Recognition process

• Part one: General information
  1. Indicate the official name of your organisation and its acronym.
  2. Describe in a few brief points which are the main objectives and missions of your association. 
     Tip for a new association: try to differentiate yourself from existing organisations 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 two: Contact details of the Executive Board
  1. Fill in all the information about the Executive Board (President, Vice-President, Secretary, Treasurer and others).

• Part three: 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 four : Attachments
  1. 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).

Only for student associations

No funding request

• Part five: Recognition agreement (no funding)
  1. Fill in all the fields; the same information will be auto-completed in the whole document.
  2. The president of the association 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 signature in lower right corner.
  3. The agreement should be handed in to the Office of Student Life in two copies (duplicate).

With funding request

• Part five b : Recognition and funding agreement (with funding request)

  If your ASBL requires financial support from the University, complete the empty fields in the following two documents: “Recognition and funding agreement” and “Funding request”.

  1. The agreement:
     • Fill in all the fields; the same information will be auto-completed in the whole document.
     • The president of the Association has to date and sign the document, providing their signature, full name and position on the last page. All the other pages only have to contain the president’s signature in lower right corner.
     • The agreement should be handed in to the Office of Student Life in two copies (duplicate).
  2. The funding request:
     • Fill in the missing information and sign the form

• 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.