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This policy outlines the definition of Societies, Membership Associations and Action Groups. It covers the remit of each and all areas that fall under the umbrella.
This updated Affiliated Membership Organisation Policy supersedes the Societies Policy and is effective immediately with the single exception of the changes regarding the Development Officer removal. This will come into effect for the academic year 27/28.
Effective Date is 25th August 2026
Review Date is 30th June 2027
Changes summary and FAQs
1.1 Strathclyde Students' Union (Strath Union) shall provide Affiliated Membership Organisations for students to support the objects outlined in Strath Union's Constitution.
1.2 Affiliated Membership Organisations include:
1.3 Additional categories of Affiliated Membership Organisation may be established by Strath Union where appropriate.
1.4 All Affiliated Membership Organisations are required to comply with this Policy, the Strath Union Articles and Schedules, Standing Policies, the Code of Conduct, and any guidance or procedures issued by Strath Union.
1.5 Where additional requirements apply to a particular category of organisation, these are set out in the relevant Schedule to this Policy
2.1 Affiliated Membership Organisations aim to:
2.2 Strath Union shall:
2.3 Support may include:
2.4 Resources may include:
2.5 Training may include:
2.6 Affiliated Membership Organisations must:
3.1 Membership eligibility shall be determined by the relevant Schedule to this Policy.
3.2 Membership must be administered through Strath Union systems.
3.3 Personal information held outside Union systems must only be retained where approved by Strath Union and managed in accordance with data protection legislation.
3.4 Affiliated Membership Organisations may charge membership fees where appropriate.
3.5 Members must comply with:
3.6 Each organisation must ensure members are informed of these requirements.
3.7 No Affiliated Membership Organisation may suspend or remove a member from membership.
3.8 Where immediate action is reasonably necessary to protect members or prevent further disruption, a committee may temporarily exclude an individual from meetings, activities or communication platforms for up to seven calendar days.
3.9 This is a precautionary safeguarding measure only and is not disciplinary action.
3.10 The decision must:
3.11 Upon notification, Strath Union shall review the matter in accordance with its Complaints and Disciplinary Procedures and determine whether any further action is required.
3.12 The temporary removal shall automatically expire after seven calendar days unless otherwise directed by Strath Union.
4.1 Every Affiliated Membership Organisation must have a democratically elected committee responsible for administering its affairs.
4.2 Each organisation must have the minimum office-bearers specified within its relevant Schedule.
4.3 Affiliated Membership Organisations may establish Representative Committee Positions that are reserved for members of a specific cohort, such as year groups, widening participation groups, or inclusion-focused communities.
4.4 Where a Representative Committee Position is restricted on the basis of a widening participation or inclusion characteristic, eligibility must be based solely on self-identification. Organisations must not request or require members to provide evidence of their eligibility.
4.5 Only members who are eligible to stand for a Representative Committee Position may vote in the election for that role.
4.6 Additional committee positions may be established in accordance with the relevant Schedule.
4.7 All committee members must be student members of Strath Union.
4.8 Committee members must be elected annually by eligible members, unless otherwise provided in the relevant Schedule.
4.9 Election procedures must be fair, transparent and democratic.
4.10 Each organisation must hold an Annual General Meeting during Semester 2 unless otherwise provided within the relevant Schedule or approved by Strath Union.
4.11 The AGM must:
4.12 Where committee or constitutional changes are required outside the AGM process, an Extraordinary General Meeting must be held.
4.13 EGMs must follow the same procedural standards as AGMs.
5.1 Applicants must:
5.2 Applications shall be considered in accordance with procedures approved by Strath Union.
5.3 Affiliation expires annually.
5.4 Failure to re-affiliate may result in:
5.5 Strath Union reserves the right to maintain or reinstate the affiliation of an organisation where it considers this necessary to support widening access, equality, inclusion or underrepresented student communities.
5.6 Affiliation may be withdrawn:
6.1 Organisations must complete any required training and comply with Union procedures before accessing specified Union systems or resources.
6.2 Mandatory training may include:
6.3 Organisations must complete risk assessments for activities, events, trips, and other relevant operations as required by Strath Union.
6.4 An annual risk assessment must be completed covering ordinary activities.
6.5 Additional risk assessments and documentation may be required for trips, events, or activities outside ordinary operations.
6.6 Member participation in specified organisations or activities may be restricted where Strath Union determines, through risk assessment processes, that participation exceeds acceptable risk levels.
6.7 Strath Union reserves the right to impose additional safety requirements, restrictions, or conditions where necessary.
6.8 Organisation committees are responsible for the planning and operation of all events and trips associated with the organisation.
6.9 For organised trips, organisations must provide the following:
6.10 Documentation must be submitted no later than 10 working days before the trip commences. Strath Union authorisation must be obtained in writing prior to the commencement of the trip.
6.11 Official organisation communications, including but not limited to notices of Annual General Meetings, Extraordinary General Meetings, constitutional changes, and information relating to Strath Union policies and the Code of Conduct, must be communicated through approved Strath Union systems.
6.12 Organisations may use alternative communication platforms for day-to-day activities and member engagement where these have been approved by the Committee.
6.13 All communications, regardless of platform, must comply with Strath Union policies, including the Code of Conduct, and any applicable legal requirements.
6.14 Organisations must consider accessibility and equal participation when planning activities and communications.
6.15 Where feasible, organisations should consider hybrid or digital engagement methods to improve accessibility.
7.1 All organisation finances must be administered through Strath Union accounts and systems unless otherwise permitted in writing by Strath Union.
7.2 Without the prior written approval from Strath Union, organisations are prohibited from:
7.3 The Treasurer is responsible for ensuring proper administration of organisation finances.
7.4 Strath Union reserves the right to investigate suspected financial misconduct and take action through Disciplinary Procedures.
7.5 Organisation funds may only be used to further the aims and objectives of the organisation and benefit members.
7.6 Expenditure must comply with:
7.7 Organisations must declare any conflicts of interest between suppliers and members.
7.8 Failure to declare a conflict of interest may result in funding being withdrawn or disciplinary action.
7.9 Societies may not use Strath Union or society accounts to fundraise for the direct financial benefit of a named individual.
7.10 Organisations may apply for funding through the relevant Union grant processes.
7.11 Organisations must have completed finance training and grant training prior to submitting a grant application. Applications submitted by organisations that have not completed both training requirements will be deemed ineligible and will not be considered.
7.12 When submitting a grant application, organisations must:
7.13 Where obtaining three quotations is not reasonably possible, organisations must provide written justification for review by the staff or committee designated by Strath Union to administer funding.
7.14 Exceptions may be considered in circumstances including:
7.15 Strath Union may require organisations to complete a grant report detailing how awarded funds were used as a condition of funding.
7.16 Grant reports are mandatory for all awards from the Arts and Culture Fund.
7.17 Unused grant funding may be withdrawn according to timelines set by Strath Union.
7.18 All remaining grant balances may be reclaimed at the end of the academic year unless otherwise agreed.
7.19 Organisations may seek external sponsorship or funding, provided such funding does not conflict with Union policy.
7.20 Organisations must ensure that all external funding is paid directly into their Strath Union account and not into any personal or external account.
7.21 Organisations must not accept support from organisations or individuals prohibited by Union policy.
7.22 Strath Union shall conduct annual spot checks on organisation finances during the months of May, June, and July.
7.23 A minimum of ten organisations holding Union funds shall be selected at random each year for spot checks.
7.24 Additional spot checks may be conducted at the direction of Strath Union Senior Management.
7.25 Spot checks shall normally be conducted jointly by the Opportunities Team and Finance Team, with oversight from Strath Union Senior Management.
7.26 The scope of spot checks may include:
7.27 Any exceptions, concerns, or suspected irregularities identified through spot checks shall be escalated to Strath Union Senior Management.
7.28 Serious concerns may additionally be reported to the Finance, Audit and Risk Committee.
8.1 Disputes within organisations should first be addressed internally where appropriate.
8.2 Disputes within organisations should first be addressed internally where appropriate.
8.3 Breaches of this Policy may result in sanctions including:
9.1 This Policy shall be reviewed periodically by Strath Union to ensure compliance with legal, financial, governance, and operational requirements.
9.2 Strath Union reserves the right to amend procedures, guidance, and operational requirements where necessary.
This document contains the schedules for Societies, Membership Associations and Action Groups under the policy. They all cover the following area for each type of organisation.
Schedules