Application Procedure
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 photocopied or 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.
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