The application is currently open for this academic year and will close in Term 2, Week 3 of the 18/19 academic year.
The Societies Exec will review applications to create new societies at weekly meetings throughout term. The exec will not make any decisions until the end of the application deadline.
To check you fulfill the criteria to become a new society, please view it here.
The process and deadlines for applying to be new society (to be set up in time for Term 3 or next academic year) is as follows:
- You must complete one online form by 3pm on Friday 25th January 2019 (Week 3 of Term 2).
- You must collect 30 signatures and university ID numbers of people who are interested in joining your society & email a scanned copy to firstname.lastname@example.org by the end of Week 3 in Term 2
- SU staff will complete an impact assessment for each new society application. The Societies Exec will receive these impact assessments in writing along with the application that examines the criteria detailed here.
- The Societies Exec and relevant staff members will then review all applications in line with the criteria throughout Weeks 4, 5 and 6 and identify a shortlist of potential new societies. If your society is shortlisted, you will be invited to ‘pitch’ your society to the exec in Week 6.
- The pitch meetings will last about 15 -20 minutes - in this time you'll have up to 10 minutes to tell us what your society is all about. The rest of the time will be used to as a questions and answer session. There are a lot of applications so not all new societies are approved.
- If you are recognised as a society, we will ask you to complete an official constitution and exec sheet. You will also be required to attend mandatory Finance and Event Planning training. Media socieites would need to attend mandatory media training prior to the issue of any publication or broadcasting.
- Your society will be set up in time for the next term.
Any new society applications which are deemed to fall under at least one of the following criteria, will be rejected by Societies Exec:
- If the activity cannot be covered under the Students’ Union’s public liability insurance.
- The nature of the activity is deemed to be of such a high risk that it would require a disproportionate amount of funding and/or staff time to monitor to ensure compliance with minimum safety standards.
- A sport (this includes a sport recognised by BUCS, a martial art, and/or a sport recognised by Sport England, with possible exceptions for a limited range of such sports for which there are no safety or funding issues e.g. croquet).
- Has a primary purpose of volunteering overseas, or working with under-18s or vulnerable adults.
- Aims to provide counselling, advice or advocacy.
- Aims to provide information or guidance relating to examinations. Academic societies can do this by way of revision sessions or guides where their respective academic department are in agreement.
- Is proposing activities which have the potential to bring the Students’ Union/University into disrepute.
- Is in conflict with the Students’ Union’s values, ethos and/or student-mandated policy.
- Has a primary aim of charitable fundraising (for an organisation external to Warwick SU).
- If the group receives public liability insurance from an external body.
- If the group is constituted or governed by an external body.
- If a faith group proposes to represent a particularly narrow view of a faith and is not supported by regional faith supporting organisations, on advice from the Chaplaincy.
Other criteria which will be taken into account by the Societies Exec includes:
- Whether the group duplicates the role of an existing society.
- Whether the group duplicates the purposes of a society which has been de-recognised in the last 18 months.
- How inclusive the group is whether it has the potential to benefit all students.
- Whether the group is being set up for a one-off event.
- Whether the group has a purely social purpose.
- Whether the group has the minimum number of Full Members required by Societies Committee Whether the group’s proposed activities are, in the opinion of the Exec, not in accordance with the Memorandum and Articles of Association Whether the group is sustainable as a society, including financially*
*When new societies are formed, they are expected to be financially self sufficient. Increasing your society balance can either be achieved through membership fees, or obtaining sponsorship. The Student Union is only able to give a nominal £50 grant to brand new societies when they’re first set up, so please bear this in mind when considering if your society is viable. Your society must be able to function independently.
This year there will be two opportunities to start a new society:
- Apply during Term 1 to start in Term 2
- Apply during Term 2 to start the following academic year
The process for applying to become a new society to begin in Term 2 is as follows:
- Complete the online form (in the Forms tab) by 12pm on Friday 18th October (Term 1, Week 3)
- Collect 30 signatures of interest and university ID numbers of people interested in joining the society and email a scanned copy to email@example.com
- The Societies Exec will then consider your application alongside the criteria detailed in the Criteria tab and an impact assessment which will be produced by SU staff
- Once the Societies Exec have shortlisted all applications, they will invite all shortlisted applicants to 'pitch' your society, followed by some Q&A. This will happen in week 6 or 7
- If you are successful, we will ask you to complete an official constitution and exec sheet, and provide mandatory finance and event planning training for exec members. Your society will then be active at the beginning of Term 2!
Please send your 30 signatures by email to firstname.lastname@example.org.