Affiliation protocol and fee formula

The NPC affiliation protocol and fee formula was last approved at the NPC Ordinary General Meeting held in the University of Surrey on 2/6/01; the rules for ULU were subsequently revised by the NPC Management Subcommittee on 27/4/02, and ratified at the following NPC Ordinary General Meeting; item (ii) of the formula was modified at the Management Subcommittee Meeting at the Nottingham Trent University on 10/5/03. The fourth paragraph of the protocol was added at the Annual General Meeting on 14/8/04 at Coventry University. Exception (x) was inserted at the Annual General Meeting on 14/8/04 at Coventry University, with subsequent exceptions following it re-numbered. The names in paragraph (viii) were updated by the Annual General Meeting on 5/8/06 at Aston University.

NPC affiliation protocol

All eligible students representative organisations and recognised bodies will be invoiced to affiliate to the Committee for a specified financial year, on a date as near as possible to the start of that financial year. The affiliation fee will be determined according to a set formula approved by the Committee from time to time.

An eligible organisation or recognised body is deemed to have affiliated to the Committee for a specified financial year if either:

(a) the General Secretary (or his/her nominee) has received authorised notice from the organisation or recognised body that it will affiliate to the Committee for that financial year, accompanied by an official order form; or

(b) the Committee has received payment from the organisation or recognised body in respect of the required affiliation fee.

An organisation or recognised body which has affiliated to the Committee for a specified financial year shall continue to be deemed to be affiliated until 31 October following the end of that financial year, unless the General Secretary (or his/her nominee) receives authorised notice from the affiliate that it has decided to discontinue affiliation to the Committee.

Invoices will be sent out to affiliated organisations at the start of a financial year. If an affiliated organisation gives notice of its intention to disaffiliate from the Committee more than thirteen weeks after the date its annual affiliation fee fell due (and providing the organisation has been given at least one written reminder), the organisation shall be held liable for the full value of its affiliation fee for that year. This rule shall not apply if the organisation formally queries its affiliation status within thirteen weeks of the date its annual affiliation fee fell due.

NPC affiliation fee formula

(i) The NPC affiliation fee for a given organisation in a given financial year is calculated using the most recently publicly available HESA statistics for postgraduate student numbers in the organisations institution. For 2002/2003 the NPC will use the 2000/2001 HESA statistics.

(ii) Full-time equivalent (FTE) postgraduate numbers at an institution are calculated using the following formula:

(FTE numbers) = (full-time numbers) + 0.5 (part-time numbers).

(iii) The following banding system, based on FTE postgraduate numbers, is used to calculate an unmodified affiliation fee:

For the first 100 students (numbers 0-100) 100p per student
For the next 200 students (numbers 101-300) 50p per student
For the next 400 students (numbers 301-700) 30p per student
For each additional student (numbers 701 and up) 10p per student

(iv) For organisations not presently affiliated, the actual affiliation fee is the unmodified fee, rounded down to the nearest pound.

(v) For existing affiliates, the actual affiliation fee is the lesser of: (a) the unmodified fee, rounded down to the nearest pound; and (b) their fee from the previous year, increased by 10 per cent and rounded down to the nearest pound.

(vi) Payment by standing order will freeze the actual affiliation fee for three years before the next recalculation (at which point the 10 per cent rule will still apply).

(vii) There is a minimum affiliation fee of 40 pounds.

(viii) The University of London Union affiliates on behalf of those postgraduates of the University of London who do not have a constituent college union to represent them, namely the University of London Institute in Paris, the School of Advanced Study and the University Marine Biological Station Millport. ULUs fee shall be based on the postgraduate student numbers at these institutes. The 10 per cent rule still applies to ULU.

(ix) The three students' representative organisations of Cranfield University, each covering a different campus of Cranfield University will, for the avoidance of doubt, be viewed as three separate bodies and permitted to affiliate separately to the NPC, with affiliation fees based on the numbers of postgraduate students on each campus.

(x) The Open University Students' Association will have their fee calculated by the latest FTE postgraduate numbers published by HESA.

(xi) Students representative organisations at non-publicly funded institutions wishing to affiliate are welcome to do so; the affiliation fee shall be negotiated at the time and approved by the Committee.

(xii) Recognised bodies (as listed in by-law 1) are not required to pay an affiliation fee.