How to start a student association?
Here you will find tools and an overview of things that are useful to know when starting a new student association.
Create a new student organisation
Take the plunge and start a new student organisation! We can promise you that the learning curve will be steep, because you'll be doing things you've never done before. Here are some tools to help you get started.
Student at USN?
Before you decide to start the association you're thinking about, you may want to check USN's list of student organisations to make sure you're not starting something that already exists.
A student organisation is an association founded and run by students on a voluntary basis. The associations are member-driven and usually have no financial purpose, but rather aim to be a social arena for students who are studying the same programme or have similar interests.
Terms and expressions
When starting an association for the first time, there are a number of terms that can be useful to know.
The founding meeting brings together those interested in starting an organisation. This is where the purpose of the organisation is determined, and what its tasks, if any, should be. The board and statutes for the organisation are also elected. It is a good idea to have a proposal for goals and statutes ready before the meeting.
Read more about the founding meeting at Frivillighet Norge (in Norwegian only).
The board is the governing body of the organization and is elected by the members of the association. The board's primary responsibility is to ensure proper organization and operation. Accounting and finance are especially important.
The board is responsible for ensuring that the organization is managed in the best interest of the members and in accordance with the decisions of the members.
The board consists of the president, vice president and at least one other board member. The board is chaired by the president. Board members may also have other roles, such as financial manager, events manager, or PR manager.
The rules for the student association, known as the statutes, are decided during the founding meeting. They cover what work the association will do, who can become members, any fees for membership, and the responsibilities of the board. The number of members that the board must have and the minimum number required for decision making should also be stated in the statutes.
Read more about statutes at Frivillighet Norge ("Volunteering Norway", only in Norwegian)
Charging a membership fee can provide a stable source of income for the organisation. It is most common for student organisations not to charge a membership fee, but some organisations, such as fraternities and sororities, benefit greatly from having an annual membership fee that can be used for regular events for the benefit of the members. Some associations combine this type of membership with benefits such as discount agreements with partners or reduced prices for internal events.
Minutes are a written record of a meeting. The minutes are written by a minute taker, which can be a rotating role or a fixed role assigned to, for example, the secretary or vice chair.
The protocol is written minutes from the founding meeting or annual meeting that must be signed by two members of the organisation.
To be able to open a bank account for the student association, it is necessary to have an organisation number, and to obtain this you must register in the Brønnøysundregisteret.
When registering, the following must be reported: Names and national identity numbers of all board members, articles of association and annual meeting minutes. This must be updated regularly.
The Brønnøysundregister has produced a guide on how to register.
Before you start an organisation, answer these questions:
Do you want the group to be a democracy where the members together decide the direction of the group?
Do you want the group to continue to exist even after you have finished your studies?
Do you want the group to apply for and earn money to make the activities even better?
Are you prepared for board meetings, general meetings and other formalities that are necessary for the group to be an organisation?
OK, ready? Here's how to start a student organisation:
1. Form an informal start-up group
Start by forming a start-up group of 3-6 people. This group will plan and prepare the organisation to be set up. It is a great advantage if some of the members of the founding group are also members of the association's executive committee.
The founding group will do the following
Decide on a name for the association.
Decide on the purpose of the association.
Write the articles of association.
Organise an inaugural meeting.
Find officers for the organisation (often several members of the start-up group).
If necessary, draw up a budget for the first term/year.
Spread the word that you are setting up an organisation. Talk to people, put up posters in places where potential members can see them, and use social media. Remember to let people know when and where you will hold the inaugural meeting.
📅 Remember to put the launch meeting on the Sørøst-Calendar!
2. Write the association's statutes
The constitution is the basic set of rules for the association, stating how the association is run, what its purpose is, how the general meeting/general assembly is run, who can become a member, how the committee is elected, members' rights, financial and legal matters, and how the association can be closed down.
How to make statutes? Video from Frivillighet Norge.
3. Hold a foundation meeting
The association is formed at the foundation meeting. The most important thing that should happen at the founding meeting:
The purpose of the association is determined.
The board is elected.
The association's statutes of association are adopted.
The foundation meeting - video from Frivillighet Norge.
Checklist before the foundation meeting:
Create a proposal for the purpose of the organisation.
Draft a proposal for statutes.
Find people who want to be on the board of directors and who want to be members (the start-up group is a natural place to start).
Find a place to organise the founding meeting and set a date.
Invite the participants to the founding meeting.
Prepare well before the meeting so that you know exactly what you will present and how.
A foundation meeting can of course also be held digitally.
Choose one person to take minutes of the meeting and two people to sign the minutes.
The minutes must be in place when the association is to be registered in the Brønnøysund Register Centre and receive an organisation number.
A minimum requirement for establishing the organisation is that the articles of association have been decided and a board of directors has been elected.
👏 Good job, soon finished!
Yes, it's a bit of a struggle - but you've come a long way, you're almost there! Hang in there!
Are you stuck or do you need someone to talk to? SSN has counsellors/coordinators with special expertise in association work on every campus!
You can either drop in or send a message.
4. Register the organisation in the Brønnøysund Register Centre
Registering your association in the Brønnøysund Register Centre is important in order to obtain an organisation number, which allows you to open a bank account for the association.
Most student associations only need to submit a minimum amount of information: Statutes, minutes from the last annual meeting and the names/birth numbers of all board members.
Brønnøysundregistrar's guide to organisation numbers for voluntary activities.
Register the organisation in the Brønnøysund Register Centre.
5. Student at USN? Register the organisation with USN
The University of South-Eastern Norway (USN) keeps a list of all teams, associations and student organisations, and it is a good idea to register your association here.
Find the list and contact information for the responsible person here.
6. Apply to SSN for financial support
Four times a year you can apply to SSN for support for student activities - student funds. The student funds are intended to contribute to the realisation of activities by and for students, with the goal of a lively, diverse and inclusive student environment.
The allocation criteria can be found here.
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