Registering a Club
To be eligible for registration, a club, society or other organisation must allow its membership to be open to matriculated students of more than one college.
Before applying for registration, Club members need to make themselves familiar with the relevant regulations, especially those of the Rules Committee. The Clubs Officer or the Clerk to the Proctors will be pleased to give advice about these regulations and to review draft Club constitutions before formal applications are made. Please note that the regulations for publications are slightly different from those for other types of Club.
Applications for new registrations can be sent in at any time of the year; a copy of the registration form can be downloaded from the web. There are different forms for use by non-sports clubs, sports clubs and publications. On the application form, applicants need to give details of:
- the name of the Club
- its aims and purposes
- its address or usual meeting place
- the name of the Senior Member (i.e. someone on the University’s teaching, research, or administrative staff who is a member of Congregation)
- the names and colleges of the Club’s officers (e.g. president, secretary, treasurer, IT officer, webmaster)
- the names of those who have agreed to take financial responsibility for the Club’s activities (see Other Information)
- a note of the anticipated number of Club members
The registration form must be signed by the secretary and Senior Member and should be accompanied by a copy of the Club’s constitution, as approved at a general or ordinary meeting of members. Application forms for non-sports Clubs and publications should be sent to the Clubs Committee Office; for sports Clubs, to the Director of Sport at the Sports Centre.
There are specimen formats for Club constitutions (sports and non-sports) for you to use. Please note that a constitution will not be acceptable unless it includes a clause stating that the Club will be administered in accordance with the Rules Committee’s regulations for University Clubs. Advice about the contents of the Code of Conduct on Safety Matters may be obtained from the Director of Sport (sports clubs) or the Clerk to the Proctors (non-sports clubs).
A decision on the application for registration will normally be made within three weeks and will be notified in writing to the Club’s secretary.
Renewal of Registration
A club’s registration needs to be renewed by the end of Week 2 each term by sending information to the Clubs Committee Office. A copy of the Re- Registration Form is available here and will also be emailed to all Club Secretaries at the start of each term. (Sports clubs forms from the Director of Sport at the University Sports Complex). Please note that re-registration will not be approved unless the application is accompanied by a copy of the Club’s accounts for the preceding term signed by the Senior Member. It is not necessary to send in another copy of the Club’s constitution when re-registering unless there have been any changes. Confirmation of re-registration will be notified to the Club’s secretary.
It is a condition of continuing registration that changes of Club officers should be notified promptly to the Proctors. Most information sent out by the Proctors’ Office or Clubs Committee Office is addressed to Club secretaries: it is therefore important to make sure that up-to-date contact details have been notified.
The Club’s secretary is responsible for informing the Proctors if the Club is disbanded. The Club’s treasurer is responsible for submitting final accounts to the Proctors for inspection.
Membership List or Register
Club secretaries should bear in mind that they have a responsibility to keep an up-to-date list or register of bona fide club members (i.e. people who have paid their subscriptions or have otherwise been confirmed as remaining active members in accordance with the club’s constitution). This list or register will in most cases represent the definitive information about those eligible to stand in, and vote at, elections for club offices; and it should be made available on request to the Proctors for inspection. It is not sufficient for a club simply to keep a mailing-list of people who have expressed interest in its activities.
Whether the list or register is kept in electronic or paper format, the club secretary should be aware of the requirements of the Data Protection Act. Full details of the legislation are available from the Information Commissioner’s website. (Please see also Other Information.)
As a result of changes to Charities legislation, the University may need to amend the arrangements for Clubs to obtain formal recognition. Any alterations to registration procedures will be notified direct to all Club secretaries.