WANT TO BE A PART OF THE COMMITTEE?

Do You Want To Be A Part of The Next Committee?

Being a committe member of the Royal Holloway Polo Club could be one of the best experiences of your university life, but before you apply for a role you should appreciate the work involved in maintaining the ethos and standard of the Club. The roles of each member are listed below. All are welcome to run for a position, but ensure that you are committed and well aware of the responsibilities involed!

Duties of Committee Members

The President shall...

Be responsible for the constitutional running of the Club.
Chair the AGM and any other relevant meetings.
Be responsible for the administration and co-ordination of all the Club activities and to ensure that the Club meets all SURHUL requirements.
Be the point of contact between the Club and Co-President (Sports and Development).
Attend Committee Training in person; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.
Attend all Sports Councils in person; non-attendance is only permissible under exceptional circumstances as agreed with the Sports Officer or the Co-President (Sports and Development) at least 24 hours in advance. If the President is unable to attend, then either the Club’s Secretary or Treasurer must attend in their place.
If a President misses two compulsory meetings of any type in one academic term, without adequate warning or reason given to the Secretary, Sports Officer or the Co-President (Sports and Development), then they will have been assumed to resign from their position. If this situation arises the Secretary must contact the Co-President (Sports and Development) immediately to initiate an emergency election procedure.
To ensure full committee presence at committee meetings, absence without apologies for more than two incidents must to be reported to both the Sports Officer and Co-President (Sports and Development).
Ensure that the Club does not contravene the Students’ Union Constitution, Regulations or Policy, any regulations of the Student Activities Department or the Club’s own Constitution.
Be responsible for completing Risk Assessment forms for all the Clubs Activities and submitting them to the Student Activities Department by the set date.
Ensure that Students’ Union news, events and information is passed on to all members effectively and efficiently.
Review the Club Constitution and send revised copies to both Sports Officer and Co-President (Sports and Development).
Ensure that the first aid kit is fully stocked for both training and fixtures.
Should be responsible for all booking Students’ Union and College Rooms for the Club.

The Vice-President shall...

Has all the responsibilities of the president when the president cannot be available, plus is in charge of the First aid training, minibus tests. The VP works alongside the President and helps them with the general running of the club, be that, meetings, disciplinary matters or any other such matter.
Attend Committee Training in person; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.

The Captain shall...

Co-ordinate team trials and selection.
Organise all aspects of Club training in conjunction with the Club coach.
Organise all aspects of their team fixtures; liaising with the Student Activities Department to book pitches/courts, transport, match teas, match officials and confirming matches.
Ensure that umpires and referees are organised for each home fixture and results are submitted to Student Activities Manager by close of day, if applicable.
Keep a comprehensive record of all matches played by their team, team sheets, results and statistics for these matches, and these must be submitted to the Student Activities Department if requested. Coordinate with secretary.
Attend Committee Training in person; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.
Attend all Captains’ Meetings; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.
If the Captain misses two compulsory meetings/training of any type in one academic term without adequate warning or reason given to the President, they may face disciplinary action.
A Captain is responsible for the good behaviour and conduct of their team whilst at any competition. Failure to do this may result in disciplinary action being taken against the Club as whole, or individual members

The Vice-Captain shall...

Co-ordinate team trials and selection.
Organise all aspects of Club training in conjunction with the Club coach.
Organise all aspects of their team fixtures; liaising with the Student Activities Department to book pitches/courts, transport, match teas, match officials and confirming matches.
Ensure that umpires and referees are organised for each home fixture and results are submitted to Student Activities Manager by close of day, if applicable.
Keep a comprehensive record of all matches played by their team, team sheets, results and statistics for these matches, and these must be submitted to the Student Activities Department if requested. Coordinate with secretary.
Attend Committee Training in person; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.
Attend all Captains’ Meetings; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.
If the Captain misses two compulsory meetings/training of any type in one academic term without adequate warning or reason given to the President, they may face disciplinary action.
A Captain is responsible for the good behaviour and conduct of their team whilst at any competition. Failure to do this may result in disciplinary action being taken against the Club as whole, or individual members

The Secretary shall...

Keep a full list of membership and ensure that all are full members of SURHUL. This must be submitted to the Student Activities Department in the appropriate format no longer than one month after Welcome Week of that year.
Keep a record of all meetings held and minutes of these, which shall be available to all members of the Club and the Student Activities Department if requested.
Be responsible for ensuring regular monitoring of the Club post delivered to the Students’ Union and ensure that the Club officers deal with all information correctly.
Attend Committee Training in person; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.
If the Secretary misses two mandatory meetings of any type (including committee meetings) in one academic term without adequate warning or reason given to the President, they may face disciplinary action.
Keep an up-to-date inventory of equipment owned by the Club.
Keep a file of all Club correspondence for the current year and the previous two years.
Be familiar with all Student’ Union procedures regarding administration of the Club.
Be responsible for regularly publicising the Club’s activities and achievements through the available media outlets.

The Social Secretary shall...

Has the role of co-ordinating the social events throughout the year, working alongside the secretary, captain and the president, organising the socials for post matches etc.
Coordinate the social activities of the Club.
Attend Committee Training in person; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.

The Sponsorship, Alumni and Volunteering Officer shall...

Coordinates closely with the social secretary, the secretary and the president. They ensure that we meet our obligatory fundraising goals. By focussing events towards worthwhile charities or raising awareness for a cause.
Attend Committee Training in person; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.
This member also is in charge of getting sponsorship for the club. Organising meeting for the club, which will include the president, the treasurer and the SAVO.
The main person who co-ordinates between the club and it’s Alumni.
Notifies all alumni of upcoming events, social, and sport.
Acts as a medium between current members, and alumni, helping to find links in industries.
Make enquiries about potential participation within club, i.e. sponsorship and playing fixtures.

The Treasurer shall...

Keep a record of and oversee all financial transactions of the Club.
Submit a financial report budget application to the Co-President (Sports and Development) as required annually.
Present a report on the Clubs finances to the AGM.
Collect and pay in all Membership Fees for all members of the Club.
Collect and pay in all annual fees for all members of the Club.
Be responsible for submitting all claims made by Club members.
Attend Committee Training in person; non-attendance is only permissible under exceptional circumstances as agreed with the Co-President (Sports and Development) at least 24 hours in advance.
If the Treasurer misses two mandatory meetings of any type in one academic term without adequate warning or reason given to the President, they may face disciplinary action.
Be responsible for ensuring timely completion of Budget Packs.