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HOW TO START A NEW CLUB OR SOCIETY

You may not find our current programme of sports clubs or societies meet your needs, or the needs of your friends. If this is the case, why not form a one to meet these needs? The following notes can be used as a guide:

To comply with legislation and ULU’s constitution, a few steps need to be completed before your application can be considered by the Vice President.

Any new sports club or society must represent added value to UL students and not duplicate the aims/work of a current club or society. You must submit the following items in order to apply to become a ULU society.

 

1)  A Constitution

 

The constitution is the document that governs the way your club or society will run. There is a pro-forma constitution available from the Activities Development Officer that must be completed, but you can add to this as you wish, as long as you don’t break the ULU Constitution, policies or procedures. 

 

2)  An officers contact list – “The committee”

 

The officers contact list should give names, addresses, telephone numbers and e-mail addresses of the officers of your club or society. As a minimum you are required to have a Chairperson or President, a Secretary and a Treasurer. The principal officers between them must come from at least two different colleges of the University of London and all officers must be students of the University of London.

 

3)  At least 20 completed membership forms

 

The minimum membership for both an existing and a new club or society is 20 members. This must include 5 members from 4 different colleges of the University of London. As such, the required forms must be completed as directed on the form, including a valid ULU card number.

4)  A Long Term Development Plan

This document must include the information about what you intend to do as a society. How often your society will meet. What will happen at your meetings. How the club/ society will benefit the students involved. How the Club/Society will benefit ULU. What the roles of the committee will be, and why you have them. (As previously stated, the three minimum positions on the committee are President/ Club Captain (or equivalent), Secretary and Treasurer).

Recognition

Once this paperwork has been handed in (usually to the Activities Development Officer – Angela Jelfs on behalf of the Vice-President) you will be asked to attend a meeting with the Vice President to discuss the application. In this meeting the Vice President decides whether or not the proposed new club or society is duplicating one that is presently at ULU, or is over-represented at the colleges of the University of London

Assuming the above is not the case, you will then be asked to attend a meeting of theStudent Activities Committee, which is held twice a term. The Vice President will put forward their recommendation and the committee will vote on whether or not your society will be recognised. The decision of this meeting is final. A short presentation from you including information, such as your plans for the society and how often they will meet, will be useful at this stage.

Assuming you are successful in your application, the club or society will become Provisionally Recognised. This will give you all the privileges of a Fully Recognised cub or society except for the ability to apply for financial support from ULU. Provisional Recognition normally lasts for 18 months. At the end of this time the club or society will be asked to submit a report of its activities to date, containing reasons why the society should be granted Full Recognition. Assuming this report is satisfactory to the student members and the club or society has acted in accordance with the Sports and Societies Committee Regulations, Full Recognition will be granted at the next appropriate Student Activities Committee meeting.

When your initial paperwork has been submitted you are entitled to one free room booking before your society or club is recognised, to help start your society or club and to help you attract new members. Also, if you are setting up your society or club at the start of the academic year, if space is available you will be given a free stall at the ULU Freshers Fayre (an event organised at the start of the academic year to help promote sports and societies) to help you promote your society or club to new members.

Things to think about:

• How many of the Colleges already provide this Sports Club/ Society?
• Do we have at least 20 members including 5 members from 4 different Colleges?
• What will this new club/ society offer the students of UL?
• What will this new club/ society offer ULU?

More information and guidance can be obtained from the Activities Development Officer, Angela Jelfs at [email protected].

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