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Student Group Handbook 2014-2015
Contents Introduction ....................................................................................................................................... 2
Key people .......................................................................................................................................... 3
Becoming a new student group ................................................................................................. 6
Executive positions ......................................................................................................................... 7
Health and safety ............................................................................................................................. 9
Room bookings ............................................................................................................................... 12
Website and social media ........................................................................................................... 17
Finances and funding ................................................................................................................... 19
Give it a Go (GIAG) .......................................................................................................................... 22
Democracy and representation ................................................................................................ 23
AGM..................................................................................................................................................... 25
Introduction This document has been designed to help and support students running a student group registered with Durham Students’ Union. This handbook will help answer any questions you may have and offer guidance when needed. We have not produced a guidance booklet for a number of years, so please feel free to offer suggestions if you would like us to include extra information or expand on a particular section.
Key people Activities Officer ([email protected], www.twitter.com/durhamSUact)
The Activities Officer works with student groups to ensure a wide range of fun, interesting and diverse activities and events. The Officer is responsible for student groups and DUCK. The Activities Officer is your representation within the Union. If you have a political problem within your student group, want to create a policy that will affect all student groups or need to have a chat about how your student group is working within the Union and how it could improve, then come in for a chat.
Queen’s Campus: our Activities Officer is regularly available at Queen’s Campus. If you would like to meet with her, you can contact her via email to arrange an appointment.
Reception ([email protected])
Reception is the first point of contact for all student groups. You should meet the reception staff in the first instance when completing your re-registration documents, from that point on, you will need to contact the reception when requesting room bookings within Dunelm House, seeking advice on the best contact to speak with or completing financial forms. Reception is open Monday to Thursday 09:00 – 19:00 and 09:00 – 17:00 on a Friday.
At reception we can check your documents handed in for processing, check cash taken by your group to be credited to your account and offer advice.
Should your group wish to hand in expenses, please proceed to the SU reception where your forms, codes and authorisation can be checked. Forms can also be emailed, over with supporting documents, if the expense is under £250.
Activities development coordinator ([email protected])
Hannah is the coordinator responsible for the development of student groups, and will often be your first point of contact regarding any issues that your student group may have. She can assist you in a variety of ways, including development plans, website queries, risk management, event planning and any other day-to-day issues that the student group may have. Hannah has a number of drop-in sessions available during the week, so feel free to drop-in, or you can send her an email to arrange a meeting.
Queen’s Campus: our Activities Development Coordinator is available at Queen’s Campus on alternate Mondays during term-time. If you would like to meet with her, you can contact her via email to arrange an appointment, or drop into the Students’ Union office located in the Holliday building. Check the dates here www.durhamsu.com/main-menu/services/queen-s-campus
Music coordinator ([email protected])
Jasmine is the coordinator responsible for the development of musical ensembles, and will often be your first point of contact regarding any issues that musical groups may have. She works to increase participation in student music within the University and enhance its profile and promotion. In addition to supervising risk assessments, she also completes development plans with all student groups, and helps to run the college music rep forum and intercollegiate chapel choir forum.
Fundraising coordinator ([email protected])
Lucinda supports DUCK, other fundraising student groups, and any charity fundraising activities or charity events run by student groups. She can provide fundraising event advice, for example, on budgeting and risk assessment, charity contacts, help with specific event types/problems through the DUCK Exec, and with gathering fundraising resources, including collection buckets.
Queen’s Campus: our fundraising coordinator is available at Queen’s Campus on alternate Fridays during term-time. If you would like to meet with her, you can contact her via email to arrange an appointment, or drop into the Students’ Union office located in the Holliday building. Check the dates here www.durhamsu.com/main-menu/services/queen-s-campus
Activities manager ([email protected])
Danielle manages the activities team and is responsible for the provision for student groups, including societies, associations and DUCK. If a coordinator is unable to assist, they may refer you on to the activities manager.
Finance department ([email protected])
The finance team work closely with the reception staff to ensure the smooth running of student group finances and Union activities.
If you need to discuss a financial form submitted, please contact reception who will investigate the issue raised and get back to you.
Bar and entertainment manager ([email protected])
Tim is your Bar and Entertainment Manager at the Students’ Union. It is part of his role to provide weekly events in the Riverside bar to provide students with fun and social activities away from their studies, as well as to help plan socials for student groups throughout the building. Tim is keen to put on large one-off events for student groups, as well as supporting regular socials, so please get in touch if you have an idea for an event
Societies committee
Societies committee is a group of eight students elected at societies forum. They work very closely with the Activities Officer and the Students’ Union to develop and support student groups. Each group of student groups is identified by the following groups:
Hobbies and games
Active
Academic
Political and Causes
Outdoor
Arts
Music
Culture and faith
Becoming a new student group Student groups are collections of people who share a common interest and want to share experiences and opportunities with more people. All our student groups fit into one of eight categories (listed above); hobbies and games, active, academic, political and causes, outdoor, arts, music and culture and faith.
If you are interested in starting a new student group, you should contact the activities development coordinator ([email protected]). You should also consult the list of existing student groups here (http://www.durhamsu.com/groups) to see if a similar group already exists. We are unable to accept duplicate groups.
Application process
Applications to register new student groups are accepted once per term using this form. The application deadlines will be advertised at the start of the academic year. The application process follows this cycle:
Within one week of deadline passing: the activities team will review applications and notify applicants that their application will or will not proceed to societies committee. This step may highlight immediate reasons why the application might be unable to progress, e.g. a similar group already exists, or the proposed group contravenes Union or University rules or policies.
Within two weeks of the deadline passing: societies committee will review all applications. Applicants may be asked to attend a meeting of the committee to answer questions about their application.
Within three weeks of the deadline passing: applicants will be notified of the approval or rejection of the application. Any such decision is subject to approval by Assembly.
Application deadlines
The deadlines for the year are available on the website here.
Executive positions
Each student group will have an executive committee. The committee must be made up of a President, Secretary and Treasurer.
All leadership positions within student group executive committees must be decided by democratic election in which all members get the opportunity to both run for a position and vote.
President
Responsibilities Skills and qualities required Overall running of group Lead contact with Union Managing the exec team Planning aims and objectives
for the student group Leading and shaping student
group Representative of the student
group Calling and chairing meetings Being a spokesperson or
figurehead – representing student group to students, the Students’ Union, the University and the media
Maintaining committee enthusiasm
Leadership Managing a team Organised Good communicator Work independently Decisive Attentive Works to deadlines Managing the exec and
student group Delegating Chairing Event management Understanding of the Union
and its processes/democratic structure
Knowledge of Charity Law
Secretary
Treasurer
Responsibilities Skills and qualities required Keeping accounts up-to-date
and transparent Know exactly what is coming
into and going out of your accounts at all times
Countersign all student group claims (except for your own)
Plan budget for the year Apply for Students’ Union
(and external) funding Liaise with external
companies to gain sponsorship
Collect all membership fees and paying all bills
Keep the committee and members informed of the student group’s financial situation
Numerical competence Organised Works to deadlines Detail-focussed Good communicator Trustworthy Risk management Planning and forecasting Monitoring and reporting Budget control Knowledge of Charity Law
Responsibilities Skills and qualities required Communicate regularly with
group members Keep members up to date Create agendas and taking
minutes Plan trips and activities Manage student group area of
website Write risk assessments and
speaker request forms Reply to student group emails Arrange meetings and AGMs -
booking (accessible) rooms or venues
Maintain up to date membership records and mailing list
Be aware of key dates for your student group throughout the year
Record keeping and associated paperwork
• Numerical competence • Organised • Works to deadlines • Detail-focussed • Good communicator • Trustworthy • Risk management • Planning and forecasting • Monitoring and reporting • Budget control • Knowledge of Charity Law • Organised • Persuasive writer • Good record keeping • Interpersonal skills • Good communicator • Prioritising • Works to deadlines • Good understanding of social
media • Minute taking
Health and safety Health and safety is essential for keeping you and your members safe. The executive committee of the student group and Durham Students’ Union all have a duty of care to your members. This means making sure that your members are safe and looked after and that precautions have been taken to ensure that the activities and events that your group runs have been run in a safe and responsible way following the Union’s health and safety procedures. The insurance held by Durham University Students’ Union could be invalidated if our procedures are not followed. If a member of your student group chooses to ignore your advice, they are taking this responsibility into their own hands.
Risk management
Student groups are asked to complete a range of forms depending on the event or activity that the student group is taking part in. These forms show that you have thought about potential risk and hazards, and have noted the precautions that the student group will take to minimise the risk from happening. Your completed risk assessment needs to be sent to the relevant coordinator who supports your student group. Risk assessments are found on the Student Union’s website and should be completed for general student group activities and one-off events. Trip forms are similar to the risk assessments, but they are for when you are going on an event where you have arranged your own transport, going on an overnight trip or a considerably large distance.
Trips
If you are organising an event outside of Durham or the North East, these have additional risks. The trip form is very similar to a risk assessment ,with room for an itinerary and participant list. It is essential that emergency contact details are noted and relevant medical conditions may need to be taken into consideration.
Holding data
Members’ details should only be used for administrative purposes and should not be passed on without the consent of the individual. The details that Durham Students’ Union holds about your members are necessary to carry out functions in relation to student groups. As an exec member, you need to protect any personal information you receive as part of your responsibility as an exec member. This information includes dietary requirements, medical conditions and email address. When you are
sending multiple emails, then please use the bcc function on emails so other people’s email addresses are unable to be seen.
Guest speakers
We encourage students to bring in guest speakers to their activities. We need to be informed by completion of a guest speaker request form at least a week prior to the event. These forms are available on the Students’ Union website (http://www.durhamsu.com/main-menu/activities/resources/health-and-safety) and need to be sent to the relevant coordinator for your student group. Once this form has been received, we will complete a quick check about the speaker and let you know if everything is ok to go ahead. We don’t mind student groups having controversial speakers, but we need to know about it to put the relevant controls and support in place. If we are not informed, this may invalidate our insurance and the event may be cancelled. If these forms are not received, we will not be able to authorise any payment linked to the event.
If your guest speaker is an employee of Durham University, a guest speaker request form does not need to be submitted.
Events with food
Many student group activities are based around food or can involve food in some way. If an event you are planning is providing food, you need to take extra precautions. Please check the website here (http://www.durhamsu.com/main-menu/activities/resources/health-and-safety/food-safety) for any updates regarding having events with food.
If a student group regularly sells or gives away food that is prepared at home, they must be registered with Durham County Council or Stockton Council. There is no requirement to register for occasional events. Event organisers should follow good food hygiene practice for all events.
Hot food
Please contact [email protected] in the first instance for advice on the preparation of hot food.
Personal hygiene
Before preparing food, ensure you have washed your hands, removed all jewelry and are wearing clean clothes. Cover all cuts, open wounds and grazes with a waterproof blue plaster.
If you have any serious skin conditions, or if you have any cough or cold symptoms, you should not prepare or handle food for consumption by others.
The kitchen
Make sure food-contact surfaces, bowls and utensils are clean before preparing food.
Equipment and utensils for raw and cooked food should be kept separate.
Do not allow pets into the kitchen.
Ingredients
Do not use food that is out-of-date.
Keep ready-to-eat foods away from raw foods.
Never add raw egg to a ready-to-eat product, e.g. as an ingredient for icing or mousse.
Safe storage of food
Products that contain cream or buttercream icing must be kept in a refrigerator at 8⁰C or less until served.
Make sure all food is contained in an appropriate air tight container.
Labelling of food
Please label food with preparation date and ingredients used, paying special attention to ingredients that may cause an allergic reaction, such as gluten, eggs, peanuts, nuts, milk, sesame, celery and celeriac, crustaceans, molluscs, fish, soybeans and mustard.
Domino’s pizza
The Students’ Union has an exclusive agreement with Domino’s pizza, Durham, and you can order delivery of Domino’s pizza directly into the Students’ Union after 17:00 weekdays and anytime on a weekend. When ordering into the Union, you will enjoy access to exclusive discounts and deals. Check the Riverside Bar for the latest offer.
Ordering from outside of the Students’ Union? Visit our website here, to find the latest offers (www.durhamsu.com/main-menu/services/domino-s-exclusive-offers).
01913844777, 41-43 North Road, Durham, DH1 4SE, www.dominos.co.uk/durham
Room Bookings Reception staff can assist you in booking rooms within Dunelm House for student group activities.
Please email or pop into the SU Reception if you wish to book a room; we can check availability and discuss any requirements you may have.
We have a number of spaces available and can offer advice if you are wishing to book.
We are open for bookings during term time Monday to Friday 09:00 – 22:00 Saturday 09:00 – 17:00 and Sunday 09:00 – 22:00.
Please note that we will only deal with requests from the three authorised exec we hold on file.
Room Bookings: If you require a room for a class or social, please come to the desk or email us to discuss availability and requirements to ensure your booking will run smoothly. You can email your booking requests to [email protected]
At present, all bookings are processed termly in the first instance and then on an ad hoc basis. All student groups are notified via email to their student group email account when bookings are due to be processed. To request a room for a term, either for a one-off event or weekly bookings, you will need to complete an electronic document included in the email. After all requests are received and collated, the bookings will be allocated and emailed to your student group email address. You will need to nominate one person to take charge of bookings within Dunelm House to help this process to work as effectively as possible. If at any point you need advice or help, please do not hesitate to ask us.
Student Unions rooms
Fonteyn Ballroom - Capacity: 700 standing, 320 seated.
This room is a large space, and therefore, highly sought after for large events.
We have a number or regular activities taking place in this room, including exercise classes, socials and information events.
The room is equipped with a large drop down screen and fixed projector.
The ballroom floor was replaced in 2012 with a sprung floor; this is especially useful for exercise and martial arts classes as it absorbs shock and improves performance.
Vane Tempest - Capacity: 100 standing, 50 seated
The Vane Tempest is a room suitable for classes, socials and student group meetings. This can be a clear space or set up with chairs and a projector.
Kingsgate - Capacity: 300 standing, 50 seated
Kingsgate is a split space offering a clear floor and space for work stations. The room is perfect for activities that would require tables and work stations, such as an art class, poker games or just enough space to make notes.
Upper and Lower Kingsgate are generally booked out to groups at the same time; if you require use of both areas, please let us know.
Meeting room 1 - Capacity: 20 seated. (All meeting rooms come with tables and chairs)
Meeting room 2 - Capacity: 10 seated.
Meeting Room 3 - Capacity: 12 seated.
Reception can advise you of which is the most appropriate room for your requirements, if you are unsure.
To book a room within the Union, please contact the SU Reception. Regular weekly bookings are generally completed termly by reception staff who will, where possible, try to accommodate all requests. Please be aware that although we try to facilitate all requests, we cannot sometimes offer you your preferred dates or time. If your group can be flexible, this will increase your chances of being allocated a room.
You can book a room during the term, but finding a suitable space may be difficult if you leave it too long.
University room bookings
University room bookings are centrally controlled; to book one of these rooms for your student group, you must have attended a compulsory training session. These sessions are usually available twice a year and cover a wide range of useful information for your group.
As with all room bookings, it is your group’s responsibility to ensure the room is left clean and tidy.
External room bookings
You are able to book external rooms on or off campus (college rooms, church hall etc.), but you may be expected to pay for these rooms at an hourly or daily rate. The Union is unable to provide funding for external rooms.
Riverside Café
The Students’ Union has its very own bar and café which can be booked out for event and activities. If you are booking it on a weekday, the event cannot be ticketed and anyone must be welcome to attend the event, or
to just come and use the facilities within the bar. On a weekend, the space can be ticketed and the student group may need to pay for the costs of running events and activities.
Please contact the bar and entertainments manager, [email protected] to discuss the possibility of booking Riverside.
Website and Social Media The Union website
All student groups are set up on the Union website. This is the only place where your members can pay and sign-up for membership. The website can also be used to advertise your group and to sell tickets for events and activities. The website gets a lot of traffic from students and prospective students who are doing research on the different activities that are offered. This makes it very worthwhile in taking some time to make sure that your page is up to date and personalised to suit your group.
Admin
As an executive member of your student group, you have the option to be an admin on the Union website. We advise you keep the number of admins to a minimum as admins will have access to your members’ personal details. The amount of admins your student group has will depend on how many activities and events your group puts on and the amount of members you have.
How do I become an admin?
Any exec member can be made an administrator of the website as long as membership has been paid for through the website.
Social media
Social media is used by many student groups. Twitter and Facebook accounts are very useful to have for you student group as members and non-members (depending on how the page is setup) are able to easily see what events and activities your group has going on. The Students’ Union Twitter account is @durhamsu, which is worth following, and you can also follow the Union Officers. You may also want to think about creating YouTube channels that can showcase videos of what your student group does.
When using social media, please only post what you would be happy for anybody to read.
If you would like your photos to be shared on the Students’ Union’s social media pages, please send in a selection of photographs, with a brief overview of the activity or event to [email protected]
Student group email
All students groups need to create a non-personal group email address which needs to be a @durham.ac.uk. This email is used to send out weekly transaction reports for your group’s bank account and is also used to set you up on the Union website so the group is notified when there has been activity on the website. The form for creating this email address is available at the Students’ Union reception.
Plasma screens in the Union
We have both vertical and horizontal screens in the Union in which student groups can advertise their group or upcoming event. The dimensions (in pixels) needed are 1280x720 and 720x1280. If you would like your student group to feature please email your designs to [email protected] Please see the below examples:
Share your stories and photos
A great way to highlight the fantastic activities you do as a student group is with a news story on the Students’ Union website. The Union will share your stories on their website and on social media to publicise your group to the wider student body. Simply send in up to 300 words and at least one image, for inclusion on the website. Please submit stories to [email protected]
Finances and Funding There are a range of ways to fund your student group.
Membership
Membership is where the majority of money will come from to run your student group. This is the easiest way for your student group to make an income. As an exec, you can decide how much your membership price is for your student group. The minimum amount is £1. The student group can also have a life membership price which expires after the earlier of four years or you ceasing to be a member of Durham Students' Union. When deciding how much your student group should charge, you should think about the following:
How many events will you be putting on? Will you need to contribute to guest speaker’s travel/ accommodation?
How many members are you expecting?
Is there any immediate equipment you will need to purchase?
How much money does your student group currently have?
Where does the money go?
Membership money goes from the website into the student group’s account that is held by the Union. The Union website is the only place where members can purchase membership. This money is then to be used in line with the aims and objectives of the student group,
Non-student members It is up to individual student groups to decide if they will open their membership to non-students. You may want to consider charging non-members a higher membership than student members. A student group must have no more than 50% of its membership as non-student members. Our responsibility as a charity is to support the membership of Durham Students’ Union which is Durham students.
Grant allocation You can apply through grant allocation for funding for your student group. There are three different types of grant allocation available:
Ordinary: student groups may apply once per annum for an ordinary grant (Maximum £1000) in the first term of the academic year. Student groups may apply for all funding that they need to run their activities and events
and any other expenditure that they have planned throughout the academic year.
Special: student groups may also apply for a special grant. Such funding will only be allocated for expenditure that could not have been reasonably foreseen at the time that ordinary grants were allocated.
Start-up: new student groups may apply for a start-up-grant of up to £200 to assist with establishing their new group.
Other areas of finance
Sponsorship: this could be from a local restaurant / shop or it could be a bigger organisation. The Students’ Union has sponsorship regulations and guidance which can be found here (http://www.durhamsu.com/main-menu/activities/resources/sponsorship). We are also happy to look through any sponsorship contracts that you may have.
Other: the University and colleges have a range of different bursaries and grants. Keep an eye out and see if there is anything relevant to your student group that you can apply for.
Fundraising: you could arrange a fundraising event for your student group, such as a cake sale or a dinner. The fundraising could be for a particular event, such as a trip, or could be for a charity. If this is something you are interested in, please speak to your coordinator for more details.
Paying money in and reclaiming money
Expenses collection: if you have submitted an expenses form and requested that you are reimbursed via cash, this will be available for collection Monday to Thursday 09:00 - 19:00 and Friday 9.00-17:00. You will need to provide ID in order to collect the expenses.
Financial forms: all financial forms are processed at reception. We can advise you how to fill these in and offer guidance if you have never claimed back expenses. All correctly completed forms with required evidence or invoices should be received before 10:00 (am) on Tuesdays for processing any payment by that Friday. You will be asked to include your department number and a nominal code on these forms. All information is now available at the reception desk.
Paying in: student groups wishing to pay in money collected from classes, as payment for socials etc., can also do so at the reception
desk. You will need to complete a paying in slip with the denominations you are handing over. It is always advisable to count your money at home before bringing it in as it will take much less time and offer better security than using the reception desk. Money can be paid in Monday to Friday 09:00 - 16:30. Please be aware we are unable to received money after 16:30.
VAT: you can find out information about VAT and how it affects your student group on the Union website here.
Fundraising for DUCK
Durham University’s student-led fundraising body is DUCK (Durham University Charity Kommittee). Any fundraising that your student group does for charity needs to go through DUCK, and funds raised will then go to the charity of your choice. Some of our student groups have worked closely with DUCK to put on really successful events. If you are interested in your student group putting on an event or raising money, then please contact the fundraising coordinator ([email protected]).
Give it a Go Every term we ask our student groups to put on a Give it a Go event. Give it a Go gives students a chance to try something different and new. This allows students to try activities without committing to signing-up to the student grou. There are a range of activities taking place each week, from wheelchair basketball to dancing. Many students who attend Give it a Go events often become members of the group after discovering a fondness for that activity.
The Union also offers student groups up to £60 to cover the cost of the activity that the group chooses to put on. The funding is offered in return of completed evaluation forms by Give it a Go participants. Student groups can put on one Give it a Go activity each term and can do different activities.
Democracy and representation Student Officers
We have five student officers who work full-time at the Union for one year. Elected by students, they work on all issues relating to student life. They listen to how you want things to be done and work with the relevant people to make it happen. They represent your views to the University, and make sure your voice is heard.
Assembly
Assembly is the highest democratic body in the Union and decides Union policy. It directs the work of the Student Officers, the committees and the Union in general. Assembly is made up of 46 elected representatives drawn from all major student groups, including academic reps, student groups, common rooms, DUCK and media. They are your representatives and are there to work for you. Assembly meets eight times a year.
Zones
You have the opportunity to directly influence the policy of the Union by attending one of the open meetings held each term. Zone meetings offer all students the opportunity to discuss some of the big issues that are affecting Durham University students. What's discussed will ultimately become Union policy, and affect the work the Union does.
You don't have to be actively involved with the Union to attend a Zone meeting; you just need to care about the particular topic being discussed, or have an issue to raise.
Zone meetings are your chance to change things that matter to you and your life while at University for the better. Any issue that you want to discuss can be raised so make sure you get involved!
Union - covers issues affecting the running of the Union, including student activities.
University - covers issues affecting the operation of the University, such as teaching, IT, travel and catering.
Community - discusses matters like better communities, welfare and environment issues.
Yearly events
The Union hosts a range of events throughout the year:
Union Fair: the Union Fair is a two day event which happens during induction week at the start of Michaelmas term. All student groups are given a stall where they can advertise their student group to new and returning students. Space at the Union Fair is limited and so we do advise groups to apply when you are emailed about applying for space. Due to space restrictions and health and safety, we are unable to provide chairs for this event, so we suggest that the students working the stall swap regularly. Having a space at the Union Fair is there best way to recruit new members and is key to engaging new students.
Pub Quiz: this happens weekly during term time on a Tuesday night. Student groups are given the opportunity to host the pub quiz; each group that hosts gets half of the quiz fee with the other half going to the winner. The student group is responsible for organising the questions for the quiz. Please email [email protected] to find out what dates are available.
Reunion fair: the Reunion Fair is held in January each year and is a similar event to the Union Fair. This is a second opportunity for your group to recruit new members and let students know about what your group has going on during the term.
Durham Students’ Union annual awards: the annual awards happen during the last few weeks of the final term of the academic year. The awards celebrate all the fantastic achievements of Durham students, including student groups. This is a formal affair with a meal and live performances.
Yearly DUCK events: DUCK has some fantastic yearly events, both on and off campus, which they are always happy for student groups to get involved in. You can view the activities that DUCK has coming up on the Website or email [email protected]
Student group training: student group training happens at the start and end of each academic year to train new exec members how to successfully run your student group. Various training sessions are put on to support student group members ranging from finance training to event planning. To check for any upcoming training sessions or to see the notes from previous sessions please check the union website.
AGM Executive committees
All leadership positions within student group executive committees must be decided by democratic election in which all members get the opportunity to both run for a position and vote.
AGM Guidelines
1. Elect new executive officers for 2015/16
You must:
Hold an election for new officers. Ensure elections are open to all student group members. Ensure that the President, Treasurer and Secretary of the student
group are student members of Durham Students’ Union. All candidates are given the same opportunity to speak at the AGM.
When holding the election you should:
Only allow members who are present at the AGM to vote in elections.
We recommend that candidates are given no more than three minutes each to speak or AGMs can drag on for hours!
The current officers should not endorse candidates during the AGM. Voting should be confidential. You should use a democratic voting
system where everyone’s votes are equally weighted. Exec members should encourage members to stand as candidates
in the election.
2. Present the student group financial accounts for the year
You must:
Present the student group financial accounts for the year. If you are unsure how to present your accounts please contact us
and we will help you. The finance office is able to provide statements of transactions to help you with this.
3. Vote on any changes to the student group’s constitution
You should:
Use this opportunity to ask members to vote on or suggest changes to the student group’s constitution or objectives. Your constitution will stipulate any further requirements of this.
4. Agree aims and objectives of student group
You should:
Your student group should always act in the interests of its members. Giving members the opportunity to discuss and agree the student group aims is a good way to ensure this is happening.
5. Review activities of the year
You should:
Review the year’s activities as this ensures that student group members are informed about the activities of the student group. It will also be very useful for the new exec members to hear what members liked/ did not like during the previous year.
Handing over the student group
A good handover should include you:
Passing on membership lists, mailing lists, passwords, Facebook admin etc. This may sound obvious but every year there are student group executive committees that do not pass on all relevant information.
Teaching the new exec members how to edit and maintain it the website.
Reviewing the activities of the year, including what worked well and what, if anything, did not.
Taking the time to bring your new exec members into the Student Activities Centre in Dunelm House, showing them how to access the financial services etc., and talk them through the behind the scenes activities and processes of your student group. You can make an appointment for them to catch up with the activities team by emailing [email protected]. We have created a handover document that you can use to get you started with your handover. It is available on the website if you have any questions please contact [email protected].
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