So, it's a new academic year and you aren't sure what needs to be done to make sure your society stays in the Students' Association? We can help!
Each year you'll need to submit several forms and make sure that your information is up to date.
The following forms should be submitted:
Membership declaration (to certify that you have at least 25 paid members)
A general risk assessment for your regular activites (larger events should be separately risk-assessed)
Asset Declaration (this must be submitted even if you have no physical assets)
You must also make sure that the following information is up to date:
your society non-personal details
your constitution (e-mail a PDF copy to socelect@ if it is missing)
your committee member details (this should be done by filling in an AGM details form if you haven't updated us since your last AGM)
your bank mandate (which changes the signatories on your account) must be handed in to the cash office before you give it back to the bank
You can access the forms by going to our dedicated minisite and logging in with your society's details. These were emailed to societies' non-personal email addresses and most presidents and treasurers on the 22nd September 2011; if you aren't aware of having received the details, please check your old email! If you definitely didn't receive the email, you can ask for the login details from the webmaster. Once you're logged in, you can access the forms by using the Navigation menu on the left.
The asset declaration should include all the various valuable items owned by your society, so that we can keep track of them for insurance purposes, and you should still submit an (empty) one even if your society has not a possession in the world! The member declaration is nice and quick, and simply assures us that you have the required 25 members in your society, each of whom have paid you at least £3 in membership this academic year. We can't affiliate any societies without the minimum number of members!
As well as submitting the forms, you'll need to attend Treasurers' and Health & Safety training. Your treasurer must attend the former and another executive member of the committee should go to the latter (Treasurers cannot attend both sessions, unless they are able to bi-locate). Details of training times will be emailed round the societies at the start of semester one.