In 24/25 an Associate Member of Bristol SU is defined as a member of the public who is not a current registered student at the University of Bristol but has purchased a membership to Bristol SU - Associate Membership in order to partake in the extracurricular activities provided by Bristol SU affiliated student groups, make use of the union’s facilities and services (excluding advice service), and partake in Bristol SU run events.

 In response to a number of complaints, in 2024 a review of the Bristol SU Code of Conduct was completed. One of the recommendations from this review was to conduct a further review into the Bristol SU Associate Membership Scheme, as the Code of Conduct Review highlighted risk areas related to this membership category.  

We also want to make sure that:

• Bristol SU resources are benefitting current students
• Groups remain led by students
• Groups are future-proofed and less dependent on external people
• We can invest more in training opportunities for students
• We can better support groups with any matters of misconduct

We commissioned Atkinson HR to undertake the external review into our Associate Membership. Atkinson HR work with a wide range of students’ unions and other Voluntary Sector organisations and worked with us on the Code of Conduct Review. They are a Trusted Supplier for NCVO (National Council for Voluntary Organisations).

• A review of existing documentation and written information in relation to Bristol SU and the University of Bristol in relation to the Associate Membership Scheme.
• Stakeholder engagement including Student Group Leader Survey, written feedback from student groups, Interviews with student group leaders, interviews with trustees, interviews with Bristol SU staff and Interviews with University of Bristol Staff.
• Review of existing documentation and written information in relation to non-student and Associate Membership models at 7 comparator Students’ Unions

Specific concerns that have been raised include:

• The ability to manage conduct of non-student members
• Ensuring appropriate protections are in place around safeguarding, health and safety and insurance
• Ensuring that student groups are operating in a way which is genuinely student-led

Atkinson HR worked together with staff and officers to present recommendations from the review to the Bristol SU Board of Trustees in April. After careful consideration, the Bristol SU Board of Trustees made the decision to cease approval of Temporary Associate Members from 1 August 2025. Qualified experts will be continued to be allowed to support groups as a registered coach / instructor.

24/25 Associate Memberships will expire on 31 July 2025.

In 24/25 176 non-students purchased official Associate Membership via the Bristol SU website.

All registered Associate Members have been contacted via email to make them aware of the changes to our membership systems and thanked for their support.

Presidents, Club Captains and Secretaries have been contacted via email to make them aware of the changes to our membership systems and offered meetings to discuss any concerns they may have about the impact these changes could have on the running of their groups.

Full committees have been made aware via the Development Team regular newsletter as long as they are registered with us on the Committee Hub.

We understand that many of our affiliated groups benefit from the instruction of qualified experts to carry out their activity, and that some of these experts won’t be students. We welcome the continued use of qualified experts where this enhances the benefits a student group receives.

As part of our Reaffiliation process we have asked student groups to provide the names and contact details of all students and non-students who provide coaching, training and or instruction for their group. This is part one of those individuals becoming a registered coach or instructor with Bristol SU.

We will be reaching out to coaches and instructors over the summer to get them registered so they can support groups from September onwards. If you require their support during preseason, please let us know so we can expedite their registration.

If your coach or instructor is employed by University of Bristol Sport, Exercise and Health (SEH) then you do not need to register them as this process will take place directly with the department.

A Registered Coach or Instructor is defined as a person who has:

• A UK recognised qualification, training certification or equivalent experience that enables them to coach and/or instruct on specific skill set
• Public Liability Insurance (where applicable)
• Professional insurance to allow them to coach/instruct (where applicable)
• Membership to relevant national governing body (where applicable)
• Is registered with Bristol SU (annual renewal of registration required)

We ask for non-students who support groups to register with us. As a Registered Coach or Instructor, that person can provide their service to affiliated Bristol SU Student Led Groups as either a volunteer, paid freelance provider or as an employee of the University of Bristol Sports, Exercise and Health Division.

If your coach or instructor is employed by University of Bristol Sports, Exercise and Health (SEH) then you do not need to register them as this process will take place directly with the department.

Registered Coaches or Instructors who are not students are not permitted to attend student group activities where they are not providing a service.

We understand that some groups may have associate members or work with non-students who bring valuable experience and knowledge that contribute to the group’s success. Where this is the case, we encourage you to get in touch with us directly. We will work collaboratively with you to ensure this knowledge is effectively captured and shared with your student leadership and wider membership. This will help ensure the group remains fully student led. Book in a meeting with the Bristol SU Development Team to learn more about the support available to you bristolsu-development@bristol.ac.uk.

You do not need to hold an EGM or make changes to your group’s constitution – this is something we will support you with.

Over the coming months, members of the Student Opportunities team will be amending the constitution you submitted at reaffiliation to remove the sections relating to associate membership. This will ensure you have an accurate constitution to consult in year and at your AGM next Spring.

Once we have updated all 350 constitutions, we will email Presidents and Club Captains to let them know.

The changes to the Associate Membership scheme mean that from 25/26 onwards only current students at the University of Bristol can hold committee positions. This means anyone who is not a registered student will need to step down from the committee with immediate effect, and the President or Club Captain of the group will need to update the information on the Committee Hub.

This should be followed by holding an EGM before the end of October 2025 to elect a replacement committee member if the role remains relevant.

If you are unsure how to go about holding an EGM and elections, the Development Team will guide you through the process.

From 1 August 2025, members of the public will no longer be able to attend affiliated Bristol SU student group core activities. Any event taking place in an SU space which is attended by non-students must be ticketed.

Members of the public will continue to be able to:

• be an audience member
• be a sports spectator
• attend acts of worship, un-ticketed

If individuals who are not students are found participating in a group's activities, the group will be considered in breach of the Bristol SU Student Group Code of Conduct. This could result in a formal investigation. As a precautionary measure, all group activities may be suspended during the investigation.

Members of the public will continue to be able to be an audience member or sports spectator at ticketed events.

Any event taking place in an SU space which is attended by non-students must be ticketed.

This byelaw change will come to the TB1 Student Council for information and discussion.

As the Bristol SU Board of Trustees has made the decision to  cease approval of Temporary Associate Members this won’t be voted on.

Relevant documents will then be updated accordingly during the 25/26 academic year.

If you’ve got a question for Bristol SU you can contact bristolsu@bristol.ac.uk.