2016/17 edition
Principal Officers imperialcollegeunion.org
Principal Officers 2016/17
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Contents 02 03 04 06 07 11 14 16 17 20 24 36 39 44 50 54 58 59 60 61 63 63
AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA
Contents Frequently Asked Questions Introduction Key contacts and supporters Organisation Running your Club, Society or Project Other trainings Membership eActivities Club, Society & Project Details Documentation Other Online Services Storage & Equipment Safety Insurance Vehicle Bookings JCR/Equipment Bookings Intellectual Property Reporting & Reviewing Handover, Elections & AGMs Appendix One - Useful websites Appendix Two - Common acronyms
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imperialcollegeunion.org/training/training-feedback Š 2016 Imperial College Union Version 2 - August 2016
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This manual will:
1 Provide an overview of what facilities and support are available in the Union
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Give a general introduction to the information you need to run a Club, Society or Project
Act as a starting point to find out a greater level of detail and more specific information
Frequently Asked Questions Who is my Management Group Chair and Treasurer? There’s a full list including contact details on page 64
Are our activities covered by insurance? Most activities will be automatically covered but there are exceptions and sometimes we need more detail from you. Pages 54 to 56 cover this topic.
When do we have to hold elections? Pages 63 and 64 go over this information.
What is Associate Membership? This is a membership available to some groups of non-Imperial students and is explained fully on page 16
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Introduction This training manual is your guide as the Principal Officer of a Club, Society or Project. This training manual provides the information that is specifically intended for you as the person in charge.
You can also contact the Deputy President (Clubs, Societies & Project) or the Student Activities Coordinator with queries relating to running your Club, Society or Project.
Various other training manuals exist, which can be found online at imperialcollegeunion.org/training. These are recommended reading. Between them they cover all aspects of leading and running Clubs, Societies & Projects within Imperial College Union. Depending on the nature of your activities some will be of more use than others.
If you have any difficulties with eActivities, or there is a technical problem with the system you should contact the Union’s Systems Coordinator by emailing club.web.enquiries@imperial.ac.uk.
Of particular importance are our training manuals - Money In, Money Out, Event Budgeting, Making a Claim and Transfer & Corrections - and their associated quizzes. .
Important Contacts If you need help with anything related to what is contained in this training manual, you can get in contact with your Management Group Chair or Treasurer see Key Contacts for Volunteers for a list.
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General enquires can be directed to the Student Activities Centre at activities@ imperial.ac.uk. There are also a wide range of staff who can help with specific queries, their details are given in Key Contacts for Volunteers.
Key contacts and supporters Management Groups Each Club, Society or Project is part of a Management Group. The role of Management Groups is discussed in the next section on Organisation. The people who run the management groups are volunteer student officers, they have an important role in representing the interests of Clubs, Societies & Projects, as well as dealing with considerable amounts of administration to keep everything running. Each Management Group has a Chair/President and Treasurer, as well as usually having a variety of other elected officers. Their contact details can be found in Key Contacts for Volunteers
Union Staff The Union employs a number of staff members, some of who are work directly on aiding the work of Clubs, Societies & Projects; others who can lend their professional expert knowledge to specific queries and pieces of work being undertaken. The key staff members for Clubs, Societies & Projects, their role and contact details can be found in Key Contacts for Volunteers
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Organisation Clubs, Societies & Projects are managed via one of the 14 Management Groups. These groups provide similar interest Clubs, Societies & Projects with simple and readily accessible management with a wide knowledge base. This knowledge base can be considered as a forum for sharing ideas and refining best-practice. Each of the Management Groups are run by elected students, their role is: AA To represent the interests of your Club, Society or Project within the Union and in the College. AA A first source of information, advice and support. AA Where you get expenditure and purchase orders approved as well as receiving advice and support with your Club, Society or Project finances. AA Where budgets for your Club, Society or Project are set. AA There to represent you at either the Clubs & Societies Board,
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Union Council and some College Committees. AA Organise social events and group activities.
Management Groups
The Management Groups are: AA Athletic Clubs Committee (ACC) looks after competitive sports and martial arts Clubs. AA Social Clubs Committee (SCC) looks after common interest Societies (including religious, political and discussion based ones). AA Recreational Clubs Committee (RCC) looks after recreational sports and activity and skill focused Clubs & Societies. AA Arts and Entertainments Board (A&E) looks after arts and entertainments Societies. AA Overseas Societies Committee (OSC) looks after the international and cultural Societies.
Organisation
AA Media Group looks after the media Clubs & Societies such as Felix and IC Radio. AA Royal School of Mines Union (RSMU) looks after the Departmental Societies as well as the sports and social Clubs within the former Royal School of Mines. AA Silwood Park Union looks after the Clubs & Societies at the Silwood Park campus. AA City & Guilds College Union (CGCU) looks after the Departmental Societies in the Faculty of Engineering and represents the Faculty’s undergraduate students, except those in the Departments of the former Royal School of Mines AA Royal College of Science Union (RCSU) represents undergraduate students in the Faculty of Natural Science and looks after the Departmental Societies in the Faculty. AA Imperial College School of Medicine Students’ Union (ICSMSU) is responsible for all the various Medics Clubs and Societies and represents undergraduate students in the Faculty of Medicine AA Graduate Students’ Union (GSU) exists to represent the interests of Postgraduate students, as well as facilitate social activities and some specific Clubs & Societies. AA Community Action Group (CAG) oversee Projects carrying out volunteering and social action, in the local community, nationally and internationally. AA Raising & Giving (RAG) look after charity fundraising activities for the Union, whether those are events organised centrally, or through Projects particularly dedicated for the purpose of raising money for specific causes. RAG can also advise any student group wishing to carry out a fundraising activity. More information on arranging a charity collection can be found in the Raising Money for Charity training manual.
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Organisation
Management Group Meetings Management Group meetings are run by your Management Group Chair. Each Club, Society or Project in a Management Group is represented in these meetings and they are a chance for all the Groups in your Management Group to meet and discuss things relevant to your Management Group. Your Management Group Chair and Treasurer will use these meetings to pass on important information from the Union, discuss shared issues, let you know about deadlines, any policy changes and big events going on which may interest your Group. This is the place to air any particular problems affecting your Group which need to be addressed by the Union. Other things which happen are: AA Budget appeals. AA Approval of any changes in a Club, Society or Project’s Constitution. AA Contingency claims. The Sabbatical Officers may well also attend these meetings, so it is a good chance to raise matters for them to address. Frequency
Once a month. You will be notified of the date, time and location of the meeting two weeks in advance.
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Who Attends
Every Club, Society or Project in the Management Group is required to send one representative. This is usually the Chair; however, other Committee members can attend in their place. More than one person from a Group can attend if they want to. Important: It is the Club, Society or Project not the Club, Society or Project Chair or President who is a member of the Management Group. Therefore, if more than one representative from a Club, Society or Project attends, there will still be one vote per Club, Society or Project. Any member of the Union can attend a Management Group meeting and observe.
Organisation
Clubs, Societies & Projects Board (CSPB) The Clubs, Societies & Projects Board looks after all Club, Society & Project related matters, from funding to setting policy for approval by Council. CSPB is also the route for any appeals by Clubs, Societies & Projects from their own Management Group. The Committee may decide upon any of the following: AA The validity of a Tour proposal as a valid tour. AA Subsidy rates for tours. AA Management Group funding for the forthcoming academic year. AA Budget appeals. AA New Club, Society or Project appeals. AA Contingency claims to CSPB. AA Amendments to Club, Society or Project-related policy.
Frequency
The committee meet once a month. A list of the upcoming CSPB meetings can be found at imperialcollegeunion.org/yourunion/how-were-run/committees/14-15 Who Attends
The meeting is chaired by the Deputy President (Club & Societies). All the other sabbaticals, Management Group Chairs. Union meetings are open and transparent, so any member of the Union is encouraged to attend CSPB and observe.
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Running your Club, Society or Project Responsibilities of the Principal Officer The person in charge (i.e. Principal Officer) of the Club, Society or Project has some specific duties: AA Ensure the Group Constitution and any policies of the Club, Society or Project are followed. The Constitution outlines the aims and objectives of the Group, members of the committee, election procedures etc. The Club, Society or Project may have standing policies which should be followed, e.g. how activities are operated. AA The Chair, while not necessarily getting involved in the day-to-day operation of the Club, Society or Project’s finances, you should have a reasonable overview of what is going on. AA While the Chair has been elected to be in overall charge of the Group, it should be run as a democracy, not a dictatorship. There are other committee members for a reason. Make sure they are involved in the running of the Group. AA Ensure all activities stay within the Law and the rules of Imperial College and Imperial College Union. Be sensible to help ensure that this situation remains as it is. AA Keep your members safe in everything that your Group does. Do sensible things and make sensible decisions. AA Be inclusive and ensure your Group offers activities for ALL members of your Group. These include activities at different times/days and for 10
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different levels of experience and skill. Remember also that not everyone drinks alcohol! AA Ensure regular committee meetings happen and are effective. AA Represent the Club, Society or Project at Management Group Committee meetings. Important
1. Y ou and your Group members are ambassadors for Imperial College Union AND Imperial College London. You are responsible for what your Group does and says. This includes conduct at all Club, Society & Project events and what is published in the media and on the web. 2. Y ou, as a Club, Society or Project Officer, will be expected to act in the best interests of your Club, Society or Project. You have authority, within the remit of your role, over your Club, Society or Project. 3. You are accountable to the members of your Club, Society or Project for what happens, this includes if nothing happens at all. 4. You are also accountable to the Union and the College for the actions of your Club, Society or Project, and the collective and individual actions of the members whilst undertaking your Group activity. Aside from this accountability there is a level of liability which you as a Club, Society or Project Officer undertake. Club, Society or Project Officers found responsible for
Running your CSP
breaching Union or College rules and regulations, as well as the Law, may be subject to Union and/or College Disciplinary Proceedings. These proceedings may result in varying levels of punishment as well as an entry possibly being placed on your permanent College record. For medical students this may affect your Fitness to Practice. Disciplinary action resulting from Club, Society & Project activities can include Bringing The College Into Disrepute. Imperial College Union is prepared to refer conduct of Club, Society & Project Officers to the Police if it sees fit.
Holding Meetings All Clubs, Societies & Projects will need to run committee meetings regularly in order to keep up-to-date with what needs doing and to ensure that the Group runs smoothly and carries out successful events & activities for members. Most committee meetings which are held during the year are called ‘Ordinary Committee Meetings’, unless it is the ‘Annual General Meeting’ (AGM). For more info on AGMs, please see the Running a Club, Society or Project Election training manual and the Handover Information checklist.
Who Attends
The Club, Society or Project committee – all Clubs, Societies & Projects must have at least a Chair, Treasurer and a Secretary to form their Club, Society or Project committee. Projects may have all of these or a combination of these as approved by their Management Group. It is at the Chair’s discretion to allow certain members of a committee to miss a meeting, e.g. if there is a large sub-committee in charge of a large event, usually only the ‘Chair’ of the subcommittee will be required to come to Group committee meetings. All members of the Union can attend any Group committee meeting and observe. Who Does What
The Club, Society or Project Chair will normally run the meeting. The Chair is responsible for: AA letting everyone on the committee know the date, time and location of the meeting well in advance (at least a week is advised). AA reminding people to send the Secretary any apologies and items for the agenda. AA taking votes on matters during the meeting. AA ensuring that everyone at the meeting
Frequency
Most Club, Society & Project committees meet once a week during term time. If there is a big event coming up, you may need to meet more frequently.
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Running your CSP
contributes something and is listened to. AA assigning, along with the rest of the committee, action points to the appropriate committee member and ensuring that person is clear in what they must do. AA keeping the meeting in order. AA setting the date of the next meeting. The Secretary is responsible for: AA compiling the agenda for the meeting and circulating it to all committee members in advance. AA taking minutes during the meeting. AA writing up the minutes from the meeting and circulating them to all committee members soon after the meeting. AA Minuting who received action points in the meeting, and what needs to be reported back to the next meeting. This should be typed up and stored for future reference.
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Sample Meeting Agenda
AA Apologies (those unable to attend the meeting). AA Minutes of last meeting. AA Matters arising from the minutes. AA Chair’s Business. AA Treasurer’s Report. AA Matters for discussion (this is the main bulk of the meeting, e.g. any events or trips you may be running). AA Date of next meeting.
Budgeting Introduction This is a brief introduciton to the Annual Budgeting Process. For more in depth information please refer to the Annual Budgeting Manual found in the Finance section This should be used by all Club, Society & Project Chairs and Treasurers when writing their annual budgets. Each year the College gives the Union a large sum of money, a subvention, to be spent on our members. A large proportion of this, approximately £300,000 is allocated directly to our Clubs, Societies & Projects to support student activities. It’s important you write a budget for your Club, Society or Project. Without one, your group cannot be considered in annual budgeting or be allocated any grant. Writing a budget will also help you think about the progress of your club, society or project, what activities you envisage your group doing in the following year and how you will develop or change. Writing an annual budget demonstrates that your club is planning and managing finances well and can be used as evidence of this when applying for other sources of income. You will find it useful to look at previous budgets and equally, your successors will find your budget useful if it is detailed and done well. Bear in mind that the budgeting process changed last year and previous budgets may not be perfect but they are still a good tool to use.
The Activities Development Fund This is a pot of money that can be applied to throughout the year and will ensure that budgeting is not the only opportunity you have to request funding from the Union. It is designed to help support new and unplanned activities that come up during the course of the academic year.
Grant Money Grant money is allocated to student groups to subsidise costs of core activities for current student members. This is decided at the Clubs, Societies and Projects Board over the course of three to four meetings. This board is made up of Sabbatical Officers Constituent Union representatives and Management Group representatives.
Presenting and preparing your budget Your club will be represented by your Management Group or Constituent Union so it’s important you work with them so they understand your club’s activities and the budget you have written. They have a lot of groups budgets to represent so may set their own deadlines in order to allow time to go over your budgets before the final deadline on eActivities. Their contact details can be found at the end of this training manual. At the Clubs, Societies & Projects Board, decisions will be made on the size of the Activities Development Fund and the amount of money that is left to be distributed in this budgeting process. You will see later that the funding is split into Principal Officers 2016/17
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boards.
Contacts
It is important you include everything in your budget even if you are not applying for funding towards some activities. This will give everyone an understanding of how active you are and what other costs members incur.
There are many people that can assist you if you have questions or problems during budgeting. Your first point of contact should be your Management Group or Constituent Union representatives who are detailed in the table below. You can also contact:
Examining budgets
All budget lines will be examined and scrutinised by your own Management Group or Constituent Union and then by the Clubs, Societies & Projects Board. It’s important that you include detailed information in every part of the online submission form to assist your representative and the board in understanding your group’s activities and making decisions. A lack of information has in the past led to reduced grant allocations; remember there are over 340 Clubs, Societies & Projects who are considered in this process so little time can be given to obtaining extra information from individual clubs.
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AA Deputy President (Finance & Services) dpfs@imperial.ac.uk AA Deputy President (Clubs & Societies) dpcs@imperial.ac.uk For queries about the online system please email club.web.enquiries@imperial. ac.uk. Your Management Groups chairs and Treasurers will also be able to provide you with help and advice. Please also refer to the CSP Budgeting Policy for information on the process https://www.imperialcollegeunion.org/ policy/120
Other training Various other training is available on a large range of subjects for those involved in running Clubs, Societies & Projects. Full information is available online at imperialcollegeunion.org/ training 2014/15 edition
All volunteers Key Information training must be undertaken by everyone who has a committee position within a Club, Society or Project.
Key Information for Volunteers
imperialcollegeunion.org
Finance Finance training must be completed by Principal Officers and Treasurers of Clubs, Societies & Projects. This training contains the financial information that all Principal Officers and Treasurers must know. Various specific detailed procedures are contained within the following training manuals which support the finance arena: Money In, Money Out, Event Budgeting, Making a Claim, Transfers & Corrections and Transaction Codes.
2014/15 edition
Money In
imperialcollegeunion.org
2014/15 edition
Use of spaces on Imperial Campuses The Requesting Spaces training contains all the information about holding events on Imperial College campuses, the various rules, procedures and policies which are in place. This training is mandatory for anyone wishing to request a space for a Club, Society or Project event. This is available as eLearning.
Requesting Spaces imperialcollegeunion.org
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Other training 2014/15 edition
Trips and tours away from campus The Trips & Tours training manual contains all the information you’ll need for organising an event away from an Imperial campus, particularly long distances away and overseas.
Trips and tours
imperialcollegeunion.org
2014/15 edition
Marshaling The Marshaling training must be completed by those who are nominated to marshal large events taking place within College premises.
Marshaling
imperialcollegeunion.org
2014/15 edition
Publicity The training manual on Publicity contains all the various rules regarding publicising events, both through posters and flyers, but also online and via advertising stunts. It also contains information about building Club, Society or Project websites.
Publicity
imperialcollegeunion.org
Sports This is the only piece of training for Clubs, Societies & Projects which is run as a group session, supported by the Sports Management training manual. It is mandatory for those who are sports team captains and fixtures secretaries.
2014/15 edition
Sports Management imperialcollegeunion.org
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Membership Anyone who would like to join a Club, Society or Project must first be (or become) a member of Imperial College Union. The three types of membership are: AA Full Members All registered students of Imperial College are automatically Full Members of the Union. AA Associate Members College or Union staff, or any Further or Higher Education student over the age of eighteen. AA Life Members Someone is entitled to become a Life Member of the Union if they have been: a Full or Associate Member of the Union for at least one academic year; a Research or Teaching Assistant for at least two academic years; a member of the full time Union staff for at least two years, or a member of Imperial College London staff for at least two years. Membership is only available to people who fit into these categories because we are a charity and our purpose is to provide services and support for our members. Furthermore, we only allocate our resources for the use of our members. Groups should not invite people who do not fall into any of these categories to join them, as they will not be covered by insurance and they could potentially be taking opportunities and resources away from our other members that we support.
Purchasing Associate/Life Membership AA Associate Membership: costs £4.50/ month. This can be purchased in person from the SAC. You will need to provide proof of staff/student status. AA Royal College of Music/ Royal College of Art Associate Membership: because these institutions are our close neighbours, Associate Membership for these students costs an annual fee of £5. This can be purchased in person from the SAC or at the beginning of the academic year at their institution. They will need to provide their student ID. AA Life Membership: costs £60 as a oneoff payment. This can be purchased online. External individuals engaged as instructors (whether paid or otherwise) are not required to become members of the Club, Society or Project, provided the services they are providing is on a purely instructional basis. If an Instructor is engaging in the general recreational activities of a Club, Society or Project, rather than merely instructing then they must become a member. Every Club, Society & Project membership can be found on the Imperial College Union website imperialcollegeunion.org.
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eActivities
Who and what is eActivities for?
Further enquiries
eActivities is an online system for facilitating the management of Clubs, Societies & Projects within the Union. It is accessible by any Officer and member of a Club, Society or Project within the Union.
If you are looking for help with using eActivities for finance tasks please look at our Finance training manuals - Money In, Money Out, Event Budgeting, Making a Claim and Transfer & Corrections. If you have any difficulties with eActivities, or there is a problem with the system you should contact the Union’s Systems Coordinator by emailing club.web. enquiries@imperial.ac.uk.
Depending on someone’s role, they can view and edit different pieces of information so that the Union – and your Club, Society & Project itself – are aware of the details of their activities and so that there is a permanent record of their activities for future members’ reference. Online transaction pages sit within eActivities and are accessible without logging in or passing any training quizzes, but to utilise most of the functions available you will have to log in and may also have to pass the relevant training quiz.
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If you are passionate about changing things for the better you could always join our eActivities users group – email the Systems Coordinator at club.web. enquiries@imperial.ac.uk if so.
eActivities
To log into eActivities, first head to eactivities.union.ic.ac.uk. You should come to the page pictured below, where you will see a Log in box top of the screen. Click on the Log in box and a window will pop up requesting you to enter your personal College Username and Password.
Click on the red Log in box to enter the eActivities site Enter your College Username and Password
Your Roles in eActivities If you are a member of more than one Club, Society or Project, there are different eActivities areas for each group. All the Clubs, Societies & Projects you are a member of are tied to your College username. On the right-hand side of the eActivities page is the info panel. You will see under Your Roles subheading your current role and a list of other roles you hold. Change to them by clicking the one you want. If you have more than four roles, clicking on the Other Roles button will make a drop down list appear, where you can choose which Club, Society or Project’s eActivities pages you wish to look at.
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eActivities
Default role settings It is possible to change the default role that eActivities selects from those which are available to you. To do this you will need to go to the My Details section and select Positions, where you will see a list of the positions you have held and by selecting the Choose Default tab, change the default role.
Changing email settings eActivities will send automatic emails to your College account when there are items in progress. These take the form of a daily digest email summarising actions you need to take, and emails to notify you when a change happens to a form you have submitted to eActivities (such as someone authorising a claim). By going to My Details and selecting System Notifications, then Authorisation Notifications, you can change these settings for each role you hold. You can also use the General Notification tab to change universal email settings and minimise the sidebar help.
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Club, Society & Project Details The Union stores a variety of information about Clubs, Societies & Projects. This information can be viewed by any committee member of a Club, Society or Project by first logging into eActivities and then navigating to Administration, Clubs, Societies & Projects and finally to Details. All the items discussed in this section are access by following this navigation path.
Documents To view the information about your Club, Society or Project’s documents click the Documents tab. Upcoming Documents
eActivities notifies you of exactly which forms your Club, Society or Project needs to fill out. These Upcoming Documents are shaded orange. Outstanding Documents
In the event that you don’t finish a document by the deadline, they will be highlighted in red in the Outstanding Documents section.
Outstanding Documents that still need to be completed Committee members who have yet to join the Club, Society or Project
Training Quizzes and the titles of the Officers who need to complete them
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Club, Society & Project Details
Naughty Officers
If any members of your Club, Society or Project group have registered for a position but not joined the club, they will be listed on the Document page as a Naughty Officer. Incomplete Training Quizzes
The final heading highlights which Officers haven’t completed and passed a mandatory Training Quiz. You can take these quizzes by logging into eActivities then navigating to Training and then to Training Quizzes. Click on the quiz you wish to take from the submenu.
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Club, Society & Project Details
Membership Numbers Under the Members tab, you can view how many members belong to your Club, Society or Project. Here, you can also see how many are Life or Associate members, beyond your regular student members. The amount of money your Club, Society or Project receives from the Union each year depends on how many members your Club, Society or Project has and whether or not you have reached your projected membership target. You can also download the list by clicking on the Excel logo.
List of the members
Click to download
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Club, Society & Project Details
Status The next tab, Status, shows whether your Club, Society or Project is active, inactive (closed down) or dormant (if your club is labelled dormant for a year, it may subsequently be made inactive).
Contact Details The next tab, Contact Details, shows the official website and email address for your Club, Society or Project.
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Documentation The following information must be submitted online via eActivities through the course of the year. Details of how to do this are contained within this section. Failure to do so will usually result in the Club, Society or Project accounts being frozen.
Info Required
Description & Deadline for 2016-17
Financial Responsibility
Form signed by the Chair and Treasurer to indicate their financial responsibility for the Club, Society or Project and state that they will adhere to the duties of Clubs, Societies & Projects. This is discussed in the Finance training manuals.
01/11/2016
Contact Details
Contact details of the current committee
01/11/2016
Naughty Officers All Club, Society & Project officers must be members of their Club, Society or Project by this date.
01/11/2016
Risk Assessment
Evaluates Club, Society or Project activities for potential risks and outlines prevention measures to avoid them. For more information see the Safety section.
01/11/2016
Instructor Registration
Provides details of any instructors used by the Club, Society or Project.
01/11/2016
Affiliations
Indicates external organisations to which the Club, Society or Project is affiliated.
01/11/2016
Inventory
List of all items owned by the Club, Society or Project whose combined worth is ÂŁ200 or more.
01/11/2016
Constitution
This outlines the structure of a Club, Society or Project and the way in which it is run. It defines the aims and objectives, membership, committee structure, officer duties, electoral procedures and policies of the group.
01/11/2016
Next Year Committee Details
Filled out after the AGM to indicate the contact details of the committee for next academic year.
26/05/2017
Profile
Short promotional abstract about your Club, Society or Project’s activities for promotional material for the next academic year.
01/11/2016
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Documentation
Document submissions can be made mainly by any committee member of a Club, Society or Project, but some by only the Principal Officer. First log into eActivities and then navigate to Administration, Clubs, Societies & Projects and finally to Documentation. All the items discussed in this section are accessed by following this navigation path.
Affiliations By Law the Union must record all affiliations to external bodies - this includes those of Clubs, Societies & Projects. You must record affiliations, or lack of them by clicking on the Affiliations tab. If your group is affiliated to an organisation outside of Imperial record this in the relevant boxes on the tab, as detailed below. If your group is not affiliated to anyone simply just click the submit affiliations button to register this. Click here to edit the affiliations page, then Submit Affiliations to submit your changes Click on the Change/Add New Affiliate Bodies tab to edit those your group is associated with Click on the Previous Affiliations tab to view which bodies your group has been associated with in previous years Complete the details here, choosing the affiliate body from the drop down list
If you have clicked on the Change/Add New Affiliate Bodies tab you can any new organisations to the list.
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Documentation
Constitution Each Club, Society or Project must have a constitution. Changes to the constitution MUST be agreed by a general meeting of the Club, Society or Project. eActivities allows Principal Officers to input elements and build a model constitution for their Club, Society or Project which is consistent with all the rules of the Union. Historic constitutions will require recording in eActivities. First navigate to Administration, then Clubs, Societies & Projects and finally to Documentation. Click on Create Changes to edit the details already stored in the system. The Committee subtab lets you add the list of committee positions and their job descriptions.
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Documentation
The Aims & Objectives tab allows you to add in all the individual aims and objectives of the Club, Society or Project.
The Additional Activities tab allows you to put in details of events or activities which the Club, Society or Project undertakes which you need recording in the constitution. The Draft Version tab lets you download a pdf of the constitution using the details you have entered which you can then present to a General Meeting of your Club, Society or Project. The Current Version tab lets you view the current version of the constitution, and the Previous Versions list all previous constitutions registered in eActivities.
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Documentation
Instructors All Clubs, Societies & Projects need to record what instruction, if any, occurs within their activities. This could be nothing, having external instructors who give group lessons, peer-to-peer training within the members, or attendance at external training centres. A combination of various options is also possible. You can view and record these details by clicking on the Instructors tab. The check boxes should be used to record the type of instruction taking place, and for external instructors and training centres additional details are required.
Click here to edit the details external instructors and their qualifications - then click it again to submit your changes Click here to record if peerto-peer instructions occurs Click here to record if use is made of recognised centres - then click it again to submit your changes By clicking on the Previous Instructors tab, you can view the details of any instructors your Club, Society of Project has used in previous years.
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Documentation
Inventory Every Club, Society & Project must submit an inventory of all their group’s belongings each year. This is important, in particular for insurance purposes, and also so that future members are aware of what the group owns. Clicking on the Inventory tab will bring you the page below where you can edit your group’s inventory. Here, you need to give a description of each item, then fill out the corresponding boxes such as when the items were purchased, how much they cost and any other noteworthy points.
Click here to edit the Inventory page, then click it again to submit your changes
The Union also needs to know where the items in your inventory are stored. By editing the information under the Change/Add New Storage Locations tab, you can list the different locations where your group’s equipment is kept.
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Documentation
Key Lists Principal Officers can update the names which need to appear on a key list to a store in the Beit Quad Security lodge by clicking on the Key List tab. Tabs will appear for each of the key lists associated with your Club, Society or Project. Add in the names of the people who require access, and click the active box. The list in the Beit Security lodge will be automatically updated within a week, or contact activities@imperial.ac.uk.
Click to Submit Key List changes for processing Add the names of those members who require adding to the Key List from those Club, Society & Project members in the drop down, and click the active box.
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Documentation
Next Year’s Committee & Contact Details It is important that your Club, Society or Project tells the Union when they have elected the committee for the following year. Click on the Next Years Contact Details tab, then the Election Details subtab. Here, you can enter the date when you held your committee election, and also the name of the Returning Officer.
The next tab, titled Next Year Contact Details, will give you a list of all your Club, Society or Project’s committee members for the following year, including their names, Fill in the date of your positions within the Club, Society or Project and their mobile telephone numbers. committee election here. Fill in the name of the Returning Officer here. Navigate to the Next Years Contact Details subtab to add the details of who has been elected to each position. Only current members of the Club, Society & Project will appear on the drop down list.
Click here to submit your changes
The committee members are listed here
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Profile Entry Your Profile Entry is a brief description of your Club, Society or Project. This will be displayed on the Union website. You can edit it by clicking on the Profile Entry tab. You should use the it to describe what your group is about, what activities you get up to and why people should join you. It is important to make this entry clear as well as interesting as it is a good opportunity for you to advertise your Club, Society or Project. You also need to upload a profile picture (760px by 288px) – relevant to your group – and complete a shorter 30-word summary which may be used in future Union Club, Society & Project promotional materials.
Click here view Profile Entries and Images from previous years Click Submit Profile Entry to submit your changes
Type your profile entry text here
If you click on the Previous Profile Entries tab, you can see how they read in previous years. This should be useful if you need some inspiration about what to write. Please do not submit a picture which has been submitted in previous years.
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Documentation
Risk Assessment In the Documentation section is Risk Assessment. Here you need to detail any potential hazards which may occur during your Club, Society or Project’s activities. You need to identify which hazards may occur, their likelihood and potential impact, who may be harmed, what you would do if they occur, as well as identifying further measures which could be taken to prevent them occurring and who will be responsible for carrying out those additional measures. Each hazard should be detailed on a separate line on the online form. Write a short description of the hazard in the first box, followed by the details of who could be harmed in the next box if this hazard occured. Try to be as specific as possible, for example instead of saying a team member, say the goal keeper if the hazard only applies to the goal keeper. All hazards relating to all of your Club, Society & Project activities should be included, this should include things like travel (eg. by minibus), hazards associated with store rooms or equipment as well as any social activities your group undertakes. For the likelihood of the hazard occurring and the severity of the hazard you need to select one of the options from the drop down box. Likelihood is on a scale of 1-3 and severity is 1-4. 1 is low; 3 or 4 is high. In the next box you must note down what members of the group will do if the hazard occurs - this could be to apply first aid, call 999 etc.. The information in this box should be specific to you group’s activities. The next box is where you should record what is currently being done to prevent the hazard occurring - this could be things like two people always carrying heavy items of equipment or members undergoing specific training. The final three boxes are for you to record what additional measures could be in place to prevent the hazard occurring. The first box is where you should note what actually needs to be done - this could include additional training being organised or new equipment being purchased. The second is to identify who will be doing this - which position on the committee, and the final box is to record by when this should be done. It is extremely important that the information provided is as accurate as possible, and that all possible hazards which apply to your Club, Society or Project are identified. By clicking on the Previous Risk Assessments tab, you can view what your Club, Society or Project wrote in other years if they have recorded it within eActivities.
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Click here to edit each individual hazard, then click again to submit your changes
In this box record who could be harmed by the hazard be as specific as possible
Select from 1 to 3 how likely the hazard is to occur
Select from 1 to 4 the severity of injuries or damage the hazard would cause if it occurred
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Record here what members of the group would do if the hazard did occur
ecord here what more could e done to prevent the hazard curring
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Record here what is currently being done to prevent the hazard from occurring
Identify who (by position) is responsible for ensuring that the additional items which could be done to prevent the hazard occurring are done. Add in a date when they will be completed by.
Other Online Services There are a number of other online services available to Clubs, Societies & Projects. It is vitally important that during your handover logins and passwords for these services are exchanged where appropriate. Each Club, Society & Project should have an Imperial College login and email address (e.g. yourclub@imperial.ac.uk). This login allows you to access your Club, Society or Project email, as well as login to Workbench.
Email and Login
ou can use mailman mailing lists Y provided by ICT which enable you and your committee to communicate with each other, and with your members, information about this is contained within the Using Mailman Lists trainng manual. Other sites such as facebook, Flickr and YouTube are also useful tools, information is in the Publicity training manual.
All Club, Society & Project contact email addresses must end @imperial.ac.uk, email addresses provided by external organisations are not permitted.
Each Club, Society & Project is allocated one College ICT account for use by its committee. These include an email address and some storage space on the College file servers. If your Club, Society & Project has lost the password to the account, or if you are uncertain as to whether you have a login, the Chair should log this by emailing activities.centre@imperial.ac.uk
This is the account allocated to your Club, Society or Project, and can be used in the same way as your personal ICT account. Make sure you keep the password safe, and remember that the Chair or President can be held responsible for any emails sent from it. Please remember to pass on details of the login and password to the subsequent Chair or President.
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Other Online Services
Webserver
Setting up a mailman list
The Union operates a webserver at www.union.ic.ac.uk where Clubs, Societies & Projects can build their own websites, as an addition to their pages on imperialcollegeunion.org.
If you want to have a mailing list set up for your Club, Society or Project, first check to see if one exists already. You can do this by visiting mailman.ic.ac.uk/mailman/ listinfo and searching for your Club, Society or Project name.
Technical information about the services provided can be found in the Publicity training manual. Any enquires about the webserver can be directed to the server’s System Administrators, union.sysadmin@imperial.ac.uk. Please note that any Club, Society or Project websites which are created must be hosted on the Union’s webserver, and be actively maintained throughout the year and from year to year.
Mailing Lists A Club, Society or Project can have one or more mailman mailing lists to allow Club Officers to contact members by email easily, or to facilitate discussion among members. These are provided by the College’s ICT Department. Full information about mailman lists is contained within the Using Mailman Lists trainng manual.
If you find a list, but don’t know the Administrator password, you’ll need to email activities@imperial.ac.uk and ask to have the password reset. If there is no existing list, you’ll need to request to create a mailing list at online at https:// www.imperial.ac.uk/admin-services/ict/ self-service/connect-communicate/email/ create-mailing-list-staff/ Once your list has been set up, you can change its settings by visiting the List Administration Overview, http://mailman. ic.ac.uk/mailman/admin From here you can add or remove members, specify who is allowed to send email to the list, deal with pending requests and much more. Queries and questions relating to mailing lists should be directed to activities@imperial.ac.uk. This service is provided by ICT, not by the Union. The membership of these lists should be current and maintained. You will not be able to set up another list if an existing one has been poorly maintained. For more information about the mailman
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Other Online Services
lists please refer to the Using Mailman Lists training manual.
Other Sites such as facebook, YouTube and Flickr provide useful tools in running your Club, Society or Project – communicating with your members and sharing information and experiences. While these sites are external to Imperial, you are still responsible for the content being published on them. Make sure what is posted is sensible and does not
risk bringing the College into disrepute. Further guidance is contained within the Publicity training manual.
AA
Make sure you set up official groups if you are using these sites, and make your members aware of these groups. It is important to ensure that passwords and permissions for these grotups are passed on to your successors so they can be administered into the future. Remember, new students are likely to look at these sites to get an idea of the type of activities your group is undertaking.
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Storage & Equipment Storage
Key Lists
Many Groups own a large selection of equipment for members to use during activities; this kit is stored away for most of the week. Storage space is at a premium on Union premises as there is a limited amount of room available. As a result, many groups share dedicated store cupboard spaces, with Groups being allocated storage according to what can be found that is big enough for the items. Access to these store rooms is given by key lists.
Each key is shared by all groups allocated to that storage space, and has an associated list with it, identifying the group(s) which have access to that storage space and a list of all the members who are allowed to sign out the key. Generally only the committee members are listed on each key to prevent over-access to valuable equipment. Also, because these stores contain Union owned equipment, people who are not full members of the Union cannot have access to stores. Updating the key list is done online through eActivities as discussed in the previous section.
Key List Rules There may be times when several Groups need access to the stores on the same day, which can lead to situations where the key is not in the Security Office. Being on a key list means complying to the following rules in order to prevent this situation: AA If the room will be in use for long periods, it is advisable to return the key as soon as it has been used.
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AA All Club, Society & Project store users should know who the key is with should another Group need it. AA The key MUST always stay in the vicinity of the store when signed out. AA If another group requires access immediately following your Club, Society or Project, it is helpful to hand over the key directly to the next Group. However, contact MUST be made with Security to let them know who it has gone from and to, otherwise the first users will still be held accountable for anything that happens subsequently. AA Security maintains a record of who signed out the key so the Union can trace and charge the Group who lost the key or was responsible for any damage. AA Keys should NEVER be taken home, or off campus! Security is manned around the clock; however there may be times when the Security Officer is on patrol. In these cases, wait a few minutes for them to return. There is the option of telephoning central Sherfield Security on Ext. 58900 to radio the Officer to return early from patrol. If returning the key, it is acceptable to drop the key through the letter box rather than summon the Security Officer back.
Make sure during handover that the location of equipment and store rooms is passed on to the next committee.
How to Obtain/increase Storage Space Clubs, Societies or Projects who wish to obtain storage space should fill out a storage request form Please be aware that there is very little storage space available and this should be a major factor when considering whether to purchase new equipment. If a request is made, it is helpful in the process to describe what the items are, and approximately the amount of cubic metres required. There may also be smaller lockers available.
Equipment There are several key things to remember about equipment: AA All Club, Society and Project equipment is and remains the property of Imperial College Union. AA All groups are required to annually submit an Inventory using eActivities. This is so the Union can compile its asset register and also helps Clubs, Societies & Projects to keep abreast of the value and life expectancy of their equipment. AA Any external sale, loan or discard of Club, Society or Project assets must
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AA
AA
AA
AA
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be approved by the Deputy President (Finance & Services). Equipment which belongs to your Group should only be used by your members. If another Club, Society, Project or an external wishes to use your equipment, an agreement should be drawn up between them detailing any payment and conditions of hire. Hiring out Club, Society or Project equipment out is a good way for groups to make some money, as long as the procedure is clear in the event that the items get lost, stolen or broken. Equipment insurance – replacing the loss or damage of Club, Society or Project equipment worth less than £10,000 is normally covered by the Activities Development Fund, whilst anything over £10,000 in value is covered by Union Insurance – see the Insurance section in this training manual on insurance for more details. Before agreeing to hire equipment to any group that is not a Club, Society or Project, please speak to the Student Activities Manager.
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Storage & Equipment
Store room maintenance issues
PAT Testing
Your Club, Society or Project may be lucky enough to have its own store room or other space. The Union is responsible for these spaces, and accountable to the College for their care and maintenance. It is important that you treat the space you have been allocated with respect.
Portable appliance testing is necessary for all appliances being used on Imperial College campuses by Clubs, Societies & Projects. The test should be carried out annually. If you group owns equipment which requires testing please contact activities@imperial.ac.uk to arrange this.
Do not under any circumstances attempt to carry out maintenance work within your space. This includes fixing things to the walls, changing light bulbs or altering the wiring.
Fire Extinguishers
Maintenance issues for your space fall in to two categories - defects and minor works. Defects are things which should be in normal operation in the space, for example the lights working, or the door lock functioning correcting. Minor works are new pieces of work which can be carried out to enhance the space, for example fixing shelves to the walls. If the space you are responsible for has a defect or you need minor work carrying out please contact activities@imperial. ac.uk The Union will arrange for defects to be resolved and minor works to be carried out. Minor works may incur a charge to your Club, Society or Project
Any space you are responsible for should have appropriate types and numbers of fire extinguishers installed. These fire extinguishers requiring testing annually. If you think you need a fire extinguishers in your space, or they require testing please contact activities@imperial.ac.uk Emergencies
There may be a situation where a maintenance emergency occurs, for example water flooding into your store room. If this occurs during office hours please contact the Student Activities Centre immediately. If this occurs out of hours you will need to contact the Facilities Management Customer Services Centre. Their phone number is 020 7594 8000. Be sure to let the Union’s Facilities Coordinator know about the issue and what action you have taken.
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Maintenance issues for other areas There may be maintenance issues for spaces which you are using such as rooms or lecture theatres. It is important that these are reported, even if the issue was not caused by you. Be sure to take photographs of areas where damage or faulty equipment is in place to demonstrate you didn’t cause the issue. General issues in College spaces
For issues in rooms you are using such as broken light bulbs please contact the Student Activities Centre. They will pass this on to the relevant department to resolve. It is important to note that the Student Activities Centre can’t directly resolve these issues, so it may take a bit of time.
Waste disposal Disposal of waste is a very important consideration when organising an event. Items cannot simply be binned everything which can be recycled must be recycled. Items should also be reused where possible. Recycling
Many items can be recycled through the College waste system, take a look at the waste directory website for details, http:// www3.imperial.ac.uk/estatesfacilities/ services/wasteandrecycling. This especially applies to Waste Electrical and Electronic Equipment (WEEE). If you have large amounts of recycling please contact the Union’s Student Activities Manager to arrange a pickup. Landfill waste
IT issues
If the IT equipment in a lecture theatre is not functioning correctly then follow the instructions on the equipment. This may say to contact the ICT Helpdesk, or may give you a person in the relevant department to contact. Do not attempt to fix the equipment yourself. Union spaces
If there is a maintenance, IT or cleaning issue with a space in the Union Building please contact the activities@imperial. ac.uk
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Items which cannot be recycled must be disposed of. Do not simply place large amounts of landfill waste into the bins around campus. Contact the Union’s Facilities Coordinator to arrange a suitable collection. Your group may be required to pay for this, so please remember to include it in your budget for an event.
Safety Each Club, Society & Project has a responsibility to ensure the safety of their members while they are participating in activities. Undertake sensible activities and make sensible decisions.
emergency involving members while away from campus. The registration must be done online eActivities. It will only take two or three minutes. The information required falls into two parts, namely:
Clubs, Societies & Projects generally have an excellent safety record - we would like to keep it this way. Incidents and accidents do however occur - there are a number of procedures in place to manage these incidents and ensure the correct reporting is carried out.
AA Part A: Details of where, when & what the activity is, who is in charge, as well as departure and arrival places and times. AA Part B: Details of who is participating, their names & CID numbers.
Activity Registrations Registration of activities is mandatory for all Clubs, Societies & Projects. The information provided will help the Union and the College in the case of an
Depending on the activity being undertaken, the information summarised in the table below will need to be provided.
Increased Risk Activities
Other Activities
On Campus
None
None
Off Campus but within M25
Part A & Part B
Part A
Beyond M25
Part A & Part B
Part A & Part B
Residential Activities
Part A & Part B
Part A & Part B
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The list of Increased Risk Activities is: AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA 46
Airsoft Basketball Caving Canoeing Clay Pigeon & Rifle Shooting Climbing Cross Country Cycling Football Free running Gliding Hill walking Hockey Ice Hockey In-line Hockey Kickboxing Kite Surfing Lacrosse Martial Arts (all types) Motorsport Mountaineering Orienteering Parkour Paintballing Parachuting Polo Riding Rugby Rowing Sailing Skiing Snowboarding Squash Surfing Wakeboarding Water polo Waterskiing Windsurfing Yachting Principal Officers 2016/17
The level of information required is relative to the activity being undertaken rather than the Club, Society or Project undertaking it. For example the Yoga Club, who usually do their activities in a room on Campus, generally would not be required to register their yoga sessions. However, if the Yoga club decide to go on a sailing trip then they would need to register that activity. Conversely, the Sailing Club must register each of their trips sailing, but if they decide to have an evening of Yoga on campus then they would not need to register that activity. The only exception to this registration scheme is for regular sports training, such as the Hockey Club training at Harlington on a Monday evening, or the Boat Club training on the River Thames each morning.
Safety
Activity Registration submissions Activity Registration submissions can be made by any committee member of a Club, Society or Project Committee. First log into eActivities and then navigate to Administration, Clubs, Societies & Projects and finally to Activity Registrations. The screen will default to submitting a new registration. Complete all the details, when the required fields are complete a second section at the bottom of the page will appear so that you can add in the attendees. The current members of the Club, Society or Project will appear on the Attendees subtab. If individuals are attending who do not appear on the drop down list they should be added using the Non Member Attendees subtab. When the registration is complete click Submit Activity Registration.
Click Submit Activity Registration when all the details have been added
If you need to add new addresses then use the Change/Add New Addresses tab
Add attendees here
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Accident Reporting If an accident or dangerous occurrence (i.e. an event that could have resulted in an accident) happens, you must fill out an Accident Report Form. Paper copies are available from the Student Activities Centre, or you can register the incident yourself online on the Imperial College website at http://www3.imperial.ac.uk/ safety/formsandchecklists/accidents. You should ensure you take some paper copies away with you on trips or to sports matches. Accident Report forms must be returned to the Student Activities Centre within 48 hours of an incident occurring. Minor injuries and dangerous occurrences, as well as major incidents must be reported. Imperial College is required by Law to submit details of accidents and provide accident statistics. This is not a piece of bureaucracy that is applied only to Clubs, Societies & Projects - every College department and employee is required to report accidents and dangerous occurrences in the same way. The objective of accident reporting is to stop identical accidents reoccurring in the future if possible. A Club, Society or Project will not get into trouble for reporting accidents, nor will your activities be stopped, save under severe circumstances. Accident reports will be reviewed and advice to review risk assessments may be provided by the Union Health & Safety Committee.
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Unplanned Incidents & Emergencies Normally all Club, Society & Project activities pass without incident. Very occasionally though, something unplanned happens. The level of response from your Club, Society or Project very much depends on your activities - for example the wind getting stronger very quickly could mean serious issues when mountaineering or SCUBA diving, but might provide an excellent day’s activity when sailing or windsurfing. You have responsibility for thinking and responding sensibly and safely when planning for and responding to unplanned incidents. Each Club, Society or Project needs to be aware of what to do when unplanned things happen and establish a clear procedure for dealing with them. It is important that everyone involved in organising a trip is aware of what to do.
Safety
The three different levels of incidents and response needed is detailed below: 1) S imple Unexpected Incident Simple things that do not adversely affect the overall operation of the event, trip or activity. Such things may include a coach or bus turning up late, forgetting to pack some of the necessary equipment, a disagreement over how to cook dinner. What to do: AA Do what is necessary at the time to resolve this incident. AA Learn from the experience and enjoy the rest of the activity. AA Try to ensure something like this does not happen again in the future. 2) G eneral Unplanned Incident Situations that are unplanned for and are likely to have an impact on the overall activity, for everyone involved. For example a vehicle breaking down, a participant needing to be taken to A&E for a simple injury, forgetting the keys to the accommodation. What to do: AA Deal with the incident on the ground at the time. AA Be aware if any of the circumstances have turned (or are likely to turn) the incident into a critical incident (e.g. press interest). AA If so, then follow the Critical Incident Procedure below. AA Call the Student Activities Centre, if necessary, to report the details of the incident.
AA C omplete an Accident Report Form on return from the activity if necessary. AA If any type of assistance is required or if in any doubt follow the critical incident process. 3) C ritical Incident Serious incidents which are likely to require professional staff at the Union and the College to resolve. This would include: AA A death or multiple or serious injuries to participants. AA Participants missing, overdue or in other immediate danger. AA Serious illness or hospital admission. AA Arrest or detention by Police or other security services. AA Participants being a victim of a criminal incident. AA Serious Road Traffic Accident AA Any situation where the emergency services are involved. AA Any situation which is likely to bring the College into disrepute. AA Any situation where the media are attending or may attend or have an interest in. Also any situation in which the person in charge of the activity is not confident in dealing with appropriately is considered a critical incident. As experts in the activity the Club, Society or Project has undertaken, members present need to deal with the incident in the very first instance. This is why it is vital that organisers know the Club, Society or Projects’s Code of Conduct as this should outline what to do. Principal Officers 2016/17
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What to do: Call 999 for the emergency services if necessary. As soon as possible (when the situation is under control), call Imperial College Security on 020 7589 1000 to report the incident. alling the phone number and providing C information about the incident will also allow a briefing to be given to the College Press Office - this is a very important consideration as there is generally a large amount of media interest in incidents involving students. The staff who answer the phone and deal with the incident have extensive experience in this area. Most things have been seen before so do not be afraid of calling. The number is manned 24 hours, every day of the year. Additionally a senior member of Union staff is always on duty to deal with Critical Incidents. Wallet-sized business cards detailing what to do in the event of a Critical Incident are available from the Union Reception. Every person leading a Club, Society or Project activity should have a copy of this.
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Things to Remember 1. D o not talk to the Press and certainly do not attempt to sell stories to the Press. 2. N o Club, Society or Project member should admit liability for an incident. 3. Under no circumstances should any member of a Club, Society or Project contact the Next of Kin of a fellow participant. If Next of Kin need to be contacted call the Critical Incident phone number: 020 7589 1000. 4. Ensure you have a well-thought out Risk Assessment. 5. E nsure people organising the event/trip know what is on the Risk Assessment. 6. Fill in an Accident Report Form if you have had an accident or a dangerous occurrence. 7. Keep calm.
Insurance Please note that all references to people covered by insurance in this section only apply to Members of Imperial College Union. Our insurance policies do not cover external people that may be engaged in Club, Society or Project activities, such as instructors. These people should have their own insurance, which is often provided by membership to their National Governing Body. If you have any queries about Insurance, please get in touch with the Student Activities Manager.
Liability Insurance The Union is covered by the Imperial College Public Liability Insurance. Any member of a group acting in accordance with the rules and procedures of their Club, Society or Project (as set out in their Code of Conduct), Imperial College Union and Imperial College are covered by this policy. For example if a member of the public is injured by a Group member during a Club, Society or Project activity then they are covered by this policy. You can obtain a copy of the Union’s Insurance certificate from the Student Activities Manager.
Personal Accident Insurance Club, Society or Project members are covered by Imperial College’s Personal Accident Policy. This is an outline Personal Accident policy, covering the most serious of injuries only. Details of the policy can be found online at http:// www3.imperial.ac.uk/finance/sections/ insurance/overseastravelinsurance. It should be stressed that this policy is an outline policy only and does not cover many injuries or costs that may affect your studies. For example dental treatment, taxis to College after breaking an ankle or massage treatment for whiplash resulting from a road traffic accident are not covered. For Liability and Personal Accident Insurance, if you are doing an activity other than your regular day to day activities e.g. going on tour or trying something new not on campus, don’t forget to register your activity on eActivities so that the Union can notify College. College need to know who is at increased risk of requiring insurance cover at any time.
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Insurance
Travel Insurance It is absolutely essential that anyone travelling outside of the UK on a Club, Society or Project activity has suitable travel insurance for the country they are visiting. The Club, Society or Project Officer in charge of a trip should ensure that all participants are covered by suitable travel insurance, including search and rescue cover where appropriate. Organisers should check the Foreign & Commonwealth Office’s current travel advice before planning or embarking on an overseas trip, available online at https:// www.gov.uk/browse/abroad/travel-abroad Some Club, Society or Project trips outside of the UK, which are of a representational nature, may be able to make use of the College’s Travel Insurance Policy. Use of the College Travel Insurance is subject to regular change, so please do not assume you are automatically covered. If you wish to make use of the College policy please contact the Student Activities Manager well in advance of your trip. Details of the College’s Travel Insurance can be found online at http://www3. imperial.ac.uk/finance/sections/insurance/ overseastravelinsurance.
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Groups wishing to make use of the policy should read the policy wording in detail to ascertain if the policy is suitable for their needs. For Club, Society & Project trips the excess for personal property claims (such as mobile phones, cameras, iPods etc..) is £100. Participants are welcome to arrange independent cover for their personal possessions as they see fit. Trip organisers need to be aware that the College’s Travel Insurance will be unlikely to respond to travel cancellation/ disruption claims arising from a cause “which existed or the possibility of which existed and for which advance warning had been given before the date on which the Journey was booked”. It is likely that volcanic ash disruption and strikes will fall within this exclusion category. Trip organisers are welcome to use whichever insurance provider they feel most suits their needs. If there is a likelihood of foreseeable travel disruption over the time of a trip, organisers may conclude that it would be prudent to avoid incurring non-refundable expenditure until as close to departure date as is reasonably practicable, therefore reducing the likelihood and severity of any cancellation/curtailment claim arising.
Insurance
Trip organisers are encouraged to look closely at the insurance policy they will be using for their trip and make participants aware of the details of that policy should the need for a claim arise. Queries can be directed to the Student Activities Manager.
Equipment Insurance The Union has insurance for equipment under Imperial College’s Policy. It is important that your Club, Society or Project has an accurate Inventory of equipment to aid in any insurance claim. The excess on this policy is £10,000 and it only covers pieces of equipment owned by the Union (this includes your Club, Society or Project). What the policy does not cover is equipment loaned to your Club, Society or Project, or property owned by individual members, even if stored temporarily on Union premises. Insurance for items such as this should be arranged separately, preferably by the owner of the property.
Cancellation Insurance If a Club, Society or Project is anticipating organising an event which has a reasonable possibility of being cancelled resulting in large irrecoverable costs then it would be advisable to take out some form of cancellation insurance. An example of such an event would be a show with a large initial outlay on costumes, sets, venue etc.., where the audience are primarily external people. A good example of such an event would be the Musical Theatre Society’s annual two week show which is hosted in Devon; the audience being made up of almost totally local people and holiday makers from Devon. To arrange such insurance please contact the Student Activities Manager who can assist. Be aware that any insurance company are likely to need details of the activity being organised and the financial plans behind the activity, so its important to have a thorough itinerary and budget prepared.
To take account of possible claims for lost or damaged equipment which falls below the £10,000 excess value, the Clubs & Societies Board holds a Contingency Fund to which Clubs, Societies & Projects may apply for small amounts. Speak to your Management Treasurer if you need to apply for this fund.
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Insurance
Vehicle Insurance Imperial College Union operates various vehicles including a fleet of minibuses. The Union makes use of the main Imperial College vehicle insurance policy, giving economies of scale when insuring vehicles. It is generally possible to arrange extra cover via our main insurers for other vehicles used by groups at very competitive rates, in some instances for nothing. These include vehicles lent or hired to a Club, Society or Project. This includes vehicles being used in other countries, not just EU Countries. For details please contact the Student Activities Manager in good time, and certainly before you accept a vehicle loan or arrange a hire.
Sport National Governing Bodies National Governing Bodies (NGB) of various sports may offer some level of insurance as part of an affiliation fee. This affiliation fee may have to be paid individually by the Group members (eg. BSAC for SCUBA diving) or by the group as a whole (eg. the RFU for Rugby Union). If any fees are payable by the Group as a whole it is very important that fees are paid on time as insurance may lapse. Any insurance afforded by National Governing Body membership will be specific to each sport so it is important that the details
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are researched when paying the fees. For most sports this insurance is an added bonus, for some sports it is essential that members have this insurance in place before they participate, a particular example being Rugby.
External Instructors Any person who is not a Club, Society or Project member and who is offering their services as an instructor (even if it is for free) is not covered by any of the Union policies. It is vital that before engaging the services of an instructor it is clarified whether they have insurance, particularly liability insurance. Generally this will be provided by membership of their respective National Governing Body. External Instructors Form .You will need to complete, sign and hand in an Instructor Registration form to the Student Activities Team. You can download a form from the website here https:// www.imperialcollegeunion.org/activities/ running-club/forms
Other Imperial College Union also operates various other insurance policies. Examples include cover for boats, gliders and antique vehicles for which the respective Club, Society or Project is aware. If your Group has an insurance query or is doing something which does not fall into any of the categories above then please contact the Student Activities Manager.
Vehicle Bookings The Union has a fleet of minibuses available for Clubs, Societies & Projects to hire. Through eActivities, you can view when and which minibuses have already been booked and request use of one. You can also request that the Union book you a coach. Various committee members of Clubs, Societies & Projects can undertake these tasks. Log in to eActivities, navigate to Administration, then Bookings and finally Minibus Bookings. the screen will default to the minibus booking timetable.
Minibus timetable The left hand column shows the names of the various minibuses. Dates are written along the top of the grid. The shaded areas represent when each bus is already out for hire. You can book the minibuses during the empty areas.
Each booking is displayed as a block of colour
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Vehicle Bookings
Minibuses User List The User List tab contains some further information you may find useful. If you search for a specific Club, Society or Project you can view all their minibus bookings and charges.
Individual Minibus List Alternatively, by clicking on the Van List tab, you can view previous bookings by each individual minibus. Both tabs offer you a different way to look at who has recently used a minibus.
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Vehicle Bookings
Requesting a Minibus To request a minibus click on the Request a Minibus subtab. Complete the required fields such as when you would like the minibus, the number of seats you require and whether you need a tarpaulin, roof rack or tow bar. When you have completed all the the required fields a section at the bottom of the page will appear to add the people who will be driving. When you have entered the details click the Submit Minibus Request button.
When entering the dates be sure to also select a time
When the request is complete click the Submit Minibus Request button Add the required fields for the booking request Tick for any additional items
Add in the minibus drivers
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Vehicle Bookings
Minibus requests are dealt with under a priority allocation system, more details are available online at imperialcollegeunion.org/minibuses. To view the requests you have in the system click on the Previous Minibus Requests subtab. You can also view other requests in the system made by members of the Club, Society or Project which you are currently within a role for, in the example below RCC Canoe.
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Equipment & JCR Bookings Using eActivities, you can also view when various items of equipment are out for hire from the Union, as well as when the JCR is available to be booked. To find out about equipment usage, click the Bookings button on the submenu, then click the Equipment timetable tab.
For JCR bookings, click the JCR timetable tab.
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Intellectual property Intellectual property generated by students as part of their extra-curricular activities, such as activities undertaken through Clubs, Societies or Projects, may be owned by the students involved. The Imperial College Intellectual Property Policy applies to extra-curricular activities undertaken by students, the policy is available online at http://www3.imperial. ac.uk/researchsupport/contractsandip/ ippolicypublicaccess. The policy outlines circumstances in which students may not own IP generated from extra-curricular activities. Members of Clubs, Societies & Projects who are staff members of the College are treated as College Employees within the Intellectual Property Policy.
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Members of Clubs, Societies & Projects who are neither current College students or staff members (such as former students or staff, current or former students from other institutions or others granted membership of Imperial College Union) are treated as Associates within the Intellectual Property Policy. Any specific queries regarding intellectual property relating to extra-curricular activities should be directed to: Dr Emma Toumi Research Services Division Level 1, Faculty Building e.toumi@imperial.ac.uk
Reporting & reviewing Writing reports of your activities and conducting reviews are very important tasks, both to satisfy people who have helped you out and to make things better for next time.
Reporting For large events such as shows, major trips or tours you should write a report following the end of the activity. This may be a requirement if you have received funding, particularly from the Union tours fund, the IC Trust, the Harlington Grants Committee, or ADC. A report can take many different forms. Generally a written account should be constructed which covers details of what the event was, who was responsible for running it, details of the location, performances, travel arrangements and catering if appropriate. It should also include a financial breakdown of the events finances, together with a section detailing any difficulties encountered. Most sponsors and donors will want to see a copy of the full report, so make sure it is accurate and well presented, as well as being written soon after the end of the event.
In addition to a full written report it is good to write an abbreviated version which can be used as a publicity tool to adverse your event and encourage more people to become involved in your Club, Society or Project. This type of report can be sent to Felix for possible publication (contact the Felix Editor for details), included on your website or the Union or College website (contact the Marketing & Communications Manager for details). For more information about publishing reports see the Publicity training.
Reviewing A part of your full report there should be a review of the activity. Ask yourself and the other organisers three broad questions: AA What went well? AA What didn’t go so well? AA What improvements could be made? The answers to these questions should give an idea of how a similar activity could be improved in the future. Make sure you write down your findings and pass them on to your successors.
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Handover, Elections and AGMs Before the end of the Spring Term each Club, Society & Project must have held a election to decide on who will run the Club, Society or Project during the next academic year. Usually the positions being elected are those on the committee of the Club, Society or Project, but the details will be contained within the Club, Society or Project’s constitution. All Club, Society or Project elections must be conducted in accordance with Regulation 4 of the Union’s Constitution. The process of holding a Club, Society or Project election is about a three week process, so proper planning is required. A Returning Officer must be appointed who is not standing as a candidate in the election. They are responsible for the fair conduct of the election. Guidance is available in the Running a Club, Society or Project Election training manual. Specific details of who can stand for election to committee and other positions will be contained within your Club, Society or Project Constitution. It is important that everyone who can stand for a position has the opportunity to do so; make sure that all elections are well advertised and run well.
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Voting All voting during elections conducted at Imperial College Union, including those of Clubs, Societies & Projects is by Single Transferable Vote (STV). This cannot be negotiated, so it is important this rule is applied properly. Not conducting elections by STV may lead to appeals being lodged and the election being rerun by a different Returning Officer. Details of the voting process for elections is contained within the Running a Club, Society or Project Election training manual, together with links to the Electoral Reform Society website where there are instructions of how to count the votes for an election conducted by STV.
Handover, Elections & AGMs
Help with Elections
Handover
If you need help with running your Club, Society or Project election you should contact your Management Group Chair in the first instance, they may also be willing to act as the Returning Officer.
Handover is a vitally important process, and one that is sometimes forgotten in the mists of exam season. Make sure you tell the person taking over from you how the Club, Society or Project operates, what has gone on during your year in office and what is planned for the future.
Annual General Meetings (AGM) Each Club, Society or Project is generally required to conduct an Annual General Meeting. This is where the elections for the new committee generally take place, and is almost always held within the Spring Term, before the Easter holidays. The AGM is a chance for each of the current committee members to make a report of the activities they have been undertaking for the previous year, and allow for the members to question them and hold them to account. It should also be a celebration of what has happened so far during the year. Good AGMs are always followed by a social activity all the members can participate in.
To aid in the handover process a list of prompt questions is available online from imperialcollegeunion.org/training to assist in making sure that all the correct information is handed over. Also, as the Principal Officer you need to ensure that other members of the committee are handing over information connected to their roles, particularly the Treasurer. In addition to the training available online, we also run Handover training sessions in the Spring Term.
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Appendix 0ne - Useful websites Area
Website address
British Universities & Colleges Sport
www.bucs.org.uk
Sport Imperial
www.imperial.ac.uk/sports
Arts Imperial
www.imperial.ac.uk/arts
FCO Travel Advice
http://www.fco.gov.uk/en/travel-and-living-abroad/
College Waste Directory
http://www3.imperial.ac.uk/facilitiesmanagement/ softservices/recycling/wastedirectory
International Office
http://www3.imperial.ac.uk/international
Student Homepage
http://www3.imperial.ac.uk/students
Appendix Two - Common acronyms BUCS – British Universities & Colleges Sport CGCU - City & Guilds College Union CSB - Clubs & Societies Board DPCS – Deputy President (Clubs & Societies) DPFS - Deputy President (Finance & Services) ICSMSU – Imperial College School of Medicine Students’ Union ICU – Imperial College Union LUSL – London Universities Sport Leagues NGB – National Governing Body RCA - Royal College of Art RCM - Royal College of Music RCSU - Royal College of Science Union RSMU - Royal School of Mines Union SAC – Student Activities Centre
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Imperial College Union Beit Quadrangle Prince Consort Road London SW7 2BB Registered Charity No: 1151241
Tel: 020 7594 8060 Fax: 020 7594 8065 Email: union@imperial.ac.uk Twitter: @icunion imperialcollegeunion.org