Student clubs and societies

The club or society must be registered or renewed each year. This should include details of an IT officer responsible for IT facilities, and a webmaster with primary responsibility for the website (these can be the same person).

• Sports Clubs, must register with the Sports Federation by the 5th week of Trinity Term
• Society, Clubs or Publications, the secretary must register with the Clubs Office

The IT officer can then submit a service request to register or renew the club or society's single sign-on (SSO) account. This should:

• Have the subject New club or society account or Club or society account renewal
• Include the full name of the club or society as shown on its registration form
• Request creation or renewal of the SSO account for the student club or society
• For new accounts, include a preferred account name (3 to 8 letters and digits, starting with a letter)

The IT officer can then access the email account and provide access to others. Full details for this are available on our shared and secondary accounts page.

Any changes to a club or society, such as its closure or updates to the officials, must be reported:

• Sports Club changes are reported to the Sports Federation
• Society, Club or Publication changes are reported to the Clubs Office

For any changes that remove someone's authorisation to access the account, the IT officer must:

• Update the single sign-on (SSO) password for the account
• Remove delegates no longer authorised to access the account's mailbox

General

• The IT facilities must be used for purposes relating to the club or society's recognised activities
• Advertising, such as showing a sponsor's advertisement, is not permitted for any website within the University. However, a web page may contain links to sponsors websites, and their logos may appear if they agree. Further information is provided in the rules for advertising on University web pages.
• Registration is for a maximum period of one year at a time, subject to continued registration of the club or society by the Proctors or the Sports Federation.
• The account will lapse if the IT officer ceases to have a valid University status before the registration is renewed. Account users do not need to be confirmed by the previous committee.
• Files, email and web pages are deleted after IT Services receive notification that the club or society has been disbanded, the facilities are not required, or the SSO account is not renewed in fifteen months.

Personnel

• To comply with the Regulations of the Rules Committee, the club or society webmaster must hold a current University Card of type Undergraduate, Graduate or Congregation.
• The club or society IT officer, and any additional users, must hold a current University Card of type Undergraduate, Graduate, Congregation, University Staff, College Staff, Departmental Staff, Retired Staff, RVO Student, Registered PT Student or Academic Visitor.
• Access to the account is provided to the IT officer and webmaster, all additional users are removed at renewal, change of IT officer, or if their University card no longer qualifies.
• Additional users must be members named on the Proctors or Sports Federation form. The IT officer must notify the IT Service Desk of any additional users name, college, and barcode.
• The IT officer is responsible for ensuring that any computer-based or computer-related records are passed on when there is a committee change.
• To reduce continuity issues, the club or society should consider having different people for the IT officer and webmaster, with terms of office not expiring simultaneously.

Email

• The email address format is [email protected] for clubs, or [email protected] for societies.
• Outgoing email must not show "O U" or "Oxford University", unless approval to include the name of the University in the club or society's title has been obtained from the Vice-Chancellor (via the Proctors).
• The IT officer can access the account mailbox and request access for others using the Generic Email Account Delegation service request.

Mailing List

• Mailing lists can be requested for the administration of club or society or committee business. Attention must be given to General Data Protection Regulation (GDPR).
• The mailing list for the general membership must have an archive and either its subscriptions must be moderated or its subscriber list must be monitored frequently (at least monthly).
• Mailing lists for special purposes, such as internal committee communications, should only allow subscribers to be added manually by the list owner or a list manager.

Password

• An account password can be requested from the Service Desk, but is not usually required as mailbox access is provided through delegation.
• The existing password must be used to update the password. If the password is lost, the Service Desk can provide a temporary password that must be updated within 7 days.
• The account password can only be given to additional users registered with IT Services.
• The account password must be updated each time there is a change to the list of people authorised to use the account.
• Any misuse of the account by previous committee members due to a failure to change the password, will be the responsibility of the new IT officer in the first instance.