COMMITTEE MEMBERS – OFFICE BEARERS
To affiliate with the SRC, a club must have at least three office bearers making up their committee. We recommend you use the titles of –
Some Clubs also choose to have a Vice President, as they can offer support to the rest of the office bearers in larger clubs.
Office Bearers must
- Be current registered students of the University of Glasgow*
- Ensure that whenever there is a change of position, a listed Office Bearer submits a new Office Bearer form with all the relevant details to clubsandsocs@src.gla.ac.uk. Forms submitted by a non-listed Office Bearer will not be accepted.
*past presidents and honorary positions are the exception to this rule but they should not have any administrative powers or financial responsibilities, and they should not have any voting rights.
We now have a Club Management System on our new website, where clubs can securely store their documents. This function will be made available to clubs, once they have attended the Clubs Website Training. You can find the dates for the training here. You will also be able to add your own events and update your page on the website after attending this training.
ORDINARY MEMBERS
Membership must:
- Be available to all current registered students of the University of Glasgow
- Consist of at least 80% current registered students of the University of Glasgow
Membership for affiliated societies should be registered on the website. You can advertise membership that is free or paid. The default membership options for clubs are Standard (student) and Associate (non-student) membership. Non-students account for students of other universities, staff, and members of the public. In addition to this, we can also offer customised memberships which allow you to ask signup questions and set up options that differ from the default. If this is something your society would be interested in get in touch with us to set up a meeting to discuss how your customised membership will work on our website.We will also be offering a sign-up option for Membership purchased off-line, for members who sign up at events. If this is something your society needs set up this would come under customised membership. You will also be able to add your own events and update your club page on the website once you have attended this training and admin rights have been given to you by the SRC.
COMMITTEE MEETINGS
It is advisable to host regular committee meetings to organise the activities of your club/society. As an affiliated club you are eligible to book SRC rooms such as the Williams Room and the Gilchrist Seminar Room. You are also eligible to book larger University rooms through the University’s Space Management and Timetabling department. You can find all relevant information about Room Bookings on our Room Bookings page.
If your club is linked to a university department, they may be able to provide a room for meetings – contact the departmental secretary to see if this is the case.
Meetings should
- Have an agenda (usually agreed between the President and Secretary)
- Have a person appointed to take the minutes, record those unable to attend and take a note of any action points. This would normally be undertaken by the Secretary
ANNUAL GENERAL MEETING.
You can find information on hosting an AGM on our page How to host an AGM.
HOSTING CLUB/SOCIETY EVENTS
If you are organising an event, you can advertise it and sell tickets on the website. The event will appear on your club page and our Clubs event section.
If you have any queries regarding hosting club/society events, please email events@src.gla.ac.uk
MEMBERSHIP FEES
To raise funds for their club/society, many charge a fee for membership. Membership fees can be collected at any point during the year but you must be sure to advertise that there is a fee when members sign up.
Clubs can now sell their membership on our website through their Club Page. We can accomodate multiple types of membership and different prices. We can also add questions to the membership purchase which allows Clubs to gather any extra information they require. The Website allows for all Membership Records to be stored securely and is GDPR Compliant. To set this please send an email to clubsandsocs@src.gla.ac.uk with all relevant details.
BANK ACCOUNTS
Clubs wishing to apply for grants must have a society bank account or have an SRC Holding Account.
If your Club chooses to open an SRC Holding account it allows for easier switch over between committees each year and still requires two signatories for the Account. Clubs will still be in charge of their finances, we will just be acting as a banking service on their behalf. For payments we will require authorisation from both signatories before they are made. The SRC will update societies bi-monthly on their funds total. If your Club is interested in this please contact us on clubsandsocs@src.gla.ac.uk for more details.
Many banks on the high street offer accounts which cater to small-scale clubs or societies. A club should shop around, approaching different banks to find out what accounts they can offer to clubs and societies, and choosing one they feel best suits their needs. The SRC cannot give recommendations on which banks to approach for an account.
The account you set up should be –
- A bank account designed for clubs and societies (banks have different names for these, such as a Clubs & Societies Account or a Community Account, etc). The account should allow for dual control (two signatories). Avoid opening a business account.
- In the name of the club that is listed on your affiliation application.
- Under the current committee’s control.
Banks may require proof that you are affiliated with the SRC before they allow you to set up an account. Please get in touch with Clubs Team via email if this is needed.
We would strongly advise that you set up online banking for your account and opt for paperless statements. Online banking will allow you to access your bank account remotely and going paperless will negate the possibility of important correspondence from your bank being lost in the post.
Please note that many banks will not allow clubs or societies to open an account with ‘University of Glasgow’, ‘Glasgow University’ or ‘GU’ in the name. Therefore the SRC recommends that clubs and societies avoid including this in their name if possible.