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
Handing over to a new committee
What is a handover?
A handover is the process of preparing your successor for their year ahead by helping them share in the experiences and knowledge that you've gained in your position.
A handover is required to give your successor the best chance of continuing the success of your society or club, and means they can start their year confidently.
It is also worth noting that depending on your committee start and finish dates it may not always full within the standard academic year. If this is the case, please do speak to the relevant co-ordinator.
How important are they?
Massively! The most important thing that you can do to ensure the future success of your student group or area is by setting them up with a strong handover. This is your opportunity to help them build on any mistakes that you've made, AND carrying on any great successes that you've started. A good handover takes time and a lot of effort, but it will be the best project that you can do all year. It is also massively rewarding for the predecessor, as this handover process gives you a great example to reflect on your own strengths and learn to articulate your successes.
What should your committee do?
- Show your successor what it is that you actually do – what their role entails and what responsibilities they have
- Give some key advice about your experiences over the year – for example, what went well, or didn’t
- Reflect on your year and how you've been supported as a volunteer
- Introduce them to any key contacts they may need for the year ahead
What else is there?
We would recommend at least doing one of the options below:
- A shadowing day, so that your successor can see your day-to-day work.
- Meetings and introductions with the relevant Union / University staff and other volunteers that they will be working with next year.
- Talking through your successor's strategic aims for the year, so that you can give your feedback on them based on your experiences.
- If you had a year plan; run through it with your successor. Discuss what you achieved, what you couldn't achieve and why.
Are you an outgoing President?
If you're the outgoing head of a student group, then you'll want to organise a committee-to-committee handover, on top of a handover to the next head. This usually works best in person with as many current and incoming members from the committee attending as possible. This section will help you prepare and structure this session.
You may want to include:
- Some team building games – a quick online search can find a multitude of different ice-breakers and team building activities. You want the incoming committee to begin to get to know each other and feel comfortable.
- The purpose of your student group or committee – help the incoming committee understand the key aims that have helped guide your committee for the year. Is it to bring people together socially? To educate? Volunteer? Build Community? Fundraise? Compete and achieve? Perform? A specific output?
- History – understanding the history and context of the student group can help give responsibility to the incoming committee.
This can also be a time to go through a timeline for the year ahead, the ideas and individual aims of the incoming committee, good working practices, team values, showing them where Student Activities is, etc.