Keeping Your Club/Society Active

Your Membership List

It’s extremely important for your Club/Society to keep an accurate record of your membership. This should be maintained through the year as members join or leave, and you should let the SU know of any updates. You can use an Excel spreadsheet (or equivalent) to keep this list - but make sure it's password protected!


Your membership list will serve as your mailing list, but it's also very important for the welfare of your members: members may not be covered through our insurance policies if they are not on your official list at the time of the relevant event/activity.

Your membership list should record:

For Student Members:


Student ID Number

QUB Email Address

Aged 18+?

For Associate (non-Queen's student) Members:


Contact Email Address

Aged 18+?

So for example:


Member Name


Student ID


Aged 18+?

Debating Society

Joan Smith




Remember that the personal data held in your membership list must be kept safe and secure at all times, and only ever used for the explicit reason it was collected. Only collect personal information that you need, and make sure to read our guidance on Data Protection very carefully.

You must inform the Clubs and Societies team if your Club/Society has any members under the age of 18.

© 2020 - Queen's University Students' Union

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