Clubs and Socs Committee Members Hub

All Clubs and Societies will need to provide the following:

• Society Constitution (template available here)

OR Terms of Reference (examples available here and here)

• Budget Proposal (template available here)

• Names, roles, and contact details of 3 committee members

• Logins for any Club/Society social media/email accounts

• Confirmation that 3+ committee members will attend mandatory trainings, if they have not already

New Clubs and Societies will need to provide the following:

• A brief description of the Club/Society and how it will benefit IADT

• Interest Form (template available here)

Continuing Clubs and Societies will need to provide the following:

• Previous year’s spending accounts (example available here, or use the template for excel or google sheets).

• A report of 2024/2025 activities (example available here)

• A new (or renewed) committee for the academic year starting in September

All documents can be uploaded as part of the application form, which can be accessed here, and must be completed by June 24th at 10am.

The applications of Clubs & Societies are reviewed by the Clubs and Societies Oversight Committee (CSOC) after which they will be assigned one of the following statuses:

• Recognised:

  • Funding allocated for the current semester may not be re-allocated to other Clubs/Societies.

• Probationary:

  • Funding provided may not exceed 5% of the overall amount provided by the institute, which is approximately €2,000.

  • New Clubs/Societies may not be deemed recognised until they are active as Probationary Clubs/Societies for at least 1 full academic year.

• Unrecognised:

  • Shall not be allocated funding or recognised by the CSOC, but may re-apply.

• A total block funding grant is provided to the Students’ Union annually by the Institute, which is allocated across all clubs/societies by the Clubs and Societies Oversight Committee.

• All spending using Clubs & Societies budgets must be tracked or funding may be revoked. This applies even if you do not have a bank account.

  • A spending accounts template can be found here for excel and here for google sheets (make a copy to use).

• Funding may only be distributed directly to Clubs/Societies with their own bank accounts.

• If your Club/Society does not have a bank account, it may seek reimbursements for spending of their budget with receipts.

The full rights and responsibilities of Clubs/Societies are outlined in the following policy as Appendix 2.

Clubs/Societies are expected to adhere to the following responsibilities:

• Carry out activities, events, and/or meetings, on a regular basis, which enrich the college community.

• Have a functional committee, made up of at least 3 students, each of which have an active role in the management of the Club or Society.

• Follow all Union policy in regards to spending and engagement.

• Keep track of all spending throughout the year, and provide complete per-semester accounts including bank statements and receipts to the Oversight Committee.

• Provide its members with the ability to elect its committee, at least once per academic year.

• Ensure the wellbeing of its members at all events and meetings ○ Have a constitution or terms of reference for its members as approved by its members

• Complete any mandatory trainings or procedures as determined by the Oversight Committee

Booking a room for your Club/Society? Email sandra.newell@iadt.ie

Want to book The Chapel for an event? Use the booking form here: https://forms.gle/JQ17kcwrypwLNokUA

• Bookings must be made with at least 1-2 weeks notice due to high demand.

To create a bank account with CORE Credit Union, go to their “Join Now” page.

• The account set up will be a joint account with a member of the IADTSU Executive to ensure effective handover of the account into the future.

• When asked how you meet their “Common Bond” requirements, select “Other” and insert the name of your IADT Club/Society.

• Requirements for account setup:

  • Proof of attendance in IADT (you can get this letter from info@iadt.ie) or, if requested, a proof of registration with IADTSU (you can get this from welfare@iadtsu.ie).

  • Proof of address (i.e. bank statement dated within 6 months)

  • Photo ID (i.e. passport)

• For queries regarding your account setup, contact sheffernan@corecu.ie and CC (copy) eryan@corecu.ie.

• If you contact CORE CU on the phone or in person, you must mention Sinead Heffernan/Eoin Ryan to ensure your query is directed to the right place.