Ending your year

Acapella Society perform

Handover time gives outgoing committees the chance to reflect on the achievements of your group and to share essential information and useful hints and tips with the incoming committee. It’s worth putting some time and effort into ensuring a good Handover as this is the cornerstone of a successful year.

The Essentials

These are the things you need to do in order to keep your group active.

1. Plan your annual general meeting

- AGM Planning Guide

You must give all your members a chance to attend an AGM to hear about how your group has developed over the year, what the financial status of the group is and find out how to vote for a new committee. If you would like to run an election and would like our support, please email bristolsu-elections@bristol.ac.uk.

Why? All Bristol SU groups are democratic organisations and as an elected committee you represent and are responsible to your members. All of your members should have this opportunity to ask questions of the committee and all are eligible to stand in elections for committee positions.

2. Plan your Year

Strategic Planning

If your group has a turnover of £500 or more complete the Strategic Planning document and Annual Budget for the next year. You will need to have these completed to submit the handover form.

Why? These documents help you decide the priorities for your group and plan effectively to achieve all that you want to. It’s useful for the President/Club Captain to oversee the strategy and for Treasurers to have a handle on the finances.

3. Tell us all your essential info on the handover form

You’ll need the contact details and student numbers of your committee

Why? We use the contact details to update our mailing list and keep you up to date. We also use it to ensure that you editing rights to your Bristol SU webpage. In order to remain affiliated to Bristol SU we need these details and the most up-to-date versions of your core documents. It's useful for you Secretary to have a record of all this key information.

4. Upload your core documents to the bristol su webpage

Your core documents include your latest copy of your constitution and any risk assessments you have.

Why? Your members have a right to see your constitution so that they can hold your committee to account. Potential members may also be interested. A publicly available constitution makes your group and the way it operates more transparent. Risk assessments are more effective when they are shared with those who are participating in the assessed activities. It will also give you a more professional and organised image.

5. Hold a handover meeting with your outgoing and incoming committee

Happy Handover Guide

Bristol SU staff can attend and advise these meetings if requested

Why? There will be information and advice that needs to be passed on to incoming committees to ensure consistency for the running of your group and your members - eg, outstanding loans, regular sponsors, advice on how to recruit and retain members, membership databases etc.

 

Best Practice

These are the things which we’ve seen really excellent groups do. They will help improve your visibility, governance, organisation and more...

1. Publish details of your committee on your Bristol SU webpage

– ideally add photos too (individual contact details are great but you may wish to have a single contact email/Twitter/Facebook account instead – see below)

Why? Clarity on who runs a group is very important. This information combined with your constitution allows your members to scrutinise your decisions (in a positive way!) and feel more involved.

2. Publish details of your external website and social media pages/accounts

- regularly check to ensure all links are correct.

Why? The majority of students will find you through the Bristol SU Clubs & Societies A-Z webpage (or at Freshers Fair). If you have an active online presence elsewhere then ensure that these details are up to date on your Bristol SU page so that you can channel your new members to the correct place.

3. Ensure your Bristol SU pages are up to date

- they should describe what you do, why students should join and give examples of recent events & activities.

Why? The majority of students will find you through the Bristol SU Clubs & Societies A-Z webpage (or at Welcome Fair). If you have an active online presence elsewhere then ensure that these details are up to date on your Bristol SU page so that you can channel your new members to the correct place.