Annual Student Membership Fee: ______

SocietyStarterPack

Society name:______

Annual Student Membership Fee: ______

Annual Non-Student (Associate) Membership Fee:______

Welcome to the SocietyStarter Pack

Welcome to Edinburgh Napier Students’ Association (ENSA) Societies! Along with Sports Clubs, our Societies fall under the banner of Team Napier.

Student-led societies form an integral part of the student experience and running a student society can be a very rewarding and enjoyable experience, giving Office Holders the opportunity to develop a wide range of skills from team-building and leadership, to events planning and networking.

ENSA is here to help you administer and develop your society, and to affiliate with us as a Society you must complete and return this pack .

Before submitting this pack please check that you have:

• Entered a student membership fee and a non-student membership fee
• Created some aims and objectives
• ‘Signed’ the consultation declaration
• Provided a Society email address
• Added the personal details of at least three office holders
• Written a website blurb for your page

Memberships

New societies will need 10 ENU student members to register as a Society. A minimum of 10 ENU student members must be registered on the ENSA website 1 month after the Society has been affiliated.

ALL Society members and OfficeHolders must pay for an ENSA Societies affiliation fee and their Society membership on the ENSA website

Society Office Holders MUST NOT collect membership fees. All members should sign up via the ENSA website but exceptionally may pay in cash through the ENSA Finance Office.

Minimum requirements for an Affiliated Society

All ENSA affiliated societies must have:

• 10 members signed up online
• 3 OfficeHolders
• a completed constitution
• a membership fee

Funding

All new Societies are eligible for a £30 New Society Boost to be spent in you first month of operation on materials to promote the Society. To spend this money, either bring ENSA an invoice to pay or if you have spent your own money, bring in a receipt to claim the money back.

Your Society will not immediately be eligible for applying to ENSA Strategic Funding – you can only apply for this after your Society has been operational for one calendar year.

Email & Social Media

If your Society has a Facebook page, Twitter handle, or other social media links, please list them here and we will include them on the Society’s webpage:

Please also set up a Society email account with a free external provider and tell us this email, we will send most of our communications to this account:

Website Information

Each Society has its own page on the ENSA website, and you can also find useful forms and helpful information under the Societies menu.

Please provide some text to go on theSociety’s page of the ENSA website. You should make this text as appealing to members and new members as possible, avoid using jargon and make it clear what students can get out of joining yourSociety. Remember you may be in competition with other Societies to recruit new members!

We may edit your text for grammar or spelling purposes, or to improve clarity.

You should also email us a Society logo and any other images you would like to go on the website.If you need help designing a logo, drop us an email and we can see what we can do.

Edinburgh Napier Students’ Association (ENSA)

SOCIETY CONSTITUTION

(This constitution should only be amended where indicated)

1.0 Name

The Society will be called ______ and will be affiliated toEdinburgh Napier Students’Association (ENSA)and operate in accordance with the guidelines of Edinburgh Napier Students’ Association, as contained in the ENSA Societies’ Handbook.

2.0 Aims and objectives

2.1 The aims and objectives of the Society will be:

• Add Objectives here

3.0 Membership

3.1 Membership is open to all Edinburgh Napier University (ENU) students.

3.2 All members are subject to the regulations of the Society’s Constitution and ENSA Societies’ Handbook. By joining the Society members will be deemed to have accepted the regulations and to abide by these.

3.3 All members will be enrolled as either:

• Full member – current Edinburgh Napier University (ENU) matriculated student
• Associate member – not a current Edinburgh Napier University matriculated student

3.4 The Society will have a minimum of 10 ENU student members.

3.5The Societywill have a majority of current ENU students as members, and the number of Associate members will not exceed 30% of the total membership.

3.6 Associate members cannot hold Committee positions in the Society or put themselves forward for election to these positions.

3.7Associate members are not permitted to vote in the SocietyOfficeHolder elections

4.0 Membership Fees

4.1 Members must enrol on the online membership system at and pay the appropriateENSA Student Societies AffiliationFee in addition to the membership fees setby the Society.

4.2 Associate members must enrol on the online membership system and pay the Associate Membership Fee, which the Society must set at a higher price than the Student MembershipFee, as well as the ENSA Student Societies’ affiliation fee as set by ENSA.

4.3 Membership Fees will be set annually by the Society Office Holders with reference to the Society’sproposed development and financial plans, and in consultationwith the VP Sports & Societies and with the agreement of the ENSA Depute Manager.

4.4 Society Office Holders willensure that all Society members, including themselves, are signed up online and will monitor membership at events and meetings.

5.0 Committee

5.1There will be an elected Committee entrusted with the responsibility ofpursuing the Society objectives. The Committee shall consist of a minimum of the following OfficeHolderpositions:

• President
• Secretary
• Treasurer
• If required, add additional OfficeHolders

5.2 CommitteeOfficeHolders will be elected annually at the AGM. Elections will be held by private ballot and must be conducted fairly and transparently. ENSA must receive advance notice of all AGMs and will be invited to attend each AGM in a non-voting capacity.

5.3 All current student members of the Society are eligible to stand for CommitteeOfficeHolderpositions.

5.4 All CommitteeOfficeHolders will retire each year but will be allowed to put themselves forward for re-election if they are eligible and so wish.

5.5 All Society members may seek independent advice regarding the election and voting processes by contacting ENSA.

5.6 If, at an AGM, there are fewer than 3 student members who will be continuing their studies in the next academic year, an interim society committee consisting of those members present may be created. This interim committee are permitted to take the society forward over the summer period and represent the society at Freshers events. Following the recruitment of new members in September, an EGM must be held for a new election process to take place within 6 weeks of the start of the academic year.

6.0 CommitteeOfficeHoldersGeneral Responsibilities

6.1 Committee Office Holders are responsible for the strategic planning of the Society, its day-to-day operation, and planning activities & events for its members.

6.2 The Committeewill meet at least twice per trimester. The quorum required for business to be agreed at Committee meetings will be three members. Minutes of meetings will be produced and provided to ENSA within a reasonable timescale.

6.3 The Committee will be responsible for proposing policies, codes of conduct and rules that are necessary for the operation of the Society. Proposals will be sent to ENSA to check they are appropriate and comply with the ENSA Constitution.

6.4 The Committee will keep records of Society activity, minutes of meetings and financial plans for use by future SocietyOfficeHolders. Such documents will be presented to the new Committee after the AGM.

6.5 The Committee will ensure that all the required Society documentation is completed and that an appropriate number of Committee representatives attend ENSA training sessions and/or meetings as required.

6.6 The Committee will be responsible for liaising with ENSA, which includes accurate and timely financial reporting, advance notice of events and trips, and relaying good news stories about the Society.

6.7 The Committee will comply with ENSA’s transport and booking policies.

6.8 The Committee will seek assistance from ENSA in the event of the Society or Committee experiencing problems which may affect the running or existence of the Society.

6.9 A minimum of one CommitteeOfficeHolder will attend the ENSA Student Societies Forums.

6.10The Committee will be responsible for taking all reasonable steps to ensure the health, safety and well-being of all members participating in the Society’s planned activities. Where required the Committee will complete a risk assessment for activities. Where appropriate the Society will complete a blanket risk assessment for its regular activities.

6.11 Where aCommitteeOfficeHolder can no longer fulfil their duties, they will seek advice from the VP Sports and Societies and where necessary demit from office. Exceptionally a CommitteeOfficer Holder may be subject to removal or impeachment by two-thirds majority vote and/or by the Sports and Societies Council.

6.12 Following the departure of an OfficeHolder, an Emergency General Meeting (EGM) will be held as soon as possible to elect a new member to the position.

6.13CommitteeOfficeHolders are eligible to apply for the ENSA Societies Executive positions.

7.0 Finance

7.1 Society Office holders will ensure that all Society income will be banked in the ENSA Society membership account.

7.2 The SocietyTreasurer will be responsible for the finances of the Society, including controlling expenditure, budgeting accurately, and regularly reporting the Society’s financial situation to the Committee. This will be a standing agenda item at all Committee meetings.

7.3 Additional revenue from events, fundraising or sponsorship can be raised throughout the year and must be banked with ENSA at the earliest opportunity. Sponsorship deals must be approved by the VP Sports & Societies before an agreement is made.

7.4 A statement of annual accounts will be presented by the Treasurer at theAnnual General Meeting and will be given to ENSA by the 30th April.

7.5 The Committee is jointly responsible for planning the Society’s finances on a yearly basis, including estimating revenue from membership fees and applying to ENSA for additional funding, as outlined in the Societies’ Handbook.

7.6 ENSA will only authorise the Society to spend money from its membership account based on agreed budget allocations or, exceptionally, following consultation with the VP Sports and Societies and ENSA Depute Manager.

7.7 The Society will comply with the finance procedures outline in the Societies’ Handbook.

7.8 ENSA will not be liable for any financial losses or debts caused by the Society or the Society members.

7.9 TheSocietywill not operate an independent bank account or bank cards.

7.10 Society Office Holders may apply to ENSA for strategic funding to support their Society development plan.

8.0 Annual General Meetings

8.1 Notice of the Annual General Meeting (AGM) will be given by the Society Secretary with at least 14 clear days’ notice to all Society members and ENSA.

8.2 The AGM will receive a report from CommitteeOfficeHolders and a statement of the audited accounts.

8.3 The process for nominations for CommitteeOfficeHolder positions will be made clear to all Society members with 14 clear days’ notice, including information about the roles available and how to nominate for positions.

8.4 Any Society members who are currently matriculated ENU students and plan to continue their studies in the following academic yearmay put themselves forward for any of the Society OfficeHolder positions.

8.5 All successful Office Holder nominees must be matriculated students at ENU at the start of next academic year, studying on campus, and cannot be taking a year or semester abroad.

8.6 All student Society members are permitted to vote for all positions.

8.7 The quorum for AGMs and EGMs will be at least 50% of active membership.

8.8 The Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM, the process for which will be the same as the AGM.

9.0 Discipline and appeals

9.1 All complaints regarding the behaviour of Society members must be submitted in writing to the ENSA Depute Manager.

9.2 Following a complaint, the disciplinary process, as outlined in the Societies’ Handbook, will be followed.

9.3 TheSociety as constituted under ENSA may be wound up or have its activities suspended by the ENSA Trustee Board following the disciplinary process. On dissolution of a Society, all funds and equipment will be properly accounted for and will remain the property of ENSA.

10.0 Dissolution

10.1 A resolution to dissolve the Society can only be passed at an AGM or EGM through a two-thirds majority vote of the membership.

10.2 The Society may be dissolved or suspended by the VP Sports & Societies in the event that they fail to reach the minimum membership requirement of 10 matriculated ENU students by the stated deadline.

10.3 In the event of dissolution, all assets of the Society will remain the property of ENSA.

10.4 Any Society constituted under the Student Societies Union may be wound up or have its activities suspended by the ENSA Trustee Board following the disciplinary process. On dissolution of a Society, all funds and equipment will will remain the property of ENSA.

11.0 Amendments to the constitution

11. Any proposed changes to the SocietyConstitution must be written in conjunction with ENSA to ensure they comply with all relevant policy, legal matters and financial regulations.

12.0 Declaration

______hereby adopts and accepts thisConstitution as a current operating guide regulating the actions of the Society and its members.

CommitteeOffice Holders Contact Details

You must have a President, Treasurer and Secretary to start a Society. You may add further Office Holders if you like.

Weonly ask for your phone number so we can get in touch at short notice or in an emergency. We usually contact you by email.

Position / President
Name
Email / @live.napier.ac.uk
Telephone
Position /

Treasurer

Name
Email / @live.napier.ac.uk
Telephone
Position / Secretary
Name
Email / @live.napier.ac.uk
Telephone

If your Society has more than three OfficeHolders, please use the boxes below to complete the full details for your Society.

Position
Name
Email / @live.napier.ac.uk
Telephone
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Responsibilities:
Position
Name
Email / @live.napier.ac.uk
Telephone
Responsibilities:

Development Plan

This section is aimed at helping you think more deeply about Society planning. The Development Plan is all about long term goals – what do you want to achieve by the end of the year? Two years? Five years?

We think that writing down some of the long term aims of the Society can help focus you, and can lead on to creating a plan of action for how to achieve your aims.

Think of this as the architect’s plan for your society.

What are your aims for the Society? / When should we have achieved this aim? / What action do we need to take to achieve this aim? / How will we know if this has been successful?

Activity Plan

If the Development Plan is the architect’s drawings, the Action Plan is the bricks you lay to build the house.

This is a chance to think about how precisely you will achieve your aims. Will you need to meet regularly? What events will you want to put on? Do you need to raise money?

It doesn’t have to be over-detailed, but by creating a plan now you’ll be in a better place when things start getting busy. As well as your regular Society meet-ups, remember to schedule in time for the committee to meet and chat about plans.

Trimester 1: September to December
Trimester 2: January to April
Trimester 3: May to August

Some societies choose to operate throughout Trimester 3. It is at the discretion of the Society, and there is no obligation to work throughout this period.

Finance Plan

Your Finance Plan should be drawn from your Activity Plan, and can help decide on an appropriate membership fee to set.

Estimate income by multiplying your membership fee by your predicted number of members. You can top this up with fundraising and sponsorship money.

Think about publicity materials, trips, events, and equipment you might need during the year.

Expenses

Please include all expenditure that you think your Society may incur throughout the academic year.

Expenditure / Costs

Income
Please indicate how much income you expect your Society to receive. Here, you should account for membership fees, sponsorship and fundraisers, entry price to events, etc.

Income / Total

Totals

Total Expenditure
Total Income
Difference

10 Society Members

The 10 members listed here must be matriculated students at ENU at the start of next academic year, studying on campus, and cannot be taking a year or semester abroad.

1 / Name:
Matriculation number:
2 / Name:
Matriculation number:
3 / Name:
Matriculation number:
4 / Name:
Matriculation number:
5 / Name:
Matriculation number:
6 / Name:
Matriculation number:
7 / Name:
Matriculation number:
8 / Name:
Matriculation number:
9 / Name:
Matriculation number:
10 / Name:
Matriculation number:

Most Societies will have more than 10 members and ALL members and associate members MUST register online with ENSA and pay the required fees. It is the Committee Office Holders’ responsibility to ensure that this regulation is complied with.