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Committee Handover

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► Committee Handover

'Handover' is the process in which you literally 'hand over' the running of your group to the new committee. This is essential to maintain the continuity of clubs and societies and ensure invaluable experience is passed from committee to committee, year on year. Without a well-planned handover you may as well be starting from scratch each year. We must receive your new details by the end of the summer term.

If your group committee and constitution will stay the same, e.g. your group is very new, then you just have to let us know that this is the case and you don't have to do anything else. You may need to do a risk assessment for your most common activities but we will let you know.

Handover process

Step One
Handover for the following year starts as soon as you take over from the previous year’s committee. It’s essential that you learn from your predecessor’s successes and even their few mistakes. During your year of office make sure you collect examples of good practice and maybe even a scrapbook/logbook, which will be a useful tool when it comes to handing over important information to your successors.

Step Two
All clubs need to hold an AGM, ideally during the Spring Term. At the AGM, next year’s officials are to be elected by the group’s members. It is recommended that elections are held by secret ballot.

Step Three
Handover should be completed over the Easter holiday with the new committee of each club and society in place for the summer term.

Step Four
Contact the AU Office with details of the new committee members, their roles and responsibilities plus a Code of Conduct and Constitution. You must also complete a risk assessment for your main activity. Clubs can download and return this form via email. We have an example club constitution you can use as a guide. Clubs can email their new committee details to aupresident@swan.ac.uk. This must be done by the end of the summer term.

Step Five
A great way to prepare for the year ahead is for the old and new committees to meet with staff from the AU Office to find out how we can help you and what you want from us. Club committee members will be contacted to schedule a review meeting. Captain's training will take place in the following academic year's Winter Term.

Incoming committee members

Consider what you want to achieve during the forthcoming year; diversify your membership, run more events, organise regular socials, do more fundraising, attract sponsors, create a new logo. Contact a member of the AU Office team if you would like any help creating an action plan. This is a great way to focus on what you want to do and, perhaps more importantly, the things you will do to get there.

We have info online designed for committee members of new clubs but it would be really useful for you to have a look at what we have done for your club, e.g. set up a website, and what you could do next. Training for the new committee will usually take place in the week prior to Freshers’ Week. though we are looking into organising a training session at the end of the summer term. This will include essential useful information on health & safety, money, minibuses, etc. We recommend that at least two people from each club and society attends training.

We will be in touch with the new committee members about the Freshers Fair over the summer holidays

Outgoing committee members

Old committees should ensure they handover all essential knowledge, membership lists, mailing lists, documents and any other important information that the new committees may find useful. Every club must hand over a full inventory of equipment (and relevant paperwork for equipment), know where the equipment is and how to access it.

Outgoing club committee members should complete our quick online survey to provide feedback for the Activities Centre team. You are also eligible for a Certificate of Achievement, this verifies your committee member status and outlines some of the skills and experience you will have gained through running a club. If you would like one please contact a member of the AU Office team.

Money Matters

In order for your fundraised money to be carried over to the new academic year we need the names of your new committee by the end of the summer term. This is to ensure that the correct club is using the funds raised for the purposes agreed by the club.

We cannot hold funds indefinitely as the financial year must be accounted for and accounts will be zeroed if a club or society is deemed inactive. Don’t let your hard work go to waste, make sure you return your details to the AU Office team by the end of the summer term

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