Essential documentation to run your CSP

This article will list the essential tasks and documentation your CSP needs to complete to run safe activity and minimise Financial, Operational, Reputational risks

  1. Why are the essential CSP tasks and documents needed?
  2. Financial Responsibility
  3. Contact details and 'naughty officers'
  4. Instructors and affiliations
  5. Inventory and key lists
  6. Risk Assessments
  7. Constitution
  8. External Speakers
  9. First Aid Training

Why are the essential CSP tasks and documents needed?

Failure to complete the essential tasks and documentation to run safe activity 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 Chair, Secretary or Treasurer. 

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

Financial Responsibility

Financial Responsibility is usually only given to the CSP Chair/President and Treasurer once they have signed the 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

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. 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.

'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 classes or instruction, if any, occurs within their activities. For example,

  • 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 for insurance purposes, and also so future members know what the group owns.

For each CSP storage area there is an associated key. Each key 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 register their activity on the activity registration app. Once this is approved you will be asked to upload a risk assessment. Once the Risk Assessment is approved your activity can go ahead.

Information on how to register your activity can be found on the activity registration process.

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.

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

Some of our CSPs require a first aider within their group due to the level of risk involved in their activity.

Their are a number of external providers that run first aid courses throughout the year for those who require a basic competency to carry out their activities safety. 

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

Do you need help?

Management Group Committee/ Constituent Union Commitee: Your MG Chair/CU Committee is trained to help you with this topic. Please find your relevant contact here.

Union Email Contact:  activities@imperial.ac.uk 

Contact: Student Opportunities and Development Manager

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