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Creating A New Club

160 clubs is never enough! We’re always open to new clubs

Congratulations for taking the first step towards creating and affiliating a new club at the University of Canterbury.
This outlines the basic steps and the requirements and documents that you need to get started.
Read it all carefully and feel free to book a time to sit down with the clubs coordinator to discuss. Email clubs@ucsa.org.nz to arrange

Getting Started

Step One: Get in touch!

The first step is to email the Clubs Team and let them know the following:

a) The name of the proposed club or society;

b) The unique aims of the club or society;

c) The names of 20 people interested in joining the club, at least half of which must be students and their student I.D’s.

d) Provide a copy of your proposed constitution. More information on drafting your constitution can be found here.

Step Two: Make it official!

Once the Clubs Team is happy with your proposed constitution, it is time to make the club official through holding a General Meeting. General meetings are meetings of the club as a whole, and include all your members (who wish to attend) and your committee, so that you can give feedback to the club as a whole. Generally speaking, you will hold an Annual General Meeting (AGM) once a year. However, as this is your first one ever, it is called the Inaugural General Meeting (IGM).

You need to invite all of the people who said they were interested in joining the society if it was created. You need to give them a reasonable amount of notice – at least a week!

If you would like any help booking a room to hold your IGM in, let the Clubs Team know and they will assist you with the booking process.

The IGM should generally follow the following procedure:

  1. Find an official minute keeper who will keep an accurate record of the meeting. An example of suitable minutes can be found in the UCSA Clubs Portal under Resources. You also need to keep a record of all attendees, including their student ID numbers.
  2. Have the convener open the meeting.
  3. Deal with any apologies.
  4. Discuss the aims, objectives, and constitution of the club.
  5. Adopt the constitution, via a majority vote, including any motions to amend the constitution, with a quorum of members.
  6. Hold the first election of the Club Executive, as per your constitution.
  7. Agree that a new bank account is to be opened, who will be the signatories on the account, and type of account required.
  8. General business (other issues).
  9. Set a date for the next meeting.
  10. Close the meeting.

For more information, see the Annual General Meeting (AGM) Policy.

Step Four: We affiliate you!

The steps to achieve affiliation are as follows. Within a week of your IGM you must upload to the Clubs Portal.

If you haven’t already, you will need to make and account on the Clubs Portal and request access to your club. You will then be able to upload the following:

  1. A valid, approved copy of your constitution, as passed at the IGM.
  2. A copy of the UCSA Code of Conduct (available in the Clubs Portal under Resources) signed by your new President and executive.
  3. The minutes of the IGM, signed by the executive.
  4. Update any new members of the club, including their student ID numbers, in the membership tab of your club listing.

Once we have all this information, the Clubs Team will present your application the UCSA Executive for approval and affiliation. At this meeting the Executive will consider your aims and approach to campus life, and vote on whether or not to affiliate you. The Clubs Co-ordinator will then inform you of the outcome.

It is important to note that you must apply for re-affiliation each year. More details on this can be found below.

Please make sure you join the Club Exec Facebook page and join the Clubs Newsletter mailing list. These are the two ways that we will send out importan club information.

Step Five: Run the club!

Now that the club has been affiliated, you can get stuck in to running your club! The UCSA will be around to provide any support or advice you may need, but for the most part, how you want to run the club is up to your executive, as long as you stay within the rules! We want to see lots of great club events being run all over campus, so if you have an idea in mind feel free to have a chat about how we can make it work!

Just remember to fulfil the basic requirements:

Firstly, keep in contact with us! You need to make sure you’re regularly collecting any mail you have sent to us, that you’re reading any emails we send you, and that any time you update any contact details, that you let us know ASAP. Feel free to make a time to stop by and have a chat with the Clubs Co-ordinator about your Club/Society, and what they can do to help. Just remember that they are very busy, so don’t take it personally if they don’t have a lot of time!

Updated on July 27, 2020

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