Student Activity Group Agreement 2013/14
This agreement must be completed as part of the Ratification/Re-registration process for all
Student Activity Groups.
This agreement details the roles and responsibilities of KCLSU and the following Student Activity
group
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Definitions
Membership
1.1 Membership shall be open to all King’s students and Associate Members
1.2 Membership of the group must comprise a simple majority of King’s students to Associate
Members.
1.3 Membership shall be granted on payment of an annual fee, the level of which should be set at
the group Annual General Meeting (AGM).
1.4 Membership may be granted for free if the group determines not to set a fee at the groups
AGM.
1.5 Membership of the group may be withdrawn, suspended or refused with the approval of a twothirds majority of the group’s committee and a two-thirds majority of a group general meeting. Any
withdrawal, suspension or refusal must be reported to KCLSU.
1.6 Appeals from members referring to 1.5 may be sent to the Student Activities Review
Committee no longer than four weeks from the said withdrawal, suspension or refusal.
Group Governance
2.1 Organisational affairs will be conducted by the groups committee which must include a
President and Treasurer.
2.2 Committee members must be members of the group and King’s students only.
2.3 Group Committee Members must be elected at the groups Annual General Meeting and serve
for one academic year.
2.4 The group must provide KCLSU with a list of the Committee members and their contact email
address and mobile phone numbers.
2.5 Group members shall act in the interest of the entire group’s membership as expressed at the
group’s AGM.
Group Annual Meeting
3.1 Group’s AGM’s shall be open to all King’s students but only members may vote at said
meeting.
3.2 Extraordinary general meetings may be called by the groups President or 20% of the group’s
membership.
3.3 The group must hold an AGM at which the committee for the following year will be elected.
Group Elections
4.1 Group elections must be held at the groups AGM in accordance with 2.2 and 2.3.
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4.2 All members must be given at least 7 days notice of the AGM.
4.3 All members shall be eligible to stand and vote in the group’s election.
4.4 Responsibility of a fair and democratic election falls on the Returning Office which shall be the
outgoing Presidents. If the said President is re-running another Committee Member must take up
the role of Returning Officer.
4.5 Any suspicion of misconduct must be reported to KCLSU no more than 7 days after the AGM.
Group Finances
5.1 The group funds shall only be used to purchase goods which are being used to fulfil the aims
and objectives of the group as set in the groups AGM.
5.2 The Treasurer shall be responsible for the group’s funds in accordance with KCLSU
regulations.
5.3 Two authorisation signatories are required before student group funds can be spent: the
groups Treasurer and a member of the Student Activities staff team.
5.4 All grant funds allocated by KCLSU shall revert at the end of the financial year. If the group
becomes de-ratified the funds in the private account shall remain dormant for 7 years.
5.5 KCLSU cannot allow groups to run into a deficit and are not able to override any negative
balances or provide loans to Activity Groups.
5.6 Any financial misconduct which are in contravention of 5.1 shall be assessed by the Student
Activities Review Committee and may result in action being taken against the offending member or
Committee Member.
5.7 All ratified activity groups must use their KCLSU provided bank account. Private accounts
cannot and should not be used under any circumstance
Relations with KCLSU
6.1 As a ratified KCLSU student group, the group shall abide by KCLSU Bye-Laws, Articles of
Association and all other finance, insurance and health and safety policies and regulations.
6.2 All reports of group misconduct will be assessed by the Student Activities Review Committee
and action may be taken against the group member or Committee Member.
6.3 The actions which the Student Activities Review Committee can make are as follows:
 KCLSU disciplinary of the member
 Monetary fine
 Temporary suspension of the groups activity
 Temporary suspension of the groups accounts
 De-ratification of the group
6.4 If the measures set out in 6.3 are unsatisfactory the groups President may appeal via the
KCLSU formal complaints procedure.
Complaints Procedures
7.1 Group members wishing to make a complaint should initially contact the group President.
Complainants unsatisfied by the response should then follow the KCLSU formal complaints
procedure.
The Agreement
KCLSU agrees to:
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Provide a team of staff able to provide high quality and consistent support to the group
Provide annual training to induct and support the group’s President and Treasurer
Provide an account for the group’s income and expenditure
Manage the group’s membership data in a secure and confidential manner compliant with
data protection best practice
Provide access to King’s College London and KCLSU room and facilities bookings
Assist in publicising the group’s activities, through media or communication tools
Provide opportunities for awards and recognition
Provide opportunities for the group to secure funding to deliver activities
The Student Activity Group agrees to:
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Ensure membership to the group and all events and activities are promoted and accessible
to all students at King’s
Only hold activities for which a Risk Assessment has been submitted and approved, in
accordance with the Insurance Guidance (please see the generic Risk Assessments on the
KCLSU website)
Complete an Accident or Injury Form for any accidents or injuries which occur during the
course of the group’s activity, in accordance with the Insurance Guidance
Ensure the group books College and KCLSU rooms and informs KCLSU of any external
guests in accordance with the Room Booking Policy and Procedures
Communicate with KCLSU on a regular basis reporting on the groups successes and
difficulties.
Signed by the President:
Print name ______________________________
Signature ______________________________
Date __________________________________
Signed by the Treasurer:
Print name ______________________________
Signature ______________________________
Date __________________________________