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 11th September, the start date of your activity must be 12th 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 confirm receipt and check the status for you.
For all other questions that aren't answered in this risk assessment guidance, please email [email protected].
Do I still need to fill out the Wellbeing Nomination form if my group has a nominated Wellbeing Lead/Officer?
If your group has elected a Wellbeing Lead/Officer during the Elections process (and they are official committee members with Elections) then no, you do not have to fill out the form as they're already registered as a Wellbeing Lead with us. You can fill out the form if you'd like to nominate more Wellbeing Leads.
Can someone who isn’t the Wellbeing Lead still do the training?
Yes, but they'd have to be nominated to become another Wellbeing Lead - anyone who is an official committee member (e.g. the Treasurer) can become a Wellbeing Lead as the requirements to become one are to be nominated and to do the training.
Is it possible to appoint wellbeing leaders from people who weren’t officially elected onto the committee?
Unfortunately not at this point, as it stands all nominated Wellbeing Leads must be from elected committee members for 2026/27.
Is having a wellbeing lead in our society compulsory?
No it isn't, but it's highly recommended! You have access to important wellbeing training, a great network, and funding for your wellbeing initiatives - all key aspects to growing your community and creating a sense of belonging in your group.
Can all committee members edit the website or is it just president and treasurer?
Only Presidents and Treasurers can edit your student group webpage on the KCLSU website.
Do we create our own email address or will this account be set up by KCLSU?
You can create your own student group email address if you would like to, there are no rules that your group has to have its own email address. KCLSU will always send communication to the committee members email addresses as well.Just remember to keep passwords and account details safe and ready to handover to the next committee when they take their term.
Is there a potential kclsu procedure to help with troubles getting society e-mail/ social media passwords from outgoing committee members?
Unfortunately not, KCLSU cannot force outgoing committee members to give you account login details however this is something that we expect them to give you as the new incoming committee in order to aid you with your roles and access.
Is the process different for online calls (for Visiting Speakers)?
No. The visiting speaker procedure applies equally to:
If a speaker is coming in for a series over multiple dates but the same topic, can it be done in one form?
The Visiting Speaker form is tied to an event date, and any amendment to the event date/all events – even in a series - must still meet the required approval window. Therefore, separate forms are required for each speaking engagement.
For single events that occur over a few consecutive days (for example, a weekend conference), please reach out to KCLSU Governance via email or Visiting Speaker Drop-In, which the link can be found here: Visiting Speaker Requests
What happens if during the KCLSU assessment speech is deemed unlawful (or on what grounds is it deemed unlawful)? KCLSU has obligations to meet its safe space policy surely, and who determines if this is breached?
Grounds on which speech may be considered unlawful:
Possible outcomes include:
Where observers are present, KCLSU, King's or independent officials reserve the right to stop an event if legal duties are contravened before or during the event.
Who determines whether Safe Space requirements are breached?
Appendix 2 states that where a KCLSU Observer is present:
"They will be responsible for ensuring the event does not infringe upon the Safe Space Policy in any way. If the event is found to be in breach of the Safe Space Policy, the KCLSU Observer will intervene in proceedings."
For event approval decisions generally, assessments are conducted by:
Potentially the Trustee Board for high-risk matters
Should we be reaching out to the visiting speaker before or after having approval from KCLSU?
You may identify a speaker and submit a request, but you must not confirm the invitation or speaker’s presence until the procedure is complete. The procedure states:
"Event organisers must not confirm an invitation prior to completion of this procedure."
It also states:
“Student organisers must refrain from confirming travel arrangements with Visiting Speakers and making public announcements promoting the event until final approval has been granted.”
Our recommendation? Plan and submit the form early! Be transparent with your speaker about the Visiting Speaker procedure, let them know about your intended date, and wait for the submission to be approved before confirming.
Our speaker has changed their availability to be later or earlier than what we submitted on the form. What should we do?
Notify KCLSU immediately. The procedure states:
“Amendments to the event date will only be facilitated if the revised event date provides the full 10/12/14-working-day approval window appropriate for the request’s risk rating, counted from the date KCLSU is notified of the change.”
If the revised date does not provide sufficient notice, the event may need to be rescheduled.
If two university societies are organising a Visiting Speaker event, how should the form be submitted?
Collaborations between other university societies in and out of Kings are permitted. What KCLSU requires is that:
Therefore, any KCLSU-ratified event would need to have eligible KCL Chair(s) meeting these requirements.
If you have any questions that are not answered in this FAQs document, please email [email protected], if you have more questions regarding the visiting speakers process please visit this page here where you can find more guidance and links to book drop ins with the Governance team: Visiting Speaker Requests.