Cardiff University Students’ Union Music Society Operating Procedures

Operating Procedures should communicate your Risk Assessment findings to the members of your student group. They should highlight important information about the structure and running of your club / society. The procedures should contain operational details of the club / society structure, specific safety measures drawn from your Risk Assessment, adherence to National Governing Body / sport specific guidance, matters of good practice, etc. All club policies and guidance that you follow must be referenced here.

THIS IS A LIVE DOCUMENT THAT NEEDS REGULARLY REVIEWING AND UPDATING.

It is the responsibility of the committee and activity leaders to ensure this document is updated and sufficiently communicated to members.

The below is a template – you must use and develop this to create your own document and remove the guidance notes as you go along. Please visit a member of the Activities staff team should you need assistance to complete.

About us

• A non-subject based society that encourages anyone of all musical abilities. We endeavor to ensure music students and non-music students are involved and represented. Within the society, we provide numerous performance opportunities, whether it be in a Lunchtime Concert (LTC) or with ensembles in our Concert Series. We host a variety of socials, including balls at Christmas and in the summer term.
• Instagram: cu.musoc, YouTube: Cardiff University Music Society
• MusicSociety@cardiff.ac.uk, or dm us on Instagram
• ~200 members each year

Regular training / activities

• We have a rehearsal schedule, which can be found on our webpage on the Students’ Union website. There are a wide range of ensembles: pop ensemble; flute choir; clarinet choir; cello ensemble; string orchestra; CU singers; male voice choir; musical theatre ensemble; folk group; concert orchestra and percussion ensemble. A wide range of genres are explored in these ensembles, especially since some of our ensembles cross over with jazz society, so there’s something for everyone to enjoy
• Members need to know that there are no set standards when joining an ensemble. We make sure that everyone feels comfortable and included with no judgement.

Fixtures / competitions

• n/a

One-off activities / trips

• Members must provide their own travel insurance when for tour at the end of the academic year
• Members must ensure that their instruments (if bringing them) are insured. Committee will not be responsible for damages
• Members must provide emergency contact details to tour coordinators and respective committee members
• Members must behave in a sensible manner. Anti-social behaviour will not be tolerated
• Members must be aware of safety information and risk assessments provided by committee
• Members must follow itinerary, so they are aware of the ongoings of the tour

Social activity

• Regular themed and non-themed socials will be held throughout the year
• Many of our socials will be held at Vodka Revolution as per contract agreement (awaiting contract confirmation, but in progress), Hoffi Coffi and The Crwys Pub
• Alcoholic and non-alcoholic socials will be provided, e.g. quiz, lunchtime concerts, run in Bute Park
• Members are expected to be welcoming to new members in socials instead of isolating themselves in separate groups
• Members are expected to treat venues with respect when we are at an external venue e.g Revs

Safety guidelines

• “The club / society is strongly committed to encouraging our members to participate in activity, but the health, wellbeing and safety of each individual is our paramount concern. We expect our members to have an extensive understanding of their ability level and participate within the boundaries set by committee / club leaders / coaches.”
• Be aware of surroundings and expensive instruments. These can cause harm if mishandled (such as dropping them)
• Alcoholic consumption must be taken in moderation in social events to avoid harm to all members
• Committee is responsible for wellbeing of members at social events, including making sure they don’t walk alone in the dark

Sport specific guidance

• n/a

Coaching

• n/a

First aid provision

• Porters in the School of Music (where all rehearsals take place) are first aid trained

Emergency / accident procedures

• Members should follow the Student Activities Emergency Procedures, which can be found on the Student’s Union Website.
• Any incidents that happen in the music building and/or external venues must be reported to a member of staff (porters and/or security)
• Members must report faulty equipment, accidents and near misses to any member of the committee
• Committee must complete the relevant Accident Report Form / Near Miss Form and return to our staff contact

Behaviour / complaints policies

• Members must behave in a non-discriminatory, non-harmful, respectful and legal manner, as underlined in the Students’ Union Activities Code of Conduct and Activities Laws
• Complaints are made to our elected Wellbeing Officer, followed by an attempt to solve the situation remotely and discretely
• Should any complaints be of a serious nature, fair and reasonable actions will be made as underlined on pages 22 and 23 on Activities Code of Conduct and Activities Laws

Welfare

• Members are welcome to confide in any committee member. Any queries made to committee members regarding wellbeing will be signposted to our elected Wellbeing Officer
• Students’ Union Advice Team: advice@cardiff.ac.uk, 029 20 781 410.
• University Student Life Services.
  • Counselling and Wellbeing Service: studentconnect@cardiff.ac.uk, 029 22 518 888.
  • Disclosure Response Team: referral form here.
  • Student Intervention Team: referral form here.

Equipment

• Reference to the equipment inventory.
• Committee must regularly observe inventory in the Music Society cupboard, and a formal inventory must be made at the end of each academic year for insurance purposes
• Members can use equipment in rehearsals under supervision of the committee. They cannot go into the Music Society cupboard without member of committee (since the room is locked with a code to get in)
• Members usually bring their own instruments, but some are provided (percussion, keyboards, pianos, and other instruments are available via School of Music booking system)

• Smaller instruments are generally not provided (i.e. string instruments besides double bass, most woodwind and brass instruments)

Insurance

• All paid Athletic Union and club members are insured under the AU Elite Personal Accident Policy with Endsleigh.
• You can request a copy of this via emailing the AU.

Finance / refund policy

• Membership costs £10
• Other events require paid tickets e.g. Summer Ball and Christmas Dinner
• Merchandise costs members also
• Refunds are processed by the elected treasurer and are done within 10 working days, should events be cancelled or merchandise fall through

Participation statement

• “Members that sign up to this club / society may be participating in activities which involve an element of risk, in an environment where professional and rescue services may not be immediately available. It is their responsibility to ensure that they fully understand the exact nature of each activity that they undertake, the risks that are involved, the skill level required; and the equipment needed for their safe participation. They shall never participate in an activity where they are unsure of the above aspects. By purchasing membership of this club / society they agree that they must act in accordance with this document. All individuals, after joining the Athletic Union / Guild of Societies and this club / society, have the right to participate as a full member in all training sessions relevant to their skill level. Selection is based purely on ability and fitness criteria. If not selected for a team, members may not be entitled to a refund of membership fee. The Athletic Union will uphold the club / society decision if they decide not to refund membership fees in line with their refund policy.”

Review

All safety-related documents must be reviewed each year by incoming committees and activity leaders. This document also needs reviewing in the event of a serious accident / incident or should your Risk Assessment findings change.

Each time this document is reviewed or updated, please complete and sign the below. Within the document, please note any additions with the date it was updated in brackets. 

Activities department contacts for student groups

Athletic Union – AthleticUnion@cardiff.ac.uk

Guild of Societies – Societies@cardiff.ac.uk

Volunteering – Volunteering@cardiff.ac.uk

Enjoy your activity!