Handover

After holding an AGM, you will now have a new committee ready to manage the society for the upcoming academic year. To ensure a smooth transition between committees, we have a dedicated handover period. The handover period is typically from the end of March until the end of May (Semester 3).

During this handover period, both the outgoing committee and the incoming committee have responsibilities to carry out.

Task for the outgoing committee:

• Send the societies team the details of the new committee members – we need their names, ds usernames and committee position. This can be done when completing the re-affiliation form. We also need some evidence that you elected your committee at an AGM. This step is important to allow us to give the new committee access to the society admin tools.
• We will add new committees to the website from 1st April, but old committees will retain their access until the 31st May. From 1st June, we will remove the old committee and you will lose access to the website unless requested otherwise.
• Provide the new committee with a completed handover document. There is a sample handover document which can be amended to suit each society.

Example Handover Document

Tasks for the incoming committee:

• Once you have been added to the website (from 1st April), re-affiliate the society by completing the re-affiliation form. This involves agreeing to the Societies Policy and filling in your society’s Constitution.
• Complete society training. We offer general committee training, finance training and grant training, as well as more specialised training throughout the year.
• Submit room booking requests for the next academic year (particularly for regular bookings, e.g. weekly meetings, and larger events).
• Assess society finances and begin planning for any possible fundraising or grant applications that may be required over the year for your activities.
• Complete and submit an annual risk assessment for your society activities over the next year. Details can be found on the risk assessment webpage. 

Any societies that have not held an AGM and completed the handover process will be unaffiliated at the end of May. This will mean the society will not have access to their society webpages and be unable to conduct normal society business (e.g. finances, room bookings etc.). Societies who have not reaffiliated by 31st May will not be eligible to book a stall at the Freshers Fair.

If you need any assistance during the handover process, please contact the societies team by email.