How To Directory
- 1. How to Run a Club or Society
- a. How can members join/register for your society?
- b. Code of Conduct
- c. Writing a Constitution
- d. Adding/changing committee members and positions
- e. Creating a society email account
- f. Getting SUSU website hosting
- g. Sending a mass email to group members
- h. Receiving paper mail for your group
- i. Running your Annual General Meeting (AGM)
- j. Handing over to a new committee
- k. Terminating your Student Group
- 2. How to Make Your Society Inclusive
- 3. How to Organise Events
- a. Creating a balanced programme of events
- b. Getting people to your event
- c. Considering Health & Safety for your event
- d. Running an event outside SUSU premises
- d. Running an internal or external event
- e. Running an event on SUSU premises
- e. Running your own charity event through RAG
- f. Involving external speakers
- 4. How to Promote Your Group
- 5. How to Book Facilities and Transport
- 6. How to Manage Your Money
- 7. How to Manage Equipment
- 8. How to Manage Health & Safety
- a. Making a Health & Safety policy for your group
- b. Important SUSU and University regulations you need to know
- c. Ensuring you are covered by insurance
- d. Complying with SUSU data protection policy
- e. Electing a Health & Safety Officer for your committee
- f. Completing a risk assessment
- g. Safeguarding your members
- h. Ensuring your Group's safety when manual handling
- i. Preparing and supplying food
- j. Dealing with incidents
- 9. How to Run a Sports Club
How to Apply for Grants from Students' Union
To apply for funding, select the 'Apply for Funding' option from the admin page at http://www.susu.org/groups/admin.
Grant funding is funding provided by the Union directly to affiliated Clubs and Societies.
Grant funding is not designed to cover the day-to-day running costs of the group. These should be covered by membership fees, fundraising or from other sources. Grant funding is designed to cover the costs of resources, specific pieces of equipment or trips that wouldn’t otherwise be able to be provided by the group.
On average, the ratio of funding requests to available funds is 5:1 – for every £5 requested, only £1 is available to be allocated. This necessitates a stringent application and decision-making process when it comes to the allocation of funds.
Is your group eligible?
- You need to be a club or society affiliated to the Students' Union
- You need to be up to date with any of your support package obligations
- You need to have at least the minimum number of members for your chosen support package at registered on your group hub.
- Your committee needs to have discussed the funding request and be in agreement with your application.
- Your club or society should not have a negative bank balance.
- You must have a bank account for your club or society (since if you get awarded money it needs to be paid to somewhere). Please let us know if your bank details have changed (if the Union has your bank details from previous years you do not need to supply them again).
- You have provided evidence for previous use of grants that you were awarded (this will apply for applications in Funding Round #2 in Autumn 2018 onwards)
What your group can request funding for...
- Funding has been split into categories
- Funding is then split again into pots. The funding pots you can apply for will depend on your support package.
- There is no limit to how much funding you can apply for.
- Core Grants are there for the improvement and development of Clubs & Societies, and to help support them in their activities. This is for contributions towards essential equipment that membership, subs and income for the club or society cannot cover
- Community Grants are given out for Clubs & Societies wanting to engage with the local community in outreach, engagement and volunteering projects. This funding must be to facilitate the club or society in the community and cannot be given to community organisations directly
- Collaboration Grants are given across two or more Clubs & Societies for joint projects, events and activities they want to run. This can be applied for under multiple zones and approval will be needed from all clubs and societies involved.
All the categories listed above (Developing), but also:
- Tours & Competitions
- The Tours & Competitions Pot gives Grants for Clubs and Societies go out to participate in their activities. This pot can be used for competitions, tours, events, conferences and any other trips that will develop the club or society.
- Zone Campaigns
- Zone Campaign Grants are available to Clubs & Societies who want to engage in campaigns and aims promoted and supported by their zone. Each year, the Zone committees will decide these campaigns and aims.
- Applications that require a single payment over £1000 for items that will last longer than 3 years are put into the Capital Pot. Capital Grants are decided on by the Union’s Trustee Board rather than the Zone committee. All capital equipment remains strictly the property of the Students’ Union
The funding application process...
- Funding decisions are made by representatives from your relevant Zone committee.
- You would normally apply for the majority of your funding in the first round. Once all the money from a particular funding pot had gone it will be closed to future rounds of applications.
- If you were granted less money than you applied for or think the decision was unfair then you are welcome to amend and improve your application and resubmit during the next funding round.
Applications are processed in accordance with the Resource Allocation Procedure, as approved by Clubs and Societies Committee. Although the procedure goes into details about resource allocation in general, the following principles apply particularly to funding allocations:
How will your application be judged?
- Whether your application helps towards the Zones aims and objectives. They may be as wide and general or may be really specific.
- On how your application will benefit your members (and how many of them it will benefit)
- Whether there are any obvious more appropriate alternatives.
- Whether an application could be partially funded and achieve similar results i.e. the committee may choose to grant a reduced amount or for only some of the items requested.
- Whether amendments/conditions of the funding should be implemented e.g. that the group submit a report after the event, find a cheaper quote or do a joint venture with another group
- The groups input (whether this is financial or in another ways such as time and resources).
What won’t you be granted funding for?
The budgets exist to help student groups achieve their aims and objective, however, you should be aware that there are certain things that the Union cannot finance. These include but are not limited to:
Social tours/social events
Tours with joint social and developmental purpose are acceptable. Social events must further the group’s aims.
The Union doesn’t subsidise events that student groups will make money on (with the exception of fundraising).
As a students’ union, Union funds must be spent on activities that directly affect the lives of our students.
Food and drink
Students should fund food and drink themselves.
Direct donations to other charities
The Union can facilitate fundraising for charities but can’t make direct donations itself.
Application that doesn’t benefit all members (including personal items)
Items should benefit members generally (current and future).
Facilities already provided by the Union (space, website hosting)
The Union provides many facilities free of charge already.
Flyers and leaflets
As decided by all-student vote in the Annual General Meeting in 2016, the Union no longer provides funding for flyers and leaflets, as they are unsustainable forms of promotion. Consideration should instead be given to other forms of publicity.
In addition, we will not fund applications:
- When the cost outweighs the benefit (e.g. expensive equipment that can be hired/ alternative used, hiring expensive performers)
- If projects/items that lack detail (you need to tell us what it is, how much it is and why you want it).
- If you received funding from for a similar item recently.
- For things you have already paid for (retrospective bids).
How we decide applications
Applications will only be considered outside the funding cycle in exceptional circumstances, such as where a requirement for funding has arisen after the previous deadline for funding requests, and the event or activity is to be held before the next round. Such applications should be made in writing to the relevant Sabbatical via email and must be approved by the Zone Committee, though this may be done electronically.
Applications are considered by Zone Committees at dedicated meetings to be held within two weeks of each funding application deadline. Groups will be notified of the decisions as soon as reasonably practicable.
How to spend allocated funding?
- You will receive the funding straight into your student groups bank account and Money Hub.
- You must spend the funding on the items specified in your application, if you wish to spend it on other items you must reapply.
To give your application the best chance of receiving funding follow our top tips;
- Make sure the application form is filled in correctly and completely.
- Be realistic, it’s very unlikely that your application for £2000 worth of glow sticks for a single event will be approved.
- Generally, the committee like to see as many people as possible benefiting from their funding as possible so make sure you specify how many people will be involved/attend your event/use the equipment
- Show value for money, can you buy in bulk? Can you share equipment with other groups? Have you asked different suppliers for quotes?
- The committee is generally reluctant to repeatedly fund the same groups and/or activities so consider how you can make your group and its activities more sustainable, consider organising additional fundraising, sourcing external sponsorship or scaling down your plans to make them more manageable.
- Remember each zone only has a limited amount of money to grant. As a rule, you should not expect funding from the Students' Union and should plan accordingly