Registry of Societies Electronic System

A society is defined in the Societies Act as a club, company, partnership or association of 10 or more persons, whatever its nature or object, and not already registered under any other law.

Does our society need to register with the Registry of Societies (ROS)?

NO, if you are any of the following:

(a) Any company registered under any written law relating to companies for the time being in force in Singapore.

(b) Any company or association constituted under any written law.

(c) Any trade union registered or required to be registered under any written law relating to trade unions for the time being in Singapore.

(d) Any co-operative society registered as such under any written law.

(e) Any mutual benefit organizations registered as such under any written law relating to mutual benefit organizations for the time being in force in Singapore.

(f) Any company, association or partnership, consisting of not more than 20 persons formed for the sole purpose of carrying on any lawful business that has for its object the acquisition of gain by the company, association or partnership, or the individual members thereof.

(g) Any class, society or association of foreign insurers carrying on insurance business in Singapore under any foreign insurer scheme established under Part IIA of the Insurance Act (Cap. 142).

(h) Any school or management committee of a school constituted under any law regulating schools for the time being in force in Singapore.

How many people should there be in our society to register with the ROS?

There should be 10 or more persons in your society before it is liable for registration under the Societies Act.

Should all Committee Members be Singaporeans?

For the categories of societies listed below, the majority of the Committee Members must be Singapore Citizens. In addition, the President, Secretary, Treasurer and their deputies shall be Singapore Citizens or Singapore Permanent Residents. Foreign Diplomats shall not serve as Committee Members.

a) Religious societies

b) Societies which identify themselves publicly as or whose membership is confined exclusively to members of a single racial group

c) Any society whose object, purpose or activity, whether primary or otherwise, is to represent; promote any cause or interest of; or discuss any issue relating to a class of persons defined by reference to their gender or sexual orientation

d) Any society whose object, purpose or activity, whether primary or otherwise, is to represent persons who advocate; promote; or discuss any issue relating to any civil or political right (including human rights, environmental rights and animal rights)

e) Any society whose object, purpose or activity, whether primary or otherwise, is to promote or discuss the use or status of any language

How many types of registration processes are there and what are the differences?

There are two types of registration processes - Automatic and Normal.

Under the Automatic Registration process:
· A society is registered immediately upon the submission of its application cum declaration and payment of the registration fee.
· An automatically registered society can start its activities as soon as it is registered.

* Please note that the Registrar of Societies is empowered under the Societies Act to order an automatically registered society to, after its registration, change its name or its rules, if he is of the opinion that the rules of the society if unchanged, would be contrary to national interest or prejudicial to the public peace, welfare or good order in Singapore. If it appears that an automatically registered society ought not to have been so registered by reason that it is a specified society under the Schedule in the Societies Act, the Registrar may deemed it to be registered under the Normal Registration process and recover from the society the difference in the amount of prescribed fees under the two different registration processes or the Minister may order the society to be dissolved.

Under the Normal Registration process:
· A society has to wait for an in-principle approval from ROS after the society has submitted its application.
· The society is registered only upon payment of the registration fee after receiving ROS' in-principle approval.
· A normally registered society can only start its activities after its registration has been publicized in the Gazette.

How do I know if my society qualifies for Automatic Registration?

The types of societies that do not qualify for Automatic Registration are listed in the Schedule. Societies that wish to register under Automatic Registration will need to declare whether they are eligible for Automatic Registration. Do note that under Section 4(A)(5) of the Societies Act, where it appears to the Registrar that if a society registered under Automatic Registration does not qualify to be registered under Automatic Registration, the Registrar shall recover from that society as a debt due to the Government the difference of $200 of the prescribed fee for registration under Normal Registration.

Can I still register my society if it does not qualify for Automatic Registration?

Societies that do not qualify for Automatic Registration can still submit an application for registration to ROS for consideration via the Normal Registration process.

What is the processing time to register a society?

An application for registration of a society may undergo either the normal registration process or the Automatic Registration process. The average processing time under the normal registration process is two months. Registration is immediate for those who qualify under the Automatic Registration process.

What information or documents do I have to prepare before applying?

Information on the Society

(a) Name of the society (and 2 more alternative names for Normal Registration process)
- See Question 18 for guidelines on Names.
(b) Place of Business (defined as the place where the books and records of the society will be kept) - See Question 19 for guidelines on Place of Business.
(c) Telephone and/or Fax Nos.

Information on the Members

(a) Names of 10 Members
(b) Title of Office (e.g. President, Secretary, Treasurer, Ordinary Member, etc)
(c) Residential Address
(d) Contact Information (e.g. email, mobile no.,etc)
(e) Nationality, Resident Status in Singapore, NRIC/FIN No., Date of Birth
(f) Gender, Marital Status, Race, Dialect Group, Religion
(g) Educational Qualifications, Present Employment Status
(h) Membership in other societies, if any.

Documents
(a) Constitution of the society - See Question 20 for guidelines on Constitution
(b) Letters of affiliation (where necessary)
(c) Letters of approval or support from relevant government agencies, schools, organisations, personalities, etc (where necessary)

Others
(a) SingPasses of the President, Secretary and Treasurer of the society.
(b) Email addresses of the President, Secretary and Treasurer of the society.
(c) Name, address and telephone / fax no. of a Contact Person for the application (optional).

10.

How do I submit my application?

Societies can submit their applications via the Registry of Societies Electronic System (ROSES). [See Question 20 for information on ROSES.] The 3 key office bearers of the society, i.e. President, Secretary and Treasurer will be required to verify and submit the application online using their SingPasses. Supporting documents for attachment should preferably be in Microsoft Word format. Scanned documents should preferably be in pdf or tif format. Societies wishing to submit an application over-the-counter can also collect from ROS or call to be sent a copy of the application forms for registering a society.

* Applicants are strongly advised to verify that the information furnished is complete and accurate. The Automatic Registration of any society procured by fraud or misrepresentation at the point of application can be basis for dissolution of the society by the Minister. For furnishing false information to any public servant, a person may be charged under section 182 of the Penal Code, the penalty of which is imprisonment up to 6 months or fine up to $1,000.

11.

Can we conduct any activities before the society is registered?

Societies that are registered under the Automatic Registration process can carry out their activities immediately upon registration. Societies that are undergoing the Normal Registration process are not allowed to organise or take part in any activity of or on behalf of the society between the dates of application for registration to the date the registration is notified in the Gazette except for corresponding with ROS on issues concerning this application, unless the Registrar has approved the activity in writing.

12.

Is there any penalty if we proceed to conduct activities after we have submitted our application to ROS for consideration but before it is approved?

Yes, under Reg. 3 of the Societies Regulations, you would be guilty of an offence and would be liable on conviction to a fine not exceeding $500) and, where the breach is a continuing one, to a further fine not exceeding $50 for every day after the first day during which the breach continues.

13.

What is the fee for the registration of a society?

The registration fees are:

(a) Automatic Registration :	$280, payable together with the application to register the society if application is submitted via ROSES. $300, payable together with the application to register the society if application is submitted via hardcopy forms.
(b) Normal Registration :	$400, payable only if your application is successful and the application is submitted via ROSES. $450, payable only if your application is successful and the application is submitted via hardcopy forms.

* Please note that if it appears that an automatically registered society ought not to have been so registered by reason that it is a specified society under the Schedule in the Societies Act, the Registrar may deemed it to be registered under the Normal Registration process and recover from the society the difference in the amount of prescribed fees under the two different registration processes or the Minister may order the society to be dissolved.

14.

Is there a registration number for a registered society?

There is no registration number or license issued but each society will be assigned a file reference number upon submission of application for registration. The society should quote the reference number in all correspondences with this Registry.

15.

What are the obligations under the Societies Act that a registered society has to observe?

Registered societies are generally self-governing. In carrying out their activities, societies not only have to abide by the rules of their own respective constitutions, but also the prevailing laws in Singapore.

Under the Societies Act, registered societies are required to:

a) Maintain proper accounts and records of the transactions and affairs of the society and get its accounts audited annually;
b) Submit an Annual Return and its audited of statement of accounts to the ROS annually;
c) Submit to the ROS an audited statement of accounts of any fund raising appeal 60 days after its completion;
d) Apply to change its name, place of business and rules; and
e) Apply to use any flag, symbol, emblem, badge or other insignia.

* The above submissions / applications can be sent to ROS via the ROSES.

16.

Are football or sports club allowed to operate gaming or jackpot machines?

Under the Private Lotteries Act, it is an offence for any establishment to operate any gaming machines without a permit. Gaming machines include those that dispense winnings based on chance, via credits or tokens that can be exchanged for cash or prizes. For the installation of gaming or jackpot machines, an application for a permit should be made to the Police Licensing Division at 391 New Bridge Road, #02-701, Police Cantonment Complex, Singapore 088762.

17.

Could you provide me with some other information related to societies?

Some useful links to other government agencies:

(a) Application for SingPass - http://www.cpf.gov.sg
(b) Companies - http://www.acra.gov.sg
(c) Tax matters- http://www.iras.gov.sg
(d) Volunteer and charity matters - http://www.mcys.gov.sg
(e) Permits and licences - http://www.spf.gov.sg/epc
(f) Gazette Notification - http://www.egazette.com.sg
(g) Law (Societies Act) - http://www.agc.gov.sg

18.

What are the guidelines for Names of a society?

The society's proposed name should not be the same or similar to that of another society or company/business that is already registered. To check, you may refer to the websites http://www.mha.gov.sg/ros (for societies) and http://www.acra.gov.sg (for companies/businesses). Below are some examples of similar names that ROS may not allow:

Hope Friendship Centre vs Hope Friendship Services
Outdoor Trekkers Club vs Outdoor Trekking Club
Revival Faith Fellowship vs Revival Centre Fellowship

· The name of the society must be spelt out in full. Acronyms/abbreviations are not encouraged.
· Please provide a letter of support from the relevant authorities if you are using any of the following words as part of the name of the proposed society.

"Academy"
"Asean"
"College" (with exception of an alumni)
"Council"
"Government"
"Institute" (with exception of an alumni)
"Lion City"
"Merlion"
"Ministry"
"National"
"Raffles"
"Republic"
"Registry"
"State"
"Stamford Raffles"
"Temasek"

· Similarly, please provide a letter of support from the relevant authorities if a name of a country is used as part of a society's name.
· The word "Singapore" or its abbreviation is allowed to be used within brackets at the end of the society's name, eg. ABC Society (Singapore) to indicate the society's place of registration.
· The word "The" shall not be used as the first word in the name of the society, eg. The ABC Society. You can name the society as "ABC Society, The" instead.

· A society will only be allowed to use the word "Foundation" in its name if it is financed by a donation, legacy or an endowment.

19.

What are the guidelines for Place of Business of a society?

The Place of Business is defined in the Societies Act as the place where the records and books of accounts of a society are kept.

· Please note that the following addresses are prohibited from use as the society's place of business:
(a) HDB flat
(b) PO Box
(c) Undeveloped sites, eg. Mukim Lot 8
(d) Mobile premises, eg. Containers
(e) Unofficial addresses, eg. Rooftops, void decks
(f) Public places, eg. hawker stalls/stores

· Please provide a letter of consent from the relevant authorities if the following addresses are used as the society's place of business:
(a) Community Centre
(b) Government agencies or statutory boards, schools and hospitals
(c) Embassy / High Commission

· The address for the Place of Business should be completed in the following sequence:
Building/Block No, Street Name, Unit No #, Building Name, Postal Code.

20.

What are the guidelines for drawing up a Constitution of a society?

·Societies may draft their own constitution or choose to use or modify ROS' Guide Constitution.
· Basically, a society's constitution should have rules to cover:

#	Clause	Purpose
1.	Name	Spells out the official name of the society.

2.	Place of Business	Spells out the place of business of the society.

3.	Objects	Spells out the main aims or objects in order of priority for which the society is formed, or which it may pursue, or for which its funds or any of them may be used.

4.	Statement of Faith(compulsory for Christian religious groups)	Spells out the religious beliefs of the society.

5.	Membership Qualification and Rights	Spells out the society's membership criteria e.g. · The characteristics of person qualified to become a member and the class of membership, if any · Whether membership is restricted by sex, age, interest, experience, academic performance, etc · Voting rights of members and their rights to hold office

6.	Application for Membership	Spells out the procedure of applying for membership, the method of conferment of membership.

7.	Entrance Fees, Subscription and Other Dues	Specifies the sources from which the society shall derive its income, including the rates and method of payment of such entrance fees and periodical subscriptions as may be decided upon.

8.	Supreme Authority and General Meetings	Provides that the supreme authority over the society lies with the General Meeting of members and the quorum required for the transaction of business at any General Meeting of the society.

9.	Management and Committee	Lists the titles of the office-bearers and the method of appointment of the committee or governing body entrusted with the day-to-day administration of the society.

10.	Duties of Office-Bearers	Specifies the functions, powers and responsibilities of each office-bearer including the authority or authorities for expenditure from the funds of the society.

11.	Audit and Financial Year	Specifies the election/appointment of auditors and the keeping of accounts of the income and expenditure of the society and the publication of such accounts to its members annually.

12.	Trustees	Applicable to societies with or likely to have immovable properties.

13.	Visitors and Guests	Imposes limitation as to the number of guests a member may bring in and the number of visits a guest can make within a specified timeframe.

14.	Prohibitions	Spells out the activities the society must not engage in. The prohibition clauses listed from 13.1 to 13.7 in ROS' Guide Constitution are compulsory.

15.	Amendments to Constitution	Spells out the manner by which the constitution or rules of the society may be amended.

16.	Interpretation	Spells out the power of the Committee in dealing with any matter pertaining to the day-to-day administration of the society which is not expressly provided for in the Rules and the authority of the General Meeting to reverse the decision of the Committee under such circumstances.

17.	Disputes	Spells out the manner by which disputes should be handled by members of the society.

18.	Dissolution	Spells out the rules for the voluntary dissolution of the society and the manner by which the assets of the society is to be disposed upon dissolution.

21.

What is the difference between the hyperlinks "Submit Annual Returns" and "Change of Office-bearers"?

You should use the "Submit Annual Returns" hyperlink when you are submitting the list of your society's office-bearers who are or have elected during an Annual General Meeting. The "Change of Office-bearers" hyperlink should only be used to update this Registry when there are changes in office-bearers in the middle of their term. E.g. changes due to resignation or death.

22.

Do we have to submit an Annual Return if there is no election for the year? Our society's election is held, say bi-annually.

Yes. It is a requirement under the Societies Regulations for societies to submit their Annual Returns within a month after the holding of their Annual General Meeting, or if no meeting is held, once in every calendar year within a month after the close of its financial year. The information provided in the Annual Return should contain the latest update on the society and its office-bearers.

23.

When must the returns be submitted to the Registry of Societies?

The society is required to submit its Annual Return and audited accounts within a month of the holding its Annual General Meeting.

24.

Where can I obtain a copy of the Annual Returns form?

You may download the form here. Alternatively, you may contact us at 63916325 and we will post a copy of the form to you.

25.

What are the system requirements for using ROSES e-services?

The minimum system requirements are:

(a) Pentium III 500 MHz PC and above with 128MB RAM

(b) Windows 98, ME, 2000 or XP & above

The recommended system requirements are:

(a) Pentium III 500 MHz PC and above with 256MB RAM

(b) Windows 2000 or XP & above

26.

What are the types of Payment Modes available in ROSES?

Two modes of payment are offered:

1) Flexipay

For more information on FlexiPay, please visit http://www.ecitizen.gov.sg/FlexiPay

2) eNETS Credit

For more information on eNETS Credit, please visit http://www.nets.com.sg/enets/pay_credit.html

Will a receipt be issued for my online payment?

Once you have completed your transaction successfully online, you will be prompted to print or save a copy of the online receipt for your record. A separate hardcopy receipt will not be issued by ROS.

28.

What is ROSES?

ROSES is the acronym of the Registry of Societies Electronic System. It is an online system launched on 1 Aug 03 to enable members of the public and registered societies to transact with ROS for all of ROS' main services, e.g. checking whether an organisation is a registered society, applying for the registration of a society, submitting a returns, etc. Payment for ROS' services can also be made online using a credit card.

The benefit of using ROSES is that it is available round the clock and it saves the public and registered societies the need to make a trip down to ROS for their applications and submission. Users can access ROSES via the Ministry of Home Affairs website: http://www.mha.gov.sg/ros.

At the ROSES Home Page, you will see…

29.

When should a society hold its Annual General Meeting?

A society should hold its Annual General Meeting in accordance with the provision in the society's constitution.

30.

Can we postpone our Annual General Meeting to a later date instead of the month stipulated in our society's constitution?

The holding of an Annual General Meeting is a rule in your society's constitution. As your constitution is a contract between the members of your society, it would be up to your members to agree to any changes in the month the Annual General Meeting is supposed to be held. If the change is to be permanent, the members would have to pass a resolution at a General Meeting to change the rule. It effect the change in the rule, it would also have to be approved by this Registry before it can be adopted.

31.

My ROSES password is locked / I have forgotten my ROSES password. How can I retrieve it?

The President, Secretary and/or Treasurer may reset or retrieve their password by filling in the Form for Reactivation of ROSES Account and mailing it to "Registry Of Societies, ICA Building, 10 Kallang Road, #06-00, Singapore 208718" or faxing it to 62934489. Please allow for 3 working days for ROS to process the request.

32.

Is there any scheme to finance the start-up and/or first year operational costs of my new initiative?

The New Initiative Grant (NIG), offered by National Volunteer and Philanthropy Centre (NVPC), is seed money for non-profit startups or existing non-profit organisations (NPOs) with new initiatives that meet community needs in Singapore and are strong in volunteerism and/or philanthropy .

For more information, you may refer to the website http://www1.nvpc.org.sg/sub_page.asp?pid=63&sid=121