We love to hear ideas about new clubs on campus
Clubs are one of the best ways to make friends, learn new skills, develop your resume, and of course, have fun!
1. Submit you expression of Interest
The first step to starting a club is submitting an Expression of Interest (EOI). An EOI is a form designed to help the YouX Clubs team see what ideas you have for your proposed club. We ask you to fill this out so we can gain a better understanding of what the Club is for, and so we can make sure it does not replicate already existing clubs on campus.
2. Apply for Provisional Registration
A provisional Club is a new club which has been active for less than one year. A club becomes provisional after your Expression of Interest has been approved by the Clubs Committee. A provisional Club is treated the same as any other Club and enjoys all of the same benefits.
Importantly, there are some requirements for a Club to become provisionally registered with YouX:
Your Club must have a minimum of ten members, at least half of which must be students at the University of Adelaide. At all times, membership must be at least 50% students or staff at the University of Adelaide.
A constitution must be outlined which sets out the objectives and rules for your club. Your club’s constitution must have a clause that forbids the securing of profits for members; that is, it is defined as a not-for-profit rather than a business. We have a model constitution which we recommend utilising.
The President (or equivalent) and the Treasurer (or equivalent) must be students or staff of the University of Adelaide.
A representative of your club must sign the Adelaide University Brand License Agreement. This is an agreement between individual clubs and the University of Adelaide, which must be renewed annually.
To apply for provisional registration, a group of documents must be compiled and submitted to prove to YouX that your Club is able to function and adhere to the rules laid out in the Clubs Administration policy. The documents that you must submit are: a short abstract of the Club’s description and proposed activities; minutes and attendance list from your IGM; your Club Constitution; a list of the elected committee; Adelaide University Brand License Agreement; details of your bank account; and a letter of affiliation if required. For more info about these documents, see below.
Once your club has been approved for provisional registration, Clubs Admin will reach out to you to congratulate you and explain the next steps.
This is an opportunity to demonstrate your enthusiasm and the potential your proposed club has. Outline the ideas for Club and its potential activities and initiatives on a Word Document.
Your IGM must be a formal meeting with an agenda and minutes. Ideally, an Inaugural General Meeting is held in person, however it can also be chosen to be done virtually. An IGM differs from an Annual General Meeting (AGM) as this is what a fully registered Club does every year in order to re-register. The IGM must be attended by all of the Club’s founding members, the first committee should be elected, and the Constitution must be tabled and adopted.
Key points to consider:
Ensure that there are at least ten people present who are members of the Club.
At least half of the members must be students of the University of Adelaide.
Make sure the minutes of the IGM are recorded (we have a template we advise you to follow).
Agree on the Constitution. If you plan to heavily change the outline of the IGM minutes or Constitution that is provided by YouX, please contact Clubs Admin so we can make sure it meets our requirements.
Compile a list of your elected committee members.
Take attendance including names, emails, student IDs, and position in the committee.
Check out our Clubs Guide for more information about the duties and responsibilities of clubs and their committees.