Running a student society at Keele SU means more than just planning events—it also involves following a few important governance processes to keep your group compliant, accountable, and active. This page gives you a quick overview of the key documents, policies, and procedures every society must follow.
📜 Constitution
Every society must have a constitution—a simple document that outlines your group’s purpose, structure, and rules. It includes:
- Aims and objectives
- Committee roles and elections
- Membership rules
- Finance and meeting procedures
You’ll review and update this during reaffiliation each year.
🤝 Club & Society Agreement
When you affiliate with Keele SU, your committee agrees to follow the Club & Society Agreement. This outlines your responsibilities, including:
- Running your group in line with SU policies
- Managing finances responsibly
- Ensuring events are safe and inclusive
- Submitting required documents (e.g. risk assessments, minutes)
It’s a shared commitment between your group and the SU to maintain high standards and accountability.
🔄 Reaffiliation
Reaffiliation happens annually and is essential to remain an active society. During this process, you’ll:
- Confirm your committee details
- Submit an updated constitution, budget and risk assessment
- Provide a handover document
- Reconfirm your society’s aims and activities
Without reaffiliation, your group won’t be able to access funding, book rooms, or appear on the SU website.
🗳️ Committee Elections
All societies must hold democratic elections for their committee roles. This ensures fairness and gives all members a chance to get involved.
- Elections are usually held in Semester 2
- All members must be given the opportunity to vote
- Process is managed by the SU
Keele SU provides tools and support to help you run your elections smoothly.
📁 Other Governance Essentials
- Meeting Minutes – Keep records of decisions and share them with your committee.
- Risk Assessments – Required for all events and activities.
- Finance Reports – Treasurers must keep accurate records and submit reports when required.
- Social Media Access – Ensure account details are passed on during handover and passwords are updated.
💬 Need Support?
The Student Experience Team is here to help with all things governance: