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:
- For example: when selling tickets at an event, how is cash collected, stored, transported and paid to your CSP?
- 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?
- 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
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 Chair, Secretary or Treasurer.
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:
- Abide by the Imperial College Union Financial Regulations
- Complete the relevant finance training
- Pass the online validation quizzes
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
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
- 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.
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:
- Recognised National Governing Bodies (NGBs) such as England Hockey
- UK-wide networks such as The National Hindu Students' Forum or The Universities and Colleges Christian Fellowship (UCCF)
- Political parties such as The Labour Party or The Green Party
- A charitable or Non-Governmental Organsation (NGO) such as Oxfam GB or PETA UK
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.
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.
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.
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.
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.