Setting up a study association takes some time and effort, but it is a very useful process. In addition, an association with full legal capacity has quite a few advantages, including liability: an association as a legal person is responsible in case of bankruptcy, for example, instead of the directors (there are exceptions to this). It is also usually the case that you have to be an officially recognised association to be eligible for subsidies and grants.
In an association, the associated members are important, because at the general member meetings (GMMs) they decide what should happen to the association. A board facilitates this and ensures that the association remains operational. In principle, an association is meant to represent a social interest. In the case of a study association, this usually means that students of a certain discipline have a place where they can go and meet fellow students. Incidentally, it is a good idea to think about what exactly you want to achieve when you set up an association. Educational institutions often have a requirement for study-related activities if you want to qualify for a subsidy, but apart from that you can fill in a lot yourself. Do you want to organise great lectures, for example, or regular get-togethers, or several study trips? And how visible do you want to be on social media? Do you want to actively look for sponsors? These are all topics on which you can make choices as founders and board members. It is advisable to make a plan before you start setting up the association.
Step-by-step plan
1. Board
When setting up your association, it’s helpful to have a few motivated people who can take on the more formal tasks. A board consists, at a minimum, of a chairperson, a secretary and a treasurer. You’ll also need this division of roles for your statutes.
2. Goal
What is the goal of your association, what do you want to achieve with it and who do you want to reach with it? Consider drawing up an annual plan setting out which activities you would like to organise and when.
3. Official documents
These include:
- Statutes
- Policy Plan
- Internal Regulations
- Budget plan
4. Notary
You can find a notary in various ways: through acquaintances, the internet and sometimes your educational institution. In addition, as a partner association of ASVA, you can also make use of our Statute Service.
5. Chamber of Commerce (Kamer van Koophandel)
Using your statutes, you can arrange registration with the Chamber of Commerce (KvK). This makes you an officially legal association!
6. Opening a bank account
Once registered with the Chamber of Commerce, you can open a business bank account. A bank account is necessary to keep track of income (such as membership fees) and expenditure.
7. Recognition
The association can now be recognised by the educational institution to which the association and the relevant course are affiliated. This often requires a minimum number of members. Check with your educational institution to find out the exact rules.
Need help?
The above may sound like a lot to organise, but you’re not on your own! If you have any questions or encounter any problems, please contact ASVA. You can email achterban@asva.nl.
