The Societies Council Policy on Proposed New Societies
Statement of Intent
This policy has been prepared by the Societies Council (henceforth referred to as the Council) in order to provide clarification on what it believes a Proposed New Society ought to be considered on, when its proposal is brought to Council. It aims to streamline the process and give clarification to those interested in submitting a proposal of what the Council expects. The policy is not intended to be prescriptive but to outline the fundamental requirements of an application. It is in response to feedback from Proposed New Societies that it is unclear as to Council’s position on the matter. The Council’s final decision will be delivered in a meeting following the Council’s decision in accordance with Outcomes section detailed below. This policy is not to be applied retrospectively but it seeks to clarify and form the nature of the future of Societies on Campus at the University of Edinburgh.
The Societies Council welcomes proposals from all groups of students and therefore the clauses set out below tend to clarify what will not be considered. Both the Edinburgh University Students’ Association and the Council actively encourage students to promote new societies in accordance to Policy, and feel that having societies is a huge asset to the student community. A member of the Proposed Societies Team is available on request to discuss the policy if clarification is required.
Role of the Proposed Societies Team
The Society Council believes that it is appropriate for the Proposed Societies Team to work on the Council’s behalf on matters concerning Proposed Societies and their aftercare. The Proposed Societies Team shall be accountable to the Council at its fortnightly meetings. The Team will put forward proposals which are considered suitable for proposal to the Council. The Council believe that the Proposed Societies Team will not to bring to Council applications where it believes the proposal is not ready or where the proposal fails on a number of the clauses set out below. If this is the case, the Proposed Societies Team will report this to the Council.
The Societies Council believes that…
…this policy is the highest written authority on what is, or is not, suitable to be passed as a new Society.
…becoming a new Society is not a tick-box exercise and that it will only use the following criteria as a basis for its final decision.
...the proposed Society will function as a semi-autonomous body within the Edinburgh University Students’ Association.
…the aim of a Society must not allow the Society to interfere with the conduct of another Society.
…a proposed Society may, in order to fulfil its aims, hold closed events.
…shall be required to agree that they shall not partake in any illegal activities in the course of their campaigning.
…a defunct Society may be re-established under this procedure but the application will be considered with greater scrutiny to ensure that the re-established Society will be sustainable.
…a failed application cannot be re-submitted within the same semester. This is to provide the Proposed Society with time to re-consider its structure, aims and practices under the recommendations of the Council.
…being a Society is not the only way to establish a group on campus. It believes there are many ways to continue to function and include, but are not limited to, being a; Campaign Group, ESCA Charity Group, Volunteering Group, or Student Group.
…it withholds the right to request an application be resubmitted in what it deems as the most suitable category.
The Societies Council will not…
…accept a proposal where it believes the reasoning behind the application is merely a desire to have access to Society benefits which may include, but are not limited to, a stall at the Societies Fair, access to Society Room Bookings and general financial gains for the society.
…accept a proposal on the premise that the group are dissatisfied with the way a current Society is being run. The Council believes it is best practice to solve the issues of current societies rather than establishing a new one. However, if these issues are felt to be unable to be solved by the Council, and an effort has clearly been made by the proposers of the Society, then the proposal will be considered by the Council.
…issue advice on how to establish themselves as another type of organised group on campus but provide the relevant contact details in order to help a group progress elsewhere.
The Societies Council believes that a Proposed New Society…
…shall bring something new to the Edinburgh University Students’ Association(EUSA) not already provided by an existing Society or other EUSA recognised group.
…shall be open to all students in accordance with the Edinburgh University Students Association’sMission and Values.
…shall comply with the ‘Society Rules’ as laid down in the Edinburgh University Students Association’s Society Regulations, detailed in Appendix I.
…shall conduct its meetings in accordance with the Edinburgh University Students Association’sSafe Space Policy, detailed in Appendix II.
…shall submit its application in one of the following categories for the consideration of the Proposed Societies Team and the Council. These categories are: Academic; Appreciation; Campaigning; Community and Support; Cultural, Artistic and Creative; Dance Music and Theatre; Employment, Transferable Skills and Finance; Faith, Beliefs and Spiritual Development; Gaming and Role Playing; International and Multicultural; Media and Broadcasting; Physical and Outdoor Activities; or Political.
…shall also be required to fulfil the criteria of their specific category in addition to those detailed here.
…shall not be passed if the Council do not believe that the Proposed Society is sustainable. It believes that sustainability can be shown in a variety of ways. It includes but is not limited to; long-term goals, members at various stages of their academic career, and considered financial planning.
…shall be put forward by at least twenty fully matriculated students of the University of Edinburgh.
…shall not be passed if they are better suited to being a Volunteering Group or a ESCA Fundraising Charity, at the discretion of the Council.
…shall not be affiliated with any group with charitable status other than the Edinburgh University Students’ Association and the University of Edinburgh.
…shall not be dependent on an individual, external body, Student or Non-Student group other than the Edinburgh University Students’ Association and the University of Edinburgh.
…shall not be passed if it already successfully functions either alone or as part of an academic department.
...shall have a Society structure, and not one of a business.
…shall not be considered if it seeks to replicate the role of the Edinburgh University Students’ Association.
Category Specific Requirements
A Proposed New Society…
Academic Societies
…shall not be passed as a matter of formality if the Faculty, School, Department or Subject do not already have a Society.
…shall not be passed if the Faculty, School, Department or Subject already have a Student Society, either affiliated or non-affiliated to the Edinburgh University Students’ Association, unless they can demonstrate that they have attempted to work within that original structure.
…shall require the support of at least 5% of the Faculty, School, Department or Subject in question, which is inclusive of the ‘twenty-member rule’ as set out above.
…shall not be passed if it already successfully functions either alone or as part of an academic department.
…shall not be passed if the group represents a specific Post Graduate programme or research area that does not show to Council that it would be sustainable beyond the period of study of those proposing the Society.
…shall not be considered if it is intended to be a Final Year Committee Society (FYC), or equivalent.
Appreciation Societies
…shall be required to prove to the Council that the subject/topic they wish to appreciate has sufficient following to provide sustainability to the Society.
…shall not appreciate a subject/topic which the Council believes violates the Edinburgh University Students Association’s Safe Space Policy, as detailed in Appendix II.
Campaigning Societies
…shall not, as detailed above, be affiliated with, or to, an external body with, or without, charitable status.
…shall be required to agree that they shall not partake in any illegal activities in the course of their campaigning.
Community and Support Societies
…shall not, as detailed above, be wholly affiliated with, or to, an external body with, or without, charitable status.
Cultural, Artistic and Creative Societies
No additional clauses
Dance Music and Theatre Societies
…shall be permitted to have an auditioning element but the proposed Society must allow and openly encourage all students to become members.
Employment, Transferable Skills and Finance Societies
…shall not be affiliated with any group with charitable status other than the Edinburgh University Students’ Association and the University of Edinburgh.
…shall not be dependent, financially or otherwise, on any external sponsoring bodies.
Faith, Beliefs and Spiritual Development Societies
...shall exist to promote the faith or beliefs of the Society and not exist to directly oppose the views of another.
Gaming and Role Playing Societies
...shall not, as detailed above, be affiliated with, or to, an external body with, or without, charitable status.
International and Multicultural Societies
...shall not be passed as a matter of formality if the State, Nation or Culture do not already have a Society.
…shall not be exclusive to the citizens or cultural affiliates of said country or culture.
Media and Broadcasting Societies
…shall demonstrate they have considered the financial implications of purchasing any rights or adhering to the relevant law on media and/or broadcasting.
…shall demonstrate that they shall comply with all relevant copyright laws.
…shall demonstrate that they have considered a long-term financial structure with regard to any printing, as defined by the proposed Society’s aims.
Physical and Outdoor Activities Societies
...shall demonstrate they shall conform with all relevant health and safety regulations and requirements.
Political Societies
…shall not be a mouthpiece for a political organisation on campus but to foster a Society around the organisation and with those of similar political opinions.
The Society Council’s Possible Outcomes
The Council will provide one of three outcomes on consideration of a proposal:
PASSED – the proposal has been approved by the Council and will henceforth be referred to, and treated as, a EUSA recognised Society.
NOT PASSED – the proposal has failed to be approved by the Council. Feedback shall be provided in personal and email form to the applicants within seven days of the Council’s decision.
PENDING CONSULTATION – the Council believe that there are some merits to the application but it is not satisfied on one or more issues. The Council will state the issues and any questions in its decision and a member of the Proposed Societies Team will meet with the Proposed Society to consult on the matter and will discuss the issue again at the next Council meeting. This outcome may be issued on one or more occasions until the Council are happy with the proposal.
(November 2012)
Appendix I – Society Rules held within the Edinburgh University Student Association’s policy: Societies Regulations
1.Societies must have President, Secretary and Treasurer – these must be University of Edinburgh students
2.Societies must have their own constitution setting out their name and aims, and any other specific positions necessary. The societies team will advise on appropriate content, and any compulsory clauses required
3.Membership of any society shall be open to all matriculated students of Edinburgh University
4.75% of a society’s membership must be Edinburgh University students.
5.Societies must have a minimum of 20 members
6.Societies may charge a membership fee, to enable them to sustain their activities. Applications for funding to the Societies Council Funding Group will take into account whether or not a society has made an effort to provide for its own activities through a membership fee or not.
7.Societies may charge a higher membership fee to non student members
8.All office-bearers shall be subject to election annually at an Annual General Meetings of their society, which must be open to all its members.
9.Recognised societies shall have access to EUSA facilities and services. Terms and conditions on which this access is available shall be publicised to societies each year.
10.Societies must re-register on an annual basis, following the process determined by Societies Council
11.Society activities and meetings are subject to EUSA’s Regulations on Good Conduct, and Guidelines for Meetings.
Appendix II – Edinburgh University Students Association’s Safe Space Policy
- Members are expected to respect the right of all Council members, students attending Student Councils (and related meetings) and staff to enjoy EUSA as a safe space environment, defined as a space which is welcoming and safe and includes the prohibition of discriminatory language and actions.
- EUSA operates a Zero Tolerance policy towards discrimination based on:
- Age
- Race and Ethnicity
- Disability
- Sexual Orientation
- Gender and Gender Identity
- Marriage and Civil Partnership
- Pregnancy and Maternity
- Religion and Belief
- Political Affiliation
- Class
- All Council meetings shall be conducted with an assumption that the meeting shall constitute a ‘safe space’ for the conduct of debate, discussion and decision making.
- A meeting shall be deemed to be a safe space where no-one is disadvantaged or discouraged from contributing, so long as they respect others’ ability to contribute; and where the principle of equal opportunities is respected.
- All members are expected to conduct themselves in a manner which is respectful and considerate of the contributions of others. This is defined as:
- Allowing Council members to speak when called upon by the chair.
- Refraining from speaking over, interrupting, heckling, laughing at or otherwise distracting from the speaker who holds the floor.
- Refraining from hand gestures which denote disagreement or in any other way indicating disagreement with a point or points being made. Disagreements should only be evident through the normal course of debate.
- Avoiding using gestures which are not generally known or accepted by Council.
- Gestures indicating agreement are permissible, if these gestures are generally understood and not used in an intimidating manner.
- Applause is acceptable when a motion is passed only, not if a motion fails to pass. Otherwise, agreement should be made clear within debate contributions.
Social Media
Members are asked to pay attention to the effect that use of social media can have on whether EUSA and EUSA-related meetings constitute a ‘Safe Space’ for all members.
While social media is of necessity partly a ‘private’ space – someone’s Facebook or Twitter account are their own space, and therefore cannot be regulated by EUSA’s Safe Space policy in the same way as meetings; they also are ‘public’ spaces in that, particularly in the case of twitter, they are publicly available and searchable.
Social media messages, whether sent directly from meetings or related to what was said in those meetings can have the effect of making meetings regulated by the safe space policy feel unsafe to some members. Members are, therefore, asked to bear in mind the following guidelines:
- Members in a semi-public forum when discussing matters relating to EUSA are also representatives of EUSA.
- Disagreements should be aired in a respectful manner: it is often good to disagree; it is rarely productive to be disagreeable.
- Disagreements, where they are to be aired, should focus on differences of opinion and not on Individuals.
- When posting on social media sites, consider whether what you are posting would be something that you would say in a meeting regulated by the Safe Space policy, or directly to the person(s) affected. If not, consider the impact that this may have on other members and whether you really wish to post this comment in this way.
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