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New Society RegistrationForm 2017-18

To be completed before your society becomes active.

Please ensure you have:

Filled out form fully (incomplete from will not be accepted)

Have six paid members

Have read the terms and conditions

Have the form signed by your three officers.

Please note after you have registered your new society you are required to attend a training session. This session will cover all the relevant information you need to know in order to run a society successfully.

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Society Registration Form

Name of Society: ______

______

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Contact One (President )
Name / Student ID
Email Address / Contact Number
Contact Two (Secretary)
Name / Student ID
Email Address / Contact Number
Contact Three (Treasurer)
Name / Student ID
Email Address / Contact Number
Society Membership Fee
Please state the amount that you would like to charge as a membership fee for students joining your society. This must be an amount between £2.50 and £10.00. Please think carefully about how much you charge your members as this will stay fixed throughout the academic year and will make up the majority of your budget.
We would like to charge £ ______per member.
Society Email Address
Please write your society email address below. This will be used to give out to students and will appear on your society’s webpage:
______@______
Society Purpose Statement
Please give a one line description of your Society (this will appear on the society directory):
______
Why do you want to set up this Society?
______
What benefits and opportunities will you provide to members of your Society?
______
Please write your society’s three main aims and objectives:
  1. ______
  1. ______
  1. ______

Description of society to appear on the SU website

What you can expect from us:

  • Support, training and advice for your Society
  • Requesting room bookings on your behalf
  • Access to funding and resources
  • Administrative support – e.g. photocopying, website updates
  • To be treated fairly in accordance with the Equality and Diversity policy of the university
  • Updates on new and current members
  • Updates on University activities
  • Resolution of any problems you may encounter
  • Your personal information will be kept confidential, unless permission is gained

What we expect from you:

  • Adhere to the Code of Conduct, your Constitution and the Societies Handbook at all times
  • Keep the Students’ Union informed of any activities that you are planning to organise
  • Act within the University and Union policies and regulations
  • Be reliable and committed to your society
  • Act as a representative of the University, be professional, mature and responsible when dealing with external bodies
  • Respect and understand the views of your members in accordance with the Equality and Diversity Policy of the University
  • Inform the Students’ Union if you experience any problems
  • Inform the Students’ Unionif you would like to withdraw from your Society Officer position
  • Respect the confidentiality of others
  • Keep the Students’ Unioninformed if you change your contact details
  • Give the Students’ Unionfeedback to improve the service

We confirm that we have read the above and agree to abide by these principles:

Officer / Name / Signature / Date
Contact One
Contact Two
Contact Three

Membership List and AGM

All societies must have a minimum of 6 members. It is important that every member of your society signs up and pays the relevant society membership fees.

All members must have paid membership within one calendar month of the start of the autumn term or immediately on application and acceptance thereafter.

Any society who collects membership fees must bring these in to the Students’ Union office within one week. Failure to comply with this may result in action being taken in line with the Code of Conduct.

Society Committee Members will be expected to monitor the payment of membership fees. Spot checks will be performed by SU staff throughout the year. Any society found to have memberswho have not signed up and paid the relevant fees may be subject to action being taken in line with the Code of Conduct.

All officers of the society for the forthcoming year must be elected at the society AGM which will take place in April / May next year. Elections are held using a secret ballot and must have a member of Students’ Union staff or a Sabbatical Officer there to act as the Returning Officer.

Membership List:Please put first 3 members as President, Secretary and Treasurer

Full Name / Student Number / Email Address
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Code of Conduct for Students’ Union Societies, Groups and Activities

The primary concern of the Students’ Union will always be the welfare of students and protecting those that take part in and leading our Societies. We recognise that all students, (including committee members) may encounter a range of situations throughout the year and the following guidelines have been put in place to ensure the safety and wellbeing of anyone attending any activity.

SU and the University regard any breach of this Code as a serious matter and may take disciplinary action against an individual or group acting in breach of the Code.

To whom does this code apply?

  • All members of a Student Society or Group.
  • Organised activities of societies and groups

What is an organised activity?

If any of the following criteria apply, then an event is deemed as being ‘organised’ by the Society:

  • An activity publicised at a society meeting.
  • An activity in any way publicised by the Society.
  • An activity funded in part or in whole by the Union or through a Societies SU account.
  • An activity requiring the use of equipment owned by the Society/Union.
  • An activity where group transport is booked through the Union.
  • You are wearing clothing that identifies you society or the union
  • Any activity or publicity on web or social media pages (i.e. Facebook groups and Twitter)
  • Any activity falling into one or moreof the above categories, regardless of where it takes place (including a Society activity held outside the premises of the University or the Students’ Union)

What we expect of you and your members?

  • Do not bring the reputation of the University, SU or your societyin to question or disrepute
  • To act as an appropriate ambassador for the University and the SU
  • To act within the law
  • To be aware not to offend other students and/or members of the public through your activity or behaviour
  • To abide by University and Union policy
  • Respect the right of others to express, within the law, their beliefs and convictions
  • Be honest about your activity, beliefs and allegiances, and straightforward about your intentions
  • Not to misrepresent the beliefs and practices of others and ensure that the commitments of others are respected
  • Not to use violent words or actions and/or threats, manipulation, the misuse of power or authority
  • Respect the right of others to disagree
  • Treat facilities, staff and students at the University and other institutions and establishments with the utmost respect and abide by any rules that may apply
  • To ensure any media, including social media and print media, does not breach the above (i.e does not contain material that may be deemed offensive or be in breach of the law)
  • Online forums / social media should not allow posting from anyone who is not an identifiable member and should be regularly monitored
  • Resources and funds should be used appropriately in support of the societies and its members
  • For all society members attending meetings and taking part in society activities to be fully signed up, paid members. This includes your President, Secretary and Treasurer
  • To pay all membership fees taken by the society in to the Students’ Union and submit membership details within one week

Social Media

  • You are responsible for all monitoring and ensuring that your website or social media sites comply with both union and university policy
  • You should ensure that there is nothing in the content that could be deemed offensive or be in breach of the law
  • You should ensure that editing and uploading to the site is restricted to three identified users who must be made known to the union
  • Online forums / social media should not allow posting from anyone who is not an identifiable member and be regularly monitored

The SU will take action against any individual member or society in breach of the above.

Any breach of this Code of Conduct may result in one or more of the following (please note this is not an exhaustive list):

  • Removal of Society privileges (room bookings, support, publicity, etc)
  • Society fine
  • Individual disciplinary action
  • Suspensions of Society activity
  • Termination of society
  • Individual Union or University disciplinary action

What happens if the Code is breached?

If the SU receives information which indicates an activity may be in breach of this Code it shall, if deemed appropriate, inform the University and will then:

  • Contact the Student Group / Society in question to obtain further information and to check if any action has or will be taken
  • Investigate the alleged breach and, if satisfied that a breach may have occurred, refer the matter to the President, General Manager and a representative from the University Secretary’s office for a decision on action
  • Where it is believed the University’s disciplinary procedures may have been broken the incident will be referred to the University

In some cases incidents may be reported directly to the University, in which case all efforts will be made to report the incident to SU and inform it of any action taken by the University and any investigation and/or action to be taken.

Freedom of speech and the university code of practice

Societies and members should be aware of the Universities Code of Practice on Freedom of Speech under section 43 of the Education Act (No 2) 1986. This requires the University to take reasonable practicable steps to ensure freedom of speech within the law for its employees, students and visiting speakers. This includes the duty to ensure, as far as reasonably practicable, that the use of University premises is not denied to any individual or organisation on the grounds of their beliefs, views, policies or objectives. The Code also takes account of the obligations placed on the University by counter-terrorism legislation.

This code is available on the University Secretary’s Office webpages and it is the responsibility of Societies and their official, invited guests, speakers and members to abide by it.

To enable effective management of this, it is essential that Groups and Societies inform the Union of events and any speakers with at least 2 weeks’ notice. This includes events which the Society wishes to hold off-campus. The booking form on the University Secretary’s Office webpages must be completed for any event involving a guest speaker.

The Code of Practice on Freedom of Speech at London Metropolitan University is available here.

Raising money for charity

We encourage societies to work for the good of the wider community and we would support activity that raises money for charity.Money can only be collected for UK registered charities and societies must provide the charity number to the Students’ Union who will then undertake a number of checks.

All charity collections must be approved by the Students’ Union in conjunction with the University Secretary’s Office. You must notify to the SU 10 working days prior to the fundraising event.

All collections must be taken in sealed and registered collecting tins issued by the charity / the SU. Charity collection tins must be taken to the Students’ Union before 5pm daily. At the end of the collection period tins will be opened and counted. Once counted the amount will be banked with the Students’ Union and payment will be made to the charity by the Students’ Union.

If you fail to hand the money to the Students’ Union, you will be in breach of Union and University rules and may be subject to Union and University disciplinary procedures.

Please see Societies Handbook for deal explanation of rules relating to raising money for charity.

Society ______

President:______(sign) ______(print) ______(date)

Secretary:______(sign) ______(print) ______(date)

Treasurer:______(sign) ______(print) ______(date)

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