Committee Handover

Creating a Handover Document is a great way to support new committee members long after you have left the committee. It is a record of the things that you have done throughout the year and reviews what worked and what didn’t. It means committee members don’t start from scratch and can learn from your experiences.

You can create your Handover Document however you like, although we recommend using a Google Document as multiple people can access and edit the document at the same time and can be easily updated passed over each year.

Things to include in a Handover Document:

• Descriptions of each role and their responsibilities
• Key Contacts in the SU and University and for sponsors, venues, coaches, etc.
• List of events you have run, descriptions of how they were organised, what went well and what didn’t
• Usernames and passwords for social media and other accounts
• Group-specific information

New committee members officially take over your Society on 1^st August, although they may be given access slightly earlier to start making arrangements for the new academic year. Once elected, new committee members can start shadowing the current committee and start learning how to do their new roles.

Things you can do during shadowing include:

• Invite new committee members to Committee Meetings and other meetings
• Include new committee members in organising events and activities
• Support new committee members to lead regular sessions or activities
• Allow new Treasurer to help submit finance requests – these must still be signed off by the current Treasurer!
• Introduce new committee members to SU Staff, University Staff, sponsors, venues, coaches, etc.

This is the agreement made between your group and the SU when affiliated, which needs to be updated each year at an AGM. New committee members should familiarise themselves with this, as it gives information about group aims and objectives, committee strcutures, etc. This document must be passed down to new committees, and groups shoud avoid creating new documents each year.

A list of all equipment owned by the group, including time of purchase, value and location. All equipment owned by the group is also owned by the Student’s Union, meaning it can be covered by our insurance. The inventory helps us monitor this and also helps new committee members track their equipment. Use our template to create your inventory. If your group own's no equipment, we will need a blank copy of the template with your group's name.

This risk assessment should cover all of the activities which your group will be planning to do on a regular basis. All group activity needs to have been risk assessed, so having one thorough document for regular activities means that they are all covered. The more detailed and thorough your general risk assessment, the less work you have to do in the future. Use our template to complete this.