Essential documents, forms and other information for sports club organisers and committee members. All these forms can be requested from The Students' Union at UWE Reception.
Captains Briefing Presentation (Prezi Link)
If you would like to organise a friendly fixture, you must let The Students' Union know. Please use this link here to request a booking for a friendly fixture HOME game. This form must be completed at least 1 week before the friendly fixture is due to take place. Completing this form does not guarantee your booking, and you must wait for confirmation from The Students' Union before going ahead with the fixture. All costs associated with friendly fixtures must be covered by the club. If your sport requires physio cover for fixtures, 50% of the physio costs will be covered for your first three friendly fixtures for your club. After these three fixtures, 100% of the costs of physio must be covered by the club.
For all AWAY fixtures, you must complete a trip form.
Use the templates below as the basis for your AGM and adapt it to for you needs.
These forms can be found here
This form should be filled out and submitted to the Opportunities Manager whenever there has been an accident, incident or a near miss during a training session, meeting, trip or any activity.
The coach instructor form should be filled in for anyone, paid or voluntary who coaches or instructs your activity.
All committee forms can be found by clicking on the link below. The archive contains the Club Development Plan, Club Handover, Inventory, Risk Assessment and Budget forms.
The annual societies top-up fund is your opportunity to review your budget you put together over the summer and apply for any further funding you will need for the second term from The Students’ Union Societies Allocations Fund.
The top-up fund will consider funding through the top-up fund:
The Students' Union at UWE will not consider funding the following through the top-up fund:
Please send in applications via email to email@example.com. (Apply through The Students’ Union to The Students’ Union).
Download Top-Up Fund Application
To register to drive a vehicle hired or insured by The Students' Union at UWE you must first register and pass the relevant test. You must then complete the following online Driver Registration Form, a minimum of 3 working days before you are due to travel. If you intend on transporting club or society members to an official activity (training, a trip, a meeting) using your own vehicle then you will need to register your vehicle with us, before you decide to reclaim on fuel costs!
To get started, fill in this online form. This will be automatically sent to The Students' Union Reception. You will then need to email over any relevant documentation, including the front and back of your driving licence and proof of insurance (where applicable). This must be emailed to firstname.lastname@example.org. Please note, completion of this form does not guarantee that you will be eligible to drive a vehicle hired by The Students' Union.
Please read the guidance notes below when completing the Driver Registration Form.
**NB** No form will be accepted without a DVLA Check code.
This form must be submitted a minimum of 14 days in advance of the date of the event. Forms arriving after this time will not be approved.
For events where political or religious speakers will be attending the University requires at least 21 days’ notice to allow the University to adequately plan for the event.
For more information on The University's External Speaker and Freedom of Speech policies, please visit their website here.
If any equipment owned or insured by The Students' Union at UWE is damaged then an Equipment Incident form must be filled in and submitted to the Opportunities manager.
When reclaiming expenses you must produce the correct documentation and fill in a Payments Voucher, which must be signed by the treasurer and another committee member. Please note that only VAT receipts will be accepted. If the Payments Voucher does not have two society signatures it will not be authorised.
Anytime you go on a trip we need you to fill in a booking form. Whether you need transport or not, we need to know where you are going, who's going and any relevant safety information. If you are in any doubt then please come and talk to us.
Partners and children who are not members of the club can attend trips if the relevant Participation Form is filled in to ensure that it is The Students' Union at UWE authorised event, that The Students' Union at UWE Opportunities and the activity concerned has fulfilled its ‘Duty of Care’ and provided 3rd party liability insurance cover for the individual.
If any damage is sustained while you are using a vehicle owned or insured by The Students' Union at UWE you must fill in an Accident report form and submit it to the Opportunities team.
Please see the Student Experience Webpage here.