1.1 Student members of the University who form a club or society, or an organisation for whatever purpose (including one for the publication of a journal, newspaper or magazine, whether in hard copy or electronic format), and who wish to use the name and/or Arms of the University in its title or the word ‘Oxford’ in the title of a journal, newspaper or magazine, shall:
(1) register with the Proctors;
(2) obtain the consent of the Vice-Chancellor; and
(3) sign the University’s standard form of trademark licence.
1.2 The Vice-Chancellor will not consider applications for consent until the club, society or organisation has been registered with the Proctors for two consecutive terms, and consent may be withdrawn as he or she thinks fit. Any consent granted by the Vice-Chancellor shall be withheld or withdrawn if the registration of the club, society or organisation concerned lapses or is withdrawn or withheld by the Proctors.
1.3 A club, society or organisation which does not wish to use the name of the University in its title may also register with the Proctors if it conforms with regulations 1.10–1.13 below.
1.4 The Proctors may not unreasonably withhold or withdraw registration.
1.5 (1) Failure to comply with these regulations may result in the club, society or organisation being deregistered and/or fined an amount not exceeding £500 by the Proctors.
(2) These regulations shall also apply to any club, society or organisation not currently registered with the Proctors but which has been so registered during any of the preceding three terms.
1.6 No member of the governing committee of a club, society or organisation shall in organising an event or function, or otherwise, encourage or incite a breach of Statute XI or any regulation made under it.
1.7 (1) Each club, society or organisation which registers with the Proctors shall be designated, as the Proctors see fit, to be:
(a) a non-sports club, society or organisation (‘non-sports club’); or
(b) a club, society or organisation for sport (‘sports club’); or
(c) an organisation for the publication of a journal, newspaper or magazine, whether in hard copy or electronic format (‘publication’).
(2) Each such non-sports club and publication shall register with the Proctors through the Clerk to the Proctors, and each such sports club shall register with the Proctors through the Director of Sport.
(3) In these regulations, ‘non-sports club’, ‘sports club’, and ‘publication’ mean the members of the club, society or organisation concerned.
(4) With the exception of certain sports clubs as provided in regulation 1.12 (1) (a) below, each club, society or organisation registering with the Proctors shall be required to adopt a standard form of constitution published by the Proctors after consultation with the University’s Legal Services Office (as may be varied if the Proctors so permit in accordance with regulations 1.11 (3), 1.11 (4), 1.12 (6), 1.12 (7) or 1.13 (2) below).
1.8 Each club, society or organisation which registers with the Proctors shall be entitled to apply to Oxford University IT Services to use Information Technology (IT) facilities (for example email and web publication) in the name of the club, society or organisation. Where relevant facilities are allocated by IT Services it shall be the responsibility of the club, society or organisation concerned to:
(1) designate not more than one person entitled to a University email account (as defined by IT Rules) to act as its IT Officer, whose duties shall include liaising with IT Services about the use of facilities allocated and passing on to his or her successor in office all records (in whatever format held) relating to the use of the facilities allocated;
(2) designate one of its members (who shall be either a student member or, exceptionally, a member of Congregation: and who may be but need not necessarily be, the same as its IT Officer) as its principal webmaster, whose duties shall include maintaining an awareness of the guidelines for web and social media publishing the University may provide from time to time, and coordinating and regulating access to the web facilities used by the club, society or organisation;
(3) comply with regulations and guidelines relating to the use of IT facilities provided by IT Services and published from time to time (the "IT Rules") (including those guidelines relating to the operation of electronic mailing lists);
(4) ensure that all designated persons responsible for the IT resources of the club, society or organisation are competent to deal with the requirements of this section, and where necessary undertake training under the guidance of IT Services.
1.9 Each club, society or organisation registering with the Proctors shall conduct its activities in accordance with University procedures, codes of practice and policies in force from time to time on equality, harassment, freedom of speech and safeguarding.
1.10 Each club, society or organisation registering with the Proctors shall be entitled to restrict its membership to members sharing a protected characteristic as defined in Section 4 of the Equality Act 2010, provided that (a) the relevant club or society’s objects (as defined in its constitution) relate directly to that protected characteristic, and (b) the Proctors shall have first approved the restriction.