2.0 GETTING STARTED
2.1 Starting/Reforming an Activity Group:
Activity groups can be set up at any point during the academic year, either by setting up a new activity groups or reforming a pre-existing group. Groups need to have a minimum of 10 members for the group to be formally recognised by the Students’ Union. A full current list of activity groups can be viewed at www.salfordstudents.com
Students interested in starting a student activity group should visit General Office in the Students’ Union and discuss their idea with the Union Administration Assistant. Students will be able to obtain an activity group registration form to establish the foundation of their group.
Upon completion of the registration form the document must be handed in to General Office where an appointment to meet with the Student Activities Coordinator should be made to ratify the activity group and discuss further development.
2.2 Ratifying an Activity group
What is ratification?
Ratification is the formal process whereby the Student’s Union officially recognises a student activity group and provides the group with full access to funding and facilities
• Upon completion of the registration form and arrange an appointment with the Student Activities Coordinator to ratify the student activity group
• Form a constitution (Appendix 1)
• Complete an activity risk assessment (Appendix 2)
• A online membership system will be created for your group
• Ensure all your members join online and either pay online or pay at the Finance office in University House. A minimum of 10 members must join before the group is classed as ratified.
• Students have one month to ratify their group from registration. Should ratification not be completed in this time then the online membership system for this group will be removed and any room or facility bookings will be cancelled.
• Form a constitution (Appendix 1)
• Complete an activity risk assessment (Appendix 2)
• A online membership system will be created for your group
• Ensure all your members join online and either pay online or pay at the Finance office in University House. A minimum of 10 members must join before the group is classed as ratified.
• Students have one month to ratify their group from registration. Should ratification not be completed in this time then the online membership system for this group will be removed and any room or facility bookings will be cancelled.
2.3 Committee Roles
The following is only a suggested organised structure. You may have your own already. If it works, it would be advised not to change it. The only officers whom you must have are Chairperson, Treasurer and Secretary. A Captain, Fixtures and Kit Secretary are only required for sport clubs.
Four members of the committee must be delegated as a requisition signatory, it is advised that these persons should be those who are most often on campus or live locally.
Chairperson
• Lead the development of the club (action planning, strategic plans)
• Utilise resources effectively, including people
• Plan, prepare and conduct meetings
• Identify tasks (needing to be done) and the skills (needed to get them done)
• Lead the development of the club (action planning, strategic plans)
• Utilise resources effectively, including people
• Plan, prepare and conduct meetings
• Identify tasks (needing to be done) and the skills (needed to get them done)
Secretary
• Ensure the smooth running of the club through effective administration
• Have a pivotal role within the club, closely involved with the running of the club
• Delegate tasks to other committee members as appropriate
• Support the Chairperson/Club Captain in administrative duties
• Ensure all documents are correct and minute meetings
• Communicate with club members, external agencies and interested parties
• Ensure the smooth running of the club through effective administration
• Have a pivotal role within the club, closely involved with the running of the club
• Delegate tasks to other committee members as appropriate
• Support the Chairperson/Club Captain in administrative duties
• Ensure all documents are correct and minute meetings
• Communicate with club members, external agencies and interested parties
Treasurer
• Manages and records income (fees, sponsorship, fund-raising, grants)
• Manages and records expenditure (invoices, petty cash, personal claims, expenses)
• Collects and cashes weekly subscriptions
• Reports to the committee and club members on a regular basis
• Liaise with students’ union staff and ensures institution-specific, legal and financial regulations are obeyed.
• Manages and records income (fees, sponsorship, fund-raising, grants)
• Manages and records expenditure (invoices, petty cash, personal claims, expenses)
• Collects and cashes weekly subscriptions
• Reports to the committee and club members on a regular basis
• Liaise with students’ union staff and ensures institution-specific, legal and financial regulations are obeyed.
Fixtures Secretary (Only necessary for sports clubs)
• Liaises with the Union Administrator regarding fixtures
• Provides club and captains with information regarding fixtures
• Books referees for matches
• Reports match scores to the Union Administrator
• Liaises with the Union Administrator regarding fixtures
• Provides club and captains with information regarding fixtures
• Books referees for matches
• Reports match scores to the Union Administrator
Captain (Only necessary for sports clubs)
• Manages and leads match squads
• Responsible for the kit in the absence of the kit secretary
• Manages any BUCS related issues at the match e.g. playing under protest
• Manages and leads match squads
• Responsible for the kit in the absence of the kit secretary
• Manages any BUCS related issues at the match e.g. playing under protest
Kit Secretary
• Responsible maintaining all kit and equipment
• Conducts annual equipment audit
• Ensures the club complies with the Samurai sponsorship deal (all kit to be ordered through samurai unless Samurai cannot provide the kit in question)
• Responsible maintaining all kit and equipment
• Conducts annual equipment audit
• Ensures the club complies with the Samurai sponsorship deal (all kit to be ordered through samurai unless Samurai cannot provide the kit in question)
Social Secretary
• Work with all members of your committee to plan and carry out an enjoyable and effective social calendar for the academic year
• Liaise with the Activities Development Unit regarding theme and sponsorship night
Publicity Secretary
• Write articles for the Student Direct regarding your Activity group e.g. Activity group updates
• Keep members informed of all events
• Coordinate with the committee to advertise the events, matches and socials.
• Update the activity group web page regularly.
• Write articles for the Student Direct regarding your Activity group e.g. Activity group updates
• Keep members informed of all events
• Coordinate with the committee to advertise the events, matches and socials.
• Update the activity group web page regularly.
