Managing Safety & Risk is a very important part of running any Club, Society or Project. Regardless of your activity you should be considering how best to mitigate risks for your members.
All Student Group Leaders have a legal duty of care towards their members and a part of meeting this responsibility is to ensure you have followed our annual activities proposal process.
This process helps the Union understand the activities you are doing, and helps our groups understand the risk level their groups sit at and therefore what steps need to be taken to make their risks properly.
What do student groups need to do to complete the process?
Each of our groups are categorised into High, Medium or Low risk levels. All groups are expected to complete an annual activities proposal form and then depending on your risk levels you will be expected to submit the following:
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Low Risk Groups: Only need to submit the annual activity proposal form.
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Medium and High-Risk Groups: Need to submit an annual activity proposal form with an attached annual risk assessment.
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Any groups who own, manage or look after a ‘space’: Must also complete a risk assessment for the designated space(s) and attach it to your annual activity proposal form.
All groups can find out their risk level using the links below.
What is the difference between an annual risk assessment and a one-off risk assessment?
All of our csps deliver a range of activities, events, trips, tours and opportunities for members and it can be confusing to know what goes into a group's annual risk assessment or when you need to use an event or trip proposal form.
Your annual risk assessment should cover any regular or repeated activities or events your student group delivers. An example of this is: The football club deliver 1 regular training session every week or month. (For more examples see our FAQ below) This would need to be included in the risk assessment.
If a group decides to hold a regular social activity or event but changes what the social is every week, this would not be classed as regular activity and therefore would need risk assessing individually with an event form submitted.
If a group delivers and event or activity once annually or delivers a new activity or event, this must be risk assessed and submitted with an events form.
All trips and tours are individually risk assessments and should be submitted with a Trip and Tour proposal form.
Find your CSP’s risk level:
- Low Risk CSPs
- 93% Club Imperial
- Bike Users Group
- E.quinox
- Global Brigades
- Wiki Project
- Liberty in North Korea
- Mentality
- Project Nepal
- RED Project Borneo
- Raincatcher Imperial
- Right to Play
- Robotics Academy
- Student Action for Refugees
- TedX
- Women in Business
- Women in SET
- A Cappella
- ABACUS
- AIESEC in Imperial
- Acute Care Specialities
- Afghan Society
- African Caribbean
- Ahlul Bayt
- Ahmadiyya Muslim Students Associati...
- Algorithmic Trading
- Alternative Music
- Anglo French Medical
- AnimeSoc
- Arabic
- Artsoc
- Asian Medical Students Association
- Astronomy
- Australian
- Bangladeshi
- Benelux Society
- Book
- Bridge
- Buddhist
- Bulgarian
- RAG
- Canadian Society
- Cardiovascular
- Catholic
- Chamber Choir
- Chamber Music
- Chinese
- Choir
- Christian Medical Fellowship
- Christian Union
- Climate Entrepreneurs
- Clinical Genetics
- Coding (ICSM)
- Comedy Society
- Computational Biology
- Connect
- Conservative
- Consultancy
- Cypriot
- Czech & Slovak
- Data Science
- Debating
- Dermatology (ICSM)
- doctorpreneurs
- East African
- Enactus
- Endocrinology
- Energy
- Engineering Change
- IC Engineers Without Borders UK
- Environmental
- Erasmus
- Estonian
- Every Nation Christian
- Fashion & Design
- FemTech
- Feminist
- Filipino Society
- FinTech
- First Aid
- First Love
- French
- Friends of Médecins Sans Frontières
- Friends of Palestine
- Game Development
- Gaming and Esports
- Gastroenterology & Hepatology
- General Practice (ICSM)
- Geriatrics and Elderly Medicine
- German
- Gospel Choir
- Haematology Society
- Hammersmith Students' Community
- Harry Potter Society
- Healthcare Leadership
- Hellenic
- Hindu Society
- Hip Hop Society
- History
- Hungarian
- Big Band
- Neurosurgical
- Music (ICSM)
- RAG (ICSM)
- IQ (Imperial College LGBT+)
- Immunology
- Blockchain
- Marxist
- Physiology
- Entrepreneurs
- Junior Solutions
- Imperial Virtual and Augmented Real...
- Indian
- Indian National Student Association
- Indonesian
- Infectious Diseases Society
- International Tamil
- Investment
- Iraqi
- Irish
- Israeli
- Italian
- Jain
- Japanese
- Jewish
- K Pop Society
- Kinky Klub
- KnitSock
- Krishna Consciousness
- Labour
- Latin-American
- Law
- Lebanese
- Left Forum
- Lifestyle Medicine and Prevention
- Mahjong
- Malaysian
- MedTech
- Medical Humanities
- Model United Nations
- Muslim Medics
- Nepali Society
- Neuroscience
- Nigerian
- Northern Society
- Nutritank
- Obstetrics & Gynaecology
- Oncology
- Ophthalmology
- Orchestra - Symphony
- Origami
- Otoscope
- Overseas Christian Fellowship
- Paediatrics
- Pakistan
- PASS
- Pathology
- Personalised Medicine
- Pharmacology
- Plastic Surgery
- Poetry
- Poker
- Polish
- Portuguese Speaking
- Pre-Hospital Emergency Medicine
- Psychedelic Studies
- Psychiatry
- Punjabi
- Quiz
- Chess
- Radiology Society
- Rail and Transport
- Real Ale
- Renal and Urology
- Retail Hospitality FMCG
- Romanian
- Russian Speaking
- Finance
- Islamic
- Sports & Exercise Medicine
- Saudi
- Scandinavian
- Sea Shanty
- Sikh
- Orchestra - Sinfonietta
- Singapore
- Society of Fire Protection Engineer...
- Society of Research and Academia
- Sensible Drug Policy
- Somali Society
- South Asian Society
- Space Society
- Spanish
- Spike Ball
- Sri Lankan
- Street Doctors
- String Ensemble
- Students for Global Health
- Surgical
- SwiftSoc
- Synthetic Biology
- Tabletop Gaming
- Taiwan
- Thai
- Turkish
- VegSoc
- Vehicle Design
- Venture Capital & Private Equity
- Vietnamese
- Vision
- Welsh Society
- Wind Band
- Women in Healthcare Leadership
- Writers' Society
- Aeronautics
- Bio Engineering
- Biochemistry
- BioMedical
- Biology
- Chemical Engineering
- Chemistry
- Civil Engineering
- Design Engineering
- Computing
- Electrical Engineering
- Geology
- Geophysics
- GradMed (ICSM)
- Materials
- Mathematics
- Mechanical Engineering
- Medical Education
- Physics
- Arts & Ents
- Community
- Culture
- Sports Sector
- Knowledge
- Recreation
- Medium Risk CSPs
- Tennis (RSM)
- Ultimate Frisbee
- Golf
- Hockey
- Karate
- Tennis
- Netball
- Table Tennis
- Volleyball
- Dance Club
- Archery
- Baseball and Softball
- Cross Country & Athletics
- Dance Company
- Dance Imperial
- Dodgeball
- Fellwanderers (Imperial Hiking Soci...
- Fencing
- Floorball
- Dance - Funkology
- Handball
- Badminton (ICSM)
- Cricket (ICSM)
- Dance (ICSM)
- Football - Mens (ICSM)
- Hockey Mens (ICSM)
- Netball (ICSM)
- Squash (ICSM)
- Football - Womens (ICSM)
- Yoga (ICSM)
- Golf (ICSM)
- Lacrosse
- Outdoor
- Yoga
- Badminton (RSM)
- Football - Mens (RSM)
- Hockey (RSM)
- Netball (RSM)
- Basketball
- Squash
- Cricket
- Football - Mens
- Badminton
- Sports (Silwood)
- Snooker & Pool
- Tennis (ICSM)
- Football - Womens (RSM)
- Football - Womens
- Hockey Womens (ICSM)
- Soup Run
- Chinese Students & Scholars Associa...
- Cameroon Catalyst
- Crossfit
- DJ & Production
- DogSoc
- DroneSoc
- Felix
- Gazette
- Musical Theatre
- Robotics
- Filmsoc
- Science Fiction and Fantasy
- Sexpression
- Brewing (Silwood)
- Tea
- TeddyBear Hospital
- Silwood
- CGCU
- RCSU
- RSM
- ICSMSU
- High Risk CSPs
- Rugby - Mens
- Rugby - Womens
- American Football
- Boxing
- Cycling
- Rugby - Mens (Imperial Medicals)
- Ice Hockey
- Jiu Jitsu (Aiuchi)
- Ju-Jitsu
- Judo
- Kabaddi
- Kendo
- Krav Society
- Kung Fu
- Muay Thai
- Parkour, Free Running and Gymnastic...
- Pole & Aerial
- Rugby - Mens (RSM)
- Shaolin Kung-Fu
- Shorinji Kempo
- Skate Society
- Swim and Waterpolo
- Synchronized Swimming
- Taekwondo
- Triathlon
- Water Polo (ICSM)
- Weights & Fitness (ICSM)
- Wing Chun
- Wushu
- Art Club
- Barbell
- Cheerleading
- DramSoc
- Radio
- Cycle Club (ICSM)
- Drama (ICSM)
- Cinema
- Light Opera (ICSM)
- Live Music
- Gardening (Silwood)
- High Risk CSPs - Who need expert sign off
- Racing
- Riding & Polo
- Snowsports
- Surf
- Photosoc
- RCS Motor Club
- Motor (RSM)
- Chickens (Silwood)
- Team Bo'
- Motor (C&G)
- Sailing
- Canoe
- Caving
- Boat (ICSM)
- Mountaineering
- Rifle & Pistol
- Boat
- Skydiving
- SCUBA (Underwater) Club
- Wakeboarding
- Windsurfing
- Yacht
- Beekeeping (Silwood)
- Gliding
- Pilots
- Groups who manage or own spaces
- Groups who manage or own a space (as well as the equipment within them) have a duty of care for the welfare of all those who use their space, and should therefore submit an annual risk assessment.
- Art Club
- DramSoc
- Radio
- Cinema
- Live Music
- Photosoc
- RCS Motor Club
- Motor (RSM)
- Beekeeping (Silwood)
- Chickens (Silwood)
- Gardening (Silwood)
- Team Bo'
- Motor (C&G)
- Snooker & Pool
- Robotics
- Filmsoc
- Science Fiction and Fantasy
- Silwood
- CGCU
- RCSU
- RSM
- ICSMSU
- Rifle & Pistol
- Felix
- ICTV
- Media
Step by Step Process
Below are the steps each group needs to take to be able to ensure they have completed their annual risk assessment process.
- Step 1 - Review Your Group
It is important that as a group you reflect on what you want to deliver this year. In the form you need to submit we will be asking you about what activities and events you wish to delivery.
- Check Your CSP Risk Level (using the tabs above)
- Make a list of any regular activity you wish to deliver
- Make a list of any one-off / flagship activities you want to deliver. (These have a specific start and end date within the year)
We also will ask you whether you produce any publications, manage any space, have any equipment, need specific insurance etc.
- Step 2 - Fill In An Annual Activity Proposal Form
Take the time to fill in as much of the form as possible.
- Step 2a - Medium or High Risk CSPs Only
If your CSP is medium or high risk, you will need to fill in a risk assessment using our template and attach it to your form. We recommend looking at the one you submitted last year for a good starting point.
If you CSP manages, owns or oversees any spaces you will need to complete a risk assessment for this and attach it above.
For High-Risk Groups who need expert support, we expect you to share your risk assessment with a specialist and it be approved by them too. You need you to upload a screenshot of their approval with details about the specialist.
Download a Template Risk Assessment Here - Step 3 - Submit Your Annual Activities Proposal
Once you have filled in the form and are happy that you have attached anything you may need to, please click the submit button at the bottom of the form.
- Step 4 - Union Review
The Union will review your annual activity proposal form and risk assessments if necessary. We aim to get back to you within 10 working days of your submission to let you know whether it has been approved or needs further work.
- Step 4a - Sports Clubs Only
For any sports groups that use college facilities, we will also share your risk assessments with Move Imperial who will also review your risk assessment to ensure it is ok for use.
- Step 5 - Marked as Complete
Once your annual activity proposal form is approved by a member of the activities team, your document flag will be marked as complete or exempt for your annual risk assessment. You will receive a confirmation email from the Union if approved.
Deadline
Low Risk Groups: 1st September
Medium & High Risk Groups: 1st October
Please note – CSP’s legally cannot deliver any activity until this process is completed and your risk assessment has been approved by a member of Union staff.
FAQs
- How has the Union calculated my csp’s risk level?
Legally, the Union must have a high-level risk matrix for all csps that maps them against any high-risk hazards. Groups who are low have 0 of these hazards, medium groups have 1-2 and High have 3 or more of the hazards.
Some of the high-level hazards include require professional delivery or oversight, high injury or impact sports, exercise to exhaustion, require increased insurance, extreme sports, activities taking place or working at heights, remote locations, environmental risk, activity taking place in water, maintained PPE or PPE use, use of aircrafts, use of chemicals, working with under 18's or vulnerable adults (this is not an exhaustive list).
- I think my csp’s risk level is incorrect, how do I change it?
Please complete the annual activity proposal form and the Union will automatically review your risk level. If after this you feel it is still incorrect, please contact the Union on activites@imperial.ac.uk.
- I need support to complete the form, how can the Union help me?
You can book a meeting with one of the Activities and Event Coordinators by emailing activities@imperial.ac.uk requesting to have a meeting to discuss your annual risk assessment.
- What other examples are there of regular activity for an annual risk assessment?
More examples will be added soon.
When planning for a show or production regular rehearsals would count as regular activity.
- Where can I get help to build my CSPs risk Assessment?
Most CSPs can get a lot of guidance from their relevant governing body. Try googling the name of your CSP followed by 'governing body' and see what resources they have and or contact them for advice.