Register a club

Registration

Registration gives your club access to the various areas of support University Clubs provide including:

sponsorship
bookable spaces at Recreation and Student Union and other campuses
club training and development program
alignment with the Wellington Plus Award (WPA) and Wellington International Leadership Programme (WILP)
access to key events and activities on university campuses.

Existing clubs must re-register each year. An automatic re-registration email will be sent to clubs in October.

If your club fails to register, these benefits will cease to apply.

To register your club complete the online registration form as soon as possible following your AGM. Before you begin, be aware that you will need to:

Ensure you have read and understand the University Clubs Handbook.
Ensure you have two committee members completing the registration to sign it off at the end (One should be the president).
Check that you are happy with the current Clubs Directory information for your club.
Understanding of your clubs legal and financial structure e.g., are you an unincorporated group or an incorporated society.
If your club is GST registered have your GST number.
Ensure you have ready, contact details of all committee members (email, phone, student ID).
Membership numbers (students, staff, alumni, public members).
Be aware that you need to complete the form all in one go, you cannot save and come back to it so it is good to have all of the above information ready to go.

Register a club

Once you have completed the online form you will need to upload the following supporting documentation to your club SharePoint folder:

annual General Meeting minutes
updated constitution (if it has changed from previous years)
a list of club members (students with ID numbers).

A letter confirming your club's registration will be sent once the process is complete.

Starting a new club

If your interests aren’t covered by a current club, it's easy to start one. Complete the online form to register your interest in starting a new club.

Check the training and development schedule for the next “New clubs morning tea”.

New club checklist

Prior to starting a club at Victoria University of Wellington, consider the following and check your club meets the requirements.

What is the purpose of the club?
Is the club necessary?
Do similar clubs currently exist on campus? If so, are they active and relevant?
What is the clubs appeal to attract members?
Who are the potential members?
What services will be provided to members and will they be considered worthwhile?
What is the level of initial and continual support for the club to function?
What will be the clubs contribution to the student and wider Wellington community?
How will you advertise the first “informal” meeting?
Is your club student led and are the majority of members current students at the University?
All clubs must be registered to Victoria University of Wellington to have access to services, grants and events.

Establish your club

Once you have all the answers for the above and have shown evidence, the following steps can be followed to form a club.

Email address

Create a generic email address that can be associated with the club, for example vuwclubname@gmail.com.

Membership

Get at least 15 Victoria University of Wellington student members. Methods to do so include asking friends and classmates, holding information stalls, or hosting an event or activity. Ask permission from your lecturer to announce a meeting before or after lectures.

Host an informal meeting

Ask members to attend a meeting to set goals and objectives, determine the club constitution, discuss possible committees positions and candidates, brainstorm a possible event plan for the year, and discuss potential club expenses as well as revenue opportunities. Decide whether the club should go ahead with the formation of a student club at the University.

Host your Annual General Meeting (AGM) or Inaugural General Meeting (IGM)

At this meeting you approve your clubs constitution, hold elections for committee positions, set a membership fee, discuss the proposed plan of events as well as the proposed budget forecast for the upcoming year, and encourage feedback from club members.

Remember to follow your constitution when calling and hosting a General Meeting (namely the minimum notice that you need to give your member and the minimum number of members that need to be present to reach quorum).

It is important that registered University Clubs are a student committee led organisation. A committee led organisation is when a committee of elected individuals manages the club on behalf of its broader membership.

Members of the committee are elected at a General Meeting. The committee will consist of at least 3 people—the President or Chair; the Secretary and the Treasurer. These are the officers of the club. In practice, however, the committee is likely to have more, with additional people involved in the management of the organisation. Additional positions on the committee are often around fundraising, organising events, promotion and also posts that deputise for the named officers.

Open a student club bank account

Upon receiving a letter from the clubs manager confirming your registration status, take this letter to the ANZ Willis Street branch at 22 Willis Street to open a bank account. Ordinarily the President and Treasurer are signatories to this account. It is a good idea to nominate another committee member to be a third signatory.

Once your account details are open advise the clubs manager of the details and signatories to the accounts.

Register your new club

Once you have 15 student members, a constitution, an email address, IGM or AGM minutes, you are ready to register your club.

Re-registering an existing club

All clubs must re-register each year to retain their status on campus.

Each year in October the clubs team will send out the re-registration email for clubs to complete.

Once clubs have completed their AGM and elected their new executives they can complete the re-registration form to begin the process of registering for the following year.

To regain full registration status, and be eligible for club benefits including training, development, and sponsorship opportunities, clubs must complete the re-registration form and upload their latest membership list and AGM minutes. If the constitution has been changed then this must also be uploaded (after being ratified by the membership at the AGM).