Download important forms, check our processes and answer any quick questions your committee might have
The rules around societies meeting up in person have changed to reflect current government guidelines. This means that from the 29th of March societies can meet outside in groups of either 6 people or 2 households. If your society plans to do this please familiarise yourself with this risk assessment and abide by the venue’s guidance if the meeting is at an external venue. You should keep a record of who attended.
PLEASE NOTE THAT IF ANY OF THESE GUIDELINES ARE NOT ADHERED TO, THE UNION HOLD NO RESPONSIBILITY FOR THE EVENT/ACTIVITY IN QUESTION. AS GOVERNMENT AND UNIVERSITY GUIDELINES CHANGE INFORMATION WILL BE RELEASED AS THIS BECOMES AVAILABLE.
Committee Resources (forms, guidelines, etc) ↓
This information is kept for 1 year, you can read our policies around this on our GDPR page located at the bottom of this page
Society Audit Form
SHSU Society Code of Conduct
Society Development Plan
Submitting a Digital Claims Form
Purchase Order Request
eXchequer Purchase Order Guide
NUS Student Fundraising Guide
Sponsorship Enquiry Letter Template
Sponsorship Agreement Template
Trips & Events
Guest Speaker Registration
Risk Assessment Template
Trips Abroad Guidelines
Trips Abroad Risk Assessment Template
Trip Planning Flowchart
Trip Registration Form
Apply for Funding↓
Emergency Procedures ↓
>In the case of any emergencies, follow the below procedure:
1. Contact the nearest first aider or official who will treat or stabilise the casualty
2. Ensure the immediate safety of all members of your group
3. On campus: Call SHU 24 hour security on 0114 225 2000 and ask them to call the Emergency Services.
Off campus: Contact the Emergency Services by telephoning 999 or 112
4. In office hours inform the Students' Union of what's happening on 0114 225 4111, for evenings, weekends and holidays contact SHU 24 Hour Security on 0114 225 2000
5. Await further instruction and support from the Emergency Services, Students' Union and/or University. Do not comment to the press if approached, and keep all information off social media in case of sensitive incidents.
6. All accidents, incidents and near-misses must be reported to the Students' Union within 24 hours.
Health & Safety ↓
As a committee, you hold responsibility for ensuring the safety and wellbeing of your members. SHSU has a responsibility to ensure that you are adequately trained and aware of all relevant policies and procedures
Risk assessments must be submitted for all events and trips that your Society offers. Risk assessments (and trip registration forms) must be submitted to firstname.lastname@example.org within the following time frames: Single day trip or event - 3 working days' notice; Overnight trip in the UK - 5 working days' notice; Trip abroad - 10 working days' notice. Here is an example to get you started, if you need further support with risk assessments please email email@example.com
First aid training can be organised and subsidised by the Students' Union with priority for high risk groups. Members of these Societies will also need to be insured by personal accident cover. In the event of first aid being needed, you should alert staff at the venue where the accident occurred and following any emergency procedures where necessary.
If you wish to provide your own food at an event or fundraiser, you must complete and return a Food disclaimer to us. Your committee can be liable for any illness caused by food or drinks provided or sold at Society events. Please note that external catering is not permissible at SHSU - contact us to see what our catering staff can do for you!
Incidents or near misses
If there is an incident or near miss during a society activity/ trip/ event you need to let us know (whether it happened in The Hubs or not!). This is so that we can advise on insurance (if necessary), offer the relevant support and take steps to prevent it reoccurring. Please fill in this form and send it to firstname.lastname@example.org
Log Your Hours ↓
Did you know that as a committee member, you are also a volunteer? Our friends at SHSU Volunteering have developed an awards system where all student volunteers can log their hours, skills and training sessions in order to be recognised for their hard work. All you need to do is set up a Volunteer Profile, and begin logging the hours you contribute to your society. If you're unsure on what counts, drop email@example.com a line.
Society Challenges ↓
Society challenges criteria
Academic Interests Challenge Progress Tracker
Community Challenge Progress Tracking
Mental Health Challenge Progress Tracking
Trips, Socials, Events & Room Bookings ↓