Recognition Process

Logo for recognised student associations, clubs & partners

1) Student associations

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

Students (Bachelor, Master, PhD) of the University of Luxembourg can at any time to set up a student association and apply for recognition of the association.

In order to obtain recognition, the following criteria must be fulfilled:

• The application must be made by current University of Luxembourg students
• The board members of student associations must be regularly enrolled students at the University of Luxembourg. With the exception of employees of the University of Luxembourg who may represent one third of the board
• A new student association’s core activities do not overlap with an existing association and do not conflict with the University of Luxembourg’s values
• The association must be open to all University of Luxembourg students
• The association does not replicate a current service offered by the University
• The student association cannot have any political or religious purpose
• The offers and organised events are mainly oriented towards registered students (Bachelor, Master or PhD) of the University
• The student association must be sustainable for future years
• Only student associations that represent a larger group of students (at least 50) are eligible for financial support
• A recognised student association may choose the seat of the university as its seat. However, before the “asbl” necessary for recognition is founded, the statutes must be submitted to the University for approval.

 An annual subsidy is provided for all recognised student associations if the following conditions are met:

• Submission of the annual financial and activities reports by the agreed deadline
• The Student Association represents a larger group of students (min. 50 students).
• The recognition criteria are fulfilled
• The minimum number of members is 15 students.
• The planned activities target all University of Luxembourg students.

You can find detailed information on the foundation of a student association in the brochure "general information regarding ASBL" (RCS > "non-profit associations")  as well as an example / template for the statutes here (bottom of the page: "Modèle de statuts d'une association sans but lucratif")

 

Exceptional rules for re-recognitions in 2022/23 (= existing associations from 2021/22):

Due to the COVID-19 pandemic, the organization of events and, consequently, recruiting in associations was made extremely difficult.

Therefore, some of the association’s board members can exceptionally be alumni of our University from the board 2019/20 or 2020/21 or 2021/22 (less than 50%). However, the positions of president and vice-president have to be occupied by enrolled students.

This ruling only applies to existing associations from 2021/22. New associations have to be composed entirely of enrolled students.

Application documents for a student association

! New associations: Before undertaking any processes, please contact the Office of Student Life at studentlife@uni.lu.

Association with request for financial support (Deadline: October 15, 2022)	Association without request for financial support
Recognition-Request-Form-2022-2023-student associations.docx 21,15 kB	Recognition-Request-Form-2022-2023-student associations.docx 21,15 kB
Recognition and Funding convention 2022_23 - student associations.pdf 277,25 kB	Recognition convention 2022_23 - student associations.pdf 261,84 kB
Request for funding 2022_23.docx 13,28 kB
Guidelines for the application documents

Very important! The documents have to be sent to studentlife@uni.lu. The deadline to apply for financial support is October 15 of a given academic year. To be eligible for financing, the ASBL status should also be approved by the RCS or the approval should be pending by the date of the submission. You will find a template for ASBL statutes here.  After the ASBL is officially recognized by the RCS, the "bénéficiaires effectifs" of the ASBL must also be added to the RBE. Any new student association can only apply for financial support in the next academic year (retroactive payment). 

Any Recognition Form that is sent after the deadline will still be considered for recognition throughout the academic year, however, this association will not be eligible for financing.

 

2) Student Clubs

University of Luxembourg Student Clubs are student groups brought together by a common interest, run by students for students. The Student Clubs plan smaller activities on the University of Luxembourg campuses or further afield with the help and support from the Office of Student Life.

Students (Bachelor, Master, PhD) of the University of Luxembourg can at any time to set up a student Club and apply for recognition of the association.

• The application must be made by current University of Luxembourg students
• The members of student clubs must be regularly enrolled students at the University of Luxembourg. With the exception of employees of the University of Luxembourg who may represent one third of the board.
• A new student club’s core activities do not overlap with an existing association and do not conflict with the University of Luxembourg’s values
• The club must be open to all University of Luxembourg students
• The club does not replicate a current service offered by the University
• The student club cannot have any political or religious purpose
• The offers and organised events are mainly oriented towards registered students (Bachelor, Master or PhD) of the University

Application documents for a student club

• Recognition-Request-Form-2022-2023-student clubs.docx 20,37 kB
• Guidelines for the application documents

3) Student Partners

Recognised student partners support student life at the University but also have a broader spectrum, which can go beyond the University scope. The recognised partners are also considered potential partners for our student associations and clubs.

• The application must be made by current University of Luxembourg students
• At least one current board member must be a currently enrolled student
• Recognised partners are also considered cooperation-partners for existing student associations and clubs. They will thus seek collaboration with the recognised student associations for the organisation of their activities
• A new recognised partner’s core activities do not conflict with the University of Luxembourg’s values
• The recognised partner must be open to all University of Luxembourg students
• The recognised partner does not replicate a current service offered by the University
• The recognised partner cannot have any political or religious purpose
• The offers and organised events are also oriented towards registered students (Bachelor, Master or PhD) of the University
• The recognised partner must be sustainable for future years

Application documents for a student partner

• Recognition-Request-Form-2022-2023-student partners.docx 21,21 kB
• Guidelines for the application documents

4) Overview

5) General important remark on insurance coverage

As students of the University of Luxembourg, you are covered by the civil liability (responsabilité civile) and 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 a civil liability insurance as an A.S.B.L. (only possible for student associations). Upon request, the University can ask for a coverage proposal through its own insurance provider but the costs would then have to be taken over by the association. Since clubs do not have an A.S.B.L. status, the organisation of large events on campus, without cooperation with a student association, is not possible.

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