Register your Club/Society

Application Process

The Online Directory is a free service provided by Oxford SU to its members. Student clubs, publications and societies can register for the Online Directory, if they fulfil the eligibility criteria, agree to the terms and conditions, and make an application through the form linked below.

Please be patient with our team as we process all the applications... we're expecting a lot!

The deadline for Michaelmas Term registration 16th September.

Eligibility

To be eligible to become a member of the Online Directory, a student club, publication or society;

  1. must exist for the purpose of benefitting or enhancing the experience of its student members,
  2. must have a committee, on which at least half of the positions are held by current University of Oxford students,
  3. must have a President, or equivalent, on the committee who has completed the following training (Once the registration form is completed the listed President will be sent links to the online training sessions. All training sessions can be found here);
    1. Risk Assessment Training,
    2. Handling Data Training, and
    3. Clubs, Publications and Societies Directory Training,
  4. must have a Treasurer, or equivalent, on the committee,
  5. must have a constitution,
  6. must have members;
    1. at least half of which are current University of Oxford students,
    2. of which there are at least five,
  7. must agree to abide by the Online Directory’s terms and conditions of use, as defined below,
  8. must agree that the data they provide can be published to the Oxford SU website, stored, and processed by Oxford SU,
  9. must not be specifically aimed at students from one particular college or colleges,
  10. must not be for-profit; that is,
    1. the primary purpose, as defined in the constitution of the club, publication or society cannot be to generate private income, and
    2. any surplus income generated must be employed in service of the club, publication or society’s primary purpose.

Please note that Oxford SU reserves the right to refuse any student club, publication or society membership of the Online Directory. Oxford SU is able to suspend or remove a student club, publication, or society’s membership the Online Directory if it is later determined that they are ineligible for membership of the Online Directory.

From time to time, these eligibility criteria may be reviewed and updated. Members will be notified of any changes via the email address they have provided. 

Terms and Conditions

Information provided to the Online Directory

  1. Online Directory members shall,
    1. take responsibility for ensuring that all information provided to the Online Directory is accurate, particularly informing Oxford SU within one week if;
      1. the contact details for the club, publication or society change,
      2. the membership fee for the club, publication or society changes, or
      3. restrictions on who may join the club, publication or society are introduced, changed, or lifted,
      4. the club, publication or society disbands.
    2. take responsibility for ensuring that either,
      1. the club, publication or society continues to be eligible for the Online Directory, or
      2. informing Oxford SU within one week if the club, publication or society changes in such a fashion as to become no longer eligible for the Online Directory.

Conduct of Online Directory Members

  1. Online Directory members shall,
    1. where applicable, be aware of and abide by relevant UK legislation,
    2. where applicable, be aware of and abide by the University’s policies and regulations, particularly the University’s Code of Discipline,
    3. act to ensure that the information they provide to their members is honest and accurate, and that the finances of the club, publication or society are available for scrutiny by their members,
    4. act with due regard for the safety and wellbeing of their members, particularly when engaging in high risk activities,
    5. act to ensure that all of their members can fully participate in the activities of the club, publication or society, except where doing so would directly conflict with the legitimate aims of the club, publication or society, and
    6. ensure that any student member of the University may join their club, publication or society, except where doing so would directly conflict with the legitimate aims of the club, publication or society.

Complaints and sanctions

  1. Failure to abide by these terms and conditions could result in the club, publication or society’s profile being archived or entirely removed from the Online Directory.
  2. If a student believes an Online Directory member has failed to comply with this code of conduct, they should email studentengagement@oxfordsu.ox.ac.uk in the first instance. If this does not resolve the issue then they can follow Oxford SU’s normal complaints procedure stating the name of the club, publication or society.

Please note that the final interpretation of these terms and conditions rests with Oxford SU, and that Oxford SU reserves the right to remove any student club, publication or society from the Online Directory for any reason and without notice.

From time to time, these terms and conditions may be reviewed and updated. Members will be notified of any changes via the email address they have provided.