Support and guidance on how to start a student-led project with KCLSU
With the support of the KCLSU Volunteer Coordinators, you can set up your own volunteering project. Whether you want to set up a series of wellbeing workshops for KCL students, support the homeless community in London, run a language class, or help students from a Widening Participation background apply to University, we're here to help.
Support and guidance on how to start a student-led project with KCLSU
Volunteer Project Fund
The Volunteer Project Fund supports student-led volunteer projects which benefit the King’s and/or London community. The Volunteer Project Fund 2025/2026 merges the previous King’s Community Fund and Widening Participation (WP) Fund. Your volunteer project can be related to the purpose of your student group or it can be something entirely separate.
This Fund is now closed for the 2025/2026 academic year, keep an eye out for when it reopens for 2026/2027 in August!
Volunteer Project Fund
Get in touch
For all inquiries: volunteering@kclsu.org
Support and Essential Steps
When running a Volunteering Project, the safety of your volunteers and those you are working with should always come first. By setting your project up through KCLSU, we are here to support you with all of the training and resources you need to make sure your project runs safely.
Below are the essential steps you must take before setting up or continuing an existing project. Please read each section carefully.
Support and Essential Steps
When running a Volunteering Project, the safety of your volunteers and those you are working with should always come first. By setting your project up through KCLSU, we are here to support you with all of the training and resources you need to make sure your project runs safely.
Below are the essential steps you must take before setting up or continuing an existing project. Please read each section carefully.
1. Book a drop in with a Coordinator
We offer drop-ins for two types of support:
-
Volunteer Project Fund – If you’re interested in applying to the Volunteer Project Fund, book a drop-in to discuss your ideas, ask questions about the application process, and get guidance to help shape your project. These sessions are ideal for students thinking about applying and looking for support.
-
Volunteer Group Planning – If you’re part of a student group planning your volunteering, fundraising, or widening participation activity for the year ahead, you can also book a drop-in to explore your goals, discuss your plans, and get tailored advice for the year ahead.
Please also review our Volunteering Policy for more information on how to run your project.
You can book your drop-in using the link below:
2. Project Planning Training and Theory of Change
Before starting any volunteering project, it is essential to complete project planning training and develop a Theory of Change.
Project planning training equips volunteers with the necessary guidance and steps to complete their Project effectively and safely.
A Theory of Change is a framework that helps volunteers and project leaders clearly define the problem they aim to address, the outcomes they hope to achieve, and the steps needed to get there.
Completing both the training and the Theory of Change ensures that each project has a clear direction, measurable goals, and a strategy for long-term success. These steps are required before launching your volunteering project.
Before you are permitted to start your project you must submit a high risk assessment via the Activities Dashboard which covers key areas such as data protection and safeguarding.
We recommend you attend a check in with a Coordinator prior to writing and submitting your risk assessment as, at this meeting, we will outline the best practice.
To submit your risk assessment please complete an Additional Activity Risk Assessment via the Activities Dashboard. We will aim to respond to your risk assessment within 12 working days, not including office closure days. We may request more detail be added to your risk assessment before we approve it, so keep this in mind before promising a start date for your project.
4. Project Roles and Volunteers
Project Roles are the way your volunteering project team is organised to ensure tasks are managed effectively and the project runs smoothly. The Volunteering Project Structures guide will help you structure your Project Team by outlining required and optional positions. Every team must have a Project Lead and at least one additional role from the provided list. While the Project Lead can take on multiple responsibilities, they should hold no more than three roles to ensure a fair distribution of work and strong team collaboration throughout the project.
Volunteers must be members of your student group, and we provide opportunities to support with Volunteer recruitment throughout the year, as well as guidance on how you are able to manage your volunteers.
Throughout your Volunteering Project, you can use our Volunteer Capture document to monitor volunteer data. Once this is completed, please provide this to KCLSU by emailing volunteering@kclsu.org
5. Impact Reporting and Handover
Impact Reporting and Handovers are key to wrapping up your volunteering project effectively.
The Impact Report should briefly outline your goals, what you achieved, any challenges faced, and feedback or data collected. We would love for you to share your impact with us so that we can spotlight and share your successes!
Alongside this, a Project Handover with the incoming committee should also take place to ensure continuity. This will summarise key project details, key contacts, feedback and recommendations, to ensure that the project can continue to run in the following year.
6. Rewards and Recognition
Rewards and Recognition are an important part of the volunteering experience, designed to celebrate the time, effort, and impact volunteers contribute to their projects. This system acknowledges both individual and team achievements through a variety of formats:
- Monthly Awards
- KCLSU Awards
- Blogposts and Spotlights
- Volunteer Showcase
- Logging Hours and Volunteering Certificates
- Accreditation Scheme
Many student projects are very successful and your following years committee or membership may be interested in continuing them.
In order for your project to be formally recognised please follow the guidance below.
You can book in a drop-in session with a Volunteer Coordinator if you need any help or contact volunteering@kclsu.org.
- Conduct a handover meeting with the outgoing and incoming committee using the agenda below. Assign a Chair and Minute-taker to keep the meeting on track and send your meeting notes to volunteering@kclsu.org.
- Write a new Theory of Change and submit it to volunteering@kclsu.org.
- Write a new Risk Assessment and submit it via the Activities Dashboard.
- Once you have received confirmation from the Volunteer team that your project has been renewed your project can officially begin!