Safety, risk & other documentation

Risk

The chance, high or low, that somebody could be harmed by...hazards, together with an indication of how serious the harm could be.

Health and Safety Executive

Outside the traditional Health & Safety definition, risk can mean lots of things. For Clubs, Societies & Projects, we like to think of 'risk' as:

  • Financial
    • For example: when selling tickets at an event, how is cash collected, stored, transported and paid to your CSP?
  • Operational
    • Risks to the successful running of your CSP, events and activities.
    • For example: how best can you ensure you fill your committee positions? What may affect the successful delivery of your large event?
  • Reputational
    • For example: when away from the College on a Trip or Tour, how will you ensure your members represent your CSP, ICL and ICU appropriately?

To minimise these types of risks within Clubs, Societies & Projects (CSPs), including your members, we have processes in place which have been summarised here.

 

Safety & Risk basics

 

Basic documentation

Imperial College Union requires a basic level of documentation from each CSP to be completed by 01 November

The documentation referenced in this article must be submitted to the Union over the course of the year if you CSP is to operate fully. This will be online via eActivities with a few exceptions.

Failure to do so will usually result in your permissions being restricted on the system, limiting what you are able to do e.g. room bookings, expenses claims etc.

Each incomplete document will generate a flag on eActivities that will appear upon logging into your account, until the document in question is submitted. 

The majority of document submissions can be made by any committee officer, however some can only be done by a 'Principal Officer', aka the ChairSecretary or Treasurer

The Documentation tab on eActivites can be found via eActivities Administration > Clubs, Societies & Projects > Documentation

 

Financial Responsibility

Financial Responsibility is usually only afforded to the CSP Chair/President and Treasurer upon receipt of a signed Financial Responsibility form. 

By signing this form, you are agreeing to:

Financial responsibility means you are ultimately responsible for the financial transactions of your Club, Society or Project, and can be held liable for your actions for up to 7 years after the end of your term in office

Information on Financial Responsibility and its implications is covered in the Club Finance training. To learn more about Club, Society & Project training and how to book on visit: www.imperialcollegeunion.org/csptraining

 

Contact details and 'naughty officers'

In some cases Union staff may need to contact committee officers. This may be in relation to an event, an urgent request or incident, such as a minibus breakdown. By providing up-to-date contact details, staff are better placed to help.

Contact details should be provided when the outgoing committee complete the Next Year's Committee Contact Details for your CSP.

If incomplete, please send the following to the Student Activities team to input:

  • Full name
  • CID
  • Position
  • Mobile number

'Naughty officers' are committee members that have not yet purchased membership to the CSP. This is important for insurance purposes as only full members of a CSP are covered by the College insurance. 

 

Instructors and affiliations

All CSPs need to record what instruction, if any, occurs within their activities. 

Instruction can include, but is not limited to:

  • Paid, qualified instructors or coaching 
  • Voluntary (unpaid) coaching, provided by an external instructor or student
  • Peer-to-peer training, usually by a member of the CSP
  • Attendance at external training centres

By law the Union must record all affiliations to external bodies, this includes those of Clubs, Societies & Projects.

Examples of affiliations include:

Information on how to record instructors and affiliations can be found in the Instructors and affiliations article.

 

Inventory and key lists

Every CSP must submit an inventory of their group’s equipment and belongings each year. This is important, in particular for insurance purposes, and also so that future members are aware of what the group owns.

For each of the storage areas for CSPs there is an associated key. Each key is shared by all groups allocated to that storage space, and has an associated list with it, identifying the group(s) which have access to that storage space, and a list of all the members who are allowed to sign out the key.

Information on how to submit an up-to-date inventory and key list can be found in the Key Lists & rules and Inventory articles respectively.

 

Risk Assessments

Every CSP must submit an Annual Risk Assessment each year. A risk assessment is used to identify potential risks to your members and the measures in place to mitigate them.

Information on how to submit your Annual Risk Assessment and the basic principles behind calculating risk is covered in the Safety & Risk Management training. To learn more about Club, Society & Project training and how to book on visit: www.imperialcollegeunion.org/csptraining

 

Constitution 

A Constitution is the governing document of any Club, Society or Project. It sets out the structure of the CSP and the way in which it is run. It defines the aims and objectives, membership, committee structure, officer duties, electoral procedures and policies of the group.

It is vital to keep an up-to-date copy on eActivities, particularly in regards to elections, and to avoid any related disputes.

Information on the purpose of a Constitution and how to update yours can be found in the Constitutions: Clubs, Societies & Projects article.

 

External Speakers

An external speaker is someone who is not a current Imperial College Student or Staff member

Examples include visiting lecturers, religious and political representatives speaking on-campus at events such as debates, speeches and conferences

Universities UK, 2013

Any external speakers you invite on-campus, whether for an event or activity on behalf of your CSP, must be approved by the Union. This is a legal requirement of the College so the necessary process must be followed.

To learn more about the process for submitting an External Speaker request, visit the External Speakers article.

 

First Aid Training

The Union offers a range of externally-run first aid courses throughout the academic year for CSPs who require a basic competency to carry out their activities safety. 

To learn more about the first aid courses we offer, visit the First Aid page on the Union website.
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