Annual Reaffiliation

First things first, select your group!

Insert your name (the President of your society) and then click "Societies" in the dropdown menu.

Then select your society from the list provided. Don't see your society there? Please email Socs@ ASAP and we'll be happy to help!

Finally, tick the box to confirm you wish to reaffiliate for 2026/27- this confirms that you are willing to abide by the relevent Affiliation Agreement for the upcoming year.

Societies,, Networks, and other student groups are one of the key foundations of St Andrews' position as the UK's leading university for student experience (National Student Survey 2024).

They also help students to develop key professional skills, whether or not they realise they are doing so!  This survey aims to explore how participation in societies of all kinds can assist with professional development. 

The results will help to inform students which societies they can interact with for targeted skills development.

Important: please think carefully about the skills individuals develop and evidence by participating in your society's typical activities rather than focusing on elected roles (ie committee membership).  Be honest, and don't feel the need to name skills 'just because'.  What makes your society different?

If you have any questions, please contact Heather Curtis (Student Developer, IELLI) at saintsprofdev@.  Thank you for your time!

Please fill in the details for your required committee members:

• President (representative to the Union and University)
• Treasurer (handles the financials)
• Secretary (runs several basic society functions like room booking)
• Events/Social Secretary (responsible for events and risk assessments)

Every society has a group email account sponsored by the Activities Team. Your new committee members will have access to this email from 1 May.

Does your society have additional accounts?

You may have accounts if your society runs multiple large events or oversees a subcommittee. If this is the case, please fill out the attached Excel spreadsheet HERE.

In column A, list all email accounts your society owns. You can then list everyone who needs access to the email in the columns to the right. Row 1 has been filled out as an example for you.

All society training is now delivered on our training platform. 2026/27 training will open in April. Please ensure all your incoming committee members are aware they must complete their respective Foundational modules. This is a requirement of affiliation.

There are additional Supplementary modules that we highly encourage your society to complete.

Additionally, please ensure each committee member has created a complete and thorough handover document for thier successor. You may format this however, you like, but please take a look at our template HERE to make sure you've included all the essential information.

Please download the follwing documents and upload the completed versions into the form:

• AGM Minutes
• Constitution as Approved at the AGM
• Aims & Activities Declaration (see our example)
• Cashbook for the current financial year (see our example)
• Financial Plan 2026/27 for next academic year
• Current Members List
• 10 photos from the year

Information about how to use each of the documents can be found below.

AGM Minutes to be completed by the Secretary

Please use this template when creating the minutes for your AGM. It will ensure you fulfill all the criterea required by the Union and, once approved, will carry weight when changing bank signatories.

Constitution as Approved at the AGM to be completed by the Secretary

Your entire constitution should be uploaded into this document and formatted appropriately, even if you haven't edited your constitution this year.

Aims & Activities Declaration to be completed by the Health & Safety Rep

All society activities must be properly risk assessed. The Union has a general risk assessment that will cover a majority of your events. Use this document to declare all activities your society is planning for the upcoming year, and the Risk Assessment Team will reach out in the event that any supplemental risk assessments are needed.

Cashbook for the Current Academic Year to be completed by the Treasurer

Please upload your society's cashbook for the current academic year. Your Treasurer will have been keeping records since this summer past. we have attached an example for your reference, but your society may have your own tempalte already. As a reminder, a cashbook must include the following information:

• Enter each transaction on a new line in the tracker as it happens. This should include all income (membership fees, grants, ticket sales) and all expenditure.

• Fill in the basic details for each entry:

  • Date of transaction

  • Description of the activity or purchase

  • Responsible committee member or event

  • Vendor or organisation involved

• Record the financial information:

  • Budgeted amount (if applicable)

  • Estimated cost

  • Actual amount paid or received

• Use the reference fields (e.g., internal cost codes or invoice references) if your society uses them for tracking expenses.

• Do not edit cells that contain formulas, as these automatically calculate totals and balances.

• Keep the sheet updated regularly so the society always has an accurate picture of its finances.

Financial Plan for the Next Academic Year to be completed by the Treasurer

Your society will likely have funds remaining in your bank account at the end of the year. We completely understand that you will need to retain funds from year to year, but in order to fulfill our duties as a charitable organisation, we need to confirm that you have plans to spend the funds in your account. Use the rows in this sheet to list your rough projection of upcoming costs. Row A has been completed as an example for you. Row B should be your projected costs until the end of 30th April, the end of your term. Additional rows can be added for all projected costs in 2026/27. Please ensure your final total is equal to your current bank balance.

Current Members List to be completed by the Secretary

Please use this template to list all current members of your society. Column A is for their full university email address, column B is for their preferred name, and column C is a tick box you can use to signify that someone bought membership through your society rather than through the Union website. You must have at least 25 members to reaffiliate for 2026/27.

10 Photos from the Year to be completed by the Events/Social Secretary

These are entirely up to you! Please select some photos you would like the Union to use in promotional material for your society. These photos will also be sent to the University archives for long-term storage.