In order to create a new society in UCD, prospective applicants must submit an application to the Recognition Committee of the Societies Council.

The Recognition Committee has two functions: to recognise new societies and to ratify constitutional amendments for existing societies.

The Committee meets several times throughout the year and as such there is no deadline for submissions. The Societies Council from time to time may, due to resources or other reasons, place restrictions on or limit the recognition of new societies. This is done to ensure that recognised Societies have sufficient supports in place. The Chairperson of the Societies Council will advise prospective applicants if a restriction is in place. Any submissions during this period will be held on file until restrictions have been lifted.

Timeline

Examine the list of existing societies to see if there is one that is already recognised which could accommodate your interest. If an already existing society overlaps with the idea, we suggest reaching out to them to potentially start a subcommittee or collaborate on events. A society proposal whose aims overlap substantially with an already existing one will not be recognised.

Contact the Chair of the Societies Council at Societies.Council@ucd.ie to discuss your idea further. The Chair will advise you about whether or not they think the idea should be developed, or if there is an overlap with an existing society or existing proposal.

The Committee may assess applications in advance, and as such, not every application will be invited to make an in person presentation. Applicants will be informed of such decisions by the Chairperson of the Societies Council.

Preparing for Recognition

In order to start the process, you have to submit an application to the Recognition Committee. If you would like to submit an application for a new Society, your application form must consist of the following;

1. Proposed Society Constitution*

2. Mission Statement

3. List of Objectives (normally included within Constitution)

4. Plan of Activities for full session

5. 30 physical signatures of registered students supporting the establishment of the proposed society

Please note that the model constitution is a template only. It is not intended to be submitted with minimal edits. Constitutions that simply replace the aims and officer names will not meet the standard for recognition and are unlikely to be approved. Your constitution must be drafted specifically for the governance and operations of your society. It should clearly set out your activities, structures, procedures, and decision-making processes so that anyone reading it can understand how the society will function in practice.

Model Constitution

Collect the signatures and ID numbers of at least 30 students and staff members who would like to see the society being recognised in University. Make sure that these signatures are properly dated/time stamped. Signatures collected over the course of multiple years will not be accepted, and must be collected within the academic year of which the society is being proposed.

Once complete, please send the completed forms to the Chair. All applications must be sent in PDF format via email (societies.council@ucd.ie). Make sure that the document is compiled in a single PDF file. You will receive an email acknowledging receipt of your application and will be notified when the Recognition committee is scheduled to meet.. Your application then goes before the Recognition Committee of the Societies Council, at which time you will also be invited to appear to make a case for the establishment of the society. This is a semi-formal discussion. Applicants do not need to prepare anything in advance of this meeting.

Please note that, until the recognition process is completed, and you have been successful in your application, you do not have licence or permission to operate, advertise or promote as an existing or potential Society, on campus or elsewhere, and such activity, including, but not limited to, email, social media or online activity, by the applicants, on their behalf, or in support of their candidacy, by any student, staff, member of the public, associated or parent organisation, will be taken as a disregard for the official recognition process and will be taken as grounds for disqualification. You should also note that public or private canvassing or advocacy regarding the establishment of the group, by staff, students, or members of the public, outside the official process laid out above, will also be considered as grounds for disqualification. Applicants may canvass students in the University in order to collect the required signatures as set out above.

Incomplete applications will not be considered by the Committee, and will be filed as pending until all documentation has been submitted.

Presenting to the Recognition Committee

Once the Chairperson of the Societies Council deems your submission valid, they will contact you in advance of the next meeting of the Recognition Committee.

At this meeting, at most, two proposed committee members will be invited to present the aims of your society and how you intend to satisfy those aims to the Committee. You will be asked questions by the Committee, and must adequately address the Criteria for Recognition (see below).

The Recognition Committee will consider and vote on the proposed societies. You will be informed of the result of your application by the Chairperson of the Societies Council after the meeting via email. If you are not granted provisional recognition, the Chairperson will inform the group in question of the reasons for refusal. You may be advised to alter your constitution and/or aims and re-apply, or acceptance of your application may be made contingent on altering your constitution.

If you wish to avail of reasonable accommodations for meeting the Recognition Committee please inform the Chairperson of the Societies Council.

Criteria for Recognition

● The principal aims of the society must not already be covered in the aims of any recognised society, capitated body or group thereof, or body operating within the University. Any proposed society must be considered completely unique to gain provisional recognition.

● It must satisfy the Committee that the society is likely to make a long term contribution to student life in the University and to continue on an on-going basis.

● The society may not be a wing or branch of a pre-established entity or body.

● The proposed society may not be a sports club or sports supporter club. Sports clubs are recognized by the UCD Athletic Union Council (UCD AUC).

What’s Next?

If the society is granted provisional recognition, it will immediately have access to the facilities in the UCD Forum Office to carry out society business.

The society will qualify for a grant from the UCD Societies Council under several headings. Provisional Societies will not be given grants under the headings of Purchase of Equipment & Capital Items or, Society Travel. Further granting restrictions may apply depending on the categorization of the Provisional Society.

Provisional recognition shall expire after the first session of the society. Having submitted a completed End of Year Report, and bar no other issues, the society will be granted full recognition. The society will then become a full member of the UCD Societies Council with eligibility for full grants.

Recognition Committee Membership

This committee is composed of 4 current/former senior treasurers, the Societies Officer, the Societies Council Chairperson, The Deputy Chairperson, and one Auditor of the current session of the Societies Council.

The committee for the 26/27 session is as follows:

Harvey O’Brien – Chairperson Richard Butler – Secretary Desmond Earley Georgina Dwyer Grace Connolly Luke Shiels Stéphane de Bairéid Noah Mullen Clarke