The Formation and Running of University Clubs and Societies

Notes for the Guidance of Junior Members on the Formation and Running of University Clubs and Societies

The following advice is based on the experience of established University clubs and societies and may provide guidance in founding a club or society, or in revising the constitution or accounting system of an existing club or society.

A club or society consisting wholly or partly of junior members of the University may, but need not, register with the Junior Proctor; however, whether registered or not, it must observe regulation 7 of Ordinances 1995, p.218 which covers trading on University premises. The regulations below apply to registered societies. Registration ensures that a club has a recorded constitution, annually audited accounts and a current list of elected officers. When a society hires rooms or equipment, registration may also be an advantage. There are also advantages in relation to insurance (see below). The Societies and Sports Syndicates normally require registration as a condition for financial assistance.

A few Registered Societies have also been registered as charities with the Charity Commissioners. The Charities Act 1992 imposed requirements on charities which the officers of such societies should give very careful attention to; advice may be sought on the matter from the Junior Proctor or the Financial Board. Advice should be obtained from the same sources by any societies contemplating registration as charities with the Charity Commissioners.

1. Registration

Any club or society consisting wholly or partly of members of the University in statu pupillari may apply to the Junior Proctor for registration as a University Society. Applications to register should be sent to the Proctors' Office, 1 St.Mary's Passage. A club or society applying for registration shall submit to the Junior Proctor:

The Junior Proctor may refer such an application to the Societies Syndicate. If the Junior Proctor refuses to register a club or society, the club or society may appeal to the Societies Syndicate who may, if they think fit, register the club or society.

2. Continuing Requirements

It is not necessary for a club or society to re-register every year.

All registered clubs or societies must deposit any changes in their constitution with the Junior Proctor, and must notify him/her of any change in officers. Every registered club or society shall deposit by 31 December each year with the Junior Proctor a copy of its accounts for the previous academical year audited either by the Senior Treasurer or by a person approved for this purpose by the Junior Proctor. See sections 5 and 6.

Failure to comply with any of these requirements will result in the deregistration of the club or society.

It is recommended that, particularly in the Long Vacation, proper arrangements are made for the safe custody of equipment and records, and that the Senior Treasurer and other continuing officers and members of the club are fully aware of these arrangements.

3. Constitution

A constitution should define:

A constitution should make clear that a society is open to all interested members of the University, and that power is in the hands of its members; they should elect officers and the committee, and be responsible for amending the constitution. The powers and duties of officers should be laid down, as should the timing and frequency of meetings and the method of convening them.

The Junior Proctor requires a registered society to have a Senior Treasurer. He or she provides essential continuity in the society's administration, and signs the annual accounts before they are submitted to the Junior Proctor. A Senior Treasurer is chosen because he or she expresses interest in the aims and character of the society, and is willing to give some considerable time to its affairs. He or she should be a University teacher, or a senior administrator or Fellow of a college.

It is good policy, particularly with respect to the office of Junior Treasurer, for election to coincide with the end of the financial year. An incoming Junior Treasurer and officers should not be asked to take over commitments and accounts which are unchecked and not audited.

It is recommended that, particularly in the Long Vacation, proper arrangements are made for the safe custody of equipment and records, and that the Senior Treasurer and other continuing officers and members of the club are fully aware of these arrangements.

4. Daily Accounting

Accounts for a small club or society may be kept in a columnar Receipts and Payments book, and a columnar Petty Cash Book. Entries for the current year may sometimes include receipts or payments due from a previous year and records of invoices from the current year which at the end of the current financial year have not yet been paid. When the Books are prepaired for audit these special items should be adjusted and a separate list should be prepared for the auditor detailing those items which do not properly belong to receipts and payments of the current financial year.

Essential Procedure

Recommended Procedure

5. Preparation of Final Accounts for Audit

At the end of the financial year the Junior Treasurer should prepare the accounts for audit. To do this he/she should:

From the above records the club or society should prepare its annual accounts for presentation to its members in as simple a form as possible.

The Junior Treasurer should make available to the appointed auditor all books, invoices and other records, including minutes of meetings.

6. Submission of Accounts to the Junior Proctor

Audited accounts for the last complete financial year, countersigned by the society's Senior Treasurer, should be sent to the Junior Proctor (1 St.Mary's Passage) by 31 December.

7. Submission of Accounts to Societies Syndicate

Full notes of advice for societies applying to the Societies Syndicate, together with application forms, are available from the Secretary of the Societies Syndicate, University Offices, The Old Schools. All applications to the Syndicate for assistance should be accompanied by a copy of the society's accounts, correctly audited, and countersigned by its Senior Treasurer, together with information about the current year (including estimates where necessary). When a grant is requested for equipment, the Syndicate will need a list of relevant assets, their cost and replacement value.

8. Insurance

8.1 Buildings Insurance

If the club or society does not occupy University premises, it should ensure that adequate buildings insurance cover is arranged for its premises. The policy should cover the usual perils including fire, lightning, explosion, escape of water, impact, malicious damage, theft and accidental damage. The insurance valuation of premises should be reviewed regularly.

8.2 Contents Insurance

Provided the club or society occupies University clubhouses or college rooms, the University's insurance policy will cover the contents (e.g. equipment) of registered clubs and societies (although not the personal property of members), on the condition that the premises are kept secure. In the event of a claim, the policy excess (currently £250) is payable by the club or society.

It should be noted that to property being used in University Faculties, departments and, for example, the ADC Theatre, considerably higher policy excesses apply (e.g. £2,500 to £10,000). In these cases we advise the club or society to arrange its own cover. Further information can be obtained from the Insurance Officer in the Finance Division (39659).

Cover can also be arranged for property taken off University club premises in the UK if it is kept secure and the Finance Division Office is informed. A policy excess of £250 is payable by the club or society.

8.3 Liability Insurance

The activities of registered clubs and societies are covered for Public Liability in the event of personal injury or damage caused to property of third parties, providing that members are acting in good faith and within the limits of their responsibilities and having regard to the requirements of Health and Safety legislation. (Cover does not extend to fines and penalties from the criminal acts of any member.) Secretaries of clubs and societies should check with the Finance Division if in doubt, and if any unusual events are planned such as bungee-jumping or sky-diving.

It should be noted that all claims or allegations from third parties should be forwarded to the Finance Division without comment, and no admission of liability should be made at any time.

Should a club or society employ any staff it should arrange Employers' Liability cover.

8.4 Personal Accident

In some cases it may be desirable for members to insure themselves against personal injury or sickness arising from an accident, as the University's own insurance does not include such cover. Those participating in hazardous physical pursuits are strongly advised to take out such insurance.

9. Contracts

Officers and committee members who authorise expenditure should remember that they become personally liable for debts unless they stipulate that the creditor will only look to the funds of the club or society for payment. They should also remember that they must normally pay all expenses out of the funds already available to them, and that they have no authority to pledge the credit of other members. All members of a club or society are bound by contract to each other; therefore the officers may only use or commit funds in a manner authorised by the rules, and if they act without due authority they render themselves personally liable both to outsiders and to members.

10. Activities

Officers of clubs and societies should in appropriate cases acquaint themselves with the legal restrictions or controls placed on music, dancing and public performances, gaming, trading, and the supply of alcoholic liquor.

11. Dissolution

Unless contrary provision is made in the constitution, any surplus assets of a club or society after payment of debts belong upon dissolution to all the members equally.

Appendix A. Petty Cash Book - Imprest System

This system is started with a fixed sum of cash. This amount should be no larger than is necessary to meet the needs of the club or society. At each balancing period cash is withdrawn from the society's current account for the exact amount of disbursements shown in the Petty Cash Book for that period. Each cheque for petty cash should also be recorded in the Receipts and Payments Book. Such periodic reimbursement will bring the Petty Cash book back to its starting balance. If details of expenditure for which each cheque is drawn are recorded in the Receipts and Payments book, this master book will always record the total expenditure of the club or society for the period and the fixed sum in the Petty Cash Book will always be represented by cash in hand together with disbursements made since the last balancing period. Vouchers should be made out and signed when persons other than the Junior Treasurer use petty cash.

Extracted from a document by the same name issued by the Proctors Office.
Compiled by Dr Marie Axton (Junior Proctor 1979-1980) with the assistance of Dr J. Baker (Junior Proctor 1980-1981) and members of the Financial Board. Amended by Dr P. Searby (Junior Proctor 1992-1993). Updated and html-ised by C.Hadley (Junior Proctor 1995-1996)

University of Cambridge Registered Societies