CLUBS AFFILIATION & CONSTITUTION

STUDENTLIFE

STUD

ENT SERVICES

A

MENITIES FEES

WELCOME TO VU CLUBS

Getting involved with a club or society at Victoria University is a great way to network with other students and staff with similar interests, which may also improve your employability. This pack includes everything you need to start up your club; all should be completed before your club can be officially affiliated with Victoria University.

In this pack you will find:• Affiliationforms-tellusaboutyourclub,whatyouhopetoachieveandprovidecontactinformation;• Template-foryourclubeventsandfinances;• Mentorform-tomakesureyoustayontrack;and• TheStudentLifeClubsandSocietiesTermsandConditions.

Don’t forget if you have any questions you can always contact your campus Recreation Officer or email studentlife@vu.edu.au. If you are not able to get your forms completed before orientation, please speak with a Recreation Officer.

IMPORTANT DATES2015Affiliationopens:1November2014Affiliationcloses:30April2015(anyapplicationafterthisdateisconsideredlateandwillbedirectedtotheManagerofStudentLife)Orientation attendance confirmation: 15 Jan 2015StudentLeadershipcouncildates:18March,15April,20May,15July,19August,16Septemberand14October(Pleaseemaillead@vu.edu.auconfirmyourattendance)

DEFINITIONS Affiliation:receiveassociationfromVictoriaUniversityasanapprovedCluborSociety.ClubsandSocieties:agroupofpeoplethatjointogetherforacommonpurpose.Event:agatheringorganisedbyaCluborSocietythatisheldonoroffcampus.Staff:personsemployedbyVictoriaUniversity.Student:apersonwhoisenrolledinanyprogramorcourseofstudyatVictoriaUniversity,atleastoneunit.VU:VictoriaUniversityABN83776954731.

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NEW CLUBS

StudentswishingtoestablishanewCluborSocietymustapplytobecomeanAffiliatedClubusingtheClubsAffiliationandconstitutionApplicationformbefore30April.Anyapplicationreceivedafter30AprilwillbeconsideredlateandwillbedeterminedbytheStudentLifeManagerorappointeebasedonmerit.

TheAffiliationClubapplicationmustgainapprovalfromtheStudentLifeManagerorappointeebeforethecluborsocietycanberecognisedasaVictoriaUniversityStudentCluborSociety.

1. ChecktheClubsandSocietiespageontheVictoriaUniversitywebsite-vu.edu.au/clubstofindoutifyourclubalready exists!

2. If one doesn’t already exist, contact studentlife@vu.edu.au to make an appointment.

3. AfterspeakingwithStudentLife,fillouttheaffiliationandmentorformsfoundintheClubsAffiliationandConstitutionpack.

4. SubmitallyourcompletedaffiliationandmentorpaperworktoStudentLife.Don’tforgettokeepacopy.

5. StudentLifewillcontactyouifyouraffiliationhasbeengrantedortorequestformoreinformation.Pleaseemailusifyou don’t hear from us within one week studentlife@vu.edu.au

WHENAFFILIATIONHASBEENGRANTED,YOUWILLNEEDTODOTHEFOLLOWING:

1. HoldanAnnualGeneralMeeting.YoumustadvertiseyouAGMatleastoneweekpriortothemeeting.Pleasecontactusto help you with promotion.

2. ElectyourexecutiveattheAGM.AllexecutivesmustbecurrentVictoriaUniversityStudents.

3. ThetreasurerneedstomeetwithaRecreationOfficerorClubsofficertoorganiseyourclubbankaccountandfunding.Clubs re-affiliatingstillneedtocompletetheclubsaffiliationandconstitution

4. AttendanyspecificClubinformationmeetingsasrequestedbyStudentLife(suchasstudentleadershipcouncilmeetings)

5. Startholdingyourevents.

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CLUBS AND SOCIETIES MENTOR NOMINATION FORM

(WerecommendacurrentVUstaffmember)

ClubName:

Mentor’spositionwithVictoriaUniversityorOther(lecturer,tutor,staffmemberetc):

Expectations of mentoring role:

Mentorname:

Mentorsignature:

Executive name:

Executive signature:

Date:

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CLUBS AND SOCIETIES AFFILIATION

Clubname:...........................................................................................................................................................................................

Facebookpagelink(recommended)........................................................................................................................................................

Website(optional).................................................................................................................................................................................

BasicClubdescription(thisistheinformationwhichwillbepostedontheVUwebsite):

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WhatistheClubabout?

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WhataretheClubobjectives?

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Whataresomeofthememberbenefitsyouplantooffer?(eg:freeentryintoevents,workshopsordiscountedparticipation,merchandiseorany

otherbenefits)

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NOTE:Aminimum$5membershipfeemustbechargedtoallVUstudentsandstaffand$10fornon-VUcommunitymembers.

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CLUB EXECUTIVE COMMITTEES AND SIGNATORIES

ThesearethepeoplethatwillbethefirstcontactforStudentLife,Clubmembersandthegeneralpublic.TheywillalsobeauthorisedtosignclubpaymentrequestsaswellasallClubcorrespondencebeingsenttothem.

Club/societyemailaddress:........................................................................................................................................................................

Clubcontact1-PresidentName:.....................................................................................................................................................................................................Address:..................................................................................................................................................................................................Email: .....................................................................................................................................................................................................Phonenumber:.........................................................................................................................................................................................StudentNumber:......................................................................................................................................................................................

Clubcontact2-VicePresidentName:....................................................................................................................................................................................................Address:..................................................................................................................................................................................................Email: .....................................................................................................................................................................................................Phonenumber:........................................................................................................................................................................................StudentNumber:.....................................................................................................................................................................................

Clubcontact3-SecretaryName:.....................................................................................................................................................................................................Address:..................................................................................................................................................................................................Email: .....................................................................................................................................................................................................Phonenumber:........................................................................................................................................................................................StudentNumber:.....................................................................................................................................................................................

Clubcontact4–Treasurer(Accesstotheclubbankaccount)Name:.....................................................................................................................................................................................................Address:...................................................................................................................................................................................................Email: ......................................................................................................................................................................................................Phonenumber:..........................................................................................................................................................................................StudentNumber:.......................................................................................................................................................................................

Clubcontact5Name:.....................................................................................................................................................................................................Address:...................................................................................................................................................................................................Email: ......................................................................................................................................................................................................Phonenumber:..........................................................................................................................................................................................StudentNumber:.......................................................................................................................................................................................

Clubcontact6Name:.....................................................................................................................................................................................................Address:...................................................................................................................................................................................................Email: ......................................................................................................................................................................................................Phonenumber:..........................................................................................................................................................................................StudentNumber:.......................................................................................................................................................................................

NB:AllClubsmusthavefourcontactsandMUSTconsistofPresident,VicePresident,SecretaryandTreasurer.TheClubmaychoosetohaveadditional committee members such as an events officer and marketing officer. ClubsMUSTensurethatcontactsarekeptuptodate.StudentLifemustbecontactedwithin7daystoupdatecontacts.

MembershipIncome(minimum$5membershipfee) $

Currentbankbalance $

GrantsfromStudentLifeorotheruniversitysources $

OtherIncome $

Total $

CLUB EVENTS AND FINANCES

Events&Activities Description&Assessment DetailedBreakdown ofProposedCosts

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MEMBERSHIP INFORMATIONThis is the minimum number of students required to affiliate a club or society

NAME STUDENT EMAIL SIGNATURE NUMBER

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NB: Secretary must submit an electronic copy of the Membership Information form.

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TERMS AND CONDITIONS

The affiliation application will be granted on the basis of said document. The application will not be accepted if:

a. The applicant group has been disaffiliated in the same year the application is made;b. It has a name which does not reflect its stated aims;c. It contains aims which are discriminatory including sexist, racist, homophobic or promote racial, sexual or religious discrimination;d. It does not contain 15 signatures of Victoria University students as Expression of Interest for new clubs;e. The applicants have failed to fulfil procedural requirements for affiliation as stipulated by the forms;f. The anticipated activities of the club cannot be covered by Victoria University public liability insurance;g. CannotdemonstrateuponrequestbytheStudentLifeManagerorappointeethattheyareservicingastudentdemographicdistinctfrom an existing club or society.

Affiliationwillbesuspendedorremovedifaclubfailstomeetthesetermsandconditions.

FAILURE TO MEET TERMS AND CONDITIONSActionwillbetakenagainsttheaffiliatedclubwhich:

a. Misappropriatesfunds,ortheStudentLifeManagerbelievesuponfinancialinvestigationthattheClubhasbeenfinanciallymismanaged;b. Providesfalseinformationinordertogainunfairadvantage;c. Actscontrarytoitsownaimsand/ordeliberatelybreachestheconstitutionorauniversitypolicy.

ThesuspendedClubwillbegivenfivedaystorectifyactionsbeforefinaldecisionismadebytheStudentLifeManagerorappointee.

EVENTSClubsandSocietiesareencouragedtoholdeventsthatwillbenefititsmembers.Ifaneventisprojectedtocostinexcessof$1,500orwillattractover150attendees,theeventmustbediscussedwiththeStudentLifeManagerorrepresentativeatleastfourweekspriortotheeventtakingplace.AllothereventsshouldbediscussedwiththeStudentLifeManagerorappointeepriortoeventsbeingheld.

SPONSORSHIPAllexternalsponsorshiprequestsshouldbediscussedwithStudentLifebeforeapproachingexternalcompanies.

PROMOTION MATERIALSAnyClubsthatseektopromoteeventsoractivitiesbeyondtheUniversitymustgainthepermissionofStudentLifeManagerorappointeebeforeadvertisingtheeventeitherphysicallyorelectronically.SuchpromotionsmustclearlyseparatetheClubactivitiesfromtheactivitiesandreputationoftheUniversity.AskStudentLifeforpromotionallogosandadvice.

STUDENT LEADERSHIP COUNCILParticipationintheStudentLeadershipcouncilisobligatory;anominatedmemberofthecluborsocietymustattendnolessthan%50ofthecouncilmeetings.Meetingsoccurmonthly,studentsocietiesareexpectedtoactivelyparticipateinthecouncilandnon-attendancewillbenoted.Allclubsand societies are encouraged to present at the meetings to promote their upcoming events.

We(the‘Applicant)acknowledgeandagreetotheTermsandConditionsstatedabove.

ClubName:

Signed: President: Secretary:

Name: Name:

Date: Date:

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PROPOSED CONSTITUTION1. NameThenameoftheClubshallbe......................................................................................................................................................................................

2. ObjectivesToencourageandfacilitate(appropriateactivity)……..………………………………………………………………............................................................................................................................................................................................................................................................................................................................................................................................................................................ at Victoria University;

To become and remain affiliated.Toencourageandpromoteco-operationbetweentheClubandotheraffiliatedSocietywithinVictoriaUniversity.TodoallthingsaswouldappearnecessaryandproperforthebenefitoradvancementofmembersoftheClub.

3. AffiliationAnystudentwishingtooperateaVictoriaUniversityCluborSocietymustapplyforaffiliation.Afteraffiliationhasbeenapproved,continuedaffiliationwithVictoriaUniversityClubsandSocietiesisdependantontheClubcarryingoutitsoperationsinaccordancewith all Victoria University rules and regulations.OnceaCluborSocietyhasgainedAffiliatedClubstatus,theymustcontinuere-affiliatingwithupdatedaffiliationapplicationseveryyearbytheprescribeddeadlinefortheparticularyear,affiliationreceivedafterthespecifieddatewillbeconsideredlateandwillbedeterminedbytheStudentLifeManagerorappointeebasedonmerit.Affiliationisremovedon1December2015.

4. MembershipMembershipmustbesociallyinclusiveandopentoallVictoriaUniversitystudents.AssociatemembershipshallbeopentoVictoriaUniversitystaffandotherpeople.AClub'smembershipmustconsistofaminimumof75%studentmembers.Allfundingresourcedecisionswillbebasedonstudentmembership.TheminimummembershipfeetobechargedforaffiliatedClubsandSocietiesisAU$5forstudentsandAU$10forassociatemembers.ClubsandSocietiesmaychoose to charge more than the minimum. AllClubandSocietymembersmustsupplybasicinformationtotheExecutiveCommitteeandmustpaythemembershipfee.

5. Executive CommitteeTheExecutiveCommitteeshallbegovernedbyfour(4)ormoreVictoriaUniversitystudentsandbecomprisedofaPresident,Vice-President,Secretary,TreasurerandotherportfoliocommitteemembersasdeemedbytheClubmembership.ThekeyrolesoftheExecutiveCommitteeareasfollows:• President–ToprovideleadershipandfacilitationfortheClubExecutive• Vice-President–ToprovidesupportforthepresidentandClubExecutive• Secretary–Toprovidesupportfordocumentaryevidencesuchasminutesanddecisionofcommitteemeetings rules and regulations• Treasurer–ToprovidefinancialunderstandingwithintheClubonincomeandexpenditure• PortfolioCommitteeMembers-AsdeemedbytheClubmembershipfromyeartoyearsuchasEventsOfficerorPromotionalOfficer

TheExecutiveCommitteeshallmeetnolessthan6timesperyeartodiscusstheneedsofthemembershipandactivities.

6. Annual General MeetingsClubsandSocietiesmustconductanAnnualGeneralMeetingatwhichthecommitteeforthefollowingyeariselected.TheAGMmustoccur,andminutesmustbesuppliedtotheStudentLifeManagerorappointeebefore31October.

• TheSecretaryshallcausewrittennoticeofanyGeneralMeeting,togetherwiththeagenda,tobepromotedtoallmemberswithinthecluborsociety,atleastseven days before the date appointed for that meeting.

• ClubsandSocietiesmustprovidewrittennotificationtotheClubMentorandtheStudentLifeManagerorappointeeoftheplace,dayandtimeoftheAnnualGeneralMeetingatleasttwo(2)weeksinadvance.

• ExecutivecommitteemembersmustpresentreportsattheAnnualGeneralMeeting.ReportspresentedtomembersshouldincludeareportfromtheclubPresidentandafinancialreport.

• QuorumforanAnnualGeneralMeetingshallbeaminimumoftwo(2)executivemembersinadditiontoonequarterofmembers,shouldthequorumnotbemet,theAnnualGeneralMeetingistoberescheduledandthedetailsprovidedtotheStudentLifeManagerorappointee.

• ClubsandSocietiesshallfollowformalmeetingprocedurestoconductingAnnualGeneralMeetings,asoutlinedbytheStudentLifeManagerorappointee.

7. Responsibility/Disclaimer VictoriaUniversityacceptsnoresponsibilityforactionsordecisionstakenbyaClubcommitteeandofficebearersshallbedeemedresponsibleforalldecisionsmadefororonbehalfoftheClub.VictoriaUniversityacceptsnoresponsibilityforanyfinancialdebtsorliabilitiesincurredbytheClub.

8. Constitution ChangesNochangescanbemadetothisconstitutionbyindividualClubs.However,processestoimprovetheconstitutionscanbesuggestedinwritingbyClubExecutivesforfuturechangestotheStudentLifeManagerorappointee.

9. Expulsion of Members• TheExecutiveCommitteemaydecide,fromtimetotimebyunanimousvote,torequestanymemberorassociatemembertoresignfromtheClub,andinthe

eventshallprovidewrittennotificationofsuchrequesttobeserveduponthememberconcernedandprovideacopyofsuchnoticetotheStudentLifeManagerorappointee.

• TheprocessfordismissinganExecutiveMembermustbebyunanimousvoterequestingthemembertoresignfromtheirposition,writtennotificationofsuchrequest must be served to the member.

• TheExecutiveMemberwillhavesevendaystoresign,shouldsucharequestproveineffectualaftersevendayswrittennotification,theExecutiveCommitteemayservewrittennoticeofintendedexpulsionofthememberconcernedandshouldtheynothaveresignedsevendaysafter,theCommitteemaybyunanimousvoteexpelhimorherfromtheClub;butsuchexpulsionshallbesubjecttoreviewanddecisionbytheStudentLifeManagerorappointee.

ConstitutionAdoptedbyGeneralMeeting: (date):

Signed: President: Secretary:

Name: Name:

Date: Date:

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