Clubs Committee Support
Introduction
When a University Club is registered with the Proctors it is entitled to make use of support offered by the Clubs Committee (sports clubs are supported by the Sports Department).
The Clubs Committee consists of both student and staff members of the University, under the Chairmanship of the Assessor. The Clerk to the Proctors is its secretary. This Committee operates a scheme to provide financial aid and other assistance to University Clubs and operates a Minibus Hire Scheme in co-operation with the Sports Department. It is also responsible for administering the Clubs Office, considers questions concerning clubs, societies and publications which are referred to it by any University body, and generally advises on all such matters.
Grants etc.
Grants are currently given as small “start-up” awards (up to £200), while grants, loans or underwriting guarantees are provided as one-off awards for special needs. Support will not normally be given for running-costs, and will not be given for political activities, private social activities, or sectarian purposes.
The procedure for applying for financial support (non-sports clubs) is explained on the application form. Applications should present a reasoned and detailed case for the amount sought, and in particular accounts for the previous three terms will be required from established clubs. Applications should be sent in before expenditure is incurred as it may not be possible for the Committee to meet part (or any) of the cost involved. It should also be noted that normal running expenses should be covered by subscriptions or income generation and that grants will not be made to meet items which ought to be met in this way.
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Clubs Committee Office
The Clubs Committee has an office at Proctors’s Office, University Offices, Wellington Square. This is staffed from 8.45 a.m. to 12.15 p.m. Monday to Friday, weeks 0-12, by a part-time Clubs Officer, Mrs Clare Brennan (tel. 280183). In addition to dealing with Club re-registrations, we will, where possible, provide secretarial services for University Clubs, e.g. the typing of letters and term-cards, and photocopying. High-grade photocopying facilities are available to all University Clubs, at prices which are generally cheaper than on the High Street; these include double-sided copying, reduction and enlargement, coloured paper, stapled booklets.
Minibus Hire and Driver Training
The Sports Department, in co-operation with the Clubs Committee, operate a scheme under which registered Clubs can hire good-quality self-drive minibuses at competitive rates from designated local companies. The costs to Clubs are kept down because hires are made under the University’s insurance instead of the hire company’s.
To increase safety, the scheme also includes compulsory driver assessment and training.
Full details about the scheme are on the web at http://www.sport.ox.ac.uk/sports-federation/minibus-mpv-hire-scheme. Please contact the scheme administrator at the Sports Federation (tel. 01865 241335; email: transport@sport.ox.ac.uk).
IT
Each registered University Club may apply for an account in the club/society’s name at Oxford University Computing Services for email, web pages and interactive work for bona fide Club business. OUCS provides a registration form for this purpose.
Clubs/societies wishing to use OUCS services must designate an IT Officer and, if appropriate, a Webmaster. Details of their responsibilities can be found in Rules Committee Regulations sections 1.8 (a) – (d). These post-holders may need to satisfy OUCS as to their competence and if necessary undertake training under the guidance of OUCS.
Non-sports clubs and publications: OUCS will require a photocopy of the Club’s current registration form showing the Proctors’ Office or Clubs Committee stamp (the latest version of the form detailing the club’s IT Officer and Webmaster must be used). Application can be made in person at OUCS or by sending in the appropriate set of forms.
Sports Clubs: the OUCS registration process is conducted electronically via the Sports Federation.
See http://www.oucs.ox.ac.uk/registration/clubs/ for exact details. Use of the Club account is limited to registered officers and committee members whose names appear on the Registration form. If a Club ceases to be registered with the Proctors, its OUCS account will be withdrawn.