Changes to Bristol SU Associate Membership Scheme
Bristol SU has over 350+ student groups which are led by our fantastic volunteer student leaders and supported by staff within the SU. Over the past year, Bristol SU has been reviewing its work with student groups to make sure we’re supporting them as effectively as possible to thrive.
Specifically, one of the areas of work reviewed was the Associate Membership Scheme, following a recommendation from the Code of Conduct review work in 2024. This is due to concerns that appropriate protections are in place around safeguarding, health and safety and insurance.
Following a thorough external consultation, including with our groups, we have made the decision to cease approval of Temporary Associate Members from 1 August and work towards removal of the scheme, which has been signed off by the Bristol SU Board of Trustees.
This means that from 1 August 2025, membership to Bristol SU and its affiliated student groups will be available only to current registered students at the University of Bristol.
This will help 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 are writing to anyone affected to this change on 1 July, to allow a month’s notice.
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.
We’re introducing a new method of registration for these people so that groups can continue to benefit from this support from coaches and instructors. Groups will hear from us about this W/C 28th July.
For anyone who requires further information, there are FAQs available, or you can contact us at bristolsu@bristol.ac.uk
Associate Membership Review Report and why we have made these changes
We asked AtkinsonHR to carry out an independent review of our approach to the Bristol SU Associate Membership Scheme. With experience working with Students’ Unions, a clear understanding of how SU charities operate, and previous involvement in our Code of Conduct report, we felt they were well positioned to lead this review.
We’re sharing the report which details the outcome of the review and highlights both the benefits and risks of keeping our current approach to the associate membership scheme.
When trustees reviewed the report, considerable time was taken to understand both the benefits and drawbacks of offering an associate membership scheme. The report provided two possible options moving forward. There are clearly numerous benefits, and this came through the consultation with student groups and other stakeholders, but considering the significant risks identified in the report, which we’ve outlined below, has led to our intention to remove the scheme. However, new measures will be introduced that seek to retain some of the benefits, such as protecting the important and valued benefits that non-students can bring to student groups in particular within an advisory, professional and supportive capacity.
Safeguarding
Associate members do not go through the same checks or systems as students, which means we don’t have access to important information that helps us safeguard student groups.
When an applicant registers with the University their identity, contact and other details are checked. Once applicants have accepted their offer from the University they are asked to disclose any relevant unspent criminal convictions. Further information is available here.
The University and SU have processes in place to share relevant information, where appropriate, in order to support effective risk management and safeguarding across the University community. For example, if a student is believed to pose a potential risk this information may be shared to enable both organisations to assess the situation and, where necessary, put in place precautionary measures such as restricting access to certain student activities while an investigation is ongoing.
If a group becomes concerned about the wellbeing or safety of a student member, we have a clear, cross university process for escalating concerns and the University wellbeing team will seek to support them.
None of the above applies to non-students.
Managing Conduct
In cases of misconduct for non-students, the highest sanction the SU can apply is removal from membership, which doesn’t seem sufficient or an appropriate deterrent. It also takes resource away from supporting current students.
When there is an allegation of serious misconduct against a student, the University can investigate it, even if it happens within a student group. A thorough and impartial investigation will take place. If a student is found to have committed the serious misconduct the University can impose a penalty. For the most serious misconduct this could include expulsion, which means that the student ceases to be a member of the University.
When a non-student member of a group is alleged to have committed serious misconduct, the University does not have the jurisdiction to investigate as they are not a registered University student. In such cases, the highest sanction the SU could apply, following an investigation, is removal from membership. 58% of respondents to the initial student group committee survey identified risks to having non-student members. Investigating serious misconduct by non-students needs to be handled by professionals, and is expensive, time-consuming, and takes staff time and resources away from students, with a limit on sanctions that can be put in place.
Charitable Purpose and Student Leadership
Bristol SU is a charity for University of Bristol students, meaning its resources must go to current students. Our charitable purpose does not extend to non-students.
Charity Commission guidance on managing charity finance notes that trustees have a responsibility to ensure that money is only spent on what is allowed by the charity’s governing document and policies.
We have seen examples of a considerable amount of staff time being spent on non-student members. This is resource that should be going to students.
Student groups should be student-led, and while non-students can offer valuable support through roles like coaches or instructors, their influence should not limit student leaders from developing and setting the group’s direction.
Health & Safety and Insurance
Our insurance is for students. Individuals and the group are at risk if something goes wrong involving a non-student.
When a student group affiliates with the SU, it becomes part of the SU. This protects individual student leaders from many liability risks. If something goes wrong (e.g. injury, discrimination, misuse of funds), the SU will generally lead the response and will normally be held legally or reputationally accountable rather than the individual student leader, providing SU policies and processes were followed. The SU can only do that if we are assured that groups and leaders are acting safely and responsibly, and we have a legal responsibility to conduct our own due diligence.
When someone is taking responsibility for the instruction of others in anything that carries a safety risk, they must have qualification or experience to do so. Our insurance arrangements require us to know that the appropriate qualifications or experience exist.
Anyone that is coaching, instructing or acting as a skilled volunteer should have the appropriate skills to be safe and their responsibilities should be clear. Where someone is instructing others, they are taking on a personal liability whether they understand that or not. For some risky and/or physical activities it will be a requirement for a coach to have their own insurance, particularly if they are being paid in any way.
Access the full report here
Please note that some names have been redacted for privacy purposes.
FAQs – Review of Associate Membership
What is an Associate Member of Bristol SU?
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.
Why has Bristol SU conducted a review of Associate Membership?
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
Who led the external review?
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).
What was included within the Review?
- 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
What are the concerns which have been raised about Associate Memberships?
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
How was the decision to change membership categories decided on?
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.
When will 24/25 Associate Memberships Expire?
24/25 Associate Memberships will expire on 31 July 2025.
How many Associate Members did Bristol SU have in 24/25?
In 24/25 176 non-students purchased official Associate Membership via the Bristol SU website.
Who are current registered University of Bristol Students?
Individuals who are completing foundation, undergraduate or postgraduate studies at the University of Bristol. If these individuals take a placement year, year abroad or suspends their studies, their status remains as a registered student.
How have Student Group Leaders and Associate Members been informed about these changes?
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.
FAQs – Actions and Information for Student Groups
How did you engage students with the review?
We emailed every president, club captain and secretary, using the email addresses provided to us as part of reaffiliation to ask them to contribute to the survey. This was a single issue email and included that ‘the review will look at whether we maintain the scheme’.
In addition to the email, we included an item on the consultation in two student development newsletters, sent out to all student committee members declared to us through reaffiliation.
Upon closing the survey we invited groups with registered associate members to have an interview and share their thoughts with us.
What do we do if our coach or instructor is a non-student?
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.
What is a Registered Coach, Instructor or skilled volunteer ?
Someone who has the qualifications and/or experience to coach, instruct or lead the activities of a student group. We understand that there are lots of different names and titles for people doing these roles, and sometimes there are roles assisting a primary coach or instructor, in our FAQs we use the language ‘instructor’ as a catch all term.
They will have need to have qualifications and/or relevant experience, and appropriate insurance should be in place.
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.
There is further information on Coach, Instructor and Skilled Volunteer registration on our student group webpages, including:
- Who registers an instructor
- What qualifications they need to hold
- Activities instructors can take part in
We have a current Associate Member or work with a non-student whose knowledge adds value to our group, but they do not meet the criteria of a Registered Coach or Instructor, what should we do?
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.
Do we need to hold an EGM and amend our constitution to reflect this change?
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.
We elected a non-student onto our committee for 25/26 what do we need to do?
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.
Can non University of Bristol students attend our activities and socials?
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
We are looking to provide further clarification here soon.
What will happen if we allow non-students to attend our activities?
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.
Can my group exist outside of the SU?
Groups with broader membership can, and do, exist outside of the SU, but they don’t receive any of the benefits of Bristol SU affiliation, including the protection from many liability risks.
FAQs – Further Information about the Membership Changes
When will the Bristol SU byelaws and Articles of Association be amended to reflect these changes?
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.
