Steps to form a new society

Step 1. Contact the Director of Club & Society Affairs to share your society idea by completing this form.
The director will be able to guide you through the registration requirements and highlight the main pitfalls in the process. Also, the registration process is rather lengthy, and starting early in the semester will be key to your success. Most students and faculty get extremely busy during the last few weeks of the semester.

 

Step 2. Form your leadership team.
One of the common mistakes is trying to form a society and do all the administrative work alone. We are looking for a leadership team who will spread the load equally among themselves. The leadership team will also ensure the continuity of the society for years to come, so having a good mix of students with diverse backgrounds will make the task easier. The minimum size of the leadership team is three, but we recommend forming a group of five to seven. Your leadership team will later become your first Board of Directors.

1. Conduct at least two meetings with students interested in participating in the society
2. Identify 10 interested degree candidates willing to petition for the society and serve as officers or voluntary members for the entirety of the inaugural semester
3. Select three members for the officer positions below: President, Vice-President, Director of Events

Step 3. Engage your community
During the formation of your society, you can start organizing events and holding discussions with your constituency. This will help you shape your mission statement and the main objectives of your society. Remember, the society is a representation of its members, so getting to know your people will guide you toward successful outcomes. HESA does not provide or share student names or contact details – building your community will be your leadership team’s responsibility.

Step 4. Find a faculty advisor.
The society approval process requires faculty member support. This person will play the role of a mentor to your board. While the time commitment is fairly low for them, the faculty advisor role is essential at the point of approving your newly-formed club by the Dean of Students Office. They should be your biggest supporter and advocate, vouching for you.

Step 5. Finalize and submit your society documentation
Submit the following documents via email to the Director of Club & Society Affairs: Society Constitution and Anti-Hazing Agreement.