1.12 (1) Each sports club which registers with the Proctors shall:
(a) establish a constitution either (i) in accordance with regulation 1.7 (4) above or (ii) if designated by the Proctors as a club with special requirements for registration, in accordance with provisions agreed with the Proctors, and deposit a copy of it with the Director of Sport. The criteria for identifying a club with special requirements for registration shall be: (i) carrying out activities requiring a strategy longer than five years; or (ii) receiving external funding (including through alumni or philanthrophy) greater than its internal funding; or (iii) having a track record of national or international attracting media attention.
(b) act in accordance with the constitution established under (a) above;
(c) appoint a president (or similar principal officer) who shall be a student member or a member of one of the other institutions listed in (h) below attending the institution for the purpose of undertaking a course of study (subject in the latter case to the member’s signing, on election to office, an undertaking to abide by the provisions of these regulations and to accept the authority of the Proctors on club matters);
(d) appoint a secretary who shall be a student member or a member of one of the other institutions listed in (h) below attending the institution for the purpose of undertaking a course of study (subject in the latter case to a member’s signing, on election to office, an undertaking to abide by the provisions of these regulations and to accept the authority of the Proctors on club matters) and who shall keep a proper record of its activities;
(e) appoint a treasurer who shall be a student member or a member of one of the other institutions listed in (h) below attending the institution for the purpose of undertaking a course of study (subject in the latter case to the member’s signing, on election to office, an undertaking to abide by the provisions of these regulations and to accept the authority of the Proctors on club matters) and who shall keep a proper record of its financial transactions which shall be available for inspection at the request of the Senior Member appointed under (g) below or the Proctors;
(f) not appoint several individuals jointly to hold any of the offices specified in (c), (d), and (e) nor allow any individual to hold more than one of these offices at a time or to hold any such office whilst not resident at an address within the limits specified in Regulation 4 of the Regulations for Residence in the University;
(g) appoint to its committee a Senior Member (who shall be a person who is a member of Congregation and shall not remain in office for more than 5 years) through whom the club is accountable to the Proctors; in exceptional circumstances (for example if no suitable member of Congregation can be found), a recognised sports club may request that the Director of Sport be appointed as its Senior Member ex officio;
(h) without prejudice to regulation 1.10, admit to membership any student members of the University, those whose names are on the Register of Visiting Students, and, at the discretion of its committee, students registered to read for diplomas and certificates in the University, student members of Permanent Private Halls who are not student members of the University, members of Ruskin College, and of Ripon College Cuddesdon;
(i) admit to membership, if it so wishes, other persons not being student members of the University, or one of the institutions listed in (h) above, on condition that students of Oxford Brookes University shall not constitute more than one-fifth of the total membership and in addition other non-University members shall not constitute more than one-fifth of the total membership;
(j) present to the Proctors, through the Director of Sport, annual accounts together with a copy of the club’s current constitution and list of officers (such accounts to be submitted not later than the end of Full Trinity Term for the year they relate to), subject to the following conditions:
(i) during the first year of registration, a club may be required by the Proctors to submit termly accounts;
(ii) if having a turnover in excess of £50,000 in the preceding year, or if owing to a change in the nature or scale of its activities confidently expecting to have such a turnover in the current year, a sports club must submit its accounts (the format of which the Proctors may prescribe) for independent professional inspection and report by a properly qualified person approved in advance by the Proctors;
(iii) accounts shall be ready for audit within one month of the end of its financial year and the costs of the inspection and report shall be borne by the sports club; if requested by the person approved by the Proctors, the sports club shall submit accounts and related material as the basis for a review of accounting procedures, the costs likewise to be borne by the sports club;
(k) ensure that all paid and unpaid club administrative and coaching appointments are ratified by or on authority of the Director of Sport and that all coaches are accredited where appropriate by the relevant national governing body;
(l) operate and keep updated a suitable club webpage displaying (as a minimum) current club contacts, approved constitution and code of conduct, complaint procedure and club safety policy, including risk assessment.
(2) The organisers of any event or competition that is approved or advertised by a sports club as being an official event of the club concerned (other than such events already included in the club’s approved code of conduct on safety matters and risk assessment) must submit to the Proctors not less than 21 days before the date of the proposed event an event plan and risk assessment, together with documentary evidence of appropriate insurance cover. The organisers shall observe such conditions relating to the running of the event as may be specified by the Proctors (who shall take advice from the University Marshal and the Sports Safety Officer).
(3) Each officer of a sports club must, on relinquishing his or her appointment, promptly hand to his or her successor in office (or to another member of the club nominated by its committee) all official documents and records belonging to the club, together with (on request from the club’s committee) any other property of the club which may be in his or her possession, and must complete any requirements to transfer authority relating to control of the club’s bank account, building society account, or any other financial affairs.
(4) Any registered sports club may apply to the Proctors, through the Sports Strategy Committee, for permission to cooperate in the establishment of a federal structure or representative team.
(5) There shall be only one registered club for each sport, with the possibility of the club being federal in nature.
(6) In exceptional circumstances, at the request of a sports club submitted through the Director of Sport, the Proctors shall have discretion to dispense from the requirements of any of (a)–(e) of regulation 1.12 (1) above, subject to such terms and conditions as they may from time to time see fit to impose. If a dispensation is granted pursuant to this regulation 1.12(6), the relevant sports club may apply to the Proctors for permission to change the club’s constitution so that the form of constitution reflects the dispensation granted.
(7) In addition, at the request of a sports club submitted through the Director of Sport, the Proctors shall have discretion to permit changes to the club’s constitution where the Proctors consider that a change is strictly necessary in order to enable the club to carry out its objects (as defined in its constitution).