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Health & Safety

Risk Assessments

Please see the Events and Activities page for what process you need to follow for running Student Group events.

Some of your events/activities will be covered by your student group annual risk assessment. For other events/activities your group may be required to complete a risk assessment.

Annual Risk Assessment Risk Assessment Guide
Student Group Sport Activities

Sporting activities outside of what Clubs run are not covered by our insurance. If you want to host a sporting activity for example, a sports day, a football match between groups etc then you must register the event with us and contact your staff support.

Online safety

Student Group leaders should familiarise themselves with the Online Platforms Guidance which contains information how to facilitate and maintain positive and inclusive interactions and how to respond to inappropriate behaviour at online events and activities.

The Online Safety Settings Guide also explains how you can best use the settings on Zoom Pro and MS Teams to keep your Student Group online interactions safe and a positive experience for all involved.

Online platforms guidance Online safety settings
Incident reporting

If an incident takes place at one of your events please email your staff support about this. Incidents include injuries, being kicked out of a venue, harassment etc.

Public Liability Insurance

Require a Public Liability Insurance Certificate? Contact your staff support who can provide you with this.


All Students' Union Volunteers coming into contact with children must sign the Students' Union Safeguarding Children Volunteer Agreement.

Click here

All Students' Union Volunteers coming into contact with adults at risk must sign the Students' Union Safeguarding Adults at Risk Volunteer Agreement.

Click here

If you are looking to plan events or activities involving under-18s or adults at risk, please contact su-volunteering@qmul.ac.uk to discuss safeguarding measures that may need to be put in place for your event or activity. Types of activity could include:

  • School visits
  • Inviting sixth form students on-campus for conferences
  • Selling tickets to an event
  • Delivering a session at a care home

The Students' Union takes safeguarding seriously and has safeguarding policies and procedures in place to protect you as well as any children or adults at risk you come into contact with as part of your involvement in Students' Union activity (such as community volunteering or through a society or club).

The definition of a child is anybody up to the age of 18.

The definition of an adult at risk is a person aged 18 or over who is or may be in need of community care services because of mental or other disability, age or illness, and who is or may be unable to take care of their self or unable to protect their self against significant harm or exploitation. More information about the definition of an adult at risk can be found in the document below.

All students taking part in Students’ Union activity working with children or adults at risk have a responsibility to ensure that they can recognise signs of abuse or neglect, how to respond to it and how to report it. It is also important that students avoid situations in which their interaction with children or adults at risk could lead to accusations against them personally. This can also include children or adults at risk attending an event as a ticket holder.

All volunteers who come into regular and/or unsupervised contact with children or adults at risk or have access to personal information for children or adults at risk will need to obtain a DBS check. The process takes 4-6 weeks to and no student can volunteer without a valid certificate. Contact su-volunteering@qmul.ac.uk to arrange DBS checks for you and your volunteers.

Safeguarding children and young people is as important online as it is when conducting activities face-to-face. The Students' Union has created some guidance for you to follow if you are planning on running any online activity, including using social media, with children and young people. There is also an online code of conduct that should be used alongside the guidance to ensure volunteers and children/young people know what is expected of them when taking part in online activity.

Please make sure that you contact su-volunteering@qmul.ac.uk for advice and to ensure you are putting the right safeguarding measures in place.

Safeguarding Children Online Guidance Online Code of Conduct

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