UNIVERSITY STUDENT SOCIETIES REGULATIONS

SUBSIDIARY LEGISLATION 327.621

UNIVERSITY STUDENT SOCIETIES REGULATIONS

15 th November 2018

LEGAL NOTICE 36 of 2019, as amended by Legal Notice 109 of 2019.

1. In these regulations, unless the context otherwise requires,

the terms used shall be taken to mean as indicated hereunder

“Academic Subject” shall mean an academic subject offered by

the College in an Area of Study;

“Alumni” shall mean persons who have been awarded a

qualification by the University such as an undergraduate or

postgraduate certificate, diploma or degree;

“Area of Study” shall mean one of the areas of study offered by

the College or the University;

“Branch” shall mean an outlet at the College of a University-

wide or Specialised Student Society which, although physically

separated from the University-wide or Specialised Student Society’s

main office or main place of activity, does not constitute a separate

Student Society in terms of these Regulations;

“Centre” shall mean a Centre established by the University;

“College” shall mean the Gian Franġisk Abela Junior College;

“College-wide Student Society” shall mean a society as defined

in the Sub-Regulation 3.2 (iii);

“Committee” shall mean the Committee for Student Societies as

per Regulation 4;

“Course” shall mean a course offered by the University through

its Faculties, Institutes, Centres or Schools be it at undergraduate or

postgraduate level;

“Department” shall mean a department within a Faculty at the

University;

“Faculty” shall mean one of the faculties of the University;

“Institute” shall mean an institute established by the University;

“Member” shall mean a natural person who becomes a member

of a Student Society;

“Principally” shall mean at least 75%;

“Registrar” shall mean the Registrar of the University;

“Regulations” shall mean the present regulations entitled

University Student Societies Regulations, 2019;

“School” shall mean a school established by the University;

“Specialised Student Society” shall mean a society as defined in

Sub-Regulation 3.2 (iv);

“Student” shall mean all persons enrolled and studying at the

University or at the College;

“Student Union” shall mean the union as defined in Sub-

Regulation 3.2 (i);

“Student Societies” shall mean all of the following (1) a Student

Union; (2) a University-wide Student Society; (3) a College-wide

Student Society; and (4) a Specialised Student Society;

“University” shall mean the University of Malta;

“University-wide Student Society” shall mean a society defined

in Sub-Regulation 3.2 (ii).

1.2. Except where the context otherwise requires, words

denoting the singular include the plural and the masculine include the

feminine and vice versa.

1. These Regulations shall be applicable from 15 th April,

2019 onwards.

2.2. The purpose of these Regulations is to recognise Student

Societies as well as to regulate the rights, privileges and obligations

arising from their recognition. Provided that, without prejudice to

any exemptions granted by these Regulations, Student Societies may,

on a case by case basis and on good cause being shown, be exempted

by Senate from any of the requirem ents imposed by these

Regulations.

1. A Student Society is an organization whose mission shall

be in conformity with the role of higher education as a public good

and shall consist in preparing University or College Students to

become active participants in civil society.

3.2. Subject to the fulfilment of the requirements of these

Regulations, Senate shall recognize four types of Student Societies as

follows

(i)

Student Union

The Kunsill Studenti Universitarji (KSU) shall be the recognised

Student Union for the promotion of the general interests of

University and College Students and for the provision of an official

channel of communication between said Students and the University

authorities.

(ii)

University-wide Student Societies

University-wide Student Societies are societies the membership

of which is open Principally to University Students and are formed

for the promotion of specific interests of University Students.

(iii)

College-wide Student Societies

College-wide Student Societies are societies the membership of

which is open Principally to College Students and are formed for the

promotion of specific interests of College Students.

Provided that Senate may, due to the sui generis nature of

the College, approve specific regulations for the recognition of

College-wide Student Societies which shall, in the event of

inconsistency with these Regulations, prevail.

(iv) Specialised Student Societies

Specialised Student Societies are societies the membership of

which is open Principally to Students and Alumni of a Faculty,

Department, Institute, Centre, School, Course or Area of Study, or

Academic Subject and are formed for the promotion of specific

interests of Students in that Faculty, Department, Institute, Centre,

School, Course or Area of Study or Academic Subject as the case

may be.

Provided that Senate may, due to the sui generis nature of

the College, approve specific regulations for the recognition of

Specialised Student Societies the membership of which is open

Principally to Students and Alumni of an Area of Study or Academic

Subject taught at the College which shall, i n the event o f

inconsistency with these Regulations, prevail.

COMMITTEE FOR STUDENT SOCIETIES

1 Senate shall establish a Committee for Student Societies

that shall

(a)

review the applications and supporting documents

submitted in terms of these Regulations by

University-wide, College-wide and Specialised

Student Societies for recognition by the

University’s Senate in terms of Sub-Regulations

1. Għaqdiet Studenteski huma mħeġġa li jħaddmu attenzjoni

u ġudizzju fl-għażla tal-isem u jiżguraw li jkun ċar li l-Għaqda

Studenteska hija għaqda magħmula minn Studenti iktar milli korp

uffiċjali, istituzzjoni jew xort’oħra formalment ikkostitwita bħala

parti mill-Università. Barra minn hekk, Għaqdiet Studenteski

m’għandhomx jipproponu isem li hu ambigwu, qarrieqi jew kontra l-

liġi jew il-morali pubblika.

5.2. Għaqda Studenteska li ma timxix mas-Subregolament

imsemmi 5.1 ma tiġix rikonoxxuta mis-Senat. Sakemm li jekk

Għaqda Studenteska rikonoxxuta tibdel isimha sal-punt li l-bidla fl-

isem tikser is-Subregolament 5.1, is-Senat jista’ jeħtieġ lill-Għaqda

Studenteska in kwestjoni temenda l-isem il-ġdid biex jiġi

f ’konformità ma’ dawn ir-Regolamenti. F’każ li l-Għaqda

Studenteska tonqos li timxi skont dan ir-rekwiżit, għandha titqies li

kisret dawn ir-Regolamenti.

1.

Sabiex jiksbu u jżommu r-rikonoxximent mis-Senat

(a)

Għaqdiet Studenteski tal-Università għandu

jkollhom minimu ta’ mitt (100) Membru li huma

Prinċipalment

magħmula

minn

Studenti

Universitarji;

(b)

Għaqdiet Studenteski tal-Kulleġġ għandu jkollhom

minimu ta’ ħamsin (50) Membru li huma

Prinċipalment magħmula minn Studenti tal-

Kulleġġ;

(ċ)

Għaqdiet Studenteski Speċjalizzati għandu

jkollhom minimu ta’ għaxar (10) Membri li huma

Prinċipalment magħmula minn Studenti u Alumni

tal-Fakultà, Dipartiment, Istitut, Ċentru, Skola,

Kors jew Qasam ta’ Studju jew Suġġett

Akkademiku kkonċernat skont il-każ.

Sakemm li l-kompożizzjoni minima għandha tinżamm matul l-

eżistenza ta’ Għaqda Studenteska tal-Università, tal-Kulleġġ jew

Speċjalizzata.

6.2. Sabiex jiksbu u jżommu r-rikonoxximent mis-Senat,

Membri ta’ Għaqdiet Studenteski dejjem għandhom id-dritt iwaqqfu

jew jirrevokaw is-sħubija tagħhom.

6.3. F’każ li persuna tiddeċiedi li twaqqaf jew tirrevoka s-

sħubija tagħha ma’ Għaqda Studenteska, hi mhix intitolata aktar li

tirċievi s-servizzi tagħha u ma titqiesx aktar li għadha tiġi

rrappreżentata mill-Għaqda. Sakemm li, il-persuna li ddeċidiet li

tirrevoka s-sħubija tagħha hi Studenta, din l-Istudenta għandha,

dejjem, tkompli tibbenifika mir-riżultat ta’ kull diskussjonijiet jew

negozjati li l-Għaqda Studenteska tista’ tidħol fihom mal-Università.

6.4. Minkejja s-Subregolament 6.3 preċedenti, l-Għaqdiet

Studenteski għandhom, fejn hu possibbli, ikomplu jagħtu s-servizzi

tagħhom lil dawk l-Istudenti li jiddeċiedu li jwaqqfu jew jirrevokaw

is-sħubija tagħhom u hija wkoll kundizzjoni tal-finanzjament

Universitarju, skont ir-Regolament 7.1, li din għandha tkun hekk.

1. Għaqdiet Studenteski rikonoxxuti għandu jkollhom dawn

id-drittijiet

(a)

jużaw l-isem tal-Università, Kulleġġ jew Fakultà,

Dipartiment, Istitut, Ċentru, Skola, Kors jew

Qasam ta’ Studju jew Suġġett Akkademiku

relevanti meta qegħdin jagħtu isem lill-għaqdiet

tagħhom u fid-dokumenti u komunikazzjonijiet

uffiċjali tagħhom; u

(b)

japplikaw għal għotjiet li jistgħu jinħarġu għal dan

l-għan mill-Università; u

(ċ)

japplikaw għal spazju ta’ uffiċċju.

1. Sabiex iżżomm ir-rikonoxximent tas-Senat, kull Għaqda

Studenteska rikonoxxuta għandu jkollha u żżomm ma’ dawn ir-

responsabbiltajiet li ġejjin

(i)

Statut

L-istatut ta’ kull Għaqda Studenteska rikonoxxuta għandu, kull

ħin, ikun skont ir-rekwiżiti tas-Subregolament 12.2 u kull referenza li

ssir għal Għaqdiet Studenteski tal-Università, tal-Kulleġġ, u

Speċjalizzati għandha tkun referenza għall-Għaqdiet Studenteski

kollha; u

(ii) Objettivi,

Funzjonijiet,

Affarijiet,

Azzjonijiet,

Avvenimenti U Attivitajiet

L-objettivi, funzjonijiet, affarijiet, azzjonijiet, avvenimenti u

attivitajiet ta’ Għaqda Studenteska rikonoxxuta għandhom ikunu

skont il-Liġi u m’għandhomx, bl-ebda kwalunkwe mod, itellfu l-

għanijiet jew jipperikolaw ir-reputazzjoni tal-Università; u

(iii) Accounts U Finanzjar

(a)

Rekords xierqa ta’ kull transazzjoni finanzjarja

għandhom jinżammu mill-Għaqda Studenteska

rikonoxxuta u jistgħu jiġu eżaminati fi kwalunkwe

ħin mid-Direttur tal-Finanzi tal-Università jew

mid-delegat tiegħu; u

(b)

Il-flejjes, l-għotjiet miksuba u l-fondi miġbura mill-

Għaqda Studenteska rikonoxxuta għandhom jiġu

użati biss mill-istess Għaqda biex tissodisfa l-

għanijiet mhux għall-profitt tagħha skont l-istatut;

u

(iv)

Rekwiżiti Kontinwi Oħra

Barra minn hekk, Għaqda Studenteska rikonoxxuta għandha

(a)

jkollha Kumitat Eżekuttiv li għandu għal, tal-inqas,

l-ewwel sitt (6) xhur konsekuttivi wara l-elezzjoni

annwali, ikun magħmul Prinċipalment minn

Studenti Universitarji fil-każ ta’ Għaqdiet

Studenteski tal-Università, u Prinċipalment minn

Studenti tal-Kulleġġ fil-każ ta’ Għaqdiet

Studenteski tal-Kulleġġ. L-istess għandu japplika

fil-każ ta’ Għaqdiet Studenteski Speċjalizzati meta

l-kumitat eżekuttiv għandu, tal-inqas, fl-ewwel sitt

(6) xhur konsekuttivi wara l-elezzjoni annwali

tiegħu, ikun magħmul Prinċipalment minn Studenti

ta’ Fakultà, Dipartiment, Istitut, Ċentru, Skola,

Kors jew Qasam ta’ Studju jew Suġġett

Akkademiku relevanti skont kif ikun il-każ;

(b)

timxi skont ir-Regolamenti 5 u 6; u

(ċ)

tissottometti lir-Reġistratur l-informazzjoni li ġejja

fi żmien tliet (3) xhur mil-Laqgħa Annwali

Ġenerali tagħha

-

Rapport qasir tal-attivitajiet tagħha matul is-sena ffirmat

mir-rappreżentanti legali tagħha; u

-

L-ismijiet sħaħ, in-numri tal-karta tal-identità, l-irwol li

jokkupaw fil-kumitat eżekuttiv, in-numri ta’ kuntatt u l-firem

oriġinali tal-persuni li bħalissa jiffurmaw il-kumitat eżekuttiv tagħha;

u

-

Kopja tal-minuti ffirmati tal-laqgħa ġenerali annwali u tal-

laqgħat ġenerali straordinarji organizzati matul is-sena, li kopja

għandha tkun kontrofirmata mir-rappreżentanti legali; u

-

Dikjarazzjoni ffirmata mir-rappreżentanti legali tagħha

jekk kisbet jew ma kisbitx matul is-sena xi affiljazzjonijiet jew

konnessjonijiet ma’ persuni, klabbs, għaqdiet, kumpaniji u/jew xi

organizzazzjonijiet oħra, u jekk iva, tidentifikahom; u

-

Notifika ta’ bidliet tal-indirizz reġistrat tagħha u, jekk iva,

awtorizzazzjoni bil-miktub biex tintuża l-propjetà l-ġdida bħala l-

indirizz reġistrat jekk u fejn applikabbli; u

-

Notifika fuq kwalunkwe emendi li saru fl-istatut, liema

emendi, fil-każ ta’ Għaqdiet Studenteski tal-Università, tal-Kulleġġ,

u Speċjalizzati, iridu jkunu finalment approvati mis-Senat; u

-

Dikjarazzjoni dettaljata tal-assi preżenti tagħha kif ukoll

tad-dħul u n-nefqa tas-sena preċedenti (bl-irċevuti mehmuża)

iffirmata mir-rappreżentant legali tagħha. L-accounts sottomessi

huma suġġett għal verifika mill-Uffiċċju tal-Finanzi tal-Università; u

(d)

jekk l-emendi fl-istatut huma approvati mis-Senat

skont il-paragrafu preċedenti, kopja ċċertifikata

vera tal-istatut aġġornat għandha tiġi sottomessa

lir-Reġistratur li tkun iffirmata mir-rappreżentant

legali fuq kull paġna; u

(e)

tinżamm lista aġġornata tal-Membri kurrenti (bl-

ismijiet sħaħ u n-numri tal-karti tal-identità) li

għandha tkun disponibbli biss għal għanijiet ta’

verifika mill-Università kull ħin.

8.2. Nuqqas ta’ sottomissjoni tal-informazzjoni msemmija fis-

Subregolament 8.1 (iv) (ċ) u (d) minn Għaqda Studenteska

rikonoxxuta, jista’ jwassal għas-suspensjoni tar-rikonoxximent.

F’każ li l-Għaqda Studenteska in kwestjoni tibqa’ ma tgħaddix din l-

informazzjoni għal perjodu ta’ sitt (6) xhur mill-avviż li jingħatalha

biex tgħaddi din it-tali informazzjoni, is-Senat jista’ jirrevoka r-

rikonoxximent ta’ dik l-Għaqda Studenteska. Ir-Revoka għandha,

ipso facto jkollha l-effett ta’ tħassir tal-Għaqda Studenteska mil-lista

tal-Għaqdiet Studenteski reġistrati.

1. Għaqdiet Studenteski tal-Università, tal-Kulleġġ, u

Speċjalizzati rikonoxxuti li ma jorganizzawx Laqgħa Ġenerali

Annwali fi kwalunkwe sena għandhom fedelment jinfurmaw lir-

Reġistratur b’dan sabiex ikunu skużati milli jissottomettu d-

dokumenti kkontemplati mis-Subregolament 8.1. (iv) (ċ) u (d). B’dan

il-mod, Għaqda Studenteska tal-Università, tal-Kulleġġ, jew

Speċjalizzata rikonoxxuta titqies bħala inattiva. Nuqqas li r-

Reġistratur tkun informata jista’ jirriżulta fil-konsegwenzi

kkontemplati fis-Subregolament 8.2 aktar ’il fuq.

9.2. Jekk Għaqda Studenteska tal-Università, tal-Kulleġġ, jew

Speċjalizzata rikonoxxuta titqies bħala inattiva, hi tista’ terġa’ tattiva

l-istatus tagħha permezz ta’ applikazzjoni f’forma preskritta, liema

applikazzjoni għandha, fuq rakkomandazzjoni tal-Kumitat, tiġi

approvata jew le mis-Senat. Sakemm li Għaqda Studenteska tal-

Università, tal-Kulleġġ, jew Speċjalizzata li l-applikazzjoni tagħha

kif imsemmi tiġi miċħuda skont dan ir-Regolament għandu jkollha d-

dritt li titlob lis-Senat biex jikkunsidra mill-ġdid id-deċiżjoni wara

kwalunkwe sottomissjoni ppreżentata bil-miktub lis-Senat minn

Għaqda Studenteska tal-Università, tal-Kulleġġ jew Speċjalizzata in

kwestjoni mhux iktar tard minn tletin (30) ġurnata min-notifikazzjoni

tad-deċiżjoni tas-Senat.

9.3. Applikazzjoni biex terġa’ tattiva l-istatus inattiv ta’

Għaqda Studenteska tal-Università, tal-Kulleġġ jew Speċjalizzata

għandha tkun sottomessa lill-Kumitat flimkien mad-dokumenti kif

kontemplati fis-Subregolament 12.1 (a), (b), (ċ) (d) u (g). L-ebda

Għaqda Studenteska tal-Università, tal-Kulleġġ jew Speċjalizzata

inattiva m’għandha titqies riattivata sakemm tirċievi konferma bil-

miktub mis-Senat f’dan ir-rigward.

9.4. Mingħajr preġudizzju għall-ġeneralità tas-Subregolament

9.2, is-Senat għandu jipprekludi Għaqda Studenteska tal-Università,

tal-Kulleġġ jew Speċjalizzata inattiva milli terġa’ tattiva l-istatus

tagħha fejn hemm bidla sostanzjali fl-għan, funzjonijiet jew objettivi

tagħha.

9.5. Fi kwalunkwe każ, is-Senat jista’ jirrevoka, mingħajr ma

jagħti twissija minn qabel, ir-rikonoxximent ta’ Għaqda Studenteska

tal-Università, tal-Kulleġġ jew Speċjalizzata li ilha inattiva għal

minimu ta’ erba’ snin, li f ’liema każ l-isem tat-tali Għaqda

Studenteska tal-Università, tal-Kulleġġ jew Speċjalizzata għandu

jkun maqtugħ mil-lista ta’ Għaqdiet Studenteski reġistrati.

1. Kwalunkwe Għaqda Studenteska li ġiet sospiża skont is-

Subregolament 8.2 jew ġiet titqies bħala inattiva skont is-

Subregolament 9.1 hawn fuq m’għandhiex tuża l-benefiċċji tar-

rikonoxximent sakemm is-sospensjoni titneħħa jew sakemm ir-

rikonoxximent tagħha jerġa’ jiġi attiv skont is-Subregolament 9.3.

1. Mingħajr preġudizzju għar-Regolament 9.5, Għaqda

Studenteska rikonoxxuta tista’, wara li tingħata l-opportunità li

tinstema’ u tiddefendi lilha nnifisha, ikollha r-rikonoxximent tagħha

rrevokat mis-Senat jekk

(a)

kisbet rikonoxximent mis-Senat billi għamlet

rappreżentazzjonijiet foloz u/jew dikjarazzjonijiet

frawdolenti. F’dan il-każ, l-Għaqda Studenteska in

kwestjoni hi wkoll meħtieġa li tagħti lura

kwalunkwe għotjiet jew xi benefiċċji oħra li jista’

jkun kisbet matul iż-żmien li kienet rikonoxxuta;

jew

(b)

ma tibqax iktar tissodisfa l-kundizzjonijiet li

jinsabu f’dawn ir-Regolamenti; jew

(ċ)

ma tkunx wettqet l-affarijiet tagħha b’manjiera

xierqa jew kisret dawn jew regolamenti oħra

Universitarji jew tal-Kulleġġ; jew

(d)

l-objettivi,

il-funzjonijiet,

l-azzjonijiet,

l-

avvenimenti u l-attivitajiet minn Għaqda

Studenteska rikonoxxuta mhumiex skont il-Liġi

jew itellfu l-għanijiet jew jipperikolaw ir-

reputazzjoni tal-Università u/jew tal-Kulleġġ.

11.2. Rikonoxximent ta’ Għaqda Studenteska jista’ wkoll jiġi

rrevokat mis-Senat jekk il-Membri eżekuttivi, waqt li jaġixxu fil-

kapaċità bħala Membri eżekuttivi jew f’isem l-Għaqda Studenteska

in kwestjoni, jew instabu ħatja ta’ offiża kriminali minn qorti ta’

ġudikatura kriminali u/jew itebbgħu fi kwalunkwe manjiera r-

reputazzjon

11.3. Għaqda Studenteska li r-rikonoxximent tagħha ġie

rrevokat skont dan ir-Regolament għandha d-dritt li tistaqsi lis-Senat

biex jikkunsidra mill-ġdid id-deċiżjoni wara sottomissjoni bil-miktub

ippreżentata lis-Senat mill-Għaqda Studenteska in kwestjoni mhux

aktar tard minn tletin (30) ġurnata min-notifika tar-revokazzjoni.

1, 12.3 and 12.5 as well as reactivation of

recognition by the University’s Senate in terms of

Sub-Regulation 9.2; and

(b)

forward recommendations to Senate for the

recognition or otherwise and for the reactivation of

recognition or otherwise of University-wide,

College-wide and Specialised Student Societies in

terms of the preceding paragraph (a); and

(c)

without prejudice to the powers of the Registrar

under these Regulations, take all necessary action

to ensure that these Regulations are adhered to and

implemented.

5.1. Student Societies are encouraged to exercise proper care

and judgment in the choice of name and to ensure that it is clear that

the Student Society is a society made up of Students rather than an

official body, institution or otherwise formally constituted part of the

University. Moreover, Student Societies shall not propose a name

that is ambiguous, misleading or contrary to law or public morals.

5.2. A Student Society that does not abide by the preceding

Sub-Regulation 5.1 shall not be recognised by Senate. Provided that

if a recognised Student Society changes its name to the extent that

such change in name contravenes Sub-Regulation 5.1, Senate may

require the Student Society in question to amend the new name to

bring it in line with these Regulations. In the event that the Student

Society fails to abide by such a requirement, it shall be deemed to be

in breach of these Regulations.

6.1.

In order to obtain and maintain Senate recognition

(a)

University-wide Student Societies shall have a

minimum of one hundred (100) Members which are

Principally composed of University Students;

(b)

College-wide Student Societies shall have a

minimum of fifty (50) Members which are

Principally composed of College Students;

(c)

Specialised Student Societies shall have a

minimum of ten (10) Members which are

Principally composed of Students and Alumni of

the relevant Faculty, Department, Institute, Centre,

School, Course or Area of Study or Academic

Subject as the case may be.

Provided that this minimum composition shall be retained

throughout the lifetime of a University-wide, College-wide or

Specialised Student Society.

6.2. In order to obtain and maintain Senate recognition,

Members of Student Societies shall have the right, at all times, to opt

out of or to revoke their own membership.

6.3.

In the event that a person opts out of or revokes his

membership with a Student Society, he shall no longer be entitled to

receive its services and is no longer regarded as being represented by

the same. Provided however that, if the person who has opted out of

or revoked his membership is a Student, such Student shall, at all

times, continue to benefit from the outcome of any discussions or

negotiations which that Student Society may enter into with the

University.

6.4. Notwithstanding the preceding Sub-Regulation 6.3,

Student Societies shall, wherever possible, continue to make their

services available to those Students who choose to opt out of or to

revoke their membership with the same and it is also a condition of

University funding, in terms of Regulation 7.1, that this should be so.

7.1

Recognised Student Societies shall have the following

rights

(a)

to use the name of the University, College or

relevant Faculty, Department, Institute, Centre,

School, Course or Area of Study or Academic

Subject when naming their societies and in their

official documents and communications;

(b)

to apply for grants that may be issued for this

purpose by the University; and

(c)

to apply for available office space.

8.1. In order to maintain Senate recognition, every recognised

Student Society shall have and maintain the following

responsibilities

(i)

Statute

The statute of every recognised Student Society shall, at all

times, be in accordance with the requirements of Sub-Regulation

12.2 and any reference therein to University-wide, College-wide and

Specialised Student Societies shall be a reference to all Student

Societies; and

(ii) Objectives, Functions, Affairs, Actions, Events And

Activities

The objectives, functions, affairs, actions, events and activities

of a recognised Student Society shall be in accordance with the Law

and shall not, in any manner whatsoever, hinder the aims or

jeopardize the reputation of the University; and

(iii)

Accounts and Financing

(a)

Proper records of all financial transactions shall be kept

by the recognised Student Society and may be viewed at any time by

the Director of Finance of the University or his delegate; and

(b)

Any monies, grants obtained and funds raised by the

recognised Student Society shall only be used by the same Society to

fulfil its non-profit objectives in terms of its statute; and

(iv)

Other Continuing Requirements

Moreover, a recognised Student Society shall

(a)

have an Executive Committee which shall for, at

least, the first six (6) consecutive months after its

yearly election, be composed Principally of

University Students in the case of University-wide

Student Societies, and Principally of College

Students in the case of College-wide Student

Societies. The same shall apply in the case of

Specialised Student Societies in that the executive

committee shall for, at least, the first six (6)

consecutive months after its yearly election, be

composed Principally of Students of a relevant

Faculty, Department, Institute, Centre, School,

Course or Area of Study or Academic Subject as

the case may be;

(b)

abide by Regulations 5 and 6; and

(c)

submit to the Registrar the following information

within three (3) months of its Annual General

Meeting

-

A brief report of its activities during the year signed by its

legal representatives; and

-

The full names, identity card numbers, the role they

occupy in the executive committee, contact numbers and original

signatures of the persons currently forming its executive committee;

and

-

A copy of the signed minutes of the annual general

meeting and other extraordinary general meetings held throughout

the y ear, whi ch copy sh all b e co unt er-sign ed by t he legal

representatives; and

-

A declaration signed by its legal representatives as to

whether or not it has, throughout the year, acquired any new

affiliations or connections with other persons, clubs, societies,

companies and/or other organizations and, if so, the identity of such;

and

-

Notification of any changes to its registered address and,

if so, written authorization to use the new property as its registered

address if and where applicable; and

-

Notification of any amendments effected to its statute,

which amendments, in the case of University-wide, College-wide

and Specialised Student Societies, are to be ultimately approved by

Senate; and

-

a detailed statement of its current assets as well as its

income and expenditure of the preceding year (supported by receipts)

signed by its legal representatives. The accounts so submitted shall be

subject to audit by the Finance Office of the University; and

(d)

if amendments to the statute are approved by

Senate in accordance with the preceding paragraph,

submit to the Registrar a certified true copy of the

updated statute which is signed by the legal

representatives on every page; and

(e)

retain an updated list of its current Members (with

full names and identity card numbers) which shall

be available for audit purposes only to the

University at any time.

8.2. Failure of a recognised Student Society to submit the

information mentioned in Sub-Regulation 8.1 (iv) (c) and (d) may

initially entail the suspension of recognition. In the event that the

Student Society in question remains in default of filing such

information for a period of six (6) months from notice being given to

it that it has failed to file such information, Senate may revoke the

recognition of that Student Society. Revocation shall, ipso facto have

the effect of striking off the Student Society from the list of

registered Student Societies.

9.1. Recognised

University-wide,

College-wide

and

Specialised Student Societies which do not hold an Annual General

Meeting in any given year shall faithfully inform the Registrar to this

effect so that they may be excused from submitting the documents

contemplated by Sub-Regulation 8.1 (iv) (c) and (d). In this way, the

recognised University-wide, College-wide or Specialised Student

Society will be deemed to be dormant. Failure to inform the Registrar

as aforesaid may result in the consequences contemplated by Sub-

Regulation 8.2 above.

9.2. Should a recognised University-wide, College-wide or

Specialised Student Society be deemed to be dormant, it may re-

activate its status by means of an application in the prescribed form,

which application shall, on the recommendation of the Committee,

be approved or otherwise by Senate. Provided that a University-wide,

College-wide or Specialised Student Society whose application as

aforesaid is rejected in terms of this Regulation shall have the right to

ask Senate to reconsider its decision further to any written

submissions presented to Senate by the University-wide, College-

wide or Specialised Student Society in question not later than thirty

(30) days from the notification by Senate of its decision.

9.3. An application to re-activate the status of a dormant

University-wide, College-wide and Specialised Student Society shall

be submitted to the Committee together with those documents

contemplated in Sub-Regulation 12.1 (a), (b), (c), (d) and (h). No

dormant University-wide, College-wide or Specialised Student

Society shall be deemed reactivated unless and until it receives

Senate’s written confirmation in this respect.

9.4. Without prejudice to the generality of Sub-Regulation 9.2,

Senate shall preclude a dormant University-wide, College-wide or

Specialised Student Society from reactivating its status when there is

a substantial change in its purposes, functions or objectives.

9.5. In any case, Senate may revoke, without prior warning,

the recognition of a University-wide, College-wide or Specialised

Student Society which has been dormant for a minimum of four (4)

years, in which case the name of such a University-wide, College-

wide or Specialised Student Society shall be struck off the list of

registered Student Societies.

10.1 Any Student Society which has been suspended in terms

of Sub-Regulation 8.2 or deemed to be dormant in terms of Sub-

Regulation 9.1 hereof shall not avail itself from the benefits of

recognition until its suspension is lifted or until its recognition has

been reactivated in terms of Sub-Regulation 9.3.

11.1. Without prejudice to Regulation 9.5, a recognised Student

Society may, after being given an opportunity to be heard and defend

itself, have its recognition revoked by Senate if

(a)

it has obtained Senate recognition by making false

representations and/or fraudulent declarations. In

such an event, the Student Society in question shall

also be required to refund any grants or other

benefits it may have availed itself of during the

time it was so recognised; or

(b)

it no longer satisfies the conditions contained in

these Regulations; or

(c)

it has either not conducted its affairs in a proper

manner or has breached these or other University

and/or College regulations; or

(d)

the objectives, functions, actions, events and

activities of a recognised Student Society are not in

accordance with the Law or they hinder the aims or

jeopardize the reputation of the University and/or

the College.

11.2. Recognition of a Student Society may also be revoked by

Senate if the executive Members thereof, while acting in their

capacity as executive Members of or in the name of the Student

Society in question, are either found guilty of a criminal offence by a

court of criminal judicature and/or otherwise tarnish in any manner

whatsoever the reputation of the University.

11.3. A Student Society whose recognition has been revoked in

terms of this Regulation shall have the right to ask Senate to

reconsider its decision further to any written submissions presented

to Senate by the Student Society in question not later than thirty (30)

days from the notification of revocation.

12.1 University-wide, College-wide and Specialised Student

Societies have to apply to Senate according to the procedure outlined

in this Regulation in order to obtain Senate recognition. The

procedure consists in completing and submitting to the Committee

the relevant application form together with the following documents

(a)

a certified true copy of its statute. Provided that the

original statute must meet the requirements of Sub-

Regulation 12.2 below and be signed by the legal

representatives of the University-wide, College-

wide or Specialised Student Society on every page;

and

(b)

an updated list of its Members at the time of its

application, which list shall be in accordance with

Sub-Regulation 6.1 and shall include the full name,

identity card number and original signature of each

Member; and

(c)

an original sworn declaration by its legal

representatives confirming the authenticity of the

signatures of its Members as per the previous

paragraph and confirming that the requirements

established by Sub-Regulation 6.1 have been met.

The University reserves the right to request further

details of the Members of any University-wide,

College-wide or Specialised Student Society in

order to ensure that the provisions of these

Regulations concerning Members are met; and

(d)

a list of all the current executive Members with

their full names, their identity card numbers, the

role they occupy in the executive committee, their

contact numbers and their original signatures; and

(e)

proof that it has been functioning for a minimum

period of three (3) calendar months prior to the

submission of the application for recognition; and

(f)

written authorization to use the property listed as its

registered address as the registered address if and

where applicable; and

(g)

a declaration by its legal representatives as to

whether or not it has any existing affiliations or

connections with other persons, clubs, societies,

companies and/or other organizations and, if so, the

identity of such; and

(h)

a copy of the signed minutes of the annual/

extraordinary general meeting at which the

submitted version of the statute and the option to

apply for Senate recognition was approved and the

current executive committee was elected. The copy

must be counter-signed by the legal representatives.

Provided that the Committee may ask any Student Society

to provide further information if this is considered necessary to

properly evaluate the application form.

12.2. The statute of every University-wide, College-wide and

Specialised Student Society shall, for the purposes of recognition by

Senate

(a)

be adopted by its Annual or Extraordinary General

Meeting in accordance with the procedures

proposed in the same statute; and

(b)

include on pain of nullity

(i)

a provision setting out the objectives and

functions of the University-wide, College-

wide or Specialised Student Society, which

objectives and functions shall be in

accordance with the Law and shall not, in

any manner whatsoever, hinder the aims or

jeopardize the reputation of the University;

and

(ii)

a provision containing its registered address

as well as a provision stating whether it is a

University-wide,

College-wide

or

Specialised Student Society. Provided that if

it is a Specialised Student Society, the same

provision shall state whether it is organised

on a Faculty, Department, Institute, Centre,

UNIVERSITY STUDENT SOCIETIES

School, Course or Area of Study or

Academic Subject level; and

(iii)

a provision concerning the composition of

the executive committee which shall be

composed as per Sub-Regulation 8.1 (iv) (a)

and which shall, at a minimum, consist of

four (4) members occupying the following

roles or their equivalent: a President, a Vice-

President, a Secretary General and a

Treasurer; and

(iv)

a provision containing a brief definition of

the functions and associated duties of each of

the Members comprising the executive

committee; and

(v)

a provision establishing annual fair and

transparent elections of the executive

committee, which system shall be duly

implemented; and

(vi)

a provision for the notification and holding

of executive committee meetings; and

(vii) a provision containing procedures to be

adopted in connection with executive

committee meetings which shall include the

quorum required for such meetings to take

place as well as voting requirements and

procedures; and

(viii) a provision for the notification and holding

of annual and other general meetings; and

(ix)

a provision containing procedures to be

adopted in connection with annual or other

general meetings which shall include the

quorum required for such meetings to take

place as well as voting requirements and

procedures; and

(x)

a provision containing the procedures to be

adopted when amendments are made to the

existing statute, which amendments are to be

approved by the annual or other general

meeting of the University-wide, College-

wide or Specialised Student Society in

question. Provided that when amendments to

the statute are required in order to obtain or

maintain

Senate

recognition,

such

UNIVERSITY STUDENT SOCIETIES

amendments may not require approval by the

annual or other general meeting but may be

decided upon by the executive committee;

and

(xi)

a provision stipulating the source, custody

and expenditure of the funds of the

University-wide,

College-wide

or

Specialised Student Society that must

comply with good financial practices and

which do not jeopardize the governance of

the University-wide, College-wide or

Specialised Student Society in question; and

(xii) a provision establishing its legal and judicial

representatives which shall, in no case,

consist of less than two (2) Student Members

from the executive committee acting jointly;

and

(xiii) a provision containing the procedures to be

adopted for the purpose of its dissolution and

the devolution of its assets, which

dissolution and devolution must be

ultimately approved by the annual or other

general meeting. Provided that any assets

remaining after all liabilities have been

discharged cannot devolve, whether directly

or indirectly, upon or in favour of any

present or former Member (including any

executive committee Member) of the

University-wide,

College-wide

or

Specialised Student Society as the case may

be; and

(xiv) a provision setting out a procedure by means

of which a person may become a Member of

the University-wide, College-wide or

Specialised Student Society in question as

well as a procedure by means of which the

same person may revoke the said

membership; and

(xv)

a provision establishing a mechanism to deal

efficiently and fairly with disputes arising

between its Members (including executive

committee Members) or out of the manner in

which the University-wide, College-wide or

Specialised Student Society is being

administered or run; and

(xvi) a provision catering for the operation of a

Branch in the event that the University-wide

or Specialised Student Society has or

foresees the opening of such a Branch, which

provision shall also cater for the

establishment of a sub-committee composed

Principally of College Students.

12.3. The Committee shall examine the statute of each

University-wide, College-wide and Specialised Student Society that

applies for Senate recognition to ensure that it is in conformity with

the requirements of these Regulations.

12.4. No University-wide, College-wide or Specialised Student

Society shall be deemed to be recognised unless and until it receives

Senate’s written confirmation in this respect. Provided that a

University-wide, College-wide or Specialised Student Society whose

application for recognition has been rejected in terms of this

Regulation shall have the right to ask Senate to reconsider its

decision further to any written submissions presented to Senate by

the University-wide, College-wide or Specialised Student Society in

question not later than thirty (30) days from the notification by

Senate of its decision.

12.5. A recognised University-wide Student Society which

converts into a Specialised Student Society at the University or vice

versa and a recognised College-Wide Student Society which converts

into a Specialised Student Society at the College and vice versa may

continue to be so recognised provided that the relevant changes to the

statute are first undertaken in accordance with the procedure outlined

in the same statute and provided that the requirements for recognition

as a converted University-wide, College-wide or Specialised Student

Society (as the case may be) are fulfilled as per these Regulations

and notified to the Committee for approval or otherwise by Senate in

the prescribed form and manner.

1. Recognised Student Societies, whether or not they use the

name of the University, the College, a Faculty, Department, Institute,

Centre, School, Course or Area of Study, or Academic Subject in

their title, and whether or not they carry on their business on

University or College premises, are bodies independent of and

distinct from the University and the College. The University and the

College do not accept any responsibility for any debts or liabilities

they may incur.

1. Without prejudice to the powers of the Registrar under

these Regulations, the Registrar or her delegate shall, at all times,

keep

(a)

a list of all the Student Societies recognised by

Senate; and

(b)

the status of all recognised Student Societies

(whether activated or dormant); and

(c)

the dates of the respective Annual General

Meetings of recognised Student Societies; and

(d)

a copy of the latest version of the statutes of each

recognised Student Society; and

(e)

details of the current Members of the executive

committee of recognised Student Societies.

1 Any University-wide, College-wide and Specialised

Student Societies that were recognised by Senate prior to the coming

into force of these Regulations shall continue to be so recognised

provided that they abide by the requirements of these Regulations

and submit to Senate a revised statute in accordance with Sub-

Regulation 12.2 within two (2) calendar years of the coming into

force of these Regulations. Without prejudice to the generality of

Regulation 9, a recognised Student Society that fails to submit a

revised copy of the statute as aforesaid shall be considered to be

dormant in terms of the same Regulation 9.

1 The recognition of any Student Society in terms of these

Regulations shall be approved by Senate only for the purpose of and

in furtherance of the facilitation of the participation by the Student

Society within the auspices of academic life. Provided that the

recognition by Senate of any Student Society may not and shall not

be interpreted or construed to convey any other state of affairs and/or

right and/or obligation unless it strictly falls within the purview of

these Regulations.