1. Have an up-to-date Warwick SU webpage
Your Warwick SU club webpage is where a lot of prospective students will first look when considering what University and what clubs to join. It's a great place to make a good first impression!
To meet this criterion, your webpage must include the following:
- An up to date description of your club and its activities/training
- An up to date logo
- An active contact method (email/social media)
- Where social media pages are linked, they should be active or removed from your webpage
- An outline of the potential costs involved in joining your club
Optional:
- Updated exec
- Photos/videos
Please submit a screenshot of your updated SU webpage
To update your webpage on the SU website: Navigate to your club's admin tools on the SU website (you need admin rights before this will become available to you). Click "Edit Details. Edit your club's details as required, and click "Save" at the bottom of the page.
2. Complete and submit a handover pack by the deadline
A successful handover is essential to the smooth running of every club. Without the passing of knowledge, new exec members may struggle to run your club to the standard your members expect.
The deadline for club elections is term 2 week 9 (unless you have an approved exception – Canoe, Canoe Polo, Cricket (M/W), Rowing), and the handover pack deadline will be early term 3 (keep an eye on the Teams channel).
Remember that incoming exec cannot take over the running of your group until your handover pack has been approved.
To meet this criterion:
- You must have submitted a fully completed handover pack to your coordinator via the correct procedure (information will be released on Teams).
- Attach a screenshot of the email you sent to your coordinator that includes the timestamp with a date before the deadline.
3. Maintain up-to-date "how-to" guides for at least your president and treasurer
Passing on knowledge and best practice is beneficial to running your club smoothly year to year. Set your successors up for success by leaving them a comprehensive role guide.
To meet this criterion you must:
- Submit an updated and completed role guide for your President and Treasurer roles.
4. Have an active budget tracker for the year
Keeping an accurate and up to date budget tracker is vital to ensuring that your society runs in a financially sustainable way. Without one, your society activity may be impacted.
To meet this criterion, you must:
- Fill out a budget plan following your society handover as accurately as possible (it may be beneficial to work on this with the previous Treasurer/President).
- Track society income and expenditure throughout the year.
- Submit a completed budget tracker (you can submit this from Term 2 Week 8 onwards).
5. Have an active social media presence
Having an active social media presence is a great way to engage with club members, alumni, and attract new ones. You can promote events, showcase achievements, and communicate information quickly.
To meet this criterion:
- Submit a link to your club's social media account(s).
- Submit a screenshot of your social media account showing at least three posts in at least two terms.
6. Have at least one first aid trained exec member
Having a first aid trained member in your club offers several important benefits such as ensuring the safety and well-being of all members during club events/trips/tours, and increasing group credibility. It is also a requirement for on-campus clubs to use Warwick Sport facilities.
To meet this criterion:
- Submit a copy of at least one member's first aid certificate.
- Submit proof that that person is a member of your club (screenshot of confirmation email received when purchasing membership, or their name in your official list of club members from your club admin on the SU website).
7. Be Report and Support ready!
Everyone studying at, working at, and visiting Warwick has the right to feel safe. Report and Support is the University’s disclosure platform for all forms of Harassment including Sexual Misconduct, Discrimination, Bullying and Hate Incidents. Report & Support Ready is an accreditation scheme, which equips the Execs of Sports Clubs and Societies to safely receive disclosures, signpost effectively and promote healthy cultures within their communities. By completing the relevant training to be accredited as ‘Report & Support Ready’, Sports Clubs and Societies can commit to join our mission to tackle all forms of harassment at Warwick.
To complete this criterion:
- Submit a screenshot of the email that your society received confirming that you are Report and Support Ready.
https://reportandsupport.warwick.ac.uk/campaigns/report-and-support-ready
8. Complete Active Bystander training
Help build a community that doesn't tolerate sexual misconduct or violence by completing Active Bystander training.
Focusing on the prevention of sexual misconduct and violence, being an Active Bystander sends a powerful signal that problematic behaviour is unacceptable in our community.
Through interactive content and discussions, the course aims to help you to develop the knowledge, skills, and confidence to be an Active Bystander.
The programme's impact increases with the number of people who take the course – undergraduates and PGT students of all backgrounds are encouraged to apply.
To complete this criterion:
- Submit a copy of the certificate you receive upon completion for both President and Welfare.
9. Hold three or more alcohol free socials
Alcohol-free socials are a great way to be more inclusive towards all of your members! Note: Please submit evidence for all three alcohol-free socials at once or they won't be approved.
To meet this criterion you must:
- Hold at least three separate alcohol-free socials
- Advertise the socials to your members as alcohol free (attach any advertising you have done)
- Hold your socials at venues where alcohol is not served
- The socials must not be part of your normal club activity (i.e a match)
10. Run a wellbeing initiative or host a wellbeing event for your group
Prioritising well-being is essential for fostering a happy, healthy, and thriving Warwick community! Whether you want to organise a mindfulness session, a sports-for-well-being event, or a stress-management workshop, there are plenty of ways to support student well-being.
To meet the criteria for an official well-being initiative, please ensure:
It provides a meaningful way for students to enhance their well-being. Examples include:
- A guided meditation or mindfulness session to promote relaxation
- A physical activity event, such as a yoga class or fun run
- A stress-relief workshop focusing on mental health and resilience
- A social well-being event, encouraging connection and peer support
- A nutrition or sleep-awareness session to support healthy habits
Please submit proof and data from your event - planning/advertising/outcomes.
10: Hold a welcome event for your society at the start of the academic year
Hosting a welcome event is essential for attracting new members and welcoming returning ones back for the new academic year. It can show potential members the type of events that will be held by the society throughout the year and encourage them to become a member!
To meet this criterion, your taster session must:
- Be targeted at new members (attach any advertising you have done for the session)
- Submit a picture of your event (during set-up or the event), ensuring all potential members have given permission to be in the photo (if applicable)
11. Host a taster session
Taster sessions are a great way to attract new members to your club! Warwick Sport have a taster session window in the first two weeks of each term where your sessions are open to all to book onto (even without membership). If you want to run a taster session at a different time of year just get in touch via your Teams channel.
To meet this criterion, your taster session must:
- Be targeted at beginners/new members (attach any advertising you have done for the session).
- Have a register completed for all attendees that includes their names and student numbers (this is for insurance purposes). Please submit this as proof of your session.
12. Collaborate with another Society/Sports Club on an event or project
Engaging with other SU affiliated societies/sport clubs is a great way to maximise outreach and student engagement.
To meet this criterion, you must:
- Collaborate effectively on an event/project.
- Provide proof of cross club/society collaboration and impact from the project/event.
13. Host an alumni engagement event
Engaging with alumni is a fantastic way to build connections, gain insights, and celebrate the Warwick community! Whether you want to host a networking session, a careers panel, or even a sports match, there are plenty of ways to bring alumni and students together.
To meet the criteria for an official alumni engagement event, please ensure:
It provides a meaningful way for students and alumni to connect. Examples include:
- A networking evening with alumni from your society
- A careers Q&A panel to hear about different career paths
- A friendly sports match between alumni and current students
- A social event, such as a reunion or informal meetup
- A skills workshop, where alumni share expertise
Please submit proof and data from your event. (e.g event advertisement, event pictures, feedback, attendance data)
14. Host a ticketed event through the SU website
Hosting club events is an important way to keep your members active and engaged.
To meet this criterion:
15. Host an external speaker/s event following correct procedure
Organising an external speaker event is an excellent way to expand your members' perspectives on your society's topic! You could host a conference, speaker panel or have a speaker in to give a presentation.
To meet this criterion, you must:
- Host an external speaker event either on campus or online and adhere to the external speaker process.
Please submit an email trail showing your submission right through to approval of the speaker/s.
https://www.warwicksu.com/societies-sports/exec-resources/activities-and-planning/external-speakers/
16. Fundraise for a recognised charity or charitable cause as part of your group and complete the charity fundraising form
Charity fundraising is a great way to give back to the community and develop key skills for your club members.
To complete this criterion:
17. Have an SU approved sponsorship agreement for your club
Securing a sponsorship for a society can bring a variety of valuable benefits such as networking opportunities for your members or financial support for the society to host events.
To meet this criterion you must submit:
- A sponsorship agreement signed by the company, the society and the SU
18. Make a difference through volunteering in the local community
Volunteering in the local community is a fantastic way to give back, develop new skills, and meet like-minded people! Through Warwick Volunteers, there are plenty of opportunities to get involved throughout the year, whether through one-off events or regular commitments.
If you’d like to set up a volunteering initiative or join an existing project, just reach out to Gemma Dawson on your Teams channel. Alternatively, look into volunteering opportunities on the Warwick Volunteers portal.
To meet the criterion for an official volunteering activity, please ensure:
- It directly benefits the local community (attach any promotional materials or event details).
- A register is completed for all participants, including names and student numbers (for safety and reporting purposes). Please submit this as proof of your session.
19. Have above 50% of society members vote in Spring Officer Elections.
Warwick Students' Union is a democratic organisation, which helps to ensure that the Union works for YOU, our members.
Elections are held for a variety of roles which help steer the direction of the SU, run campaigns for student communities, represent your academic interests and host student activities.
To complete this criterion:
20. Hold society elections where more than one candidate runs for each of your three core roles (President, Treasurer, Welfare)
Competitive elections ensure that candidates are responsive to what their membership want, hopefully resulting in a leader that represents your society best. They also encourage your members to participate, as people are more likely to engage if they believe their vote matters.
To meet this criterion:
- Submit your proof of elections or submit screenshots of your President/Treasurer/Welfare elections on the SU website.
21. Collect feedback from your members and action it.
Getting regular feedback from your members is important to run a successful society. Collecting and acting on feedback increases satisfaction and commitment from members as their opinions are being valued. It is also helpful as an exec when making decisions. If you receive any feedback relating to the SU, we look forward to hearing about this!
To achieve this criterion:
- Submit evidence on how you collected your feedback
- Submit screenshots showing how you encouraged your members to feedback
- Submit a screenshot of your results
- Submit notes on how you plan to action the feedback