Regulation 3 CLUBS & SOCIETIES REGULATIONS Contents: 0. Definitions 1. Introduction 2. Affiliated Clubs and Societies, and Membership 3. Help and Support for Clubs and Societies 4. Appointment and duties of principal officers 5. Meetings 6. Elections 7. Colours and Honours 8. Postering policy 9. Room bookings and events on campus 10. Health and safety 11. Finances, Fundraising and Event Management 12. Grants 13. Sponsorship 14. Complaints and Disciplinary Appendices: Funding for Clubs and Societies Agenda for Club and Society meetings 0 Definitions 0.1 The term ‘QMSU’ shall refer to Queen Mary Students’ Union, University of London. 0.2 The term ‘SAWG’ shall refer to the Student Activities Working Group 0.3 The term 'Club' shall hereafter refer to a Sport Club of Queen Mary Students’ Union, University of London. 0.4 The term 'Society' shall hereafter refer to an affiliated Cultural, Political or Social Society of Queen Mary Students’ Union, University of London. 0.4 The term 'VPSA' refers to the Vice-President Student Activities sabbatical trustee of Queen Mary Students’ Union, University of London. He/she will have responsibility for the overall activities of all QMSU Clubs and Societies though shall focus on the budgets and activities of Mile End Clubs and Societies. 0.5 The term ‘Clubs and Societies Officer’ refers to a specific member of the Whitechapel Campus Board of Queen Mary Students’ Union, University of London. He/she will have responsibility for the activities of the Whitechapel Clubs and Societies. 0.6 The term ‘Association Treasurer’ refers to a specific member of the Whitechapel Campus Board of Queen Mary Students’ Union, University of London. He/she will have responsibility for the budgets of Whitechapel Clubs and Societies. He will be advised by the Clubs and Societies Officer of the Whitechapel Campus Board. 1 Introduction 1.1 Clubs and Societies are an important part of QMSU and student participation is essential. Members can enjoy a wide range of Club and Society activities with assistance from QMSU. 1.2 Financial assistance from QMSU to Club and Society activity, consistent with the Club or Society constitution enables students to pursue their interests. The amount a Club or Society receives is decided annually by the VPSA for Mile End groups or jointly by the Association Treasurer and Clubs and Societies Officer for Whitechapel groups; with advice from the requisite SAWG. The figure is dependent upon funds available to QMSU as a whole. For more details see Appendix 1: Funding for Clubs and Societies. 1.3 There are two types of Clubs and Societies, ‘Core’ Clubs and Societies which receive direct funding from QMSU and ‘Foundation’ Clubs and Societies which do not. All Clubs and Societies in their first year are classified as Foundation Clubs or Societies. 1.4 Students, elected annually by Members of their Club or Society, manage Clubs and Societies. Members of QMSU can easily join a Club or Society, but only by active participation can they influence the management of the Club or Society. 1.5 The portfolio of QMSU Clubs and Societies is broad; however, if a particular taste is not catered for, new Clubs or Societies can be established. 1.6 Clubs and Societies of QMSU are bound by its general policies including the QMSU Disciplinary Policy and QMSU Equal Opportunities Policy. 2. Affiliated Clubs and Societies, and Membership 2.1 A Club or Society affiliated to QMSU shall be adequately controlled and governed with its own Constitution and in accordance with the QMSU Constitution and the Regulations and Policies made thereunder. 2.2 There shall be two sets of student groups. Mile End (ME) Clubs and Societies, and Whitechapel (WC) Clubs and Societies. Regulations for the two groups are broadly the same, but there are slight administrational differences which will be specified throughout these regulations. WC Clubs and Societies shall be apolitical and non-religious. 2.3 Full Membership of WC Clubs and Societies is limited to students of the Barts and the London School of Medicine and Dentistry (SMD) on a course leading to a qualification within Medicine and Dentistry and Sabbatical officers. Full Membership of ME Clubs and Societies is available to each and every student of the College who has not opted out of QMSU Membership. 2.4 WC Clubs and Societies lie within the jurisdiction of the Whitchapel SAWG and ME Clubs and Societies lie within the jurisdiction of the Mile End SAWG. 2.5 A proposed Club and Society may apply to the Student Council, with advice from the SAWG, for affiliation to QMSU provided (a) it has twenty members who are Full Members of QMSU, (b) its aims and objectives do not clash with those of a Club or Society already affiliated to QMSU, (c) it has a Constitution which is democratic and provides for the Club or Society having both a President and a Treasurer. 2.6 Clubs and Societies, once affiliated, shall remain affiliated to QMSU provided (a) that in Semester B of each academic year they provide an updated Constitution, (b) that at the start of Semester B of each academic year they have a list of the members of whom there must be at least twenty who are Full Members of QMSU, (c) they uphold the Clubs and Societies’ regulations. 2.7.1 Should a Club or Society’s membership be below 20 members by the first day of the Semester B it will be disaffiliated. 2.7.2 If the Club or Society is very active in QMSU, attending all relevant QMSU meetings regularly, holding at least one event a month and meeting with the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies) regularly that Club or Society may, at the discretion of the VPSA or Clubs and Societies Officer, be classed as a ‘Foundation Society’ rather than disaffiliated. It shall not be eligible for direct QMSU funding but may use QMSU Facilities. 2.8 It is the responsibility of all Foundation Club and Society Presidents to meet with the VPSA once a month to assess the Club or Society’s progress. If they do not meet regularly with the VPSA they will be disaffiliated. 2.9 All Clubs and Societies must provide a short monthly report to the SAWG. 2.10 Further to 2.6, a Club or Society shall be disaffiliated if their QMSU accounts are inactive for more than one year. 2.11 The VPSA may, if they think necessary, suspend any financial support given by QMSU to a ME Club or Society upon evidence of financial mismanagement, contravention of QMSU’s Constitution or its Byelaws or any regulation made thereunder or contravention of the Club’s or Society’s own constitution. The Association Treasurer may make a similar decision for any WC Club or Society. 2.11.1 Upon Disaffiliation, or suspension of financial support, the Club or Society has ten working days within which to appeal to QMSU. An appeal will then be considered by QMSU at the next meeting of the Student Council, to which the Club or Society concerned will be allowed to present their case. The Student Council will then decide one of three options: to lift the suspension, continue the suspension or disaffiliate the Club or Society. 2.11.2 If the Student Council decides that the Club or Society, which has had its case heard against suspension or disaffiliation, should be re-affiliated and the suspension of financial support should be lifted then that Club or Society in question must then enter a trial period lasting until the next Student Council after the case has been decided upon, or 6 weeks, whichever is the shorter period. By the end of this period they must have at least 20 full paid members on the Club or Societies books and have held at least one event, which the VPSA (or nominated representative) attends for ME Clubs and Societies, or the Association Treasurer or Clubs and Societies Officer (or nominated representative) attends for WC Clubs and Societies. 2.11.3 At the end of the trial period as laid down in Paragraph 2.11.2, if the Club or Society has not complied they will automatically have all financial support suspended from QMSU. 2.11.4 Upon reaching the end of the trial period, Student Council has the authority to re-affiliate a Club or Society that has NOT complied to the conditions in 2.11.2. However the lifting of the suspension of financial assistance will then be decided by VPSA for ME Clubs and Societies or Association Treasurer for WC Clubs and Societies, as and when they believe the Club or Society is compliant with to the conditions in Paragraph 2.11.2. 2.11.5 If the Club or Society DOES fulfil the conditions set in Paragraph 2.11.2 the Student Council will then ensure that the suspension is lifted and the Club or Society shall be re-affiliated and carry on as normal. 2.12 In addition to the limitations in 2.3, only the following may be members of QMSU Clubs and Societies (a) A full member of QMSU (b) A QMUL alumni who holds a life-membership (c) A member of QMUL staff 2.13 Members wishing to join a Club or Society can do so in person at the Blomeley Centre or the Association Reception. Members must produce their student card, staff card or Associate/Life Membership card. 2.14 Memberships are also available online at www.qmsu/sportsandactivities. Members must log in using their UCAS/ID number. 2.15.1 QMSU will maintain up to date details in respect of the membership numbers and monies deposited. 2.15.2 QMSU shall make this information available to the requisite Club or Society Presidents and Treasurers. 2.15.3 The membership held by QMSU is definitive. Any reference made to membership numbers within these regulations refers to the list held by QMSU. 2.16.1 To participate in a Club or Society activity, the participant MUST be a member of that Club or Society. “Taster sessions” are permitted, but these must be defined in the Club or Society Constitution. 2.16.2 No participant may represent a Sports Team, without being a member of the requisite club. 2.16.3 Where a Club or Society has a reciprocal membership agreement with a National Governing Body, this should be specifically communicated to QMSU and defined in the Club or Society Constitution. 3. Help and support for Clubs and Societies 3.1 Help and Support for Clubs and Societies is available; both in person and online. 3.2 In person, the Blomeley Centre and the Association Reception are the first ports of call. There is a Sports and Societies Manager to assist the VPSA and the Clubs and Societies Officer, and the administration and development of Clubs and Societies. 3.3 Regular committee training sessions will be provided. As per 4.1.4 and 4.4.2, Clubs and Society Presidents and Treasurers are mandated to attend training. 3.4 QMSU provides a number of resources online. They can be found on the website at www.qmsu.org/sportsandactivities 3.5 Each Club and Society President will be provided with a forwarding email account. 3.6 A section of the QMSU website, www.qmsu.org, will be available for each Club and Society. 3.7.1 External websites are permitted, including pages on social networking sites. However, due to the provision already available, no funding will be made available for this 3.7.2 The content of external websites will be periodically monitored and any website tat is linked to a Club or Society should be in line with the QMSU Constitution and the regulations and Policies made thereunder. 4. Appointment and Duties of Principal Officers 4.1 President (sometimes referred to as Club Captain for Clubs) 4.1.1 The Club or Society President shall be appointed by election at the Annual General Meeting (AGM) of the Club or Society for the following year and the President will hold office during this period. The Financial Year commences on the 1st August and ends on the 31st July of the following year. The VPSA or Clubs and Societies Officer, with advice from the SAWG, may refuse a Presidents’ appointment. This decision may be appealed to the Campus Board. 4.1.2 The primary duty of the President is to be the figurehead of the Club or Society and thus to be responsible for ensuring that the Club or Society operates in accordance with its constitution and the Constitution of QMSU. The President is mandated to attend QMSU training sessions as appropriate. 4.1.3 It is the responsibility of the President to call General Meetings of the Club or Society, and organise proper elections for the following year’s committee. 4.1.4 The President shall also be the point of contact between QMSU and the Club or Society members. The President is mandated to keep in regular contact with the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies). 4.1.5 The President shall have deposited a completed President’s Contract with the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies) in order to take up office. 4.2 Treasurer 4.2.1 The Club or Society Treasurer shall be elected by the Annual General Meeting of the Club or Society for the following year. The financial year commences on the 1st August and ends on 31st July of the following year. The Treasurer will hold office during this period. The VPSA (for ME Clubs and Societies) or Association Treasurer (for WC Clubs and Societies) with advice from the SAWG, may refuse a Treasurer’s appointment. This decision may be appealed to the Campus Board. 4.2.2 The primary duties of the Treasurer are to keep current accurate financial information of the Club and Society’s activities and to be responsible for all financial transactions made through the Finance Office; the Treasurer and President are the only member of a Club or Society that may authorise withdrawals or expenditure from the Club or Society accounts. The Treasurer is mandated to attend all appropriate training sessions. 4.2.3 Budget Application forms for the following year will be issued in Semester B, and must be returned by the due date specified. The outgoing Treasurer must ensure that all relevant documents are passed to the incoming Treasurer. The incoming Treasurer must ensure that all relevant documents are retrieved from the outgoing Treasurer. The incoming and outgoing treasurer must have a meeting together with the VPSA (for ME Clubs and Societies) or Association Treasurer (for WC Clubs and Societies) at the end of Semester B to go through the budget application. 4.2.4 The Treasurer must have deposited a completed Treasurer’s contact with the VPSA (for ME Clubs and Societies) or Association Treasurer (for WC Clubs and Societies) in order to take up office. 4.2.5 Any Treasurer encountering difficulties can obtain guidance from the VPSA, Association Treasurer, Sports and Societies Manager or the Finance Office. 4.3.1 In line with its own Constitution, a Club or Society may have other officers, elected at AGM in a similar fashion to the President and Treasurer. 4.3.2 Any committee members must be full members of QMSU. 4.3.3 These other committee positions must be communicated to the VPSA for ME Clubs and Societies, or the Clubs and Societies Officer for WC Clubs and Societies. 4.4 The procedure for the removal of these officers is the same as for the removal of President or Treasurer. 4.5 Further to 4.3.1, 4.3.2 and 4.3.3. For competitive sports teams, a captain for each team should be elected at AGM and communicated to the Sports and Societies Manager. 5. Meetings 5.1 A General Meeting must be called at least six working days in advance of the meeting and the agenda must be closed and publicised by the sixth day. Any motions for the meeting must be presented in writing to the President or Treasurer of the within five working days of the meeting being called. A General Meeting must also be called if a Committee member stands down and there is an election to replace this committee member. 5.2 A General Meeting must be publicised at least six days in advance of the meeting by a method agreed with the SAWG. 5.3 The meeting should be chaired by the President of the Club or Society or by any person that the meeting sees fit, provided that he/she is a member of the Club or Society or related to it. 5.4 An Extraordinary meeting may be called by the President of the Club or Society or by its members, provided that they present the President of the Club or Society and the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies) a petition of names amounting to 1/3 of the Club or Society membership and that the rules of the timing of the meeting, as above, are observed. 5.5 The meeting will have a quorum of 50% + 1 member of the Society. If this limit is not reached, no decision taken by the meeting will be official. The Club or Society may act on the basis of a decision made at an in-quorate meeting subject to sanction by the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies), with advice from the SAWG until such time as a quorate meeting rules to the contrary. 5.6 Minutes of meetings will be taken by the Club or Society. A copy of the minutes, signed by the President or Treasurer must be deposited with the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies) for record purposes. 5.7 Meetings will follow the agenda and form as specified in Appendix II 6. Elections 6.1 Elections for Club and Society committee posts must be held annually before Reading Week of Semester B, at the AGM of the Club or Society. 6.2 Elections will be organised by the President of the Club or Society who will open the nominations at least seven days prior to the date of the meeting. 6.3 Each candidate will be allowed to speak in front of the meeting for two minutes and be allowed two rounds of three questions from the floor. It is recommended that the answers to each round of questions should not exceed three minutes. 6.4 Officers will be elected on a first past the post system of elections, by secret ballot. 6.5 Quorum, as per General Meetings, will be 50% plus 1 of the membership of the Club or Society. If quorum is not reached, then no election result will be official. 6.6 In the event of a by-election the above procedure will stand: the election will be held at an Ordinary General Meeting called by the President or by the members of the Club or Society. 6.7 Any Club or Society officer may be removed from office by a 2/3-majority vote as a quorate General Meeting or by the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies), with advice from the SAWG. 7. Colours and Honours 7.1 Each year QMSU awards certain ME Club members with Colours and certain ME Society members with Honours in recognition of the work they have contributed to QMSU Clubs and Societies and the skill and dedication with which they have participated. Awards given shall be Society Honours, Full Colours and Half Colours. Members of WC Clubs and Societies are honoured upon completion of their courses at ‘Rites of Passage’. 7.2.1 Awards will be made on the basis of nominations received. The President of every affiliated Club and Society has the opportunity to submit a nomination form detailing individuals’ achievements to the VPSA. These forms will then be submitted to the SAWG for consideration. 7.2.2 In addition to the President’s nominations, any member of Club or Society may nominate, but this must be counter-signed by the President. 7.3 Colours and Honours are respectable and commendable achievements awarded by QMSU; as such nominations and awards should be carefully considered. The SAWG may also nominate individuals that they think are worthy of QMSU recognition. 7.4 Society Honours shall be awarded to members of any Society for their outstanding service to a Society’s administration and organisation on a consistent basis. Nominees must be full members of the Society. 7.5 Full Colours shall be awarded to members of Sports Clubs on the basis of out standing merit and regular participation, who are engaged in QMSU-recognised competitions, or required to demonstrate technical ability through official assessments organised by the parent/governing body. As Full Colours are awarded for out-standing merit, it is envisaged that few will be awarded each year. Nominees must be full members of the Club. 7.6 Half colours shall be awarded to members of Sports Clubs on the basis of considerable service or marked improvement and regular participation, who are engaged in QMSU recognised competitions, or required to demonstrate technical ability through official assessments organised by the parent/governing body. Nominees must be full members of the Club. 7.7 Club Colours shall be awarded to members of any Society for their outstanding service to a Society’s administration and organisation on a consistent basis. Nominees must be full members of the Club. 7.8 Successful nominees will be awarded a certificate and will also receive a representation of their relevant Colours / Honours from QMSU. 8. Postering and Flyering Policy 8.1 Clubs and Societies may not place more than 10 A3 sized posters or equivalent around campus at any one time. Only designated notice boards are to be used for postering (permission must be sought from the relevant College department), not exterior walls or pillars, windows or doors. 8.2 All posters must clearly carry the name of the Club or Society organising the advertised event and carry the Union logo. 8.3 All posters must be stamped by the VPSA, the Vice-President Media and Publications or the Barts and the London President (or his nominee) before they are put up. 8.4 If a Club or Society wants to display posters in the QMSU poster-boards around campus, they must liaise with the QMSU Entertainments and Marketing Manager. 8.5.1 If a Club or Society wants to display posters in the Blomeley Centre, they must liaise with Infopoint. 8.5.2 If a Club or Society wants to display posters in the Association, they must liaise with the Facilities and Administration Manager. 8.6 All posters must be removed following the event that they are advertising. 8.7 Clubs/Societies are permitted to flyer, but all flyers must be approved by the VPSA (for ME Clubs and Societies) or the Clubs and Societies Officer (for WC Clubs and Societies). Members must clearly display student ID when giving out flyers. 8.8 Breaches of the Postering Policy may result in disciplinary action. 9. Room Booking and Events on Campus 9.1 Clubs and Societies whose core activities demand it, will receive block bookings in the Sportshall or QMotion Studios. These will be determined by the Sports and Societies Manager, VPSA, Clubs and Societies Officer with advice from the SAWG. Bookings must be requested as part of the Budget allocation submitted in Semester B. Allocations will be decided based on fixture needs, membership levels and level of activity. 9.2 Where Clubs and Societies require a one off booking of the Sportshall or QMotion studios for a core activity, they should request this from the Sports and Societies Manager, at least two weeks before the booking. 9.3 Where Clubs and Societies require bookings for activities outside their core activities, they should request these from the Sports and Societies Manager, though they may be charged at a student rate for the booking. Eg a cultural Society requesting a booking for 5-a-side football booking. 9.4.1There are a limited number of meeting rooms available for booking at the Bancroft Road site and in the Blomeley Centre. Requests to book these should be made through the VPSA. 9.4.2 There are meeting rooms available in and around the Association and SMD. Requests to book these should be made through the Association Reception. 9.5 In consultation with the College, QMSU has responsibility for all Clubs and Society on campus. All activities in open spaces on campus must be approved by the VPSA. A request to hold an event on campus must be submitted to the VPSA, at least a week before the event, or the event may be refused. The participants in the event must follow the Student Activity Events’ Policy (see appendix 3) 9.6 Affiliated Clubs and Societies are able to book teaching rooms within college during teaching hours. Bookings should be made with Room Bookings in the Queens Building and are approved by the VPSA. 9.7 Affiliated Clubs and Societies are able to book teaching rooms within college after teaching hours. Bookings should be made with CCRS and are approved by the VPSA. There may be a charge levied by CCRS for rooms booked after teaching hours 10. Health & Safety 10.1 All full members of Affiliated Clubs and Societies are covered for personal injury insurance and public liability insurance under QMSU insurance policies. 10.2. All QMSU Clubs and Societies are required to observe the individual Club or Society Code of Practice on Health and Safety. The President and Treasurer of each Club are designated Safety Officers with specific responsibility for ensuring that the requirements of the code are observed. 10.3 Those Clubs or Societies (both ME and WC) designated by QMSU as high risk should have regular health and safety meetings with the VPSA and fill out the relevant documentation for all activities. 11. Finances, Fundrasining and Event Management 11.1 Each has two accounts held within the Finance department of QMSU. These are the Grant account and a Subscription account. 11.1.1 The Grant Account is an allocation from the block grant, decided by the VPSA (for ME Clubs and Societies) or jointly by the Association Treasurer and Clubs and Societies Officer (for WC Clubs and Societies) with advice from the SAWG (see appendix 1), it is an expenditure only account, which is zeroed at the end of the financial year (1st August to 31st July). 11.1.2 The Subs Account is for funds raised by the Club or Society. The Treasurer must process all Club or Society transactions through the Blomeley Centre or Association Reception. 11.2 All members of QMSU wishing to join a Club or Society must pay a subscription fee decided by the Club or Society. The minimum subscription fee a Club or Society can set is £5. Subscription fees for Societies are subject to VAT; this must be taken into account when setting the level of the subscription fee. 11.3 The proposed subscription fee for the forthcoming year should be submitted with the budget application at the requisite time in Semester B. Any changes should be communicated to the Sports and Societies Manager at the earliest available opportunity. 11.4 All income, from whatever source, must be paid in as soon after receipt as possible. Income deposited with the Information Point or Association Reception will be receipted at the time of transaction and the receipt must be retained in the Treasurers records. 11.4.1 Cheques accepted by the Treasurer on behalf of your Club or Society must be made payable to QMSU and not the Club or Society. Cheques must be endorsed on the reverse with the student number, the name of the Club or Society and the cheque guarantee card number. Cheques will not be accepted without this information. 11.5 No bank accounts or other external accounts are to be operated by any Club or Society at any time. Any Club or Society that operates an external bank account could, at the discretion of the VPSA (for ME Clubs and Societies) or Association Treasurer (for WC Clubs and Societies), with advice from the SAWG, forfeit their grant allocation for that year and/or be closed down permanently. In addition the Club or Society committee members responsible may be removed from the office and face QMSU and/or College disciplinary procedures. 11.6.1 All Club or Society activities are ultimately the responsibility of QMSU. Clubs and Societies must therefore satisfy certain requirements before approval for any events or tours; which will be granted by the VPSA (for ME Clubs and Societies) or Association Treasurer (for WC Clubs and Societies), with advice from the SAWG. 11.6.2 Any income expenditure budget for any event (detailing any VAT implications), approved by a meeting of the Club or Society, must be presented to the VPSA (for ME Clubs and Societies) or Association Treasurer (for WC Clubs and Societies)at least 6 weeks in advance of the event. Event Plan Forms are available from the Blomeley Centre and the website. Expenditure for an event for which a budget has not been submitted will not be paid. 11.6.3 They will assess the viability of the proposal subject to the Club/Societies current financial position. The proposal will in many cases then be passed on to the Sports and Societies Manager or Entertainment and Marketing Manager. Approval may be granted subject to changes being made to the format of the event. In some cases the proposal may be rejected entirely. Clubs/Societies must therefore not enter into any contract prior to the approval of the VPSA or Association Treasurer. 11.6.4 Tickets for any Club/ Society event may be printed or approved by QMSU; QMSU will use any artwork provided. There may be a small charge to the Club/ Society for ticket printing to defray the cost. Tickets will be distributed to the Treasurer and the President of the Club or Society by the Blomeley Centre or Association Reception. The President and Treasurer will be responsible for the tickets given to them. Tickets can also be sold at the Information point or Association Reception subject to the approval of the VPSA or Association Treasurer. 11.6.5 Money collected from the sale of tickets, whether 'advanced' or 'door sales', must be paid into the Blomeley Centre or Association Reception promptly and in full. No incidental expenses may be paid out of income; these must be claimed as 'expenditure' from the subscriptions account. 11.6.6 Unsold tickets must be returned to the Blomeley Centre or Association Reception. Unsold tickets and total receipts from ticket sales must reconcile to the original ticket issue. The Club/ Society President and Treasurer will be accountable for any discrepancy and may face QMSU and/or College disciplinary action and/or prosecution. 11.7.1 When teams or groups travel by coach/minibus to either a match or a venue, an individual must be appointed to be responsible for collecting fares from each person travelling. The person responsible for collecting fares must at the first opportunity deposit the fares collected. 11.7.2 The amount of fare is determined by the Club/ Society in the context of their overall financial position. Given that QMSU funds a maximum of 1/2 the cost of approved Club/ Society travel, the combined fare from Club/ Society members for each journey should equal 1/2 of the total cost of the travel, unless the Club/ Society has other subscription income at its disposal. 11.8 Club/ Society expenditure is classed by QMSU as either Planned Expenditure or Incidental Expenditure. 11.8.1 Planned Expenditure is defined as expenditure which can accurately be forecast by the Club/ Society and arranged by QMSU in advance of the actual supply of goods/services - examples include: equipment purchase, equipment replacement, group travel, accommodation (inc. Hut Fees), affiliations, coaching and tuition, conferences and speakers fees. This expenditure is budgeted the year before in the Club and Society budget submission. 11.8.2 For all Planned Expenditure an Official QMSU order form must be requested by the Club/ Society Treasurer and prepared by the VPSA, Association Treasurer or the Sports and Societies Manager. QMSU will forward the order form to the supplier to enable the goods/services to be supplied on an 'account' basis and paid for by QMSU at a later date. Suppliers who do not operate account facilities must issue QMSU a Pro-forma Invoice; QMSU will then dispatch payment to the supplier directly, in advance of the supply. 11.9.1 Incidental Expenditure is defined as expenditure which cannot be accurately forecast and arranged by the QMSU in advance of the actual supply of goods/services - examples include; petrol, personal travel, referees and stationary. Reimbursement for incidental expenditure may be reclaimed a follows: 11.9.2 Reimbursement claims may only be reimbursed by Cheque. Receipts must be stapled to the Cheque Claim Form and the payment authorised by the Club/ Society Treasurer, the VPSA, the Association Treasurer and/or the Sports and Societies Manager. 11.9.3 Reimbursement will only be made where the value of expenditure can be met from the appropriate Club / Society account and for Grant sums where the expenditure is consistent with the Club or Society allocation. It is therefore the Treasurer’s responsibility to ensure that expenditure by Club or Society Officers/Members is appropriate and is only incurred up to the value of Grant/ Subscription Funds available. 11.10 Any Club/ Society with a deficit Grant/Subscription account is automatically suspended fromfurther expenditure except with the explicit agreement of the VPSA (for ME Clubs and Societies) or Association Treasurer (for WC Clubs and Societies) with advice from the SAWG. 11.10 No Club/ Society will be able to affect any expenditure until all of the following conditions have been met: a) a Club/ Society Constitution has been agreed by the Student Council, b) a signed Treasurers Contract has been lodged with the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies), c) a signed Presidents Contract has been lodged with the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies), d) a completed Committee Form has been lodged with the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies), e) details of the Club/ Society proposed activities have been lodged with the VPSA (for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies), f) a budget application form has been completed and returned to the VSPA(for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies), g) a grant has been allocated by the VPSA(for ME Clubs and Societies) or Clubs and Societies Officer (for WC Clubs and Societies), h) a club Health and Safety Policy, including a risk assessment, is completed. 12. Grants 12.1 QMSU allocates a grant for Club and Society activities, as long as the Club or Society has 20 members at the time of budgeting and that a budget form is submitted by the deadline set. Below are listed the headings under which money can be applied for each year. These allocations are made within the Grant Account and money can only be used for the purpose specified. The detailed method of funding is shown in Appendix I. 12.2.1 Stationery - An allocation to subsidise the cost of advertising Club or Society activities, or Club or Society administration. 12.2.2 Travel - An allocation to subsidise travel to fixtures, (Sports Clubs) and for Cultural Events / Field Trips (Societies). 12.2.3 Speakers Expenses - An allocation to subsidise out of pocket expenses incurred by the speaker. All speakers are required to observe the Queen Mary, University of London Code Practice on Freedom of Speech, copies of which are available from the President of QMSU. QMSU reserves the right to exclude certain speakers; it is therefore essential that the proper booking procedure is observed. 12.2.4 Affiliation - Any allocation to subsidise Affiliation to external bodies where the Affiliation is necessary for the Club/ Society to function. 12.2.5 Coaching and Tuition - An allocation to subsidise coaching or tuition. Coaching rates are approved annually by the SAWG upon recommendation of the Sports and Societies Manager. Coaches must be qualified and hold any relevant licences/qualifications, a copy of which must be deposited with the Sports and Societies Manager together with a signed declaration from the coach that they will observe the Club or Society Code of Practice on Health and Safety. 12.2.6 Referees Expenses - An allocation to subsidise out of pocket expenses incurred by and / or to provide refreshment for a referee, to the value of recognised National Governing body expenses. 12.2.7 Facility Hire - An allocation to subsidise the hiring of external facilities, where QMSU cannot provide facilities of its own, also to subsidise the cost of storing equipment that cannot be stored within QMSU/College Premises. The VPSA must give permission for equipment to be stored off QMSU premises. 12.2.8 Equipment Maintenance - An allocation to subsidise maintenance of existing equipment held by the Club or Society. 12.2.9 Equipment Replacement - An allocation to subsidise the replacement of existing worn out equipment. 12.2.10 New Equipment - An allocation to subsidise the purchases of New Equipment. The Club or Society must prepare a written application detailing why the equipment is necessary and the cost thereof. 12.2.11 Health and Safety – An allocation to ensure that the activities of the Clubs/Societies are conducted safely. 12.3 Where the QMSU grant allocation does not meet the entire cost of a Club or Society activity the balance must be paid from the Subscription Account. For many Club and Society activities contributions from members are required thereby to keep the Subscriptions Account in credit. 12.4 No allocations will be made for what QMSU considers Ultra Vires Spending. Ultra Vires is a legal term meaning acts attempted by a group that are outside of the scope of its powers. Here, it means that student money should be spent for the benefit of students. Therefore, subsidising non-student members would be classed as Ultra Vires. Similarly, direct allocations from your funds to charities are Ultra Vires. This is only limited to the Grant Allocation. For more details on Clubs/Society Funding, including details of specific sums allocate, refer to Appendix 1: Funding for Clubs/Societies 13. Sponsorship 13.1 Whilst QMSU recognises the efforts of Clubs/Society officers to obtain sponsorship it is essential that the sponsorship is in the interests of QMSU as a whole. 13.2 All proposed sponsorship of Clubs and Societies must have the prior authorisation of the VPSA (for ME Clubs and Societies) or the External Affairs Officer (for WC Clubs and Societies) who will consult with the Sports and Societies Manager and the Entertainments and Marketing Manager. Any Clubs or Societies entering into any form of sponsorship arrangement without approval risk withdrawal of the entire Club or Society Grant from QMSU and disaffiliation from QMSU. 14. Complaints and Discipline 14.1 Complaints concerning the activities of any Club or Society or individual Club Society member or official should be directed to the VPSA, the Barts and the London President (for WC Clubs and Societies, or students of the SMD) or in their absence, the President of QMSU. 14.2 That Club or Society or individual will then be subject to the QMSU Disciplinary Procedure. Appendix 1 Funding for Clubs & Societies The Published Method of Funding by Figure 3.3.3. of the 'Code of Practise on the Students' Union and Related Matters. The term 'Club' shall hereafter refer to a Sport Club of Queen Mary Students’ Union, University of London. The term 'Society' shall hereafter refer to an affiliated Cultural, Political or Social Society of Queen Mary Students’ Union, University of London. The term 'VPSA' refers to the Vice-President Student Activities sabbatical trustee of Queen Mary Students’ Union, University of London. He/she will have responsibility for the budgets of Mile End Clubs and Societies. The term ‘Association Treasurer’ is the member of the Whitechapel Campus Board of Queen Mary Students’ Union, University of London. He/she will have responsibility for the budgets of Whitechapel Clubs and Societies. He will be advised by the Clubs and Societies Officer of the Whitechapel Campus Board. 1. Application for Funding. 1.1 All Core Clubs and Societies will receive a Budget Application Form midway through Semester B, in order to apply for funding for the next academic year. Foundation Clubs and Societies are not able to apply for funding. 1.2 The application form will detail the proposed activities that the Club or Society wishes to participate in during the following financial year. 1.3 The approximate costs of the activities will be detailed in the application. This form must be returned to VPSA or Association Treasurer before the specified date by the outgoing and incoming treasurer. They must then have a meeting with the VPSA or Association Treasurer to go over their budget application. 1.4 Late applications may be accepted at the discretion of the VPSA or Association Treasurer, and therefore will be subject to the normal procedure for allocation of funds (see 5.3). No budgets will be considered after the start of the next financial year. 2. Budget/General Allocation. 2.1 An allocation for all the Clubs and an allocation for all the Societies are made in the context of QMSU's overall budget, and the overall finances of QMSU. 2.2 This general allocation represents the total amount that QMSU will spend on Clubs/Societies in a financial year. 2.3 The VPSA, Association Treasurer and Sports and Societies Manager will prepare an overall budget to be approved by the Student Council before Semester A commences. 3. Specific Allocation. 3.1 The basis of the calculation for the allocation of funds to Clubs/Societies is the judgement as to what is a 'reasonable level of activities'. 3.2 Regulations identify the proportion of funds which QMSU subsidises specific activities. 3.3 In order that these regulations do not force spending on Clubs/Societies beyond the financial constraints of the QMSU overall budget for Clubs/Societies, a reasonable level of activity is identified by the VPSA or Clubs and Societies Officer with advice from the SAWG 3.4 Criteria for determining reasonable level of activity: (a) Level of proposed activity. (b) Recent previous activity. (c) Membership numbers. (d) Level of expected individual member contribution. (e) Relationship between core values of the Club or Society, constitution of Club or Society and application for funds. 3.5 Regulation - standard awards made by QMSU to Clubs/Societies: (a) First Aid and Health and Safety - Cost of replacement of first aid kit contents. Relevant health and safety equipment for high risk Clubs and Societies. (b) Travel 50% of cost for Sports Clubs to attend their competitive fixtures, up to a specified value. (c) Affiliations - The Cost of affiliations necessary to fulfil the Constitution of the Club or Society. (d) Speakers - Up to £15.00 per guest speaker relevant to a Society’s core values. (e) Coaching / Tuition - up to 1/2 of the cost of an appropriately qualified Instructor. No payment will be made unless QMSU hold current qualifications of said coach/instructor. (f) Officials' Fees Up to the NGB recommended figure per official per match in a recognised competitive fixture. (g) Pitch Hire/Facility Hire The cost of pitch hire for all essential fixtures or essential training in the case of non-competitive Clubs. (h) Conferences/Lectures 1/2 of cost of admission. 4. Capital Purchases. 4.1 Request for capital purchases in the budget application are considered on merit by the VPSA or Association Treasurer with advice from the SAWG. 4.2 The funds for capital purchases are taken from the overall budget for Clubs/Societies. 4.3 Capital purchases are regarded separately from the remainder of the application but are added to the total allocation for a Club or Society. 4.4 Capital purchases are approved by the VPSA or Association Treasurer where the purchase is necessary for a Club or Society to fulfil its constitutional objectives, subject to the purchase being financially tenable (see 2.1). 5. Award. 5.1 Having calculated the reasonable level of activity for each Club or Society, the VPSA or Association Treasurer applies the regulations (3.5) and produces an allocation for each Club or Society. 5.2 Contingencies are reserved from the overall Clubs budget and the overall Societies budget to allow for subsequent allocation to late applicants and new Clubs/Societies that may arise. 5.3 Late allocation awarded from the Clubs' Contingencies and the Societies' contingencies are likely to be less the initial allocations. 5.4 The allocations for each Club or Society and the levels of contingency are presented to the Board of Trustees by the VPSA and Association Treasurer 5.5 The allocations approved by the Board of Trustees are presented to the treasurers of each Club or Society in the first week of Semester A. 6. Appeals. 6.1 Clubs/Societies aggrieved by their grant allocation may appeal in the first case to the VPSA or Association Treasurer. 6.2 Should the conclusions of the VPSA or Association Treasurer remain unacceptable to the Club or Society the VPSA or Association Treasurer will agenda the grievance at a Student Council meeting. 6.3 Normally the decision of the Student Council is final with respect to the allocation of funding to Clubs and Societies. Appendix 2 Agenda for Club and Society Meetings 1. Attendance A list of those Club or Society members attending the meeting will be made. The apologies for absence of members not at the meeting will be recorded. The Chair of the meeting will calculate whether or not the meeting is quorate. 2. Minutes of the Previous Meeting The minutes of the previous General Meeting will be circulated and approved as an accurate record of the meeting subject to any textual changes that may be necessary. 3. Report The Committee of the Club or Society will make a report to the members on their activities. Other reports may be made as necessary; i.e. the Treasurer may inform the membership of the financial situation of the Club or Society. 4. Elections These will only normally occur at the Annual General Meeting of the Club orSociety: although by- elections may occur at any meeting throughout the year. 5. Committee Agenda Item Discussion of agenda items tabled by the Committee of the Club or Society. 6. Membership Agenda Items Discussion of agenda items tabled by individual members of the Club or Society. 7. AOB and Dates for the Diary Items of business that were not tabled before the meeting.
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