How to Submit a Risk Assessment

All student group activity at KCLSU must be risk-assessed. This includes everything from low-risk activities like games nights and committee meetings, to high-risk activities such as sports fixtures or charity balls.

Please do not email in risk assessments. All activity requests and risk assessments must be submitted through the Activities Dashboard, the instructions for which are below.

core & repeated activity requests

• Before you officially begin your term as a community leader, and before you can undergo any student group activity, you must submit a Core & Repeated Activity Request and Risk Assessment for approval.
• This is one document covering your year in term (1 Aug 2026 - 31 July 2027) that risk-assesses all your core activity at once.
• Hard deadline: 30th June 2026. Groups who do not submit their Core & Repeated Activity Request by this date will go inactive for the 2026-27 academic year, with no exceptions
• Only the student group President can submit the Core & Repeated Activity Request.

What is Core and Repeated Activity?

This is the regular and/or repeated activity you will do as a student group over the course of the year. For example:

• Committee meetings (online or in-person)
• Training sessions
• Sports fixtures
• Workshops/seminars
• Pub socials
• Film screenings
• Debates and discussion panels

Every student group will have a range of core activities. To identify these, ask yourself: What does our group exist for? What is its core purpose?

Tip: Risk-assessing this activity at the start of the year will save you from having to do multiple activity requests and risk assessments across the rest of the year, so think carefully and submit a thorough risk assessment!

What isn’t Core and Repeated Activity?

We require more detailed information before certain activities can be approved, so the following activities cannot be risk-assessed as part of your Core and Repeated Activity:

• Fundraisers (including bake sales)
• Large-scale/high-cost events e.g. a boat party
• Overnight trips
• Visting Speaker events
• Volunteering/working with under 18s

These activities must be risk-assessed as Additional Activity.

Additional Activity Requests

• Once you have had your Core & Repeated Activity Request approved, you can submit Additional Activity Requests for approval.
• This is for all activity that is in addition and different to your Core and Repeated Activity. Or those higher-risk activities identified in the list above.
• Additional Activity Requests can be submitted by any ratified committee member.
• They must be submitted at least 4 weeks before the intended activity date. Late submissions are unlikely to be approved in time and you may be required to cancel or postpone the activity. 

using the activities dashboard: step-by-step instructions

Locating and logging in to the Activities Dashboard

1. Go to www.kclsu.org and log in
2. Click Settings (the cog icon)
3. Select your student group from the Organisations list that appears
4. Click on Activities in the Admin Panel

You’re into the Activities Dashboard!

Creating an Activity Request

1. Under Activities Admin, select All activities
2. Select the green + New activity button
3. Complete the Activity Details page, providing as much detail as you can at this stage
4. Once completed, click Save and Submit

That’s the Activity submitted to the Dashboard. Now you need to add, complete and upload an accompanying risk assessment for staff review.

Adding a Risk Assessment Form

1. Once you have saved your Activity Details, scroll down to Forms and click the green + Add form button
2. A pop-up window will appear. Select the relevant risk assessment form from the drop-down menu and click Add form.

The risk assessment form is now in your forms list, ready for you to open and complete.

Completing and Uploading Your Risk Assessment

1. Open the risk assessment form you have added to the Activity
2. Take your time to complete the form in full, reading and following the provided instructions
3. In the Risk Assessment Upload section, select and download the relevant risk assessment template
4. Complete the downloaded risk assessment template in detail and save as either a Word or PDF document
5. Back in the Risk Assessment Form, click Choose File and upload your saved risk assessment template
6. Once you have completed the form, click Save and Submit.

Congratulations, you have now submitted your Activity Request and Risk Assessment for approval.

Reviewing your Activity Request

1. Once submitted, your activity request will join the queue to be reviewed by a member of KCLSU staff
2. Your activity request will either be approved, queried or rejected, and you will be notified of this status change by email
3. You will then need to log back in to the Activities Dashboard to check the status.

• If Approved, you do not need to do anything further and your activity can go ahead
• If Queried, you will need to need to follow the instructions left for you, make the required amendments and re-submit your activity for approval
• If Rejected, you will need to read the reasons provided as to why and submit a brand-new Activity Request for approval.

You cannot undergo the activity you have planned until you have received an Approved verdict.

faqs

Our student group President is currently inactive- how can we complete our Core & Repeated Activity Request before the 30 June deadline?

We understand that over the summer months there may be some structural changes to your student group committee. In the unlikely event that your group is temporarily without a President, the Treasurer can submit the Core & Repeated Activity Request instead. Please email [email protected] first to get permission for this.

When will Core and Repeated Activity Requests be reviewed?

We intend to have all Core and Repeated Activity Requests reviewed by 31 July so that you can begin group activity from 1 August. If there are any delays to this we will keep you informed.

I am trying to submit an Activity Request but it won’t let me. Why can’t I get past the Activity Details page?

In order to submit an Activity Request, all required fields must be filled in. The most common mistake is around the date- please ensure that you are not inputting a retrospective start date. For example, if you create an Activity Request on the 11 September, the start date of your activity must be the 12 September or after.

Our activity is in two weeks and we’ve only just submitted our risk assessment for approval. Please can it be fast-tracked?

Unfortunately, no. Additional Activity risk assessments must be submitted at least 4 weeks before the intended activity date. This allows sufficient time for review, staff availability, any required amendments, and the submission of supporting documents or ticket upload requests.

Due to the high volume of submissions received, we cannot guarantee approval for late submissions. Activity requests submitted after the deadline may need to be postponed or cancelled if approval cannot be completed in time.

We submitted our Additional Activity Request in good time, it still hasn’t been reviewed, and the activity date is rapidly approaching. What can we do?

If you submitted your activity request at least 4 weeks in advance and you haven’t heard from us within 2 weeks of submission, please email [email protected] so we can comfirm receipt and check the status for you.

For all other questions that aren't answered in this guidance, please email [email protected].

Supporting documents & further guidance

Community Leader Conference Training Slides: Risk Assessments

Core and Repeated Activity Risk Assessment Template

Example risk assessment- KCL Jammie Dodgers Core & Repeated Activity

Vision Action Plan