Will Sport Association Membership or Sports Club Memberships be Refunded?
Sports Association Membership (SAM) will not be refunded outside of the normal refund window (within 2 weeks of date of purchase). We understand the disappointment of some club activity being cut short due to COVID-19, particularly end of year events. However, as this was only enforced a week before the Easter break when most club’s training and fixtures were due to finish, this does not represent a significant curtailing of activity. We encourage all members to stay active and engaged with their club’s online activity and to follow the guidance on the uea+sport and SU websites.
Are the UEA+Sport Team and SU Opportunities Team still available?
From Friday 17th April the monitored email inboxes will be;
firstname.lastname@example.org if your enquiry is urgent.
Other shared mailboxes that are being monitored are:
– Student Sport: email@example.com
– Performance Sport: firstname.lastname@example.org
How do I refund my members if they have paid for an event?
You must first seek the refund from that venue or organisation you have purchased from, once this has been confirmed email email@example.com to get the finance details for a refund to be paid into. When the money has been received by the SU we will then be able to issue refunds to your members. (Please note refunds are not guaranteed by suppliers or venues) Without this money coming in the SU are not able to issue refunds to your members in advance or cover any shortfalls for student groups.
To get a refund, please DO NOT request this through the expenses 365 app.
Please note that refunds will either be done in bulk for everyone who has a ticket, on an individual basis, or a partial refund via Sage Pay.
This will be done via conversations via firstname.lastname@example.org
Key messages for this are:
Clubs and Societies are responsible for arranging a refund back into their Subs Account from the venue, supplier or organisation
3 Approvals would still need to be required to authorise refunds
Clubs and Societies need to be clear / cannot state that refunds are to be expected for their members, and should be thinking realistically of the impact this has on their accounts
Refunds may be taking a little longer than normal as we work through this situation
Please note if you as a student group decide to take the decision to refund your members without receiving the money back from a supplier, product or organiser. This will be questioned by the finance team. We appreciate the want to refund your members perhaps from your own money but please ensure you have enough funds to do so, naturally if you are already in the minus we wont be in the position to fund these refunds.
I have an invoice to pay can I still do that?
Yes, our finance team are still working remotely, if you send your invoice like usual to email@example.com
Then you will need to send us your three approvals, its important you consider whether this is a payment you need to make now. So please follow the advice above and ensure you consider all outgoings during this period.
What is happening with committee elections?
We are continuing with our online elections to ensure new committees can be elected in time for next year. If you weren’t planning on doing this, we are now saying this is compulsory to carry on your society for next year. If you want to find out more please head to the SU website for more information. Or email firstname.lastname@example.org for more information.
We will be offering student groups a second opportunity to run elections at the end of May and June should be required, but we ask that most carry on with the elections with nominations opening on the 6th of April.
New Committee Training
Every May/June we run training sessions for new committee members to help them understand their roles and learn the skills they need in order to do their jobs effectively. We will be running versions of this, but it will likely be online sessions where you will follow a voice over of a powerpoint, with an opportunity to ask questions.
As some of you will remember from last year, we ask all the old and new committees to meet with their club coordinator to go through all your club’s key documents for the year with their club coordinator (development plan, budget, risk assessment, inventory, code of practice). We will still be asking for these documents to be updated and sent to coordinators, and we will still be hosting the handovers in some format, so as with the above committee training paragraph please just bear with us and we will let you know as soon as we have a plan of action for running club handovers.