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).

Meetings with the Union

Each society committee must attend regular meetings with the Union.  There are large meetings where all the committees get together exchange ideas, share best practice, and feedback to the Societies Standing Committee and the Union.  There are also smaller group meetigns for committees of similar societies to get together with the Union.  The dates and times of these meetings are listed below.  You should get an email the week before each meeting confirming these details, but to check which group you are in you can also have a look at our A-Z page.

All societies – in C-pod, the Hubs
Tuesday 6th December, 5-6pm – NOW IN OWEN 1028
Tuesday 21st February, 5-6pm
Tuesday 24th April, 5-6:30pm – this is the Societies AGM

Group meetings – in the Hubs boardroom
General Interest societies – 6th February, 4-5pm & 4th May, 12noon-1pm
Performance societies – 6th February, 5-6pm & 3rd May, 11am-12noon
Political/Campaign societies – 7th February, 4-5pm & 2nd May, 3-4pm
Faith societies -  7th February, 6-7pm & 3rd May 12noon-1pm
Course/Vocational societies – 8th February, 4-5pm & 2nd May, 1-2pm
Cultural societies – 8th February, 5-6pm & 2nd May, 2-3pm

Useful Guides

This information is designed specifically to help you to run your society. Each guide should be read in conjunction with the other guides available on this page.

Remember that these guides contain policies as well as guidelines, so much of the information includes procedures which must be adhered to. However, we are here to help.  If you are unsure of anything or you have any questions, just ask! Our aim is to maximise societies activity levels and ensure it is done in a fair accessible manner and is as safe an environment as possible.

Running your society as a member of the committee is great experience in a whole range of skills (leadership, event planning, organisation etc.).  We want to help you achieve all your hopes and plans for your year in office, so do remember that you can ask us anything about your society at any time.  There is no such thing as a silly question, so if  there is anything about your society that you want to talk about, then pop in and see us at any time.

1 Contacts and Resources - An introduction to these guides and the help that we can provide to you.  This guide includes information about resources in the Activities Pod.

2 Your Committee - An overview of the roles on your committee, and how to ensure the smooth running of your society.  This also tells you about the meetings your committee must attend.

3 Society Membership - Who can join, how to encourage people to join, how members can join and how to retain members’ interest.

4 AGM, Handover & Paperwork - How to run your AGM and tips on handing over to the new committee.  Information about the paperwork required from the new committee.

5 Room Bookings - How to book rooms in the Hubs and at the University.

6 Meetings - Tips on how to have effective and productive meetings.

7 Finance - Procedures for managing and using society funds.

8 Event Planning - Things to consider when planning an event.  Do also have a look at our Event Pack, which has lots more information.

9 Trips and Transport - Things to consider when planning a trip, and information about different transport options available to you.  This guide includes procedures and policies about transport.  Do also have a look at our Trip Pack, which has lots more information.

10 Risks, Accidents & Incidents - How to complete the risk assessments required for all society activities and what to do in the event of an accident/incident.

11 Equal Opportunities - Hallam Union statement on equal opportunities, to which all societies are expected to adhere.

12 Promoting Your Society - Information about the different ways we can help you to promote your society.  If you would like a slide included in the PC screensavers, please read these Screensavers for Societies Guidelines.

A copy of the health and safety training presentation can be downloaded here.

Personal Development

Hallam Union is committed to student development and aims to provide learning opportunities through student involvement, input and training.  As a member of a society’s committee, you will gain invaluable experience/skills which can be transferred to the workplace when you leave University.  So watch out for details of the Hallam Award, which gives you the opportunity to gain recognition for your skills.

Policies

Charity Policy Dec - Hallam Union supports four main charities each year, and these are chosen by Hallam students. You can also nominate additional charities that you want to support through your own fundraising events.  Before fundraising you should notify the Activities and Societies Coordinator.  This year’s charities can be found on the charities page.

Activities Night Policy - one night per week all rooms in the Hubs are for use only by societies.

Required Forms

Societies Model Constitution - this is an example only.  The Activities and Societies Coordinator will prepare a Constitution for you, which will contain your aims and objectives as ratified by Union Council.  All your society committee will need to sign this document at the 1-2-1 meeting that new committees have with us.

Society Audit Form - Tell us all about your society so that we can contact the committee, promote your society accurately and sell your membership at the right price

Risk Assessment Form - a general risk assessment must be completed at the start of each year to cover regular activities.  If your regular activities are mainly meetings and talks, then we have a ready-made risk assessment you can use.  If you have other activities that would require a different risk assessment we will identify this at your introductory meeting with the Union.  One-off events and all trips will need separate risk assessments done when they are planned.  Please read the  Risk Assessment Guidance for help with the form.

Societies Code of Conduct - You should also think about writing up a code of conduct for your society.  This will tell your members what you expect from them (behaviour, representing the society and the Union, etc.), and what they can expect from you as their committee.  A code of conduct is best practice in minimising risks to the reputations of your society, the Union and even the University.  We have provided a template for you to use and adapt as necessary for your society.  Your code of conduct should be available to all members and you must let us have a copy as well.

Other Forms

You will probably need these at some point during the year.  Hard copies can also be found in the Activities Pod resources room.

Trip Pack - A must-read source of information for planning trips.  This pack contains all the forms you will need, and gives you lots of help to plan a successful trip.

Societies Claim Form - for claiming back money.  Any expenses should be authorised by the Activities and Societies Coordinator before you spend your own money.  Where posible the Union will pay directly, avoiding the need for reimbursement (see the Finance guide).

Event Pack - A must-read source of information for planning events.  This pack contains all the forms you will need, as well as a step-by-step guide to visualising and realising your successful event.

Hubs Room/Venue Booking Form - for meetings, rehearsals, and stalls in the foyer.
University Room Booking Form - for booking any space in University buildings (classrooms, lecture theatres, stalls).

All forms can be emailed to d.berman@shu.ac.uk. Alternatively drop by the Activities Pod – we are open Monday to Friday 10am to 5pm.

Get Trained!

Here at Hallam Union we have developed a training calendar for the year, offering you the chance to develop skills to support your volunteering.  Check out the different sessions on offer on our training page, just click here.