Students’ Union UCL

Introduction to
Clubs & Societies
Nick Edmonds
Activities & Events Officer 16-17

Ilyas Morrison
Activities Officer 17-18

CSC Staff Member

 Students’ Union UCL

Housekeeping:
Registers:
• Sign-In (for each and every session you go to)
• If you have had to switch sessions last minute or if your name is not
on the register, please write it down and make sure it is legible.
• If you are not marked down then we will assume you did not attend.

Please turn off/switch to silent, any mobile devices, and place them
in your bags.
Thank you!
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Sponsors

www.imagescotland.com
info@imagescotland.com
Freephone 0500-223-455

Meet them at lunch – daily CSC Common

Room
 Students’ Union UCL

Submit your
questions about this
session to:

www.slido.com

Password: #X896
 Students’ Union UCL

What is Students’ Union UCL?

 Students’ Union UCL is a charity and a company limited by
guarantee.
We receive an annual block grant from College – but we are a
separate organisation.
Any expenditure must be on our charitable objectives.
Clubs and Societies are a HUGELY IMPORTANT way in which we can
fulfil these objectives.
We (and therefore you) can legally only spend money on furthering
our objectives.
 Students’ Union UCL

Clubs, Societies and Funding

The Union receives an annual grant of £3 million from UCL which funds
all non-commercial activities:

Clubs and
Societies
Central Services

Marketing and
Promotions
Representation
and Democracy
 Students’ Union UCL

The Purpose of Clubs and Societies

- To provide a range of extra-curricular activities and opportunities for
all UCL Students
- It is all about getting everybody involved – opportunity and equality.
- YOU ANSWER TO YOUR MEMBERS!
- Check your membership lists regularly.

Please remember – you must join your own Club/Society as a

member.
 Students’ Union UCL

The Rules:
There to ensure that we only use our resources to further our
Charitable Objectives (Education Act 1994).

Club and Society Regulations:

- Very important document on the Union Website.
- READ THEM.
 Students’ Union UCL

Breaking the Rules:

What will happen if you do:
• Verbal/Written Warning
• Temporary Suspension
• Reputation/Financial Damage
More Seriously:
• Disciplinary Action
• Financial Penalty
• Disaffiliation
• Referral to UCL (can affect your degree)
 Students’ Union UCL

Expectations of Clubs & Societies:

You need all this to happen for your HEAR!
• Come to Training – THANK YOU 
• Have a minimum of 30 members
• Provide at least 6 organised activities per year for your members
• Follow our Procedures (use the online How To Guides) and rules and
regulations
• Attend the relevant Networks, and have your say!
• Hold an Annual General Meeting (AGM) in Term 2.
• Report on your Activity and tell us about your Grant.
 Students’ Union UCL

Non-UCL Members Taking Part

• If someone is NOT A UCL STUDENT, they
are NOT A UNION MEMBER.
• UCL/Union Staff and Alumni can apply for
Associate Membership.
• Students at other institutions can be
recommended for visiting membership
by the Club/Society Officials, and/or a
full time member of the Activities staff.
• Visiting membership applications will be
ratified or rejected by the Activities
Executive.
 Students’ Union UCL

Non-UCL Members Taking Part

• Associate and Visiting Members must
purchase your club/society membership
as well as their 3-month or 1-year Union
Membership.
• They are not covered by Union Insurance
and CANNOT REPRESENT UCL in
competitive sports fixtures, or
productions*.

*Permission may be granted from relevant bodies

for productions/shows.
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UCLU Structure and YOUR INPUT!

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Activities Network
• Open to all UCL Students
• Involves students in driving change
• Provides opportunity for students to propose and be included in
discussion that directs the policy and activity of the Union.

First Meeting in early October 2017 (Term 1)

 Students’ Union UCL

Activities Network Executive

Consists of the following officers:
- Sports Officer
- Arts Officer
- Societies (General Interest) Officer
- Volunteering Officer
- RaG Officer
- Secretary

This group makes decisions related towards affiliations and disaffiliations;

colours and awards, changes to C&S policy and represents you.
 Students’ Union UCL

Submit your
questions about this
session to:

www.slido.com

Password: #X896
 Students’ Union UCL

Role of the President:

Principle Officer of your Club or Society, and
ultimately responsible for:
• Ensuring that our expectations are met, including
compliance with Club and Society Regulations.
• All Club/Society activities and financial affairs.
• Development and Promotion of Club or Society
activities.
• Convening and Chairing General Meetings and
Committee Meetings.
• Organising Elections to the committee.
 Students’ Union UCL

Role of the Treasurer:

Responsible for:
• Financial Affairs of the Club or
Society and compliance with
financial regulations and
procedures.
• Budgeting and managing
income and expenditure for
the Club or Society.
 Students’ Union UCL

What you will be doing:

Your most important role is to make your Club or Society as busy and
inclusive as possible!
You can do this by:
- Organising events and activities
- Thinking long-term
- Doing new things, trying things out, experimenting and working with
us.

Most things are possible with planning – come and talk to us and we
will do our best to facilitate ALL your ideas.
 Students’ Union UCL

What the Union provides:

1. Training and Resources (inc. Room
Bookings, Marketing and website
etc).
2. Funding and all accounting services
3. Legal coverage and insurance
• All Members are automatically insures,
non members are not!
4. Representation to College (fight your
corner)
5. Staff, Support, Infrastructure and
Facilities
 Students’ Union UCL

Sports & Societies Development:

Katie Sykes
Sports Development Manager
k.sykes@ucl.ac.uk

TBC
Societies & Media Manager

TBC
TBC Sports Development Coordinator

TBC
Societies & Media Coordinator
 Students’ Union UCL

Sports & Societies Development Awards

Sports and Societies Training and Reward Scheme

Sport Clubs and Societies can aspire to gain one of the following
awards:
BRONZE
SILVER
GOLD
 Students’ Union UCL

Your Officer Next Year! FROM 15th JULY

Ilyas Morrison
Activities & Events Officer

Ultimately responsible for all Club and

Society Activities.
 Students’ Union UCL

Club and Society Staff

• TBC, Society & Media Manager
• Katie Sykes, Sports Development Manager
• Johnny Glover, Acting Society Development Manager
• Bikram Bains, Sports & Fixtures Administrator
• Sarah Tomlinson, Project Active Coordinator
• Natasha Mann, Activity Administrator (non-sport)
• Ramesh Kerai, Finance Officer (Based in UCLU Finance)
Part time student staff and administration and reception staff are also employed.

Staff have surgeries and bookable appointment times.

Please see the Reception Staff to make an appointment.
 Students’ Union UCL

Clubs and Society Facilities

• The Clubs and Societies Centre, based in the Bloomsbury, IOE and
Lewis Building Rooms.
• Use of College Rooms (Presidents only have access to book)
• Theatre Space
• Shenley Sports Grounds (inc. Travel)
• Somers Town Sports Centre
• Bloomsbury Fitness Centre (for training only)
• Storage Space
 Students’ Union UCL

Clubs and Society Facilities

• The Clubs and Societies Centre, based in the Bloomsbury, IOE and
Lewis Building Rooms.
• Use of College Rooms (Presidents only have access to book)
• Theatre Space
• Shenley Sports Grounds (inc. Travel)
• Somers Town Sports Centre
• Bloomsbury Fitness Centre (for training only)
• Storage Space
 Students’ Union UCL

Clubs and Society Space

• 2nd Floor, Bloomsbury Theatre Building

This is where you will find:

• Membership Sales
• Computer Cluster and Printer
• Bookable Meeting Rooms
• Support Services
• Clubs and Societies Reception
• Societies and Sports Staff
 Students’ Union UCL

Any questions or sending in forms?

Always email us at csc@ucl.ac.uk

Or phone us on 0207 679 7239.

Our admin team of part-time student staff administer this
account and will aim to reply to within 3 working days.

Please note, the opening hours for Reception are 10am – 9pm (Mon – Fri), and 11am – 7pm (Sat).
 Students’ Union UCL

Over the Summer

You should be:
• Planning activity
• Talking to your committee
• Looking at funding, sponsorship etc
• Ordering kit (if you need it)
• Promoting yourselves online and
staying in touch with last years
members
• Checking your club email account
regularly……
 Students’ Union UCL

What to expect in September

• Start of term
• Clubs & Societies space
opens
• Welcome week
• Welcome back briefings
• Welcome fair
 Students’ Union UCL

Accessing your Club Email Account

1. Sign into your UCL student email account. Once
you have done this, you can access your club or
society inbox
2. If you use Microsoft Outlook to check your student
email account, go to File > Open > Other User’s
Folders, type your club or society’s user id into the
pop up window and this will open up your inbox.
3. Web browser, i.e. using the Microsoft Outlook Web
App, click on the down arrow in top right hand
corner by your name and select ‘Open Other
Mailbox’ , type in your club or society’s user id *

* USER IDS ARE BEING EMAILED OUT SHORTLY AFTER TRAINING WEEK.
 Students’ Union UCL

Questions:
• DON’T FORGET:
• Hand in your President and Treasurer Contracts, Room
Bookings Contracts, Annual Risk Assessments and
Publicity Statements by the end of term, Friday 9 June.
(These will be emailed to you this week).
• Review your grant allocation for 17-18(sent via email)

You formally take office on 10 June 2017

 Students’ Union UCL

Any questions next year?

Sabbatical Term Time Drop-In Surgeries:
Activities and Events Officer, Ilyas Morrison
(Location of Drop Ins TBC)
Monday 12pm – 1pm
Friday 1pm – 2pm
OR:
Book a development meeting with the Sports
Development Coordinator, or Society and Media
Coordinator.

Outside of Term Time please email csc@ucl.ac.uk and someone will be in touch with you.
 Students’ Union UCL

The Rest of the Training….

• Introduce you to our procedures, finances and how to organise
activities the union way!
• Understand Member safety and wellbeing
• Learn how to Book College Rooms
• Learn about Communicating with Members
• Learn about Look, Try and Join and the Welcome Fair
• Network(we provide free lunches daily in the Clubs & Societies
Common Room), meet us and each other 
 Students’ Union UCL

Submit your
questions about this
session to:

www.slido.com

Password: #X896
 Students’ Union UCL

THANK YOU FOR COMING!