Register a society

  • Application Process
  • Adopting the standard constitution
  • Membership Listing or Register

Student non-sports clubs, societies and publications run by students for students across the Academy can use to register with the University via the Proctors. Please note that sports social club registration and support is via the Sports Federation.

Why register a guild, society or publication

Registered clubs have access to benefits like University IT for the society, insurance encompass, minibus hire through the Academy scheme, and financial support. Afterwards a flow of continuous registration, clubs tin can apply for permission to employ the University's name and coat of arms.

Preparing to register a club, society or publication

There are various criteria that need to be met in order to register and to maintain registration. To be eligible to register with the University, a not-sport order (whether a club, society, publication or other blazon of student clan) must kickoff adopt the standard constitution for registered clubs. Before you register a club you must ensure that you fully empathise roles and responsibilities arising from theRegulations for the Activities and Conduct of Student Members. Information about governance and direction of registered clubs can be found in registered clubs.

In particular, you must ensure that:

  • y'all understand rules relating to the use of the Academy name and its coat of arms
  • institute Committee Officers
  • the club, society and publication have adopted standard non-sports constitution
  • the lodge, order and publication have either adopted the Template Club Lawmaking of Behave or take set their own version which should be supplied equally part of the registration process.
  • the club, social club and publication have either adopted Template Complaints Procedure for Clubs have gear up their ain version which should be supplied equally part of the registration process.

Registering a club, club or publication

Applications for new registrations can exist sent in at whatever fourth dimension of the year by submitting a New Registration Class.

Keeping in touch after registering a order, club or publication

Continue us up to date with any changes to the committee through the update commission members class as this is how nosotros will contact you with information and updates throughout the academic year.

Clubs must adopt the standard constitution in society to register with the University - either the standard sports constitution for sports clubs registering via the Sports Federation, or the standard non-sports constitution for all other clubs, societies or associations, including publications.

Where should the standard constitution exist modified?

Paragraph 1 - your gild'due south name

Each club'south constitution must specify its name and so this space is left blank on the standard constitution. Notation that non all clubs' names fit the format "Oxford...Club" set out on the face of the constitution - for instance, some clubs adopt to refer to themselves every bit societies. In such cases, the first sentence should be tailored every bit follows: "The Club is called the Oxford … Society (hereafter referred to as "the Club")."Certain express variances from the standard constitution are permitted past default and are indeed necessary to enable clubs to take a fully functioning constitution. (Please apply 'Rails changes' selection before making any changes to the Standard Constitution for submission to the Proctors.)

Paragraph 1 - your lodge'sobjects

Clubs must accept "objects" – i.e. a stated purpose and range of activities for which the club exists. For registered clubs, these must relate to the promotion of an activity in the University and must likewise remain bailiwick to the weather condition set out at the end of the paragraph. No proctorial permission is needed to insert objects, so long as they are independent within the sentence structure of the paragraph succinctly; lengthy estimation or clarification of the objects should non be stated in this paragraph merely, if necessary, in (annexed) regulations made in accordance with paragraph 28. Some clubs may be able to secure approval to depart from the requirement to be charitable; if yous recollect that this is the example for your lodge, you should seek advice from the Clubs Officer.

Paragraph 18 - thenumber of committee members which your club will take

The club'due south commission must have a President, a Secretary, a Treasurer and a Senior Member and may have other members, up to a maximum of viii as specified in paragraph xv, and should just insert the number decided on in paragraph xviii. Information technology is non permitted, however, to improve the constitution to specify what the various additional roles are; clubs wishing to define particular roles for the boosted commission members should specify them instead in past-laws/regulations in accordance with paragraph 28. Similarly, if your club feels that more than 8 commission members would exist beneficial, you lot should consider creating non-committee roles via paragraph 28 regulations and past-laws.

The Proctors do not normally let clubs to vary the constitution other than as described above. However, in certain circumstances and when supported by a compelling instance, the Proctors have discretion to authorise variances from the constitution. Such authorisation is usually only granted where the Proctors consider that a change is strictly necessary in order to enable the guild to carry out its objects (as defined in paragraph 1 of the constitution). If you think that your club may take a case supporting departures from the standard constitution, please seek communication from the Clubs Officeholder in the first instance.

Guild secretaries should bear in mind that they have a responsibility to keep an upwards-to-date listing or register of bona fide guild members (i.e. people who have paid their subscriptions or take otherwise been confirmed as remaining active members in accordance with the order's constitution). This list or annals will in almost cases represent the definitive information virtually those eligible to stand in, and vote at, elections for club offices; and it should exist made available on request to the Proctors for inspection.

Information technology is not sufficient for a club simply to keep a mailing-listing of people who accept expressed interest in its activities.

Whether the list or register is kept in electronic or paper format, the society secretarial assistant should be aware of the requirements of the Data Protection Deed. Information about the legislation and further resources are bachelor from the data protection page.