RE-AFFILIATIONS FOR 2027 OPEN 28TH SEPTEMBER 2026

Every club needs to re-affiliate each year to stay affiliated with OUSA, and it's what keeps you eligible for benefits like regular room bookings, Clubs Day, equipment hire, and grant funding.

We strongly recommend getting it done before December. Clubs that re-affiliate early get first notice for Clubs Day, marketing in hall packs, and other opportunities early in the new year. It also means your incoming committee can hit the ground running with events rather than paperwork.

What you'll need to submit

1. 2026 AGM minutes
2. Your constitution
3. 2027 committee details (names, student ID numbers, and roles)
4. Confirmation that your details are up to date on Sporty

1. AGM Minutes

Before the meeting:

• Give all members notice in line with your constitution, and make sure the agenda is accessible to everyone.
• AGMs can be held online if meeting in person is difficult, as long as you still meet your constitutional requirements.
• You must meet quorum (as set out in your constitution) for the AGM to count.
• Record everyone who attends. This list should match the members listed in the Clubs Portal.
• Use our AGM minutes template to make sure you get through everything you need! 

Your agenda should include:

• President's Report: read out and included in the minutes, covering the year's highlights and what could be improved.
• Treasurer's Annual Financial Report: including event budgets and account information.
• Election of the 2027 committee: follow the process in the AGM Minutes Template. Voting can be by ballot or show of hands unless your constitution says otherwise.
• Asset Register: an updated list of all club assets and their depreciated value.
• Bank signatories: record the new signatories on the club bank account.
• Constitution changes: discuss, approve, and record any changes. All clubs will have an updated constitution this year.
• Membership fees: discuss fees and expected costs for next year.
• Events for 2027: brainstorm and plan. For big events, think about a backup plan in case ticket sales are low, and only promise what you can deliver.
• Advice for the incoming committee: e.g. check the club email daily, get familiar with the Clubs Portal, attend Clubs Council meetings and workshops, watch the training videos, and learn how grant applications and event planning work.
• Incorporated Societies Act 2022 (Incorporated Societies only): discuss the new Act and review the required documents.
• General business.

2. Constitution

Your constitution sets out how your club runs: its purpose, membership, officers, rules, responsibilities, and meetings. That's why it's important to keep it current. [Find out more here]

If you're making changes:

• Record them in your AGM minutes.
• Track or highlight the changes in the document, and add a comment explaining each one.
• Some changes may need to be ratified by the OUSA Executive.

No changes this year? No stress. Just send us your most recent ratified version.

3. Membership/Committee details

• A full list of your 2027 committee with names, student ID numbers, and roles.
• Contact details for your incoming President, Secretary, and Treasurer.
• Your club needs at least 10 members, and at least 90% of members must be University of Otago or Otago Polytechnic students.
• Make sure your Current/Active Members list is up to date. You can ask this year's members (including committee) to complete the Membership Registration on your club's page of the OUSA website.

4. Sporty / Clubs Portal

• Give your incoming President and/or Secretary access to the club email, social media accounts, and the Sporty Clubs Portal. Updating any contact information as needed.
• Check your club details on the OUSA Clubs List (description, contact info, social links) and submit any changes here.
• If you have a locker at Clubs & Socs, update your Locker Access List

Need a hand? Email the Clubs Development Officer at cdo@ousa.org.nz, or reach out to your Clubs Rep. We're happy to help!