but will be allowed to put themselves forward for re-election if they are eligible and so wish.

5.5 All Society members may seek independent advice regarding the election and voting processes by contacting ENSA.

5.6 If, at an AGM, there are fewer than 3 student members who will be continuing their studies in the next academic year, an interim society committee consisting of those members present may be created. This interim committee are permitted to take the society forward over the summer period and represent the society at Freshers events. Following the recruitment of new members in September, an EGM must be held for a new election process to take place within 6 weeks of the start of the academic year.

6.0 CommitteeOfficeHoldersGeneral Responsibilities

6.1 Committee Office Holders are responsible for the strategic planning of the Society, its day-to-day operation, and planning activities & events for its members.

6.2 The Committeewill meet at least twice per trimester. The quorum required for business to be agreed at Committee meetings will be three members. Minutes of meetings will be produced and provided to ENSA within a reasonable timescale.

6.3 The Committee will be responsible for proposing policies, codes of conduct and rules that are necessary for the operation of the Society. Proposals will be sent to ENSA to check they are appropriate and comply with the ENSA Constitution.

6.4 The Committee will keep records of Society activity, minutes of meetings and financial plans for use by future SocietyOfficeHolders. Such documents will be presented to the new Committee after the AGM.

6.5 The Committee will ensure that all the required Society documentation is completed and that an appropriate number of Committee representatives attend ENSA training sessions and/or meetings as required.

6.6 The Committee will be responsible for liaising with ENSA, which includes accurate and timely financial reporting, advance notice of events and trips, and relaying good news stories about the Society.

6.7 The Committee will comply with ENSA’s transport and booking policies.

6.8 The Committee will seek assistance from ENSA in the event of the Society or Committee experiencing problems which may affect the running or existence of the Society.

6.9 A minimum of one CommitteeOfficeHolder will attend the ENSA Student Societies Forums.

6.10The Committee will be responsible for taking all reasonable steps to ensure the health, safety and well-being of all members participating in the Society’s planned activities. Where required the Committee will complete a risk assessment for activities. Where appropriate the Society will complete a blanket risk assessment for its regular activities.

6.11 Where aCommitteeOfficeHolder can no longer fulfil their duties, they will seek advice from the VP Sports and Societies and where necessary demit from office. Exceptionally a CommitteeOfficer Holder may be subject to removal or impeachment by two-thirds majority vote and/or by the Sports and Societies Council.

6.12 Following the departure of an OfficeHolder, an Emergency General Meeting (EGM) will be held as soon as possible to elect a new member to the position.

6.13CommitteeOfficeHolders are eligible to apply for the ENSA Societies Executive positions.

7.0 Finance

7.1 Society Office holders will ensure that all Society income will be banked in the ENSA Society membership account.

7.2 The SocietyTreasurer will be responsible for the finances of the Society, including controlling expenditure, budgeting accurately, and regularly reporting the Society’s financial situation to the Committee. This will be a standing agenda item at all Committee meetings.

7.3 Additional revenue from events, fundraising or sponsorship can be raised throughout the year and must be banked with ENSA at the earliest opportunity. Sponsorship deals must be approved by the VP Sports & Societies before an agreement is made.

7.4 A statement of annual accounts will be presented by the Treasurer at theAnnual General Meeting and will be given to ENSA by the 30th April.

7.5 The Committee is jointly responsible for planning the Society’s finances on a yearly basis, including estimating revenue from membership fees and applying to ENSA for additional funding, as outlined in the Societies’ Handbook.

7.6 ENSA will only authorise the Society to spend money from its membership account based on agreed budget allocations or, exceptionally, following consultation with the VP Sports and Societies and ENSA Depute Manager.

7.7 The Society will comply with the finance procedures outline in the Societies’ Handbook.

7.8 ENSA will not be liable for any financial losses or debts caused by the Society or the Society members.

7.9 TheSocietywill not operate an independent bank account or bank cards.

7.10 Society Office Holders may apply to ENSA for strategic funding to support their Society development plan.

8.0 Annual General Meetings

8.1 Notice of the Annual General Meeting (AGM) will be given by the Society Secretary with at least 14 clear days’ notice to all Society members and ENSA.

8.2 The AGM will receive a report from CommitteeOfficeHolders and a statement of the audited accounts.

8.3 The process for nominations for CommitteeOfficeHolder positions will be made clear to all Society members with 14 clear days’ notice, including information about the roles available and how to nominate for positions.

8.4 Any Society members who are currently matriculated ENU students and plan to continue their studies in the following academic yearmay put themselves forward for any of the Society OfficeHolder positions.

8.5 All successful Office Holder nominees must be matriculated students at ENU at the start of next academic year, studying on campus, and cannot be taking a year or semester abroad.

8.6 All student Society members are permitted to vote for all positions.

8.7 The quorum for AGMs and EGMs will be at least 50% of active membership.

8.8 The Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM, the process for which will be the same as the AGM.

9.0 Discipline and appeals

9.1 All complaints regarding the behaviour of Society members must be submitted in writing to the ENSA Depute Manager.

9.2 Following a complaint, the disciplinary process, as outlined in the Societies’ Handbook, will be followed.

9.3 TheSociety as constituted under ENSA may be wound up or have its activities suspended by the ENSA Trustee Board following the disciplinary process. On dissolution of a Society, all funds and equipment will be properly accounted for and will remain the property of ENSA.

10.0 Dissolution

10.1 A resolution to dissolve the Society can only be passed at an AGM or EGM through a two-thirds majority vote of the membership.

10.2 The Society may be dissolved or suspended by the VP Sports & Societies in the event that they fail to reach the minimum membership requirement of 10 matriculated ENU students by the stated deadline.

10.3 In the event of dissolution, all assets of the Society will remain the property of ENSA.

10.4 Any Society constituted under the Student Societies Union may be wound up or have its activities suspended by the ENSA Trustee Board following the disciplinary process. On dissolution of a Society, all funds and equipment will be properly accounted for and will remain the property of ENSA.

11.0 Amendments to the constitution

11. Any proposed changes to the SocietyConstitution must be written in conjunction with ENSA to ensure they comply with all relevant policy, legal matters and financial regulations.

12.0 Declaration

______hereby adopts and accepts thisConstitution as a current operating guide regulating the actions of the Society and its members.

CommitteeOffice Holders Contact Details

ENSA will only use theSociety’sgeneric email address as the contact address for the Society(e.g. ). The Society’s email address will automatically forward all messages to the President’s University email account.

The generic Society email will be used as the advertised email for the Society on the ENSA website, posters and all other official communication.

Position / President
Name
Email / @live.napier.ac.uk
Telephone
Matriculation no.
Position /

Treasurer

Name
Email / @live.napier.ac.uk
Telephone
Matriculation no.
Position / Secretary
Name
Email / @live.napier.ac.uk
Telephone
Matriculation no.

If your Society has more than three OfficeHolders, please use the boxes below to complete the full details for your Society.

Position
Name
Email / @live.napier.ac.uk
Telephone
Matriculation no.
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Matriculation no.
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Matriculation no.
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Matriculation no.
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Matriculation no.
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Matriculation no.
Responsibilities:

Development Plan

A development plan should be created based on the Society’s constitutional aims and objectives. The development plan should include both long (2-3 years) and short term (1 year) objectives.