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Recognition Application

Do you have an association and would like to be recognized by UGent?

Recognised student associations at UGent benefit from various advantages. For example, you are eligible for financial support in the form of subsidies, you can use UGent halls for free or at a reduced rate, and you have access to the lending service for borrowing materials. Moreover, you are insured during activities, which provides extra protection.

Recognition also gives you access to a broad network of other student associations and UGent students, which promotes collaborations and the exchange of ideas. This makes your association a fixture in the UGent community, which helps attract new members and increase your visibility.

In addition, you can use UGent promotional channels such as newsletters and social media, and you can rely on support and advice from the student administrator and other services. Participation in official UGent events offers additional opportunities to draw attention to your association.

Recognition encourages professionalisation of your association by establishing clear statutes and objectives, which contributes to the sustainability and success of your association. In addition, recognised student associations at UGent are automatically recognised by the City of Ghent, which means they can also make use of the material lending services of the City of Ghent and the province of East Flanders, for example. In short, recognition offers numerous advantages that help you succeed and grow within the university community.

Step 1: Read the student association rules (NL / EN)

Step 2: Submit your application

  • When? There are two times per academic year when you can submit an application:
    • In the first semester, in lesson week 4
    • In the second semester, in lesson week 3
  • What do you need to submit? Make sure your application includes the following documents:
    1. The bylaws of your association (use the model bylaws on the DSA website).
    2. The long-term objective and a preliminary programme of the association.
    3. Proof that the president, vice-president, treasurer and webmaster are UGent students with at least 27 credits (except for graduation years).
    4. Proof of 10 organised public student activities.
  • Where to submit?
    • To the student administrator of Student Activities Service via an e-mail to dsa@ugent.be.

Step 3: Assessment by the student administrator

  • Admissibility: The student administrator checks whether your application is complete and on time. If it is not, your application will be rejected.
  • Feedback: You will receive a written decision (admissible or inadmissible) within 20 calendar days.

Step 4: Assessment by the Konvent

  • Agenda: The chairman of the konvent puts your application on the agenda of the next General Assembly (GA).
  • GA: During this meeting, you can explain your application. The GA then decides whether your objectives and activities are compatible with those of the konvent.

Step 5: Vote and decision

  • Vote: The general assembly of the konvent votes on your application. There must be a 2/3 majority.
  • Verdict: Within six weeks, you will receive a written motivated decision (compatible or incompatible). This ruling serves as advice for the Director of Student Services (DSV).

Step 6: Final decision

  • Director DSV: Within 20 calendar days after receipt of the file, the director makes a decision about the recognition. You will then receive a final ruling on the recognition/non-recognition decision.

Filing an appeal

  • Do you disagree with the decision? You can file an appeal with the secretary of the university administration within 30 calendar days.

Please follow these steps carefully and make sure your application is complete and timely. We recommend contacting the DSA (dsa@ugent.be) in advance to verify that the documents meet the requirements before submitting an official application. Once submitted, the application cannot be reversed and documents cannot be amended.

The DSA and the student administrator are always ready to help you with your recognition application. Whether you have questions about the required documents, the process, or other aspects of the application, do not hesitate to contact us. You can send us an e-mail, reach us by phone, or make an appointment for a face-to-face meeting. We are here to support you and make sure your application goes as smoothly as possible. We wish you good luck with your application!