Affiliation means your club is officially associated with the UCSA. It’s simple to get, just make sure you follow the steps discussed in creating a new club. The most important thing is to make sure you have all your documents in line.
Don’t hesitate to reach out to the clubs’ team, clubs@ucsa.org.nz.
Conditions Of Affiliation
The terms and conditions for affiliation are covered in detail in the UCSA affiliation policy, which can be found on the UCSA Website. In brief:
- Any club or society formed within the student membership may become affiliated to the UCSA upon making an application to, and being approved by, the student executive.
- A minimum membership of 50% enrolled University of Canterbury students.
- A minimum of 20 members.
- The core membership and focus of the Club or Society must be student-oriented.
- Applications should be made by the end of the academic year for the next coming year. Once awarded affiliation status it shall stand until the end of the academic year (one calendar year), unless the affiliation status is revoked or suspended by the Executive.
- President must be a current University of Canterbury Student or alumni.
- A minimum of three (3) executive committee members, comprising a President, Treasurer and Secretary.
- A new club or society will not be affiliated unless it provides a service to students that is not currently provided by an existing club or society. It is at the sole discretion of the Executive as to whether a new club or society fulfils this clause.
- Affiliation automatically expires at the end of the academic year in which the Student Executive granted affiliation, unless the club applies for re-affiliation.
These rules are laid out in the Incorporated Societies Act 1908, which outlines the rights and obligations of all students’ associations and other incorporated bodies. Once a club is affiliated to the UCSA, it must, by law, abide by these regulations.
Re-Affiliation
Affiliation must happen EVERY year. It’s an annual thing because a lot can change in a year.
It’s an online process during which the UCSA checks you have all the right documents, have enough student members and are continuing to meet the requirements for reaffiliation with UCSA.
Here’s how to go about it:
- Host an AGM – ideally September to October.
- Complete the UCSA Affiliation Form. You will need:
- The latest copy of your AGM minutes, which clearly shows the President’s Report, the Treasurer’s Report and minutes detailing the election of the new executive.
- Your financial reports as presented by your treasurer at your AGM.
- A copy of the UCSA Clubs Code of Conduct which is signed by the incoming executive.
- In the event of any constitutional amendments, your new updated and signed constitution.
The UCSA Clubs Team will review your affiliation form to ensure everything is in order and, if so, provisionally affiliate your club.
The UCSA Executive will then affiliate the club in the week prior to Semester 1 of the year in which you are applying for affiliation. Alternatively, affiliations will be reviewed fortnightly during term-time.
The club has two weeks from the date of Clubs Day to send their membership lists to clubs@ucsa.org.nz. Failure to do so may result in the Club’s affiliation being suspended.
At the end of each year the Clubs Team will contact all clubs to advise that re-affiliations are open for the year ahead.