Sports Clubs & Societies How-To Guide

SPORTS CLUBS & SOCIETIES

HOW-TO GUIDE @HuddersfieldSU www.huddersfield.su/get-involved

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CONTENTS 4. THINKING OF SETTING UP A SOCIETY OR SPORTS CLUB? 5. REGISTRATION 8. RATIFICATION 12. GRANT FUNDING 16. EXPENSES 17. ROOM BOOKINGS 18. EQUIPMENT BOOKINGS 20. EXTERNAL SPEAKERS 23. TRIP REGISTRATION 26. TRANSPORT BOOKINGS 30. RISK ASSESSMENT

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NEED TO CONTACT A COORDINATOR? FIND ALL THE DETAILS AT THE BACK OF THIS GUIDE!

JARGON BUSTER STUDENT ACTIVITIES EXECUTIVE (SAE) RATIFICATION The formal approval of an activity group by the Students’ Union, which means it is then able to apply for funding and support.

GRANTS

A committee made up of Exec Officers, elected students and staff, delegated the authority to govern student activities by the Union’s Trustee Board.

CONSTITUTION A set of procedures and regulations that your activity group must adhere to.

Funding provided by the Students’ Union for specific activities.

UNALLOCATED FUNDS Funds that groups raise for themselves through memberships, sponsorship, fundraising, etc.

EXECUTIVE OFFICERS These are the elected student representatives that lead the Students’ Union.

WHAT’S THE DIFFERENCE BETWEEN THE VP STUDENT ACTIVITIES AND STAFF? The VP Student Activities represents every group and will lead the growth, development and direction of Student Activities. Whereas the staff are a full time team that are there to support the delivery of student activities on a day to day basis.

SU AGM The Annual General Meeting takes place once a year and must be attended by every activity group. It essentially looks at what has been achieved through the year, discusses key issues relating to students and reviews the Union’s finances.

CLUB/SOCIETY AGM Each activity group must hold an AGM to elect a committee for the following year. The AGM is run by the President (or equivalent) before the Easter break. This will give the incoming committee time to have a good handover. It will also give the opportunity to chase up kit, equipment and outstanding finance from the outgoing committee.

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THINKING OF SETTING UP A SOCIETY OR SPORTS CLUB? REGISTER YOUR COMMITTEE (REMEMBER YOU NEED AT LEAST THREE PEOPLE!)

RATIFY YOUR SOCIETY – WOO!

WAIT PATIENTLY FOR SAE FEEDBACK

YAY – YOU’RE RATIFIED! COME AND CHAT WITH YOUR COORDINATOR ABOUT YOUR PLANS FOR THE YEAR.

TRAINING BEGINS!

SO YOU WANT TO HOST A TRIP OR EVENT?

GET FAMILIAR WITH YOUR ACTIVITIES TOOLKIT! WWW.HUDDERSFIELD.SU/TOOLKIT

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REGISTRATION Alongside your Society or Sports Club Ratification, you will also need to complete a committee registration form. This form will give us details of what roles the people on your committee will have, and also what the contact details are for these people in case we need to get in touch throughout the year.

You will need a minimum of three committee members to become a ratified Society or Sports Club, however the roles of the committee can change depending on the needs of the group. For example, a typical committee may be made up of a President, Treasurer or Secretary while another committee may have three co-presidents.

You can also add extra roles, such as events roles or welfare positions, to enhance your committee.

If you are struggling with finding three members for your Society or Sports Club please get in touch with you relevant coordinator, as we can still offer support and advice to help you get your group started!

YOU CAN FIND THE REGISTRATION FORMS HERE ON THE ACTIVITIES TOOLKIT PAGE

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STEP 1 - BASIC INFO On the first page of your committee registration form the following message will appear:

This message needs to be read and carefully considered before you can progress with committee registration.

If we find that any committee members are alumni or associate members, this could have consequences for your Society or Sports Club ratification.

The only other thing you will need to do on this page is list the name of your Society or Sports Club. If you are registering your committee for an existing Sports Club you will be able to select the name of the club from a drop down menu. If the Sports Club is new, please select ‘Other’.

STEP 2 - COMMITTEE POSITIONS When you are listing the committee for your Society or Sports club you will find that the first three positions will be compulsory, this is because you need to have a minimum of three committee members to be ratified as a Society. After this you will have the option to add any additional committee positions. For each of the committee roles that you want to list the following required fields will appear.

If your committee only consists of three people, then you will need to click the ‘Next’ button until you reach the end of the form.

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STEP 3 - SUBMITTING YOUR REGISTRATION Once you have registered all your committee members you will be able to submit your form! You committee registration will be looked at the same time as your Society or Sports Club ratification pack so please make sure you have them both completed together.

If you have any questions after this, please contact your relevant coordinator.

For example...

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RATIFICATION Whether you are a new group, or a returning group, all societies and sports clubs need to complete a Ratification form each academic year they are active.

YOU CAN FIND THE RATIFICATION FORMS HERE ON THE ACTIVITIES TOOLKIT PAGE Ratification forms are now online, which makes them simpler and easier to complete. Below is a step by step guide of what you will find, and what to consider, when completing your online ratification form!

STEP 1 - BASIC INFO The very first page of your ratification form wil ask you this information: • • • •

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Your Society/Sports Club name (compulsory) Society/Sports Club e-mail address (optional) Society/Sports Club Facebook page (optional) Society/Sports Club twitter handle (optional)

IF YOU ARE A SOCIETY...

All new societies are given £50 upon ratification to get started in their first month, if this money isn’t spent by the end of the month it will go back in to the Societies Funding Pot. From this point societies will apply for funding Monthly.

All returning groups need to apply for funding each month, based on the activities they want to do that month.

STEP 2 - CONTACT INFO You will need to provide the information of your Society or Sport Club main contact when you ratify. This is just so we can get in touch with you if we have any updates or questions about your ratification. The page for this will look as below:

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STEP 3 - AIMS AND OBJECTIVES You will be asked to give an overall aim for your Society or Sports Club throughout the year. This aim should capture what the group wants to achieve over the year. The SAE (Student Activities Executive) committee will look at this when considering ratifying your society or sports club, so make sure that the aim best captures what you intend to accomplish!

It may also be worth keeping in mind that the SAE committee may also look back on your overall aim when you apply for future funding.

IF YOU ARE A SOCIETY...

You will be asked to consider, and choose, which of the following categories your Society falls into:

IF YOU ARE A SPORTS CLUB...

You will be asked to consider, and choose, which of the following categories your Sports Club falls into:

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STEP 4 - RISK ASSESMENT The final step before you can submit your Society or Sports Club ratification form, is to think about your normal Society or Sport Clubs activity, and tell us whether you think it’s a low, medium or high risk activity. The Risk Assessment page will look as follows, and you will be able to assess your societies risks based on the following criteria:

Once you have completed your Ratification form you will provisionally ratified as a Society or Sports Club! Your ratification form will be discussed at SAE, and a Society or Sports Coordinator will be in touch with you shortly to discuss any feedback, to confirm your ratification and to discuss any next steps you may need to take.

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GRANT FUNDING This year, all grant funding requests will be collect via submission of an online form. The online form is designed so you can quickly and easily tell us what funding you will be requiring for your Sports Club or Society, what it will be used for, when you will be spending your money, and how much you will need to request. The grant funding form also gives the committee the opportunity to think about how you can use the funding to make your society more inclusive to all current and potential members, to remove barriers, and to also fulfil your planned aims and objectives.

YOU CAN FIND THE GRANT FUNDING REQUEST FORMS HERE ON THE ACTIVITIES TOOLKIT PAGE

STEP 1 - BASIC INFO Every Society and Sports club needs to be able to provide the following details as shown below. We may need to contact the committee member completing the form with questions regarding the grant funding request, or to invite them to SAE.

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STEP 2 - REQUEST DETAILS

We will need to know the details of what you require funding for before SAE can approve the request. For this you will need to select which of these categories your funding requests suits best.

Please then give a description of what you are asking for. We recommend that you also provide website links in this box, if it helps you to explain your funding request to us.

You will also need to provide exactly how much money you request is going to cost, and the date that the funding will be spent by.

SAE will not consider any requests that do not have a correct amount and a spend by date.

PLEASE NOTE: If you are a sports club please do not include any BUCS related requests as these will automatically be covered!

You can submit up to 5 requests per form however if you have less than 5, you can simply skip straight to the ‘supporting your funding request’ page.

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STEP 3 - SUPPORTING YOUR FUNDING REQUEST Before submitted any grant funding requests you will be required to consider the following questions: • • •

To please provide any additional information to support how this funding relates to your groups aims and objectives.

To please provide any additional information to support why this funding is essential and beneficial to all members, and all potential future members.

How is this funding going to support you in removing barriers for potential members?

This section is mandatory and needs to be answered by all groups. The questions allow you to think about how to use the funding to remove and break down barriers for those in your sports club or society, or those who may consider joining in the future. To show how the funding is going to benefit all these current, returning or new members, and also to ensure that you as a group are fulfilling your aims and objectives.

IF YOU ARE A SOCIETY...

Each month every society will have the opportunity to ask for funding to be granted for the society in the following month. All applications will be discussed at a monthly SAE (student activities executive) meeting.

The plan for the year will look as follows:

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MONTH

SUBMISSION DEADLINE

SAE MEETING DATE

FEEDBACK DATE

AUG

Mon 23rd Jul 2018

Mon 30th Jul 2018

Tue 31st Jul 2018

SEP

Fri 3rd Aug 2018

Thu 9th Aug 2018

Fri 10th Aug 2018

OCT

Fri 31st Aug 2018

Thu 6th Sep 2018

Fri 7th Sep 2018

NOV

Fri 28th Sep 2018

Thu 4th Oct 2018

Fri 5th Oct 2018

DEC

Fri 26th Oct 2018

Thu 1st Nov 2018

Fri 2nd Nov 2018

JAN

Fri 30th Nov 2018

Thu 6th Dec 2018

Fri 7th Dec 2018

FEB

Fri 4th Jan 2019

Thu 10th Jan 2019

Fri 11th Jan 2019

MAR

Fri 25th Jan 2019

Thu 31st Jan 2019

Fri 1st Feb 2019

APR

Fri 22nd Feb 2019

Thu 28th Feb 2019

Fri 1st Mar 2019

MAY

Fri 29th Mar 2019

Thu 4th Apr 2019

Fri 5th Apr 2019

JUN

Fri 26th Apr 2019

Thu 2nd May 2019

Fri 3rd May 2019

JUL

Fri 24th May 2019

Thu 30th May 2019

Fri 31st May 2019

Societies will still be unable to apply for the following through grant funding: • Overnight accommodation • Food in a social context (food as part of an event can be funded but this will have to be included in a society funding request – and passed by SAE).

• Social trips such as parties, theme parks and attractions, or trips that are not specific to society aims and objectives • International travel • Society branded clothing such as hoodies, t-shirts etc…

• Alcohol • Team building events PLEASE NOTE: Any unspent money will be removed from the society account at the end of the month the request was made for. If a group requests funding and then is unable to spend the money, the money will come back into the main Society funding pot and they will have to apply for the funding again a different month.

IF YOU ARE A SPORTS CLUB...

You will need to apply for ALL of your funding in one go using one request form. The sooner you do this the better, whether it be at the beginning of the year or as soon as you ratify as a new club.

Sports Clubs should NOT follow the monthly funding structure. If you have any concerns please e-mail the Sports Coordinator.

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EXPENSES If you have spent money on something for your activity group, you can claim the money back through expenses. Whether you are on a committee or you are a group member, we don’t want you to be out of pocket.

Please note that all expense forms request some proof of purchase (i.e a receipt or invoice) and a second signature from a committee member (President or Treasurer).

TO PROCESS CLAIM EXPENSES YOU NEED TO COMPLETE THE ONLINE FORM THAT CAN BE FOUND ON THE ACTIVITIES TOOLKIT PAGE This will take you to an online form – Expense forms are processed every Friday and the money will be ready to collect on the following Wednesday.

Please complete all areas of the form with as much detail as possible.

You will need to attached a receipt as a file to provide proof of your purchase.

Finally, you are required to provide the contact details for your committee treasurer.

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ROOM BOOKINGS You can book a room on campus for your activity group to meet. This is a really useful way of finding a space to get everyone together without needing to spend money or travel anywhere.

YOU CAN FIND THE ROOM BOOKING FORMS HERE ON THE ACTIVITIES TOOLKIT PAGE

COMPLETING THE FORM The more information we can get from you about a room booking the better we can meet your needs and requirements.

The form is only one page long, once it’s completed and submitted your response comes straight to back to us. If you have any issues with completing the form please e-mail activities@hud.ac.uk – and if we need to get in touch with you we will do so via the e-mail address you have provided.

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EQUIPMENT BOOKINGS There may be some occasions where your Society/Sports Club will need to book some equipment, as-well as a room, for a particular activity or event. So we can keep track of specific equipment booking requests there is also a Booking Equipment form located in the Activities Toolkit.

YOU CAN FIND THE EQUIPMENT BOOKING FORMS HERE ON THE ACTIVITIES TOOLKIT PAGE

STEP 1 - BASIC INFO

As with most online forms, the first thing we will need to know is which Society or Sports Club has requested the equipment. This includes also telling us who specifically has requested the equipment, their student number, e-mail and contact number. This is just so we can get in touch with if we have any additional questions or updates regarding your request.

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STEP 2 - DETAILS OF YOUR ACTIVITY

You will also need to provide the date and times you will require the equipment you are asking for; this is so we can check if the equipment is free to use, or to give us time to find you the equipment elsewhere if we do not have it ourselves.

The next thing we will need to know will be the details of your activity, for example what you will be using the equipment for, if your equipment is being used as part of an event, and where you will be using the equipment (room number/ location). You can write in this whatever you feel is necessary for us to know.

STEP 3 - REQUESTING YOUR EQUIPMENT

You will then be able to select the Equipment you are requesting from a range of options. If you are needing some equipment that does not appear on this list please select ‘other’ and specify what it is you will be needing.

If after completing this form you have any questions about your equipment booking please contact your relevant Student Engagement Coordinator.

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EXTERNAL SPEAKERS If you are inviting an external speaker to talk, present or coach your activity group then an External Guest Speaker Form must be completed at least 3 weeks before the event.

N.B. An external guest applies to anyone who is not a current student or staff member.

If you are a sports club, this form must be completed at the beginning of the year for any sports coaches. If you have any questions about this, please get in touch with the Sports Coordinator.

The External Guest Speaker Process is in place to ensure that your members are safe and to avoid any extremist views being shared with students.

We recommend that you make any guest speakers aware that these checks are taking place and they will receive an email with additional information from the Students’ Union as soon as this form has been submitted and approved.

YOU CAN FIND THE EXTERNAL SPEAKER FORMS HERE ON THE ACTIVITIES TOOLKIT PAGE

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STEP 1 - COMPLETING THE FORM The details of the person completing the form are needed, as-well as the related activity and the name of your Society or Sports Club.

Here you will complete details of your event: . What your event is called . The date and time of your event, . The venue that your event is taking place in, . The expected number of attendees (students, staff, open to the public). . Description of the event.

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Please provide details of the following information as accurately as you can: . Name of speaker . E-mail of speaker . Any organisations the speaker is associated/affiliated with . Title and synopsis of the talk

STEP 2 - SPEAKER ASSESSMENT The speaker assessment will ask you the following questions. You will need to answer them to the best of your knowledge before signing off the form and submitting it to us.

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TRIP REGISTRATION Prior to going on any trip away from the University campus every Society or Sports Club must complete a trip registration form.

Why do we need this? If anything were to happen, we would need to know who is with you. The trip registration provides us with all the information we need to know before you leave. In addition to this, if you are going away out of our normal office hours we would need to also make security aware that you were away from campus, should any issues arise, by sending them your trip registration form.

YOU CAN FIND THE TRIP REGISTRATION FORM HERE ON THE ACTIVITIES TOOLKIT PAGE

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STEP 1 - SOCIETY AND TRIP INFO As with most other online forms, you will need to provide basic details about your society so we know who the form is from, and how to contact the person who will be overseeing the trip. These details include activity group name, trip leader and the phone number and e-mail address of the team leader allocated.

You will be required to provide details such as the destination of the trip, the purpose of the trip and the method of transport.

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STEP 2 - TRAVEL DATES AND TIMES The next thing we need to know are the date and the times that you will be away from campus for your trip. We need to know this information in case you are away from campus outside of our normal working times.

Please ensure that the information you submit is accurate and let a Society or Sports coordinator know if there are any changes to the dates or times before you leave.

STEP 3 - TELL US WHO IS GOING! The final part of the form required you to provide information about the students who will be going on the trip with you. These details include Student Name, Student Number and committee member role (if applicable).

You can list up to 30 people on this form.

Once this has been completed you are all ready to go! Before you go on your trip please also remember to also complete your risk assessment for the trip as-well as a transport request from if necessary!

If you have any problems about anything at any point please contact your relevant Student Engagement Coordinator.

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TRANSPORT BOOKING If you are planning an event, attending a competition or hosting a social trip for your activity group that is off campus you will need to work with the SU to organise your transport.

We have a variety of partnerships that provides us with flexibility to book the most appropriate travel for you.

Our partnership consists of: • Coach travel – Star Coaches of Batley • Car/van hire – Enterprise • Taxi – A1 Taxis (We can also book trains for your group if you would prefer)

YOU CAN FIND THE TRANSPORT REQUEST FORM HERE ON THE ACTIVITIES TOOLKIT PAGE PLEASE NOTE - This form must be completed at least 1 week before the event

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STEP 1 - THE TRANSPORT REQUEST When you open the form the transport request will look as below.

The form asks for the name of your activity group, the details of who is requesting the transport in case we need to make further contact with you, the address of where you are travelling to, and the purpose of hire. Please complete the form with as much detail as possible and contact activities@hud.ac.uk if you have any issues or questions while completing this.

Once we have received your request, a members of the Activities Department will be in touch to confirm your transport booking.

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STEP 2 - SELF DRIVE OR DRIVEN? There will be two separate sections of the form for you to complete if you are either self-driving, or being driven to your trip destination.

If you are self-driving the information to complete will look like this. If you need to register as a driver with us there may be additional information we require, so a relevant coordinator will be in touch before your trip.

If you are being driven, the information to complete will look like this.

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RISK ASSESSMENT If you have registered your society as ‘Medium’, ‘High’ or ‘Unsure’ on the Ratification form, then you will need to complete a Risk Assessment. A Risk Assessment is also necessary for every trip or event that you hold. This allows you to think about what risks there might be and what steps you can take to manage them.

When you open the Risk Assessment there will be some information at the top of the form with tips on what can be included in a good risk assessment, and why it is important for a risk assessment to be completed. Please take some time to read this carefully before starting to fill things in, as it could help you with completing the rest of the form.

YOU CAN FIND THE RISK ASSESSMENT FORM HERE ON THE ACTIVITIES TOOLKIT PAGE

STEP 1 - BASIC INFO When completing the form you will start with the details of your Society or Sports Club and all sections with a red asterisk must be completed.

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STEP 2 - COMPLETING THE RISK ASSESSMENT The picture below shows all the sections you will need to consider when completing your risk assessment. Again, if you get stuck when completing the form about what we are looking for in each section please refer back to the top of the form.

Once you have filled in the details for the first risk, click ‘next’ to assess another risk. You will need to add a minimum of two risks to complete the form, and you have the ability to add a maximum of ten risks.

If you have any problems with filling in the form contact the relevant coordinator. If you find that you have identified more than 10 risks for your risk assessment, please get in touch with us as soon as possible so we can go through your risk assessment with you.

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MEET THE TEAM JAKE RODGERS Activities Officer su.activities@hud.ac.uk

CHARLIE ROEBUCK Sports Coordinator c.roebuck@hud.ac.uk

ALEX PRESTON Student Engagement Coordinator (Societies) a.preston@hud.ac.uk

DANIELLE SNOWBALL Student Engagement Coordinator (Academic Societies) d.snowball2@hud.ac.uk

HAVE A GENERAL QUERY? EMAIL ACTIVITIES@HUD.AC.UK

YOU CAN ALSO COME AND VISIT US! STUDENTS’ UNION, FLOOR 5, STUDENT CENTRAL

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