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Contents
This Students Activities handbook has been put together to support you in setting up a new activity group and to act as a guide for your role as a committee member. We will guide you through the following nine key elements of Student Activities:
1) Welcome Your Exec Team 2016-17 What is the Students’ Union? Key Staff members for Student Activities
2) What is a Student Activity Group? What is the role of a committee member? What is the Student Activities Exec (SAE)? How to set up an activity group? Membership process Annual General Meetings (AGMs)
3) Finance and Budgets How it all works? Guidelines for grant requests Payments and purchasing Expenses
4) How to Do Stuff Events (Room bookings, catering, guest speakers, equipment) Trips & Transport Equipment Health & Safety BUCS sports (fixtures, coaching, sports hall bookings)
5) Dealing with Problems Committee Complaints Students’ Union Complaints
6) Promoting Your Activity Group Freshers’ Festival Social media & Websites Promotional stalls Working with student media groups ‘Give It A Go’ taster sessions
7) Going the Extra Mile Charity fundraising Volunteering
8) Enhancing Your Employability Training and development opportunities Student Leadership Award
9) Rewards Activities Quality Mark SU Awards
Your Exec Team 2016-17
The Exec team is made up of five officers who are elected to work for you, full-time, for the duration of the academic year, ensuring that the work of the Students’ Union reflects the wishes of the student population at our University. Each officer will have set out some of the things that they want to achieve for students in their election manifestos; however they will also ensure that they listen to you and make sure your concerns and ideas are addressed throughout the year.
The Exec team have regular meetings with decision-makers at all levels of the University, and sit on some of the most important committees that have a direct impact on your experience as a student. They are often seen by the University as the authoritative voice of students, and therefore play an extremely valuable role in making student life better.
The Exec team consists of the President, and four Vice Presidents who each have their own area of responsibility:
Jordan Aird – VP Student ActivitiesHi everybody, and congratulations on becoming a committee member of your activity group. This handbook is designed to be a helpful guide to leading your group, but you can also come and see me or contact me to chat about how I, the other officers and the SU staff can help you make your group even better. My role as VP Student Activities is to make sure that activities at Huddersfield continue to get better and better, so give me a shout if you have any ideas or questions.
The Student Activities team is always there to help with the development of your group. Added to this, I intend to meet every group throughout the year for one to one catch-ups. I’d like to close by thanking each of you for your voluntary contribution to enriching the student experience at Huddersfield. Having been a member of a sports team, I know how life changing student activities can be and that is largely down to you and the time you invest. I’d also like to assure you that your decision to be a committee member is one of the best you’ll make while at Uni. It will help you develop
personally and professionally, but equally importantly, it’s a lot of fun. Enjoy the year!
[email protected] 473441
Sabrina Hussain – PresidentAs President, Sabrina’s role is to make sure the SU is effectively engaging with students, and that we constantly listen and act to make student life better.
[email protected] 473440
Emma Denny – VP Communications & Engagement Emma’s role is to encourage more students to get involved in the Students’ Union, whether that be through student media, volunteering or becoming a member of Union Council.
[email protected] 473425
Leanne Hunter – VP Wellbeing & EqualitiesLeanne works closely with the Students’ Union Advice Centre staff to support and represent students in lots of areas including health, finance and accommodation.
[email protected] 473456
Charlotte Jackson – VP Education Within the Exec team Charlotte is the lead officer for the academic experience and ensuring that your voice is heard at all levels of the University.
[email protected] 473424
What is the Students’ Union?
As a membership-led organisation, it’s important that students know exactly how the Union runs, and through this, how to get involved. We are governed by a Constitution, which sets out the rules and processes behind everything that we do. Our Constitution is available on our website.
We’re autonomous from the UniversityAlthough we’re funded in large part by the University of Huddersfield, and are located on the campus, we’re also a completely autonomous organisation. This ensures that we remain entirely focussed on our members with one purpose in mind: to make student life better.
We’re led by studentsFirst and foremost, students are at the heart of everything that we do. They sit out on our Student Council, which determines our campaigning and political priorities. They make up 50% of our Trustee Board, which is legally responsible for hiring the staff team and making sure the Union remains financially viable. They deliver most of our services through our large student staff team. And they have the power to shape everything the Union does through our Executive Committee, AGMs and referenda. More information about this is given below.
We’re an unincorporated organisationThis might sound slightly complicated, but it simply means that the group of individuals legally responsible for making sure the Students’ Union operates effectively is our Board of Trustees.
We’re a charityLike a number of other Students’ Unions in the UK, we’re also a registered charity. This means that:
1. We’re not-for-profit: any income we gain from our commercial services goes straight back into providing services for students.
2. We’re governed by charity law: which has some implications on how we can spend our money – making sure it’s spent on students.
3. We’re accountable to our members: which means we’re constantly looking to help students better understand what we get up to, and how we spend our money.
Key Students’ Union Staff Members for ActivitiesWorking alongside the Executive Officers, the following SU staff members play a key role in supporting you as an activity group committee member. They can be found in the Students’ Union on Student Central Floor 5 – just ask at the SU Help Desk.
Amy Affleck– Student Activities Coordinator (Sports)Speak to Amy about anything related to sports clubs, including BUCS, competitions, transport, kits and media.
[email protected] 473547
TBC – Student Activities Coordinator (Societies)Speak to TBC about anything related to societies, including room bookings, media, training and charity fundraising.
[email protected] 473427
Lizzy Kepczyk - Events CoordinatorLizzy coordinates key events such as Freshers’ Festival and our programme of Give It A Go events. Speak to her if you require help or training when hosting events.
[email protected] 473432
Kirstie Carruthers – Student Activities ManagerKirstie oversees Student Activities and works closely with the VP Student Activities to ensure that the Students’ Union supports our student groups and ensure they have amazing events like Varsity. Kirstie also works closely with VP Communications and Engagement to provide students with opportunities to volunteer and become more employable.
[email protected] 473453
The full SU staff team list is available at www.huddersfield.su/staff. Your first port of call for enquiries is the Student Activities Coordinators and the VP Student Activities. If your enquiry or issue is more relevant to another staff member, the Student Activities Coordinators will put you in touch with them.
2. What is a Student Activity Group?
Activity groups are student led clubs or societies officially recognised by Student Activities Exec through a ratification process. Every group registered with the SU benefits from access to staff support, SU rooms, and equipment as well as from financial support to run their activities. The group is required to follow the SU policies and procedures to ensure the efficient and effective running of the group.
What is the role of a committee member?A committee is a group of students elected by current members and are responsible for leading that activity group. The committee takes responsibility for running the day-to-day operations of the activity group by actively leading all activities, trips, events and managing the budget. As a committee member you act as representative and a key contact for your group. You will be making long and short-term decisions for your group, ensuring your group becomes the best it can be.
What is the Student Activities Executive (SAE)?The Student Activities Executive (SAE) is the committee that oversees the ratification of every activity group that is set up under the banner of the Students’ Union. Its main job is to review every group’s planning and budget pack, ensure that it fits within the rules and regulations of the Students’ Union (SU Constitution), and approve each group's budget for the forthcoming year.
The SAE is chaired by the VP Student Activities and is made up of a mixture of student representatives and staff members. Each year there are two positions that are elected by the activity groups to represent all groups.
How to set up an activity groupSetting up a new activity group is simple, all you need to do is:
Find at least two more current students who share your ideas and complete a Committee Registration Form letting us know who will leading this group.
Read this handbook carefully as it will explain how things work, what you can expect from us and what we expect from you.
Complete a Ratification and Grant Pack and send it to [email protected] Complete a Health and Safety Pack and send it to [email protected] for support
and to get the pack approved.
All documents are available on our website: www.huddersfield.su/activitiestoolkit or you can always request a copy from our team. Just drop us an e-mail at [email protected]. If in any doubt, come and see us in Students’ Union, Level 5 in Student Central.
Membership ProcessAll students automatically become members of the Students’ Union unless they’ve opted out during the enrolment process. Becoming a member of the SU makes students eligible to join
and/or to set up an activity group. The joining process takes place online via the group page. All you need to do is find the group you want to join on the SU website (www.huddersfield.su/activities), click on the orange ‘Join this group’ button and follow the instructions on your screen. Depending on the group you’re joining you might need to provide us with details such as a phone number and/or details of next of kin, so make sure you have them ready. You will have to pay your membership via debit or credit card, and there is no administration fee.
Alumnus and University staff members are able to join activity groups; however they must purchase a lifetime membership first. Please contact Student Activities team to find out more.
Annual General Meetings (AGMs) and Elections Group AGM’s and ElectionsThe AGM and elections process for student groups are an area that the Students’ Union is focusing on over the next year. The election process is important on three key levels:
1. They are required by law under the 1994 Education Act and the Union’s constitution.
2. They ensure that groups run transparently and democratically.
3. They protect the individuals elected against speculation of unfairness or fixing.
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.
This year we will be looking to encourage more groups to use the online election process to help groups boost turnout, demonstrate their democracy and protect election organisers from any complaints.
Tips on how to run and AGM and what should be on the agenda can be found in the activities toolkit on the SU website (www.huddersfied.su/activitiestoolkit). In addition to this we will be running a series of training sessions on how you can run an effective and compliant election process as part of your AGM.
If you have any questions, or need assistance in running your AGM, do not hesitate to contact us.
Students’ Union AGMThe Students’ Union AGM takes place once a year and it is compulsory that committee members from each activity group attend. The number that attends will help with your Activities Quality Mark submission. Details about the AGM will be released in advance.
3. Finance & Budgets
How it all worksOne 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-FundingMost funding for groups comes from a combination of the following:
Membership fees Sponsorship Tickets for events/activities Fundraising (such as bake sales etc.) 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 FundingThe 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:
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.
We have a range of payment methods available. 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. Regular account updates that can be emailed and printed on request. The processing of money is fully recorded and audited externally every year to
ensure nothing is being misspent.
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 the first two terms, with over 100 groups requesting money. Grant applications can be made using the Ratification & Grant Pack available on the Students’ Union website. New activity groups can apply for grants when they apply for ratification at any time during the first two terms.
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: Supporting academic success, employability and personal development. Providing a fun and enriching student life. Looking after student wellbeing and finance.
3. The breadth and depth of impact on students, specifically considering: How many students will directly participate (the number of members). How many students will indirectly benefit. The length and duration of the activity. Actions that maximise the accessibility of the activity.
4. The sustainability of the activity, specifically: What is fundamental to the group’s existence How members and beneficiaries contribute. The potential to secure non-SU financial support through sponsorship, advertising
and alternative grant support. That club finances are managed in accordance with the Students’ Union’s
procedures. The costs involved in the activity. The financial and resources in kind required to run the activity.
As part of the Ratification & Grant Pack, you are asked to specify costs in your activities – this will be used by SAE to determine your grant.
Guidelines for Grant Requests
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 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 every two to three years.
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 and 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 activity group 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 fundWe’ve also put together a brief list of the types of items not funded by the SU:
Accommodation Social events such as parties, theme parks and attractions Personal clothing and kit Team building events Fines for misconduct or misuse
Payments & PurchasingAll purchasing must be done by the Students’ Union with a purchase order signed by a Student Activities Coordinator and/or the Student Activities Manager. If this is not done we will not pay the bill. You can make enquiries with suppliers on behalf of your group, but formal orders must be placed by Students’ Union staff only. If this rule is broken disciplinary action would be taken as it is a breach of our financial regulations.
If you want to purchase something for your activity group, please give us plenty of notice. It takes time to process on order through to delivery, and delivery times vary (with overseas shipping taking a number of weeks).
InvoicingPayments can only be made to external organisations or individuals on behalf of your group with an official invoice. For example, if you are being asked to pay for accommodation for your trip, an invoice would need to be sent with at least a week’s notice to the relevant Student Activities Coordinator.
Methods of paymentOnce we have received an invoice for payment from you or the relevant supplier, this will be signed off by a Student Activities Coordinator and then processed by the Students’ Union Finance team. Payments can be made by bank transfer (BACS), credit card or cheque. Please be aware that payments do not take place immediately. It is essential that invoices are handed to us as soon as you receive them. Bank transfers are generally made at the end of each month. Cheques take a while to process due to the signatures required (and
then postage). Credit card payments are the quickest option, but have an upper value limit. Please speak to the Student Activities Coordinators about the preferred payment method in each case.
ExpensesFrom time to time you may need to claim back expenses that have been incurred by yourself on behalf of your group. Expenses can either be claimed from your grant allocation approved by the SAE (e.g. fuel for a trip from your allocated budget) or from your unallocated funds. Unallocated funds can be spent on whatever you wish as a group.
How to claim expenses back Expense claims need to be filled out online or on a form from the SU Help Desk and
approved by one of the Student Activities Coordinators. Expenses will only be approved if you have enough funds in your unallocated funds
(or allocated budget for an approved item). The form must be countersigned by another committee member from your group to
ensure financial accountability. Relevant receipts must be attached to the claim form or the claim will not be
processed. If an expense claim is handed in on or before Friday at 11am your expenses (in
cash) should be ready for collection from the SU Help Desk on the Wednesday afternoon of the following week.
If you wish to receive your expenses via bank transfer you need to include the relevant account information on your expense claim.
All expenses MUST be claimed within a month of the purchase. To collect expenses you will need your student card. If someone is collecting them on
your behalf we will need notifying by email in advance and they will need some ID.
4. How to Do Stuff
This section tells you about the practicalities involved in running activity group meetings, events, trips and more.
EventsIf you would like to put on an event (however big or small), there are a number of things you need to think about as a committee:
Room bookingsAll activity groups can book rooms in the Students’ Union (floor 5 of Student Central) or elsewhere on campus. There is no charge to book rooms, but the number of registered members your group has will be taken into account when you apply for a room allocation. You can book rooms for meetings, guest lectures, meet and greet socials, presentations, quizzes and more.
To book a room you must fill out a Room Booking Form (available from the SU website) and send this to a Student Activities Coordinator. This must be done at least a week before your event.
Stalls can also be booked in certain areas around campus, including the Student Central atrium, by completing a Room Booking Form and sending this to the Student Activities Coordinators. You have to provide a minimum of 1 months’ notice for larger events and those with external speakers.
CateringWe do not provide catering for events. If you are running an event and need catering, speak to the Student Activities Coordinators who will be able to put you in touch with University Catering. Food is not allowed in most University rooms, but is allowed in the Students’ Union meeting rooms (with certain guidelines). If you are sourcing external catering for an event you will need to inform the Student Activities Coordinators about this.
Guest Speakers If you would like to invite a guest speaker to an event, you need to include the speaker’s name and organisation on your Room Booking Form, or by informing the relevant Student Activities Coordinator. Should we require any further information about your guest speaker we will ask you to complete Guest Speaker Information Form. We, along with the University, will check to ensure that there are no reasons why the speaker would not be allowed on campus. If there are any questions or issues with a planned guest speaker, the Student Activities Manager will contact you at the earliest opportunity. *Union Council passed a No Platform Policy in October 2014 which does not allow any individual who is known to hold racist or fascist views to speak at a Union event. More information about the policy can be found on the Union Council page (www.huddersfield.su/union-council/minutes-schedules-policies).
Equipment The Students’ Union owns equipment such as a Go-Pro, video camera, and digital cameras. We can also book PA systems, projectors and screens from the University. All of the above is available on request, so please complete the Equipment Booking Form to let us know exactly what you need and when for so we can make the necessary bookings for you.
TripsAlways plan your trips well in advance, ensuring that they are included (where possible) in your Ratification & Grant Application Pack at the beginning of the year. Planning in advance enables you to effectively share the work of organising the trip between committee members. The further in advance you can communicate the details of your trip to your members the better. Think about:
Where you are going and why? Is the trip linked to your core activity as a group, or is it a social trip? Social trips, such as an end of year trip to Alton Towers, are not deemed to be part of your core activity and will not be supported financially by the SAE.
When you are going? Make sure that the date of the trip does not clash with important University dates (e.g. exams). Bear in mind the time and effort it takes to organise a trip and plan well in advance.
How you are going to get there? Transport is usually the biggest cost associated with a trip. Look at the most cost-effective ways to travel and speak to the Student Activities Coordinators as soon as possible. More information about transport is included in this handbook.
Will you need overnight accommodation? While the SAE does not allocate grant funding for overnight accommodation, you can book rooms in hotels or hostels using your unallocated funds. Room bookings are usually done online and prices change overnight, so once you have found a suitable option, speak to the Student Activities Coordinators who will be able to make bookings on your behalf.
How much is it going to cost? Take into account all the possible costs of the trip so that you can work out:
a) How much grant funding to apply for at the start of the year.
b) How much you will have to charge your members to go on the trip.
You can organise for your members to buy tickets through the Students’ Union website or pay for trips at the SU Help Desk by sending the relevant information (date, price, ticket limit) to the Student Activities Coordinators in advance. Payments can then be made to external organisations once an invoice has been received.
Before going on a trip you need to complete a Trip Registration Form (available on the SU website) and hand this in to a Student Activities Coordinator at the SU Help Desk. This form includes the names and student numbers of all attendees and is passed on to the University in case of emergency.
Transport
If you are organising a trip, event or sports fixture outside of Huddersfield, you will need to think about what transport you will need to get there. (NB: transport to BUCS sports fixtures is covered in the BUCS section of this handbook).
To book transport, complete a Transport Request Form from the SU website and send this via email to a Student Activities Coordinator. We will then look at your request and then book your transport or get back to you if there are any issues. The things you need to know about transport are:
What transport options are available?Buses / coaches
These come with a driver and will take you directly to your destination and back. We have a partnership with a local provider to ensure the best value, but we will always find the best option available for you. Bus size options are as follows
16 passengers 24 passengers 33 passengers 49 passengers Larger buses are sometimes available if required
This option is recommended if you are taking a large group on a trip. If less than 16 people are travelling there are usually cheaper transport options available.
Buses will collect the group from the University bus stop (behind the Creative Arts Building, opposite Rhubarb).
Self-drive hire vehicles
These are hired from a local rental company and can be booked for several days if needed. Vehicle options include:
Small car (e.g. Ford Fiesta) Estate car 7 seater people carrier (e.g. Ford Galaxy) Short wheel base van (a small van) Long wheel base van (a larger van)
Rail, national coach provider (e.g. Megabus), public transport
Often the cheapest way to get to your destination will be to use public transport. The Student Activities Coordinators will be happy to book group tickets for you with at least one week’s notice. For travel to London, bus companies like Megabus or National Express are by far the most cost-effective option.
Driving your own vehicle
If you wish to drive your own vehicle as part of an organised activity group trip, you must register as a driver (see below). In addition you need to bring in:
A copy of your photo card driving licence (both sides)
A copy of your M.O.T. certificate or if vehicle is less than 3 years old - A copy of your vehicle registration document
A copy of your insurance policy certificate DVLA Driving License Check Code
You must inform your insurance provider that you are using your vehicle for business use (which most organised group trips would qualify as).
Who can drive self-drive vehicles?There are restrictions on who can drive certain vehicles.
Vehicle Who can drive it?Small car Registered and approved drivers with adequate experience, at least 21
years of age with a valid driver’s licence for at least 3 years
Estate car Registered and approved drivers with adequate experience, at least 21 years of age with a valid driver’s licence for at least 3 years
7 seater car Registered and approved drivers with adequate experience, at least 21 years of age with a valid driver’s licence for at least 3 years
9 seater minibus Registered and approved drivers with adequate experience, at least 21 years of age with a valid driver’s licence for at least 3 years.
Short / long wheel base van
Registered and approved drivers with adequate experience, at least 21 years of age with a valid driver’s licence for at least 3 years
17 seater minibus Registered and approved drivers with adequate experience, at least 21 years of age with a valid driver’s licence for at least 3 years. Drivers must have a D1 on their licence or have a professional bus driver’s qualification.
Where to collect / return self-drive vehiclesOn the date and at the time previously agreed, keys for self-drive vehicles can be collected by the registered driver from the Security Hub in the Harold Wilson Building. The reception staff will tell you where the vehicle is parked. The vehicle must be returned to the Queen Street car park. Do not just park the vehicle in an empty parking space – this is probably a reserved space that a University staff member has paid for during the day.
How to register as a driverTo register to drive a self-hire vehicle, or to drive your own vehicle as part of an activity group event or trip, you must come to the SU Help Desk and speak to one of the Student Activities Coordinators. You will need to bring your driving licence with you for photocopying. You will be asked to complete a questionnaire detailing any previous incidents for our insurance company. You will also need to read the ‘Driver’s Handbook’ and complete a ‘Driver Declaration Form’, both of which are available online. The Student Activities Coordinator will process your paperwork and send your details to our insurance company for approval. You will be informed once approval has been received, but this usually takes a few days.
If you wish to register as a driver before a specific event or trip, you must come to the SU Help Desk with the relevant documentation at least two weeks before the trip or event is due to take place.
The SU reserves the right to decline your request to register as a driver if it is deemed that to allow you to drive other members would breach the duty of care we have to all our members.
How to claim fuel expensesIf you have incurred fuel costs as a driver on an activity group trip, you can claim fuel expenses by completing an Expenses Request Form from the SU Help Desk or online. This must have any fuel receipts attached to it and details of the trip undertaken (post code for the destination). Your expense claim must be signed off by another committee member from your group and a Student Activities Coordinator. Your fuel expenses can only be taken from your allocated transport budget if this was approved in your grant application at the start of the year. If not, fuel expenses need to come out of your unallocated funds, if available. If your expenses are coming out of your transport budget, the amount you can claim back will be determined using Google’s online fuel expense predictor. If you’re claiming from unallocated funds, then you can simply claim the amount on your fuel receipt, if approved by a fellow committee member.
You can only claim fuel costs back if you are registered as a driver with the students’ union.
What are the costs of transport?When budgeting for transport you need to take into account the following costs:
Booking / hire costs: A list of prices for self-drive and private hire vehicles is available on the SU website. Booking costs can be applied for in your grant application at the start of the year, but only for trips that are relevant to your group’s core activity (i.e. not for transport to a theme park – unless you’re the Theme Park Society!).
Insurance for self-drive vehicles: As well as the booking fee for self-drive vehicles, there is an additional insurance cost, which covers the vehicle for the amount of days it is booked. Insurance is organised as part of the booking process between the SU and the rental company, but the costs must either be included in your grant application or taken from unallocated funds. Insurance is £18.55 for one day, £26.50 for two days and £39.75 for three days.
Fuel: You can work out how much fuel is likely to cost by going on Google Maps, entering the journey and then looking at the estimated fuel cost at the bottom of the directions on the left hand side. If you are using a self-drive vehicle, you must ensure that you fully refuel the vehicle before returning it to the University. If the fuel tank is not full the rental company will charge us for refuelling the vehicle. The cost of this is always higher than the cost of fuel and will be passed on to your group.
Important information about using transportWhen using any form of transport as a group, it is essential that your group upholds the reputation of the Students’ Union. Always treat the drivers and staff with respect and ensure
that all litter is removed from the vehicle after your members have left the vehicle. Any reports of misbehaviour on vehicles used by your group will be taken seriously and could result in disciplinary proceedings.
EquipmentEquipment that is bought through SU grant funding remains the property of the SU and must be returned at the end of the year. Committee members are responsible for storing and maintaining their group’s equipment. There is limited storage space in the Students’ Union, so external storage is preferred. If you feel that your equipment needs to be stored in the Students’ Union, please speak to a Student Activities Coordinator. Equipment must be regularly tested and any faults or concerns reported to the Student Activities Manager. Where equipment is essential for the safe running of your activity (e.g. climbing ropes), the group should have an Equipment Officer who is trained to maintain such equipment.
Health & SafetyAs an activity group committee member you have accepted the responsibility of leading others. You have a ‘duty of care’ to your members, which means ensuring that they are not exposed to a foreseeable risk of injury, as far as is reasonably possible, in taking part in your group’s activities.
Part of the process of setting up an activity group, or ratifying an existing group for another year, is to complete Health & Safety Pack and have a one to one session with the Students’ Union’s Health and Safety Officer.
The Health and Safety Pack is aimed at giving you the tools to ensure that your activity group is as safe as it can be. By completing the pack your members will know exactly what is expected of them, along with the key responsibilities activity group leaders need to undertake. The pack will also equip you to complete risk assessments for your activities. These are essential for every activity group, whether your activities include extreme sports or holding meetings on campus. Risk assessments are needed for every event or trip you host as an activity group. All risk assessments must be sent to the Student Activities Manager for approval. If you need advice on completing your risk assessments, you can speak to the Student Activities Manager. Blank risk assessments are available from the toolkit on the Students’ Union website.
BUCS (British Universities and College Sport)BUCS (British Universities & Colleges Sport) is the national organisation that oversees Higher Education sport in the UK. Many of our clubs compete in BUCS, including weekly matches on Wednesdays and regional and national competitions. The BUCS website (www.bucs.org.uk) includes information on all competitions and leagues, including fixtures, results and league tables.
Team entries for BUCS leagues have to be submitted at the start of May for the following year. One off competition entries have deadlines which are outlined on the BUCS website.
Most BUCS leagues take place between October and March.
All players must be registered and paid up members of the club before taking part in any competitions or match.
BUCS ProceduresFixtures dates are set at the start of the year by BUCS. Amy Affleck (Student Activities Coordinator) then assigns start times and venues to home games.
Transport to away fixtures is organised by Amy a week in advance of each fixture. An email will be sent out to all club committees each Friday afternoon by Amy. This email will confirm fixtures for the following week, including opponents, venues, times and transport.
Transport is not provided to training sessions or home matches.
Results must be sent to Amy Affleck by 10:00 on the day following a BUCS fixture.
If you have any issues with any aspect of the fixture (e.g. you can’t field a team or you’re struggling with an early/late start time), you must contact Amy Affleck at the earliest opportunity. Cancelling a fixture within 48 hours of the start time will usually result in your team conceding a walkover (the other team gets the win and the walkover is recorded on the league table, potentially affecting final league standings).
Sports Hall BookingsUniversity sports hall and studio bookings are managed by Team Hud, the University’s Sport and Fitness department. The main Team Hud contact for enquiries about hall bookings and allocation to activity groups is, Leanne Martin ([email protected]). Before the start of the academic year each sports club that has had a training session in the sports hall or a studio the previous year will be contacted by a Student Activities Coordinator to complete a booking form.
Sports Club CoachingThe Students’ Union’s ‘Policy on Sports Club Coaching’ outlines the provision, resource allocation and procedures around sports club coaching. This policy is available online on the student activities toolkit. You can also speak to Kirstie Carruthers (Student Activities Manager) for any queries related to sports club coaching.
5. Dealing with Problems
Throughout the year there are always times where problems arise that can be easily addressed, however there are also times where these issues need addressing in a more formal way. There is not always a right or wrong way of dealing with every scenario however this should give you an idea of the appropriate methods of dealing with problems effectively.
To make a problem an official matter it needs to be presented as a complaint in writing to either your group’s committee or to the Students’ Union President.
The two levels exist to allow you, as the committees, the opportunity to deal with difficult situations as it’s a great exercise to undertake for professional development. The flip side of this is that the Union wouldn’t have the resources to deal with every complaint.
Committee Level ComplaintsIn section 6 of your clubs constitution the committee have the powers to deal with complaints. These complaints should be received by the group’s president, or in the case it is about the president, to the Vice President.
The type of complaint a committee should deal with may be but not limited to:
Attendance Punctuality Fulfilling committee roles Up keeping delegated responsibilities Communication Attitude Behaviour
It is important that all complaints are heard equally and without bias. If a committee member has a conflict of interest they are advised to exclude themselves from any proceedings. If the committee feel unable to deal with the problem or that it involves the whole committee the complainant must refer it to the SU President under byelaw 8 of the Union’s constitution.
SU Level Complaints Byelaw 8 of the Union’s constitution outlines how we deal with any complaints made by individual members or groups. They should be made in writing to the Students’ Union President.
The type of complaint the Students’ Union should deal with may be but is not limited to:
Gross misconduct that brings your group, the Union or the University into disrepute (this includes posts on social media)
Behaving in a way that endangers the safety of others Bullying Breaking any of the Union’s policies or procedures Breaking the law
If you are ever unsure please remember that the Union’s staff and officers are always around to offer support and advice for any difficult situation that arises. We would rather that you discuss it with us than keep it to yourself.
6. Promoting Your Activity Group
There are lots of ways to promote your activity group, including Freshers’ Festival, social media, the Students’ Union website, promotional stalls, Give it a Go taster sessions and more.
Freshers’ FestivalFreshers’ Festival is our major showcase event for promoting everything to do with student life and getting involved in your Students’ Union. It’s also the best time for activity groups to promote themselves to thousands of students who are looking for activities to get involved in. Successful activity groups are the ones that promote themselves well during Freshers’ and then build on this initial buzz by giving students a programme jam packed with events and activities.
The programme for Freshers’ Festival will be announced in the months leading up to the start of the new academic year, but activity groups should plan their Freshers’ activities well in advance. Some things to think about include:
Freshers’ Fair: This is our main fair for activity groups, commercial organisations and local charities and groups. It is run over two days on Monday 19 and Tuesday 20 September 2016. Both days have the same purpose and activity groups can apply to come to either of both of the days. To apply to have a stall at Freshers’ Fair you need to complete the booking form, available on the SU website.
Taster / ‘Give It A Go’ sessions: Freshers’ is the time of the year to run your first meetings, events or training sessions. Make these as inclusive and popular as possible by sending the details to the Student Activities Coordinators in advance to ensure we can promote your event through our Give it a Go programme.
Freshers’ Volunteering: There are lots of opportunities to volunteer over Freshers’, Volunteering at Freshers’ events gives you a great opportunity to meet new students and tell them why they should join your group. To apply to be a Freshers’ volunteer, visit the Students’ Union website or speak to our Student Activities Manager, Kirstie Carruthers ([email protected]).
Social MediaSocial media platforms like Twitter and Facebook can be a really effective way of generating interest in your activity group and engaging with members, other students and the community. We recommend that you set up a Facebook and Twitter account for your group, with a committee member taking the lead in maintaining and overseeing your social media profiles. Some important tips to remember are:
A group social media account is not the same as a personal one! Don’t post messages that are unsuitable for a wide audience.
You should always be mindful that the information you give on social media does not bring the Students’ Union, University, your individual clubs and players into disrepute.
Never use language that could cause offence in posts. Facebook pages and Twitter are public and can be seen by anybody.
Avoid posting negative posts, e.g. “It’s disgraceful that none of you turned up to our social last night”. Negative posts or messages have a detrimental effect on your image as a group and will not engage members.
Do not post photos or videos containing nudity or behaviour that could cause offence or compromise the reputation of yourselves, your members, or anybody else.
Potential sponsors and future employers will look at your club’s social media profiles and these will reflect (positively or negatively) on you personally. Don’t post anything on your group’s social media accounts that you wouldn’t want potential sponsors, employers (or family members!) to see.
The following Twitter accounts are managed by the Students’ Union:
@HuddersfieldSU The overarching SU Twitter account
@HudSUSocieties Tweeting about SU societies, including events, good news and important updates for societies.
@HudUniSport Tweeting about SU sports clubs, including BUCS results, good news and opportunities for students to get involved in clubs using the hashtag #togetherweachieve.
@HudSuVolunteers Tweeting about volunteering projects and opportunities for students.
To increase the impact you have on Twitter, include the relevant SU accounts in your tweets.
On Facebook the SU has a main account ‘Huddersfield Students’ Union’ and there is a separate account for sports clubs called ‘Huddersfield University Sport’.
WebsitesAll ratified activity groups are given their own webpages on the SU website. As well as a main page, groups can also have pages for events and articles relating to the group. By attending a website training session committee members can become administrators of their group’s pages. Administrators can create and edit pages, set up events and access the back end of the website, including membership lists and the ability to send group emails through the website.
While some groups choose to set up a website separate from the SU website, this generally would not be encouraged. Websites take a lot of time and effort to maintain and the SU website provides what groups need to promote themselves and engage their members. The SU does not provide grant funding for the creation or maintenance of external websites.
Promotional StallsPromotional stalls give activity groups a public presence on campus for a limited time and can be an effective way of promoting a particular event. Stalls can also be booked in certain areas around campus, including the Student Central atrium, by completing a Room Booking Form and sending this to the Student Activities Coordinators.
Working With Student Media GroupsRadio Hud, T’Hud Magazine and HUD TV, are student led groups which can help you promote your own group and activities. They are dedicated to reporting on campus news
and anything that affects you as a student. If you are a new group, you’re planning an exciting event or you have a good news story to share feel free to contact them to get support with promotion of your activities and successes.
‘Give It A Go’ Taster Sessions‘Give It A Go’ is a programme of events and taster sessions aimed at giving students the opportunity to try something new. Activity groups are encouraged to run taster sessions as part of Give It A Go. This could be a training session that is open to complete beginners, or an event that is more public than your usual meetings. The benefits of running a Give It A Go session include increased publicity for your group, as well as the strong chance of receiving new membership sign ups. If you are interested in running a Give It a Go session, speak to a Student Activities Coordinator or the Events Coordinator, Lizzy Kepczyk.
7. Going the Extra Mile
Student activity groups can be a vehicle for significant positive impact in the lives of their members, the wider student body and the community. Groups that go the extra mile are those who get involved in fundraising and volunteering in addition to the brilliant opportunities they provide to their members on a regular basis.
Charity FundraisingRaise and Give (RAG) is an activity group dedicated to raising money for charity and supporting all students in setting up their own fundraising events. The SU is a registered charity, therefore all fundraising has to be done through RAG as a legal requirement. If you would like to raise money on campus for a charity or for your own group you must complete an Application for Permission for Campus Collections Form (available from the SU website) at least 10 days before your planned collection. RAG is also able to help with applying for permission to raise money in the town centre; this has to be requested at least 30 days before the event to meet the requirements from the local council.
VolunteeringGetting your club or society involved in volunteering is not only a great way to secure points for the community section of your Activities Quality Mark but it’s also a great way to bring your team together, have fun, learn new skills, meet other people and give something back to the community. Your club or society volunteering can make a massive impact on the community and it’s your choice who you want to spend your time volunteering for.
Here are some examples how groups have volunteered in the past:
Swimming & Water Polo - carried out a sponsored swim to fundraise for RNLI. H-Karts - volunteered as marshals for parkrun, a 5km run at Greenhead park. Anime & Asian Media Society - participated in the Marie Curie daffodil appeal. Hindu Society - helped the homeless in Huddersfield town centre.
There is a lot of support on offer to help your club or society get involved in volunteering. Visit the website (huddersfield.su/volunteering-opportunities), e-mail the team at [email protected] or pop up to the SU to see us in person.
However you volunteer and whether you seek support from the SU or not you need to make sure you record your volunteering for it to be considered for the Activities Quality Mark. Logging your volunteering couldn’t be easier, just visit the activities toolkit and complete the form under the volunteering page (www.huddersfield.su/activitiestoolkit/volunteering/).
8. Enhancing Your Employability
The SU runs a programme of training aimed at increasing the future employability of students. There are sessions that are aimed specifically at activity group committees, which the Student Activities Coordinators will inform you about.
The main training session for all committee members is the Student Activities Training is held in June. The training is also repeated in September for those who are unable to attend in June, but it is preferable for committee members to attend the June session. The training takes place over a morning and covers all the basics of what being a committee member consists of. This is the training that introduces the budgeting and planning process for groups, and grant applications will only be accepted from groups whose committee members have attended the training.
9. Rewards
For activity groups that are continuously developing and having an impact, recognition is never far away. Three ways the Students’ Union recognises the great things our activity groups do are the Activities Quality Mark, the SU Awards and the Student Leadership Awards.
Activities Quality Mark The ‘Activities Quality Mark’ is an accreditation scheme aimed at supporting sports clubs and societies through providing opportunities for development, identifying success, and rewarding achievement. Activity Groups can earn Bronze, Silver, or Gold status through fulfilling the criteria - which has been broken down into seven key categories:
Engagement with the Students’ Union’s democratic processes and policies A club or societies ability to widen participation and engage a diverse range of
students. Achieving the objectives and aims of the activity group. The quality and breadth of community volunteering and fundraising. Having an effective committee. Promotion of the Activity Group’s events and activities. Successfully managing and budgeting the Activity Group’s finances.
More information on the Activities Quality Mark can be found on the website www.huddersfield.su/activities-quality-mark
SU AwardsThe annual Students’ Union Awards is a night that everyone looks forward to at the end of exams in the third term. It’s the perfect opportunity to celebrate what students in each area of the Students’ Union have achieved, by recognising both individuals and groups. Previous awards particularly relevant to student activity groups have included:
Student-Led Event of the Year Media Personality of the Year Most Improved Club or Society Society Personality of the Year Sports Personality of the Year
Society of the Year Sports Club of the Year
The awards are reviewed each year and the categories are announced in the second term. Nominations for each award are submitted by students through the Students’ Union website, with shortlists and winners decided by panels including SU staff, Exec Officers and SAE student representatives. Winning an SU award is recognition for groups that have gone the extra mile. As well as immense pride, winning groups have another selling point when trying to attract sponsors and new members.
