Clubs and Societies Handbook - Students - Australian Catholic ...

ACU Clubs &Societies HandbookSuccessful Development andManagement of Clubs and Societies atACUMark YoungDecember, 2009Sharon MathiesonRevised December, 2011

ACU Clubs & Societies HandbookContentsIntroduction 3Club & Society Management 4Definition of ACU Clubs and Societies 4Starting a New Club or Society 4Obligations of Clubs and Societies 5Management Overview 6Management Guidelines 6Finance 7Equipment 8Membership 8Marketing 9Events 9Fundraising & Sponsorship 9Insurance & Legal 10Policies and Procedures 10Contacts 11AppendicesAppendix 1: Constitution Template 12~15Appendix 2: Inaugural General Meeting Template 16Appendix 3: General Meeting Template 17Appendix 4: Webpage Blurb Template 18Appendix 5: Club Application 19~20Appendix 6: Payment Form 21Appendix 7: Club Report 22~23Page 2

ACU Clubs & Societies HandbookIntroductionAt Australian Catholic University, student activities are an important aspect of University life.Clubs and Societies enhance the social life on our six campuses and promote the health andwell-being of our students and staff. Campus Life Coordinators along with StudentAssociation members will support the development of Clubs and Societies on all campusesto increase the number of student activities and events offered throughout the year. StudentAssociation members and Campus Life Coordinators located at each campus, will assist youin establishing and managing your Club or Society.The following pages outline the process of developing as well as managing a Club or Societyat ACU. The ACU Clubs and Societies Handbook aims to provide individuals and groupswith the necessary guidelines and templates to allow students and staff to successfullydevelop and manage these groups.Page 3

ACU Clubs & Societies HandbookClub & Society ManagementThe effective management of your Club or Society is vital to attracting new members andretaining current members. A well developed Club or Society will minimise issues in theyears to follow, so take the time and establish the Club or Society properly the first timeround.Definition of ACU Clubs and SocietiesA Club or Society is a group of ACU community members interested in a particular sport,recreational pursuit, topic or issue. The Club or Society usually comprises 15 or moremembers depending on the type of club or society it is but can also be smaller. The Club orSociety will meet regularly and participate in a number of events or activities that promotethe aims and objectives of the Club or Society’s constitution. The Club or Society engages ina range of activities throughout the year, which can include the organisation of BBQs,recruitment of members, fundraising activities, balls and annual dinners, trainingopportunities, managing the finances and representing ACU at all events and competitions.These events will be coordinated in partnership with Campus Life Coordinators andmembers of the Student Association.Starting a New Club or SocietyTo establish a Club you must complete the following steps. To avoid unnecessary work it issuggested that you contact the Student Association to make sure a similar Club does notalready exist.1. Recruit members from the ACU community. Provide a list of names, email addressesand student numbers. The member list must accompany the Club application.2. Develop a constitution detailing the Club’s aims and objectives (appendix 1 contains atemplate for the constitution).3. Conduct a general meeting (appendix 2 & 3). The minutes will reflect a formalisation ofthe Club’s name, constitution endorsement as well as the election of office bearers. Theoffice bearers must be elected to the following positions:President, Vice-President, Treasurer, SecretaryThe meeting must also decide on an appropriate membership fee.4. Following the inaugural general meeting, convene a meeting of the executive committee(President, Vice-President, Secretary, Treasurer etc.) and complete the Club applicationform (appendix 5). This application must be submitted to the Student Association andCampus Life Coordinator.Page 4

ACU Clubs & Societies Handbook5. The Student Association in conjunction with a Campus Life Coordinator will review thesubmission and meet with the executive committee at a mutually convenient time todiscuss the Club application form.6. Upon the written approval of the Club or Society from the Student Association, theCampus Life Coordinator will provide you with a ‘myacu’ email address for your Club.7. Provide your Campus Life Coordinator with a blurb for the Club or Society webpage ofapproximately 100 words (template appendix 4)Please noteCampus Life Coordinators/Officers and Student Associations are located on each campus toassist you in the above steps. In completing the above steps, you will have access to arange of funding programs, University resources, staff support, insurance, and professionaldevelopment programs to support the management of your Club.Obligations of Clubs and SocietiesAs a registered Club or Society of ACU, your Club must meet certain obligations. Each Clubor Society is expected to:1. Operate within the mission of the University and uphold the Student Charter ofAustralian Catholic University.2. Provide the Student Association with a copy of the meeting minutes and/or verbalprogress reports.3. Ensure the Student Association and Campus Life Coordinator has a copy of the currentconstitution.4. Send delegates to all Club and Society meetings/forums of the Office of StudentSuccess.5. Contribute to the development of the ACU community (e.g. Orientation, Club articles,Club and Societies days, up-coming events etc)6. Welcome new members and ensure they are included in all Club or Societycommunications.7. Maintain the Club or Society website by providing updated information on news andevents.8. Respond diligently to calls for Club and Society information.9. Collaborate with the Student Association in organising events, fundraising activities andpurchasing uniforms.10. Maintain an accurate record of members and keep the Student Association and CampusLife Coordinator informed.11. Represent ACU with pride and under no circumstance bring the University’s name intodisrepute.Page 5

ACU Clubs & Societies HandbookManagement OverviewThe management of ACU Clubs and Societies is a collaborative partnership betweenCampus Life, ACUNSA and the campus Student Associations. The diagram below illustratesthe relationship between the areas.SponsorDeputy Vice-ChancellorStudents, Learning and TeachingOffice of Student SuccessManagementCampus Life (Sportand National Projects)ACUNSAOperationalCampus LifeStudent Associations(Sport Convenor/ClubsConvenor)Clubs and SocietiesManagement GuidelinesThe management committee is comprised of the following executive members and isexpected to maintain regular communication with the Student Association Liaison. Thiscommittee is responsible for the overall running of the Club. The positions that make up theexecutive committee must be outlined in the constitution. The following is a guide for Clubsto use when explaining the responsibilities of each role.President To oversee and coordinate the activities and administration of the Club. To act as chairperson at all meetings. To ensure all obligations, outlined in ‘Club obligations’, are met. Report Club progress to the Student Association’s Sport and Recreation Convenor/swhere relevant.Vice-President To assist the President in the general running of the Club. To act as chairperson in the absence of the President. To keep records of Club equipment (inventory list).Page 6

ACU Clubs & Societies HandbookInsurance and LegalUniversity approved activities that are organised by the Club or Society will be covered by itsgeneral insurance policies. It is expected that Clubs provide the Campus Life Coordinatorwith a list of planned events well in advance of the activities. A description of the activity maybe required by the Campus Life Coordinator to confirm the University’s approval.Policies and ProceduresAll Policies and Procedures for students can be found on the following site:http://www.acu.edu.au/policy/student_policies/Your Student Association or Campus Life Coordinator will be able to provide you withinformation on ACU’s Risk Management Policy.Page10

ACU Clubs & Societies Handbookshall be communicated by the secretary. Any proposed amendment must besubmitted in writing to the Campus Life Coordinator five days prior to a meeting.11. REGISTRATION WITH THE OFFICE OF STUDENT SUCCESS(a) Upon written approval, the Club or Society is registered with The Office ofStudent Success and is eligible for University funding to support its activities.(b) The Club is registered with the University for purposes of access to externalfunding schemes and programs.12. CLOSE(a) The Club may be recommended for disaffiliation from the University upon lowmembership numbers.(b) The Club may be recommended for disaffiliation from the University forbehaviour/actions/activities that breach the student/staff code of conduct, Clubobligations or participation in illegal activities.a. Upon disaffiliation, all funds and properties of the Clubs will revert to theUniversity.b. The Deputy Vice-Chancellor, Students, Learning and Teaching retains theright to close a Club which does not comply with its obligations.Page15

ACU Clubs & Societies HandbookAppendix 2 – Inaugural General MeetingTemplateACU Lawn Bowls ClubInaugural General MeetingTo be held at 5:00pm on Wednesday, 7 July 2012 in room IB.04Agenda1. Presidents Opening Remarks2. Apologies/Attendance3. Election of Office Bearersa. Presidentb. Vice-Presidentc. Treasurerd. Secretarye. Two Executive Committee Members4. ACU Lawn Bowls Constitution (motions to amend/approve with quorum of members)5. New Business item (a)6. New Business item (b)7. New Business item (c)8. New Business item (d)9. General Business (other issues)10. Next Meeting to be held 5:00pm on Wednesday 14 August 2012 in room IB.03Page16

ACU Clubs & Societies HandbookAppendix 3 – General Meeting TemplateACU Netball ClubGeneral MeetingTo be held at 5:00pm on Wednesday, 7 July 2012 in room IB.04Agenda1. Welcome2. Apologies/Attendance3. Minutes of Previous Meeting Held on 12 June, 20124. Business Arising from the Minutes5. Reportsa. Presidentb. Vice-Presidentc. Treasurerd. Secretary (if applicable)6. New Business item (a)7. New Business item (b)8. New Business item (c)9. New Business item (d)10. General Business (other issues)11. Next Meeting to be held 5:00pm on Wednesday 14 August 2012 in room IB.03Page17

ACU Clubs & Societies HandbookAppendix 4 – Webpage Blurb TemplateMax 100 wordsThis should include:Brief DescriptionWhen it was founded and current membership detailsTarget AudienceClub or Society PurposeGoals/AimsRegular Activities/EventsBenefits for MembersInformation on MembershipPlease find example belowPhotoholicsPhotoholics is an ACU student run Photography Club. It was founded in 2010 and currentlyhas over 100 members. Photoholics welcomes everybody who is interested in cameras andphotography and also those who are just interested in sightseeing and travelling to greatattractions around Melbourne and Victoria. We are an active Club and offer many outings,activities and workshops, which are designed to add value for members. Also, the majorityof which are free for members. These activities give our members an opportunity to engagein a wide range of photographic activities, as well as learn and have fun at the same time.To register your interest in joining the club please send an email to:Photoholics@myacu.edu.auPage18

ACU Clubs & Societies HandbookAppendix 5 – Club ApplicationYour application to establish a registered Club with ACU Sport and Recreation shouldinclude the following items:A cover page stating the name of your Club and executive positionsACU Gridiron ClubStrathfield CampusPresident: David SmithVice-President: Tom JonesSecretary: Carl YoungTreasurer: Brian ThomasClub Email: acugridiron@myacu.edu.auClub contact: [mobile number]An introduction including the goals, objectives and events/competitions in which theClub will partake.The ACU Taekwondo Club will increase its membership to fifty (25)students/staff by Semester 1, 2012 and thirty-five (35) students/staffby end Semester 2, 2012…The ACU Taekwondo Club will coordinate participation in regionalevents and also ACU competitions between other ACU campuses…A strategy for future recruitment of members.The National Debating Club will recruit new members by:Hosting promotional events including a stall at Orientation…Presenting the Club to students and staff at lectures…Sending newsletters to students…Page19

ACU Clubs & Societies HandbookAppendix 7 – Club ReportThe Club is expected to complete the following Club report by 1 December to maintain theirregistration to ACU.Club NameExecutive SummaryProvide a short statement that highlights the achievements of your Club includingparticipation in events and membership numbers. Include a summary of fundingrequirements of your Club in comparison to the previous year’s spending.Annual ReportThis plays an important role in the development of a Club as well as acknowledging theachievements of members. The report should include the following:President report – Appraisal of the Club and activities.Treasurer report – Financial report including major expenses.Acknowledgement of outstanding achievements from players, coaches, teams, Clubexecutive and members.Summary of events for the year.Recommendations and goals for the following year and beyondConclusion – Finance, membership, activities, Club ManagementMembership ListProvide member names and student numbers as per example in appendix 5 (membershiptable).Inventory ListVice-President to provide a detailed inventory list of all items belonging to the Club. Thisshould indicate what items have been purchased during the year and what items have beenupdated or discarded because they were no longer useful.Page22

ACU Clubs & Societies HandbookFinancial BudgetThe Treasurer will provide a detailed summary (e.g. excel spreadsheet) of all income andexpenses for the calendar year. In a separate document, the Treasurer will propose theincome and expenses for the following year after consultation with a Sport and RecreationOfficer. Example below:Club Budget (EXAMPLE)1/1/2009 - 1/12/2009IncomeItem Sub Item Proposed Actual CommentsMembership FeesStudents 200 220 $20/StudentStaff 100 120 $30/StaffCompetition Registration 1200 800Fundraising 200 0Sponsorship 500 300Sport/Recreation Grants 2000 1500Total Income 4200 2940ExpensesFacility Hire 600 300Competition Registration 1200 800Marketing 600 750Uniforms 300 420Equipment 1200 560Total Income 3900 2830Total Profit/Loss 300 110ObjectivesWith the Campus Life Coordinator, the Club will evaluate their progress for the previous yearand identify new goals and objectives for the following year. These objectives will be stronglylinked to Club’s submission for funding.Page23