Setting up a society: The trials and tribulations of bureaucracy

Taking in the view from Anapurna Base Camp, Nepal

Speaking from experience Rosanna Carver takes us through the benefits and negatives of setting up a society at the University of York.

From cheesy pop soc, to Viking society the choice of groups and activities on campus is far from limited. With students dedicating their time and efforts to teaching others the joys of debating, knitting and scuba diving (though not at the same time) the thought of finding a niche becomes harder with every new society that appears.

Over my time at University the familiar has appealed to me. I hate to admit it but three years down the line my fresh faced enthusiasm and aspirations to try something new, something I’ve always wanted, but never had the opportunity, to do, have all but disappeared.

That is until recently.

After returning home from another summer of travelling, this time Madagascar and South Africa (it’s a hard life), I needed something other than the thought of third year work to tempt me back to York. Whilst on Skype to my new housemates ideas developed, and that niche amongst societies was found. For those that know me, travelling is what I do, what I love and what I talk about a huge percentage of the time. However I’m not talking about relaxing holidays or weekend breaks, I’m talking about living in a jungle in Madagascar, turning up in some faraway place with a back-pack on my back and over landing, or canoeing through the world’s oldest rainforest.

The most logical area to find yourself setting up a society in is, naturally, an area with which you are familiar yourself and in which others may share an interest in. I know I am not alone in experiencing wanderlust, so for York not to have a society that helps people get out and experience the world seems strange to me. Travelling should not be limited but a possibility to all who desire it and I really do believe this can be the case.

Contrary to how my travelling life now sounds, I had only once gone beyond Venice on a family holiday before I set off on my own aged 18. I don’t come from a privileged background, so the money I spend is my own, which I earn, and I have since reconciled myself to the fact that for an entire year the only thing residing in my bank account is a rather horrendous negative figure.

York does have a travel grant of around £200 but conversely this cannot be used in order to support students’ studies. Consequently, for those wishing to support their education through travel or carrying out research projects abroad, even for their dissertation, there is no university funding available. Another prohibitive factor is the lack of information supplied by the university on other external bursaries and the inability of departments to coordinate their dissertation information with these deadlines.

That’s where my idea for York Expedition Society comes in. As we hope to fill in the gaps left by the university with regards to travel. Offering guidance, advice, speaker events and courses to help get travels off the ground.

So there was the idea: simple, or so I thought.

I’m not new to running a society and the intricacies of YUSU, having been on the committee for Fusion and holding the current presidency of the gymnastics society. So I did not expect to encounter many problems in creating a new society.

For those interested, it’s not that hard. You need a good idea and someone other than yourself to act as a signatory for the club. Everything can be done online, from filling in the health and safety form in to writing your constitution. Then it’s a case of playing the waiting game.

I just feel like I’ve been playing it for a little too long.

We were unable to advertise at Freshers’ Fair, a major disadvantage in helping us get up and running, as ratification for this year’s societies had already gone through before term started, but since then I have submitted all the details and am waiting for “permission” to get the ball rolling.

To hear nothing for a few weeks, with no response to any emails, is a little disheartening. And although I may wonder why I’m doing this, I conclude that if it will not only benefit students but also enable individuals to think outside the box for their own degree projects, then it will be worthwhile.

Eventually a response was received, although unfortunately not the positive one we had been hoping for, as the society hadn’t been submitted for ratification due to some missing details with regards to the signatories, aims and code of practice of the Expedition society.

Essentially YUSU had been unable to find all the details regarding the proposed society, except for its name, despite a good few hours spent slaving over the requisite forms. Luckily my efforts had not been in vain, as verified when Peter Kidd eventually discovered that an empty form hadn’t just been submitted, rather it had been hiding in the YUSU inboxes under the secret alias of ‘York Expedition Society’.

Sometimes when it comes to bureaucracy you just have to laugh. However societies do have deadlines to meet, especially when it comes to inviting outside speakers, often experts in their fields to give talks to our members. And it often reflects negatively on the society and its committee when dates cannot be set or a fee proposed. Whilst it may be possible to entice members into societies with the promise of brownies, in order for them to reach their potential, help is needed.

Student activities officer, Rhianna Kinchin, has been conspicuous only in her absence. The support she has offered amounting to nil. Although other YUSU members have been more forthcoming and supportive in their help.

I do not intend to put people off establishing a new society, as it can be very rewarding, allowing you to meet like-minded individuals, develop new skills and expand your C.V. For most people setting up a society is simple and easy and I know the rewards of following through on an initial idea will be greater than any momentary frustrations.

The ability of an expedition society to encompass and bring together not only different societies, from PhotoSoc to Archaeology, but also varying degree disciplines, from history to biology or medicine, is something that this university needs. University is about encouraging ideas, giving people opportunities and expanding horizons beyond the walls of York but it looks like the other side of the world may be just a little too far.

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