Associated Societies FAQs
How do I create a Society?
The following are required for new Societies:
- a constitution (please ask the Administrator for the Associated Societies for the template)
- provisional officers (President, Junior Treasurer, Senior Treasurer as minimum)
- a bank account with two signatories including the Senior Treasurer and the Junior Treasurer and/or President
- provisional budget for the first year (please contact the Administrator for the Associated Societies for the template)
- blurb for College webpage
- if you would like to advertise the new Society to the wider College community, contact the Communications Office.
How do I manage the Society’s finances?
- Bank account
The Senior Treasurer of the Society (who is usually a Fellow) must be a signatory of the bank account to ensure continuity. The exiting President must hand over the details to the new Committee, and ensure the chosen person from the new Committee is added as a signatory. If the signatories cannot be traced, the money on the account cannot be accessed and the agreed funds will not be transferred to the Society’s bank account.
- Annual funding from College
Societies apply for funding in January-March (via a form sent by the Administrator for the Associated Societies). The allocated funding is decided at the annual AGM in March (or shortly after). No funding can be allocated if the form has not been filled in. If you need to apply for funding at a different time of the year, please contact the Administrator for the Associated Societies.
When applying for funding:
- be specific about the budget of each event/purchase
- subsidise £7/person maximum for Society’s dinner
- Allow a buffer so that the bank account is not overdrawn
- merch/clothing expenses will not be covered by the funding.
- Payments
Internal payments queries need to be directed to the Finance team which is taking payments.
How do I organise Society events?
It is each Society’s responsibility to organise events and to settle payments with internal and/or external catering providers.
The subject Academic Administrator is able to help sending the event invitation to College junior members who are not members of the Society.
If you would like to advertise your event to the wider College community (for talks for example), please contact the Communications Office.
Committee
The Committee is re-elected as per each Society’s constitution and members’ responsibilities and role are stated in the constitution. The Senior Treasurer should remain, unless leaving College or agreed between the President and Senior Treasurer.
The Committee should make sure to share the details of the new Committee to the Administrator for the Associated Societies and ensure each Society webpage is up to date.
Please download the Society handover checklist for details.
Contact
If you have any questions, please contact the the Administrator for the Associated Societies in the first instance.