Paperwork can now be submitted online. An extensive range of forms is available.
Once submitted, your applications are reviewed for action. You can also view and amend your past submissions.
New clubs should submit their paperwork in the following order:
- Club Coversheet (one per club)
- Officer Bearers' Forms (one per executive committee member)
- Club Constitution
- Club Logos
- Finance Form (AFTER affiliation)
- Mailbox Allocation (after affiliation)
- Clubs Mailing List (after affiliation)
New clubs looking to become affiliated must first arrange this with the
Socities Council President and attend a Soc Council Meeting.
1. Club Coversheet
Every affiliated club must maintain their essential details with the Guild.
This is vital information, like contact details. Affiliated clubs who submit coversheets for the current year will be listed on the Guild website. Any executive member of a club may submit a revised Club Coversheet.
You should review your Club Coversheet after every AGM and amended it at any other time that your club's details change.
Log in submit a new club coversheet for a new club.
To amend an existing club coversheet, please login but note that you must first become a registered Office Bearer.
2. Office Bearer's Form (OBF)
The four Executive members of your club committee must each lodge a personal Office Bearer's Form (OBF) to authorise themselves as officers of the club.
Affiliated clubs who submit OBFs for the current year will be listed on the Guild website.
You will receive a confirmation e-mail once your application has been seen and approved. Non-excutive members of clubs and departments may also wish to submit OBFs.
OBFs must be submitted ASAP after election (e.g., immediately after an AGM or no later than one month), even if you are continuing in the same role as last year. Log in below to submit your OBF.
3 & 4. Constitution and Club Logos
You should also lodge a copy of your Club Constitution and Club Logos with the Guild.
Club logos are optional.
5. Finance Form
Clubs, societies and departments who do their banking through Guild Finance must sign and submit a Finance Form which authorises specific people to act on their account. Before doing so, the Club Coversheet and Office Bearers Forms must have been submitted and approved.
Further information is available about club banking.
Once your club has become affiliated (i.e., you have been attended a Soc meeting and been ratified and you have submitted your Club Coversheet and Office Bearers Forms), you can download a Finance Form which you should print, sign, and take in person to Guild Finance. You receive further instructions in person. Log in as a registered Office Bearer to download your Finance Form.
6. Mailbox Allocations
All affiliated clubs must have a free postal mailbox provided by the Guild, unless otherwise arranged.
Please refer to our facilities allocation page.
7. Clubs Mailing List
Clubs who have had their Club Coversheet and Office Bearers Forms approved will be automatically
subscribed to the Soc Mailing List
(please note this is an option on your OBF).
They may also be subscribed to the PAC Mailing List (contact PAC)
or the Ed Council Mailing List (if they are a Faculty Society).
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