For all non-regular activities and events that are not covered by your annual risk assessment (submitted during re-affiliation), you will need to complete a one-off risk assessment. Please read through our guidance notes before filling out one of our templates.
The annual risk assessment template should be completed each year as a part of re-affiliation.
The one-off risk assessment template should be used for any events with activities that are not covered in your annual assessment.
Email completed risk assessments to the Student Services Team on firstname.lastname@example.org. Please note that you may be asked to re-do them if they are not suitable for your event or filled out properly.
DBS (Disclosure and Barring Service) checks are required for some roles involving work or volunteering with children or vulnerable adults. Please have a look at the guidance on this page to find out more.
For information on personal injury, public liability and contents insurance take a look at our handy Student Group Insurance Guidance document
At the time of the accident or incident please report it to the appropriate officials e.g. sports venue staff, event organisers etc.
Please report the accident/incident to the Student Services Team within 24 hours or as soon as is practicable by filling in this form.
In the event of any serious accident or incident which involves the Emergency Services, or which could involve media attention, please follow this procedure:
It is the responsibility of the trip leader and vehicle driver to ensure that all participants are aware of the actions to take in the event of an emergency.
University Security operate 24 hours a day 365 days a year. If the accident/incident is serious, or an emergency, it must be reported immediately to University Security on 0117 331 1223. Inform security of the following information:
Trips are often the highlight of a groups' year - they can be challenging, adventurous, a learning opportunity, rewarding and, of course, fun.
As a group leader you have a responsibility for the safety of your members, as well as your own. When organising a trip remember the following:
If you're in any doubt about what to do, please get in touch.
We encourage you to register your trip with us and are, therefore, always happy to accept details of your trip (where you are going, when, who is attending), which we will log with University Security. To do this please fill in the form below.
Whether or not you choose to register your trip with us, you MUST ensure that you thoroughly plan and risk assess your trip before and during it. Please ensure you've read the above section on Health and Safety so you know and understand your responsibilities.
If you need advice or help please get in touch with us: email@example.com
If your student group is going abroad, please ensure your members are aware that Bristol SU does not provide travel insurance. They will need to arrange this themselves.
If travelling within the EU (plus Iceland, Liechtenstein, Norway and Switzerland), you can get free or reduced-cost emergency treatment with a European Health Insurance Card - visit www.ehic.org.uk.
However, this will not cover the cost of getting you home after an accident, or insure your possessions, so you and your members will still need to take out travel insurance.
You can book minbuses, cars and vans through Bristol SU - see our Transport Guide for details.
To book any self-drive hire vehicle, complete the Transport Booking Form. All drivers must complete the Driver Declaration Form and send clear copies of their paper and card driving license to firstname.lastname@example.org at least 7 days before your trip.
If a motor incident occurs please do report it on our accident/incident form and let the Student Services Team know as soon as possible. Should a hire vehicle need repair and we submit a claim on behalf of your student group there will be an excess of £150 to pay.
Anyone driving a minibus for Bristol SU must undertake a training course.
We have an arrangement with UWE where University or Bristol students can attend their in-house minibus training and it only costs £75! (for non-UWE students)
Training dates for 2020 are as follows:
Tuesday 21st and Sunday 26th January
Tuesday 18th and Saturday 22nd February
Tuesday 17th and Saturday 21st March
Tuesday 19th and Saturday 23rd May
Additional courses can be arranged for four or more participants subject to the availability of the trainer. Courses cost £450 (up to 6 spaces @ £75 each). While all theory tests must be carried out at the UWE campus, if UoB students wish to arrange a separate course the trainer can arrange for the meeting point for the practical to be at Bristol SU, or another suitable location.
Further information including guidance on how to book can be found here, and you'll need to complete the Driver Declaration Form. Please note that you can only pay for these sessions over the phone with UWE on 0117 32 82577 and they will provide you with a receipt so that you can claim the money back.
Alternatively, you can book MiDAS training with Bristol Community Transport. The training course enables you to drive any minibus for 4 years and costs £150 per person. Please get in touch with Student Services if you wish to book MiDAS with Bristol Community Transport.