STUDENT ACTIVITIES 2015-16
The Committee Handbook WWW.RUSU.CO.UK/ACTIVITIES
Make The Most of your University Experience
Student Officer Team 2014/15
What you are a part of! What is RUSU? Reading University Students’ Union is run by students for students. We are a registered charity, so any money made gets put back into students and into activities. Each year we hold elections for the full-time officer roles, to run the Union. You could run either at the end of your 3rd year, or take a sabbatical. Representing Student Activities if your Student Engagement Officer. If you are part of a society you are welcome to attend the twice termly activity group meetings, where you can bring up any big ideas or changes that you think should be actioned. Past Engagement Officers successfully campaigned for a new astroturf, and the University’s written policy about having no lectures after 1pm on a Wednesday, allowing students to participate in activities. The main RUSU Reception is open Monday – Friday, 9am – 5:30pm (During vacation periods, the reception desk closes at 5pm) For general RUSU enquiries please contact the main Reception desk enquiries@rusu.co.uk - 0118 378 4100
Student Activities Centre We have over 100 societies here at Reading University. We categorise them into 6 different Activity groups: Academic and Career, Hobbies and Interests, Arts and Dance, Culture and Faith , Campaigns and Causes , Politics.
www.facebook.com/ReadingUniversitysocieties You name it - we probably do it. The Reading Knights brand covers all our 57 sports teams here at Reading University and with an excess of 2000 members of sports clubs there is a sport to interest everyone. All sports clubs are student-run and student-led and each club have an elected committee of students to look after the day to day running of the club.
www.facebook.com/ReadingUniversitySport With busy student lives, it can be hard to find time to volunteer. However, the benefits of volunteering are enormous to you, and those your helping. The right match can help you find friends, reach out to the community, learn new skills, and even advance your career. Here at RUSU we offer a variety of volunteering opportunities to suit your interests, skills and availability; from student-led projects to one off opportunities and our MAD (Make a Difference) Days.
www.facebook.com/RUSUVolunteering Do you want to make your on-air or on-screen debut to Reading or provide cutting edge reporting for our student led newspaper? We are always on the look out for new students and fresh ideas, so get in contact! No experience is necessary. The Stephen Lawrence Student Media Centre is home to the studentled media outlets; The, Junction11 radio, The Spark Newspaper and RU:ON TV. The area is comprised of a radio studio, video editing suite and newsroom.
www.RUSU.CO.UK/MEDIA JCR stands for Junior Common Room and every Hall has a JCR Committee who are here to support their members throughout the year. They are here for your welfare and representation primarily and support you with moving in and other issues that may arise throughout the year. As well as this they organise sports matches and other events such as formals and BBQs.
www.RUSU.CO.UK/JCR 2
Contents 04 Welcome
-Affiliation with RUSU -Value for Membership Fee
04 The Year Ahead -Red Award
06 Roles &
Responsponsiblites -President -Treasurer -Secretary
06 Holding Meetings
-Chairing -Voting -Overcoming problems
07 Resources -Post -Storage -Equipment -Photocopying
08 Membership -Membership Fees -Minimum Membership -JCR Membership -Volunteering Membership
08 Equality & Diversity -Top Diversity Tips
09 Part-Time Officer Team
14 Fundraising for Charity See our simple steps to fundraising for charities
15 Holding a Bake Sale See our simple steps to holding a bake sale.
16 Booking Rooms
-Cafe Mondial -3sixty -Rooms on campus -University and Hall’s Bars -SportsPark
17 Organising Events
- Claiming Money over £500 - Receipts - Floats - Applying for a Grant - Ordering - Hoodies and t-shirts
-Holding your AGM & Elections -Online Elections -After the Elections -Handover
29 Using the RUSU Website
18 Volunteering
-Choosing a location -Tours -Trip Leaders & Trip Organisers -Insurance -Completing the registration form
20 Transport
23 PROMOTION
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26 Group AGM & Elections
18 Trips
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- Types of Account - How much money do you have?
-Risk Assesments -Getting Started -Reviewing your Risk Assesment -Hazards and Risks -Dealing with accidents
-Union Events -On campus Events -External Events -Event Health and Safety -Selling tickets online -BBQs
- How to pay money in - How to get money back - Claiming money under £100 - Claiming Money over £100
10 Finance
24 Health & Safety
-Admin Permissions -News Articles -Events -Messages -Members -Sign-ups -Sales Reports -Resources
-Public Transport -Reading buses -Your own car -Hire a self-drive vehicle -Insurance -Regulations & driver assessement -Hiring a minibus -Making a booking -Collecting a mini-bus -Fuel Card -Returning a mini-bus -Breakdowns and road traffic accidents
-Meet the Team
-Flyering -Student Media
Get Involved!
20 Rewards & Recognition A scheme for societies
23 Constitution
-Behavioural Policy Equal Opportunities Policy -Breach of Policy -Initiations
20 Sports Clubs -Checklist -Coaching -Varsity -The Big One -Sports Fed Insurance
- Word of Mouth -Online -Posters -Social Media -Display Screens -Emails
The Student Activities Team... Student Engagement & Communication Officer: James Hart Email: studentengagementandcommunication@rusu.co.uk Tel: 0118 378 4134 @RUSU_Engagement Societies and Student Media Coordinator: Vicky Purcell Email: v.purcell@reading.ac.uk Tel: 0118 378 4150 Sports Coordinator: Sam Nowell Email: s.nowell@reading.ac.uk Tel: 0118 378 4111 Volunteering and JCR Coordinator: Hannah Trott Email: h.trott@reading.ac.uk Tel: 0118 378 4156 Contact student.activities@rusu.co.uk for general enquiries.
GOT AN IDEA? WANT TO CHANGE SOMETHING?
GO TO RUSU.CO.UK/CHANGEIT AND TELL US!
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Welcome
Welcome new and returning committee members! Congratulations on being elected by your members. We are very excited to see what your committee wil plan for the year ahead. If you are looking to set up a new group please see the ‘Set Up a New Group’ page on the RUSU website: www.rusu.co.uk/activities/ setupanewgroup. If you are a pre-exisitng society please see the Re-affilation process below.
Affiliation with RUSU
In order for a pre-existing Student Group to be affiliated with RUSU, your group must have done the following: • Held a democratic election • Held an AGM • Signed the Societies Constitution, Equal Opportunities Policy, and Behavioural Policy • Supplied RUSU with the committees full contact details (name, email, tel, student number) • The president and treasurer must have signed our signature list (for claiming money back). • Have ALL official student members registered as a member on your RUSU page. Every group must sign the constitution and a behaviour policy. The constitution is a set of written rules agreeing the aims of the group and how it will run. The behaviour policy is an agreement by your group to adhere to a certain code of conduct. There is a copy of both of these in the back of this handbook. All constitutional changes must be approved by Student Activities staff and your student members, prior to being implemented. In the next sections you will find a copy of the Student Groups Constitution, The Behavioural Policy, and Equal Opportunities Policy which you will have signed and will need to abide by throughout the year.
After you have Re-affiliated with RUSU After your group has re-affiliated with RUSU you must then complete a general Risk Assessment of the activity that you will be doing over the year. You must also complete the Equipment Inventory form. These will need to be handed back to Student Activities before your activity starts in the new academic year. Once you have finished with all the paper work it’s time to start thinking about what your group would like to achieve in the year ahead. Before summer, your committee should have agreed what the membership fee will be, and the times and locations of your weekly or monthly sessions.
The Year Ahead Freshers’ Fayre (September) You will be invited to apply for a Freshers’ Fayre stall during the summer vacation and will be notified by email as to whether or not you have been successful. There is not enough space in the Freshers’ Fayre tent for all societies/sports clubs and therefore you should give thought to how you would recruit members if you are not allocated a stall. To be entitled to a Freshers’ Fayre stall you must have completely re-affiliated with RUSU by the deadline.
Give it a GO Week (January) Each year RUSU organise Give it a GO week – providing students with an opportunity to try out new activities, day trips, opportunities to volunteer and much more. As a society/sports club, you are encouraged to host activities. You can apply for funding to finance these and RUSU will actively promote your event. Give it a GO Week is always held in January, at the start of the new academic year. This gives students the opportunity to get involved in a new activity, for the New Year. We hold a Refreshers’ Fayre where you can promote your Give it a GO activity and encourage people to sign up to your sessions. Look out for details of the programme. You will be emailed when the dates have been confirmed. For more information go to: www.rusu.co.uk/activities/giag
The Student Activities’ Awards (March-April) The Awards take place at the end of the Spring term each year. You will be invited to nominate both your group and individual committee members for awards, which will be presented on the night. You will be notified when nominations open. See last year’s winners: http://rusu.co.uk/activities/studentactivitiesawards
AGM & Elections (Before May) Before you know it it will be May, and time for your group to run Elections and the AGM for the end of the year. New committee members will then attend Committee Training.
RED Award The Reading Experience & Development (RED) Award is a scheme run by the University to help students, who take part in other activities in addition to their academic studies, gain the recognition they deserve. The RED Award is open to all University students whether Undergraduate or Postgraduate, Full-time or Parttime, Taught or Research students. You can register to take part in the RED Award via the RISIS Web Portal. For more information go to: www.reading.ac.uk/internal/readingexperienceanddevelopmentaward/redahome.aspx
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Roles & Responsibilities Holding meetings It is your responsibility to ensure your Student Group is run well for your members. While you might be doing some of this for the first time, the Student Activities Team are here to support you – don’t be afraid to ask for help.
Decisions should be agreed and voted on by the committee. The president has the final say when the committee vote is a tie.
If you are planning an event or ordering kit/equipment make sure you liaise with the treasurer to make sure you have enough money!
Before: Plan an agenda • Decide what items to include • Give a deadline for agenda items • Send the agenda a few days before the meeting • What reports have to be prepared beforehand and by whom?
Don’t forget you are a committee and not just one person doing all the work. Below are some of the collective responsibilities that committee members should undertake: • Organising trips and events • Conduct of members • Safety of members • Adhering to all policies and procedures • Maintaining good communication with the Student Activities Team • Holding an AGM and electing a new committee each year • Ensuring all members have paid (if you charge) and are registered on the RUSU website • Ordering kit / hoodies It is compulsory for student groups to elect 4 committee members - a President, Treasurer, Secretary and one other. This could be a Vice President, Social Secretary, Publicity Officer, or Kit Secretary etc. If you wish to elect a committee greater than 6, please speak to the relevant member of the Student Activities Team.
President Responsibilities
During: • Make introductions • Hand out agenda for a clear running order and any necessary papers After: • Minutes written up and circulated by the secretary • Actions are followed up • Another meeting is prepared
Chairing a meeting (President)
The Chair’s first role is to start the meeting and to proceed through the agenda. The Chair, more than anyone else, needs to be conscious of the amount of time available for the meeting. It also helps to know who is going to start speaking on each item. The Chair’ will keep order so that the meeting proceeds in a fair manner; giving everyone the opportunity to contribute.
Voting
• The main contact for RUSU • Attend meetings organised by RUSU • Ensuring that good practice, codes of conduct, risk assessments are followed etc • Call regular meetings, including AGMs • Maintain effective liaison with all relevant staff • Ensure all accidents/incidents are reported
The Chair also has a vital role in clarifying matters when a decision is to be made. A vote is normally taken by a show of hands or a secret ballot if you prefer, and the proposal is either carried or defeated. Once a decision is made, it is important that it is recorded properly. A good idea is for the Chair to ask the Secretary to read aloud what has been recorded. This helps to clarify things for everyone and allows an opportunity to sort out who is going to carry out actions and by when.
Treasurer Responsibilities
Overcoming common problems
• Keep a Ledger! A record in notebook or on Excel of all monies going in and out of your account and copies of all account related paperwork • Ensure all income and expenditure is accurately recorded and keep copies of all your receipts and invoices • Ensure all members have paid their membership fees and work with the secretary to make sure they are registered on the RUSU database • Ensure that everything goes through your society/sports club account • Present the accounts at the AGM and ensure copies are made available to all members • A signatory on claim forms, paying in forms etc • Produce and submit a grant request if you are applying for a grant
Secretary Responsibilities
• Arrange and publicise all meetings. • Take minutes at all committee meetings and circulate copies among committee members • Maintain an accurate membership list – Make sure all members are registered on the RUSU website. • Deal with all incoming communications and pass them on to the committee and/or members
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Phases of a meeting
• Too much procedural wrangling: The Chair should prevent this happening in the first place, but committee members also need to be aware that they are there to get the business done and get decisions made • Lack of clarity: The Chair should clarify or sum up all issues, for the purpose of the attendees and the Secretary • Decisions are put off: Putting off a decision will not make it go away. Only do this if you genuinely need more information or wider consultation • Too little involvement: It is up to the Chair to monitor the performance of the meeting, including who is participating. For an important item, go around and ask each person their view • Meetings go on too long: Agree a rough target to aim to finish by. Agree this at the beginning of the meeting. Encourage concise contributions and don’t let people ramble on • Too many meetings: Do not overload people with too many meetings and make sure people have time to actually carry out the things that a meeting has agreed. At the same time, recognise that crucial decisions have to be taken and ensure that your structure and frequency of meetings allow for this • People not turning up: Provide enough warning and stick to the agreed venue and time. Ask those who cannot attend to send apologies • No real follow up: Make sure decisions are properly recorded and
RESOURCES
the people to carry them out are clearly identified Exa mple Agenda:
Post
1. Apologies for absence: Within the minutes, record people who have said they cannot make the meeting. Make a note of who is present, or circulate an attendance list. 2. Minutes of last meeting: Go through to see if they are a correct record and adjust errors 3. Matters arising: These are issues that were discussed at the last meeting that do not appear elsewhere on the agenda. Review developments on these issues and chase progress. Remember do not spend most of your meeting discussing what happened at the last one! 4. Committee members report: What have the committee members been doing? 5. Financial report: The Treasurer should produce this for each meeting (preferably circulated in advance) to report what has been spent, what money has been received, any money owed and the balance. 6. Issues: Go through the agenda items in order. For each point, make sure there is an action point given with a deadline. 7. Standing items (items discussed as & when necessary): • Society/Sports Club development • Recruitment of members • Events - Future planning or reviewing past events • Contribution - Are you happy with the level of commitment and performance? How can you improve? - Do you need to congratulate any members? • Sponsorship - Do you need to raise more money? • Training - Is your equipment sufficient? Are you happy with your coach? Are your facilities suitable? • Publicity - Are you writing match reports/profiles for the paper? 8. Any other business 9. Date of next meeting
Equipment
Download the Equipment inventory Form on Committee Corner RUSU require you to provide an up to date list of equipment for your group, which will be kept on file in the Student Activities Centre. Without this information your equipment will not be covered by RUSU’s insurance policy if lost, stolen or damaged. The Committee will need to hand in an Equipment Inventory form to Student Activities before the start of the academic year. This needs to be updated when you purchase new kit or discard old equipment. Equipment must be in good condition and frequently checked to maximise its life expectancy and safety. Kit that is not up to standard or that could be considered dangerous should be disposed of, in an appropriate manner. If you have any issues with kit get in touch with a member of the Student Activities Team.
Any post sent c/o RUSU, copies of invoices and information from the Students’ Union will be put in the Student Activities Centre for you to collect – please ensure you collect it regularly. All groups can have post sent to the Students’ Union - for example if you have a delivery of hoodies or tickets that need signing for. Please ensure that any post is clearly marked for the attention of your Group e.g.: Example address: Reading University Boat Club c/o Reading University Students’ Union PO Box 230 Whiteknights Reading RG6 6AZ If delivered by courier: Reading University Drama Society c/o Reading University Students’ Union Whiteknights Reading RG6 6UR
Storage
RUSU encourage you to keep a strict inventory of all your equipment to reduce the likelihood of loss. Storage space in the Students’ Union is very limited. There are limited facilities for Sports Clubs at SportsPark and Societies can apply for cupboard space in The Study and in the HUMMS Building. Some of these cupboards are shared between societies and some can be locked. If you require storage space, please email your requirements to the Student Activities Team. You MUST have discussed a storage plan with the Student Activities Team, prior to ordering large pieces of equipment.
Photocopying
All groups have an allocated photocopying code, and any photocopying will be debited at the end of the month from your reserve account. You can collect your code at reception, or Student Activities. Black & white: 4p a sheet Colour: 10p a sheet If you are printing lots of materials e.g. posters or a leaflet, our preferred supplier is Mailboxes (located in the Students’ Union). They offer a discount to groups. Mailboxes will also able to print tickets for events etc. Please contact them for more details: Tel: 0118 986 1860 Website: www.mberusu.co.uk Email: info@mberusu.co.uk
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MEMBERSHIP
All of your members must be signed up on your RUSU page. This automatically creates your membership mailing list. Students are able to join groups in the following ways: • Online - via the RUSU website. (Please note that membership fees are 15 pence higher when purchased online, due to web provider costs). • Pay by cash/card at the RUSU reception desk Please let us know if you would like to change your membership fee before Fresher’s Week! We won’t have time to do it on the day of the Freshers Fayre – so please let us know in advance!
Membership fees
You do not have to charge membership fees, but if you do, you should be aware that there are various strands of membership: • Student membership - Available to anyone who is a Student at the University; whether Full-time, Part time, Undergraduate or Postgraduate. • Associate membership - This is for anyone who is NOT a student at the University (this can include members of University and RUSU staff). You should charge more to non-student members. Only 30% of the membership can be made up of associate members. Associate members have no speaking or voting rights at committee meetings or AGM’s. They may NOT stand for election on your committee. You can vary your membership fee throughout the year – reducing the price as the year goes on.
Minimum membership
The minimum Student membership for all Societies and Sports Clubs is 15 students. As per the Activities’ Constitution, if you do not reach 15 student members by the end of the autumn term, your Club or Society may be disaffiliated by a vote at the relevant Activity Group meeting.
JCR Membership
JCR membership is different to Clubs and Societies as it does not have a minimum number of students required to join. They also differ significantly as most members only join for one year, whilst they live in halls. Membership fees are paid online by most new members to the JCR before they arrive and the money is then transferred into JCR reserve accounts on a monthly basis as above. As the main purpose of a JCR is to provide events and support throughout the year to its members, it is important to use most of it, if not all of your membership money during the year as it would be inappropriate to use previous members’ money on new members.
Volunteering Groups Membership
Membership to a RUSU Volunteering Group is usually free of charge as the main objectives of these groups are to become involved in and benefit other members of the University and local community. There is no minimal number of student’s required for the membership of Volunteering Groups. However a lack of significant numbers may result in the project not being able to continue and becoming unsustainable. In this instance the Community & Development Officer will work closely with the group concerned and the relevant RUSU staff before deciding if a project can no longer run.
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Equality & diversity What you need to know
RUSU is committed to promoting equality and diversity throughout our work. We strive for a tolerant and safe atmosphere and all our activities are governed by the principle of equal opportunities for all. No individual will be treated less favourably than any other on the grounds of gender identity, sexual orientation, race or ethnic origin, disability, marital or parental status, religion and belief, age or any other reason. As the leaders of our Societies, Sports Clubs, JCR and Volunteer Activities you have a crucial role to play to make sure that everyone, regardless of background, can get the most out of their time here at Reading. RUSU provides lots of support to help you make sure every student is fully included in your activities. Your team of 8 elected Part-time Officers represent and further the rights of students who have traditionally been under-represented and/or faced discrimination. Their role, alongside RUSU’s Welfare Officer, is to promote inclusion and to support other students across the Union, University and beyond to do the same. They are here to support every student at Reading so if you have a diversity question (big or small) get in touch with the team, who will be happy to help.
Top diversity tips
• Our Part-time Officers are always here to help you and to answer any questions you may have, but to get you started on the road to greater inclusion here are some top tips to think about in your work as a committee member. • 95% of disabilities are invisible so be mindful of access needs when organising events and activities. If you are unsure what access requirements a person may have invite them to tell you what they need. • Consider organising a range of activities that will appeal to a broad range of people from a variety of backgrounds. You may wish to have an alcohol free social event for example to enable students from a variety of backgrounds to attend. • Vary the timings of your activities. Perhaps hold a selection of events during the day as well as evenings to enable students with care-giving responsibilities to attend. • Avoid events that may inadvertently exclude others. E.g. traffic light nights with a focus exclusively on heterosexual couples. • Promote your events to a variety of students. Let students know that your events are open to all. This may sound obvious but doing so shows students that you want to be open to everyone, and may attract students to attend that may not otherwise think of coming along. • Remember there’s no perfect answer when it comes to diversity issues. The important thing is to be open to a variety of perspectives. Try and consider people from a variety of different backgrounds to your own when developing your activities to ensure they are as inclusive as possible.
It’s easy to get involved and make a difference.
rusu.co.uk/representation 01183784118
International Students’ Officer
Black, Asian or Minority Ethnic Students’ Officer
Mature Students’ Officer
DIOGO VENTURA
RHIA PATEL
CINDY BEI
internationalstudents@rusu.co.uk
bame@rusu.co.uk
maturestudents@rusu.co.uk
Postgraduate Students’ Officer
COULD THIS BE YOU? Elections for this role will take place in Autumn 2015
Environment & Ethics Officer Raising the issues you care about across campus and beyond!
JON GILBERT environmentandethics@rusu.co.uk
Disabled Students’ Officer
LGBT+ Officer
Women’s Officer
REBEKAH MULLEY-WHITE
ISABELLE BEATRIX VE
CHLOE WILSON
disabledstudents@rusu.co.uk
lgbt@rusu.co.uk
womens@rusu.co.uk
fINANCE Understanding your groups’s finances and successfully budgeting for all of the year’s activities is an important part of running an effective and financially viable group. This section will give you an introduction on how finances work at RUSU. Please note you cannot have an external bank account as a student group affiliated to RUSU. By holding your account in RUSU everything is transparent – your members know where money is being spent and you are completely accountable.
Copies of your accounts should be kept for up to 2 years for future Treasurers to refer to and in accordance with good practice.
Types of accounts
No account numbers are used within RUSU finance. The name of your account is simply the full name of your group e.g. Drama Society / Swimming club / Wantage. Please don’t use abbreviations or acronyms e.g. RUDS, as this delays processing your deposit or payment. All groups have a reserve account and some also have a grant account: Reserve Account This is the account into which you pay in the money that you have raised yourselves: sponsorship fees and money for members’ hoodies. Your membership fees will also be paid into this account. You should regularly check the balance of this account at the accounts desk or by asking one of the Student Activities Team.
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Grant Account Only some groups have a grant account. Each year groups are invited to apply for a budget from RUSU at the activity group meetings. Budgets are allocated for a specific use, such as equipment maintenance, conference entry fees. Budgets cannot be used for hoodies, freshers’ fayre sweets etc; basically anything that is going to be given away or taken by individuals. In order to apply you must charge a membership fee. Any grant money not spent will be taken back at the end of the academic year, and absorbed back into the Student Activities budget.
How much Money do you have?
You can request a statement at any time. Just call in to the Student Activities Centre and ask the Finance Administrator or a member of the Student Activities Team to show you a copy of your accounts. If you cannot come in, email the Student Activities Team and you will be emailed a copy. Your account records will not update automatically – some items such as transport are only deducted termly. It is vital that your Treasurer keeps a record of your incomings and outgoings to avoid going in to debt. Your accounts can be slightly difficult to understand at first, so please do ask if you are unsure of anything. The annotated diagrams (below and left) help explain how your accounts work.
You should also keep your own record. Get the template Ledger on Committee Corner, on the RUSU website.
How do we pay money in?
To pay money into your account, collect a PINK paying in form from the Student Activities Centre (all forms related to the finance of your society/sports club can be found in the blue drawers in the Student Activities Centre. The Finance Administrator will provide you with a receipt. 1. Collect pink paying in form from the finance desk 2. Count your money 3. Complete form 4. Return to the finance desk and hand over to the Accounts Desk 5. Ask for a receipt! Tips • Please clearly print your group name, your name and date • Explain in full what the money is for • Give a breakdown of all monies being paid in • RUSUs Green Policy does not support the use of taxis.
How do we get money back?
RUSU can purchase large/ expensive items on your behalf, and therefore your committee members will not be out of pocket. However small purchases should be made by a member of the committee, and you can claim the money back with a receipt (signed off by the treasurer). It is vital that you keep proof of your purchase in order to claim money back.
Claiming Money UNDER £100
To make a claim collect a WHITE form from the drawers in the Student Activities Centre. Claim forms must be signed by the Treasurer. If the Treasurer is owed money, the President needs to sign and
must be authorised by the relevant staff member. Please note you can put more than one item on a claim form. Proof of expenditure – a receipt or invoice must be presented in order to make a claim.
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Claims of under £100 can usually be refunded in cash within 2 – 3 days after the claim is made. You are then expected to come in and collect your money - you will not receive an email. Please note that if the claimant does not pick up their money within two weeks, the treasurer will have to re-sign the claim form.
Claiming Money OVER £100
To make a claim collect a GREEN form from the drawers in the Student Activities Centre. Claim forms must be signed by the Treasurer. If the Treasurer is owed money, the President needs to sign and must be authorised by the relevant member of staff. Please note you can put more than one claim on a form. Proof of expenditure – a receipt or invoice must be presented in order to make a claim. Claims of over £100 will be paid by BACS and RUSU will need details of the account to be credited – name of payee, sort code and account number. Payments can also be made by cheque which can either be collected from the Student Activities Centre or posted. RUSU aims to process BACS and cheque payments within 2 weeks after the claim is made. Collect correct coloured claim form from the finance desk • Complete form • Attach receipts • Relevant committee member to sign form • Return it to the Student Activities Centre • Signatures, accounts and receipts will be checked
Please print your name, email address and account details clearly. If you are claiming for transport you MUST complete the reverse side of this form which asks for mileage and details of your vehicle Please state whether the claim needs to come out of your grant or reserve account.
Claiming money OVER £500
Claims over £500 will need to be approved by the Student Activities Manager. You will need to justify your purchase and provide copies of all invoices and receipts related to the order.
Receipts
Hand written receipts will not be accepted. Each claim requires a receipt or invoice to prove that the claim is justifiable. The treasurer must always see the receipt before signing off money.
• You must have a minimum of 15 members. • You must charge a membership fee. You can apply for a grant for: • Equipment to do your activity • Guest speakers relevant to your activity • Travel to your activity • Space for your activity
Please note: Petty cash will not leave your account until it has been collected. If it has not been collected within 2 weeks, the treasurer will have to resign the form.
You can’t apply for a grant for: • Personal clothing • Personal benefits • Socials • Leaflets / flyers
Floats
Ordering
If your group requires a float for an event please contact the Accounts Desk so they can order the appropriate amounts of change. Usually up to £100 can be made available. The Treasurer needs to sign for the float and you will be expected to return it the next working day.
Applying for a Grant from RUSU
All Sports, Societies, and Media are able to apply for a grant from RUSU. RUSU is a not-for profit organisation which means any money we make, gets put straight back into the organisation, to benefit students. Please Note: • You must have fully re-affiliated with RUSU to apply for a grant.
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RUSU can order kit, equipment, tickets, accommodation etc on your behalf. This ensures that no member of your group is left to cover large costs. Before we place an order we will make sure you have the necessary funds, to avoid you going in to debt. We can pay a supplier by BACS (as long as they provide a valid invoice with payment terms – this takes up to two weeks, so give us the invoice as soon as possible), cheque or using the RUSU credit card. When using the RUSU credit card we can pay over the phone, or online. The RUSU credit card does not leave the office.
Please note: BACS transfers can take up to 2 weeks and cheques have to be signed by 2 members of senior management. Therefore you must provide us with as much notice as possible when placing orders. (If you bring it in on the day it needs to be paid, you will still have to wait 2 weeks).
Ordering Hoodies & T-shirts
We have vetted and recommended the following companies for your hoodies. To get a quote please send the supplier an email explaining exactly what you are looking to get and how many you are looking to order.
You cannot use the University Logo on any garments. You can however use the crest. Please talk to a member of student activities before ordering. Once you have a quote that you would like to go ahead with, please send it to the relevant member of student activities. Please confirm the cost with us, so that we can charge the correct amount from your account. We have set-up accounts with the following companies, so when you make an order the bill gets sent straight to us, which we can pay direct from your society account. This means you don’t have to worry about getting finance forms signed and in on time for the payment run. www.kukrisports.com www.reflexinternational.com Reflex: Richard Wolstenholme sales@reflexinternational.com Kukri: Phil Wright Phil.Wright@kukrisports.com
We actively encourage you to fundraise for your group! Your alumni
After University, a large number of past students (alumni) will want to keep a connection with their Societies/Sports Clubs. You have the ability to successfully build a relationship with your alumni and can use this network to fundraise for your group. As a leader it is really important that you embrace this connection. Consider keeping a database of students who are graduating this year. They might be able to offer advice, or why not ask them to donate to your society/sports club on a regular basis? You could organise an event and invite your alumni to it?
Annual Fund
The Annual Fund is a large pot of funding from the University. The groups are able to apply to this for equipment/ projects. The fund opens up in May, and there will be a talk at RUSU. Ask in the Student Activities Centre for more information.
Sponsorship
Sponsorship & advertising As a Student group affiliated to RUSU, you cannot be sponsored by, nor advertise, external companies that are in direct competition with the Union. Think of RUSU as your main sponsor. As with most sponsors, we do not want you advertising our direct competitors. RUSU is a not-for-profit organisation and any money spent in the union goes directly back in to funding Union activities. Sponsorship is a great way to get some extra income for your group. Before you look, you need to understand the different
ways that this money can be received. • Sponsorship is cash or support given in return for a reward e.g. advertising space, attendance at an event, etc. Membership lists must not be given out to third parties in return for sponsorship. • A donation is where an external party gives a group an amount of money or support to benefit the group/activity and requires nothing in return. VAT is not deductible on donations. You will need to fill out and hand in the sponsorship form, which will then be approved by the relevant member of Student Activities. Please contact the Student Activities Team if you have any questions regarding sourcing sponsorship or funding. Approaching a sponsor Please download the sponsorship form from Committee Corner! When approaching a company, make sure you take these following things into consideration: • Who you are, what you do – include possible web link • Brief overview of what you want – if its money, how much? • What the company will get in return – publicity, advertising space • Duration of the sponsorship – one off event or the year? • The next step – how to contact you to discuss further • Follow up any contact made with companies Once both parties have agreed on the contract, the Sponsorship Form should be completed and submitted to the Student Activities Team. This form can be collected from the Student Activities Centre or found on the committee corner page of the RUSU website. Criteria • Any sponsorship deal from a business/product which could potentially go against RUSU’s ethical standing, must be agreed by the RUSU Student Officers • For amounts totalling over £5000, the RUSU trustee board must agree before acceptance • For sponsorship spanning more than 2 academic years on the same agreement, the RUSU Trustee Board must agree before acceptance What can be sponsored? • Publications • Publicity - flyers, posters, banners, websites • Clothing • Equipment • Campaigns • Events - debates, balls, training, competitions, tours • Competitions - donations of a prize • Transport - to/from events Maintaining a good relationship It is vital to maintain a good relationship with a sponsor and there are many ways of doing this: • Informing them of any progress or successes • Informing them of any changes • Inviting them to events • Sending reports and photos of activities • Sending copies of anything containing their logo • Answering any communication promptly • Passing on any information on the contract to your successor when you handover • Making sure you deliver what you promised
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booking rooms
All student groups can book rooms in the Students’ Union and on the main campus for meetings and events, however space is limited. Details are provided below about the spaces available to you (see Section 7.2 for information about catering)
charge for the use of University facilities at the weekend. Please leave the room just as you found it. You will normally receive a reply very quickly but at busier times it is usually within the hour.
RUSU Student Group Room Booking Prices Café Mondial you are required to sign a terms of use document. This area can be booked from 7.00pm during the week and on some Saturday daytimes. ***Bar staff and tech crew** can be booked and security may Café be needed at certain TheseTime will incur charges Mondial Room events. Hire (Term exc Sunday) but a quote will be supplied when booking is made. (meetings, film screening, AGM, training etc.) RUSU offer a range of catering, ask for a menu and price list. We can Sunday not on the menu. also give you Room a quoteHire on anything RUSU offer Room a range Hire (Out of Term) of catering, ask for a Security menu and price list. is dependent on RUSU risk assessment We can also and give type you of event a quote on Security anything for Party/Event up to 100* not on the menu. Security for Party/Event for each additional 100
3sixty
guests*
If you want to use Van Emden Lecture Theatre in HUMMS building, Please take a moment to read the following guidelines regarding the use of central rooms: FREE • All rooms should be vacated 10 minutes before the end of the session to allow for the changeover period. £350.00 • Weekend/evening/vacation bookings will be subject to portering and access being ar£350.00 ranged. £150.00 • Catering can be ordered on ext 8427 or by contacting catering. Food is not al£100.00 lowed in any Lecture Theatre or the Library £6.50 and you should check before ordering food £50.00 for another room. • Additional AV equipment may be hired *£50.00 from ITS-Help@reading.ac.uk
This area canTechnician be boo- Hire (if required @ per hour) ked for largeRoom events Hire with; with or without ***bar Bar Open in Café Mondial for less than 100 staff and tech crew**. attendees Depending on the BarofOpen size and nature the in Café Mondial for more than 100 event, you may also attendees; deposit of need to pay for securi(*note; £50.00 will be refunded if Bar take is in access of £250.00) ty. A quote of charges will be given3sixty on the booking being made. Room Hire (Term Time exc Sunday) (meetings, FREE
film screening, AGM, training etc.)
* If food is required Room Hire Sunday then this must be provided by RUSU and Room Hire (Out of Term) requested on the booking form Security for Party/Event up to 100* ** All tech Security require- for Party/Event for each additional 100 ments must guests* be submitted at least 7 days in advance and preferably on the booking Technician Hire (if required @ per hour) form
£550.00 £550.00 £250.00 £100.00
Please be aware that you will receive an email either confirming your booking, or informing you that the/a room is not available. You do not have a booking until you receive confirmation.
£6.50 University and Halls of Residence Bars
Some of the Halls of Residence have an attached bar and these Bar Open in 3sixty for less than 200 attendees £100.00 *** £50 charge will be incurred to open the bar unless takings are can be an alternative space to meet. Please contact Matt Tebbit Bar Open in 3sixty for more than 200 attendees; *£100.00 (m.b.tebbit@reading.ac.uk 0118 378 2477) if 20 or more of you wish in access of £250 deposit of A booking form can be downloaded from the Committee Corner to meet for an event or social at any of these bars. (*note; £100.00 will be refunded if Bar take is in access of £400.00) page on the RUSU website.
DJ Hire
Rooms on campus
DJ rooms Hire Monday to Thursday You can book on campus by emailing rooms@reading. ac.uk (from your University account) with details of your event: the DJ Hire Friday & Saturday date, start and finish times, number of people, tech requirements Note; other rates apply specific dates and your room preference (if youmay have one).for Remember that a lot of Campus facilities are busy with teaching during the day and in the evening are only available until 10pm. There is a considerable
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SportsPark
The Student Activities Team can make a booking at SportsPark on £180.00 your behalf. You can speak to SportsPark to find out what is available and £225.00RUSU will confirm the booking once we have checked you can afford it. Please note that availability in SportsPark is limited. You can access a list of prices at http://www.sport.reading.ac.uk/_facilities/pricesJS.asp
organising events
Union Events
The great thing about holding your event at RUSU is that any money made by the venue gets put back into RUSU and into Student Activities. This is because RUSU is a not-for profit organisation, so all the money we make gets put back into the organisation, for the benefit of students. Food & drink: When you complete a room booking for a space in the Union you will be asked about your catering requirements. RUSU can provide a range of catering options. Equipment: Will you need any technical equipment? RUSU has a selection of equipment such as PA systems, projectors, screens and DJ equipment; and can provide tech support for your event. RUSU may be able to recommend suppliers for any equipment that we can’t provide. For more information, or to book equipment, contact the Student Activities Team.
On-campus Event (not at the union)
Event Notification: If you are holding an event on campus, you will need to put in an Event Notification. Please contact the relevant member of Student Activities, so that they can put this notification in with the university. This will need to be done 4 weeks in advance of the event. This could include any sort of event from a stall outside Palmer, to a BBQ, tournament, or Ball.
External Event
Your committee may decide that you want to book an external venue. If you are using public spaces, you may need to contact the council for permission; particularly if it will be a large event. Paying the venue: It will take up to two weeks for us to pay an invoice, so don’t leave it to the last minute. Other things to consider: • Have you spoken to the proposed venue about your plans? Do you have a quote, including VAT? • Do you need to provide security or first aid cover? • Who will clean up after the event? • Ask to see a copy of the venue’s risk assessment and consider whether you need to expand on it for your event.
Event Health and Safety
Risk assessment For any event that is outside of your usual activities you’ll need to complete a risk assessment. Even if the venue has their own risk assessment, you will need to consider the risk when using transport and the specifics of your activity. First aid Consider whether you need to provide first aid. RUSU has contacts with qualified student first aiders and can help arrange cover for you. Insurance All RUSU societies/sports clubs are covered by the RUSU’s public liability insurance. Your venue may request to see this – contact the Student Activities Team if you need a copy. All contractors should also have their own public liability insurance and risk assessments. You may also need specific event insurance – contact the Student Activities Team for further advice.
Union and require security, RUSU will organise this for you. Please note that you will be charged for this.
Online Ticket Sales
All student groups are able to use the online ticket sales option on their RUSU page. This is however something that will need to be setup by a member of RUSU staff. Once your tickets have been set up on your event page, you will be able to track sales in the ‘sales report’ tab, on the admin panel of your group page. Setting Up Online Ticket Sales 1. Set up an event page from your society page (from the admin panel on the RUSU website). 2. Email the following information to student.activities@reading. ac.uk: • The link to the event you have created on your RUSU page • The name of the event (including the club or society name to help finance assign the money to the right account) • Ticket Price • Sales limit (how many tickets are available for sale) • What text to be sent out on the Receipt • Start date and time of ticket sales • Last date (and time) the tickets should be on sale for Please allow at least 5 working days before we can put the ticket for sale. You can check your ticket sales in the admin panel of the RUSU website by going to Sales Reports > Select a date from before the tickets went on sale> click purchasers report.
BBQs
You will need to think about: - Who the event organiser will be? - What hand washing facilities will be available? - How you will secure a gazebo / marquee if you are using one (you can’t use tent pegs on campus)? - Where you will prepare the food and how it will be stored? - Clearing up from the event afterwards Please note: you cannot serve high risk food. Those involved with serving the food are required to undertake basic food hygiene training. RUSU can provide this training for free, however do require notice to organise this in advance of your event. Those cooking the food should have a level 2 food hygiene certificate. This can be completed online, for £12. Please get in contact if you would like to do this qualification. The RUSU training does not give you a qualification but the online course does. All events especially when involving food and drink must be risk assessed.
Security If you’re expecting a large number of guests or are using a large venue, you may need to hire security. Student Activities Team can recommend a supplier. If you are holding an event in the
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trips
If you are planning a trip away (whether locally or internationally), you must complete a trip registration pack which contains a risk assessment form. The risk assessment is the same as the one completed for your regular activities, but focuses specifically upon your trip. The trip registration provides us with a record of the details of your trip – destination, itinerary and travel arrangements.
Download the Trip Registration form from Committee Corner! RUSU can help you in organising your trip, booking transport, accommodation and so on, so please get in touch.
Choosing a location
You may decide to attend an organised event somewhere, such as a sports tournament, or engage in the services of a third party organisation – for example an outdoor activity centre. In these cases, the organisers should have prepared an itinerary, risk assessment and a safety/emergency plan. You should ask to see these documents. The Student Activities Team are happy to check these for you. When planning a trip you should consider the abilities and experience of your members. Consider the amenities of the area you are visiting and the conditions you may encounter. These might include: • Weather conditions • Tide conditions • Surf/swell forecast • Avalanche forecast • Water levels Be prepared to review and, if necessary, alter your plans – this might include not participating in an activity or an entire trip.
Tours
If you are planning to use a tour company, RUSU have a preferred tour operator – ‘I Love Tour’ which we have vetted for all safety and insurance practice. I Love Tour offer tailor made holidays and sports tours, for Students to a number of European destinations. We recommend that you use this operator for peace of mind and ease of payments. I Love Tour also offer a range of Society and group trips. www.ilovetour.co.uk
Trip Leaders & Trip Organisers
You should always elect a Trip Organiser. This person doesn’t have to do all the work, but they should ensure that all the relevant aspects of the organising process are covered. If you are planning a trip that requires specialist knowledge, then
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you need to nominate a Trip Leader. This should be the person with the most experience of the intended activity. This person will have the last say if decisions have to be made about safety during an activity. Ultimately, individuals should be encouraged to use their common sense as to what they consider to be safe, but the Trip Leader will bear a great deal of responsibility in providing suitable guidance to individuals and the group as a whole. If you’re involved in an activity which requires qualified, experienced supervision, then you should refer to the relevant National Governing Body guidelines, with regards to specific requirements such as instructor/participant ratios. Consider how many people and equipment you need to transport and how much this will cost. When planning your trip you need ensure you have sufficient drivers for your journey, depending on how many hours you will be travelling for.
Insurance
Ensure that you know what insurance your group has, what it covers and if this is sufficient for your trip and activities. Inform your members so they can decide if they wish to take out additional insurance. You may need to organise specific insurance for your trip, for example travel insurance. You may be able to get a group policy so do ask around.
Completing the trip registration form
All trips must be registered with the Student Activities Team via the trip registration form which can be found on the Committee page of the website. Hard copies are also available from the blue drawers on the finance desk. Failure to complete a trip registration pack may result in disciplinary action being taken and sanctions being imposed on individuals and the group. The following deadlines are applicable to all trips: Trips within the UK: • Trip registration pack - Must be checked by the Student Activities Team, 5 working days prior to departure • Participants list - Supplied at least 1 working day before departure Trips abroad: • Trip registration pack - Must be checked by the Student Activities Team, 10 working days prior to departure • Participants list - Supplied at least 3 working days before departure You will need to talk through your trip registration form with a member of the Student Activities Team, who will sign it off.
What is the Spark Newspaper?
If you’ve ever wandered around campus you will find that The Spark Newspaper features content from a whole variety of topics on news, lifestyle, entertainment, sports, creative writing, photographs, artwork and especially societies! There is no application system to write to us, all you need to do is have a passionate interest and you can be in print and up on our website. We distribute around 2,000 copies in hardcopy and get 2,000 hits on-line as well.
Want to feature your Society?
Every month we choose a society that is set to feature in our Society Spotlight. If you’d like to write into us and tell us about your experience with your society (these includes sports, arts—anything you can imagine) we’d love to showcase you. If we work together it would be a great opportunity to showcase your accomplishments as well as your hard work. There is no limit! You can write in as many times as you want throughout the year and feature upcoming events or write a review of what you’ve done so far.
How to write for us
If you’d like to write for us e-mail either The Editor, News Editor or Secretary and we’ll discuss what topics you’d like to write about. Then all you have to do is choose any photographs that you’d like and do a write-up.
Contact Us Editor: Find Us editor.spark@reading.ac.uk The Spark Newspaper Secretary: @SparkNewspaper secretary@sparknewspaper.co.uk Website: www.sparknewspaper.co.uk News Editor: news.spark@reading.ac.uk
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transport
No alcohol is allowed to be consumed on any form of transport (including public transport), when on a trip with your group. You are representing the University and your behaviour has implications for its reputation. If it comes to our attention that you have breached this policy, you will face disciplinary action. When organising transport, you will need to take into consideration a number of factors; such as how many people are going, how much equipment you have, how much it will cost, etc.
Modes of transport
Public transport: Reading has great transport links which can come at affordable prices if you plan in advance using your student railcard or group discount. The following websites may be of use: Reading Buses - www.reading-buses.co.uk National Rail- http://www.nationalrail.co.uk/stations/rdg/details. html Your own car: Make sure tax, MOT, insurance and servicing is all up to date. Hire a self-drive vehicle: Hiring a minibus, car or van is usually the best option for larger trips or when transporting a lot of kit/equipment. However there are a number of rules and regulations you need to adhere to (refer to Section 10.2 and 10.3 specifically). Hire vehicle driven by a professional driver: Hiring a coach can be the most convenient option but potentially expensive. You can fill in a coach request form available from the finance desk in the Student Activities Centre and we will research availability for you. You will be notified of prices before a booking is made on your behalf.
Insurance
kend as they are used as ‘Safety Buses’ during the week External Minibuses: RUSU work very closely with a minibus company called ‘MVF Vehicle Hire’, who offer the following minibuses: • 1 x 8 seater • 1 x 9 seater • 1 x 17 seater
Making a booking
Internal • Internal minibus bookings are controlled by the reception desk in the Students’ Union • Ask for a WHITE internal minibus form and fill out accordingly • You can make a booking up to 4 weeks in advance, and depending on availability you can book a minibus last minute External • External minibuses are controlled by the reception desk in the Students’ Union • Ask for an ORANGE external minibus form and fill out accordingly • You can make a booking up to 4 weeks in advance, but a minimum of 48 hours notice is required
Any driver who meets all of the requirements below is classed as a ‘Standard Driver’ and can drive any vehicle on RUSU’s insurance policy, after passing a Driver Assessment. • Over 21 • Has a UK licence • Have no convictions • Has had no insurance claim in the last 5 years • Over 2 years driving experience
Collecting a minibus
If you do not meet all the requirements above you will need to fill out a Non Standard Driver form (available from reception) and wait for our insurers to approve you on our policy. Drivers under the age of 21 and/or those with a non-UK licence, will only be allowed to drive a vehicle with up to 8 passenger seats.
If you are exchanging your bus with another group, make sure you inspect the bus thoroughly before exchanging keys and handing over a £10 deposit.
Regulations & driver assessment
The age and length of driving experience are the law and so we cannot make exceptions. Should you meet the requirements you will need to pass a driver assessment which can be booked at the RUSU reception. You will need your full licence (paper and card) before being able to book. The assessment is a practical driving assessment around the local area and you will be expected to demonstrate your competence and spatial awareness in controlling a larger vehicle. The assessment should last no longer than 1 hour.
Hiring a minibus
Internal Minibuses: RUSU have 1 x 9-seater minibus and 2 x 15 seater buses. Please note the 9 seater bus is only available at the wee-
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Internal • Collect the keys from the main reception desk in the Students’ Union. If you have booked the minibus over the weekend, you must collect the keys before 5pm on Friday evening • To receive the keys, a £10 deposit is required • The minibuses can be found in car park 4 - the Students’ Union car park
External • Collect keys and minibus from MVF Vehicle Hire - Rose Kiln Lane, Reading, Berkshire, RG2 0HD • No deposit is required
Fuel Card
RUSU vehicles have fuel cards so you don’t have to use your own money. Check the filling station accepts the All-star Fuel cards - most do and will have the All-star sticker on the pump. If not then check in the store before you fill up and get a nasty surprise. To use the card, you will be asked for the vehicle registration and the mileage. You will be given a receipt. Please write your group name on this and put it back in the pouch with the card. Your account will be debited when we receive our monthly statement.
MVF Opening hours Monday to Friday 8:00am – 5:00pm Saturday 8:00am – 12:00pm Sunday 9:00am – 9:15am
Returning a minibus
Internal • Minibuses must be returned to car park 4 no later than 9:30am Monday morning. Failure to do so will result in not receiving your deposit back • You must return the vehicle with a full tank of petrol External • Minibuses must be returned back to MVF Vehicle Hire by 9:00am the next day. Failure to do so will result in being charged an extra day • You must return the vehicle with a full tank of petrol • You must leave the minibus in a safe and secure car park overnight, such as the Students’ Union. DO NOT leave the minibus in the MVF car park, overnight Any group who returns the minibus in an unsatisfactory condition will receive disciplinary action.
You must report any accident to the Student Activities Team within 24 hours.
School’s Out Project School’s Out is a project offering workshops, run by Student Societies and Sports Clubs, to local primary schools in Reading. School’s Out runs during term time and volunteers can run a weekly or fortnightly club, a oneoff workshop or a taster day. From cheerleading to baking any Club or Society can get involved with the scheme. Volunteering with School’s Out can count towards the RED Award and gain points for Rewards & Recognitions. If you want more information or have an idea of how your Society or Club could be involved then email volunteer@reading.ac.uk
Breakdowns & road traffic accidents
Internal & External All vehicles are covered by RUSU’s insurance and breakdown policy. For internal vehicles please check the information pack when you collect it from reception for a copy of the insurance policy and breakdown details/phone numbers. If the vehicle is involved in an accident and cannot be driven, please seen the details at the bottom of this page. If a third party is involved you will need to exchange the following details: • Driver’s name • Telephone number • Vehicle make, model and registration number • Insurance policy Please be aware that all RUSU and MVF minibuses are covered by RUSU insurance and breakdown cover. RUSU vehicles carry this information in the folder provided when keys are collected. MVF vehicles are all covered under one policy number M0000012MBPZ. In the event of an accident or breakdown, please can everyone call this number 0800 389 1708 and give the relevant insurance number.
LISTEN EVERY WEDNESDAY AND SATURDAY
7pm - late @junction11radio /junction11 junction11radio junction11radio
www.junction11radio.co.uk
promotion
Publicising your Student group is a crucial part of running any group and this section contains tips on getting it right. Think carefully about who you are targeting – are they current members, potential members or maybe members of the public? The most important thing you need to do is get the product right – you can do as much publicity as you like but if your product isn’t appealing enough, then all your efforts will be in vain. Before you start: • Think about publicity from your audience’s perspective – don’t assume prior knowledge • Set the details early and don’t change them – prices, times and acts • Do you need help designing promotional material? Contact the Student Activities Team if you require assistance from the RUSU Designer Word of mouth Talk face-to-face with your fellow students – word of mouth is the most powerful form of marketing you have at your disposal, so make sure you use it as part of your marketing strategy. Notify RUSU The Student Activities Team can help promote your event on the RUSU website, social media and in newsletters sent out to Societies/ Sports clubs. Let us know what you are planning and we will endeavour to help you promote as best we can. Remember that RUSU cannot promote events being held in venues which compete with our core activities e.g. a night out in town. RUSU website RUSU website Every group has a page on the RUSU website and it is your responsibility to keep it up to date with your contact details, when and where you meet, forthcoming events, trips, news, match reports, photos etc.
If you have a big event planned do let us know so that we can make sure it gets greater coverage on the website. Posters • Write a checklist of things you need on the publicity – e.g. time, location, date, prices, contact details, name of your group and where to find more information • Think about your use of colour in the design and the cost of reproducing your poster. Would it have the same impact in black and white? • The RUSU logo must be on all publicity material that you produce. Make sure you have the latest version of the logo – you can download it from the committee page on the RUSU website • Space for posters on the University campus and in the Union is limited. Always ask permission and make sure you only pin posters to notice boards. There is a dedicated Student Activities noticeboard in the Student Activities Centre. It is illegal to fly post. Do not cover other posters that aren’t out of date. Make sure you promptly take posters down after an event. Social media Make an event via your Facebook group and you can then automatically invite everybody in your group. You should also be a member of your activity group on Facebook so that you can invite other Societies/ Sports Clubs. The links for each of the groups can be found on the activities pages on the RUSU website.
• Invite everyone you can, but keep it targeted to the people you know are in Reading • Make sure the information is right – don’t change the name of the event, times etc. after sending invites out; as it is both annoying and unprofessional • Send messages sparingly – nominate one person in advance to send out messages and remember to only send to those who are ‘attending’ and ‘maybe attending’ Display screens in the Student Activities Centre You can email a PowerPoint slide advertising your event to one of the Student Activities Team. This will be displayed on the screen in our office. Please note that RUSU can only advertise events that do not conflict with the business side of RUSU. Emails • Don’t spam people – sending lots of emails won’t do you any favours. Most people on your email list will be in your Facebook group too. Time it so they won’t get the same message to both • Pay special attention to your subject line – make sure it’s relevant and easy to read at a glance Keep the actual email short and include a link to more information on your Facebook group Flyering This isn’t always very cost/time effective and be careful if you’re flyering on the street as you may face a fine. Press Coverage To get your event promoted in the media, you need to establish the target audience – is it of interest to students only, University staff or the wider Reading community? If you have an article for local press or the University ‘CommUnity’ Magazine, contact the Student Activities Team. RUSU have their own student-run newspaper (Spark*), radio station (Junction11) and TV Channel (RU: ON). Contact them to advertise your Society/Sports Club in general or a specific event or trip you are running. Spark* regularly run a Society in the Spotlight article. Contact the Editor if your Society/Sports Club is interested in being showcased.
Student Media Make use of your on-campus media streams. The Spark Newspaper, Junction11 Radio, and RU:ON TV. www.youtube.com/RUONTelevision www.junction11radio.co.uk www.sparknewspaper.co.uk
health and safety Health and Safety is crucial when participating in events and activities both on and off campus. As a group leader for any activity or situation, you have accepted responsibility for leading others. Your role is to ensure they are not exposed to any foreseeable risk. Find the template Risk Assessment on Committee Corner! If you are ever in doubt, please get in touch with the Student Activities Team.
Risk assessments
A risk assessment looks at what could possibly cause harm to anyone involved in an activity, so that you can then weigh up whether you have taken enough precautions or if you can do more to prevent harm. A risk assessment will help you plan, deliver and review your activities and protect you and your members in a safe way, whilst also ensuring your methods comply with the law. A risk assessment does not need to be complicated, and in most cases only a few simple steps need to be followed. These precautions are often cheap and easy to enforce and can be completed by most people. As a new committee, one of your first tasks will be to review your groups activities and update your risk assessment. Your risk assessment form must be handed into Student Activities before you start your activity in the new academic year. Activities that fall outside your standard practice must be separately risk assessed. Any risk assessments must be completed by the nominated/appointed Activity Leader and the appropriate control measures need to be in place before any activity goes ahead. Once you have completed the full risk assessment, you should keep a copy for yourself. That is then for you to share with your members and the rest of the committee. A copy of the document will need to be checked by a member of the Student Activities Team and then kept on file in the Student Activities Centre. Failure to follow risk assessment procedures could result in disciplinary action.
Getting started
You need to have a risk assessment for all your activities - consider the potential risks of everything your group does; whether it be a meeting in the Union, a one off event, a weekend trip or a social. Remember, you need to consider risks to everyone who may be exposed from start to finish of your event, including members of the public. This includes all travel and journey times to and from your final destination.
Reviewing your risk assessment
Risk assessments need to be reviewed when something changes, or at least annually. Other situations in which a student group will need to review a risk assessment include: • If an activity, equipment or venue changes • Following an accident or incident • When experienced members have left • Changes to guidance such as that provided by industry, the Health
and Safety Executives and/or a National Governing Body • You have any other reason to suspect it is no longer valid RUSU will keep a copy on file in the Student Activities Centre and you should keep a record too.
Generic risk assessments
In many circumstances generic risk assessments are acceptable e.g. if your group regularly do the same activity, at the same location and with the same people. This type of risk assessment will need to be reviewed, evaluated and altered each time you change the activity.
Hazards & risks
When thinking about your risk assessment, remember: • A hazard is anything that may result in causing you harm e.g. chemicals, electricity, any work with equipment, falling rocks, car accidents, an open drawer etc. • The risk is the chance, high or low, that someone could be harmed by any of the listed hazards, together with an indication of how serious the harm could be Your risk assessment must consider ‘obvious and significant’ hazards. If you have to go looking for a hazard then it probably is not worth putting in the risk assessment. You are not expected to eliminate all risk, but to protect members and others as far as is reasonably practicable.
Dealing with accidents & incidents
In the event of any serious accident or incident which potentially involves the emergency services or which could attract media attention, please follow this procedure: • Firstly, ensure the safety of yourself and then the group. • Contact the emergency services if necessary and ensure that before you call you are in a situation where you can pinpoint your exact location. You will then need to provide them with your name, the number you are calling them from and a brief summary of what the situation is i.e. the number of injured and the nature of those injuries. Where possible treat any casualties if it is safe to do so. • Contact the Student Activities Manager (0118 378 4119) and if on campus, Campus Security (0118 378 7799) and provide the following information: • Your name and the location of where you are calling from • The name of the group involved • A brief description of the incident • The names and numbers of the students involved • The name of the hospital any casualties have been taken to • Do not make any statement to the media, except from a ‘no comment response’. Do not discuss any aspects of the incident with any groups or individuals that are not connected to the emergency services • It is the responsibility of the vehicle driver or group leader to ensure that every member of the group is briefed on what to do, should such a situation arise.
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group agm & elections Holding your AGM & Elections
AGM stands for Annual General Meeting. Most public organisations have these once a year, to communicate with their members, give a roundup of the year’s events, plan future ones, and take any comments or suggestions. Club or Society AGMs are also used to elect your Committee for the next academic year and to ratify or change your constitution. At this meeting you will review the activities of the outgoing year. Your AGM must be attended by at least 25% of your total membership. An Extraordinary General Meeting (EGM) may be called at any time in the year at the request of the committee or 25% of the group membership. The meeting should be chaired by the outgoing President and minutes of the meeting need to be taken by the outgoing secretary.
How to organise my student group AGM and Elections Step 1
Your Committee will decide if you are going to hold your AGM and Elections at the same event, or if you wish to hold online elections separate to your AGM. Please Note: There will be a deadline for you to hold your AGM and Elections by. This gets set by The Student Activities Team.
Step 2
Arrange the date and time of your AGM. It should be within a fully accessible venue. You could book a RUSU venue, or a room within the University. Inform RUSU at least a week in advance of setting up online elections for you.
Step 3
You must publicise the date and time of your AGM to ALL YOUR MEMBERS at least 14 days in advance of the meeting.
Step 4
You must then circulate the Agenda to all your members at least 7 days in advance of the meeting. Club/Society members can appeal AGM election results to the Student Engagement & Communication Officer (studentengagement@rusu.co.uk) if they feel that club/society elections are unfair or undemocratic.
Step 5
Hold your AGM and take minutes and record the number of votes. Quota (the number it takes for the meeting decisions to be valid) is 25% of your membership. If your meeting is not quorate, then you must set a new date for your AGM. The meeting should be chaired by the outgoing President/Club Captain.
Step 6
Minutes should be taken at the AGM by the outgoing secretary, and then submitted to RUSU by e-mailing them to student.activities@rusu.co.uk . You will also be asked to submit the details of your newly elected committee members and a copy of your changed constitution (if you changed it) via the society re-affiliation form.
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(The Student Activities Team will set a deadline for you to submit your re-affiliation from). You must allow all your Student members the opportunity to stand for a position and to vote. Failure to do so, will result in disciplinary action. You must allow all your student members the opportunity to stand for a position and to vote. Failure to do so, will result in disciplinary action.
Step 7
The new Committee needs to book onto the RUSU Committee training, and a Behavioral Policy Signing session. Attendance at both these sessions is required for the President, Secretary, and Treasurer. Without all three people in attendance your group affiliation may not be valid for the next year.
Step 8
Only current full Club/Society members (paid and registered with RUSU) are allowed to vote at AGM/EGM.
In the event of a tie, the Chair/President has the casting vote.
Online Elections
In order to set up online elections please send the following information, to the relevant person at Student Activities: • Time and Date of your nominations period • Time and Date of your Elections period • Your full list of committee members (and how many people can win each position) • Brief description of each committee position Once your elections have been set up, and your nominations are open – your members will be able to nominate themselves. They will also be able to add a photo and manifesto if they so wish.
Typical AGM agenda
• Welcome • Apologies • Minutes of previous meeting • Matters arising • Presentation of Annual Report (President) – This should give an overview of the main achievements of the year • Presentation of Accounts (Treasurer) – Highlight the important figures and give a general overview of the financial position of the group • Voting (If not done online) • Announcement of election results (If not done online)
After the AGM and Elections
After your AGM, the new Committee will need to attend Committee training and a compulsory activity group meeting where they will be given various documents to sign, including the RUSU constitution and behaviour policy. These must be signed and returned before the end of term. This will act as confirmation to RUSU that your group will continue to run next year. Your incoming President and Treasurer need to come in to the Student Activities Centre to sign the Student Activities signature list. This is compulsory if you wish to claim money or place orders.
Handover
This is one of the most important things you will do as a Committee member. Delivering a good handover can help ensure the continuity and long term development of your group and make sure that all the work and achievements of your year on the committee are not lost. If you handover properly, it will prepare and empower the new Committee to take on the responsibility for the group. Your handover is the time to warn the new Committee of likely pitfalls and dangers and ensure they have all the knowledge, skills, training and contacts they need.
The new committee will need to review the groups risk assessment and equipment inventory.
The outgoing Committee will need to prepare the new Committee to take on their roles. This may include: • A handover meeting with both Committees • Individual meetings between outgoing and incoming officers • Shadowing of outgoing Officers by their successors • Meetings with relevant contacts
Things to include in your handover:
• This needs to be handed into Student Activities before you start your activity in the new academic year • Job descriptions of the Committee roles • A report of your year in office • A briefing on ongoing issues or plans you didn’t have time to finish • A briefing about the history of the group • Minutes from your meetings • Your budget, accounts and details of money • Passwords for email accounts, websites, photocopying, keys etc • Processes for running core activities • Records of members • Records of any sponsorship or financial agreements • Details of any storage space or equipment • Examples of successful publicity • Explanations of any problems faced during the year and how they were overcome • A list of useful contacts • Ensure that your incoming President and Treasurer have signed the signatory list, held at the finance desk in the Student Activities Centre • An explanation of who to go to for support
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using the rusu website
All student groups have a page on the RUSU website. All your official group members must be signed up on your RUSU membership list, on your webpage. The good thing about this is that it automatically creates a membership list for you – so that you can contact all of your members via email. You can also edit your page information, with a link to any social media pages that you have. It’s good to have your RUSU page updated as over the summer the activities pages get over 60,000 views from prospective students. You can also promote your groups news and events on the RUSU website, and even set up ticket sales.
If you need to add a new position, you can do so at the bottom of the page. Make sure you select ‘Committee Membership’ as the type.
Admin permissions
To be able to update your section of the website, message your members, view sales reports etc you need to be logged in to the website. You also need to be registered as a Committee member such as President, Treasurer or Secretary.
A committee member, who is already an admin, will be able to add new admins. Here is a step-by-step guide on how to add someone as an admin. First, select ‘Groups’ from the admin panel.
Using the admin panel
To get to your admin panel: Simply log-in, and click on admin > organisations > the name of your group. From here you can do the following:
1. Edit details (your webpage)
• Update the content of your webpage, change the contact details, add photos
2. News Articles
• News and Events will display on the main activities pages too! • Set permissions – you can allow anyone to view the article or just your members • Set the dates from when it goes “live” to when you want it to come off the website • Add photos, logos etc. Then select the position you wish to add an admin for. Next, simply find the person you need to make an admin in your membership list, and click ‘Add Members’.
3. Events
• You can add and manage your events • Complete the name, date, time, location, who can view the event • If you would like to sell tickets for your events online, please see “Other Features” below
4. Messages
• Contact your members, committee, mailing list etc • View messages previously sent • Check your inbox • Send new messages • When you click on the “To” button you can select who receives the message by membership category or you can pick and choose individuals.
5. Members
Your new committee member will now have admin access on your page. Their name will appear on your group’s page. It’s always nice to update your profile picture. You can do this by going to your account profile.
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• View who your members are, when they joined and when their membership expires (automatically set to expire on 31 August each year). • View members by category e.g. committee members, paid members
6. Signups
• Add a (free) trip, event or activity to which people can sign-up • Click on “Add New Signup” and then complete the fields – name of
event, date of event, dates people can sign-up, number of places, select who can view the event and who can sign-up e.g. members only or anyone, and description. • You will be able to view who has signed up, plus send messages to them as a group
Make sure you update your News and Events on your RUSU page, so that new members and current members know what you have planned!
7. Sales Reports
• View reports showing the sales (memberships, tickets, products) made between two dates, or who has made a purchase. • Useful for checking ticket sales and who’s joined your group. (make sure that you select the “Purchaser’s Report if you want to check the names of purchasers) • Export the data to Excel, Word or PDF etc.
8. Resources
• Upload documents such as your constitution, Committee minutes etc. • Add a title, summary, choose who can view the document e.g. members only or anyone and upload the document
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volunteering RUSU runs a wide range of Student-led volunteering projects; designed to support and benefit our local community, whilst providing you with an opportunity to get to know the area you live in, acquire key transferable skills, and fundamentally, enhance your University experience. These projects involve working with a whole range of groups; including children, young people, people with disabilities, the elderly and environmental projects. In addition to these projects, RUSU offers a range of one–off opportunities to get involved in your local community. You can find out about these opportunities on the volunteering pages of the RUSU website, by subscribing to the weekly volunteering newsletter, or by looking at the volunteering notice board in the Student Activities Centre. For more information email volunteer@reading.ac.uk
Society/Sports Club volunteering A number of students undertake volunteering through their Society/Sports club. If your members do this, please make sure you let us know so that we can keep a record of the huge amount of hours being put back into the local community. There are awards to recognise the contribution made by Societies/Sports clubs to volunteering organised by RUSU, so it is important we know what you’re doing, in order to celebrate your hard work. The Volunteering Co-ordinator can support you in making contacts with local organisations and charities, provide volunteer training and support volunteers in completing DBS checks; so do get in touch. If your society/sports club has a specific idea it would like to pursue please contact the Volunteering Co-ordinator who will endeavour to arrange this.
reawrds and recognition (Societies only) All Societies can be part of Rewards & Recognition – a scheme designed to encourage Society Committees to engage with RUSU and celebrate all the hard work undertaken by Society Committees. Your Society can receive points for all sorts of activities; from increasing its membership and attending meetings organised by RUSU, to taking part in Give it a Go Week and running events in collaboration with other societies. Activities are awarded different points, depending on the amount of work involved. To begin to accrue points please find the submission form at www.rusu.co.uk/activities/rewards If you feel your Society should be awarded points, you will need to provide evidence (emails, photographs, a letter, invoice and so on). If you have any questions about the scheme and how it works, or want help achieving points; please email: rewards@ rusu.co.uk The scheme starts at the beginning of the Summer term, and closes the week before the annual Societies Awards. The society with the greatest number of points will receive an award at theAwards. The points you have achieved at this time will be used to calculate a star rating for your society – the best societies receiving the accolade of being named 5 star Societies. You will receive a certificate with your star rating to display at Freshers’ Fayre and on your website, Facebook page and so on. 5th Prize £100 4th Prize £100 3rd Prize £100 2nd Prize £100 1st Prize £500
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Constitution 2014/15 Your Student group will operate in accordance with the Constitution of Reading University Students’ Union. You will set 3 aims and objectives for the year, which will develop your student group. You will declare to RUSU any affiliation to another organisation that you may have. Please be aware that at another organisation there may be guidelines/codes of practice/procedures that you will need to follow.
Meetings
Membership
Committee Positions Each group Committee shall consist of a minimum of: • Chair/President • Secretary • Treasurer • Plus 1 other relevant to the group activity
Full Membership Full membership is only available to current University of Reading Students. Rights & Privileges: • Shall enjoy all rights & privileges relating to membership of all groups and the use of the RUSU buildings and its facilities. • As provided in the RUSU constitution, shall be eligible to hold any office within the group and to vote in group elections. Associate Membership Associate membership is available to all non-University of Reading students, University of Reading alumni, members of University staff, RUSU staff and RUSU Officer. Rights & Privileges: • Shall enjoy all rights & privileges relating to membership of all groups of RUSU, except that they shall not be permitted to participate in matches or events representing the University of Reading. • Shall also enjoy the use of RUSU buildings and its facilities. • Associate Members will have no speaking or voting rights at group committee meetings or AGM’s. • Associate Members may not stand for election as a RUSU Officer Trustee or membership of any RUSU committee or sub-committee. • A maximum of 30% of the total membership of the group can be made up of Associate Members. Conditions of Membership The group may not restrict membership or activities from any RUSU student member except when complying with UK law. All members shall have read the group Constitution and this should be made readily available to them by the club/society committee. All members agree to adhere to the RUSU Behavioural policy. Membership may be revoked by majority resolution of the group committee in consultation with the relevant RUSU Officer Trustee. An appeal may be lodged within one week of notification of the decision, by writing to the Chair of the Appeals Committee (the President of RUSU) The group may raise money in order to pay for the club/society activities. Membership shall be in accordance with the RUSU Constitution. Membership Fees All groups have the right to charge membership fees. All members including Committee members must pay full membership fees, if charged. Where membership fees are charged, individuals will not be considered group members until they have paid their full membership fees and are registered on the group membership list held by RUSU. Where membership fees are not charged, persons will not be considered group members until they are registered on the group membership list held by RUSU.
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The group must have regular scheduled committee meetings. You must set a time for a recurring meeting.
Committee
Committee Responsibilities The Committee shall be responsible for ensuring the compliance of the group with its Aims and Objectives as outlined above. The Committee is responsible for overseeing the management and finance of the group. Committee members must not gain financially from their elected positions. The Committee will be responsible for ensuring that all club/society events and activities adhere to RUSU’s Behavioural Policy and Equal Opportunities Policy. At least 1 committee member must attend compulsory RUSU meetings. All contact details for the Committee must be made available to RUSU Committee Member Voting Committee members shall be elected for one year at the group AGM. Committee members shall have one vote each during Committee meetings. In the event of a tie, the Chair/President has the casting vote. Loss of a Committee Member during period of Office In the event of death or resignation of a committee member the vacancy shall be filled by a member appointed by the Committee. Removal of a club/society Committee Member Members may seek a vote of no confidence in a group Committee member. This must be done through a request to the group President (or equivalent) and, if in the case of the President having a vote of no confidence against them, a request must be sent to the Vice-President (or equivalent). An Extraordinary General Meeting should be called where 25% of group members must be present and a two-thirds majority must be reached. An election will then be called to fill the vacant position. A Committee member who loses a no confidence vote may not stand again for any Committee positions within the group.
Annual/Extraordinary General Meetings Timing of Meetings The Annual General Meeting (AGM) of the group shall be held at a time designated by the current Committee each year. An Extraordinary General Meeting (EGM) may be called at any time at the request of the committee or 25% of the group membership.
The Secretary shall send a note of the date, time and venue of each AGM and any EGM with a list of items to be discussed to all members at least two weeks before the scheduled date of the meeting. Voting at AGM/EGM Quoracy for an AGM or EGM shall be at least 25% of the total membership. If fewer attend, a new date must be set. The voting system for AGM Committee elections will be decided by the current group committee. The Committee should inform RUSU Student Activities when the AGM is occurring and the voting system is being used, to ensure that elections are democratic and fairly run. Only current full group members (paid and registered with RUSU) are allowed to vote at AGM/EGM. Club/Society members can appeal AGM election results to RUSU Officer Trustees if they feel that group elections are unfair or undemocratic.
Finance Funding The Club/Society will/can be self-funded through membership fees (where appropriate) and other fundraising. Additional funds/funding from RUSU can be applied for via the RUSU funding structure. Sponsorship Sponsorship by external groups is permitted providing they meet the RUSU Sponsorship Process Criteria and a Sponsorship Form is completed and signed off by RUSU before any monies are accepted. Financial Transparency Accounts should be presented by the Treasurer to the group Committee at the Committee meetings as outlined above. The Treasurer must keep up to date accounts of all financial transactions made by the group. The group may hold no other bank account other than their official RUSU account. (This is to ensure financial transparency to its membership) All payments for group activities shall be made by RUSU unless agreed in advance by RUSU. The group accounts shall be presented to the membership at the group AGM. The funds of the group shall only be used for the purpose of the club/society and no payment shall be made to any members except as reimbursement of expenses incurred on behalf of the group. Group Debts The group shall not incur debts or liabilities. The members of the Committee will be accountable for any such debts or liabilities.
Dissolution The Club/Society shall be dissolved if: • The membership agrees by democratic vote • The RUSU Trustee Board deems that dissolution is in the best interest of RUSU student membership. • The Club/Society has less than fifteen student members by the end of the Autumn term. • The Club/Society fails to arrange an AGM. • The Club/Society fails to attend compulsory RUSU meetings during the academic year. Any funds or equipment remaining after all debts and liabilities
have been met shall remain the property of RUSU. Constitutional Changes This Constitution may be altered only in circumstances whereby the alteration is approved by the appropriate RUSU Student Officer. Alteration to this Constitution must not remove any of the fundamental principles outlined above Committee Agreement The incoming Committee must agree and sign the Constitution at the beginning of their year of office. They must also sign the RUSU behaviour policy alongside this Constitution.
Behavioural policy RUSU seeks to ensure that Student involvement in activities is safe and secure, as well as enjoyable. Students should understand the behaviour expected when representing their group at any event, of whatever kind and wherever held. The Behavioural Policy is applicable to all members of a group. It is the responsibility of the committee to endorse the policy and ensure its content is made known to their members. The underlying principles are that the behaviour of the group or their members should: • Not bring the reputation of Reading University Students’ Union or The University of Reading into disrepute. • Not be unlawful • Not cause offence, or be disrespectful towards other club and society members • Not cause offence, or be disrespectful to fellow students, University Staff and members of the local community. • Not involve any form of bullying or peer pressure on individuals or groups. • Not carry out initiations. An initiation is an event or tradition in which members of the club are expected to perform any activity as a means of gaining credibility, status or entry within that club or society. Examples of such activities might include, the consumption of alcohol, eating concoctions of foodstuffs, nudity and behaviour that may be deemed humiliating. • Not lead to financial gain for individuals or Committee members.
EQUAL OPPORTUNITIES POLICY Wherever possible, activities should be accessible to all Students who wish to participate. This is in accordance with RUSU’s Equal Opportunities Policy (as outlined below). RUSU will not tolerate any form of discrimination, whether direct or indirect, or harassment or bullying based on any random or irrelevant distinction. Examples include distinctions on grounds of age, disability, ethnic origin, caring or parental responsibilities, gender, gender identity, sexual orientation, marital status, civil partnership status, nationality, religion or belief, race, political belief, employment status, socio‐ economic background, Full or Part time Student status, HIV status, irrelevant criminal convictions, physical appearance, medical condition, mental health status and trade Union membership or nonmembership. This list is not exhaustive but demonstrates RUSU’s commitment to a respectful environment for all.
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BREACH OF POLICY
Initiations
If any RUSU Officer has reasonable cause to believe that a student has committed a breach of this policy they may place that student, or group under an interim ban with immediate effect. Breaches of this policy will be investigated and the matter may then be taken to a formal RUSU Disciplinary. While a student, or group is under an interim ban, they shall not, except with the prior consent of the RUSU Officer Trustee of RUSU or their representatives (i) enter onto RUSU premises or use RUSU facilities; or (ii) represent RUSU at any event of whatever kind, wherever held. An interim ban shall remain in full effect until the later of the following: (a) the date on which the student is notified of the decision on their case (b) the date of which the student is notified of the outcome of any appeal If the incident occurs at the end of an academic year, any disciplinary sanctions imposed may be levied for the following year.
In November 2006, a first-year University of Exeter student - Gavin Britton, died from alcohol poisoning as part of an initiation to join Exeter University’s Golf Club. The incident has led to many Universities and Unions banning such events on Campus and Reading University are no exception. In past years, some of the activities associated with Sports Clubs have been unacceptable. There have been cases of new students being put under pressure to do stupid, often dangerous things (e.g. drinking unusual concoctions or to excess) or to have things, often humiliating, done to them. This has led to the University receiving letters of complaint from parents and to some talented students deciding Sport at Reading was not for them. The University and RUSU cannot allow unacceptable behaviour at initiation ceremonies to bring either into disrepute. More importantly, the University and RUSU have a duty of care for their students. It is therefore important to ensure that nothing that could be described as unacceptable behaviour occurs at any ‘initiation ceremony’ associated with your club. Your club should not have an organised ‘ceremony’, and while we appreciate it is difficult to control informal activity, we ask you to do all you can to prevent this. Club Committee will be held personally responsible for any of these activities and will run the risk of being suspended or even expelled from University should any instances occur. If unacceptable behaviour does occur then sanctions will follow. This could involve a club having resources withheld.
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sports clubs Checklist As the President or Club Captain, it is extremely important to start the year with everything organised. You will need to consider the following: Coaches/instructors • Have you organised all your coaches/instructors for the year? • Will they cater for all your members’ abilities and the size of the club? • Do you know the costs? • How are you going to pay them? • Have you discussed the aims of your club with your coaches/instructors? • Can your members complete coach/instructor qualifications? Training • Have you booked your training slot? • Is there enough space for all your members to train? If not, can you split the sessions? • How are you going to pay for the facility hire? • Do you know the costs? Pre-season • Have you organised any taster sessions? • Have you organised any fitness sessions before the season starts? • Have you reminded all your returning members of any pre-season dates? Equipment/Kit • Do you have enough equipment/kit to cater for all your members? • What condition is it in? • Have you budgeted for new equipment/kit? • Do you need to start budgeting for new equipment/kit in the next few years? Facility bookings All RUSU facilities that you use for training will be booked on approval of your budget request. If your Sports Club would like to book a facility outside of your normal sessions, please contact the Sports Coordinator with the following details: • Date of desired booking • Time and length of the session • Venue • What sport it is • The number of people involved The Sports Coordinator will then check the availability with
SportsPark. Please note that SportsPark will not deal with your booking directly and will need confirmation from the Sports Coordinator.
Coaching A coaching contract must be read and signed by any non-Student Coach or instructor before they work with your Club. They must submit a new signed form each academic year. In addition, a Coaching invoice must be completed at least once a term, to allow payments to be made. You must email a copy of these forms to the Sports Coordinator and keep your own Sports Club records. The contract will not be valid unless countersigned by an appropriate member of Students’ Union staff. If your club would like a new coach, please contact the Sports Coordinator and they will be able to advertise and help you look for someone suitably qualified.
Varsity Varsity is one of Reading’s Sporting highlights. It is an annual sports day which sees Reading University compete against Oxford Brookes in many sporting disciplines to win the Varsity Cup. The competition has only been running a couple of years but has already gathered huge momentum, with over 40 different fixtures in 20 different sporting activities played in just one day. The Varsity Cup is presented at the end of the final match, to the University who has won the most fixtures. Further information and details of this event can be found on the activities page on the RUSU website.
The Big One If your sports club has an important fixture approaching where the support of the students could help drive your team to success, you can apply for your fixture to be promoted by RUSU. To apply, please email the Sports Coordinator.
Sports Fed Insurance All members of RUSU’s Sports Clubs MUST have Sports Federation Insurance. Spot checks will be carried out throughout the year to ensure that anyone participating in a Sports Club has this insurance. Anyone found without this will be asked to pay immediately, in order to be able to continue participating. There will be no exceptions to this so please ensure your members have paid.
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