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To re-register your club or society with the Students’ Union, incoming presidents and treasurers must complete online core training and annual registration forms on behalf of your club or society.
We recommend completing your training before you complete your registration documents, as the training we provide will help you to complete your registration documents correctly. More information on our training can be found on our club & society committee training webpage.
Our annual registration forms consist of several key documents and pieces of information which you must complete to renew your affiliation with Students' Union UCL
Membership Fees
Please list each membership product and price you would like available via your page on the Students' Union UCL website. If you require more than one membership product (e.g. Competitive, Social...), please add a row for each membership product.
Societies must have a minimum membership fee of £3.00, while sports clubs must have a minimum membership fee of £10.00, unless previously agreed with Students’ Union UCL. All clubs and societies will also have a free taster membership available. Please note, your fees should not be less than the previous year unless specifically agreed with the Union.
Your club/society will receive all the proceeds from your membership fee, which will impact your overall budget for the year, and factor in to the overall grant allocated to your club/society by the Union. You should consider your budget for the upcoming year carefully when deciding your membership fee.
Once students have purchased your memberships, you won't be able to change their price. This is to ensure fairness for all students involved in your activity. Therefore, it’s really important to finalise your decisions during this registration process before memberships go live at the beginning of September!
Membership Reminders:
- All memberships expire at the end of every academic year, so everyone needs to repurchase membership for this upcoming academic year.
- Committee members must purchase standard (non-taster) membership for their own club/society.
- Students can buy free taster membership for your club/society at any point in the year. This gives students a chance to see if your group is right for them before committing to paid membership.
- No one can take part in any of your activities without a minimum of taster membership – this includes online meetings and group chats. The membership is completely free, so no excuses!
Social media pages
Providing links to your social media pages will help us repost your events and activities on our Union accounts!
These links can also be added to your club/society page on the Students' Union website, to help students contact you and find out more about your group.
Constitution
This is the governing document of your club/society which lays out your statement of intent; committee positions and duties; and your terms, aims and objectives.
Any changes to your constitution must be approved at an AGM or EGM with a two/thirds majority vote, or through an online referendum. You cannot make changes to the text of your constitution without a formal vote. Any changes to your constitution must be ratified by the Activities & Engagement Officer, on behalf of the Activities Zone.
In order to complete your constitution, you should:
- Download your current constitution from your page on the Students' Union website.
- Download the new constitution template provided on the registration webform.
- Move content over to this new template, without making any unratified changes to the text.
- There is a new section in this template this year: point 4.1.1 under Terms, Aims and Objectives. Here, you need to summarise your overall aims and objectives as a club or society in no more than a few sentences. This should be an accurate reflection of what you're already doing, and must not change the aims and objectives you've been operating under. It may be helpful to look at your core and additional activities, listed further down, and your page on the Students' Union website for inspiration on what to write here. If you have any questions about this, contact [email protected].
- e.g. The aims and objectives of the (fictional) Volcano Society are to promote knowledge of volcanoes among the UCL student community; provide a space for UCL students to discuss, learn about and express interest in volcanoes; and to further the position and reputation of Students' Union UCL Volcano Society among other London university volcano societies.
- Ensure all green text and text boxes have been edited or deleted as applicable.
- Make sure the formatting remains correct and everything is readable. This constitution will be published on your webpage, so it is important that it looks great!
- Sign and date your constitution and upload it through the registration webform.
Core Risk Assessment
This is the document where you consider the risks and hazards of all the activity you are planning to carry out as a club/society for the academic year.
It’s a legal requirement for the Union to make sure you have one of these in place, so you must complete it and have it approved by the appropriate Union manager before you run any club/society activity.
You can learn more about creating a risk assessment by visiting our how to guide about risk assessments and high-risk activity. Please ensure it covers (as a minimum) all the core activities your club/society lists in its constitution.
In order to complete your core risk assessment, you should:
- Download your current core risk assessment from your page on the Students' Union website (you can also email [email protected] to request a copy of your most recent core risk assessment if it isn't available on your webpage).
- Download the new core risk assessment template provided on the registration webform.
- Copy and paste the information from your current core risk assessment into our new template below. Turn on 'track changes' or clearly highlight any changes you are making, so we can easily review your amendments.
- Review the 'Hazard Checklist' tab and ensure that all hazards which may affect your activities have been considered.
- Make sure the formatting remains correct and everything is readable. This risk assessment will be published on your webpage, so it is important that it looks great!
- Upload your updated core risk assessment through the registration webform.