Whether you are applying to start a new student group or re-registering an existing one, you will need to complete the relevant Durham SU registration form.
The purpose of the form is to help Durham SU understand what your group plans to do so we can:
support groups effectively
ensure activities are safe and appropriate
make sure legal and regulatory requirements are being met
identify where additional guidance or approvals may be needed
Most questions are straightforward, such as confirming your executive committee, membership fees, or constitution. However, some sections ask about activities or arrangements which may require additional oversight or support.
This article explains why we ask for some of this information.
TABLE OF CONTENTS
- CONTEXT
- COMMITTEE DETAILS
- MEMBERSHIPS
- DATA PROTECTION
- SAFEGUARDING
- HEALTH & SAFETY
- REPUTATION
- FINANCE
- GOVERNANCE
CONTEXT
At Durham SU, every student group is assessed across six key risk areas:
Data Protection
Safeguarding
Health & Safety
Reputational Risk
Financial Risk
Governance Risk
Most groups will fall into low-risk categories in most or all of these areas.
The purpose of the registration questions is not to stop groups from running activities, but to help Durham SU understand:
what your group plans to do
what support or guidance may be needed
whether any legal or regulatory requirements apply
whether additional planning or approvals may be required
This article explains some of the key terms used in the form and gives additional context about why certain questions are asked.
COMMITTEE DETAILS
We ask for details of your executive committee so we can:
set up admin access to your group page
contact the correct students throughout the year
provide important updates, reminders, and guidance
Please make sure email addresses are entered carefully, as incorrect details can cause issues with your application.
MEMBERSHIPS
Groups must set their membership fees during registration.
Membership fees cannot normally be changed once registration is complete, so groups should consider carefully what they want to charge before submitting the form.
All affiliated groups must have an annual student membership, even if this is free.
DATA PROTECTION
Student groups regularly collect and use personal data. Examples may include:
membership lists
event sign-up forms
WhatsApp groups
emergency contact details
dietary requirements
photos and videos
Durham SU has legal responsibilities relating to how this information is collected, stored, and shared.
The registration questions help us understand:
what data your group plans to collect
where it will be stored
who will have access to it
whether it will be shared externally
This helps Durham SU ensure groups are handling data safely and appropriately.
What is personal data?
Personal data is any information that could identify a person, either directly or indirectly.
Examples include:
names
email addresses
phone numbers
student numbers
photographs
emergency contact details
What is special category data?
Special category data is more sensitive personal information which requires additional protections under data protection law.
Examples include information about:
health or disabilities
racial or ethnic background
religion
sexuality
political beliefs
Many groups will never collect this type of information, but some activities may involve it.
For example, collecting dietary requirements for an event may indirectly reveal religious beliefs or health information.
SAFEGUARDING
Some student groups may:
work with children or vulnerable adults
run activities involving sensitive or personal discussions
carry out activities where additional safeguarding measures may be needed
Examples may include school outreach, mentoring, community support work, or wellbeing-related activities.
The registration questions help Durham SU understand:
what activities groups are planning
who groups may be working with
whether additional training, guidance, or safeguards may be needed
The purpose of these questions is to ensure activities are delivered safely and appropriately.
What is safeguarding?
Safeguarding means taking reasonable steps to protect people from harm and ensure activities are delivered safely and appropriately.
What is a vulnerable adult?
A vulnerable adult is someone who may need additional support or protection due to factors such as disability, illness, mental health, age, or personal circumstances.
Not all wellbeing or welfare activity automatically becomes a safeguarding issue, but some activities may involve more sensitive situations or disclosures than others.
HEALTH & SAFETY
Some student groups may run activities involving:
overseas travel
specialist or technical activity
outdoor or active activities
specialist equipment
The registration questions help Durham SU understand:
what activities groups are planning
what knowledge or experience exists within the group
whether external providers or support are involved
how equipment and activities will be managed safely
This helps identify whether additional support, guidance, or approvals may be needed.
What do we mean by specialist or technical activity?
This refers to activities where additional knowledge, experience, equipment, or training may be needed to help keep participants safe.
Examples may include:
outdoor or adventure activity
hazardous materials
specialist equipment
technical instruction
physically demanding activity
This does not mean groups cannot run these activities. The questions simply help Durham SU understand how they will be organised and supervised.
REPUTATION
The registration questions help Durham SU understand what activities are being planned and whether any additional planning, guidance, or processes may be needed.
This section also includes questions relating to the Foreign Influence Registration Scheme (FIRS), which forms part of the UK National Security Act 2023. Most student groups will not be affected by FIRS.
What is reputational risk?
Reputational risk means activities that could attract significant public attention, controversy, complaints, or scrutiny for the group, Durham SU, or the University.
This does not mean the activity is automatically inappropriate or not allowed. In many cases, Durham SU simply needs to understand what is planned so that appropriate support, planning, or processes can be put in place.
What is FIRS?
FIRS stands for the Foreign Influence Registration Scheme, which forms part of the UK National Security Act 2023.
Most student groups will never be affected by this. However, Durham SU may need additional information if a group is working closely with a foreign government, foreign political organisation, or foreign state-linked organisation.
Some student group activities may attract significant public attention, controversy, or scrutiny for the group, Durham SU, or the University.
Examples may include:
political activity
protests or demonstrations
campaigns or activism
international conflicts
guest speakers
sensitive welfare or social issues
FINANCE
As a registered charity, Durham SU must ensure that student group finances and financial activity are managed appropriately.
Most groups will only manage straightforward membership income and event spending.
However, some groups may also:
fundraise for charities or external organisations
carry out trading activity
run investment or simulated trading activity
organise regulated gambling activities
The registration questions help Durham SU ensure appropriate financial oversight and legal compliance where needed.
Groups must also use official Durham SU financial systems and group accounts rather than personal or external bank accounts.
What counts as regulated gambling?
Most standard student group fundraising activities will not count as regulated gambling.
However, some activities may require additional oversight or licensing, particularly where real-money betting, high-value prizes, casino-style gaming, or lotteries are involved.
If you are unsure whether your activity may fall into this category, please answer the question honestly and Durham SU will discuss it with you.
GOVERNANCE
All affiliated student groups must:
operate fairly and transparently
follow democratic processes
use the Durham SU constitution template
The registration questions help ensure groups:
run open elections for committee positions
use an appropriate constitution
declare any amendments made outside of the editable template sections
This helps ensure groups operate appropriately and consistently across Durham SU.
If you have any further questions about completing the registration form, please contact us.
For any issues relating to accessing the links above, please get in touch here.
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