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Clubs and Societies

Start a New Club

Start a New Club

Start a New Club

If you’d like to start a club that's different from those we already have and fosters recreation or culture on campus we’d like to hear from you!  

SEASONED ADVICE

Starting a club is a big deal and requires effort. So too does keeping a club afloat, often weighing on the shoulders of a few. It's not an anomaly for clubs to both establish and fall over with a singular individual as they begin and de-commence studies. Have a good think about the time you have available to kickstart and support your club long-term. Set realistic goals and allow for the club to build organically. Encourage and support new members to take on additional responsibilities, sharing the load and encouraging sustainable practices.

 

Benefits of being an Affiliated Clubs or Society

There are a number of reasons to establish an approved OUSA Affiliated Club, you will be able to work with us to access some pretty useful services including:

  • Regular room bookings at OUSA Clubs and Socs
  • Sports equipment storage (subject to availability)
  • Locker storage (subject to availability)
  • Club listing on OUSA website
  • Funding for your events and activities
  • Equipment Hire
  • Gazebo and tables hire
  • OUSA Van Hire (at reduced rates)
  • Free room boking at University of Otago
  • Meeting and Administrative assistance from our Clubs Development Officer

Have a good think about what your club might look like including your key aims and objectives and then reach out to our Clubs Development Officer to get things rolling. Where applicable the Clubs Development Officer will guide you through the affiliation requirements/affiliation policy and support you through this process.

BEFORE REACHING OUT TO OUR Clubs Development Officer please:

1. Read our club-related policy

2. Skim over our club resources page

3. Process what you've read. Make notes and jot down questions for our CDO.

THE GENERAL PROCESS

  • Homework! In advance of meeting our CDO, come up with a club name, identify your key aims and objectives and rally 10+ members (90% of which are Otago University or Otago Polytechnic students). 
  • Meeting with CDO to share your ideas, ask questions and learn more about the process.
  • Do the Mahi! You'll be given some tasks to complete and bring back to the CDO.
    • Hold an Inaugural General Meeting (template available herewhich needs a sufficient notice period prior to date set. 
    • Creating a constitution (template available here) which will need to be voted in at your IGM.
    • Recruiting members including committee members, who need to be voted in at the IGM.
  • The CDO will screen over the content you've supplied, coming back where there are any potential issues.
  • When satisfied the CDO will submit your affiliation application to the OUSA Executive for ratification, who will approve, decline, approve conditionally or ask for additional information.
  • Once the executive have ratified your application, the CDO will liaise with you to kick start your club.
  • Once affiliated, clubs must re-affiliate each year. This process tends to be quicker than first starting up.

What is a constitution? A Constitution is a legally-binding document of fundamental principles to which an organisation is governed. It covers membership, officers, rules, responsibilities, meetings and the clubs purpose. It is important your constitution is kept updated and relevant.  

IGM procedure

  • Allocate an official minute taker who will keep an accurate record of the meeting including who attended and student ID numbers.
  • Have the convener open the meeting.
  • Acknowledge any apologies.
  • Discuss the aims, objectives, and constitution of the club.
  • Adopt the constitution, via a majority vote, including any motions to amend the constitution, with a quorum of members.
  • Hold the first election of the Club Executive, as per your constitution.
  • Agree that a new bank account is to be opened, who will be the signatories on the account, and type of account required.
  • General business (other items).
  • Set a date for the next meeting.
  • Close the meeting.

Information regarding starting a clubs bank account can be found here.

What is quorum? Quorum is the minimum number of members who must be present at a properly called meeting in order to conduct business in the name of the group. 

 

Contact our Clubs Development Officer now