Section A: Guidance Notes
Welcome
One of the best things about studying in higher education is the ability to get involved in activities you are passionate about. Nowhere is this more true than our clubs and societies, who provide a home for well over 2,500 students to meet each other, develop their skills and ultimately have a bit of fun.
Setting up or indeed sitting on the committee of an activity group is one of the most rewarding experiences you will have at your time at Huddersfield. You’ll learn how to project manage, communicate effectively, plan and deliver events to name just a few.
The Students’ Union has recently re-written our new strategic plan, and growing the number of groups, members and what they do is a huge part of what we want to achieve over the next few years. We’re here to provide advice, support and help you develop your club to be the best it can possibly be. So if you’ve got any questions – or want to run an idea by us, please don’t hesitate to get in contact!
Please note, there is a separate guide entitled Student Activities Handbook that contains lots of guidance and tips to help you make the most of your year.
Jordan Aird
Vice President (Student Activities 2015/16)
What is Ratification?
To become an official activity group of the Students’ Union, your group must be ratified by the Student Activities Executive (SAE). This is a committee of the Students’ Union who are responsible for approving new groups and allocating funding. This pack contains all the relevant information to complete this process on a step by step basis. If you have any questions please contact the Student Activities Coordinators via the help desk on Floor 5 of Student Central, or via:
Societies Sports Clubs
Kirstie Carruthers Amy Affleck
Email: Email:
Tel: 01484 471493 Tel: 01484 473547
It is important to note that SAE will not ratify two or more groups with similar aims and objectives. If two applications are submitted, the group that was ratified in the previous year shall prevail. If no similar group existed beforehand, then SAE will make a recommendation that the groups seek to combine their applications, or ultimately, make a judgement on ratification of one group after consulting with the relevant parties.
Key Dates
The following timetable sets out the timetable for activity group ratification and grant allocations each year. Please note, new groups can be formed at any point.
Date / Stage / Further InfoWednesday 3 June / Committee Training Day / All activity group committee members are required to attend the training provided by the Students’ Union.
Friday 1 July 2016 5pm / Ratification & Grant Packs and Health & Safety Packs submission deadline / All activity groups must submit both:
1. Ratification & Grant Pack
2. Health & Safety Pack
18 – 22 July 2016 / SAE Round 1 / SAE holds a meeting to ratify all new and returning groups and allocate round 1 of grant funding.
12 August 2016 / SAE Tie up round 1 requests and new groups ratification / SAE holds a meeting to confirm any action points from round 1, ratify all new groups and allocate grant funding.
16 September 2016 / SAE New groups ratification / SAE holds a meeting to ratify all new groups and allocate grant funding.
21 October 2016 / SAE New groups ratification / SAE holds a meeting to ratify all new groups and allocate grant funding.
18 November 2016 / SAE New groups ratification / SAE holds a meeting to ratify all new groups and allocate grant funding.
27 January 2017 / SAE Round 2
AQM judging panel / SAE holds a meeting to ratify all new and returning groups and allocate round 2 of grant funding.
SAE reviews and awards AQM submissions.
9 March 2017 / SAE New groups ratification / SAE holds a meeting to ratify all new groups and allocate grant funding.
7 April 2017 / Committee Elections Complete / Committee Notification Forms Submitted.
2 May 2017 / SU Awards Nominations Close / Web nominations close for the 2017 SU Awards.
11 May 2017 / SU Awards Judging Panel
AQM Judging Panel / SAE selects shortlists and winners for the SU awards.
SAE reviews and awards AQM submissions.
Your Aims and Objectives
Creating aims and objectives helps an activity group focus its efforts and ensure that everyone is working together in striving towards the same goal and a shared vision. It helps ensure that resources are maximised, priorities indentified and a duplication of work is avoided.
It doesn’t need to be a long and complex document, but essentially needs to answer three questions:
1. Where are we now?
2. Where do we want to be?
3. How are we going to get there?
Where are we now?
Before an activity group can move forward, it needs to determine a starting point in order to identify the progress it wants to make. The information an activity could gather may include:
i. Number of members
ii. Finances
iii. Number of sponsors and partners
iv. Reasons why some people decide not to maintain participation
v. Strengths/weaknesses of the society
vi. Participation in volunteering activities
vii. Social activities
viii. Marketing
What are your goals?
Having identified where the group is, it then needs to be decided where the group wants to go with a clear vision. The group needs to decide what it would like to offer its members in the future and what it would like to do better or differently. Things you might want to think about include:
i. Do you want to grow your membership?
ii. Do you want to run more activities?
iii. Do you want to play a more active role in the local community?
iv. Do you want to perform at a more competitive level?
What are the key challenges to achieving your goals?
One of the most effective ways to ensure your plans for the year are successful is to identify any key challenges you will face – this means you’ll have the chance to predict and plan ahead.
What activities will help you achieve your goals?
Finally, think about what specific activities you might undertake to achieve these goals. For example, weekly meetings, invited public speakers, trips, events etc. You need to think about how these link back to your goals, and ultimately, how they positively make student life better for your members.
How will these be funded?
One of the most essential parts of running a successful activity group is effective budgeting – learning how much things cost, and making sure you end the year without spending more than you have! There are two ways groups are funded:
1. Self-Funding
Most funding for groups comes from a combination of the following:
i. Membership fees
ii. Sponsorship
iii. Tickets for events/activities
iv. Fundraising (such as bake sales etc)
v. Bids
The Students’ Union provides support in developing all of these for your group, with money going into your ‘unallocated’ funds (you can spend it on whatever the group wishes to spend it on).
2. Grant Funding
Groups can also apply for funding directly from the Students’ Union, in the form of a grant (the caveat for this is that it can only be spent on items you have requested it for, and will be reclaimed by the Union if not spent in that year). This funding is allocated by the Student Activities Executive at the start of each term, with over 100 groups requesting money. The SAE allocates full or partial grants by considering the following principles:
1. That the activity group provides unique activities as set out in its objectives.
2. The proposed group’s aims contribute to the Students’ Union’s strategic aims of:
i. Supporting academic success, employability and personal development.
ii. Providing a fun and enriching student life.
iii. Looking after student wellbeing and finance.
3. The breadth and depth of impact on students, specifically considering:
i. How many students will directly participate (the number of members)
ii. How many students will indirectly benefit
iii. The length and duration of the activity
iv. Actions that maximise the accessibility of the activity
4. The sustainability of the activity, specifically:
i. What is fundamental to the groups existence
ii. How members and beneficiaries contribute
iii. The potential to secure non-SU financial support through sponsorship, advertising and alternative grant support
iv. That club finances are managed in accordance with HSU procedures
v. The costs involved in the activity
vi. The financial and resources in kind required to run the activity
As part of the ratification pack, you are asked to specify costs in your activities – this will be used by SAE to determine your grant.
Guidelines for Grant Requests
The Students’ Union financial accounts for activity groups run very similarly to a high street bank account, but have the added bonuses of staff support, control and guidance to ensure money is spent appropriately and at a reduced level of risk to you and your members.
The benefits of your accounts are:
I. When making purchases, you do not have to handle cash or be out-of-pocket as we will make direct payments and orders for equipment, transport, etc.
II. We have a range of payment methods available.
III. Your members are able to pay directly into your accounts for trips and events through the SU Help Desk/online to save you collecting cash.
IV. Regular account updates that can be emailed and printed on request.
V. The processing of money is fully recorded and audited externally every year to ensure nothing is being misspent.
What the SU automatically funds
Insurance
The SU pays for Public Liability Insurance and Personal Accident Insurance so this won’t need to be included in your budget.
Stationery, Administration and Promotional costs
Each group will be allocated £30 for Freshers’ Fair promotion, and £30 for additional promotion/stationery throughout the year. Items that have been itemised and approved can be purchased and claimed back on club expenses with a receipt.
Team Kit
If your group competes in recognised competitions then you may qualify for a playing kit bought by the SU (this is not an annual investment).
What you need to request budget for?
Each request is considered on a case by case basis, but over the years we’ve developed a list of common items funded by the Union.
Trips & Events
This can be used for equipment hire, entry fees and other costs associated with going on a trip. It can also be used for events that your club organise both on and off campus. These funds cannot be used for items such as accommodation, social events and food.
Equipment
We will consider funding for equipment which benefits the whole group, and can be reused in future years. Equipment that is essential for your activity to take place safely will be prioritised.
Affiliations
Some National Governing Bodies require additional club membership fees which will be considered by the SAE. However, individual registration fees will need to be added to your membership fees.
Transport
Recognised competition transport is generally funded by the SU. You will need to work out what transport your group requires for the year, what size vehicle you will need and the destination you are visiting.
What the SU Can’t Fund
We’ve also put together a brief list of the types of items not funded by the SU:
i. Accommodation
ii. Social events such as parties, theme parks and attractions
iii. Personal clothing and kit
iv. Team building events
v. Fines for misconduct or misuse
Your Constitution
A constitution is a formal document that establishes the rights, responsibilities and procedures used to govern the workings of your group. Working with groups, we’ve provided a model that should prove effective for most if not all groups. You’ll notice that sections 1 and 4 require your input, as each group differs on these items.
If you want to adapt any of the other clauses, you’ll need to justify this in your submission on a separate document, clearly outlining your reasons.
Jargon Buster
Ratification: the formal approval of an activity group by the Students’ Union, which means it is then able to apply for funding and support.
Student Activities Executive (SAE): a committee made up of Exec Officers, elected students and staff, delegated the authority to govern student activities by the Union’s Trustee Board.
Constitution: a set of procedures and regulations that your activity group must adhere to.
Grants: Funding provided by the Students’ Union for specific activities.
Unallocated funds: Funds that groups raise for themselves through memberships, sponsorship, fundraising, etc.
What is an Executive Officer: There are 5 elected student representatives that lead the Students’ Union.
What’s the difference between the VP Student Activities and staff: The VP Student Activities represents every group and will lead the growth, development and direction of Student Activities. Whereas the staff are a full time team that are there to support the delivery of student activities on a day to day basis.
Student Activities Forum: A workshop where the Students’ Union brings new ideas to be discussed and is also an opportunity for groups to feedback and make suggestions for change.
SU AGM: The Annual General Meeting takes place once a year and must be attended by every activity group. It essentially looks at what has been achieved through the year, discusses key issues relating to students and reviews the Union’s finances.
Club/Society AGM: Each activity group must hold an AGM to elect a committee for the following year. The AGM is run by the President (or equivalent) before the Easter break. This will give the incoming committee time to have a good handover. It will also give the opportunity to chase up kit, equipment and outstanding finance from the outgoing committee.
Section B: Ratification & Grant Pack
1. Activity Group Details
Group NameIs this a new group? / Yes / No (delete as appropriate)
Group status / Society / Sports Club (delete as appropriate)
Membership fee / £4 (minimum for societies) £15 (minimum for sports clubs)
2. Committee Details