All society committees are made up of at least the four core committee roles. These are President, Treasurer, Secretary and Equality and Diversity Officer.
Societies can choose to elect additional committee positions such as First Year Rep, Vice President, Social Media Officer and Social Secretary.
The following document covers the basics of what type of responsibilities each role has and the benefits and experience gained by each position, but remember running a Society is a collaborative effort and your roles are designed to support each other to create the best possible environment for you and your members!
Committee Roles and Responsibilities
For more detailed information on the core positions, check out the links below:
How to be a President
How to be a Secretary
How to be a Treasurer
How to be an Equality and Diversity Officer
Committee Training offers you the opportunity to learn the processes required for you to do what you do best - run engaging activities for your members!
This year we have split your core training into two sessions.
Session 1 covers:
View the presentation and handout from Session 1:
Committee Training Session 1
Accessibility and your Society
Couldn’t make the session? Check out the recording:
Session 2 covers:
View the presentation from Session 2:
Committee Training Session 2
We are running additional sessions throughout the year on key topics. Check out the following timetable for a full run down and don’t forget to sign up on the SU website!
Being an inclusive society can dramatically impact the engagement of your current and future membership.
This section aims to provide you with all the information you need to work towards being more inclusive and promoting inclusivity in the wider Hallam community.
Society Inclusion Guide
Hosting an event soon? We created this activity to help you break your event down and ensure you are considering multiple ways to make the event more inclusive.
Check out the Trips and Events section for more information on planning an event.
Inclusive Event Considerations
13.01.22 - Team Changes Union Elections and Student Volunteering Week
02.12.21 - Team Changes Committee Training and looking forward to Semester 2
17.09.21 - Black History Month
25.08.21 - Team Changes Website Changes and Welcome Week
Trips and events are a great way to showcase your Society and give enriching, memorable experiences to your members.
This section aims to give you all the information you need to plan a Society trip or event.
It is important that you follow the correct process for hosting Society activities and meet the specified deadlines in order for the Students' Union to support your event.
The sooner you can submit your proposal, the sooner we can support you to make your activity a success!
Planning a trip is a great way to engage members; a trip can help create a stronger sense of community amongst members, give the society something to plan towards throughout the year and make the most of what the wider Community has to offer.
In order to make your trip as successful and safe as possible you should follow the Society Trip Planning Process.
Before you begin planning your trip or event here are some things you should be considering:
For any trips (activities requiring travel outside of Sheffield), you must complete a risk assessment and a trip registration form. Risk assessments and trip registration forms must be submitted to firstname.lastname@example.org within the following time frames:
Large costs, including accommodation, should be requested through the Societies Team a minimum of 3 weeks in advance. Any trips or accommodation not booked through SHSU will cause the Society to be liable for costs and may lead to disciplinary action. Please refer to the finance tile for full details on financial and booking procedures.
If you want to organise a trip abroad for your society, it is strongly recommended that you go through a tour operator. This offers you some extra protection, and makes it significantly easier to plan! Why not have a look at our trips abroad guidance for useful tips?
Trip planning guidance
Trip abroad guidance
Guest Speaker Registration
Food Safety Disclaimer
Trip registration form
Planning an event is a great way to engage new members, showcase your society and bring people together. In order to make your event as successful as possible you should follow the guidance below.
It is important that you follow the correct process for hosting a Society event:
Before you begin planning your event here are some things you should be considering.
All other events will require a risk assessment and where necessary a room booking request and/or guest speaker registration form.
You will also need a film license if you are intending to screen a film - our staff can arrange this for you.
This is to ensure easy access and simple financial procedures. If your event requires an external ticket provider, get in touch with the Student Groups team for support!
All trips, events and socials can be planned with support from the Student Groups Team. We also have a dedicated Events team who would be happy to share their expertise.
Event planning guidance
Student-Led Event proposal form
Guest Speaker registration form
Have you thought about how accessible and inclusive your trip or event is? Read through our guides in the Inclusivity and Accessibility section of the Committee portal.
Remember that for all trips, socials and events, you may be able to apply for funding from the Students' Union. Refer to the finance tile on how to do this.
For all trips that require transport, make sure you check out the Transport Policy under the Policy Tile
We wanted to collate all the resources and forms you might need in one place. Check out the relevant section of the Committee Portal for more information and guides.
In the case of any emergencies, follow the below procedure:
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!
Risk assessments must be submitted for all events and trips that your Society offers. Risk assessments (and trip registration forms) must be submitted to email@example.com within the following time frames:
Risk Assessment Guidance
Example Risk Assessment
Risk Assessment Template
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
Incident Report Form
How to edit your webpage
How to email your members
How to add an event
How to add a ticket
How to book a room
Email the Societies Team, letting them know how much you need to store and whether it is items that you need regularly or not.
They will then arrange a time with you to drop off your equipment.
As a Committee it is important that you take responsibility for and keep on top of your finances. Keeping track of your Society finances means that you will be able to determine whether you need to apply for funding, fundraise or organise sponsorship, or whether you can start spending your funds on experiences for your members.
We have created an excel sheet for you to record your income and expenditure. We recommend that you keep this in your Google Folder.
So what happens when you need more funding?
Societies can apply for funding to help support one off trips or events. All funding is 50% matched funded; this means that the Student Union will only fund a maximum of 50% of the cost of the purchases. Please see Societies Funding Guidance for more information.
To apply for funding, fill in one of the forms below and email it to email@example.com, we review applications weekly so make sure that you are applying for funding at least 2 weeks prior to making any purchases.
Society Funding Request - Equipment
Society Funding Request - Trips, Events or activities
Society Funding Request - Online Activity
You could also explore Sponsorships…
Sponsorships are the arrangement for external companies to provide support to a society (this could be financial, for a service or for goods) in exchange for promotion or business. Societies don't need to be sponsored but it can be beneficial.
The committee (typically the President or Treasurer) are responsible for creating a sponsorship agreement in collaboration with the sponsor. We have a sponsorship template available to download below. Some companies will have ready made sponsorship agreements, these are fine to use but don't sign them until you a member of the Societies team has checked it.
When you have your sponsorship agreement and both the committee and the sponsor are happy with the terms, you must email it to firstname.lastname@example.org to be approved by the Societies Team. This is to stop you from agreeing to anything you're not allowed to do and to make sure everything necessary has been covered.
When everyone is happy, you can sign the contract and you must save it in your society Google folder.
Read the following sponsorship guidelines carefully before you explore sponsorship options and complete the Agreement form.
Sponsorship Agreement Form
Once you have your funds, how do you spend them?
You can spend your Society funds in two ways, firstly a Committee member can make a purchase and be reimbursed directly from your Society Account. We recommend that this is done for small, one off transactions. You must be able to provide evidence of the purchase such as a receipt for a refund to be processed. View Claims Form guidance to find out how to do this.
The second way you can spend funds is through a Purchase Order. There are a couple of steps to this:
For more detailed information on the funding available and the payment processes, check out our Society Finance Training document.
This tile provides the SHSU Policies relating to Student Groups
Committee members can only remain in post for 1 academic year and they must be democratically elected through an election held on your SU webpage. Every year (around March/April) we will run an election period. We do this early to give you time to handover to the new committee before summer. Check out the dropdown buttons below for more information on the Election process and Committee Handovers.
All your committee members must be elected into their role through an election on your SU webpage. An election consists of a nomination period (where members can nominate themselves for a committee role) and a voting period (where members vote for the student they want to be elected). Only current students who are a member of your society can nominate and vote in elections.
Students have the option between four core roles: President, Secretary, Treasurer and Equality and Diversity Officer. A student may only hold one of these roles at any one time.
Your Committee may have additional roles such as a Social Secretary or Health and Safety Officer, a student can hold a combination of these roles including one of the core roles mentioned above. You may also have multiple positions available for the same role, so you could choose to elect two Health and Safety Officers for example.
Check out the Committee roles and responsibilities tile of the Committee Portal for more information on these roles and their responsibilities.
There are two types of elections, the main Election all Societies will participate in that are held around March/April, and a By-Election.
For the main elections, there is a two-week timeframe. During this period, all Committee positions will be open for election for the new Academic year. There will be one week where members will nominate themselves for committee positions and one week where members will be able to vote for who they want to get the role. After these two weeks we will communicate the results to you. Failure to elect a committee during this period may result in your society closing down. You may choose to organise an Annual General Meeting to coincide with the Elections. For more information on the AGM, check out the Governance and Democracy Tile on the Committee Portal.
A By-election is held when you have a vacant position that needs to be filled, either because it wasn't filled in the March election or because a Committee member has stepped down. The time frame and positions opened (only vacant positions can be opened for By-Election) on a bye election is decided by you. We have created a google form that allows you to choose when each stage of your elections will take place. It is important you read the form thoroughly, as incorrectly filled in forms will delay how soon your By-Election can be held. If you have any questions regarding this form, contact email@example.com.
To nominate themselves your members will need to go to your society page during the nominations period, click on the role they want and press nominate. They will be given the option to upload a photo and a manifesto. Their status will show as pending until SU staff approves the candidate before voting starts. Other members will not be able to see who has been nominated yet.
To vote, your members will need to go to your society page during the voting period, they will be able to view all the candidates for each role and read any manifestos uploaded. They will then be able to vote for who they want in each role. Candidates can vote for themselves.
When voting has closed, your coordinator will communicate the results with the committee.
Committee By-Elections Request Form
A handover is a useful piece of work created by the current Committee and given to those taking over for the new Academic year. The better quality the handover, the better start the new Committee has in hitting the ground running in the new year.
It is the responsibility of the outgoing committee to ensure that they provide a detailed handover to the incoming committee.
The handover must include:
We have created a document full of other considerations for you to work through that will get you thinking about the types of things they may need to know. But don't limit yourselves! The point of a handover is that it is personal to each Society and to give the new committee the information they need and that you wish you had at the start of your term. It is good practice to work on this continuously throughout the Academic Year, so reflect on the successes and challenges your Committee has faced.
Society Handover Considerations
Society Handover Planning Template
If you have any questions regarding the election process or how to plan your handover, contact firstname.lastname@example.org