Setting Up a New Society

So, you want to set up a new York SU society – amazing! Having your student group ratified by York SU will give you training and funding opportunities, access to resources, and support from your SU staff. Running your society will bring a huge host of benefits to you, your Committee, and your members. This page outlines the straightforward process to ratification which all of York SU’s 200+ student societies have to follow; explains what you’ll need to do if you’re successful; and signposts you to all the contacts you’ll need along the way. 

If you’re ratified, there are several things you’ll be required to do, and lots of additional responsibility. This page will explain some of these requirements in more detail, so make sure you read it carefully and are sure you can take it on before filling out your application.

Is Ratification Right?

You can run your student group without being ratified by York SU. Ratification comes with a host of benefits, but we will ask things of you in return. There will be documents you need to fill out; online training to complete; meetings you need to attend; and minimum standards you must fulfil to continue. You will need to reach a minimum of 10 paid members, and you’ll have to follow our Code of Conduct. 

Before you start the ratification process, think carefully about whether becoming a York SU-ratified society is the right option for your student group. This page will go some way towards helping you make that decision, but if you need further guidance on what ratification will involve, email societies@yorksu.org.  

The Process

1. Get In Touch

Once you’ve decided that ratification is the best step for your student group idea, the first thing you’ll need to do is get in touch with our Activities Officer. They are elected by the student body to represent you, and they’re your first port of call. Drop them an email for advice or to arrange a meeting to discuss your idea at activitiesofficer@yorksu.org. They’ll be able to chat with you about whether your society is viable and unique, as well as talk you through the application process in more detail and give you a better idea of what it’s like to run a society. 

2. Fill out your application

3. Ratification Meeting

Next Steps for Successful Applications

1. Fill out your documents

Often, new committees don’t realise just how much is involved in running a society, so understanding these steps before submitting your application will mean you’re better prepared! If the Societies Committee votes to ratify your society, you’re going to receive a huge amount of information very quickly, and it can be a bit overwhelming. 

You should expect to receive a ratification pack, which includes a submission form and some document templates. 

Constitution

The constitution might look like a big document, but it’s actually straightforward to fill out. It sets out what your society’s aims and objectives are; how it’s structured; and any additional codes of practice you’d like to set out for your members. It’s the first thing you’ll refer to in the case of any issues or complaints. (This is also why we need a copy).

Committee List

This is a spreadsheet that your committee must complete, and allows staff to give your committee relevant access to your society’s backpages (The Member Dashboard) and storage access (if required). 

Risk Assessment

The Risk Assessment is a legal requirement so we can ensure that all groups understand their obligation to make their activities safe for attendees, and to fulfil our insurance obligations. The document itself and our ratification folder provides you with lots of guidance to help you complete your risk assessment.

Inventory

This is a spreadsheet containing everything you own as a student group, and should be updated as and when you buy or sell items. This allows us to insure your items for you. Your inventory may be blank when you are a new group, which is fine! 

Until the ratification process is complete, your society’s approval to run is provisional. 

Your society is not officially set up until you have completed re-ratification. If you don’t complete these forms within a month of being recommended for ratification, you may need to start the process all over again. You’ll receive information about how to book rooms and how to access the website backpages, which will help you manage the operational side of running your society.

If you’re confused about any of this, don’t worry. You’re not left alone to work it all out yourself: York SU has a dedicated staff member who works specifically to support societies and student media groups (societies@yorksu.org).

2. Complete your online training

It is compulsory for all signatories to complete their online training before starting their activity as a new society. Our training gives you the ability to be able to run your society effectively and become familiar with your duties as a signatory. 

All signatories must complete their training within one month of their ratification being confirmed by York SU. 

3. Contact your Society Representative

If you’re successful in your application, you’ll be advised to get in touch with your Societies Committee representative, and their details will be in the email you receive. Touching base with them is helpful, as they’ll be a useful contact point for you. If you have many questions, you might find it helpful to set up a meeting, or you can just say hi by email if you prefer.

Good Luck!

Whether you just want advice about starting a society, or you’ve been running a group on campus for a while and now want to consider ratifying, we’re always keen to hear from students with great ideas. Don’t forget to chat to the Activities Officer first to discuss your plans, and, if you’re sure that ratification is the best way forward for you, put as much detail into your application as you can. 

We can’t wait to hear from you! Drop an email to activitiesofficer@yorksu.org to get the ball rolling on your plans.