Mandatory Info
Here are all the club regulations that will help you run your club smoothly and successfully.
Re-Affiliate
In order to remain affiliated to the Societies Council, clubs need to meet the following requirements:
• Submit (and keep up to date) the Executive Registration Form (ERF).
• Run at least 2 events per year (evidenced by EMP submissions or entering into the Guild Calendar)
• Hold an AGM (evidenced by EMP submission, Guild Calendar submission or Guild Weekly submission)
• Attend SOC meetings
Executive Registration
Keep your committee details up to date with the Guild.
SOC Meetings
Meetings occur once a month, and it is compulsory for at least one member of your club committee to attend (ideally a member of your executive). There are funding penalties attached to non-attendance without an adequate apology, for SOC-affiliated clubs.
In these meetings, the SOC Committee and invited guests convey important information about events and policies, and the affiliated clubs can vote on newly affiliated clubs and policy changes. Voting is done by placing a TICK in the “for” or “against” column, or abstaining by leaving the voting slip blank.
Agendas, any attachments for voting and Minutes will be emailed to all members of your club executive. If you do not receive them, let the SOC Secretary know!
If no one from your committee can attend a Meeting (and you all have a valid reason), please submit an apology to the SOC Secretary. You will be responsible for reading the Minutes of the meeting and bringing yourself up to speed with what was discussed. If you do not attend without apology, the following penalties will apply to your Semester Grant applications.
• 1 Missed Meeting: 15%
• 2 Missed Meetings: 25%
• 3+ Missed Meetings: 40%
Constitution
Your Constitution sets out how your club operates, including its objectives, membership, committee and meeting requirements.
Annual General Meetings
Clubs must hold an AGM every year in accordance with their Constitution.
Running an Online Election with Quatrics
Other forms:
Executive Addition or Replacement Form