New Society Pack

W E N TY E I C O S CK PA

WHY START A SOCIETY? Firstly, thank you for showing your interest in creating a new society. We have around 50 societies here at Bucks, and we’re always looking to create and support more.

This pack should guide you through setting up the society. It may seem like a lot of work to complete, but all your hard work pays off. Don’t take it all on by yourself, work with those who are interested in joining the society and your new committee members. Work as a group and use the help offered from the Society’s team in the Students’ Union. Societies are fun and once the paperwork is completed you can enjoy your time, meeting with people who share similar interests and improving your student experience.

So, what’s the next step? After you’ve got 10 signatures and completed the New Society Form on our website (bucksstudentsunion.org/newsocietyform), please arrange a meeting with the Societies and Volunteering Assistant by emailing: rebecca.hamer@bucks.ac.uk.

Why you should start a society: • You will received help, guidance and support from the Students’ Union.

• Increase engagement with the Students’ Union.

• Create a legacy – a society that can be enjoyed by many members for years to come.

• Be a pioneer – set up a society that has the potential to be extremely successful.

• Societies at Bucks are free to join and you can apply for a grant of up to £500 to help fund society activities.

• Learning and developing soft skills by being on a committee, which can help with employability.

• Meet new people with similar interests, expanding you social network outside of your course and flat mates.

SETTING UP YOUR OWN SOCIETY It’s fantastic that you want to start up your own society and we are here to guide and support you throughout this process.

1) 10 members and your new society interest form: We need you to find at least nine other members who are interested in the society that you wish to set up. Once you have got 10 members, please complete the new society interest form and arrange a meeting with the Societies and Volunteering Assistant.

2) Find yourself a committee: Now, it’s time to start thinking about your committee. You’ll need a minimum of three committee members in order for your society to become affiliated with the Students’ Union. These roles are Chairperson, Secretary and Treasurer.

3) Elections: Any current student at Bucks can stand for a committee position in a new society (and can even run for more than one position). Please ask ALL potential members if they would like to run for a committee position. After the nominations stage, we will host an election (normally online) and your members can vote for the candidates they wish to be on committee. The online election will last for a week and results will be sent via email. You’ll find opportunity profiles with this pack which explain the roles in more detail, including a full list of duties and responsibilities that the roles entail.

4) Training: Each committee member must be fully trained by the Societies and Volunteering Assistant. Training will help ensure that the society runs smoothly and will train the committee with everything they need to know in terms of running a society. During training the Societies and Volunteering Assistant will run through all compulsory paperwork which needs to be completed within 30 days after the training session.

5) Online membership: All members of your society will need an online membership. Members can get these by visiting the Students’ Union website. You must select your chosen society and ‘add membership to your basket’. Members must have an online membership before taking part in society activity. The membership allows the Students’ Union to accurately track all members of societies and provides us with information if we need to contact them or their next of kin. Online membership also entitles member to vote in society election or take part in group decisions made by the society.

6) Advertising your society: If you have created your society in time you may be able to attend Freshers’ Fair; Freshers’ Fair is chance for your society to advertise what you will be getting up to and recruit new members. To apply for a space at Freshers’ Fair, please check bucksstudentsunion.org/whatson. Each society also has a minisite. This is a chance for your society to tell everyone what you will be doing, when you meet and who to contact if anyone wants to join. Society display boards are another way to advertise your society, they are located on the East Wing ground floor. Social media is a great way to advertise your society and to maintain contact with your current members.

7) You’re good to go!

After the election and online membership – your society is ready to go!

Remember you can apply for up to £500 through the grant process. This will help cover the cost of trips and activities for your members. You’re also ready to work through the accreditation scheme, more details can be found in the Society handbook.

PAPERWORK EXPLAINED Paperwork is essential for all societies to complete. There are a number of documents that you must complete and these are: Risk Assessment The risk assessment is a vital part of the society for the health & safety of your members. We need all potential risks to be assessed and handed in to the Student Activities team.

Equipment Inventory This is a list of any equipment that you may have. We need to know details of this and where you are storing it. This is equipment that has been funded by the Students’ Union. There is an equipment inventory form to complete – if you do not have any equipment, just let us know.

Constitution The constitution is a document that ensures members are adhering to a set of rules in order to ensure the society is inclusive and runs safely and smoothly.

Development plan The development plan is paperwork that allows you to plan for the longevity and future of your society. There are five sections to the development plan: communication, membership & development, events & activities, finance & budgeting and accreditation. The plan should set goals and aims over the course of the year for the society. This plan should be set in line with the grant form.

Grant form The grant form is a document where you can apply for funding from the Students’ Union. Societies can apply for up to £500 and this money will be granted for trips, activities and equipment. This document should be written in line with your development plan.

Society Recognition Here at Bucks we love to recognise all the hard work that your society have been up to. Each month we look at each society, check what they have been involved with, have you volunteered? Held an interesting session, seen a decline in your members or even just done something that make you stand out from the rest? We also award the Society of the Year and the Committee member of the year at our annual Union Awards ceremony.

Remember the Societies & Volunteering team are always here to help and assist you with your paperwork or any other enquires you may have.