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Society & student media handover

This information is for committee members of societies & student media groups. When the committee members of a student group are being renewed, the outgoing committee members must handover the group. This involves passing on relevant information to the new members in order for them to continue running successful groups.

At the end of the academic year, we need to know which groups are continuing in the following September and we require a completed affiliation form to update our committee contacts. The deadline for 2017/18 is Friday 23rd March 2018. The current committee will continue in post until the end of the Spring Term 2018.

Society & media group affiliation form »

To run a Students’ Union society or student media group you’ll need:

  • A student-led committee of at least three people to organise your activities - All committee members must be democratically chosen by the full members of the society.
  • A constitution to outline what you’ll be doing and how the group will be run - the handover form provides a template for this, if your group has a seperate one then please email it through to societies@sussexstudent.com after you have completed the handover form below.
  • A code of conduct which outlines the responsibilities of the group and its members - this is included in the handover form and you will be asked to agree to this when completing the handover form.
  • A risk assessment to cover the main activity your group will be doing - most groups will have one already or be covered by our generic 'meetings & socials' template. The Societies Administrator will be in touch to ask you to update or complete a risk assessment as neccessary. Click here for more information about risk assessments.

What happens next?

When your affiliation form is submitted we will be in touch with any queries and ask for an updated risk assessment for the following year if required.

If you are leaving your role as a committee member you may a request a certificate to commemorate your role.

The Students’ Union is here to support your group with advice, funding, resources and more. Make the most of it by talking to a member of the Union Hub team to find out how we can help.

We’ll be in touch about the Freshers’ Fair and training.

In the meantime if you have any questions about running a society, filling in this form or anything else just get in touch. Nothing is too big, too small or too obvious and we’re here to help.

Need help?

We’re here to help committee members run societies & student media, you’re welcome to come in and see us at any time in the Union Hub on the first floor of Falmer House but if you’d like to book an appointment get in touch.

Activities Officer - Lucy Williams
Email: activities@sussexstudent.com 

Societies Administrators - Mike & Adesola
Email: societies@sussexstudent.com
Phone: 01273 873415

Societies and Student Media Coordinator - Charlie Temperton
Email: charlie.t@sussexstudent.com
Phone: 01273 678625

Useful resources

There is lots of information online to help you find out about resources and funding for student groups plus how to organise events and publicise your group.

Society & media group affiliation form »

Request a certificate for your role »

How to videos: how to create committee positions & set up an election » 

Health & safety information for student groups » 

Information for committee members »

FAQ's

  • My society is new this term - do I need to fill out the form?
    • If your society was only recently approved for 2017/18 then no, you do not need to fill out the form.
  • Our committee is not changing - do we still have to fill out the form?
    • Yes - we need confirmation that every society and media group that intends to continue in September 2018 has at least 3 Sussex students on the committee who will still be current students in Septmeber 2018.
  • Can I get a certificate to commemorate my role?
    • Yes! Please fill out this form to request a certificate. You may choose an electromic (PDF) or paper copy (printed in colour on certificate paper). If you request an electronic version it will be emailed to you. If you request a paper version you will be informed when it is ready for collection by the Societies Administrators. We will not post certificates unless it is absolutely necessary. You can email the Societies Administrator on societies@sussexstudent.com to arrange this.
  • How do we do an election?
    • There are a few different ways; you can run an election through your group's mini-site, click here to find out more. You could also hold a vote during a meeting, make a surveymonkey or use a google form. The only rule we have is that it must be a democratic election. You must have a democratic vote with your members, it should not be an application or interview process. The Students' Union has rules and guidelines around elections related to Student Reps, Representatives, Trustees, Part and Full-Time Officers, that are useful for societies and media groups too. Click here to read the them.
  • What happens if my society or media group doesn't hand over?
    • If you don't let us know your group has handed-over by filling out the affiliation form by the deadline, then your group will be dis-affiliated from the Students' Union, deleted from the website and any funds held in your group's bank account will be frozen until the group is re-established. Any un-affiliated groups will not be allowed a stall at the Freshers' Fair in September 2018, will not be eligable for funding, and no longer have access to the room bookings and resource booking system.
  • When can we become an affiliated group again if we miss the deadline?
    • Applications to become an affiliated group may not be reviewed until AFTER Freshers' Week 2018/19. This is because the Societies Committee Reps, who are responsible for reviewing applications, will not be meeting until Week 1 of the Autumn Term 2018/19, as well as the Societies Administrators only being employed during term-time only, meaning the application can not be processed until there are admin staff to register their details and set up the group officially.