Committee members have defined roles and responsibilities. The responsibilities outlined below are considered core for any Club, Society or Project.
This collection will go through the core responsibilities all committee members take on once elected and the specific responsibilities of the principle roles (Chair/Presidents, Secretary, Treasurer, and for Sports Clubs the Team Captain).
All Committee members responsibilities
You are an ambassador
You and your members are ambassadors for Imperial College Union and Imperial College London. You are responsible for what your CSP does and says. This includes conduct at all events and what is published in the media and on the web.
You are accountable
You are accountable to your members for what happens. You are also accountable to the Union and the College for the actions of your CSP members whilst undertaking your activity.
You have a duty of care
You have a legal obligation to ensure the safety of you members. Practically, this means attending relevant training and completing risk assessments and other required documents.
You can be held personally liable
If found responsible for breaching Union or College policies or the law, you may be subject to Union and/or College Disciplinary action. These proceedings may result in varying levels of punishment, including an entry on your permanent College record. For medical students this may affect your Fitness to Practice.
Internal finances authorising members expenses claims.
External finances. Raising purchase orders. Sales invoice imprests and more.
Debt watch. Ensuring your CSP is financially healthy.
Event finances. Creating and submitting event budgets.
Value added tax (VAT) understanding the 80 and its implications for your CSP.
Funding applications. And seeking income for your CSP, e.g., sponsorships.
Online sales. Tracking via the Union online shop.
Budgeting. Writing and submitting an annual budget. Using it to manage finances.
Financial regulations. Ensuring they understood and met by members.
Cash handling. Banking, cash and storing it correctly.
Minute taking and coordinating committee Meetings.
Internal communications, writing emails. Mailing list management.
Data protection and managing member data.
Room bookings yearly and add hog for both regular activities and one-off events.
Transport and services booking minibuses, First Aid and equipment.
Kit/Regalia management and ordering.
Organisation and planning for the CSP
Access and storage. Management of inventory, storage, space and access.
Publicity social media management, website content, posters etc.
Managing the committee, supporting and overseeing work.
Safety of members ensuring activities are within the law, safe and inclusive.
Member wellbeing creating a positive community.
External relations representing your CSP outside of the Union.
Chairing meetings, including committee and general meetings.
Represent your CSP. By attending MG/CU And union meetings.
Aims and objectives. Making sure your on track.
Financial responsibility approving CSP expenditure.
Developing your CSP. Growing your membership activities and or events.
Major events overseeing the planning and delivery.
Team captains responsibilities
Planning training. Including booking venues and facilities.
BUCS/LUSL fixtures. Fixture administration team sheets playing under protest forms. Et cetera.
Team wellbeing motivating members and maintaining morale on the pitch.
External relations working with external suppliers, umpires and officials.
Transport and equipment. Arranging for fixtures and training.
Tournaments organising internal competitions.
Team discipline ensuring team behaviour is acceptable.
Strategy making strategic decisions on the pitch and selecting teams.
Do you need help?
Management Group Committee/ Constituent Union Committee: Your MG Chair/CU Committee is trained to help you with this topic. Please find your relevant contact here
Union Email Contact: firstname.lastname@example.org
Contact: Student Activities Team