Societies

On this page you will find all the forms and information you should need to run your society.  However, should you have any questions about anything to do with being on a committee, organising an event or even signing up new members, then please pop in and see us in the Activities Pod (HUBS, City Campus).

Useful Guides and Information

A lot of the information you will need to know is contained within the Societies Committee Handbook.  There’s also a few policies that relate to societies, so please do read the Charity Policy and the Activities Night Policy.

The charities that the Union (and therefore societies) can support this year are Cash for Kids, Yorkshire Air Ambulance Service, Alzheimers Society, and Thembelihle Place of Safety.  In Freshers’ Week we will open nominations for next year’s charities, when every student at Hallam can nominate charities that they would like to support for 2010/2011.  Rag will then select the four final charities. For more information, please read the charity policy.

For those new committees that have attended the introductory committee training, you can download the presentation here.

It’s never too early to start thinking ahead to next year.  To help you run the AGM and elections and to have a smooth handover to the new committee we have these short guides for you to read.
Society Committee Roles
Society AGM Guidelines
Handover Guide

Don’t forget that your role on a society committee can count towards a Hallam Award.  Check out the Hallam Award pages for more information.

Required Forms – To be submitted before Freshers’ Week

Societies Model Constitution

Each society must have a constitution signed by all members of the new committee.  You will need to fill in the aims and objectives of your society (as ratified by Union Council).

DOWNLOAD – Societies Model Constitution

Society Audit Form

This tells us all the information we need to know in order to publicise your society in the handbook and on the website, as well as who is on your committee.

We need to know who is in your society committee to keep you up to date with what’s happening as well as informing room bookings, security and other staff members.  If you have any changes to your committee please inform d.berman@shu.ac.uk as soon as possible.

DOWNLOAD – Society Audit Form

Risk Assessment

A generic risk assessment of your regular society activities is required at the start of the year so we can see you are being safe with everything.  For one-off events (including trips) you will need to complete a separate risk assessment for each when it is being planned.

DOWNLOAD – Risk Assessment Form, Risk Assessment Guidance

Activities Fair Booking Form

If you would like to request a space at the Activities Fair on Thursday 23rd September 2010, please complete and return this booking form by Friday 27th August 2010 at the very latest. 

If we do not have the form returned by 27th August, then we cannot guarantee your society a space at the fair.

DOWNLOAD – Activities Fair Booking Form

Optional Forms – To be used throughout the year

Trip Forms

If you are organising a trip for your society you must submit these forms, completed, to Deborah Berman in the Activities Pod before the trip.  If your trip is for a weekend or longer, you should arrange a meeting with Deborah so that we can make sure everything has been arranged properly.

DOWNLOAD – Trip Registration Form, Trip Leaders Registration Form, Trip Membership Registration Form

Claim Form

If you need to claim back expenses from your society, please download this claim form and have your society president or treasurer complete it.  Attach the receipt to the back of the form and hand it in to the Activities Pod in the Hubs.

DOWNLOAD – Societies Claim Form

HUBS Room Bookings

You can book any or all of the pods in the Hubs, the training room, the Eye bar, and even Pod 4!

To book a space at the HUBS you need to complete the Activities Booking Form and take it to Deborah Berman or Kerry Radford in the Activities Pod. They will check your form and sign it. You need to then take your form to Reception, if the space is available you will be booked in.

(NB: If possible it is best that you check with Reception about room availability before filling the form out)

DOWNLOAD – Hubs Room/Venue Booking Form

University Room Bookings

Please complete the University Room Bookings Form if you require a room at the University.  Your completed form should be signed by a member of the society committee and handed into Deborah, or emailed to d.berman@shu.ac.uk.  The booking will then be made via the University online system and you will receive email confirmation if your booking has been accepted.

Please be sure to read the guidance notes on the form.  If any information is missing, or your request is not clearly understood, then we cannot book the room.

DOWNLOAD – University Student Room Booking Form

All forms can be emailed to d.berman@shu.ac.uk. Alternatively drop by the Activities Pod:

Mon – Thurs 10am – 5pm
Friday 10am – 4pm