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Group
Handover
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This handover is designed to give your committee the best start to the year
ahead, so please spend the time to read through and complete.
How to use the handover guide:
1) work your way through the guide following the instructions highlighted in
yellow.
2) Once complete present to the new committee at your handover meeting
and send a copy to [email protected].
Table of Contents
Add in numbers once guide is complete
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Introduction to GK Unions
Introduction from your Officer
Role descriptions
Timeline
Finances
Useful contacts
Previous Achievements
Tasks to Handover
Future Aspirations
Useful Files
Tops tips/resources
Handover Checklist
If your committee has further questions please have a look at the volunteer resources page
on the GK Unions website: https://www.gkunions.co.uk/activities/execresources/
The volunteer handbook is a particularly useful document.
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Foreword
Introduction to GK Unions
Firstly, congratulations on being elected to your role. Over the next year through your student group
will be involved in a wide range of exciting events and activities. GK Unions is supported by hundreds
of volunteers such as yourselves, with a large percentage of these being volunteer roles on student
group committees. Through the work you do with your student group you will help GK Unions work
towards its charitable purpose of:
A charity that empowers Kent students to:
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Have a voice
Fulfil their potential
Great the most from University
We look forward to working with you over the next year.
General Group Introduction
Please use this space to introduce yourselves and your group, provide a rough outline on
what the group does, your aims, objectives etc.
If you can also include anything you’d particularly like to see the new committee continue
such as big events, campaigns, trips etc.
Role Introduction
Please use this space to introduce your specific roles, outline your regular duties and detail
particular big things you’ve worked on.
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Role of Committee Members
The committee are responsible for running [group name], taking decisions about everything; from
how the group is promoted and what the budget for the year should be, to supervising everyday
activities.
See below for information regarding your particular role, it’s essential you understand your role for
the following reasons.
1: It sets out what you can expect from the role and what your responsibilities are
2: It can be used to hold committee members to account
3: It can help resolve potential conflict as the description clears outlines who is responsible for what
If a committee role is not included please add it using the below layout as a guide
Volunteer Role: President/Chairwoman/Chairman
Role Purpose: To provide leadership for, and oversee the running of, [insert group name],
representing the organisation to other groups and external organisations.
Role & Responsibilities
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To provide vision, leadership and to monitor the group’s activities ensuring they are in line
with the overall aims and objectives of the group, as outlined in their Constitution or
strategy document.
To aspire to model positive leadership behaviours and a positive attitude, taking
responsibility for inspiring and engaging with your members and committee.
To support other committee members to achieve their goals and perform their roles,
including a willingness to confront unhealthy attitudes and behaviours, resolve conflict and
promote healthy relationships between society members.
To engage with your members to ensure your group is benefiting your members
To attend and chair committee meetings
To participate fully in the committee handover period and your AGM
To ensure that your activities and events are inclusive
Add points specific to your group
Volunteer Role: Treasurer
Role Purpose: To monitor finances of [insert group name], delivering updates to the committee and
relevant staff member and represent the group to external organisations.
Role & Responsibilities
 To submit your groups budgets at the relevant time
 To monitor expenditure of the group
 To engage with and support other committee and your members and to contribute to your
group initiatives
 To attend and participate in your committee meetings
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 To participate fully in the Committee handover period and your AGM
 To ensure that your activities and events are inclusive
 Add points specific to your group
Volunteer Role: Secretary
Role Purpose: To ensure that all administrative tasks of [insert group name] are completed.
Role & Responsibilities
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To engage with and support other committee and general members and to contribute to
your group initiatives
To organise, attend and fully participate in committee meetings
To take minutes of the committee meetings and ensure they are circulated to all relevant
people
To ensure that relevant information is communicated from your committee to your
members in an interesting and accessible format
To participate fully in the committee handover period and your AGM
To be aware of Data Protection law (see Volunteer Handbook) and ensure that your group
adhere to this
To ensure that your activities and events are inclusive
Add points specific to your group
Volunteer Role: Social Secretary
Role Purpose: To organise, communicate and record all social activity to members. Socials are the
cornerstone of any student group and an important component of team building. The social secretary
plays a very important role of helping to maintain moral, positive group dynamics and helping to widen
participation.
Role & Responsibilities
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Plan and implement a social calendar for [group name], ensuring that venues are suitable
and that the needs of members are met.
Ensure that risk assessments are completed and signed off by the relevant coordinator for
your groups social events
To engage with and support other committee and your members and to contribute to your
group initiatives
To attend and participate in your committee meetings
To participate fully in the Committee handover period and your AGM
To ensure that your activities and events are inclusive
Add specific points to your group
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Volunteer Role: Captain
Role Purpose: To organise training and coordinate fixtures and competitions for [insert group
name].
Role & Responsibilities
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To engage with all your members to ensure that they are all welcomed into the Club.
To arrange training sessions and liaise with the club’s coach when planning sessions.
To work with the Sports Coordinator in arranging fixtures. This may include organising
transport, officials or facility hire.
For those Sports that are in the weekly BUCS league, Captain’s must be aware of the BUCS
rules and relay these to all team members.
To work with the Sports Coordinator to organise competitions.
To attend committee meetings.
To support other committee members to achieve their goals and perform their roles.
Add points specific to your group
Standardised information for all committee roles
Responsible to: The committee and general members of your group.
Duration: Academic Year 2015/16
Training - You will receive committee training run by GK Unions and a full induction on the
resources and support available from the activities team. Additional training is offered
through the Stand Out programme which can be accessed at www.kentunion.co.uk
Available Support - All volunteers will be provided with staff and sabbatical support
(contact details in the Volunteer Handbook accessed at
https://www.gkunions.co.uk/activities/execresources/)
Volunteer Agreement - You can find a copy of the Volunteer Agreement at
https://unionkent.wufoo.eu/forms/gk-unions-volunteer-agreement-201516/ and on the GK
Unions website. This agreement sets out what you can expect from GK Unions and what we
hope from you.
Expenses - You are able to claim back expenses relevant to you group’s aims and objectives;
these must be agreed in advance with the relevant staff member.
Being in a Committee role provides the following benefits:
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Develop new skills, such as leadership, teamwork and communication
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(www.gkunions.co.uk/eandv/ for more information about employability skills and
how you can record these)
Use your role to log time towards the GK Unions Student Certificate in Volunteering
Award [GSCV] www.gkunions.co.uk/eandv/
Network and meet new people
Make a real difference to your student experience
Make a positive difference to the community and in other student’s lives.
Add points specific to your group
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Finances
New Committee members will need to know how much you spent, what you spent it on.
Please include a list of your costs (if any) from this year.
Please also use this space to outline any sponsorship deals, fundraising operations or other
money making systems your group may have
(Let your relevant co-ordinator know about these arrangements)
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Useful Contacts
On this page, list any organisations, individuals or other groups you worked
with, what they did for you and importantly, how to contact these.
If you can, try and introduce the committee to these contacts.
Don’t forget to point them to the volunteer handbook for GK Unions key
contacts.
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Previous Achievements
Use this page to give details of what you’ve done this year, including how well
it went, advice for repeating tasks etc
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Tasks to hand over
Please list anything you’ve been working on that you want to handover to the
next committee
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Future Aspirations
What would you like the group to achieve going forward?
See below for potential ideas (the new committee does not have to do all of
these)
Implement alumni annul donation?
Start a termly newsletter for sponsors/alumni/partners
Secure funding for the group
Buy specific equipment or training for group
organise an oversee trip
or simply increase membership
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Useful Files
This section should include any files, documents and pictures etc that are of
use to the society
How to Handover Useful files
Create a online file sharing account
(examples include Dropbox, google drive, cloud etc)
add all group related files to the account
Share the account with all new committee members and GK Unions at
[email protected]
(in case someone loses the password)
(If you can try and have a physical copy you can provide to members)
Examples of files to handover:
Design work
Photographs
Sponsorship contracts
Sponsorship proposals
Email Lists
Password list to email accounts, facebook etc
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And Finally…
Try to remember how you felt when you first took the role- even the most
basic tasks can seem difficult so giving as much information and support as
possible is essential for the new committee to feel confident and succeed.
Don’t forget there is no success without a successor, what did you struggle
with? What do you wish you had known? Pass on this wisdom and your group
will go from strength to strength.
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Top Tips for the new committee
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Handover Checklist
Organise general meeting with new and old committee
Arrange specific session between each Committee member
Book a period of shadowing for the committee (ideally it would be best if the new
committee shadow the old committee at events throughout the summer term)
Complete the Handover Guide
Draw up a plan of action for the committee and each committee member
Take your new committee to meet relevant union staff in the Student Activities Centre,
Media Centre or Mandela building
Show your committee how to book rooms, check finances, other administrative tasks
Show them how to access their group page and useful pages (union resources) on the
website
Help the treasurer draft up a new budget for the year (Treasurer only)
If feasiable try and organise a joint activitiy old and new committee
Bring your new committee to a forum meeting to meet other groups
Attend the handover session with your new committee 29th May Woolf Lecture theatre
Ensure the new committee attends Committee Training between the 1st-6th June
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