Student Activities

Health and Safety Pack 2013-14

Our vision is to have a positive impact on the lives of all our members.
Our mission is to make student life better
Registered Charity (1137401)

Health and Safety Pack Guidelines

In order to make your year as an activity group as safe as it can be you are required
to complete this health and safety pack before carrying out any activities. By doing
this your members will know exactly what is expected of them along with the key
responsibilities you undertake as an activity group leader. By filling out the pack you
should have all the information needed to complete your risk assessment(s).
In addition to filling out this pack you will need to book a 1-1 session with the
Students Union Health and Safety Officer, Andy Wright. To book the 1-1 session,
please email a.wright@hud.ac.uk.
Once the pack is complete and signed off by Andy and Matt it will be uploaded to
your SU webpage to be accessed by your members.

Table of Contents
1. Principle members and their duties
2. Aims of the society
3. Code of conduct
4. Student Activities Constitution
5. Health & Safety
Duty of care
Equipment
Risk assessments
First Aid
Health Declaration

6. Emergency procedures
7. Disclosure of information

1. Principle members and their duties

President: Jeffery Baily: U0953518@unimail.hud.ac.uk

Jeffery has overall responsibility for chairing the groups meetings and act as the
key point of contact between members, the union and external organisations. He
also ensures that the group complies with SU codes of conduct and legislation,
including Health and Safety; represent the group at Forum meetings; and liaise
with and be the main point of contact for the iZone team and the VP Sports &
Societies.
Treasurer: Matthew Hawkins: U1167796@unimail.hud.ac.uk
Matthew is responsible for the groups finances. He needs to keep track of the
groups expenditure against agreed budget and feed back this information to the
groups members at committee meetings. He also assists the Chair in drawing up
the groups annual budget and bids for funding from the Student Activities
Executive.
Social and Musical Events: Alex Hignett: U1161205@unimail.hud.ac.uk
Alex is responsible for ensuring that there are frequent musical events that are
encompassing all students and that all groups within the university are getting
the necessary help with organising concerts and performances. Also ensuring
that there are frequent social events where all HUMS members feel they are
welcome. Alex should ensure social and musical events are successful,
meaning that all students feel they enjoyed their experience and mixed well with
other HUMS members.
Vice President: Natalie Davis: natgirl_rules@hotmail.com
Natalie should help the president with ensuring that the group complies with SU
codes of conduct and legislation, including Health and Safety; represent the
group at Forum meetings; and liaise with and be the main point of contact for the
iZone team and the VP Sports & Societies. She should also be another point of
contact between the members of the society. She is also a member of the society
who can help other members should they be struggling with their responsibilities.
Marketing

and

advertising

tillytompkins@gmail.com

secretary:

Tilly

Tompkins:

Tilly is responsible for ensuring that all events are well advertised and that all
HUMS members are regularly contacted about upcoming events, and know the
full details, time, venue etc. She should also that the Izone are informed about
HUMS events. Tilly should also be making sure that University Students are
aware about HUMS and what students will get from joining the society.

2. Principle Aims of the Society

It is the aim of the society to bring together students of all musical abilities and
tastes who have a common interest in Music. The society is about not only
meeting and socialising, but also organising student events where the students
who want to can show off their musical ability.

3. Code of Conduct
Overview

This code of conduct aims to establish and maintain standards towards providing a
high quality service to all our members. It addresses the fundamental values that are
expected from all our student group members and should be adhered at all times.
This code of conduct sets out the iZones expectations of student groups towards
their members and provides a framework for addressing ethical issues in a
competent and professional manner.
Expectations of your Student Group
As a student group, you agree to abide by all the terms and conditions of the
Students Unions policies and procedures and its Constitution. We also agree to
abide by the following code of conduct:

As a committee you are jointly responsible for a high standard of behaviour in

your individual roles and will strive to uphold the good reputation of the
Students Union
The Students Union vision, mission and values shall be reflected in your
groups activities.
Your group will be open to all students at the University of Huddersfield and
any activities are accessible to as diverse range of students as possible.
As a committee you are responsible to the Student Activities Executive who
will accept budgets upon the completion of planning documents, training and
health and safety documents.
You will not hold any bank accounts outside the Students Union and you will
follow procedures and guidelines that are set out in all student activity
documents.
As a committee you all have responsibility to uphold a duty of care to your
members for all activities.
You understand that if you do not adhere to this code of conduct the SAE
have the power to follow disciplinary proceedings that may lead to your
removal from a committee position and dissolution of your activity group.
For further information see the Students Union Constitution.

4. Student activities constitution

Name of Society:
1. AFFILIATION
1. The above named society shall be an affiliated student activity group of
the University of Huddersfield Students Union, and shall be referred to as
the society throughout this document
2. This constitution shall be reviewed every year.
3. All amendments to the constitution must be submitted to the Student
Activities Executive.
4. This society agrees to run in accordance with the Students Union
Constitution.
5. The society may affiliate to an external organisation with agreement of the
Student Activities Executive.

6. If the society competes in competitions organised by, or is affiliated to, an

external bodies, such as BUCS, it must comply with all of its rules, laws
and constitution.
7. The society will have a mission statement, aims and objectives detailed in
the planning and budget pack.
2. MEMBERSHIP
1. Membership of the society is open to all students studying at the
University of Huddersfield.
2. Membership is subject to the payment of membership fees agreed at the
start of each academic year by the Student Activities Executive.
3. If any member of the society breaks any regulation or this constitution
their society and Union membership may be revoked.
4. Affiliates and alumni of the Students Union may join the society but are
not eligible for any democratic rights or hold a committee position with
membership.
3. COMMITTEE AND MEETINGS
1. The society will have a governing committee made up of a minimum of 3
members.
2. These committee members will be elected in adherence to the activities
elections procedure at a club AGM by the end of the second term.
3. The committee are responsible for the running of the society, its finances,
equipment, membership, liaising with the Students Union VP Student
Activities and the iZone.
4. Members may only hold one committee position at any one time
5. All members of the committee have one vote
6. Voting by proxy is not permitted
7. In the result of a draw during a vote, the chair has a second vote.
8. The removal of a society committee member shall be in line with the
removal and resignation procedure.
4. FINANCE
1. The society committee are responsible for producing a yearly budget, to
be submitted for the approval of the Student Activities Executive.
2. Society committee members with specific finance responsibilities should
keep up to date records and communicate this with the VP Activities and
the iZone team.
3. No bank accounts are to be held outside the Students Union.
4. Purchasing must be done by the VP Student Activities or iZone, unless
prior written consent has been given.
5. EXPULSION OF MEMBERS AND DISSOLUTION
1.

The Student Activities Executive have the power to expel any members
from the society on the grounds of misconduct, or for the conduct of a
nature opposed to the regulations set down in the Students Union
constitution.

2.

Any expulsion of members or dissolution of the society shall be in

adherence to the activities disciplinary, complaints and appeals
procedure.

5. Health And Safety

All members of the society have a duty of care to other members and any
member of the public that they may come into contact with whilst pursuing any
of its activities. The section below outlines several areas to be considered and
the committee would ask that all its members read the following carefully.
5.1 DUTY OF CARE: COMMON LAW NEGLIGENCE
This document contacts a very general and basic view of negligence. It sets out and
hopefully answers the questions that you ought to be asking. The term `injury used
herein means primarily physical injury and consequential financial loses.
1

WHERE DOES NEGLIGENCE FIT INTO OUR SOCIAL FABRIC?

1.1

All of us understand that deliberately causing injury to others is a criminal

offence ordinarily resulting in punishment of the perpetrator.

1.2

All of us understand that some injuries are accidental, i.e. the circumstances
giving rise to them are wholly unforeseeable. No one is responsible. No
compensation is payable.

1.3

In between those two ends of the spectrum are `negligent acts i.e., they are
not deliberate, but the injury is foreseeable. The negligent person will not be
punished however, the injured party may seek financial compensation as a
result. The compensation is paid by the individual who has caused the loss
and could amount to millions of pounds!

WHAT DOES IT DO?

2.1

The system of rules is designed to determine in any incident of injury whether

an act was negligent, whether the negligent act actually caused injury,
whether compensation should be paid and if so how much.

HOW DOES IT AFFECT ME?

3.1

Each of us owes a `duty of care to our `neighbours not to cause them injury
by our negligent acts and omissions.

3.2

In order to satisfy or `discharge that duty of care you must behave as a

`reasonable person would but taking into account your specific skills,
knowledge and experience. For example, a `reasonable non medically
qualified `rescuer might be forgiven a medical mistake which a reasonable
qualified paramedic would be expected not to make.

3.3

Your neighbours are those people whom, if you thought about it might be
injured by your negligent acts and omissions.
For example:a)

when driving a motor car your neighbours would include:- any passengers in your car
- other road users, drivers and their passengers
- pedestrians, cyclists etc
- owners of property adjoining the road

b)
Anyone for whom you have accepted responsibility (see later for the
effect of being a group
leader/clubs officer)
3.4

3.5

The duty of care requires you to consider the consequences of your acts and
omissions and to ensure that those acts and/or omissions do not give rise to a
foreseeable risk of injury to any
other person.
Clearly, one is not expected to guarantee the safety of others, merely to act
reasonably.
In short, all of us owe a duty not to injure other people by our negligent acts
and omissions and that is an individual duty which each of us owe all of the
time to our `neighbours.

DOES ORDINARY MEMBERSHIP OF A CLUB OR SOCIETY AFFECT MY

ORDINARY DUTY OF CARE?

4.1

Not usually. You still owe the individual duty of care to your neighbours.
However, the people who are your `neighbours might alter and/or increase to
include other club members and others with whom you may now come into
contact as a result of membership of that club.

WILL BEING A GROUP LEADER OF A CLUB OR OTHER ACTIVITY

AFFECT MY ORDINARY DUTY OF CARE?

5.1

It may do. As a group leader (or team captain) you have accepted the
responsibility of leading others. You owe them a duty to ensure that they are
not exposed to a foreseeable risk of injury, as far as you reasonably can.

5.2

It should be noted that on any outing where a group leader has not been
appointed the most experienced and or qualified person there ought
reasonably to intervene and at least advise if a foreseeable risk of injury
arises.

WILL ACCEPTING OFFICE IN A CLUB AFFECT MY DUTY OF CARE?

6.1

Yes, it may well do so. If you accept a position you are likely to agree to carry
out certain functions which may affect the safety of others both inside and
outside the club. You are accepting responsibility and you must fulfil those
duties to the best of your ability without negligence. That is, you must not
create a foreseeable risk of injury and you must take reasonable steps to deal
with any foreseeable risk of injury which exists or arises.

For example: if you agreed to be the equipment officer you must take
reasonable inspections of the equipment to see that it is reasonably safe.
7

CONCLUSION

7.1

The law of negligence seeks to ensure that as individuals we are responsible

for our actions and inactions and that we consider those who might be injured
by those acts and omissions.

7.2

The actual standard varies according to an individuals skill and experience

and requires us all to behave reasonably.

7.3

It is possible to lay down golden rules which, if followed, will preclude the
possibility of a successful civil claim. However, behaving responsibly and
considerably is likely to mean that no injury will be occasioned in the first
place.

7.4

The safety net that we all hope we will never need is third party liability
insurance. If a compensation claim is successfully brought then this
insurance should pay out. All members of the Students Union automatically
have such cover. Members of certain clubs may have additional cover where
affiliated to NGBs with that facility.

P.J. Debney, Partner, Cartwright and Lewis, Solicitors 1998

Sponsored by The Student Activities Safety Association

5.2 Equipment
Hums owns no equipment.

5.3 Risk Assessment.

It is a part of the committees Duty of Care to carry out an assessment of risk
for our activities and communicate these to its members. Please find below
the most up to date risk assessment for our activity for you attention.

Student Activities Risk Assessment: Karaoke at Student Union

Name of Activity Group: HUMS (music)

Name of Assessor: Alexandra Hignett

Date Risk Assessment carried out: 14/6/13

Potential Hazard

Who might be harmed

and how?

Fire

All persons present. Resulting

in smoke inhalation burns or
even death

Evaluation of risks

LOW

Electrocution

LOW
All persons present.
Injury or death

Alcohol

All persons present.

Sickness and death.

Medium

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Precautions taken to
minimise potential risk

Who is responsible for

ensuring risk
management is carried
out?

All participants are briefed on

fire evacuation procedure.
Fire alarm system is checked
weekly.

Meeting organiser

Student union
equipment all PAT
tested. First aid trained
staff at venue.
Do not encourage
students to drink too
much.

Society organisers.
SU staff

University estates dept

Event organisers

5.4 First Aid

First aid provisions are provided by student union. First aid boxes are provided on all
coaches provided by the Students Union for the travelling element of our activities.
5.5 Health Declaration
It is the intention of the committee to actively encourage everyone irrespective of Health or
disability, however we would require that members disclose anything that may impede
there ability to participate. This is required to allow where possible provisions to be made
to allow members to participate safely. The committee cannot accept liability for any
person who suffers an injury or health problems that is directly attributed to a pre-existing
medical condition that has NOT been disclosed.

6. Emergency Procedures
In the event of a serious incident that may warrant the use of any of the
emergency services, the following procedure must be followed:
1.

Ensure the safety of yourself, your group and any casualties.

2. Treat any casualties, where it is safe to do so and you have sufficient first aid
knowledge.
3.

Call the emergency services if necessary.

4.

Contact the University Security Control on 01484 472222.

5. Inform Security Control that there has been an incident involving students, give
them the number that you are calling from, and ask them to call you back.
6.

Security Control will require the following information:

Your name and where you are calling from
The name of your Student Activity Group
A brief description of the incident
The name(s) and number of students involved
The name of the hospital where any casualties have been taken
The name and number of any Police Officer involved with the incident

7. The controller will inform you what to do next, which will usually be to wait by the
telephone. They will implement the procedure for action in Huddersfield. An official from
the University will phone you back and inform you what to do next.

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7. Disclosure of Information
Cases have been reported where relatives have been contacted by the media than the
Police following serious accidents or incidents. This is obviously a difficult situation,
which should be avoided at all costs. Unofficial statements may also affect proceedings
if any legal action is taken. To prevent this from happening, you should:

Liaise with emergency services as required. Let the emergency services have the
full name(s) of any casualties and any personal details. The Police may also request the
name and address of the next of kin. Give them the name and telephone number of the
University official you have made contact with.

Do not make any statement to the media other than no comment. Do not discuss
any aspect of the incident with anyone who is not connected to the emergency services.

Ensure that no member of the group makes a statement to the media. Apparently
innocent comments can be damaging.
On your return to the University, you must report to the Membership Services
Manager who will discuss the incident with you and help in the completion of the
Students Union report of an incident or near miss occurrence form. This must
be done as soon as it is practicably possible in order to comply with health and
safety regulations.

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