More than studies Social life

Recognition process

The University of Luxembourg’s student associations and student clubs are student groups brought together by a common interest, run by students for students. They plan different types of activities on the University of Luxembourg campuses or further afield with the help and support of the Office of Student Life.

Students of the University of Luxembourg (at the bachelor, master, or doctoral level) can set up a student association or student club and apply for recognition.

Recognised partners are organisations external to the University that engage in and support student life. Recognised partners are actively encouraged to collaborate with internal organisations (i.e. recognised student associations and clubs).

When submitting a recognition request, all new associations, clubs, and partners must agree to the terms of the Student Life and Engagement Charter.

Black circle with thick blue rim. In the circle it says uni.lu students and in the rim you see University of Luxembourg

Logo for recognised student associations, clubs and partners

  • Student associations

    • Run by Uni.lu students for Uni.lu students
    • ASBL status
    • May request financial support

    Learn more

  • Student clubs

    • Run by Uni.lu students for Uni.lu students
    • No ASBL status required

    Learn more

  • Student partners

    • Externally operated organisation with opportunities for Uni.lu students to get involved (e.g. volunteering)

    Learn more

Detailed guidelines for the application forms

All documents should be brought or sent to the Office of Student Life, depending on the process listed above.

  • Part 1: General information

    Recognition Request Form

    1. Indicate the official name of your organisation (and its acronym, if applicable).
    2. Describe in a few brief points which are the main objectives and missions of your organisation. 
      Tip for a new organisation: ensure that you differentiate yourself from existing groups by choosing different goals.
    3. Include the current number of members of your organisation.
    4. Explain in one sentence the criteria you will apply to accept a new member in your organisation.
    5. Indicate the date of establishment of your organisation. If you are creating a new organisation you can indicate the date on which you filled in the Recognition Request Form.
    6. Fill in the contact information for the organisation (e.g. email address, phone number).
    7. If your organisation has its own website, social media page(s) or other, please provide the links.
    8. Lastly, fill in your RCSL number (if your organisation is an ASBL).

  • Part 2: Contact details of the Executive Board

    1. For associations: fill in all the information about the Executive Board (President, Vice-President, Secretary, Treasurer and others).
    2. For clubs: fill in all the information about the club’s organisational team (leading members).

  • Part 3: Activities and needs for the semester

    1. Describe your events of the previous semester (for existing organisations) and planned/completed events for the current semester.
    2. Also provide details of your needs so that the OSL can try to accommodate them.

  • Part 4: Attachments

    If you are an ASBL: provide the statutes of your ASBL (only if you are a new association or if you have updated your statutes since your last submission).

Conventions

    1. Fill in all the fields; the same information will be auto-completed in the whole document.
    2. The president of the association, or the designated representative of the club or partner has to date and sign the document, providing their signature, full name and position on the last page. All other pages only have to contain president’s initials in lower right corner.
    3. The agreement should be handed in to the Office of Student Life in two copies (duplicate) with original signatures.

  • Associations: Can receive financial support for their events but it is NOT guaranteed. In order to receive funding, the association must send us a description of their event, the number of expected participants, and a detailed quote for the budget they are requesting. This quote must include the price per item (if multiple of one item is being bought) as well as the total price. Once the budget request has been received, it will be evaluated, and the association will get a response of how much funding has been approved. The funding will be transferred to the association’s bank account. Please note that reimbursement may take up to two months after the event.
    • Application deadline: 1 month before the event. If the application is submitted too late, OSL reserves the right not to consider it.
  • Clubs: Can receive funding if requested, but it is NOT guaranteed. The process to request for funding is the same as funding for associations. The funding reimbursement process will be explained by the OSL team.
    • Application deadline: 1 month before the event. If the application is submitted too late, OSL reserves the right not to consider it.
  • Partners: Do NOT receive funding from the University.

General important remark on insurance coverage

As students of the University of Luxembourg, you are covered for civil liability (responsabilité civile) and, in principle, by the CNS as individuals (since this is a prerequisite for the enrolment at the University).

However, you are not covered when organising an event as an association or club. To be covered, you should take out civil liability insurance as an ASBL (only possible for student associations). Upon request, the University can ask for a quote from its own insurance provider but the costs would be payable by the association. Since clubs do not have ASBL status, the organisation of large events on campus without the involvement of a student association is not possible.

It is not mandatory to take out civil liability insurance but for your own safety we recommend you do so if you intend to organise events as a student association. 

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