Sharepoint Guidance

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Introduction to the Student Group Share Point Platform   

To support your handover process, this year we are launching the Student Group SharePoint platform.   

The platform is an online hub where each student group will have a dedicated site to store and manage information, including handovers, annual activity plan, event plans, sponsorship agreements and much more. The goal is to streamline knowledge management and ensure smooth transitions for new committees each year.   

Additionally, we have a resources site that provides easy access to templates, handbooks, and guidance to help run your group effectively.  

You can find the Student Group SharePoint by clicking here! 

 

What can I store on my group’s site?  

Anything that relates to the running of your student group! Including but not limited to:  

  • Sponsorship Agreements  

  • Event Plans  

  • Annual Activity Plan  

  • Additional Activity Plan  

  • Receipts and Invoices  

  • Handover document   

  • Funding application forms   

  • Minutes from committee meetings   

  • Data and impact reports   

 

What can’t I store on my group’s site?   

For GDPR purposes, you must not store any personal information on your group’s site. Including but not limited to:  

  • Membership lists  

  • Personal information such as personal email addresses, phone numbers and bank details   

  • Notes from confidential meetings   

 

How do I get access?   

Access will be restricted to your group's folders, and only Community Leaders will be added to the system. Our admin team will manage access, adding new committee members each academic year and removing those who step down from their roles.  

You will receive an invite to the platform via email. You must accept this invite before you are added to your Student Group’s site.  

You will automatically be removed from the site when your term ends on 31st July.   

 

Top tips!  

  • Keep your SharePoint space tidy and organised. Create a new master folder for the upcoming academic year, and separate your documents into sub folders so your site is easy to navigate.  

  • Think about what might be useful to save for your next committee. For example, if you had a successful event, save all documentation so the next committee can see what you did the previous year.  

  • Archive what’s not needed