Committee Handover and Re-Registration

Outline details specific to your club/society such as your finance code, club/society email (@ucl.ac.uk) and your membership fees. We will also send out an email to all new presidents and treasurers with all the required details, so don't worry if you don't have all the information to hand. 

All clubs and societies get an official UCL email account, which doesn’t require a password. Access is granted by the Student Activities team once all registration documents for the new academic year have been received and approved. If you don't already, new committees should use this as their primary email account.

Social Media Pages

As we know, online presence is particularly important to engage members. Remember to hand over details and passwords of all your club/society social media and email accounts. Facebook, Twitter, Instagram etc. are important tools for the running and promotion of your club/society and they need to be kept up-to-date by the new committee.

We recommend the incoming committee change the password to these accounts as soon as possible, and make sure all outgoing committee members are logged out.

Key Contacts

Give your new committee the details of the key contacts you made during your year in office. Whether these are the details of your main sponsor, coaches and instructors or the best member of staff to contact to book a venue, it will give them a great head start in preparing for the new academic year. 

Students' Union Storage 

If applicable, include information of any club/storage you have access to. Remember to include where the storage space is and what is currently stored there so your new committee know exactly what to look for.

Club/Society Inventory

Your club/society may have equipment that is used for events and activities throughout the year. Please include the details of all the items you have, how many you have, prices and any notes that might be useful to bear in mind (e.g. storage location and condition of item).

Sports Club Events / Competitions / BUCS Fixtures

Your club may participate in a variety of competitions and fixtures, so be sure to include all the information you have to ensure the new committee are aware of upcoming dates and locations. 

Outline each committee role and their duties, particularly the three principal roles of president, treasurer and welfare officer that every club/society has to have. Include the main tasks in your specific committee position, a list of tasks to complete over the summer and any ideas you may have for your successor. 

Successes and Improvements

Give your new committee a short report on what you think were your biggest successes of the year and where you think your club/society needs to improve in the year, and years, ahead. Encouraging your new committee to have a long term outlook is great for the health and future of your club/society.

Key Club/Society Events 

Throughout the year you will have a variety of events and you can find these in your club/society constitution, or in your club/society development plan if you have one. Don't forget to make sure your new committee has copies of both. You can find your club/society constitution here. 

If you don't have a copy of your constitution or development plan, email su.activities@ucl.ac.uk and we will send you the most recent version on file. 

Club/Society Deadlines 

Please use this space to include deadlines relevant to your club or society, which your new committee may need to know over the course of the year. Please note, the Student Activities Team will regularly email your president and treasurer all key Union deadlines, such as those for elections, throughout the year. You must check your emails regularly throughout the year to ensure your club/society does not miss any important deadlines.

Please use this space to include any other handover notes and specific information to your club/society. 

Every club/society is unique in the way they function, so it could be helpful to include things such as specific role duties for your committee, team tactics, welfare events, socials, or international/national trips. 

Please list each membership product and price you would like available via your page on the Students' Union UCL website. If you require more than one membership product (e.g. Competitive, Social...), please add a row for each membership product.

Societies must have a minimum membership fee of £3.00, while sports clubs must have a minimum membership fee of £10.00, unless previously agreed with Students’ Union UCL. All clubs and societies will also have a free taster membership available. Please note, your fees should not be less than the previous year unless specifically agreed with the Union. 

Your club/society will receive all the proceeds from your membership fee, which will impact your overall budget for the year, and factor in to the overall grant allocated to your club/society by the Union. You should consider your budget for the upcoming year carefully when deciding your membership fee.

Once students have purchased your memberships, you won't be able to change their price. This is to ensure fairness for all students involved in your activity. Therefore, it’s really important to check, and make any changes now, before publicising your membership!

Membership Reminders:

• All memberships expire at the end of every academic year, so everyone needs to repurchase membership for this upcoming academic year.
• Committee members must purchase standard (non-taster) membership for their own club/society.
• Students can buy free taster membership for your club/society at any point in the year. This gives students a chance to see if your group is right for them before committing to paid membership.
• No one can take part in any of your activities without a minimum of taster membership – this includes online meetings and group chats. The membership is completely free, so no excuses!

Providing links to your social media pages will help us repost your events and activities on our Union accounts!

These links can also be added to your club/society page on the Students' Union website, to help students contact you and find out more about your group.

This is the governing document of your club/society which lays out your statement of intent; committee positions and duties; and your terms, aims and objectives.

Any changes to your constitution must be approved at an AGM or EGM with a two/thirds majority vote, or through an online referendum. You cannot make changes to the text of your constitution without a formal vote. Any changes to your constitution must be ratified by the Activities & Engagement Officer, on behalf of the Activities Zone.

In order to complete your constitution, you should:

• Download your current constitution from your page on the Students' Union website.
• Download the new constitution template provided on the registration webform.
• Move content over to this new template, without making any unratified changes to the text.
• Ensure all green text and text boxes have been edited or deleted as applicable.
• Make sure the formatting remains correct and everything is readable. This constitution will be published on your webpage, so it is important that it looks great!
• Sign and date your constitution and upload it through the registration webform.

This is the document where you consider the risks and hazards of all the activity you are planning to carry out as a club/society for the academic year.

It’s a legal requirement for the Union to make sure you have one of these in place, so you must complete it and have it approved by the appropriate Union manager before you run any club/society activity.

You can learn more about creating a risk assessment on our website. Please ensure it covers (as a minimum) all the core activities your club/society lists in its constitution.

In order to complete your core risk assessment, you should:

• Download your current core risk assessment from your page on the Students' Union website (you can also email su.activities@ucl.ac.uk to request a copy of your most recent core risk assessment if it isn't available on your webpage).
• Download the new core risk assessment template provided on the registration webform.
• Copy and paste the information from your current core risk assessment into our new template below. Turn on 'track changes' or clearly highlight any changes you are making, so we can easily review your amendments.
• Review the 'Hazard Checklist' tab and ensure that all hazards which may affect your activities have been considered.
• Make sure the formatting remains correct and everything is readable. This risk assessment will be published on your webpage, so it is important that it looks great!
• Upload your updated core risk assessment through the registration webform.

Yes! This will help us pass on all the relevant information if and when the positions are filled, so that new committee members can hit the ground running. Please encourage all of your current committee members to document any relevant information or login details which may be useful in the future.

If there are no elected committee members for the next academic year, please send your handover document straight to us at su.activites@ucl.ac.uk. 

Access is granted to president ands treasurers once core training and annual registration has been completed.

Please note that the Leadership module involves some long-answer questions which require reviewing by our team, which may cause a short delay. However, we aim to review these as soon as possible after submission.