As an official club or society, you are formally affiliated with Keele SU. However, at the end of every academic year, clubs and societies are required to re-affiliate with Keele SU so that we know which groups will still be active in the next academic year.
Re-affiliation is a mandatory process for all clubs and societies, and groups will only qualify for re-affiliation if they have filled the President/Club captain and Treasurer committee positions during the annual Club & Society Elections.
Re-affiliation requires all groups to send us a constitution, handover document and a risk assessment. All groups must also confirm they agree to the Club & Society agreement, set their memberships for the academic year and submit coaching forms if required as part of your NGB or used.
The deadline for re-affiliation is Monday 21st of July. Groups that fail to re-affiliate will be classed as inactive and subsequently closed down.
Documents required to re-affiliate:
1. Handover, Constitution, Risk Assessment & Club and Society Agreement
In order for your club or society to reaffiliate you will need to create and submit an updated handover, constitution and risk assessment. To make this process a bit easier we have created handy templates with all the key information you will need for 25/26 to edit and submit in your reaffiliation form below.
- Your handover is a document that provides the new committee with key details on how to effectively run your club/soceity. This may include social media passwords, lists of current equipment and any other key information for your student group to be successfully run. Please download and edit the handover template below to provide all this information to your new committee.
- Your constitution is a rule book for your society/club that governs how your group runs. It sets out role descriptions for each of the committee positions and how different processes work. They are useful when solving disputes, as they can help identify problems or occasions when a student is not fulfilling their role on a committee. Please download and edit the constitution template below to set out rules for next years members.
- All clubs and societies must submit a general activity risk assessment to cover the specifics of your student group activity. This is a document which covers risk in your societies/club's everyday activities. We have provided a handy template and guidance link below with general risks that will cover most activities surrounding student group stalls and hosting meetings. If your student groups activities fall beyond this then please ensure you add and cover all additional risks in the template guide provided.
- As part of reaffiliation, your club or society must have read through the club & society agreement and agree to the rules set out within this. If your club or society fails to meet these requirements then this may result in disciplinary action from the Student Experience Team and your student group subsequently being shut down.
All three documents must be submitted and signed off by the Student Experience Team and your club and society agreement accepted to ensure you are safe and set to continue into the next academic year. The team will keep a record of these for you. Please use the templates to guide you on this and submit them via the reaffiliation form below.
Group Constitution TemplateHandover Document TemplateRisk Assesment TemplateView Club and Society Agreement
Further Requirements to re-affiliate:
1. Setting Your Membership Fees
As of 2025/26, we are asking all clubs and societies to set their membership fees during reaffiliation at the start of the year. We will not be making any changes to these during the year so we ask you to sit down as a committee to plan your budget for the year and decide on an appropriate membership.
You can have multiple memberships if you wish but we ask you set these during reaffiliation as we will not be adding or amending these during the year e.g. annual membership, semester 1 membership, semester 2 membership.
We have created a budget guide and template document to help set your memberships for the year. Remember it is better to overprice these than risk falling into debt.
Budget Guide Budget Template
2. Coaching Documents
Many clubs and societies use coaches at training/sessions to improve their offer to members. For some sport-specific disciplines coaches are required by your National Governing Body to be able to run. Please ensure you check with your NGB your sport-specific coaching requirements to ensure you are covered and safe to practise.
Any clubs or societies requiring a coach as part of your NGB guidance will face disciplinary action and risk being shut down if you do not run sessions with a relevant coach.
If your club or society uses a coach (either as a requirement or by choice) you MUST complete and submit a coaching form (for each coach) to the Student Experience Team as part of your reaffiliation.
Find out about Coaching
3. Development Meetings
As part of your student group reaffiliation, we ask that you meet with the student experience team to discuss plans and ensure you are prepared for the next academic year. We will be able to answer any questions you might have and see how we can ensure you are fully supported for the year ahead.
If you are a Team Keele sports club then these are mandatory and for most will involve a member of the sports centre to help plan your year ahead. Whilst they are not mandatory for societies we advise all student groups to book a 30-minute meeting to ensure they are confident in how to run an effective student group.
Book a Development Meeting