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Contents

INTRODUCTION TO SOCIETIES COUNCIL ………………………………………………………………………………………………………….3

STARTING A SOCIETY ………………………………………………………………………………………………………………………………………..4

STEP 1: FINDING MEMBERS ............................................................................................................................... 4

STEP 2: CONSTITUTION ...................................................................................................................................... 4

Affiliations with Other Groups ............................................................................................................................... 5

STEP 3: ANNUAL GENERAL MEETING ................................................................................................................ 5

STEP 4: AFFILIATION .......................................................................................................................................... 5

1. AFFILIATION FORM .................................................................................................................................... 5

2. ATTEND COUNCIL MEETING ...................................................................................................................... 5

3. AUDIT PASSED (REAFFILIATING SOCIETIES ONLY) ..................................................................................... 5

4. REGISTER FOR AN ABN (NEW SOCIETIES ONLY) ........................................................................................ 6

5. BANK ACCOUNT (NEW SOCIETIES ONLY) ................................................................................................... 6

GUIDELINES FOR SOCIETY EXECUTIVES…………………………………………………………………………………………………………...6

GUIDELINES FOR PRESIDENTS ............................................................................................................................ 7

GUIDELINES FOR SECRETARIES .......................................................................................................................... 8

GUIDELINES FOR TREASURERS………………………………………………………………………………………………………………………9

AUDITS OF CLUBS AND SOCIETIES ACCOUNTS……………………………………………………………………………………………12

RUNNING SOCIETY EVENTS ……………………………………………………………………………………………………………………………18

Budgeting For Your Event……………………………………………………………………………………………………………………………18

Planning Your Event…………………………………………………………………………………………………………………………………… 19

Advertising Your Event/Promotion……………………………………………………………………………………………………………. 19

Printing……………………………………………………………………………………………………………………………………………………….20

Other Things to Consider ................................................................................................................................. 20

Useful Contacts and Information: .................................................................................................................... 21

GUIDELINES FOR ON CAMPUS-EVENTS………………………………………………………………………………………………………….21

REQUIRED APPLICATIONS ................................................................................................................................ 23

FOOD HANDLING ............................................................................................................................................. 23

VENUE CONSIDERATIONS ................................................................................................................................ 24

ADVERTISING GUIDELINES ............................................................................................................................... 25

INCIDENT REPORTING ...................................................................................................................................... 27

TUU REFECTORY STEPS BOOKING................................................................................................................... 28

TUU POSTERS POLICY ...................................................................................................................................... 28

TUU WEBSITE ................................................................................................................................................... 30

FINANCIAL ASSISTANCE GRANTS……………………………………………………………………………………………………………………31

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ACTIVITIES & CAPITAL GRANTS ........................................................................................................................ 31

RUNNING EXPENSES GRANTS .......................................................................................................................... 31

APPLYING & CLAIMING GRANTS: ................................................................................................................... 31

PAYMENTS FOR GOODS & SERVICES ............................................................................................................... 33

POLICY OF THE TASMANIA UNIVERSITY UNION SOCIETIES COUNCIL POLICY………..………………………………………35

DEFINITIONS…………………………………………………………………………………………………………………………………………………..35

PART 1: GENERAL POLICY………………………………………………………………………………………………………………………………..36

PART 2: BEHAVIOUR AND DISCIPLINE OF SOCIETIES POLICY……………………………………………………………………………39

PART 3: BANK ACCOUNT MANAGEMENT POLICY……………………………………………………………………………………………40

PART 4: GENERAL FUNDING POLICY………………………………………………………………………………………………………………..41

PART 5: MEETING ATTENDANCE POLICY………………………………………………………………………………………………………….43

PART 6: RUNNING EXPENSES POLICY..…………………………………………………………………………………………………………….45

PART 7: ACTIVITIES GRANTS POLICY..………………………………………………………………………………………………………………47

WORKING WITH CHILDREN POLICY….…………………………………………………………………………………………………………….49

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INTRODUCTION TO SOCIETIES COUNCIL

Clubs and Societies play a vital role in campus life, allowing people with similar interests to get together, and provide an opportunity to enjoy a life outside of academia. As a society member you will meet a lot of new people, and you could find yourself going interstate for a conference, producing a magazine, enjoying a BBQ, attending a quiz night, volunteering, bushwalking…… in fact, anything you can pretty well think of. And that's what we're here for: to assist you in getting involved in interesting and creative things while studying at the University of Tasmania. The Tasmania University Union (TUU) Societies Council is a subsidiary council of the TUU Statewide Council. Societies Council receives funding from the Student Services and Amenities Fee (SSAF) via the TUU budget that is jointly set up by the TUU Board of Management in consultation with the Societies Council Executive. The TUU Societies Council is the regulator, and provider of monies to all affiliated societies at the University of Tasmania (UTAS).

Societies Council exercises a general jurisdiction over all affiliated societies at UTAS. It is composed of the Council Executive and representatives from all societies, so that all societies (irrelevant of size) have the same voting power. The day-to-day running of the Council is up to the Executive, but all major decisions have to go to full Council, as in the case of all grants, except running expenses.

The major benefits for TUU affiliated Societies are that the Council provides money for legitimate claims and expenses and discounted university venue hire. Also the TUU holds General and Products Liability insurance cover for all TUU affiliated clubs and societies. Members listed on your membership list and lodged with your affiliation paperwork are covered for incidents occurring at your society’s sanctioned events under our student accident insurance policy. This covers UTAS students and associate members from 14-80 years of age for non-Medicare claimable medical expenses (some exclusions apply from 65-80 years of age).

Societies Council acts as a forum for TUU affiliated societies to express issues adversely affecting them. In this way societies are able to identify shared concerns, and are able to offer suggestions and support for resolving problems. Council also provides an avenue to rectify any wrongs that may occur within the Society. The Societies Council Executive are also available to make representations to University management on behalf of societies.

All societies affiliated to the Council are non-discriminating, so you are not restricted as to which societies you can join. And you can join as many as you like. For contact details and a guide to what's on offer, see the list of societies that are currently affiliated by visiting the TUU web site www.tuu.com.au or drop into the TUU building. And if there isn't a society that suits you, why not start one? Details are given within this Handbook, and we are only too happy to assist you.

Clubs and Societies Day in Welcome Week is when it all starts in a big way, so visit the TUU car park and get involved (and remember to bring your UTAS student ID card and some photo ID, plus some money for joining Clubs and Societies!) Otherwise, you are more than welcome to attend Societies Council meetings as an observer (see the TUU website for dates).

Hopefully, this Handbook will guide you through the various steps involved in affiliating a society to the Council; give you an understanding of the role of Societies Council; provide useful tips for Society Executive members, and more.

Please bear in mind that this Handbook is not meant to be the definitive source of all information for Societies, and that you should contact the Sports and Societies Officer or the Societies Council President if you have any questions not answered here.

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STARTING A SOCIETY

Societies affiliate with the Council for one year (up until 31st March of the following year), and do so according to the following series of steps:

STEP 1: FINDING MEMBERS

Three types of membership exist; 'Full Membership', ‘Associate Membership’ and ‘Junior Membership’. Any currently enrolled student at the University of Tasmania is able to be a full member of the Society. Associate Members include any members 18 years or older who are not current students of the University of Tasmania, whilst Junior Members are any members 17 years or younger who are not students of the University of Tasmania. The amount that you charge interested persons for membership should be dependent on the costs of your society’s activities. We encourage all societies to try to recover a reasonable amount of the costs associated with the society’s activities through their annual membership fees.

Make sure that your society has a detailed membership list including members’ names, student ID numbers, whether they are currently enrolled UTAS students, juniors or associate members, and at least one way of contacting them (e.g. their email address). Such membership lists are important for the insurance that is provided by the TUU. If we do not have this information it will affect your ability to put on events. If you have members under 14 years of age then you will have to take out a separate insurance cover, as the TUU’s associate member insurance only covers members who are 14 – 80 years of age (some exclusions apply from 65-80 y.o.).

Your society will need to show that it has a minimum of 5 currently enrolled UTAS student members in order to be eligible for affiliation, although 15 currently enrolled UTAS student members will be required if the society is to be eligible for Council funding. To do this, remember to collect UTAS student ID numbers as students become members. If your society cannot demonstrate that it meets this requirement, your society will not be eligible for funding via SSAF funding.

Once you have members you will need to elect a Society Executive to conduct the affairs of the society. At least one student member must sit on this board, and no more than half of the society Executive may be Associate Members.

Promote your society by placing posters around the university, advertise on the TUU website or TUU Facebook page (James.Spencer@utas.edu.au), advertise in the TUU student publication - Togatus (editor.togatus@utas.edu.au) and call up your friends and let them know. Best of all, book a stall through the Sports and Societies Officer for Clubs and Societies Day in Welcome Week.

STEP 2: CONSTITUTION

A constitution is a formal document which creates your society, sets out the purpose and structure of the society, the roles of its office bearers, and so on. It's not as hard as it might sound, and a society constitution template is available on the TUU website.

Remember that your society’s aims and objectives must be substantially different to existing affiliated societies and this must be set out in your constitution.

You will need to give the Sports and Societies Officer an updated copy of the constitution when and if it is revised. If you wish to make a revision to your Constitution, this should take place at an Annual or Special General Meeting.

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Affiliations with Other Groups

If your society wishes to affiliate with another organisation, this is acceptable. However it must be recognised that in the case of there being a conflict between the rules, regulations and sections of constitution of this other organisation and that of the TUU then the rules, regulations and constitution of the TUU of which this Handbook is part shall prevail in all cases. If this is unacceptable, or conflicts with a similar provision in the other organisation with which the society wishes to affiliate then the TUU can only recommend that such a relationship not be entered into.

STEP 3: ANNUAL GENERAL MEETING

Set a date, time, and venue. The purpose of the Annual General Meeting (AGM) is to elect a new executive, issue the society's financial records for the past 12 months (not necessary in the case of new society) and to hear reports from executive members. At this meeting TUU Standing Orders must be observed and minutes taken.

We suggest that you elect at least the following office bearers:

(a) President; and (b) Treasurer (and vice president); and (c) Secretary.

In addition, two members of the Society’s executive committee must be nominated as delegates to attend meetings of the Societies Council. One of these members is to be listed as the Delegate, and the other member to be listed as Alternative Delegate.

STEP 4: AFFILIATION

In order to have access to TUU Society Council Grants, insurance, advertising space and voting rights you need to affiliate. Follow these simple steps in order to affiliate.

1. AFFILIATION FORM

Fill in this form

The term of affiliation for a society shall be from the Council meeting at which the society is affiliated until the 31st of March of the following year, unless the society closes down or is disaffiliated.

2. ATTEND COUNCIL MEETING

A representative (preferably the President or Societies Council Delegate) must attend the meeting of Societies Council at which they plan to affiliate; that is, the soonest meeting after which you submit your completed paperwork to the Sports and Societies Officer. At this meeting, your society will be formally affiliated to the TUU.

Failure to attend will result in your society not being affiliated until a representative from your society attends.

3. AUDIT PASSED (REAFFILIATING SOCIETIES ONLY)

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Societies wishing to be re-affiliated must have passed the previous years’ audit. The audit is conducted by the Sports and Societies Officer annually and is a prerequisite for funding.

4. REGISTER FOR AN ABN (NEW SOCIETIES ONLY)

Every society must have an Australian Business Number (ABN). When your affiliation is approved by Council please see the Sports and Societies Officer regarding obtaining ABN and specific instructions on how to apply.

To register for an ABN, apply on the Australian Government website https://abr.gov.au/For-Business,-Super-funds---Charities/Applying-for-an-ABN/

Remember that you need to list the TUU Sports and Societies Officer as the authorised contact person. The Executive member who fills out the application must give their details as the Office Bearer of a Club/association.

For societies that re-affiliate and already have an ABN there may be a need to update your ABN details. If unsure please check with the Sports and Societies Officer for more details.

5. BANK ACCOUNT (NEW SOCIETIES ONLY)

After your affiliation has been accepted by Council you need to set up a Commonwealth Bank account in the name of your society. (Also see the 'Guidelines for Treasurers' section of this handbook).

Collect an authority to operate a business account (A153) form from the Commonwealth Bank (Uni Branch). The Sports and Societies Officer (SSO) is required to write a letter to support the changeover and also sign the A153. For the SSO to authorise the changeover, you must first provide a copy of your AGM minutes showing the new Executive; and email the names, addresses and mobile numbers of the new executive bank signatories so they can be added to the letter. Remember there must be at least two executive members as signatories on the bank account. The bank letter must also be signed by your new Society Executive President and the new bank signatories when collected. Once the new signatories have filled in their details and signed the A153 and bank letter they all have to go to bank together and show their ID. To make this process easier it is helpful to email the Sports and Societies Officer with the names and addresses of each signatory a couple of days prior to when you intend to change the signatories, so that the changeover letter can be prepared and is ready for you to collect.

Your account must also have the Sports and Societies Officer listed as an authorised person to open the bank account on the A153 bank form. This is required so that if your Society is disaffiliated, the TUU can remove those funds and if needed, close the account. This is because, as an affiliated society the money in your society’s account belongs to the TUU.

Remember to use the TUU postal address. Bank statements must not be sent to private addresses. This causes problems when the executive members of societies handover. All Clubs and Societies have pigeon holes upstairs in the TUU building (opposite the elevator near the Activities Centre) which you can collect from any time during business hours. Your society will be exempt from monthly bank account keeping fees with the university branch of the Commonwealth Bank, once you’ve handed in the appropriate letter from the Sports and Societies Officer.

GUIDELINES FOR SOCIETY EXECUTIVES

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GUIDELINES FOR PRESIDENTS

It might sound impressive being the President of a society, but the position can be stressful and involve a lot of hard work. The duties of a President vary greatly according to the society, but in general the President acts as chairperson and manager, the responsibilities for which can be summarised thus:

CHAIRPERSON:

- Preside over and run committee, General, and Annual General Meetings of the Society.

- Be the public interface of the Society, this being especially important to faculty societies

- Have knowledge of meeting processes and an ability to phrase motions, run meetings, and coordinate activities.

MANAGER:

- Oversee and coordinate the activities and administration of the Society.

- Ensure that the elected officers of the Society perform the prescribed duties as laid down in the Society's constitution.

- Ensure that all other tasks necessary for the running of the activities of the Society are preformed, either through activity or delegation.

- Have a thorough knowledge of the Society's constitution to ensure compliance with its provisions and prepare necessary changes.

- Plan and coordinate the year's activities with the Society Executive and the Society members.

- Be familiar with budgeting (for example, so as to arrive at reasonable and realistic membership fees).

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GUIDELINES FOR SECRETARIES

In a society the Secretary is generally expected to be the first to arrive at the meeting to ensure that all is well and the last to leave to ensure that all is still well. This is not the only job of the Secretary and thus the following can be seen as a summary:

Preparing For the Meeting:

1. Draw up an agenda, in consultation with the President. 2. Check minutes of the last meeting and ensure that all members of the meeting have the opportunity to have a look prior to the proposed adoption at the meeting. 3. Arrange and list general businesses, correspondence, and apologies for the meeting in line with TUU Standing Orders. 4. Ensure that all parties that are required to attend make a report. 5. Make sure that the meeting room is adequate.

At the Meeting:

1. Read and distribute a copy of the previous minutes for approval by the meeting, as well as any incoming and outgoing correspondence of the meeting to approve or accept. 2. Note the decisions of the meeting on all issues, providing they are brief but accurate. 3. Record and relate all motions, regardless of their result as well as their count if necessary.

Between Meetings:

1. Ensure that the correct minutes of the meeting just held are completed, as these are the official records and are very important for future reference. 2. Write all letters as the Society Executive directs and bring attention to all incoming letters so as to allow the Society Executive to keep with all matters arising. 3. It is the duty of the Secretary to keep a record of all inwards and outwards correspondence and to collect the Society's mail. It is also compulsory to have the TUU as your mailing address. Hobart based Societies TUU (Society name) Tasmania University Union Inc. P.O. Box 5055 University of Tasmania LPO SANDY BAY TAS 7005 Launceston/Cradle Coast/Rozelle based Societies TUU (Society name) Tasmania University Union Inc. Locked Bag 1333 LAUNCESTON TAS 7250

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GUIDELINES FOR TREASURERS

The treasurer is one of the most important positions in the Society. It is you who has the ultimate financial responsibility of the Society and thus an extreme element of diligence and honesty is essential. This is a job that can see anything up to $50,000 going through the books in one year. So, before you let yourself in for it, it is important to realise what this position requires.

TWO GOLDEN RULES:

1. Account for Money Going In and Out

All movements of money, both going into and out of the Society, must be receipted and recorded. In the case of expenditure, this involves a reasonable and genuine receipt plus an entry in the Society's ledger book. In the case of payment through the Society's cheque account, a completed cheque stub must be made in the cheque book. On the other side, any money received must also be recorded, again in the ledger book, and a receipt issued from the official Society receipt book. (All of this is not difficult to set up or successfully complete, but must be completed to the satisfaction of the Societies Officer, or the Society funds may be frozen.)

2. Bank Money as Soon as Possible

ALWAYS bank any money received from the Society as soon as possible. Also, if the Society is keeping a cheque account, then cross all cheques not negotiable and be extremely careful to complete them, and the stubs.

PETTY CASH SYSTEM:

Most Societies keep a petty cash system in addition to the main account. This has the advantages of allowing the Society to avoid bank costs when all is needed is something of small value (e.g., less than $50).

In order to establish a petty cash system, we suggest the following:

Step 1: Setting up the account

This will require an inscription in the main ledger book, this being a debit to petty cash. You will then need to credit your petty cash account book with the same amount.

Step 2: When cash is needed

People will either want money before they purchase good(s) or will require reimbursement for incurred expenditure. These should be set out in the petty cash account as either advances or reimbursements and relevant receipts should always be obtained, as the petty cash account will be audited. Thus you should try to limit the use of the petty system and make sure use is known to yourself.

Step 3: Reimbursing Petty Cash

Whenever funds are running low you can write another cheque and transfer money from the main account into the petty cash account. Remember that the value of the dockets must always equal the total petty cash float. Normal practice is to draw as much money into petty cash as is required to bring it to a set amount. For example, when the set amount is $50, and the petty cash is at $2.35, you would draw $47.65 from your main account to bring petty cash back up to $50.

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When the year is almost over, and you think your job as Treasurer is over, you must present a financial report to your Society's AGM. The best way to do this is to give your members a financial statement describing income and expenditure, indexed into category types (i.e., memberships, social takings, and so on).

AN EXAMPLE:

INCOME AND EXPENDITURE FOR THE SELF-PROMOTION SOCIETY

INCOME $ $

Membership 400

Social takings 1000

BBQ takings 350

TOTAL INCOME 1750

EXPENDITURE $ $

Petty cash 70

BBQ expenses 300

Social expenses 800

T-shirts 300

TOTAL EXPENDITURE

1470

NET RESULT FOR THE YEAR: $280

RECONCILIATION:

Opening balance $300

Income $1750

Expenditure $1470

CLOSING BALANCE $580

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As can be seen, the main requirement is that the bank balance (based on the advice of bank statements) must equal your corrected balance on your account bank balance (i.e., balance at the start of the year plus receipts minus expenditure). This is known as Bank reconciliation.

Finally, the last job for the Treasurer at the end of the year is to ensure that the signatories of the Society's accounts are changed over to those new members of the Executive who are responsible for signing cheques next year. It can be very frustrating for the new Treasurer to find that s/he cannot access Society's funds because the previous Treasurer has gone on holidays or even worse, graduated from the state! So it is very important that signatories are changed without delay, if this is not done the previously responsible signatories may be held personally responsible.

BASIC PRINCIPLES FOR TREASURERS:

1. Do not lend money, under any circumstances, to other societies or individuals within the society. The society owes its existence to its members and should only ever look after their valid interests.

2. Do not use the society's funds as a personal expense account.

3. It is vital to justify any spending on behalf of the society. It is necessary to attempt to match income with expenditure, and prevent the society from falling into a serious and unnecessary financial position.

4. Always obtain a docket/receipt, so as to justify spending on behalf of the society.

5. Always provide receipts to those who give the Society money, for whatever reason, as a further validation of how much income the society has (against how much it should have).

6. Ensure that there are at least two Executive signatories to the cheque account and that at least two signatures are required for any cheque to be validly processed. This is a requirement of Societies Council policy and protects the position of the Treasurer and more importantly the finances of the society. It is also a good idea to make the Treasurer a required signatory for each cheque.

7. The books of the society should be kept up to date at regular intervals and not just at the end of the audit period, as typically playing "catch up" with the accounts is not practicable and tends to be a fruitless and inaccurate exercise.

8. The books must be audited annually by the Societies Officer. Make sure that all relevant documentation is handed in to the Sports and Societies Officer before you change over positions. If the society does not pass its audit, the Societies Council Executive has the right to freeze funds and/or prevent re-affiliation to the Council.

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AUDITS OF CLUBS AND SOCIETIES ACCOUNTS

As Treasurers or members of the Executives, you should be aware that clubs and societies are required to have their books passed at audit by the TUU at the end of the year. To assist with your audit please ensure that your books are presented on time and are complete. You will need to bring with you all the relevant documents to cover the entire period since your last audit. This includes: 1. Balanced statement of income and expenditure; 2. Journals of payments and receipts; 3. Either: (a) Cheque book(s)

(b) Deposit book(s) (c) Bank statements (going back to your last audit) (d) Bank passbook(s) (e) Previous years certificate of audit;

4. Original receipts to vouch for payments made together with records of (and vouchers for) pe petty cash transactions.

5. Duplicate receipts for monies received, including membership fees. Following your audit the Sports and Societies Officer will issue to you a certificate of audit. This may be kept as your proof of audit (for your re-affiliation in the following year). If your club or society has any problem maintaining their books in the appropriate manner please contact the Sports and Societies Office on (03) 6226 2854, or email the Sports and Societies Officer. DETAILED REQUIREMENTS FOR AUDIT

1. Cash Receipt Journal ALL money received must be receipted in a numbered duplicate receipt book. These receipts must be entered onto the cash receipt journal. The receipts may be grouped together on the journal to enable simplification – e.g. Assume that the first 15 receipts were for membership and totalled $20, then the following can be entered onto the cash receipt journal: under detail put “receipts 1-15” and under membership put “20”. Any grouping can be made on the cash receipt journal as long as it is clear which receipts it is from and what it is for. Also ensure that when money is received, the receipt clearly shows what the money was for. ALL items appearing on the cash receipts journal must be banked. Again, this can be done in groups as long as it is clearly marked on the cash receipts journal.

2. Cash Payments Journal ALL withdrawals/cheque payments must be entered onto the cash payments journal, EXCEPT those for petty cash. Withdrawals from the bank for petty cash must be entered onto the petty cash receipts journal. ALL petty cash expense must be entered only on the petty cash payments journal. ALL non- petty cash payments must be entered onto the cash payments journal only. Withdrawals from non-petty cash payments should be split into individual payments. Receipts of payments must be kept. If no receipt is given when a payment is made then there must be a written authorised note stating what the payment was for and why no receipt was given. ALL entries on the cash payments journal must have corresponding receipts. It would be a good idea to write numbers on the receipts which numerically correspond to the entry on the cash payment journal. ALL money withdrawn from the bank must be accounted for. If more money was withdrawn than needed for a payment then a note should indicate which date the balance was re-deposited into the bank.

3. Bank Reconciliation

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Usually a bank reconciliation is very straight forward. If you start with the balance from your last audit, add the cash receipts and subtract the cash payments you should get to the balance in your bank book. If you do not know the balance from your last audit phone the Sports and Societies Office and you will be able to find out. Sometimes the bank balance will differ. This may be due to cheques that have not been presented to the bank – a simple check at the bank book/bank statement should show you this. Also you may have accounts on your cash receipt journal that you have not yet banked. If you take your bank balance, add on any amounts not banked and subtract any payments that have come through the bank, the balance should equal that of your cash book (balance previous audit plus receipts minus deposits). If you use a petty cash system the above applies except that the balance from your previous audit, plus the cash receipts minus the cash payments minus the petty cash payments should equal the bank balance plus your petty cash balance. If it does not then it is due to cheques that have not been presented to the bank or deposits that have not yet been deposited.

4. Petty Cash Receipts Journal The only receipts that should be included in the petty cash receipts journal should be money withdrawn from the bank. The theory behind having a petty cash system is that money is withdrawn from the bank and kept as a handy fund so that small expenses can be paid from this fund. Any money received (except money withdrawn from the bank for petty cash) MUST be receipted and entered into the cash receipt journal.

5. Petty Cash Payments Journal ALL small payments made out of petty cash must be entered onto the petty cash journal only. Non-petty cash expense must only be entered onto the cash payments journal. Receipts for petty cash expenses must be kept. These receipts tie up to the entries onto the petty cash payments journal. Numerical numbering of receipts corresponding to entries on the petty cash payments journal will make cross-referencing easier.

6. Petty Cash Reconciliation At the end of the period you must count the money you have in your petty cash. The petty cash reconciliation is similar to a bank reconciliation. If you begin with your petty cash balance at the end of your last audit add any money withdrawn from the bank for petty cash, subtract all your petty cash expenses then the total will equal the money you have counted.

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BANK RECONCILIATION

CLUB/SOCIETY………………………………….

DURATION (i.e. from date of last audit) …/…/… to …/…/…

BALANCE AS PER LAST AUDIT

ADD Cash Receipt Journal 0.00

ADD Petty Cash Receipts Journal 0.00

SUBTRACT Cash Payments Journal 0.00

SUBTRACT Petty Cash Payments Journal 0.00

CASH BOOK BALANCE 0.00

BALANCE AS PER BANK STATEMENT 0.00

ADD Receipts not yet deposited (Total) 0.00

ADD Petty Cash Balance 0.00

SUBTRACT Payments not yet presented (Total) 0.00

ADJUSTED BANK BALANCE 0.00

Balance as per Bank Statements is the balance on the final day of the period for the audit.

Cash book balance and adjusted bank balance should be equal.

OUTSTANDING CHEQUES OUTSTANDING DEPOSITS

Cheque number Amount Date Amount

Total Total

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Cash Receipt Journal

DATE DETAILS RECEIPT NO.

MEMBERSHIP HIRE TUU FUNCTIONS SUNDRIES DATE BANKED AMOUNT BANKED

TOTAL

TOTAL

Cash Payments Journal

DATE DETAILS CHEQUE NO.

HIRE EQUIPMENT PURCHASES

FUNCTIONS GRANTS BEVERAGE FOOD GENERAL TOTAL

TOTAL

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Petty Cash Receipts Journal

WITHDRAWALS FROM BANK

DATE AMOUNT

TOTAL

Petty Cash Payments Journal

DATE DETAILS AMOUNT

TOTAL

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Petty Cash Reconciliation

CLUB/SOCIETY ……………………………………… DURATION …………………………………………...

Balance as per last audit 0.00

Add Petty Cash Receipt Journal 0.00

Subtract Petty Cash Payment Journal 0.00

BALANCE PETTY CASH BOOK 0.00

PETTY CASH COUNT

Note: At the end of the period the petty cash must be counted. This should balance to the “BALANCE PETTY CASH BOOK”

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RUNNING SOCIETY EVENTS

Staging a society event can be a quite a challenge depending how you go about it. The more you plan an event the better off you will be. Sit down and compile a list of everything you will need to do or acquire for your event to be a success.

Here are a few tips and contacts to assist you in planning and staging your event:

What type of event are you planning and where are you going to hold it? The University and the TUU have spaces available for certain types of events. These spaces will most certainly come with conditions of use and in most cases a hire fee or security or staff charge. If you are holding the event on the TUU Ref Steps then the first place to stop is the TUU Contact Centre. They can take your booking for the Ref Steps area, BBQs; also they will point you in the right direction for the Uni Bar/Activities Centre bookings.

If you want to use University space you will need to book the area you require by submitting a Temporary Stall Form. If you intend to have alcohol at the event a University Liquor License will also be required. If you are planning to sell alcohol at your event, you will also need to apply for a Special Liquor Permit from the Tasmanian Treasury Department. And if you are having food then you will need a Hobart City Council food permit.

If you intend to use a public space please check with the relevant city council, especially if you are intending to have alcohol present. Do you require a liquor license? Perhaps you need security - not having a licensed security person present may result in a fine.

We recommend you set up a meeting well before the day of the event with James Spencer or Vicki Blackburn to discuss planning, all permissions, security requirements, hire store items you wish to borrow from the TUU Hire Store, etc. Trestle tables, speakers, microphones, marquees, bbqs, cash tills are just a few items available to be borrowed for society’s events.

Is your event being held near exams, semester break, due dates for assignments or other similar events? Can you tie your event into a national or state initiative eg: Biggest Morning Tea or an awareness week such as Heart Week, R U OK, Mental Health Week, etc? If you are planning a big event, it may help to get another society involved as the more the merrier and the load and costs are shared.

Budgeting For Your Event

When budgeting for an event you will need to decide on the purpose of the event. Most events are held with the aim of fundraising for a club or society where a profit is the ideal goal. With very little money in budgets to hold certain events, an aim of making a small profit to fund future events can be considered; or aim at staging an event where funds raised offset the cost.

An events budget should detail the anticipated income and expenditure for the event. This information is used by your society’s Treasurer to monitor each society’s financial viability and sustainability.

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Planning Your Event

Start planning 5 – 6 weeks out from your event especially if it is on a larger scale. If you are designing and printing posters this can be time consuming, allow at least a week for design and another week for printing. Don’t leave it until the week before to advertise if you want to have a good turnout. Set yourself a time line for when you and/or your committee need to have things done by or applications in, remember if you are dealing with a council or government agency you may not get your approval straight away! Get these forms in very early as you may need to go back and re-work your applications.

Well the big day has arrived and there is probably plenty to do - get there early, hopefully a few people are there to give you a hand...

Ensure you have enough people to help collect the equipment you have booked from the Hire Store.

Display your liquor license, other associated licensing signage and any other relevant signage.

Display clear signage on any costs

Pop up your decorations

Tape off your licensed area – Tape is available from the TUU Contact Centre

Cash handling - it is an extremely good idea to have a solid lockable container for all money. Keep it extremely safe and only put persons that you know and trust in charge of any cash, float or cash handling duties. It is no fun having nothing to show for your hard work or reporting a theft to the police. Be very careful!! Cash boxes and cash trays can be booked through the TUU Hire Store. Clean Up

Ensure the area is left how you found it, remove all garbage, return any items you have borrowed, clean all equipment and consider recycling where possible.

If something is damaged, report it on return.

BBQs, trestles - if you’re using TUU equipment from the Hire Store it MUST be cleaned when finished otherwise you WILL be charged a commercial rate for cleaning.

After the event finalise your costs and organise payment of any outstanding invoices. Keep an accurate report of the event, include your budget. This helps future reps in planning similar events; be sure to list attendance and any problems you encountered as well as any improvements that could make your next event even better.

Advertising Your Event/Promotion

It is very important to promote your event. Start advertising 3-4 weeks ahead. Build up your advertising - keep it fresh in people’s minds.

Several ways to promote are: 1. Posters When designing posters remember: Does it get the message across? Is it easy to read? Does it have all the relevant information - time, date, venue, cost, etc.? Does it have the TUU logo - this is available in different formats from TUU Admin, please keep the height / width ratio. If using the TUU complete name please ensure it is Tasmania University Union. Please refer to the TUU Poster Policy in this booklet. If your event is receiving SSAF funding you must use the official SSAF funding initiative image found on the Societies Resource portal of the TUU website.

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2. TUU Website Your event can be included on the Events section of the website, and depending on the content demands it can feature on our home page. A news story/feature can also be put together before and/or after your event. Email: James.Spencer@utas.edu.au with all the details and any images you have. Send as much information as possible as only content that you provided will be added. 3. TUU Display Screens: Societies are able to advertise themselves and their events on the display screens located around both Hobart and Newnham campuses. Contact James Spencer for more details. 4. The Tunnel - Sandy Bay Campus: Sections of the tunnel are available to paint or use to promote Clubs and Societies and their events. Book a space by contacting Vicki Blackburn at the TUU Contact Centre and she will explain the process. 5. Social Media We can share your Facebook event listing on our TUU Facebook page or put up a post advertising your society. We are also on Instagram and can post content related to your society there also. Contact James Spencer to discuss your requirements.

6. Community Service Noticeboards. If your event is a fundraiser or of community interest it may be suitable to be listed on free community notice boards. Jump online and check local radio and television websites as they often have slots for advertising events.

Printing

This can eat into your budget! However, always remember you can apply for funding of such expenses under an Activities Grant. Mercury Walch is the University’s official printing partner and can colour photocopy up to A3 size at a competitive rate and good quality. The Xerox shop in Hobart can colour photocopy much larger however it can get quite expensive. And they also do great banners. Xerox can black and white copy to A0 at great prices depending on the level of black in the artwork. Vistaprint is a good online store, although you will need to allow additional time for delivery. Please contact James Spencer if you need any assistance with printing services.

Other Things to Consider

To ensure that your event runs smoothly, try to cover all potential issues before the event. Below is a list of requirements that you may need to consider and the point of contact or staff member who will be able to help you. Does your event need:

TUU Venue – TUU Contact Centre

Uni Venue: Campus Services Venue Hire

BBQs, Trestle Tables, Speakers etc – TUU Hire Store Form

Posters/Printing – James Spencer

Venue Hire Officer – Hobart – 6226 2799 Launceston - 6324 3044

Responsible Serving of Alcohol: Anyone serving alcohol will need to have this certificate and you will need to produce a register of your RSA holders for your event.

Do you need security? – James Spencer

Food – Are you selling or serving food or a BBQ – check local council guidelines. HCC / other Council Food permit

Budget – Keep an accurate budget and photocopies of invoices for your records.

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Volunteers – Organise people to help you, make sure you look after them and also plan for the clean-up as volunteers tend to turn up at the beginning and can disappear quickly at the end.

Useful Contacts and Information:

TUU Members Services / Events Development Administrator James Spencer Ph. 6226 7861 Email: James.Spencer@utas.edu.au

TUU Contact Centre - Hobart Vicki Blackburn Ph. 6226 2495 Email: Vicki.Blackburn@utas.edu.au

Northern Services Manager – Launceston and Cradle Coast Janez Zagoda (Launceston) Ph. 63243777 Email: Janez.Zagoda@utas.edu.au

Cradle Coast TUU Student Experience Development Officer - Kerrie Garnsey – Email: Kerrie Garnsey Ph. 64304936

Sports and Societies Officer - Hobart Ingrid Lagerewskij Ph. 6226 2854 Email: Ingrid.Lagerewskij@utas.edu.au Campus Services: Phone: 6226 2791 Fax: 6226 2797 Email: Campus.Services@utas.edu.au

Venue hire forms: http://www.utas.edu.au/__data/assets/pdf_file/0007/179287/Contract-for-Hire-of-

University-Venues.pdf

Campus Services Stall booking forms: http://www.utas.edu.au/__data/assets/pdf_file/0018/160227/Form-of-

Indemnity-Application-for-a-temporary-Stall-on-University-Campus.pdf

Campus Security: Urgent matters - Hobart ph. 6226 7600 Launceston & Burnie ph. 6224 3336 Non-urgent matters - Hobart ph. 6226 2046 Launceston & Burnie ph. 6224 3444

Rozelle and Darlinghurst campuses contact Janez.Zagoda@utas.edu.au for clubs and societies affiliation.

TUU Contact Centre: Hobart – ph. 6226 7103 Launceston – ph. 6324 3757 Burnie – ph. 6324 4936

TUU ABN: 36 112 122 929

GUIDELINES FOR ON CAMPUS-EVENTS

Why are these guidelines necessary?

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The holding of events necessarily entails risk. In order to mitigate risk, it is essential that all groups that hold events on campus follow standard procedures.

For the most part it is accepted that Societies and Clubs do an excellent job of managing events. Unfortunately, even given best efforts to avoid it, things do sometimes go wrong. When problems arise and things go wrong having a document such as these guidelines, if followed properly, will help resolve any problems and perhaps more importantly help indemnify organisers and responsible officers.

I’m the nominated responsible officer for the event, what are my responsibilities?

You are required to ensure that the event complies with these guidelines and the relevant policies of the University. As the name suggests, this is a position of great responsibility. Ultimately in taking on this role, you are taking on responsibility for the running of the event in its entirety.

It is recommended that if you are the responsible officer with Campus Services and you are serving alcohol at your

event, you are also the Licensee on the temporary permit from Liquor and Gaming. Licensees are bound by the

rules set out in the Liquor Licensing Act 1990. If you are unsure of your responsibilities as a licensee it is

recommended you approach Liquor and Gaming for advice.

How are the guidelines policed? Authorised inspectors of these guidelines from the Tasmania University Union are:

Any staff member of the TUU

Statewide President

Regional Campus President

Societies President

Sports President

Activities Officer Authorised inspectors of these guidelines from the University of Tasmania include:

UTAS Security Contract Owner or their nominees An inspector must identify themselves to the responsible person from the society prior to any inspection taking place.

Remember if alcohol is being served, Licensing Inspectors and/or Police may also arrive at any point to ensure that an event is adhering to the law.

What happens if an inspector deems that an event has contravened the guidelines?

The inspector is required to submit a written account of the breach to both the Executive Officer of the Tasmania University Union and the Executive Director of UTAS Commercial Services.

It is at the absolute discretion of the Executive Officer (TUU) and the Executive Director (UTAS Commercial Services) or their nominee as to whether a guideline has been breached. Before any penalty for non-compliance, the responsible person from the accused society must receive the written report provided to the Executive Officer of the TUU and the Executive Director of UTAS Commercial Services. A meeting must also be held between the responsible person from the accused society, the EO of the TUU (or their nominee), the ED of UTAS Commercial Services, the TUU Societies President and the TUU President, prior to any sanction being put in place.

What are the penalties for non-compliance?

The penalties for non-compliance with these guidelines apply to the Society or Club holding the event and are as follows:

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Non-compliance with guidelines regarding necessary Permit Applications including, but not limited to:

University of Tasmania Campus Services Stall Application

University of Tasmania Campus Services Liquor Permit

Tasmania Liquor and Gaming Alcohol Permit

and also breaching guidelines around Responsible Service of Alcohol are considered to be serious offences and may also be against the law.

The penalty for non-compliance is decided by the Executive Officer (TUU) and the Executive Director (UTAS

Commercial Services) or their nominees and can include:

Exclusion from holding events on campus for a period of up to 13 academic weeks.

Exclusion from grant applications from the TUU Sports or Societies Council for a period no greater than 6 months.

Disaffiliation of the society or sporting club.

Non-compliance with guidelines labelled as Venue Considerations, Advertising Guidelines, Food Handling or Incident Reporting will result in a written warning, issued jointly by the Executive Officer of the Tasmanian University Union and the Executive Director of UTAS Commercial Services. A second written warning regarding a breach of the same guideline will result in a penalty decided by the Executive Officer (TUU) and the Executive Director (UTAS Commercial Services) or their nominees and can include:

Exclusion from holding events on campus for a period of up to 6 academic weeks.

Exclusion from grant applications from the TUU Societies Council for a period no greater than 3 months.

For multiple offences, disaffiliation of the society or sporting club.

REQUIRED APPLICATIONS

Campus Events and Permits section on TUU website

https://tuu.com.au/clubs-societies/src-event-booking-check-list/

Step 1: Temporary Food Permit (required when selling/handing out food)

Step 2: UTAS Temporary Stall Application (required for EVERY event)

Step 3: UTAS Liquor Permit (Additional Special Permit from Liquor and Gaming required if selling alcohol)

Step 4: Hire Store Form

All issued permits must be displayed in a prominent place.

Risk Assessments and Site Maps must be provided for larger events (Contact James Spencer for assistance

with this)

All issued permits must be displayed in a prominent place.

FOOD HANDLING

If food is to be served, local council guidelines must be followed and an application made for a food stall

certificate.

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At Southern campuses Guidelines are available online here.

At Launceston campuses applications must be made in paper via the Launceston City Council. Forms available

at www.launceston.tas.gov.au

At Cradle Coast campus details can be obtained from the Burnie City Council.

VENUE CONSIDERATIONS

All areas considered hazardous securely blocked off or taped off with appropriate hazard tape and

signage.

Clear entry and exit points, both for the purposes of set up and pack up as well as potential emergency

access and egress.

Provision of adequate toilet facilities for the expected number of attendees. Facilities clearly signed and

directional signs also in place.

One toilet for every 100 expected attendees; one third of this number can be substituted with urinals.

Facilities must be within approximately 150 metres of the event site.

If venue is to be held at night, adequate lighting must be provided or shown to be already in place.

If event is to be held during business hours or close to teaching areas that are in use for the duration of the event, care must be taken to avoid noise pollution.

A mandatory letter drop is required in the residential area nearest your venue if your event is going to have loud music.

No events to continue past 8pm with loud noise or music in an outdoor area close to residential property.

Where it is suspected that noise pollution may be a problem, it is the responsibility of the Registered Officer to inform people likely to be affected and mitigate risk.

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Responsible Officers are required to liaise with Campus Services to ensure that there is proper provision of bins and that there are volunteers to ensure that bins are emptied as required and litter cleared as and when necessary.

Areas must be left clear of litter at the end of the event. Area in use must be left in the condition that it was found. If area needs cleaning outside what would be expected with regular use, excess charges are the responsibility of the organising committee.

ADVERTISING GUIDELINES

In advertising of events care must be taken to:

Promote the availability of food and non-alcoholic beverages equally to the availability of alcohol.

Not promote excessive consumption of alcohol.

Not promote anti-social behaviour.

Take into account the fact that the University is a public place and as such advertisements must fall within the

boundaries of generally accepted good taste.

Responsible Service

of Alcohol

Any person who serves alcohol to a patron must have a Responsible Service of Alcohol

certificate and have it on site. Servers are required to follow the principles of

responsible service at all times.

Significant penalties apply for servers and their responsible officers if the certificate is

not on site at the time of the event.

Responsible Officers must maintain a register of RSA certificates for the event in order

to comply with this condition and the relevant law.

REMEMBER compliance with this condition is not only a provision of these guidelines

but also a provision within the Liquor Licensing Act 1990 and a Liquor and Gaming

officer or Police Officer can request this information at any time. Don’t take the risk.

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There must be provision of low-alcohol beverages (in line with RSA requirements).

Activities that promote excessive consumption of alcohol are not to be encouraged

at events held on property owned or managed by the University of Tasmania or

the Tasmanian University Union.

As per legislative requirements, no alcohol may be taken outside the licensed area

as stated on the license obtained from Liquor and Gaming.

Steps must be taken in order to avoid this from occurring and appropriate signage be provided.

The question of whether or not security is required for an event is one based

around several factors. Consideration must be given to:

The type of event. Is it a barrel type event or a cocktail drinks event? Drinks after a public lecture or similar? (It is unlikely that security would be required for events such as public lectures, careers nights etc.).

Demographics. Is the event all students? Consider average age of attendees.

Type of alcohol being served.

Where the event is to be held. It is much easier to control crowds indoors than in an outdoor setting.

Alcohol must not be served to underage patrons. These guidelines consider there

to be two options to ensure this:

A fool-proof “check once” system whereby a non-duplicable tag or stamp is used on patrons with appropriate identification.

Check every ID, every time at the point of service. This will be managed by the contracted Security organisation. The Tasmania University Union and the University of Tasmania supports “ID 25”,

if a patron appears under the age of 25, please check for appropriate ID.

At social events (such as, barrels, barbeques etc.) alcohol may not be sold at a

price less than its purchase cost to the event holder - i.e. the subsidy of alcoholic

beverages by any means is not allowed at events held on property owned or

managed by either the University of Tasmania or the Tasmanian University Union.

This is taken to include “all you can drink” type events.

Responsible Service

of Alcohol

(continued)

At social events (such as, barrels, barbeques etc.) food must be available for

purchase whenever alcoholic drinks are sold or provided.

Non-alcoholic drinks must be freely available and advertised as such at the event.

Free drinking water must also be available.

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Responsible Service

of Alcohol

(continued)

Time and duration of the event. Given these considerations, if it is a ‘barrel’ type event in an outdoor setting it is

expected that for an expected attendance of greater than one hundred, at least

one licensed crowd controller will be provided for every 100-150 patrons.

The Tasmania University Union Sports and Societies Officer holds a list of preferred security suppliers.

Campus Services can provide guidance with regard to security provision but ultimately, the responsibility for appropriate provision lies with the Responsible Person and the License holder for the event. Nothing within this guideline should be seen to preclude societies from sharing

security for events that occur at the same time if this is deemed to be appropriate

by the responsible persons and Campus Services. Ultimately, this is a discretionary

decision for responsible persons to make in conjunction with Campus Services.

At the conclusion of the event, organisers must take care to notice the signs of

intoxication in attendees and, if it appears that individuals may be unable to look

after themselves, take steps to ensure their safety, to the extent of their RSA

obligations.

The penalties are serious and final. Checks by authorised inspectors may occur at any time. Keep these guidelines at hand during set-up, the duration of the event and pack-up. If you ensure that the guidelines are followed, ultimately they will look after you if a problem occurs during your event. Both the TUU and UTAS Campus Services are available to help at any time should you have questions regarding these guidelines.

Enjoy your event and thank you for contributing to student life at UTAS.

INCIDENT REPORTING

If there is a serious incident at your event, you must call 000 first and foremost.

After you have called 000 you must also call UTAS Security on 6226 7600 to inform them of the incident.

Organisers to keep records of all issues that might occur at the event.

It is helpful for problems with these guidelines to be reported to relevant TUU representatives for clarification/rectification. Serious issues including, but not limited to, injuries, conflict, security involvement are to be reported to the Executive Officer of the TUU.

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TUU REFECTORY STEPS BOOKING

The Ref Steps is a TUU operated area which hosts Clubs and Societies Day and other Welcome-Week events/activities. It is also available for societies to use all year round, and is an ideal, central venue for societies’ events. In order to book the Ref Steps, you need to send an email to Vicki at the Contact Centre – Contact.Centre@tuu.utas.edu.au outlining the details of your event (day, time, what kind of event, having alcohol, bbq, trestle table hire, music, food, etc.) to see if the area is available. If you are intending to holding a barrel you will need to consider security. James Spencer James.Spencer@utas.edu.au ph. 6226 7861, at the TUU can assist in arranging this. The completed forms need to be submitted to the University at least 7 days prior to the event or you will not be given consent to hold your event. You may need to complete some or all of the forms detailed in the Required Applications section above. Copies of all relevant documents must be supplied to the Contact Centre before the event. Copies of permits must be displayed prominently at your event. External organisations are required to have public liability insurance and a copy of the certificate of currency will need to be provided before the event can take place.

TUU POSTERS POLICY

Posters are not be placed on TUU property (inside or out) unless placed in one of the areas specified below. This includes any posters issued by clubs/societies. All posters must first be approved and stamped at the TUU Contact Centre before being displayed. TUU affiliated Clubs and Societies must also include the TUU logo on their posters and if the activity has been funded via a Societies Council grant then the ‘SSAF funded initiative supported by the TUU and the University of Tasmania’ logo must also be included. For logos please refer to the TUU website – Societies resource portal https://tuu.com.au/clubs-societies/societies-information-portal/

Posters advertising external, non-TUU events/businesses will not be tolerated unless prior approval is sought via the TUU Contact Centre. Contact Vicki Blackburn Vicki.Blackburn@utas.edu.au ph. 62262495.

The TUU reserves the right not to approve any application which it believes to be inappropriate or in competition with the TUU. The TUU may also stipulate the conditions of any approval. This decision is final and no further consideration shall be entered into.

In general, posters will not be allowed on any brick walls or glass (unless specified). Posters may only be put up using blu tack or drawing pins (where appropriate). Sticky tape and glue must not be used.

The Tasmania University Union reserves the right to invoice any societies, businesses, etc. for the cost of the removal of unapproved, incorrectly placed, or incorrectly fixed posters. Such cost may include re-painting of the relevant surface.

All breaches of the policy will be recorded. A first breach will result in an official warning being given. Following further breaches the TUU reserves the right to take further action including prosecution.

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General Noticeboards

Upstairs There are three noticeboards upstairs; opposite the lift and outside the Activities Centre.

Downstairs There are two notice boards outside the Doctors Surgery. There is a notice board outside the Coop-bookshop for student accommodation and items for sale. Forms to advertise are available from the Contact Centre. These must first be stamped and signed before displaying.

Posters may be placed on the glass partitions on either side of the main entrance (near the ATM). Posters may not be placed on the glass doors or on the emergency exit door. Posters must not be placed on the windows or the glass belonging the Co-Op Book Shop. Posters may be placed on any columns in the Union Building, but will be cleared weekly.

Please note that the fact that a person affixing the poster is a society member does not override the policy regarding external events/businesses. If a poster advertises an external, non-TUU event/business it automatically must be approved according to the relevant policy. TUU Events Noticeboards Downstairs The noticeboards at the foot of the stairs (in the centre of the TUU Building) and outside the Uni Bar are reserved for information pertaining to the Bar and its activities.

There are two noticeboards reserved for Sports Clubs and Societies placed along the wall opposite the shop – either side of the pay phone.

Outside Notices There is a noticeboard outside the Refectory (Suzy Lee).

The columns on the Ref Steps may be used, but are cleared regularly, and posters must only be affixed with blu tack.

Tunnel Painting of the right hand side of the tunnel (from the TUU building towards the Morris Miller Library) to advertise your club/society’s events must be booked via the TUU Contact Centre. Only affiliated TUU clubs or societies may book this space and the TUU reserves the right to disallow any booking. This may be booked for a month at a time and if you wish to extend your booking, then further permission can be obtained from Vicki at the TUU Contact Centre.

Whilst there is current signage painted in the tunnel, posters must not be placed on that space, and will be removed at the expense of the offending entity.

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TUU WEBSITE

Website Listing: tuu.com.au/clubs-societies/a-z-societies-listing The website has a space for a logo or image, a brief paragraph about your society and a link to your Facebook or webpage. It is the responsibility of the society to provide the TUU with this information and any changes, as it reflects poorly on your society and the TUU if visitors interested in your society can only access outdated information or links. Contact James.Spencer@utas.edu.au to update your Society details. Societies Portal Under the Clubs and Societies tab there is a Society Resource Portal with online applications for Affiliation, Re-affiliation and grant applications. You will also be able to access a range of documents to download. Advertising your club or society: There are various methods of promoting your event. Your event can be added to the website email: James.Spencer@utas.edu.au Togatus the TUU student publication email: editor.togatus@utas.edu.au Electronic Display panels: Located around the state, no charge for affiliated clubs & societies - for more details contact the Development Administrator. Help create a vibrant campus culture and let other students know about your club or society! For more information or help contact: James Spencer Development Administrator James.Spencer@utas.edu.au Ph. 6226 7861

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FINANCIAL ASSISTANCE GRANTS

One of the major roles of the Societies Council is to assist societies with the funding of their legitimate activities - especially innovative ones that get everyone interested!

The grants are listed below and will hopefully give you some idea of the ways in which the Societies Council can help your Society.

To be eligible for any funding from Societies Council, you must ensure you can prove that more than 50% of your membership is made up of currently enrolled UTAS students.

ACTIVITIES & CAPITAL GRANTS

Activities & Capital grants are provided to societies to assist them in holding academic and/or social activities, functions and events for students and society members. Such activities and events must be related to the aims and objectives of the society claiming the grant and may include such things as productions, exhibitions, travel to conferences, education, equipment purchase, quiz nights, social events, careers nights, producing publications, venue hire, etc. Such activities and events can be held both on and off campus.

RUNNING EXPENSES GRANTS

Every Society incurs costs in the course of administration and providing services to its members. This grant can involve expenses other than alcohol and does not prohibit a claim that may be able to be claimed under another type of grant. These grants do not need the approval of Societies Council. The amount a society may claim for running expenses is determined at the beginning of each year by the Societies Council Executive.

To be eligible for the running expenses grant, societies must affiliate to the Societies Council by the second Council Meeting of the year, which is held in April.

APPLYING & CLAIMING GRANTS:

APPLYING FOR A GRANT

All grant applications are filled out and submitted online via the form on the TUU website under the Societies Resource Portal (www.tuu.com.au/clubs-societies/societies-information-portal).

An application can be made in advance of an event, but payment will never be made until after the event.

Event grants will not be considered unless a budget detailing expected income and expenses for the event is attached. See Grant Budgets section below.

Conference travel grants should also provide a link (where possible) to show conference/event details.

Capital grants should also contain a couple of quotes detailing the cost of the items.

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The application form must be submitted in time for consideration at the next Council Executive meeting. Cut-off dates for grants to be considered will be listed on the Societies Resource Portal. Reminders will also be included in minutes on the Council meeting agendas.

The Societies Council Executive must approve the application, the onus lying with the Society to prove the validity of the claim.

CLAIMING A GRANT

Check if your grant was approved by referring to the relevant Societies Council Executive meeting minutes attached to the Societies Council agenda.

Once your grant is approved, fill in the online claim form and submit along with photocopies of the relevant receipts for the approved funding and a brief report of the event (where applicable). Remember, invoices/receipts/dockets must clearly show dates and be legible.

If you are claiming conference travel don’t forget to include the student attendees’ names and student ID numbers and include the benefit gained for the society and its members from attending the conference.

When all relevant paperwork is received and processed for your claim, a direct deposit will be made to the society’s bank account.

Please ensure that you submit a grant claim form within two months of the event taking place, or funding set aside for your grant may be reallocated by the Societies Council.

Refer to the Societies Council Grants Policy in this Handbook for more detailed information.

Grant Budgets

Most events are held with the aim of fundraising for a society where a profit is the ideal goal. With very little money in budgets to hold certain events, an aim of making a small profit to fund future events can be considered; or aim at staging an event where funds raised offset the cost.

An events budget should detail the anticipated income and expenditure for the event. This information is used by your society’s Treasurer to monitor each society’s financial viability and sustainability.

Income

This information details all money that is expected to be received to hold the event. Different sources of society’s income should be listed separately, such as participation fees, ticket costs, society fundraising, external monetary grants, or sponsorships.

Please note that financial grants being requested from Societies Council SHOULD NOT be listed in your projected income for the event, and should not be used for calculating your Society’s Net Financial Position.

Expenditure

This details the types of expenses expected to be incurred by the Society for the event. Like society income, please list all expected expenses, such as venue hire, printing, advertising, consumables, capital purchases

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Net Financial Position

This represents your society’s financial position for the event once its expenses have been subtracted from its income. Where possible, societies should aim to have a positive net position for each event to ensure profitability and financial self-sufficiency for the year. Once a society knows how much financial assistance it intends to request from Societies Council for their event, it should add this amount to its net position. This adjusted net position represents the society’s position with full financial assistance from Societies Council. Financial self-sufficiency may not be possible every event.

PAYMENTS FOR GOODS & SERVICES

Societies require a variety of services and equipment to carry out their social operations. Whether the society is the customer or the supplier, this process can seem very confusing and create a lot of similar-looking paperwork which may confuse society executives with limited prior experience working with businesses. Below are some explanations to help society execs understand the process and what documents are involved in checking prices and availabilities for goods or service (quotes), receiving or sending bills (invoices), and organising and documenting payments (receipts).

QUOTES

A quote is a legally binding written agreement for a supplier to provide goods or a service for the stated price. Getting a quote should be the first step in purchasing goods or equipment, or obtaining prices for services. Quotes are only valid for a limited period of time due to price fluctuations of goods and services; beyond this they are no-longer legally binding.

Requesting a quote can be as simple as asking a supplier for the cost to purchase an item or provide a service, or looking up prices online. When requesting a quote including multiple items and shipping, it can be useful to request the supplier send you a single written quote for the whole package.

INVOICES

An invoice is a formal statement issued by supplier for money owing for goods or services. These documents should provide a detailed list of the goods and services the society is being billed for. Suppliers of goods will normally issue an invoice before organising shipping and delivery, whereas service suppliers may choose to issue an invoice after a service has been provided to allow for material quantities.

You should also ensure that the invoice lists the supplier’s ABN whenever your society purchases equipment or pays people for services to the society. Where a supplier has provided goods or service for the society and is unable to provide an Australian Business Number (ABN), the society is obligated by the Australian Tax Office (ATO) to withhold payment until the supplier presents them with a completed copy of the Australian Taxation Office Statement by a Supplier form. This form discharges the society of the responsibility to withhold tax on behalf of the supplier where they don’t have an ABN.

The society must keep a copy of this form for their society's records for 5 years. Information regarding the need for a supplier to fill in the form is available at: https://www.ato.gov.au/Forms/Statement-by-a-supplier--not-quoting-ABN-to-an-enterprise/

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RECEIPTS

Once your society has paid for goods or a service, you should receive a receipt from the supplier. This document formally recognises that there has been a transaction of money from the society to the supplier. Societies should keep copies of these documents for the following reasons:

Societies Council Grants: Societies Council grants will not be paid to societies until a copy of the receipt showing evidence of expense has been provided to the Sports and Societies Officer.

Auditing and Tax Records: Audits of society’s finances require copies of all society receipts received and issued by the society throughout the period to be audited.

Legal Reasons: Receipts of financial transactions are vital evidence during financial disputes with suppliers and customers.

When running events always keep your invoices, purchase orders and receipts in a safe place and preferably all together – you may need them if you apply for a Societies Grant! Make sure you also find out the suppliers terms of payment. If paying for goods using cash, also remember to get a tax invoice. If you are paying a band or a DJ they also have to provide an invoice.

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Policy of The Tasmania University Union Societies Council

DEFINITIONS

“Council” shall mean the Societies Council of the Tasmania University Union Inc.

“Executive” shall mean the Executive of the Societies Council of the Tasmania University Union Inc.

“SRC” shall mean the Students' Representative Council of the Tasmania University Union Inc.

“State Council” shall mean the State-wide Council of the Tasmania University Union Inc.

“Society” shall mean a club or society affiliated to the Societies Council of the Tasmania University Union Inc.

“University” shall mean the University of Tasmania.

“Student” shall mean any currently enrolled student at the University of Tasmania.

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PART 1: GENERAL POLICY

1. Provisions

All prior Council policies relating to General Policy are hereby repealed and the policy detailed herein shall be the current policy of the Council.

2. Requirements for Affiliation

(1) Any society is eligible to affiliate to the Council if it has:

(a) Five (5) or more members who are currently enrolled students at the University of Tasmania;

(b) Submitted a copy of its constitution to the Societies Office, with the constitution being deemed by the Executive to be valid, and having a stated aim or aims that are accepted by the Council as being clearly differentiated from the aims of other affiliated societies;

(c) Submitted a copy of the minutes of its Annual General Meeting for that year to the Societies Office; and

(d) Completed an Application for Affiliation form and lodged this either online or with the Sports and Societies Officer.

(e) Applied for an Australian Business Number (ABN), which shall be provided to the Societies Office upon receipt.

(2) The Council reserves the right to deny affiliation or re-affiliation on the grounds of non-compliance by a society with its stated aims, misconduct, or non-compliance with the above and other requirements contained in Societies Council Policy.

3. Society Subject to TUU Regulations and Societies Council Policy

(1) The society is subject to all TUU regulations relating to clubs and societies, and anything in its constitution, any by-law of the society or its office-bearers which is inconsistent with the said regulation, or any amendment to a special rule thereunder, shall be void and of no effect insofar as it is inconsistent.

(2) The Standing Orders of the TUU relating to meeting procedure are to be adopted by the society.

(3) The society is subject to Societies Council Policy, and anything in its constitution, any by-law of the society or its office-bearers which is inconsistent with the said Policy, or any amendment to a special rule there under, shall be void and of no effect insofar as it is inconsistent.

4. Eligibility for Membership

(1) Full Membership: Any currently enrolled University of Tasmania student is eligible to be a full member of any society on payment of the required membership fee. No such member of the TUU may be discriminated against on any grounds with regard to membership of any society.

(2) Associate Membership: Any person, who is not a currently enrolled student of the University of Tasmania, is eligible to be an associate member of any society on payment of the required membership fee. No such person may be discriminated against on any grounds with regard to membership of any society.

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5. Expulsion from a Society

(1) A society shall have the power to expel any member from the society for misconduct of a nature opposed to the objects of the society, and/or the interests and reputation of the society and/or its members.

(a) Such expulsion shall be made by way of a motion at an extra-ordinary meeting of that society.

(b) Debate regarding the expulsion shall be held in camera.

(2) Where a society has expelled any one of its members according to section 5(1), section 4 shall be void with regard to that member or members, and such expulsion shall be permanent unless revoked by way of a motion at an Annual General Meeting or extra-ordinary general meeting of that society.

6. Composition of a Society's Executive

No more than one half of a society's executive members may be Associate members as defined in section 4(2).

7. Requirements for Society Meetings

(1) General Meetings: A society must have general meetings, in addition to other meetings of the society, as provided for in the constitution of the society. Notice of a meeting must be given to members of the society at least seven (7) days prior to the meeting.

(2) Annual General Meetings: A society shall have an Annual General Meeting for which the executive of the society shall set a date, time, and venue. Notice of a meeting must be given to members of the society at least seven (7) days prior to the meeting. The purpose of the Annual General Meeting shall be, among other things:

(a) To elect a new executive;

(b) To issue the society's financial records for the past twelve (12) months; and

(c) To hear reports from each executive member.

(3) Extra-Ordinary General Meetings: An extra-ordinary general meeting shall be deemed necessary on the request of no less than five (5) members of the society. This request shall be submitted to the secretary of the society in writing, outlining the reasons for the request. The secretary of the society must call the meeting within fourteen (14) days of receiving the request. Notice of a meeting must be given to members of the society at least seven (7) days prior to the meeting. At the meeting the only matter to be discussed shall be that/those topics to which the request refers.

(4) Voting: Only Full members, and Associate members who are members of the society executive, shall be entitled to vote. Such members present shall be entitled to one vote each upon every voting matter.

(5) Quorum for Meetings: The quorum at all general meetings shall be at least one half of all members.

8. Liability of Non-Executive Members

The liability of non-executive members of a society is at all times limited to the prescribed (annual) membership fee for that society.

9. Liability of Executive Members

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(1) The elected executive of a society is personally liable for any debt or obligation which:

(a) Is incurred by that executive due to the negligence or recklessness of the executive members;

(b) Is incurred by any other person who has been able to appear to a third party as if they were acting on behalf of the society due to the negligence or recklessness of the executive members.

(2) Any debt or obligation incurred by a member or members of the executive while validly acting in their role as such (under the rules of the society) may be made from the funds and resources of the society as received by grants or otherwise raised in that financial year of the society.

(3) Executive members of a society cannot be held liable for debts or obligations incurred on behalf of the society prior to their period of office unless they knowingly accept those debts or obligations.

(4) Any member of a society who purports to incur a debt or obligation on behalf of the society while acting without due authorisation will be personally liable for such a debt or obligation.

(5) The Council (or the SRC, or the State Council of the TUU, or the TUU Executive) may at its discretion indemnify in whole or in part an individual who has incurred such a debt if they believe that in all the circumstances it is justifiable to do so.

10. Defunct Societies

A society shall be deemed to be defunct if it has not been affiliated to the Council for ten (10) months or more.

11. Term of Affiliation

The term of affiliation for a society shall be from the Council meeting at which they affiliate in a given year until the second Council meeting of the following year.

12. Term of Membership

Membership of a Society shall be until March 31 of the following year unless a member resigns or is expelled in

accordance with Part 1, Section 5.

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PART 2: BEHAVIOUR AND DISCIPLINE OF SOCIETIES POLICY

1. Provisions

All prior Council policies relating to Behaviour of Societies and Disciplinary matters and other related matters are hereby repealed and the policy detailed herein shall be the current policy of the Council.

2. Examples of Misconduct

No society, through its members or representatives, at a society activity, function, conference/intervarsity, or any other society event; or in its promotional material or productions, shall, for example:

(1) Cause damage to, or destroy, any property unless an exemption has been obtained from the Executive.

(2) Cause harm to, or act in any manner that is likely to cause harm to, any person.

(3) Act in a manner so as to bring the reputation of the University, the TUU, and/or that society into disrepute.

(4) Use obscene or vulgar language such that a typical member of the public, other than a member of that society, would be offended.

(5) Cause such noise as to amount to a disturbance to members of the public, other than a member or members of that society.

3. Discipline of Societies

(1) If a written complaint is received by the Executive against a society, or a party representing that society, then that complaint shall be forwarded to the TUU Discipline Committee and the society in question if a majority of the Council believes there is a case to be answered.

(2) Any society breaching part 2, section 2 of this policy may be suitably punished through the imposition of a penalty at the discretion of the Executive, such action to be ratified at the next meeting of the Council.

(3) Any society subject to a complaint against it shall have the opportunity to respond to the allegations, in writing, to the Executive. Such explanation will be taken into account when considering what action should be taken.

(4) Any society violating part 2, section 2 of this policy may be required by the Executive, in addition to any other penalty, to send a written apology to the complainant or any other party affected by the misconduct.

4. Disaffiliation

If the complaint is felt by the Executive to be sufficiently serious it may recommend to Council that the relevant society be disaffiliated and immediately lose all privileges and benefits flowing from affiliation. A society affected by such a recommendation shall have the right to address the Council meeting and speak against such a recommendation on:

(a) The basis of appeal; or

(b) On the basis of seriousness.

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5. Withholding of Funding

If a breach of part 2, section 2 occurs at a society's activity, function, conference/intervarsity, or any other event, funding for that event may be withheld by the Executive, subject to ratification by the Council. Even if funding is not withheld permanently it may be withheld by the Executive until its orders or penalties have been complied with and until satisfactory compensation (or apology) is made to any party affected by the misconduct.

PART 3: BANK ACCOUNT MANAGEMENT POLICY

1. Provisions

All prior Council policies relating to Bank Account Management and Control and other related matters are hereby repealed and the policy detailed herein shall be the current policy of the Council.

2. Requirements

(1) A society shall have a bank account in its name with any bank as they so choose. The Commonwealth Bank has a branch at the Hobart campus.

(2) Each society is required to notify the Council of which banks, bank accounts, and bank addresses are being used by that society.

(3) Each society must require all dealings with its bank account to have the signatures of at least two (2) of its executive members.

(4) All money received by a society must be banked into the society's bank account.

(5) Society funds shall only be invested in a bank and shall not be invested in any form of speculative interest.

(6) The Sports and Societies Officer has to be listed as an authorised person on the bank account form.

(7) After a society’s AGM, the current signatories to the society’s bank account are required to sign over the account to the new executive that will be the signatories in the next year.

3. Closing of Accounts

(1) The last executive of a society failing to re-affiliate shall undertake to close that society's bank accounts and transfer any remaining balance, plus any remaining petty cash, to the Council.

(2) The Executive shall be entitled to request the bank(s) account(s) used by: defunct societies (see part 1, section 10); societies that have been denied re-affiliation (see part 1, section 2(2); or disaffiliated societies (see part 2, section 4; part 5 section 8(1)(b)); to close such accounts and to transfer any accumulated funds to the Council.

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PART 4: GENERAL FUNDING POLICY

1. Provisions

All prior Council policies relating to General Funding Policy and other related matters are hereby repealed and the policy detailed herein shall be the current policy of the Council.

2. Audits

Audits of societies shall be performed at the end of second semester each year, and when the treasurer of a society vacates that position. The Societies Council Executive may request audits in addition to those required in this policy.

3. Requirements for Funding

(1) In order to be eligible for funding, a society must have:

(a) A minimum of fifteen (15) currently enrolled UTAS student members;

(b) Obtained an audit certificate from the previous year, if applicable;

(c) Provided a report on its activities for the previous year that is accepted by the Executive and may be made public by the Executive;

(d) Completed and forwarded membership lists to the Societies Office; and

(e) Not had its funds frozen.

(2) (a) A society not obtaining an audit certificate, if applicable, will have its funding suspended until it obtains an audit certificate.

(b) A newly affiliating society is exempt from the requirement in section 3(1)(b) for the first year of its affiliation or until its first audit, whichever comes first.

(c) A newly affiliated society is exempt from the requirement in section 3(1)(c) until it is affiliated for more than 10 months.

4. Freezing of Funds

(1) No grants of any form shall be payable from the Council to a society while that society's funds are frozen.

(2) Funds of a society may be frozen for the purposes of section 4(1) in the following circumstances and no other circumstances:

(a) If a society is absent from four (4) full Council meetings, including apology, for other than for examination reasons (see part 5, section 8(2));

(b) If a society fails to perform an act determined by the Council.

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(c) If it is brought to the attention of the Executive that a society has an outstanding bill of greater than 120 days duration, unless an exemption is given by the Council.

(3) The Executive shall be entitled to freeze the funds of societies according to section 4(2), and must notify a society in writing that its funds will be frozen as soon as the Executive makes such a decision.

(4) When the Council specifies an act for the purposes of section 4(2)(b) the Council shall only make such requirements for special once-off acts and these are not to become a part of permanent Societies Council Policy.

5. Unfreezing of Funds

A society's funds will be unfrozen if and when the Executive determines this to be so.

6. Deadline for Recouping Expenditure

Societies must present to the Sports and Societies Officer details of expenditure to be recouped from Council grants within three (3) months of the date of approval of the application unless an extension is specifically asked for and approved by the Council.

All claims and relevant paperwork must be finalised by 14th November each year.

RT 4: GENERAL FUNDING POLICY PART 4:

GENERAL FUNDING POLICY PART 4: GENERAL

FUNDING POLICY PART 4: GENERAL FUNDING

POLICY

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PART 5: MEETING ATTENDANCE POLICY

1. Provisions

All prior Societies Council polices relating to Meeting Attendance and other related matters are hereby repealed and the policy detailed herein shall be the current policy of the Council.

2. Meetings Not to be Held On

No ordinary meetings of Council may be held on or in:

(a) The month of January;

(b) A mid-semester break;

(c) An examination period; and

(d) A public holiday.

3. No Smoking

There shall be no smoking in the meeting room during the meeting of the Council.

4. Attendance

(1) (a) The Executive is prevented from allowing any dispensation regarding attendance at meetings.

(b) The Council Secretary shall keep an attendance for the Council meetings detailing those present, which society they represent or their observer status.

(2) Attendance at Council meetings will be strictly monitored and all delegates are to attend the whole meeting.

5. Status of Delegates

(1) (a) Each society is entitled to have two (2) delegates elected to the Council and a society must be represented by either of its two (2) delegates, at every Council meeting, subject to part 5, sections 6, 7, and 8 of this policy.

(b) Where neither of a society’s delegates is able to attend a Council meeting, another member of the society’s executive may represent the society at the Council meeting.

(2) Each delegate may only represent one society.

(3) The society must clearly identify which of its delegates shall be known as its first delegate, and this person shall have precedence in representing the society and voting at all meetings of the Council over the society's other delegate, who shall be known as the society's alternate delegate.

(4) A society may at any time recall any of its delegates to the Council and/or replace any of its delegates with another of its members by doing so at a General Meeting of the society and by informing the Executive in writing of the minutes of the General Meeting.

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6. Status of Observers

(1) An observer may be permitted by the Council to represent a society for one Council meeting a year.

(2) The observer referred to in section 6(1) may not be a delegate from another society.

(3) The observer shall not be entitled to voting rights at meetings of the Council.

7. Excuses for Absences

(1) Absences from Council meetings shall only be permitted if:

(a) A written apology is tendered in advance to the Council meeting at which the absence will occur; or

(b) A written apology is tendered at the next Council meeting regarding absence of a delegate at the previous meeting, and is ratified by the Council.

(2) No more than two apologies from one society shall be accepted in any one year. Any subsequent apologies are to be considered as absences for the purposes of this policy.

8. Penalties for Absences

(1) For a society that has more than two (2) unexplained absences from Council meetings within the same year, the following penalties will apply:

(a) For three (3) absences, the annual Running Expenses grant will be withheld ( if eligible);

(b) For four (4) absences, all claims made by the society to the Council will be withheld, and the society’s funds may be frozen (under part 4, section 4(2)(a));

(c) For five (5) absences, the society will be disaffiliated and the disaffiliation will constitute a discontinuity in a society’s affiliation.

(2) Prior to a society incurring a penalty under section 8(1), at the next meeting of Council after which it qualified for the penalty, the society shall be called upon to explain its absence from Council meetings. The Council may, in extraordinary circumstances, and by a two-thirds majority of all members present, decide to permit the society an absence or absences for meetings of Council at which it was not present.

Should, after this meeting of Council, the society still qualify for disaffiliation under section 8(1), the society shall be deemed to have been disaffiliated from the date of its second absence from Council meetings.

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PART 6: RUNNING EXPENSES POLICY

1. Provisions

All prior Societies Council policies relating specifically to Running Expenses are hereby repealed and the policy detailed herein shall be the current policy of the Council.

2. Purpose of Policy

(1) That a Running Expenses Grant be established to assist any society with the administration and running of that society.

(2) The policy contained herein shall be subject to the 'General Funding Policy.'

3. Determination of Running Expenses

(1) The Council Treasurer shall, on an annual basis, determine the amount of the annual running expense grants for all societies.

(2) The running expense grants are to be paid as lump sum payments.

(3) Societies that affiliate or re-affiliate after the second Council meeting in semester 1 shall not be eligible to receive running expenses allocations.

4. Procedure for Claiming Running Expenses

(1) Running expenses grants shall be claimed by a society applying for reimbursement of allowable expenses on the appropriate form along with photocopies of receipts proving those expenditures which are being claimed for.

(2) The running expenses claim shall include:

(a) A list of those expenditure claims detailing:

(i) What the expenditure was for;

(ii) The amount of the expenditure; and

(iii) A photocopy of all receipts being claimed.

(b) The date of the claim;

(c) The signature of the society's treasurer declaring that all expenses were actually made and for the purpose stated on the form; and that all information on the form is correct.

(3) Societies must present to the Sports and Societies Officer details of expenditure to be recouped from their running expenses allocation of the same year, and the Executive shall set a deadline for running expenses claims.

(4) Running expenses grant claims need not be presented to the Council.

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(5) All running expenses grants shall be in the form of a direct deposit or cheque, reimbursing a society for expenses already incurred.

5. Allowable and Unallowable Expenses

(1) In relation to running expenses, allowable expenses shall mean:

(a) Food used at society meetings or functions;

(b) Non-alcoholic drinks used at society meetings or functions;

(c) Administration items such as stationery, stamps, pens, and the like, used by the society;

(d) Any other expenditure not excluded in section 6(2).

(2) Allowable expenses shall not include:

(a) Brewing equipment or equipment related directly to the production or consumption of alcohol in any way whatsoever;

(b) Alcohol in any form whatsoever;

(c) The payment of any fines imposed on a society by the Council;

(d) Tobacco in any form whatsoever;

(e) Illicit substances in any form whatsoever or any products for their consumption;

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PART 7: ACTIVITIES GRANTS POLICY

1. Provisions

(1) All prior Council policy relating to monetary grants is hereby repealed and the policy detailed herein shall be the current policy of the Council.

(2) In the absence of a full meeting of the Council, the Executive is empowered to deal with all matters concerning monetary grants. Decisions of the Executive are subject to ratification by the Council at the earliest possible meeting.

2. Purpose of Grants

The purpose of activities grants shall be to provide grants to societies to help meet the expenses societies incur in:

(a) Purchasing capital items; (b) Participating in, and travelling to, intervarsities or conferences which relate substantially to the objects of

the society; (c) Organising and conducting home intervarsity activities or conferences, to which delegates from clubs and

societies affiliate to one or more other Australian or international tertiary institutions attend; (d) The creation of a production; (e) The provision of guest speakers and other forms of professional assistance which are specifically within the

objectives of the society. (f) Other once-off expense that relate to the objectives of the society.

3. Requirements for Application for Grant

(1) No activities grant shall be available to a society unless it has been affiliated for a continuous period of more than six (6) months immediately prior to the date of the grant application.

(2) All grant applications and claims must be made on the appropriate form and, where they are to be discussed at a Council meeting must be admitted ten (10) days prior to the meeting at which they are to be discussed.

(3) The application form for an activities grant shall be submitted only by the society executive on the appropriate form, and must detail:

(a) An outline of the proposal for which the grant is sought. (b) A description as to how the proposal is related to the aims of the society. (c) An estimated budget for the event (where the event is yet to be held), or a copy of the budget for the

event (where the event has been held), listing income and expenditure. Photocopies of receipts/invoices of listed expenditure must be attached to all claim forms.

(d) A description as to how the event will be, or was, publicised. (e) How many people would be expected to, or did, attend the event. (f) The date of the claim. (g) The signature of the society's treasurer declaring that all expenses were actually made and for the purpose

stated on the form; and that all information on the form is correct.

(4) The grant disbursed by the Council shall be conditional upon the society adequately acknowledging the contribution made by the TUU. Adequate acknowledgement will entail the inclusion of the TUU logo on applicable material. Adequate acknowledgement is to be determined by the Executive in exceptional circumstances.

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(5) Where relevant (e.g. productions, activities, events etc.), societies should charge a reasonable fee to those attending.

5. Payment

(1) Payment for an activities grant shall only be made upon production of photocopies of the relevant receipts proving the expenditure, and the submission of the appropriate application form.

(2) The Council Treasurer reserves the right to impose an upper limit on activities grants.

(3) The Council Treasurer reserves the right to establish a rate of subsidy in specific areas of activities grants.

(4)(a) Payment shall be made directly to the society

(b) In exceptional circumstances, which must be justified to and approved of by the Council, the grant may be made payable to a third party.

6. Restrictions

(1) Expenses listed under Part 6 section 5(2) cannot be claimed under the Ordinary Grants Policy.

(2) If the party that the society is contracting with is in any way connected with the society, or members of that society, the society must show that price for the goods or services rendered was negotiated with no impropriety.

(3) Reimbursement of expenses for an event in which a profit was made will be subject to the discretion of the Societies Council Executive.

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WORKING WITH CHILDREN POLICY: 17-3-15

RATIONALE

The Tasmania University Union Sports and Societies Councils recognise and value the significant contribution made by volunteers to clubs and societies. The richness and diversity of this contribution is both encouraged and supported by the Tasmania University Union Inc. (TUU), and this document seeks to ensure all club members and executives are aware of their responsibilities in regards to legislative requirements and procedures relating to working with children and young people.

This policy is designed to lay down guidelines and procedures to best protect children and young people participating in TUU affiliated organisations, related actives and ensure that volunteers for TUU affiliated organisations (i.e. coaches, team managers) exercise their duty of care with respect to child protection responsibilities by providing a secure environment that ensures the safety and well-being of all. A Volunteer Registration card alone does not protect children and young people from harm; sound policy and procedure along with diligence is the best safeguard for all involved.

POLICY

Whilst the TUU encourages the involvement of volunteers and recognises their contribution to providing an active and positive community environment, we are required to provide a level of direction and support for volunteers that ensures their contribution aligns with the Work with vulnerable people act 2013 (Tas) (http://www.dhhs.tas.gov.au/news/2013/working_with_vulnerable_people_checks2)

DEFINITIONS

TUU Affiliated Organisation Any club or society formally affiliated with either the TUU Sports Council or TUU Societies Council

Junior Participants Persons under the age of 18 participating in club or society activities

Volunteers Those invited parents, guardians and club members who contribute unpaid time, energy and expertise for the coaching and supervision of club activities.

Direct Contact Volunteers Volunteers who are involved in providing coaching, management, guidance and/or supervision directly to junior participants and who would potentially provide supervision to junior participants in situations with limited or no supervision by the child’s legal guardian during the normal course of providing the voluntary service.

Incidental Contact Volunteers Volunteers who are involved in providing support to any TUU affiliated organisations whilst not directly assisting a specific group of junior participants. Such volunteers would not have responsibility for supervising junior participants where they are the only adult during the normal course of providing the voluntary service (e.g. working bees, social activities, etc.).

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PRINCIPLES

1. TUU affiliated organisations should endeavour to utilise the benefits of appropriate voluntary help from the community for the benefit of the club.

2. Volunteers should be valued for the work that they do for the club.

3. Volunteers have a right to work in a safe and secure workplace environment.

4. Volunteers should be provided with appropriate support, and/or instruction to help them carry out their tasks at the club. They will not be required to carry out tasks with which they feel uncomfortable or not skilled enough to do.

5. Volunteers must be made aware of their legal rights and responsibilities within their workplace environment.

GENERAL GUIDELINES FOR ALL VOLUNTEERS

1. Volunteers are required to carry out tasks in a manner consistent with the expectations of the TUU affiliated organisation, including maintenance of a professional, supportive and cooperative working environment.

2. Injuries sustained by volunteers must be reported to the Club executive and safety officers. TUU affiliated organisations will provide first aid as required. The TUU will hold insurance policies in respect to liability claims from third parties, loss and injury, and for personal accidents that cover members volunteering with the activities of TUU affiliated organisations.

3. Complaints by or regarding volunteers involved with a TUU affiliated organisation will be addressed at the first available meeting of the organisation’s executive body, or the President of the respective organisation.

4. It is recognised that within the TUU community there are potentially two categories of volunteers, namely:

a) Direct contact volunteers who have specific responsibility for and involvement with junior participants; and

b) Incidental contact volunteers who assist TUU affiliated organisations on specific occasions but do not have direct contact with or responsibility for junior participants.

PROCEDURES FOR DIRECT CONTACT VOLUNTEERS: 4.1 Application procedures:

The "Working with Children" check is designed to determine whether or not a person is suitable to work with children. Application forms for a Volunteer Registration card are available from Service Tasmania on behalf of the Tasmanian Government Department of Justice.

All volunteers working in direct contact with children and young people are required to complete a ' Volunteer Registration Application' Form. This Volunteer Registration application form enables the Department of Justice to investigate a person's criminal history, which may affect that person's suitability to work with children. An investigation of a person's full criminal history includes charges and convictions for offences no matter when or where in Australia they occurred, or whether they have been recorded or not.

4.2 Volunteers not wishing to apply for a Volunteer Registration:

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Volunteers cannot be compelled to apply for a Volunteer Registration card. However, persons declining to do so may not have direct contact with or responsibility for junior participants at any stage, under any circumstances.

4.3 Failed application

In the case where a club member fails a Working with Children check, the matter will be forwarded to the executive body of the relevant TUU council to investigate the provided reasons for failure and an impartial evaluation to the person’s fitness to continue to hold club membership.

This process allows for appeal where it is perceived that there has been a misjudgement against the applicant. Applicants seeking to appeal this decision are required to sign a statutory declaration relating to any pending or spent convictions or charges relating to children. At the executive’s request, applicants may also be required to provide additional personal references demonstrating good character.

4.4 Volunteering whilst awaiting check:

It is permissible for volunteers to assist junior participants whilst a Working with Children check is being assessed, provided that the volunteer is working with another volunteer that has a valid Volunteer Registration card and all voluntary activities are being conducted in a public space with the consent of parent or guardian.

4.5 Best practice for instruction of children and young people:

All direct contact volunteers working directly with junior participants must be aware of their responsibilities with regards to Child Protection and Protective Behaviour protocols, especially with regards to the obligations and processes for reporting suspected child abuse or neglect, and bullying, and are required to update and renew their volunteer status once every three years.

Sporting activity and training sessions should be conducted in a public space, clearly visible from external observation unless it cannot be avoided. Private or closed sessions are to be avoided unless there is the constant presence of a parent or guardian regardless of blue card status.

In the case where physical contact during instruction for coaching or demonstration purposes is required, all contact should be explained before it occurs and instructors must insure that the minor is certain of what will occur and have the option to decline. Should they decline contact, the option to observe demonstration being applied should be provided.

4.6 Non sporting activities:

Strictly no alcohol is to be provided to underage club members.

Events that are open to members of TUU affiliated organisations of all ages must have parental consent for members under the age of 18. Such events should not have drinking related activities or promotions. It is preferable members under the age of 18 attending TUU affiliated organisations events be dropped off to the event by a parent or guardian and retrieved from the same venue by a parent or guardian.

4.7 Register of Volunteers:

Each TUU affiliated organisation must maintain a register of volunteers who are approved to have direct contact with and supervision of junior participants. This register will be maintained by the Secretary for each TUU affiliated organisation. A copy of this register must be provided to the TUU Sports and Societies Officer as part of the affiliation requirements each year, and must be updated as necessary.

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In compliance with the Tasmanian Justice Department regulations, the TUU agrees to monitor the registration status of all direct contact volunteers listed upon the volunteer registers for each TUU affiliated organisation. Where a registered direct contact volunteer undergoes a change in registration status with the Department of Justice, the TUU will take the necessary steps to notify the Executive bodies of all TUU affiliated organisations for which that individual volunteer is registered.

4.8 Maintenance of Registration:

It is the responsibility of the TUU affiliated organisation to ensure that their members holding a valid Volunteer Registration card have a current registration status.

GUIDELINES FOR INCIDENTAL CONTACT VOLUNTEE, will only be having incidental contact with junior participants are not required to obtain/complete a police check.RS

Volunteers who, in the normal course of their activities

REFERENCES

Tasmania Government Working with Vulnerable People Act 2013

Tasmania Government Registration to Work with Vulnerable People Regulations 2014

Tasmania Government Registration to Work with Vulnerable People (Risk Assessment for Child-related Activities) Order 2014

FURTHER INFORMATION

Working with Children Registration (http://www.justice.tas.gov.au/working_with_children)

FORMS

Police Check (http://www.justice.tas.gov.au/working_with_children/application )

REGISTRATION STATUS

Verifying the Working with Children registration can be checked via the Tasmanian Government Department of Justice website https://wwcforms.justice.tas.gov.au/RegistrationSearch.aspx by entering the application/ card number and surname.