HOW TO... BECOME A SOCIETY

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1 HOW TO... BECOME A SOCIETY Pack Contents: The Background The Affiliation Process & Societies Executive Recognition Criteria What the Guild needs from you! Signposting to Further Help

2 The Background Congratulations on your idea of starting a new Guild Student Society! The Students Guild encourages students to come together to follow common interests and develop their own personal talents, skills and employability. You are looking to become part of over 170 vibrant student groups both large and small that span a diverse range of interests. This application pack is the start of the journey for your proposed society to become a reality, and the start of the Students Guild working with you to achieve this. It explains everything you need to know about how to create a society, and what the recognition criteria are for new societies and student groups. Once you have completed this form in its entirety please return it to Activities & Volunteering Front Desk, on the 1 st floor of Devonshire House. This is also the place to go if you have any issues or questions! Why Become a Guild Society?? So what are the benefits of actually becoming a society with the Students Guild? Guild Training on Events Management, Budget Management, Fundraising & more! Help, information & resources from the Activities & Volunteering Staff & Officers. Your voice & opinion counts! Have a say through your Societies Executive representing you. Keep your society money safe and secure with Guild accounts. Support with understanding tax exemptions, and how they affect your society. Provide safer events for your members - generic risk assessments and support avaliable for all activities. Access to termly Guild grant funding. Access to Guild communication channels - webspace, lists, student media, posterboards & social media. Free access to Guild spaces and Universiy rooms. Recognition & celebration events Support in combining student activity experiences with personal development and employability. Be part of 180 student groups run by students - share experiences & ideas.

3 The Affiliation Process How to create your own society can be summed up into 6 really simple steps. 1. Read and fill out this Application Pack - it back to the Societies Officer - Jak Curtis-Rendall at jc466@exeter.ac.uk or drop it in to the A&V Front Desk in Devonshire House. 2. Discuss - The Societies Officer will then review your application and invite you to discuss the proposal, and how it fits in with other student groups. It also allows any potential issues to be addressed at an early stage. 3. Make Changes - After your initial support meeting you will be given the chance to amend your application so you have the best chance of being affiliated. 4. Societies Executive - The Executive is made up of representatives of each society category. You will need to give a 5 minute presentation, and will be asked a series of questions about your proposed society Success? Within 1 week of the Societies Executive you will be notified whether you were successful. If not you will have the reasons explained for why explained to you, and maybe invited to reapply. If successful move on to Stage 6! Induction: If you are successful Activities & Volunteering will provide you with the documents you need. You will be invited to an induction session with Activities & Volunteering staff to train you and your committee about everything you need to know. 7. Review: Within 6 weeks of being affiliated you will have a review meeting to see how things are going, and to address any issues you have. A further review takes place 6 months on following affiliation. Student Group Recognition Guidelines Student groups exist to enhance the student experience at Exeter, provide great opportunities and help improve students employability. It also means a wide range of people get involved with the Guild. Societies should: Draw like minded people together to follow shared interests. Allow members activities and resources that individuals may not otherwise be able to obtain. Be a flagship organisation for the Guild and University, with its members ambassadors for both. Work in harmony with other student groups, the Students' Guild & University.

4 The Societies Executive will decide whether or not a proposed society is recognised and affiliated, on behalf of the Guild Council & VP Participation & Campuses. At least one representative from the proposed society committee must attend the Societies Executive meeting and all review meetings for the society to be affiliated to the Students Guild. Proposed societies can only be affiliated if the following conditions are also met; The Society Affiliation Pack must be filled in correctly and in full. At least 30 students have registered an interest in joining on the Have Your Say Hub online. No Student society already exists with the same or very similar aims and objectives. The proposed groups objectives do not contravene Guild or University policy. The proposed group's objectives do not threaten the financial status of the Guild. This does not however prevent the Societies Executive from suggesting changes to the proposed society, for example adjusting their aims, or broadening their remit. Once a society is recognised it has full status. There is no option to recognise a society for a trial or limited period. Need Help? If you are in any doubt about any element of starting a society, would like some help with developing your idea or would like some help thinking about budgeting, what the Guild does or how to recruit members, please do come into the Activities Office anytime Monday-Friday 10am-4pm or guildaandv@ex.ac.uk. We want to help! The Application Form can now be found at the end of this pack.

5 1. The Application Phase Society Proposer:... Proposed Society Name:... a) Your Society Aims & Objectives are one of the most important components of having a successful society. Aims & Objectives should encompass all the activities that the society will undertake. Please discuss what your society will do and promote below. b) A strong committee is vital to ensure your society becomes a thriving and successful student group on campus. Being a society committee member can also develop a range of skills improving your employability at the same time as having fun! Student groups must have a President, Treasurer and Secretary + 3 other positions what positions will you have and what will they do?

6 c) If you are successful in your application to become an affiliated society you would part of the Students Guild. What does becoming part of the Students Guild mean to you and your proposed society and why?? d) The Guild now has over 180 societies, representing a diverse range of activities & students here at Exeter. As the Students Guild we really do encourage societies working together on their activities, events & initiatives. Which societies do you see yourself working with and why? Have you approached them?

7 e) There are a diverse range of students at Exeter, and it is important to engage with as many students as possible, including our Postgraduate, International & Mature students. It is also vital to carry out society activity on St. Lukes. What is your society planning to do this year, and how will you engage with as many students as possible? f) Many Societies only last for one year, and then become dormant. How will you ensure continuity in your society once the initial interested students have graduated or left? Where do you see your society in 3 years time.

8 The Guild recommends societies charge a membership fee of 5, however societies must charge at least Remember unless you are proposing a sports-based society due to HMRC tax legislation 20% of your membership fee is paid as tax. So you should consider this when deciding a Membership Fee. Per Member FINANCIAL PLANNING - Please give a detailed breakdown of how you intend to finance your society. Please list potential sources of income including possible applications for Guild grants.

9 INTERESTED MEMBERS DECLARATION We the undersigned agree to the aims and objectives of the proposed Student group and fully support the society s application for recognition as Guild society. Please complete more membership forms if required, the more members you present the better! No. Name Phone Signature

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