Committee Resources

Understanding what a Committee does

Watch our video explaining the nine things you need to know about the committee roles and how to run your society or sports team: WATCH now

A committee is a group of people who run an activity. It's important that the committee represent the whole organisation and work well together. Without them, the society or club can't exist.

Click on the drop downs below to read more. If you need any help with a club, society or sports team, Aimee (a.hayes6@uos.ac.uk) is your main point of contact for anything relating to sports, societies and clubs. If you'd like some support with social media, promotion and website content you can contact Moira (SU's marketing and comms manager - m.bryan@uos.ac.uk).

We will also soon have our new incoming president of activities and wellbeing who is also here to support our student members.

What are the committee roles and responsibilities?

For your sport, society or club to run, you need to have the three signatory committee roles filled. These are president, secretary and treasurer. The president is the head of the society/club, and they oversee everything including meetings, events and activities. They are also the main contact with the SU. The secretary takes a lead on the administrative tasks including keeping minutes of meetings, sorting transport arrangements, room bookings and other admin. The treasurer keeps a record of financial info and presents budget updates and is usually responsible for writing bids for additional funding. Other optional committee roles include social secretary and wellbeing officer.

What are the benefits of being a committee member?

Being a committee member gives you loads of experience and transferable skills you can add to your CV. It'll give you the opportunity to demonstrate leadership, plan events and you'll develop excellent communication and organisation skills. There will also be ad hoc opportunities which may include invites to conferences or events in or with the local community.

How do I promote my sports team or society?

You will need to have a web page set up on the student union website with information like meet up dates and times. The SU will set this up on your behalf, you just have to send the following details to Aimee: Introduction to the society Society/Sport/Club Logo Committee members and their roles and who to contact should anyone have questions/want to join Membership fee (annual) and what this includes - I can then add tickets for people to sign up and pay via the website A photo(s) of the group/meet up Info on regular meet up days with dates, times and location if you have these Don't worry if you don't have all of this info yet. Your page can be set up with basic information, and elements can be added later. You should have a social media page. Some societies will already have accounts set up and login details should be included in handover docs. Social media pages help to promote your society/sport and keep your members informed. Please tag the SU in any content and we will try our best to repost it to support your reach to students. Committee members will get access to a Canva account where you can create posters/ social media posts etc.

How do we recruit members?

You should be thinking about the ongoing recruitment of members. You can do this through give it a go sessions and promoting on your social media platforms You will be invited to attend Freshers events and open days to recruit new students so take up these opportunities where you can!

What membership fees do we charge?

Membership fees are mandatory (including the committee) and the price depends on what you offer

How do I plan events?

Societies are encouraged to host and plan regular meetings, activities, events and trips. Aimee can support you with planning where needed and all meetings/events require a risk assessment to be completed. A template will be shared, and training will be offered on this. There is an activities fund (used secondary to your own funding) which you can apply for. For more information on the process, contact Aimee.

What training will I get?

Training will be delivered in late September/ early October Compulsory in person meeting with members of all the other society You’ll be able to get to know members of other committees and learn how to best run a sport, club, or society.

What is the average time commitment for a society?

This depends on the society you're in as well as the role that you hold, but it could be anywhere between 30 minutes to 2 hours a week. The regularity of your meetings will be decided by the committee. Notes should be taken and shared with the committee afterwards, so there is a record of points and any actions.

How do we ensure events are inclusive?

Ensuring activities are affordable and venues are accessible Use inclusive and non-discriminatory language in promotion materials Run beginner-friendly activities and clearly state that no experience is necessary Attend committee training e.g. Active Bystander, which will explore elements of EDI Set behavioral expectations with members when they join. The SU has a code of conduct that does not tolerate discrimination or harassment. Offer opportunities for members to feedback

What are the student union rules?

The bye-laws and Articles of Association set out the rules on how we run as an organisation, and what different powers and responsibilities various student groups and representatives have. The bye-laws can be reformed by the Trustees and by Student Council working in tandem. Our Bye-Laws can be found here: Bye-Laws and Strategy

What safeguarding measures do we need in place?

Please report any safeguarding issues to Aimee who will follow SU procedures to report/investigate if necessary. You must ensure a risk assessment is completed for any and all activities. A template is provided. This should be completed at least 2 weeks before the event to give time to review and approval and any changes to be made if necessary. Risk assessment training will be offered to committee members and if you need any additional support with completion, Aimee is here to help.

How do we get reimbursed for society's expenses?

Before making any purchases, please contact Aimee with details so she can approve the spending. You can request a reimbursement form from Aimee, where you will give details about the purchases.

What’s the process for booking rooms or venues through the SU?

Please contact Aimee via email with details including dates, times and an overview of what the room will be used for and any specific room requirements. Aimee will look at availability with the Uni and confirm bookings via email.

Is there a platform for tracking and managing our members/ see who signed up?

Presli has been used for tracking and managing members – This will be introduced during in person training.