Democratic Procedures
Democratic procedures have everything to do with ensuring that your student group is run in a way that allows all your members to have their say. They also outline the rules that ensure that your group and your members run in a way in line with the SU's guidelines.
AGM (Annual General Meetings)
*Q What is an AGM?
*A An Annual General Meeting is a chance for all members of your Society to get together review the year, discuss any issues and elect a new committee for the following academic year. The AGM is a meeting that all members of a society are invited to and is held by the end of the academic year.
*Q What are the key things I need to remember?
*L Annual General Meetings (AGM) are compulsory for every society.
*L AGMs must be advertised at least 14 days in advance to all members.
*L There must be a quorate of 10% of the society membership in order for the AGM to be valid and take place.
*L The AGM must include a brief financial update for the society members & the future committee.
*L Minutes must be taken and made available to all your members. A copy must also be sent to Societies Team.
*L Check with the department for AGM deadline.
*L The online committee form must be submitted by the deadline date. Only the current Chair can submit and amend this document, please note there will be no amendments after the deadline.
*L All other relevant forms (see compulsory list) must be submitted by the deadline to the Societies Team.
*Q What do I need to do after my AGM as a society?
*L After your AGM, there is mandatory paperwork which must be filled out. This is all due by the 6th of May at 9am, and includes
*L Committee form - where you submit the names, emails, phone numbers and student ID numbers of incoming committee. You also inform us of your membership prices, with any on sale/off sale dates https://www.upsu.com/studentgroups/resources/democratic-procedures/committee-form-socs/
*L Society development plan - where your goals for 25/26 are written, along with any support needed to achieve these. We use these to help you throughout the year, understand how to tailor our support, and create training https://www.upsu.com/resources/6040/Society-Development-Plan/
*L Inventory and Financial Plan - This is mandatory and must account for all equipment stored on site at the university, off site at external facilities, and any kit kept in student housing. We need this to correctly insure your equipment (if you have no equipment, please just leave a note on the form). Please ensure you list the value of each item, and the total value of your equipment. There is also a financial plan on the second tab, which will help your student group budget for the year ahead. While this is a “club” document, it is best practice for your society to fill out https://www.upsu.com/resources/6040/Inventory-Form/
*L Code of conduct and model constitution - the governing documents for your society, these help form the basis of your activity and set guidelines for how members should act. All societies must download and sign this, before sending them back.
*L https://www.upsu.com/resources/6040/Society-Code-of-Conduct/
*L https://www.upsu.com/resources/6040/Model-Constitution/
*L This paperwork is all mandatory for next year, so please put some time into this with your newly elected committee. If we do not receive this committee form and paperwork, we will assume that your society has folded and that you won't be operating next year. Any questions please get in touch.
*Q What do I need to do after my AGM as a sports club?
*L After your AGM, there is some paperwork which must be filled out. This is all due by the 6th of May at 9am, and includes:
*L Committee form - where you submit the names, emails, phone numbers and student ID numbers of incoming committee. You also inform us of your membership prices, with any on sale/off sale dates https://www.upsu.com/studentgroups/resources/democratic-procedures/committee-form-sports/
*L Club development plan - where your goals for 25/26 are written, along with any support needed to achieve these. We use these to help you throughout the year, understand how to tailor our support, and create training https://www.upsu.com/resources/7139/Club-Development-Plan/
*L Funding Application - Online application form for the year ahead. This is allocated at the end of summer and will be in your funding accounts for the start of the year https://www.upsu.com/studentgroups/resources/finance/funding/sportsfunding/
*L Inventory and Financial Plan - This is mandatory and must account for all kit stored on site at the university, off site at external facilities, and any kit kept in student housing. We need this to correctly insure your equipment. There is also a financial plan on the second tab, which will help your student group budget for the year ahead https://www.upsu.com/resources/7139/Inventory-and-Financial-Plan/
*L Code of conduct and model constitution - the governing documents for your club, these help form the basis of your activity and set guidelines for how members should act. Any changes to these must be submitted prior to your club AGM for SU approval, then sent back for us to re-upload after. If you aren't making any changes, you don't need to make us aware.
*L https://www.upsu.com/resources/7139/Code-of-Conduct/
*L https://www.upsu.com/resources/7139/Model-Constitution/
*L This paperwork is all crucial for next year, so please put some time into this with your newly elected committee. If we do not receive this paperwork, we will assume that your club has folded and that you won't be operating next year.
Please see all of the resources that you will need to submit for the AGM paperwork. The due date for this years AGM paperwork is 6th of May.
Please see the training below for more details about running your AGM
AGM TrainingClick here for training about the requirements and about running an AGM
Committee Handover
Once you have had your Annual General Meeting (AGM) you will need to start the process in handing over to your new committee. The Handover does not need to be immediate but should happen by the end of the academic year.
Please note that the currently committee is ultimately responsible for any activities until the end of the academic year. Below is a checklist of what you should complete in your handover with your new committee:
- Explain your committee role - let your new committee know that there are training modules available.
- Allow the new committee to shadow you. Joint committee meetings are a great idea to help with the transition.
- introduce the new committee to the Activities & Sport Team - share their contact emails.
- Outline your yearly objectives and barriers for the year.
- Share any login informaiton for email accounts and social media.
- Share any annual events.
- Go through your student group paperwork - Code of conduct, Model consitution, Risk assessment, Development plan.
- Advice on promoting tour activities and events.
- Records of sponsorships and contracts
- How to apply for funding.
- Whether you have any student group items in storage.
- What to expect at the fairs in Welcome Week
Please remember that a good handover will ensure the longevity and success of your student group.
AGM and Committee Handover GuideClick here to download the committee hadover guide
EGM's (Extraordanary General Meetings)
*Q What is an EGM?
*A An Extraordinary General Meeting is a meeting that all members of a society/club are invited to. They are often held at short notice, and are usually planned to discuss a particular matter. Such as a committee member stepping down from their position or a change to a Club/Society
*Q How is it different from an AGM?
*A The Annual General Meeting of the Club/Society will be held by the end of Easter each year and must be advertised to the Club/Society members at least 14 days in advance. The AGM is a chance for all members of your Club/Society to get together review the year, discuss any issues and elect new committee for the following academic year. Whereas an EGM can be called at any point in the year to deal with changes as they arise.
*Q What are the rules around an EGM?
*L An EGM may be called by a Committee member or at the request of 10% of the membership.
*L An EGM must be advertised to the members at least 7 days in advance unless permission has been granted by the UPSU Executive Officers
*L The minimum number required for EGM shall be a quorate of 10% of the total membership
*L The Committee should agree a time for the meeting when most people will be available i.e. not during lecture times and also decide on a venue which is easily accessible. You can book a room on campus through activities portal
*L It is advisable to draft an agenda to ensure that the meeting is structured and all points are addressed within a specific timescale.
*L The minutes of the EGM must be written up and made available to all members (for help with minute writing see the how to write minutes’ guide)
Need Help?
If you are in any doubt of how to hold or why your need to hold an EGM for your club/society, please visit the Hive anytime between Monday and Friday 10am-4pm or email societies@su.plymouth.ac.uk for societies and sports@su.plymouth.ac.uk for sports.
FAQs
*Q What is an AGM
*A An Annual General Meeting is a chance for all members of your Society to get together review the year, discuss any issues and elect a new committee for the following academic year. The AGM is a meeting that all members of a society are invited to and is held by the end of the academic year.
*Q What are the key things I need to remember?
*L Annual General Meetings (AGM) are compulsory for every society.
*L AGMs must be advertised at least 14 days in advance to all members.
*L There must be a quorate of 10% of the society membership in order for the AGM to be valid and take place.
*L The AGM must include a brief financial update for the society members & the future committee.
*L Minutes must be taken and made available to all your members. A copy must also be sent to Societies Team.
*L Check with the department for AGM deadline.
*L The online committee form must be submitted by the deadline date. Only the current Chair can submit and amend this document, please note there will be no amendments after the deadline.
*L All other relevant forms (see compulsory list) must be submitted by the deadline to the Societies Team.
*Q Where can I find more information about running an AGM?
*A Running an AGM
*Q Where can I find more information about running an EGM?
*A Running an EGM
Removing a Committee MemberInformation about how to remove a committe member Removing a Member from a Student GroupInformation about how to remove a member from your student group