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► Socs Handbook (Requirements)

Paperwork Submission

 
N.B. The outgoing committee are responsible for making sure all of the previous year’s paperwork is handed in at the end of the year. All completed forms need to be handed into the general office. Initial Paperwork
 
Below are the four forms which need to be returned to the Students Association to re-affiliate this academic year:
Deadline: Friday 9th October
 
 
This needs to be filled out by all existing societies which wish to continue to be affiliated to with the Students Association in the 09/10 year.
N.B.: the re-affiliation form is only for pre-existing societies. New societies need to fill out the affiliation form instead. : 
 
 
On this form you need to list all of the assets that your society owns that are worth over £10. You should list each asset along with its current market value and its storage arrangements. 
 
 
On this form you should list all of the events your society has planned for the year, alongside your assessment of that risk. If you then plan an event during the year that is not covered on this form you will need to fill out an additional risk assessment. (For more information on risk assessing, see Section 4: Health & Safety)
 
4)    Budget proposal
 
If your society wants funding for the next academic year you will need to submit a budget proposal. 
*Semester 1 budget proposal deadline: Friday 9th October
 *Semester 2 budget proposal deadline: Friday 19th February
 
 
Ongoing Paperwork
 
1)    AGM/EGM committee meeting minutes.
 
Societies need to take minutes of their general committee meetings. First, as evidence that you are holding meetings, but also, if the societies committee needs to query a decision, you will need the minutes as evidence of a valid vote. Minutes must be returned no more than 14 days after date of the meeting to the societies officer and the General Office. (For information on committee meetings, see Section 3: Societies Governance).
 
N.B. minutes need to be sent by electronic copy to the societies officer: socs@st-andrews.ac.uk.
 
2)    Copies of risk assessment forms.
 
Additional risk assessments must be filled out for each event held by the society not covered in the general risk assessment (whether or not it is held in the Students’ Association). You need to return these no less than 14 days in advance of the proposed event. (For information on risk assessing, refer to Section 4: Health & Safety)
 
 
These forms let the societies committee know about any changes to your committee’s contact list, therefore they need to be returned no more than 14 days after the advertised date of the meeting. (see Section 3: Societies Governance).
 
4)     Discretionary grant application forms.
 
If you want funding for an event that you did not factor into your initial budget proposal you need to submit a discretionary grant application. It needs to be submitted no less than 14 days before the event. 
 
N.B.: A representative from your society will also need to attend a Societies Committee meeting regarding this in case we have any questions
 
End of Year Paperwork
 
The following will need to be returned by the end of the academic year.
 
1)    Annual report.
This is short account of exactly what your society has been doing over the previous year. It only needs to be about one page of A4 paper.
N.B.: you need to submit your report electronically by emailing it to the societies officer socs@st-andrews.ac.uk
 
 
2)    Account books for audit.
 
Societies must submit their accounts and all associated documentation to the cash office for audit at the end of every academic year, because the accounts are audited over the summer holidays. Accounts can be picked up at the beginning of the next academic year.
 
 
N.B. We will email you at the beginning of semester 2 to tell you the dates for handing in your society’s annual report and account books.
 
 
Training Sessions
 
The Students’ Association will be holding two training sessions in the first weeks of the academic year. Additional sessions will be organized for the benefit of newly affiliated societies.  Societies must send representatives to these, as failure to attend training sessions may prevent your society from re-affiliating.
 
·         General Societies and Health & Safety training
 
Must be attended by at least two executive committee members (president, treasurer, secretary).
 
·         Treasurers Training
 
Must be attended by at least two executive committee members, one of which must be the society treasurer.
N.B.: this year there may also be additional training sessions held in the first semester on topics such as sponsorship and publicity, but these are not compulsory and info about when and where these are happening will be sent round in the first few weeks of the first semester.
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