New Society Administration Pack
01707 285 001 • email@example.com LAST UPDATED: THU 25 NOV 2010
WHAT IS THIS FORM FOR? WHEN SHOULD IT BE FILLED IN BY? ONCE COMPLETED RETURN TO
This application pack is for setting Please allow at least two weeks for IN PERSON
up a new society. the form to go to the Executive Societies Coordinator
Management Board. They will then Elehouse Resource Centre
It should be completed by the either approve the society or not.
OFFICE USE ONLY:
founding members of the society, COPIES AND EMAIL TO GO TO
Director of Membership Services
who must be current UH students. VP Student Activites
FAO All Sabbs
Marketing (if sponsorship is involved)
EMAIL REMINDER ON DAY OF EMB
Name of Proposed Society:
OFFICE USE ONLY:
Application pack received:
Executive Management Committee Decision Affiliate
Do not affiliate
Questions: You and your Society
Please answer the following questions as fully as possible.
What would be the aims of your group?
How will your society benefit UHSU students?
Outline how your propose society will provide new opportunities and activities, which are not already offered by
an existing society.
What activities do you intend to carry out in a typical academic year?
Term 1 (Autumn):
Term 2 (Spring):
Term 3 (Summer):
How do you envisage this society to develop in the following years?
Are you considering finding sponsorship?
Sponsorship is a business deal between your society and a company in which both parties benefit from the arrangement.
UHSU has a member of staff that can assist with sponsorship opportunities. Please email firstname.lastname@example.org
In what ways would you encourage people to become members?
Committee Members and Contact Details:
You are required to have a President, Secretary and Treasurer as in accordance with the Constitution. If you wish to have
additional committee members please list them below.
Position Name Student ID Contact Number Email
Additional Committee Members
Position Name Student ID Contact Number Email
Agreement to the UHSU Finance
We the ………………………………………………………………… Society, has read, understood and agree to follow
the provided information regarding finance.
Position Name Course Code Signed
Agreement to the UHSU Constitution
We the ………………………………………………………………… Society, hereby agree to abide by the UHSU
Articles of Governance and bye-laws with particular reference to By Law 6 and agree to the rules set in our Constitution.
Position Name Course Code Signed
Witnessed Societies Coordinator
On this date
Name of Proposed Society:
To affiliate your proposed Society to UHSU, you require a minimum of 15 UH Students who wish to join your proposed
Society to complete the table below:
Name Student ID NUS Number University Email Signature
Please continue on an additional sheet if necessary.
UHSU abide by the Data Protection Act, 1998. We shall only give out the committee members email address if an
interested party requests contact details.
New Committee Administration Pack
01707 285 001 • email@example.com LAST UPDATED: WED 10 NOV 2010
Sponsorship is a business deal between your society and a company in which both parties benefit from the
You must inform the Student Union of any arrangements made and have approval from the Societies Coordinator
The outline of your agreement, detailing the relationship you have and benefits received must be given on letter
headed paper. This must be attached to the society start up pack.
Any money given has to be put into an independent Student Union Society’s account that will be set up by the
Finance Office for you. You must not handle any transactions using your own individual bank accounts. This is to
ensure accountability and transparency.
For more information on Sponsorship and how to go about getting some please email firstname.lastname@example.org or
retrieve the documents on the Student Union website under the Societies section.
This subscription enrols the person as a valid member of the society and confirms their eligibility to participate in
the group’s activity.
Subscriptions are £10, transferred to the society’s budget, which may be spent on society events.
If a student joins a second society they pay £5 subscription, transferred to the society’s budget.
A non-UH student must pay a £20 subscription fee for the first society they join, £15 for any after that.
Indicate any equipment your society may want to purchase or hire in the next academic
year. Remember that you will most likely have to raise the capital through society funds.
Equipment belonging to any society ultimately belongs to the University of Hertfordshire
Students’ Union and is therefore covered by the Union’s insurance policy anywhere in the
UK. Therefore it is vital to keep a record all your society’s equipment.
The majority of facilities are available from the University for free. Only record those external
facilities that the society will actually pay for.
Please indicate any special room/venue requirements that will be essential when booking, e.g. wooden flooring,
music/stereo, lighting, etc:
Societies Finance Information
01707 285 001 • email@example.com LAST UPDATED: THU 25 NOV 2010
This information is here to help you understand and manage your society’s finances. Here is a list of Frequently Asked
Questions and some hints and tips. Once you have read this, please sign page 4 to confirm that you understand this
information. You may keep this section for your own reference.
How are societies funded?
Societies are mainly funded through their membership fees. The £10.00 joining fee is given to the society’s committee to
They are also given a ‘grant’/ budget from the Student Union. The budget is awarded on a loose set of criteria: the
committee administration packs, how many activities the societies do and how well they did the year before.
Another source of income is what society events whereby they charge an entry fee for something that they have
organised, sponsorship etc.
There is additionally an option where you can apply for more funding for specific reasons and any application made will
be considered but cannot be guaranteed.
Where do I pay money into my society’s account?
You can pay money into the Finance Office, which is located in the Hutton building, through the blue automatic doors
opposite the Elehatch. Clubs and societies may not open external bank accounts. Any club/society officer found to have
opened an external bank account will be subject to UHSU disciplinary procedures.
Any money (in the form of cash or cheques) that you receive from whatever source e.g. ticket sales must be deposited
with the Finance Office as soon as possible. You should arrive at the Finance Office with the money counted.
All funds should be banked intact, you must not take expenses, or pay people, out of ‘cash in hand’ for auditing purposes.
All expenses and costs must be paid for via invoices and receipts.
What are the opening hours of the Finance Office?
The Finance office is open Monday – Friday 9:00 am – 5:00pm.
I’ve spent some money on an item or items for my society, how do I go about getting them reimbursed?
Firstly, before buying anything, these items need to be pre-approved by Societies Coordinator by email. You will need to
state what you are spending the money on and to also estimate the cost. Failure to do so will result in items not being
approved and thus you not getting a refund.
Once approval has been made you will need to have proof of purchase for the item or items (either a receipt or invoice)
and you will then need to see the Societies Coordinator.
As long as the Societies Coordinator has pre-approved the purchase, BY EMAIL, you will either be given a green Petty
Cash Request form or a pink Cheque Request form.
Both types of form are available from the SU General Office, the Resource Centre and Finance Office on College Lane
When you are submitting forms, please ensure that all receipts are stapled to the document, along with a print out of the
email confirmation sent when pre-approving the expenditure. Hand the forms directly to the Societies Coordinator.
What is the maximum amount of cash that I can claim for on a green Petty Cash Request form?
The limit is £50. Any expenditure greater than £50 needs requires a pink Cheque Request form.
I’ve got a pink Cheque Request form signed and would like a cheque, how long will it be before I will receive one?
As an estimate, it takes at least 3 to 5 WORKING DAYS from when the Finance Assistant receives the form in the
You can either have the cheque sent directly to you or collect it personally from the Finance Office.
I would like to know the balance of my society’s account, how do I do this?
As long as you turn up during Finance Office hours, the finance assistant can print out a summary of your account, which
is accurate to the last working day. Transactions are updated on a monthly basis so please be aware that not all recent
transactions will show up on your account balance, this is why it is essential that your treasurer keep track of your
income and spending.
Should I be keeping a record of all transactions made?
Yes! By maintaining accurate records the Treasurer can ensure that there is enough money in the club or society account
before authorising any expenditure.
I’ve got a query as to what an item on my account is, whom do I need to talk to about this?
If you talk to the Finance Assistant during the Finance Office opening hours it should be fairly easy to find the
paperwork for your query, so it can be looked at and hopefully resolved. It would be helpful if you know the exact
amount and the date of the item that you are querying.
I need to reclaim some money that I have spent on travel for my society, how do I do this?
Again before you spend any money you will need to get approval from the Societies Coordinator via e-mail. You will
need to have a green Petty Cash Request for filled out detailing the mileage that you have done to get to and from your
event. The rate for car travel is 15p per mile for the first 100 miles and 4p thereafter. If you have gone by train or other
transport you will need to bring the ticket(s) with you to reclaim the travel cost. Again, please get any travel costs pre-
approved, as you do not want to be left out of pocket.
Once the form has been signed it will be either sent directly to the Finance Office or you can take the form over to the
Finance Office during office hours to get the money. If the travel cost is over £50 you will need to use a pink Cheque
Request form instead.
I have been told I have a payment ready to collect, where do I go? What will I need to collect it?
As long as the Finance office has got the paperwork and the payment ready, you can collect the payment from the
Finance Office during opening hours. You will need your Student ID to prove who you are and you will need to provide
a signature on the paperwork, which you will do in the Finance Office itself. If you do not have time to collect a payment
you can add your filled address on a cheque request form. The cheque should be sent directly to the address given.
At the end of year, if we have money left over in our society’s account will it be carried into the next academic
Any profit the society has made can be carried over if they state that this is what they want to do. This has to be formally
requested to the relevant member of Staff (usually the Societies Coordinator). The grant that the Student Union has given
will not be carried over. This is due to the fact that we encourage societies to spend as much as they can on their
What can I spend the society budget on?
The general rule of thumb is that you can spend it on things which have been outlined in your annual packs or anything
else that has pre-approval from the Societies Coordinator. Food is unlikely to be covered. In addition, money spent
should be spent for the members’ interest not for non- members.
What is sponsorship and how can I go about getting it?
Sponsorship is external support either financial or for goods in kind, in return for some form of acknowledgement. Full
details on how to go about securing sponsorship can be found on the website or at the Resource Centre.
What happens if a company or organisation requires a signature from me in exchange for a venue/service or
As your society is part of UHSU, agreements have to be authorised by the Societies Coordinator and the Sabbatical
Officers. The President or Treasurer or any other individual member on behalf of the club or society must not sign
contracts. Signing a contract yourself means that you are personally entering into an agreement with the company and
therefore the person that signs the contract (you) will be personally responsible for any costs. All agreements and
contracts are signed by the Union Trustees (a Sabbatical Officer and the Union General Manager). Once the contract has
been approved and signed, the Finance Department will either invoice the company directly requesting they pay you the
money owed ( in case of sponsorship), or will pay the company for the services they are providing.
Is our equipment covered by the UHSU insurance policies?
Equipment belonging to the society is property of the UHSU, and as such is insured by the UHSU. The Treasurer will
need to complete an inventory form annually and must detail all Union owned equipment to ensure continued insurance
of the assets of the society. Claims in respect of loss or damage to equipment will only be accepted for equipment
included in the inventory.
The Union's Insurance only covers Union Equipment. If members store their personal equipment in Union storage
facilities, they do so at their own risk and should take steps to ensure that this is insured under their own personal
What does the Resource Centre want when they ask for an Event Budget?
An event budget is a realistic prediction of what you think your society will spend and generate while carrying out a
specific event or activity. Event budgets do not have to be complicated or exact, but they must be realistic and cover all
possible areas of income and expenditure.
When writing budgets, it’s a good idea to brainstorm for possible sources of income and expenditure before you start
planning your event. Possible things to think about are the cost of security, late licensing, decorations, technical
equipment, cost of entertainers, promotional material.
Your budget is a prediction of what you think you will spend/generate, but it should reflect realistic figures. Don’t
assume that just because you are holding an event that you will fill the venue to its capacity. Try to err on the side of
caution as it means that you are more likely to make a profit. If your total in the income column is greater than the total in
your expenditure column, you have a surplus. This means that you are predicting that you will make a profit. If your
total in the income column is less than the total in your expenditure column, you have a deficit. This means that you are
predicting that you will make a loss. This is obviously not an ideal scenario, as you are expecting to spend more than
you earn. In this situation you may need to look at alternative sources of income or look at reducing your costs.
Once you have finished, hand your Event Budget to the Societies Coordinator who will assess the event for financial risk.
Once the Event Budget is approved you can start organising your event and making provisional bookings, within the
costs outlined in the budget.
Hints and Tips
Be careful with your money. Do not spend any of your own money on an item for your society that you want to reclaim,
until the Societies Coordinator has approved it. You don’t want to spend any money and then find that you cannot
Plan in advance. It is essential to do so as there will be no same day payments. So make sure that everything has been
sorted before you plan a trip or event.
Keep track of you society’s account. It is useful to know how your society is doing on a week-to-week basis so that you
can plan for any expenditure.
Ask questions. The Finance Office and the Societies Coordinator are more than happy to help.
UHSU Articles of Governance
By Law 6 - Clubs and Societies
01707 285 001 • firstname.lastname@example.org LAST UPDATED: FRI 12 NOV 2010
Once you have read this, please sign the form on Page 4 to confirm that you understand this information. You may keep
this section for your own reference.
1.0 Any club or society shall be recognised by the Union provided that:
1.1 A petition for its formation signed by fifteen full members of the Union is presented to an Executive
Management Board and then ratified by Student Council.
1.2 The club presents a constitution with the petition. This Constitution to include:
i) The name of club/society
ii) the aims and objectives
iii) regulations relating to membership eligibility;
iv) provision for the election of a committee of officers (only full members of the Union may hold such
v) the responsibility of the committee of officers;
vi) provision for any General Meetings of all members of the club/society;
vii) provision for an AGM at which accounts shall be presented.
1.3 The procedure for allocating funds to recognised Clubs and Societies shall be set by the Executive Management
Board. It shall be documented and freely available to all students.
1.4 The recognition of the club may be withdrawn by the Executive Management Board, subject to ratification by
Student Council in the event of evidence of contravention of the club and society or Union constitution.
1.5 In the event of such evidence being made available to the Executive Management Board or Student Council the
following procedure shall be followed:
i) The Vice President Student Activities shall notify the officers of the club or society concerned;
The Vice President Student Activities shall invite the officers of the club or society to give a full
written and verbal explanation of the club or society’s actions that will be presented at the next
The Executive Management Board shall recommend that the club or society be suspended for a
specified period of time or whatever course of action they feel is appropriate, subject to ratification at
2.0 Sample Club and Society Constitution
The name of the society shall be the University of Hertfordshire Students’ Union society.
To promote an interest in and provide facilities for the following members at the University of Hertfordshire;
All full members as laid out paragraph 4.1.1 of the constitution shall be entitled to join, take part in activities and
hold office in the society. Opted out and Associate members of UHSU shall not be entitled to hold office in the
All members of this society must pay a subscription of a pre-decided amount and will be issued with a
membership card upon receipt.
2.5 Committee Meetings
Notice and submission of business will be run in accordance with Schedule 3 (three) to this constitution
Amendments may be made to the constitution at the AGM or an Ordinary General Meeting of the society. Such
meetings must be advertised for at least five normal working days. A simple majority vote is sufficient to amend
the constitution provided at least 40% of the society’s voting membership is present.
2.7 Removal of Committee Members
The removal of a committee member must be decided by a two thirds majority at a General meeting of the
society. Five signatures are needed to call a General meeting and 50% of the voting members must attend for the
meeting to be quorate.
2.8 Committee & Officers
The following posts/officers shall be elected at the Annual General Meeting of the society by its full members
only, Chair, Treasurer, Secretary, and any others the society so decides.