Essential Documents

 

Trip Advice

It is understandable that many Societies want to organise trips/ activities but there are procedures that you must take when organising such events. Please read the information below carefully and fill out all documentation applicable.

  • For Society trips outside the LSU it is important that the attendees have paid membership to the society and are registered with LSU for insurance purposes
  • If a non-member wishes to attend the event they must complete the non-member disclaimer form BEFORE the event/activity takes place which can be found here – this form declares that this person accepts that they participate in the Societies activities at their own risk
  • The proportion of members to non-members on a trip must be at least 80% members
  • If an activity involves contact with other universities e.g. friendly sports competitions, non- members are not allowed to participate
  • No-one under the age of 16 years old can participate in Societies trips/ activities
  • If you have an Under 18 wishing to attend a trip please arrange a meeting with the VP Societies to discuss the trip in more detail and to discuss the documentation required from the U18’s guardian
  • The Society should make their members and non-members aware of any safety procedures or risk management procedures which the society follows to reduce the risk of being accused of negligence
  • For a Trip you must complete: The LSU Trip Form, The Passenger List, The Risk assessment and The Non-Member Disclaimer (where applicable)
  • TRIP FORMS, RISK ASSESSMENTS AND NON-MEMBER DISCLAIMERS SHOULD BE SENT TO VPSOCIETIES@LSU.CO.UK OR TAKEN TO THE OFFICE 3 WEEKS- 1 MONTH IN ADVANCE
  • The forms will then be reviewed and you will receive approval from the office for your trip. The passenger list should be handed in as soon as possible before the event
  • Should an accident take place on the trip then you will be required to fill out an accident form, anyone can fill out these forms but it is important to get witnesses, if possible, to confirm the incident. These forms need to be handed into the office no later than 24 hours after your return to Loughborough, if it is a weekend then please hand these into Reception to put in the Societies Pigeon Hole
  • If there is an emergency -contact the emergency services and call the out of office mobile number to inform them of the incident- Please ask the VP Societies for this number before your trip

 

DOCUMENTS:

LSU TRIP FORM

RISK ASSESSMENT

HOW TO DO A RISK ASSESSMENT

PASSENGER LIST

NON-MEMBER DISCLAIMERS

VOLUNTEER DRIVERS

 

ROOM BOOKINGS

Please submit room bookings two weeks prior to events in order to ensure that we can get you a suitable space for your society. Anything submitted later is at risk of being rejected.

 

University Rooms

This form is only to be filled out for University Facilities:

ROOM BOOKING FORM

In order to access the form you must be a paid member, you must be logged into the website and you must be a Chair or Secretary of a Society. Please do not advertise rooms/ events until you have received confirmation of the booking to avoid any confusion. If the room you try to book is not available the University will work with the helpdesk to find a suitable solution. The helpdesk will soon have a joint email, but for now email catherineashton@lsu.co.uk if you have any problems. Remember Lecture rooms may be in use during teaching hours 9-6pm so if you book in these times your submission may have to be discussed/ reviewed.

Guest Speakers

IT IS COMPULSORY FOR GUEST SPEAKER FORMS TO BE SUBMITTED TWO WEEKS IN ADVANCE THIS IS A UNIVERSITY AND UNION REQUIREMENT AND WILL NOT BE OVERLOOKED.

This is the Guest Speaker Policy. Please read it carefully and ensure you comply with the requirements.

This is the Guest Speaker form. Please fill it out to the best of your ability and submit it with your room bookings for approval.

 

Union Rooms

Please make sure you DO NOT fill in the Room Booking form for the rooms at the union. These can be booked at the reception at the union- reception@lsu.co.uk . If you require to book an event please discuss with the helpdesk or email the details. The Union is very busy and if you wish to put on a large event you need to let us know as soon as possible to avoid disappointment.

 

Documents:

ROOM BOOKING FORM FOR UNIVERSITY ROOMS

GUEST SPEAKER POLICY

GUEST SPEAKER FORM

Wiliam Morris Space Use T&Cs

Finance

The Societies finance system is undergoing great change at the moment and I hope that the training will help explain the circumstances. This is the Societies Claim Form which should be used by Societies for their Grant Money Claims and also for their internal accounts if they are not with Santander.

We have set up a new Grant Allocation process this year in the hope that the procedure will not cause any confusion or problems next year- please read the proposed new structure. More information on the grant application process will be shared later in the year.

 

FINANCE CLAIM FORM

GRANT PROCESS

 

Societies Branding and Sponsorship 

All marketing made by a society must meet the union standards. Please MAKE SURE you send all promotional material (flyers, posters, facebook cover photos, stash etc.) to be checked- send to rosieharvey@lsu.co.uk or send to brand@lsu.co.uk. 

The Logo

Please read the presentation on the use of the Societies logo carefully and ensure that you meet the criteria. If you do not meet these requirements you will have to pay to have the promotional material re-printed/ re-done. 

BRANDING, THE WEBSITE AND SOCIAL MEDIA POWERPOINT

Email rosieharvey@lsu.co.uk- make sure you give Rosie or Brand a week or two to review... so be organised! 

The Website

The minimum requirements are:

•Description of your activities
•Meeting times and location
•Contact details of how they can get in touch with the committee to ask questions (normally an email address)

 

 If you have an external webpage, you must:

• Include the Union logo

•A link to your societies union website

Sponsorship

We will be creating a video to explain how to edit your website page shortly- this can only be done by committee members. 

 

Sponsorship 

We encourage Societies to get Sponsorship from external companies to support the Society throughout the year. Please read the Sponsorship Form carefully! 

Sponsorship Policy

Loughborough University Policy and Guidance Documents

Loughborough Students' Union Policies

 

Elections, AGMs and Committees

Data protection for Committees

It is important that all committee members complete data protection forms.

This is no longer going to be completed in the office but can be completed online here: DATA PROTECTION FORM. 

If a society member not on committee is organising an event and is required to collect Society members information please let us know and they too will need to complete the form.

Further Information on Data Protection for Societies 

Data Protection Summary 

Elections and AGMs

The society elections are an exciting time, it is members chance to make a difference to the running of the society and to take on a leading role.

This year we are proposing a more formal Election process- please read through the proposition. This will raised at the first Chairs Council Meeting.

The document below also explains the importance of and AGM.

SOCIETIES ELECTION POLICY

Committee development and Society Development 

As a member of a Societies committee you are achieving and improving several skills that may be beneficial when it comes to looking for a job. This year we hope to work with the Societies committee to work on Society Development (setting a plan for your time on committee) but also hope to look at personal development. 

HOW TO PRESENT YOU COMMITTEE SKILLS TO AN EMPLOYER 

Society Development Plan

COMMITTEE ROLE DESCRIPTIONS

 

Other Documents

These documents are yet to be updated but may be needed by certain Societies.

LSU Clubs External Coaches

LSU Coaching Agreement 

Next of Kin

Employment Coaching Contract