LBSU Society RATIFICATION PACK 17/18

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1 LBSU Society DOCUMENT 1 of 1 14 S

2 LBSU Society Vice President Of Activities Please fill in all of the ratification pack before returning it. Leeds Beckett SU Societies facilitate I m and your support student approved representative societies. for The societies, Students media Union and can volunteering. book rooms In in this the handbook Union you University will find for everything society meetings, you need offer to know space to at run freshers your society and refreshers and make it the best and help it can you be. with It s a organising great guide events, with lots publicity of helpful and information sustainability. so We don t provide forget a to bank use it! Being account a society for membership leader you fees have and the have opportunity a grants fund to enhance to help student societies experiences pay for their and improve activities. their We offer time training here at Leeds and development Beckett. opportunities for your leaders and members. You will develop new skills, gain experience and undertake training so that by the Your end proposal of the year for a you society yourself will be will taken have to developed. the next Society Don t forget Forum to Meeting put your to position be on discussed your CV and because (hopefully) employers ratified. value This Once experience will your be society done such on is as the ratified this 13th very you June. highly. will Once be Thank invited your you society to an is for induction ratified your enthusiasm you or training will be and invited day your the to hard an first induction work, term without of or 2017/18. training out you day volunteering the first term your of time 2016/17. there would be no societies! If you want to meet up to discuss your society during the summer please contact Ash, the Societies I benefited Coordinator greatly from at a.lucas@leedsbeckett.ac.uk being involved with Be Media to book during a meeting. my time here as a student so what you do really does make a big difference to students lives. If you need anything or just want a chat pop into the SU offices on the first floor of the Portland NAME building OF SOCIETY: or send me an h.walters@leedsbeckett.ac.uk I wish you all the best for your society for the upcoming year and I look forward to working with you. - Harry LBSU SOCIETY PACK 16/17 Proposed Membership Fee for coming year: the minimum for societies is /14

3 PACK 16/17 17/18 PRESIDENT KEY RESPONSIBILITIES... Chairs meetings // Key contact with the Students Union // Ensures the committee works towards the societies aims and objectives // Ensures the long term sustainability of the society and takes charge of handover. NAME: TELEPHONE: - Your Committee - To be ratified, your society must be able to demonstrate that there is a minimum of three student members to fill the principle committee positions and take responsibility for the leadership of the society. A Secretary KEY RESPONSIBILITIES... Keeps secure records of membership // Ensures the meetings run effectively by producing an agenda and keeping accurate minutes and sending them to the Students Union as required. // Prepares risk assessments with the support of the rest of the committee. // Keeps an up to date record of any equipment the society might have. NAME: TELEPHONE: B Treasurer KEY RESPONSIBILITIES... Manages and keeps up to date records of the society s account. // Leads on the grant application. // Organises the paperwork for all financial transactions agreed by the rest of the committee. // Makes sure the account does not get overdrawn. NAME: TELEPHONE: C 3/14

4 PACK 16/17 17/18 - Aditional Roles - Please add any additional roles if you have them in the forms provided. Role Title: KEY RESPONSIBILITIES... NAME: TELEPHONE: Role Title: KEY RESPONSIBILITIES... NAME: TELEPHONE: Role Title: KEY RESPONSIBILITIES... NAME: TELEPHONE: 4/14

5 Society - Your Profile - Society Website: Society Facebook group: Society Twitter: Society Instagram: Society YouTube: Any other society Social Media: Contact details for for the the society website: page: (if different from above) WHAT WERE THE SOCIETIES Key Achievements of 2016/17: PLEASE LIST AT LEAST 3: 2016/ / /16 Reflection- - If you were a society last year please answer this section. If not, leave blank. 5/14

6 CONTINUED... - Reflection and Planning - Being clear about the societies aims and objectives and reflecting on what you want to achieve this year will allow the society to develop effectively. Goals to think about might be growing your number of active members, collaborating with other student groups, running a regular radio show, or getting involved with community volunteering. Then you might want to think about what activities will help you achieve your goals such as having weekly meetings, bringing in guest speakers, running more varied events or having a mixture of daytime and evening events. Please put as much information as possible with at least three points for each. Aims and Objectives of your society: What are the societies main goals for 2017/18: What barriers might there be to achieving these Goals?: 6/14

7 NAME OF SOCIETY: - GRAnt application and year plans 2017/18 - This form is designed to help you plan your year ahead as a society. We would like you to briefly fill in the boxes below with what your society plans to do throughout the year. Once you know what your activities will be you can budget as to whether you will need a society grant or not. Please do think carefully about what you need and remember our funds are limited. Things to think about might be trips, conferences, equipment, affiliations, events and transport. Please explain what the money will be used for. If the money is to be used for multiple items or events please explain how much is to be used for each item or event. DATE ACTIVITIES PLANNED (that you require a grant for, please include as much detail as possible) GRANT REQUESTED (amount of money requested) (please research costs for Whatever you need and show researched options in brackets) GRANT ALLOCATED? (office use only) SEPT OCT NOV DEC JAN FEB MAR APR MAY 7/14 JUN JUL

8 CONTINUED... No OF ACTIVE MEMEBRS: Level of interaction with other societies: - ADDITIONAL INFORMATION - Examples of events that benefit wider student population: Any charitable work or activities that benefit the wider community, society or environment: Please list any events you have planned: list any events you have planned for give it a go week: 8/14 Please list any other events you have planned that won t require funding :

9 PACK 16/17 17/18 - Society Constitution - A constitution is a formal document that establishes the rights, responsibilities and procedures used to govern the workings of the society. There are some bits where you will need to add your own information such as your society name, aims and objectives, any extra committee positions you have and any other appropriate information you might want to add. Please don t forget to fill the section in at the bottom to acknowledge you have understood the document. Leeds Beckett (add your society name) Society Constitution [1] TITLE The Society shall be known as the Leeds Beckett (add your society name) Society. [2] AIMS AND OBJECTIVES The aims and objectives shall be: [2.1] (Insert first objective) [2.2] (Insert second objective) [2.3] (Insert third objective) (Insert additional objectives here as required) [3] AFFILIATION [3.1]The above society will be affiliated to Leeds Beckett Students Union. [4] UNION 9/14 [4.1]The society shall be recognized as a part of Leeds Beckett Students Union, and as such, will adhere to the Union s Articles and Byelaws, Students Union policies, and rules laid down herein. [4.2]The Student Council and the Societies Forum Committee reserve the right to veto any activities of the society should they feel it contravenes any Union policy, or places an undue risk on the individuals involved.

10 [5]MEMBERSHIP - Society Constitution - [5.1]There will be the following categories of membership: a) Full Membership this is solely for those registered as students of Leeds Beckett University. b) Associate Membership For Leeds Beckett University Students Union staff and alumni students. [5.2] Rights of membership All members will be entitled to attend all meetings and events arranged by the society. Only full members will enjoy the following: The right to speak at general meetings of the society The right to vote in elections for the society s committee positions The right to stand for any of the society s committee positions The right to act on behalf of the society [5.3] The society shall maintain an active membership of no fewer than 3 core members, usually the President, Secretary and Treasurer. [5.4]The membership fee shall be determined by the Committee before the start of the academic year and should be no less than 3 per year. [5.5]The Students Union will hold a database of society membership, and manage it in line with the Data Protection Act. [5.6] The society will operate on a basis of inclusion. Any efforts, intended or unintended that might discriminate against any member of the Leeds Beckett Students Union may be considered as bringing the society (and Union) into disrepute and face sanction from the Students Union. [6] THE COMMITTEE [6.1]The Committee is responsible for the day to day running of the society in accordance with the aims and objectives stated above. [6.2]The Committee shall, collectively, along with their own roles, be responsible for upholding the Leeds Beckett Students Union operational policies and procedures, including the Equal Opportunities Policy. [6.3]Committee members will be elected at the Society s Annual General Meeting and hold office for one academic year. [6.4]Committee positions can only be held by members who are currently students at Leeds Beckett University. 10/14 [6.6] The committee will not seek to gain personally from their office, individually or collectively. [6.7]The Committee shall have a minimum of three roles, usually a President/Chair, Secretary and Treasurer at any one time.

11 - Society Constitution - [6.8]The duties of each of the Committee members shall be as follows: President: Acting as the principal officer, spokesperson for the society and key contact with Leeds Beckett Students Union, the President leads and co-ordinates the Society Committee and membership. They shall be responsible for the planning, organizing and chairing of committee & general meetings and for advocating the interests of the Society in accordance with its aims and objectives. Secretary: The Secretary s prime function is to ensure the running of the Society is to the highest standards, keep accurate records and ensure communication is appropriate within the committee and the entire society membership. Treasurer: The Treasurer oversees and monitors the financial affairs of the Society, ensuring that Leeds Beckett Students Union Financial Guidelines are adhered to. [6.9] Additional committee members shall include: (Insert any additional committee positions and role descriptions here) [6.8]A vote of no confidence in a committee member may be dealt with in accordance with Byelaw 11 (Student Activities) Section 10 [6.9]The committee shall have the power to co-opt members to fill vacant places on the society committee. Such co-option will require approval (by a simple majority) at the next meeting of the society. In the event of approval not being granted, the co-opted will leave the committee immediately. [7] COMMITTEE MEETINGS [7.1]Committee meetings shall be held regularly, as required. [8] GENERAL MEETINGS [8.1]General Meetings, to which all members are invited, shall be held as and when necessary. [8.2]There shall be an Annual General Meeting (AGM) held that must include the election of the new committee for the following year. [8.3]At least two week s notice of the AGM shall be given by the Secretary to all members and Leeds Beckett Students Union. [8.4] Minutes of the AGM (including records of elections for officers) shall be provided to the Societies Coordinator of Leeds Beckett Students Union as soon as possible after the meeting. 11/14

12 - Society Constitution - [9] FINANCE The monies and assets of the society are held in trust to further the aims of the society and benefit the entire membership of the society. [9.1]The Society s finances must be administered in accordance with the guidelines set out by Leeds Beckett Students Union. [9.2]In the event that the society is no longer able to carry out its activities, and thus folds, all assets and debts will revert back to Leeds Beckett Students Union. [9.3]Under no circumstances will society funds be distributed amongst members. [9.4]The society may not enter into any third party arrangement without the permission of Leeds Beckett Students Union. This includes purchases for goods or services above 50. [10] COMPLAINTS, DISCIPLINE AND APPEALS PROCEDURES [10.1]Any complaints, disciplinary matters or appeals relating to the society or any of its members will be dealt with through Leeds Beckett Students Union s procedures which are outlined in Byelaws 9 and /14 SIGNED: (President) Printed Name: (President) SIGNED: 12/3 Printed Name: (Treasurer/secretary) (Treasurer/secretary) Date: Date:

13 - Code of Conduct - The code of conduct sets out the Students Union s expectations of societies towards their members. As a society you agree to abide by the terms of the Students union policies and procedures. Please make sure you fill in the section at the bottom to acknowledge you have read the form and please make sure your members are aware of the code of conduct too. Activities It is the responsibility of the society and/or group s committee members to ensure that all activities organised through or for group members are inclusive and in line with Health and Safety Policy. It is the responsibility of the individual or group to ensure that all activities are enjoyable to all members that wish to participate and that no peer pressure, intended or otherwise, is placed on members to do anything that they would not like to do. It is the responsibility of the individual or group to ensure that they provide activities that are free from discrimination, bullying and harassment. Failure to do so may result in disciplinary action against the group and/or individual members within it. It is the responsibility of the individual or group to ensure that all members are made to feel part of the group and are able to participate in teams and/or group activities. All individuals/groups will: - Ensure that all activities, including social activities, are enjoyable to members in a safe and non-threatening environment Ensure that the welfare of students at group events it paramount and is considered during the planning of all group events and activities Ensure that membership of the group or any teams within it is not dependent on participation within activities Ensure that all members are free from peer pressure, bullying and harassment, whether intended or not, when participating within group activities Ensure that no member of the group is forced into consumption of any sort and that where alcohol is offered as part of an event that a suitable non-alcoholic alternative is available Ensure that all communications from the group to its members are suitable and do not promote any activity that is in breach of any Union policy or procedure. All individuals/groups will ensure they do NOT: - Engage in any activities which are likely to bring the Students Union or the University into disrepute Promote abuse of alcohol consumption as a method of joining in group activities. 13/14 Committee As a committee you are jointly responsible for a high standard of behaviour in your individual roles and will strive to uphold the good reputation of the society, the Students Union and the university. The committee will ensure that the group is open to all members and the activities are accessible to as diverse students as possible. As a committee you have a duty of care to your members for all your activities and as such will need to attend appropriate training and fill in risk assessment forms.

14 - Code of Conduct - Individuals It is important that all members of student groups behave in such a way as to uphold the reputation of the Students Union and University at all times when participating in activities. As a member of a group, all members agree to abide by the following terms at all times when representing the Students Union and the University, including during social activities; Members WILL: - Treat all Union and University property with respect and will not interfere with other people s enjoyment of Union or University facilities or events Conduct themselves at all times in a reasonable and responsible manner of mutual respect and understanding for all members of the University and external community Conduct themselves in a manner that shall not offend others and shall not use foul and abusive language, either orally, in writing or by expression Adhere to all Union policies and procedures Members WILL NOT - Engage in any activity or behaviour that is likely to bring either the Union or University into disrepute, or that causes either a nuisance or distress to members of the local community Engage in any behaviour which is deemed an act of discrimination, bullying or harassment. 14/14 I understand that failure of the committee and/or members to adhere to this code of conduct means that the Students Union has the power to follow disciplinary proceedings that may lead to removal of a committee position and dissolution of your society. SIGNED: (President) Printed Name: (President) SIGNED: 14/3 Printed Name: (Treasurer/secretary) (Treasurer/secretary) Date: Date: