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 (plus one additional role) during the annual Club & Society Elections.
The process for re-affiliation currently requires all groups to send us an updated constitution, handover document and a risk assessment, plus you must agree to the club & society agreement rules. The deadline for re-affiliation is always the 31st July, as this is the last day before the new committee takes over and membership resets.
Groups who fail to re-affiliate will be classed as inactive and subsequently closed down.
documents required to re-affiliate:
1. handover
The key to success for a Club or Society is a decent handover from the old committee to the new one. Following feedback from groups who did not receive a handover from their predecessors, we are now making it mandatory to provide one as part of re-affiliation so that no committee is left without basic information from the year before. Activities will keep a copy of every handover for our records so that it can be accessed at any time. The outgoing committee should provide the new committee with a handover. It's also a good idea for individuals to have 'one-to-ones' with their successors to give them more detail about their new role.
Handover Document Template
2. constitution
As a society/ club, you are required to have a constitution. This is basically 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.
Constitutions are governing documents and will need to be provided to Activities before the start of each academic year for us to recognise it. They are a helpful guide to committee members to help them understand their role and what expectations the society might have for them. They're also useful when solving disputes, as they can help identify problems or occasions when a student is not fulfilling their role.
Group Constitution Template
3. Risk Assessment
All societies are required to submit a risk assessment. You can find more information about risk assessment in the section on committee resources 'Risk Assessments'
Risk Assesment Template