The Get Involved Committee (GIC)

As per the Activity Group Policy, and the Students’ Union constitution, the Get Involved Committee is set up to ensure that all our decisions are made fairly, appropriately and transparently. It is the committee’s responsibility to ensure that the Get Involved budget is spent appropriately.

The role of the GIC is to make decisions for Activity Groups. The two main decisions made are around registering new Activity Groups and approving or rejecting grant funding requests from Activity Groups.

This committee is made up of 3 people:

•  Activities Officer (Chair)
•  One other officer
•  Participation & Events Manager (budget holder)

The committee meet weekly, usually on a Wednesday at 10am, to discuss the requests that have been submitted that week.

The Get Involved Funding Process

One of the main reasons for having the GIC in place is to approve or reject grant funding requests from Activity Groups. The process for requesting funding is as follows:

• Committee member submits a Grant Funding Form, available on the Committee Toolkit or here:

• The submission is picked up by the relevant member of Activities staff, who may get in contact with you to discuss your request.
• If the request is likely to be approved, it is added to that week’s agenda.
• Requests are discussed at the weekly meeting, and a decision made by the committee.
• Decisions are then fed back to the committee member by the relevant member of activities staff.

Minutes of the meetings are all added to a SharePoint folder, which can be accessed as view only by students here:

The Get Involved Committee meetings are often held online and are open to students to attend, please get in touch with us if you wish to join us: activities@hud.ac.uk

Grant Funding Criteria

To help Activity Groups understand how the Get Involved budget can be spent, the GIC have established a list of criteria. This criteria for 2023/24 is as follows:

Grant funding requests will only be considered if the following conditions are met:

1. Activity Group committee have completed ACE Go!
2. Funding request doesn’t total more than the Activity Group is allowed to request across an academic year. (Some societies have a maximum allowed depending on the membership cost set to group members.)

Usually Accepted:

Ongoing running costs

• Essential equipment for running your activity group.
• Facility hire, based on teaching weeks during an academic year

Events/Trips/Activities

The following will only be funded once a term, per activity group:

• External speaker costs, up to £100 per speaker.
• Transport costs, within the UK.
• 50% towards the costs of entry/tickets to activity group related trips/events, up to £20 per person.
• Entry to approved competitions.
• Sober social costs, up to £50 per event.
• Refreshments, snacks & food, up to £50 per event.
• Competition prizes, up to £10 per prize.

If you think you will spend more than the above or more frequently then please get in touch with your coordinator. You will be asked to justify why you need to request more money or make a request more frequently than once a term.

Usually Rejected:

• Personal items such as hoodies, leisurewear, personal sports equipment.
• Overnight accommodation.
• Transport outside of the UK.
• Graphic design/logo creations – there are free websites to make use of.
• Flyers/leaflets – these can be printed in house.
• Alcohol.
• Replacement kit and equipment, due to misuse and or negligence.
• Annual subscriptions – unless essential, please get in touch.
• Any grant funding request from a group that hasn’t achieved ‘ACE Go!’

The final decision is made by the Get Involved Committee. The above are guidelines only and isn’t exhaustive. Money will only be funded for events and activities that align with our values as the Students’ Union.

What to know more about our financial procedures?

We’ve put this handy FAQs document together to help you understand more about how the SU is set up and where your membership fee goes!