Membership application form

How to create a student club membership application form

Q: How does a club take new members with an application form?

In the club settings, choose whether students join straight away or apply. Applicants answer the club's own form from the club page, and the owner or an administrator accepts or declines each application from one queue, with an optional note the applicant sees.

Q: Can we use the same form for every recruitment round?

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.

Q: Who can see the answers to our application form?

Only the officers of your club whose role lets them review applications or forms. No other club can see them.

Q: Can students from other universities apply?

Yes, if the club is public. A club kept to its own university receives applications only from students there.

Q: Does choosing a university verify a student's status?

No. Students choose their university themselves. Optional student-status verification uses evidence from a university email address and/or student certificate, reviewed manually by Uninexus staff. There is no automatic connection to university student records; do not assume every applicant is verified.

Q: Do applicants need an account?

Yes. Students apply with their Uninexus account, which is also how they follow the status of their application and see the committee's note.

Q: Can applicants see why they were declined?

Only if you write a note. The note is optional and appears next to the decision in the applicant's account.

Q: Can we ask for a CV or a portfolio?

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.

This guide covers the form students fill in to join your club; an official application to establish a club at a university is a separate process. On Uninexus, publish the membership form on the club page, review applicants in one queue and let them see the decision in their account.

Create an account

Which questions belong in a club membership application form?

Keep the membership form short enough to complete on a phone. Choose only questions that help with membership decisions and adapt these suggestions to your club's needs:

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?

Decide how each question helps you make the decision. Require only essential answers; do not ask for a department, year of study, phone number or student number simply to build a larger list. Add a file upload only when the role requires a portfolio or CV.

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.

Practical resources

Use these prompts and templates as a starting point. Select the text you need and adapt it to your club, venue, and university policies.

Ready to adapt

Student membership question bank

Choose a small, consistent set of questions for every applicant. Explain how answers will be used, let applicants skip questions that do not apply, and avoid collecting sensitive details you do not need.

Motivation and expectations

What would you like to learn or experience by joining this club?
Which activity or area of the club interests you most, and why?
What would make your first semester as a member feel worthwhile?

Time and participation

How often would you realistically like to take part in club activities?
Which days or times usually work for you?
Are there practical scheduling constraints you would like us to consider?

Interests and contribution

What skills, interests, or perspectives would you enjoy bringing to the club?
Is there a kind of task or activity you would like to try for the first time?
Tell us about a time you worked with others toward a shared goal. What did you learn?

Support and next steps

What helps you feel welcome and included in a new group?
Would any adjustment help you take part in meetings or activities? You can discuss this privately with the club later if you prefer.
What questions would you like us to answer before you decide to join?

Questions

How does a club take new members with an application form?

Can we use the same form for every recruitment round?

Who can see the answers to our application form?

Can students from other universities apply?

Does choosing a university verify a student's status?

Do applicants need an account?

Can applicants see why they were declined?

Can we ask for a CV or a portfolio?

Start with an account

Next, choose your university, then join a club or start one.

Create an account