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Hi <<First Name>>,
This email contains week 3 updates for all sports committee members!
Union Bars 🍹

The following is a statement from Niamh McAuley, Deputy President (Finance & Services), and Robert Scully, Director of Finance & Resources; Designated Premises Supervisor.

Hi all,

Following the Union's Security Review last year, ICU Venues updated their Code of Conduct and introduced a Licencing Disciplinary Investigation Process. These makes clear the expectations we have of all our customers, and what our customers can expect from us in return. It is common sense for most, but we still recommend taking the time to familiarise yourself with it.

Any breaches of the Code of Conduct will be investigated under the ICU Licencing Disciplinary Investigation Process, which can result in bans from our venues of up to a month, or referral to other College / ICU processes for serious cases. Our members have told us that they want to be treated with less suspicion when entering our venues, and expect that the enforcement of the rules should focus on dealing with those that break them, rather than blanket policies that affect everyone. Therefore, whilst we will retain bag searches for our busiest night, we will no longer be asking people to pour away water to enter the building. Those sneaking their own alcohol into our venues can expect to receive more significant consequences (including bans from our venues and events).

ICU are committed to ensuring our Venues are a safe place for all our members, and welcome any thoughts or feedback you might have.

Best wishes,

Niamh McAuley, Deputy President (Finance & Services)
Robert Scully (Director of Finance & Resources; Designated Premises Supervisor)

If you have any feedback that we (sports sector exec) can give to the Union, or questions about the policy, please feel free to email Christian - Sports Chair who will be able to forward your comments on to the appropriate people.
Referee/Umpire Payment Forms 📄

When paying a referee, or similar official, on match days, please fill out this form as confirmation from both parties that payment has been made and submit it on eActivities as evidence.  Additionally, if a bank transfer was used, evidence of this (e.g. a screenshot of the transaction) should also be included on eActivities.
Download payment form (PDF)
Download payment form (Word)
Please, from now on, make use of this standardised format so that the process is easy to follow for everyone approving it!

If you forget the form on match day, don't worry - it's fine to send it digitally to the payee for them to sign it and send it back to you, or for the payee to email your club providing confirmation!  We just need their confirmation that you have paid them.
eActivities Claims 💰

As we have now had three full weeks to settle in, we expect that committee members are now sufficiently aware of all the processes surrounding union finance, in particular claims.

In line with the Union, we will no longer be amending claims which have incorrect/insufficient evidence or VAT rates but directly rejecting them instead.  As such, please make sure you have familiarised yourself with the union finance processes.  If you have any questions about finance or claims evidence, please consult your club chair/treasurer or your sports vice chair.  If in doubt, the more evidence the better!
Memberships 💸

A friendly reminder that all club members must have Imperial Athletes (£10) membership and sign up to your club for free.  This is to ensure that the Union knows that member is taking part in your club's activities.

Paid memberships are up to the club to decide and enforce!

If you, as a committee member, do not have IA membership and have not yet signed up to your club please do this now!
Imperial Athletes Membership
Sports Sector Meetings & CSPB ✍️

Sports sector meetings allow club representatives (usually, but not always, the club chair) to discuss current issues in sports and put proposals forward on what to change.  If you want to submit an agenda item for discussion please email Aaron - Sports Secretary or let your club chair know!

The first CSPB (Clubs, Societies & Projects Board) ran on 11th October.  CSPB brings together management groups (such as sports sector) and constituent unions to deliver and develop student activities at Imperial College Union.  If you would like to find out more about what was discussed, the minutes can be found on the CSPB page of the union website!
Feel free to message us at the emails below if you have any concerns or comments!

All the best,
Sports Sector Exec
Chair – Christian Cooper –
Treasurer – Aleksei Wishart –

For general enquiries & administration:
Secretary – Aaron Suthagar -

For specific questions, including finance, regarding your sports club:
Individual Sports – Tom Stringer –
Team Field – Vaibhav Chetty –
Team Court – Oskar Mason –
Martial Arts – Abdul Jacob –
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