There are several different elements involved in running a society, and we understand that sometimes this can feel like a big commitment and a little bit overwhelming! There's a lot of information to take in alongside your studies and all the other commitments life brings. 

That's why we've put together the following information to help you understand the basics about what goes into running a Guild society, the different policies your society is held to and what to expect from being on a society committee. 

If you have any questions about running your group or are looking for support, please get in contact with us (the Activities Team). You can find out how to contact us here. Remember, we're here to help!

What is a Society?

A student society is a student group centred around a shared hobby, academic interest, culture, or cause. Societies are run by a democratically elected committee of students and supported by the Activities Team, employed by Exeter Students Guild. Exeter students can join a society group as a member. Memberships can be free or paid (annually or termly). 

Within an academic term, a society's committee organises and hosts events and initiatives for its membership in line with its purpose. A society's purpose is outlined in the group's constitution: a governing document that sets out fundamental principles or established precedents of a society.

Every academic year, a society's members vote on who will make up the group's incoming committee for the next academic year. This process is called an Annual Election. 

Any changes to a society group, whether that be how it is run or who runs it, are democratically decided by the group's committee and membership. 

What is Exeter Students' Guild?

Exeter Students' Guild is a representative body, here to ensure the student voice is heard. As a group registered with the Students' Guild, you are represented by the Guild's Full-Time Officer and Part-Time Officer Team. All Guild societies are supported by the Guild's Activities Team. You can find out more about our team here!

Committee Structure

All societies are required to have three core positions. These core committee positions are:

•  President*
• Treasurer 
• One other position (of the society's choosing)

If a society does not fill all three core positions by the end of an academic year, the society will be made inactive. If any of these positions become vacant during an academic year, you will need to let the Activities Team know. We can then look to support you in holding a by-election or making an appointment to ensure the core role(s) are filled. 

Beyond these three core positions, societies are given the autonomy to decide their own committee structure with the positions they feel most suit their needs. Remember, only student members can run for the president and treasurer roles; however, associate members can run for other elected positions.

*President is a generic title. We are aware that alternatives such as Chairman or Project Leader are used by some Groups. 

Representing your Members

As a committee member, you have been elected by the society members to run your society; therefore, you must act and arrange activities in a way that serves the interests of your (usually paying) members!

We recommend gathering feedback from members regularly to ensure the work you're doing reflects the interests and desires of your members. This also shows that you care about their opinion. 

You could collect feedback by:

• Polls
• Feedback forms - either holding termly check-ins or event-specific feedback forms 
• Discussion forums 

Student Committee Agreement

You can find your Student Committee Agreement linked here.

What is this agreement? The Student Committee Agreement outlines the responsibilities of both the Students' Guild Activity Team and your responsibility and a student leader. It is expected that all student leaders read through this Agreement and adhere to it throughout their term on the committee. 

What happens if someone breaks this agreement? If a committee member is found to have broken the Student Committee Agreement, then they risk losing their committee position and facing further disciplinary action. If you are worried about a fellow committee member not following the Agreement, please get in touch via activities@exeterguild.com. Equally, if you are worried that the Activities Team are not upholding their responsibilities as outlined in the Agreement, please contact this address and your email will be addressed by the Activities Team manager. 

Student Activities Regulations

You can find the Guild's Student Activities Regulations linked here. 

The Student Activities Regulations have been issued to outline different processes and procedures for societies and student groups. Whilst you don't need to know them off by heart, they are a helpful way to ensure you know what's expected of your society and the types of activities societies can and cannot run!

Complaints Procedure

Although we hope you never need to use it, the Students' Guild has a complaints procedure in place for students. More information on this can be found here. All complaints will be acknowledged within 5 working days.