Guidelines for Clubs & Societies

  1. Each Club and Society must register with the Student Services Committee (SSC). This can be done by returning the "Application for Recognition and Constitution Form” to the Sports and Recreation Officer.
  2. The Club/Society must have defined aims and a plan for each semester. Grants are awarded on a semester basis in two installments.
  3. Membership of the Club and Society will be open to all Institute Students and Staff. Only paid up and registered members are recognised by the SSC.
  4. An elected Committee will conduct the business of the Club or Society. This committee must be elected at the start
    of each year at the Club/Society AGM and only paid up members may vote. The Committee will consist of the
    following:
    • A. Chairperson
    • B. Secretary
    • C. Treasurer
    • D. PRO
    • E. Two other members
  5. Function of Officers:
    • A. Chairperson - The Chairperson will preside at all meetings of the Club/Society, call meetings and give direction and Leadership.
    • B. Secretary - The Secretary will be responsible for the correspondence and records of the Club/Society. Registration, Fixtures and bookings etc.
    • C. Treasurer - The Treasurer together with the Committee will be responsible for the financial affairs of the
      Club/Society. Records, Invoices, Receipts etc.
    • D. PRO - The PRO will be responsible for publicizing all Club/Society events and results, by giving them to the Sports & Recreation Officer in liaison with the media.
    • E. 2 Other Members - Help the Officers where ever possible.
  6. 6. Elections, Voting, Resignation:
    • The Committee will be elected at the Annual General Meeting.
    • Voting will be by secret ballot. Each member will have only one vote.
    • The resignation of any officer of the Club/Society will be instituted by a letter of resignation to both the Secretary of the Club or Society (or the Chairman in the case of the resignation of the Secretary) and to the Sports and Recreation Officer.
  7. Management of Finance. The Treasurer will manage the finances of the Club/Society. All finance raised in the name of the college club/society must be included in the grant application and in the end of year accounts.
  8. Winding up the Club/Society On the dissolution of the Club/Society, its assets will be handed over to the College. At the end of each academic year the Committee is automatically dissolved.