Application forms
A student club application form that ends in a decision
With Uninexus, a student club builds its own application form, publishes it on the club page and reviews every applicant from one queue, instead of copying Google Forms responses into a spreadsheet and replying to each person by hand.
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Questions for a student club application form
A good application form is short enough to finish on a phone and specific enough to help the committee decide. Most clubs start from five questions and adjust them to their own work:
- Why do you want to join the club?
- Which department do you study in?
- Which year are you in?
- Which of our teams or activities interest you?
- How many hours a week can you give, and when are you usually free?
Mark the questions you cannot decide without as required, keep the rest optional, and add a file upload only when you really need a portfolio or a CV. A linear scale works well for experience, and checkboxes for the teams someone is interested in.
Open or closed recruitment
In the club settings, choose whether eligible students join straight away or apply. An open club lets students become members at once; a club that takes applications admits new members only through its application form.
Recruitment can follow the academic calendar: publish the form at the start of term, close it when the committee has enough applicants and reopen it next term. Answers already sent stay where they are.
Publish the form where students will see it
Publishing an application form makes it the club's application form: students who press Apply to join on the club page answer it there. Each publish creates a new version, so earlier answers stay linked to the questions those applicants saw.
During welcome week, put the club's QR code on posters and flyers; scanning it opens the club page, where students can apply. If the club is public, students from other universities can apply as well.
Review every applicant from one queue
Applications arrive in the club's queue with the applicant's message and form answers side by side. The owner or an administrator accepts or declines each one and can add a note that the applicant sees with the decision.
Accepted applicants become members immediately, and their role can be set straight away. Applicants follow their status in the app, so the committee does not have to write to everyone who was not selected.
Keep the recruitment round fair
Agree on what the committee is looking for before anyone reads the answers, and let at least two officers read each application. Decide within the week you promised, even when the answer is no.
A short, kind note with a decision helps more than silence: applicants see it next to their status, and someone declined this term may well apply again next term.
Export the answers as CSV
Every form's responses export as a CSV file that opens in Excel, Google Sheets or Numbers. Use it to share a shortlist with the committee, keep a record of a recruitment round or compare this term's applicants with the last.
The answers belong to the club that collected them: no other club can read them, and Uninexus does not sell them. Share the file with the same care, and only with the officers who make the decision.
Questions
Yes. Close the form between rounds and reopen it when recruitment starts again. If you change the questions, publishing creates a new version and earlier answers keep their original questions.
Only the officers of your club whose role lets them review applications or forms. No other club can see them.
Yes, if the club is public. A club kept to its own university receives applications only from students there.
No. A student's university is self-declared; nothing is checked against a registrar.
Yes. Students apply with their Uninexus account, which is also how they follow the status of their application and see the committee's note.
Only if you write a note. The note is optional and appears next to the decision in the applicant's account.
Yes. Add a file upload question and applicants attach the file to their answers. Keep it optional unless the role really needs it, because it makes the form slower to finish on a phone.
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Choose your university next, then find your clubs there and on other campuses, or start one and bring your committee with you.
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