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This page details key information, dates and updates for clubs and societies. 

President & Treasurer Training

In order to re-register your club or society with the Students’ Union, you must complete core training and annual registration documents on behalf of your club or society. We’ve developed a new online system for club and society training, which lets you complete your training from the comfort of your own home at a time that is convenient to you! You’ll also be able to track the completion of your training and registration documents on the Students’ Union website.

Core Training

All presidents and treasurers are expected to complete the following core training modules online:

  1. Intro to the Students’ Union
  2. Democracy & Membership
  3. Finance
  4. Running Activities Safely
  5. Event Management
  6. Leadership

You can access these training modules by logging in to the Students’ Union website, clicking on ‘My Profile’ and going to ‘Courses & Training’. You can view training, and instructions for how to access the relevant modules on this page: https://studentsunionucl.org/club-society-committee-training-2021-22.

Annual Registration Documents

Presidents and treasurers are expected to complete the following annual registration documents on behalf of their club or society:

  1. Annual Registration Contract
  2. Core Risk Assessment
  3. Constitution

You are expected to upload these documents through the following webform: https://studentsunionucl.org/forms/club-society-registration-forms.

Please read through the instructions in the webform carefully. If your documents are not completed correctly, your submission will be rejected and you will be required to re-submit the form.

Core Risk Assessments

  • Before any club or society activity can take place, your core risk assessment must be approved. Details on how to complete your risk assessment are provided in the training and webform above.
  • You should not need to make many changes to your core risk assessment, but if you do we can provide you with further support. Societies should contact Carl (c.salton-cox@ucl.ac.uk), and sports clubs should contact Katie (k.sykes@ucl.ac.uk) for any queries relating to core risk assessments.
  • Please note that at this stage you are not required to consider any Covid-19 or social distancing related risks.
Welfare Officer Training

Welfare Officers are required to complete core training on behalf of your club or society. We’ve developed a new online system for club and society training, which lets you complete your training from the comfort of your own home at a time that is convenient to you! You’ll also be able to track the completion of your training on the Students’ Union website. 

Core Training

All welfare officers are expected to complete the following core training module online:

  1. Welfare Training

You can also optionally complete the following training module available online now:

  1. Active Bystander Training

You can access these training modules by logging in to the Students’ Union website, clicking on ‘My Profile’ and going to ‘Courses & Training’. You can view training, and instructions for how to access the relevant modules on this page: https://studentsunionucl.org/club-society-committee-training-2021-22.

You will also be required to complete a module on Mental Health Awareness later in the year. We will be in touch closer to the time once details have been confirmed.

Membership Products, Training Feedback & Mailing Lists

Membership Products

We’re pleased to confirm that we’ll be offering free remote memberships for all clubs and societies again for the 2021-22 academic year. Free remote memberships will allow students to stand and vote in club and society elections, but other than that it’s up to you what this membership gives access to.

If you would like to change your membership products, bearing in mind you will now have a free remote membership product, please fill in our webform below:

https://studentsunionucl.org/forms/club-society-membership-product-request-form

Please complete and submit this form by 10am Monday 23rd August.

If you do not want to make any changes to the membership products listed in your annual registration contract, you do not need to submit the webform above.

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Training Feedback

We would love to hear your feedback on the online training you’ve recently completed.

We’ve created a feedback form which allows you to give us feedback on individual training modules: https://studentsunionucl.org/forms/club-and-society-committee-training-feedback.

If you’d like to give us feedback on the Leadership training, please select ‘Leadership’ for question one (and so forth). You can submit this form as many times as you’d like.

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Mailing Lists

Please note, we have taken paid membership products for 2020-21 off sale. All groups still have their free remote membership on sale for any students wishing to join your activities over the summer. All memberships for this year will expire on the 31st August. Anyone who wishes to remain a member of your group next year will need to re-purchase their membership on the Students’ Union website.

Membership products for the 2021-22 academic year will be on sale at the beginning of September.

Any previous membership or mailing lists you hold should be securely deleted, so you can ensure you are only emailing current members about upcoming activities.

Over the welcome period, we recommend checking and updating your membership list each time you advertise your activities, to ensure no new members are being excluded.

All students must have the ability to unsubscribe from your mailing lists throughout the year.

Welcome 2021

We hope you’re having a great summer so far and are looking forward to what will be a much more ‘normal year’ as club and society leaders. We wanted to get in touch to update you on what we believe the welcome period and specifically Welcome Fair will look like this year.

We want to be completely open and honest with you and recognise there is some uncertainty about what the welcome period looks like due to a lack of clarity from the government. We are working closely with UCL and will keep you up to date as key decisions are made.

Currently, we are working to the following assumptions:

  • Welcome 2021 will have a substantial number of in person events, however digital events will also play a key role.
  • International arrivals may face quarantine periods that will prevent them attending activity in-person.
  • NHS COVID Pass or similar systems may be introduced by the government or Universities for various ‘larger’ events.
  • Although a large number of restrictions have been lifted, we should do all we can to minimise the transmission of coronavirus, and recognise that some individuals will feel nervous and concerned about being in large gatherings.
  • Outside is best - wherever possible we will run activities in outdoor settings.

It is important for us to make all welcome activities as accessible as possible to all incoming students, and so we will help clubs and societies to host a combination of in-person and digital activities during the welcome period.

We expect many international students will be required to quarantine after their arrival, and we recognise that many students may feel uncomfortable getting involved with in-person activities at the moment. We’re therefore considering focusing on a digital welcome in the week beginning 20th September, followed by a shift towards more in-person activity in week beginning 27th September.

Welcome Fair 2021

We’re planning for an in-person welcome fair which will provide opportunities for you to engage with new students. However, we’re going to have to do things a bit differently to manage the risks and, most importantly, make sure that everyone can feel comfortable at the event.

  • We are currently planning for a two-day Welcome Fair on the 2nd and 3rd October throughout the Bloomsbury campus - your club or society will be able to attend on one of these days.
  • On the day you are not on site we will be encouraging you to get involved with our digital welcome fair platform.

The good news is that this plan would allow us to give each club or society double the space you would normally have (you might remember those tiny little tables - well hopefully not this year).

We’re also aiming to arrange:

  • 3 performance stages across campus
  • A live broadcast showcasing your activities
  • Spaces available on the main quad for interactive demonstrations

These plans are by no means finalised as we see how the next few weeks pan out. We’re really keen to hear your thoughts and feedback so would encourage you to come along to one of our consultation sessions next week: 

Tuesday 10 August at 11.00

Wednesday 12 August at 17.00

In Person Activity Reminder

As you know the UK government has lifted the majority of legal Covid-19 restrictions and is focusing on encouraging everyone to take personal responsibility for protecting themselves and others. With this in mind please see our updated Covid-19 guidance here: https://studentsunionucl.org/students-union-ucl-clubs-and-societies-covid-19-secure-activity-guidance.

We will be running a number of workshops about running events in early September, but if you have any questions in the meantime don’t hesitate to get in touch.