Administration

Activities

Activities can be announced on the control panel. This needs to be done at least 72 hours in advance such that you're insured with UGent. You can find a simple overview of the activities organized by the student's unions and student associations of Ghent University

Announce activity

As a board member of an association, you are obliged to announce your activities at least 72 hours in advance. If you don't do this, this has 2 major consequences for your association:

  • Your activity is not insured by Ghent University
  • Law enforcement agencies should always know where and when your activities take place

Public vs Private activities

An activity can be either public or private. A public activity is publicly announced (e.g. an announcement on a website). It is allowed to limit entrance to only members of the association or through registration due to limited capacity. A private activity on the other hand works with explicit invitations (e.g. teambuilding or staff party). Organizing a private activity instead of a public activity has some consequences:

  • The activity is only visible on the control panel for the board members of the association, the board members of the overarching konvent and the DSA.
  • Private activities do not count for the total activities needed in the annual report of your association.
  • Private activities are not eligible for subsidies

Domain

When creating an activity for your association, you will have to specify the domain on which the activity takes place. Different terms are linked to the different domains. Beneath, you can find an overview of the different domains.

Domain Explanation
Public domain All buildings and terrain under management of the municipality. In Ghent these are managed by Stad Gent.
Ghent University All buildings and terrain under UGent management.
For all rooms and auditoria using a TimeEdit reservation.
Home-domain For everything happening on Home terrain.
Online The activity is fully online. There is no physical location used.
Other All other places like private spaces.

If your activity takes place on UGent-domain and uses cooking equipment, the office of prevention needs to be notified using this form.

Activities

Baptism activities must be compliant to the baptism decree and correctly announced to your konvent.

Activities

Beside announcing activities, you can also search for activities. You can easily find coming activities of the association of your choice, or take a deep dive in the history of our archive that goes all the way back to 2003.

Information forms

After submitting, the pdf version of the form must be downloaded and signed. You must submit the signed form before October 15th, 7 PM on the page of the information form. Only then will the information form be approved.

The board members must be enrolled before October 15th for a study programme from Ghent University (excluding PhD students) for at least 27 credits, with the exception of the graduation year. If a board member is not enrolled, the form will automatically be refused. Exceptions are not possible.

Bank forms

After submitting, the pdf version of the form must be downloaded and signed by the bank. You must submit the signed form before October 15th, 7 PM on the page of the form. Only then will the bank form be approved. If the bank has its own signed form with the same information, that form can also be uploaded instead.

Starting from 1st May it is possible to upload a form for the next academic year.

Provide the full name of the people who will be account holder of this account, with their address (street, number, postal code & city) as it was provided to the bank (at least 2 account holders are required)

Annual reports

Each year, every recognised student association submits an annual report to the student coordinator, consisting of two parts:

The first part consists of a summation of the chairman, co-chairman, treasurer and webmaster, with their full name and function

The second part contains the announced and publicly accessible activities that have been organised by the association in the past calendar year (min. 10), evidenced by enough documentation (facebook event, pictures, flyers, posters,...) for each activity. At least 5 of these activities require a justification on how it fits the goal(s) and purpose(s) of the association and the konvent of which the association is part (according to art. 8§3 of the Student Association rules).

There is a template available that contains all parts that must be filled in. Both parts are merged and the evidence is added on the relevant place, after that a digital version is submitted on this page.

Beside the report, you also need to submit the certificates of enrolment of the chairman, co-chairman, treasurer and webmaster, that proves that the board members are UGhent-students registered for at least 27 credits. You can download this certificate "Enrolment certificate with programme" on Oasis, under "My Oasis" and then "Certificates". You can easily merge the pdf's using an online tool. Use the terms 'pdf merger' in a search engine to easily find such a website.

Aside from verification to keep the statute of an official UGent student organisation, the annual report wil also be catalogued in the university archive (which can be found in the Rectoraat). This way the history of the students associations is tracked and stored safely. We encourage anyone to put an extra effort into the annual report by adding documentation outside of the mandatory documents that could be a worthwhile addition to the University Archive.

Starting from 1st November it is possible to upload the yearly report of that calendar year.

Academic Calendar

The academic calendar of the DSA notes the important deadlines that are expected to be met by all official student associations, to guarantee a smooth working year and keep their recognition.

October 15th

These 3 documents need to be generated online, signed and then mailed to the DSA-team before October 15th, 7 pm:

  • Information form: This document registers the transfer of user account rights of the association from the old board to the new board. After submission the new board will be able to announce activities, reserve locations in TimeEdit,...
  • Bank form: This document registers the transfer of bank account of the association from the old board to the new board. Take the generated and filled in document to your bank office for signing, after which it can be submitted.
  • Bylaws: This results in an always up-to-date central database of the bylaws of all associations

Board members of associations can view the status of these documents at any time on their dashboard.

30th november

December first is the deadline for the central budget at Ghent University. It is important that all requests for reimbursement have been correctly submitted online on the subsidy panel and approved by DSA personnel before this date. Late requests are automatically booked on the next calendar year. Note that most konventen have an additional internal deadline for the submission of requests, with the purpose of being able to flexibly re-assign excess budget or shortages.

March 5th

Before the 5th of March each year, every recognised association must submit their annual report to the student coordinator. Beside requesting extending the recognition of the association, this report is kept securely in the university archive (which is located in the rectorate) with the goal of keeping track of the history of student associations.

May 10th

Before the 10th of May the resigning board members must submit all requests for reimbursement. This avoids new board members having to submit and document invoices and receipts made during a different mandate.