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 Terminate Your Student Group
1) Speak to the Student Activities Department
In the first instance, you should speak to a member of the student activities department or email email@example.com. They will be able to address any problems in case the group can continue in a different capacity or alternatively advise you on how to close down the group.
2) Provide written confirmation to SUSU
Once you are certain that you would like to terminate the group you will need to provide Student Activities with written confirmation. Please note that groups will only be terminated at the end of a term or academic year, depending on the group’s circumstances. Student Activities will advise you on this. This will be passed onto our finance department so that they can ensure the group’s finances are in order.
3) Get approval from the Student Groups Committee
Both the creation and termination of student groups need to be approved by the Student Groups Committee. The Student Activities department will advise you of how to do this when you speak to them. You do not have to attend this meeting if you do not wish to.
4) Inform your members
It is important that you send all of your members written confirmation which informs them that the group will be terminating on a given date.
You will need to ensure that any outstanding bills or invoices have been paid, including those to the Union. Once this has been done, any remaining funds should be allocated according to the rules in your constitution. If your constitution is unclear, or does not include provision for this, you should first attempt to donate the funds to a similar group, failing which the Student Groups Committee will decide how they should be disbursed.
You should then provide your bank with written confirmation that you will be closing down the account.
Any equipment belonging to the group should be sold or returned to SUSU. If you are unsure of the best way to do this, please speak to the Student Activities department.
You will need to make sure that you have cancelled any bookings you have made with SUSU, the University or external providers.
Termination of the Student Group by Union Southampton
SUSU reserves the right to terminate a Student Group at any time under their concerns to meet their duty of care to the students. This may include any breach of the Student Group Code of Conduct or if the group is not meeting the Union’s condition of being a student group. i.e. Dropped below the minimum number of members, must be open to everyone, must not duplicate, must not be too narrow and must have genuinely serious aims and objectives. Where possible a notice period will be given.