SU Clubs & Societies Handbook

Your committee will be made up of different officer roles, determined by the needs and activities you engage in. You can add new roles at any time by allowing your membership to vote them in during an EGM or AGM. New roles will need a two-thirds majority to be approved.

 

Every Club and Society must always have an executive committee, made up of the three key roles below. These roles must always be held by Student Members as they act as the signatories on the Club / Society account. 

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President/Captain/Chairperson

Treasurer

Secretary

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President / Captain / Chairperson

You are responsible for the overall running of your Club or Society. You are the spokesperson and representative!

In a nutshell, you:

• Are everyone’s “go to” person.

• Need to be able to communicate with your members, the Students’ Union and sometimes the University.

• Need to know the constitution of your Club or Society – this will mean you know the rules and will be able to help your members in any situation.

• Are the manager of your Club or Society. You need to ensure that the rest of the Committee members fulfil their roles.

• Are responsible for the decision making of your Club or Society, along with the rest of the committee.

• Need to make sure you are involved and always informed of the present activities, personnel, events, and financial position of your Club or Society.

• Manage the running of your Club’s Annual General Meeting to ensure that it runs smoothly, presentations are made, and a vote is properly conducted.

• Need to become a signatory for your Club or Society. This means you must sign off any spend. Sign up online then pop in and say hello to the Finance Team in the Clubs & Societies Finance Office. Don’t forget your Student ID Card. 

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Treasurer

You play a vital role in the financial management of your Club or Society and must report to the members, the committee, and the SU where required, on the financial position of your Club or Society.

In a nutshell, you:

• Maintain accurate financial records.

• Prepare a budget for the forthcoming year, describing all sources of projected income and expenditure.

• Authorise and be accountable for all petty cash transactions.

• Help your Club or Society be financially responsible.

• Present reports to the rest of the committee and to members at the Annual General Meeting.

• Prepare grant applications and keep track of any spend.

• Make sure the books are always up to date and can be presented at any time.

• Meet with the Secretary to make sure there is enough cash left in the pot at the end of the year to pay for the basic admin costs of your Club or Society until the start of the next academic year.

• Need to become a signatory for your Club or Society. This means you must sign off any spend. Sign up online then pop in and say hello to the finance team in the Clubs & Societies Finance Office. Don't forget your Student ID Card. 

 

Secretary

You’re responsible for all the administration.

In a nutshell, you:

• Are the face of your Club & Society and the first point of contact for any new members. Looking after members is a key part of your role. You will sign up all new members, make them feel welcome, collect their fee, and forward it to the Treasurer.

• Keep the membership list up to date.

• Act as a communicator between all members and the committee.

• Feedback all the great ideas from all members and see those ideas come to life in your Club or Society.

• Take the minutes for meetings and prepare and distribute to all members.

• Submit the minutes of your AGM to the SU when required.

• Keep an up to date copy of your constitution and any other records.

• Let the Student Officer for Activities (su.activities@qub.ac.uk) know immediately of any changes to your Executive.

• Attend to all correspondence for and on behalf of your Club or Society.

• Action all the decisions of the committee.

• Prepare the Annual Report for distribution at the AGM and submission with your Grant Application.

• Meet with the Treasurer to make sure there is enough cash left in the pot at the end of the year to pay for the basic admin costs of your Club or Society until the start of the next academic year

• Need to become a signatory for your Club or Society. This means you must sign off any spend. Sign up online then pop in and say hello to the finance team in the Clubs & Societies Finance Office. Don’t forget your Student ID Card. 

 

Other Committee Roles

There are lots of other Committee roles which your Club or Society may decide to create, such as:

• Social Secretary

• Inclusion Officer

• Training Officer

• Vice Chairperson

• Events Manager

• Transport Officer

• Health & Safety Officer

• Manager

• Advertising Manager/Promo/PR

• General Committee member