FORMATION KIT FOR NEW CLUBS
2014
Starting a New Club
So, you want to start a club at Southern Cross University. CoastR’s Student Association
provides assistance and funding to clubs. This Information Kit will help you start your club and
remember the Student Association is here to help you.
There are two ways to set up a club. You can run your club as a registered
organisation or you can be a club under the banner of CoastR’s Student Association.
What do you need to start a club as its own organisation?
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Sign-up 10 Southern Cross University students
Conduct a meeting (AGM)
Elect Club Executives
Write your Clubs Aims & Objectives
Write your By-Laws
Organise a Planning Sheet for 2014
Decide on an amount for membership for your club
Set up a Club bank account
Give those details to CoastR’s Student Association staff member (at our office on level
4 building B)
Comply with the Policies and Procedures as stated in the Southern Cross University
Student Rules, Policies, Procedures and Guidelines http://scu.edu.au/policy/
What do you need to start a club as a subsidiary club under CoastR’s?
11.
12.
13.
14.
15.
16.
17.
18.
19.
Sign-up 10 Southern Cross University students
Conduct a meeting
Elect Club Chairperson
Write your Clubs Aims & Objectives
Organise a Planning Sheet for 2014
Decide on an amount for membership for your club
Submit all payable and receivables to CoastR’s Student Association.
Give those details to a CoastR’s Student Association staff member (at our office on
level 4 building B)
Comply with the Policies and Procedures as stated in the Southern Cross University
Student Rules, Policies, Procedures and Guidelines http://scu.edu.au/policy/
When you have completed all of the above it will be taken to CoastR’s Student Association
office on level 4 building B to seek approval.
If your club is approved by the CoastR’s Student Association committee at their meeting you
will be able to receive funding from the Student Association. Funding to each CoastR’s Student
Association-affiliated club is calculated up to a maximum of $500 over the course of a year per
a club (however you may receive more money if a SSAF bid is submitted on behalf of your club
or organisation by CoastR’s Student Association). This money can be spent on catering, printing
or other relevant expenses. Each club is free to determine their own membership fee. You
must keep your membership list updated and it is expected that each club keep an electronic
spreadsheet of your membership details that can be emailed to the CoastR’s Student
Association Officer on coastrs@scu.edu.au.
Your club should buy a receipt book and you must write out a receipt for all moneys received. If
you are a registered organisation you will need to bank these funds into your account
immediately. If you are a subsidiary club of CoastR’s Student Association you will need to give
CoastR’s the funds to be banked.
Photocopying and printing
Clubs are able to use the photocopier for club related business. You must fill-out a Printing
Services Form and if this is a large amount of printing this may be deducted from you $500 at
CoastR’s Student Association’s discretion.
Equipment
Any asset purchased by a Club or group with SSAF funds should be returned to CoastR’s
Student Association should the group or club cease to exist or go defunct in any way.
Equipment purchased by a Club’s own fundraising activities is the property of the Club and can
be disbursed with as the Club pleases. A Club stock take should be taken at the end of each
academic year and all capital items of equipment should be accounted for.
CoastR’s Student Association publicity and media privileges
Clubs have ready access to a variety of publicity media such as CoastR’s facebook page and
website. You may post content to these pages by emailing CoastR’s Student Association
(coastrs@scu.edu.au) and asking CoastR’s to upload this media for you. If needed other
arrangements for social media and publicity privileges can also be arranged between CoastR’s
Student Association staff and clubs. This media must be used in compliance with the policies,
rules and conduct expectations set by Southern Cross University and is subject to the approval
of CoastR’s Student Association staff members or committee members.
CLUB FLYERS
The CoastR’s Student Association Office encourages clubs to create their own flyers. You must
send them to the CoastR’s Student Association email (coastrs@scu.edu.au). All club flyers
must have the CoastR’s Student Association logo on them. Please also mention that
your activities are SSAF funded somewhere on your poster.
This is an opportunity for all clubs to promote their activities and attract new members. The
flyers should include a membership form, club contact details, information about the club,
relevant training times and function times. If you do not have access to a Publishing computer
program, contact the CoastR’s Student Association Officer and we can assist you with the layout
and design of the flyer (please use a word document).
Affiliation Forms (to be submitted at the CoastR’s Student Association office level 4,
building B Gold Coast campus)
CLUB / SOCIETY INFORMATION
Club / Society Name – CoastR’s Student Association _____________________________________
Type of Club (please circle):
(Academic)
(Sporting)
Is your Club affiliated with an external organisation?
(Social/Cultural)
(Yes) – Name:
(No)
Is your Club incorporated?
(Yes) (if yes please complete the below Club Incorporation Information)
(No)
CLUB INCORPORATION INFORMATION
Date of incorporation:
____/____/____
Incorporated under:
___________________________
Membership: Southern Cross Students Only
Students / Public
Southern Cross
Yes
Yes
INSURANCE INFORMATION REQUIRED – PUBLIC LIABILITY
If incorporated, does this Club have its own public liability insurance?
No
Yes
Broker:
__________________________________
Underwriter:
__________________________________
The Public Liability Insurance the Club has in place is current for the following time period
From:
Date
____/____/____
Public Liability Coverage ($):
to
Date:
____/____/____
$________________________
Covers include Office Bearers:
No
Yes
Total Turn over of Club:
$________________________
*Total Turn over is total income only
Note: Please submit with Club Affiliation Application a copy of the Club’s last financial year’s Periodic Return
– Annual Report / Audit and a copy of the Club’s Constitution
Document Check List for Club Incorporation Information to be attached:
Yes
Latest Periodic Return / Annual Report / Audit
Yes
Copy of Constitution
AFFILIATION CHECKLIST FOR CLUBS 2014
All the below items must be checked off and approved before you can be affiliated
And access CoastR’s Student Association Funding
Item

Sign up 10 members

Conduct a meeting/ AGM and elect executives (if necessary)

Club Aims and Objectives

Club Planning Sheet

Membership Register

Club By-Laws

Arrange a Meeting with the CoastR’s Student Association
Officer
 Provided /
Completed
I believe all the information supplied within this application to be true and correct and an accurate plan of the Club
activities in 2014.
Relevant Club Officer:
_________________________
Signature:
________________________
Date:
/
/2014
Other Officer:
_________________________
Signature:
_________________________
Date:
/
/2014
AFFILIATION FORM
Club Name: ___________________________________________________
Club Aims and Objectives for 2014:
Please list what your Club will be striving to achieve in 2014 through its activities and services provided to
student members, the campus and the community.
1.
___________________________________________________________________
___________________________________________________________________
2.
___________________________________________________________________
___________________________________________________________________
3.
___________________________________________________________________
___________________________________________________________________
4.
___________________________________________________________________
___________________________________________________________________
5.
___________________________________________________________________
___________________________________________________________________
Contact Details: Executive Committee Members
(note that you only need to use this if you are registered as your own organisation)
Name:
Position:
Telephone:
Student no:
Email:
Postal Address:
Name:
Position:
Email:
Postal Address:
Name:
Position:
Telephone:
Student no:
Telephone:
Student no:
Email:
Postal Address:
Name:
Position:
Telephone:
Student no:
Email:
Postal Address:
Name:
Position:
Telephone:
Student no:
Email:
Postal Address:
Name:
Position:
Email:
Postal Address:
Name:
Position:
Telephone:
Student no:
Telephone:
Student no:
Email:
Postal Address:
The CoastR’s Student Association Office is to be informed as soon as possible
if charges are made to the Executive Committee .
PLANNING SHEET FOR 2014
Calendar of Sporting Events and or Activities, Functions, Events for your Club, Society in 2014
Period / Month
2014 O Week
March
April
May
June
July
August
September
Brief: Sporting Events and or Activities, Functions
Period / Month
October
November
December
2015 January
February
Brief: Sporting Events and or Activities, Functions
MEMBERSHIP REGISTER
Club / Society: _________________________
Membership Commencement Date: ___________
Membership Renewal Date: ___________________________
CoastR’s Student Association Officer needs to be informed as soon as new members join. Student members will
need to complete a membership form and attach proof of current Southern Cross enrolment.
Surname
First Name
ID Number
Telephone
Email Address
CoastR’s Student
Association
Membership
Note:
This template can be used for initial signing-on of members, however it is expected that each Club keep an
electronic spreadsheet of membership details that can be emailed to CoastR’s Student Association Officer
whenever membership details change or upon request.
CoastR’s Student Association MODEL BY-LAWS
(Useful for establishing a committee as its own organisation. Please note that the By-laws highlighted in
Blue would be unsuitable to a club set up as a subsidiary of CoastR’s).
1.
Name
1.2
A Club must not use the word “CoastR’s Student Association” within its title unless submitted to
CoastR’s Student Association in writing and approved in writing by CoastR’s Student Association.
1.3
A Club must obtain approval for the use of the prefix “Southern Cross” within its title from
Southern Cross University. CoastR’s Student Association does not provide approval for the use of this name.
2.
Objectives
2.1
The objectives of the Club shall be to:_______________________________________________
________________________________________________________________________________
________________________________________________________________________________
___________________________________________________ within the University.
3.
4.
Membership
3.1
All Southern Cross currently enrolled students are entitled to become registered members under such
terms as the Club Executive Committee may decide.
3.2
Membership of the Club is open to: Southern Cross students who are members of CoastR’s Student
Association; Southern Cross staff members; and others who are approved by CoastR’s Student
Association. All committee and sub-committee members must be students of Southern Cross University
unless otherwise approved.
Affiliations
4.1
5.
The Club is an affiliated Club under the relevant clauses and sections of the regulations, policies and
procedures as set by Southern Cross University and any relevant CoastR’s Student Association
regulations or by-laws. Any fact of the Club or its Office Bearers which is inconsistent with the said
regulations or any amendment thereto or special rule there under shall be null and void insofar as it is
inconsistent.
General Meetings
5.1
A quorum shall be (___) financial members.
 Only financial members shall be entitled to vote.
 The President shall be the Chairperson unless absent in which case the members shall elect a
Chairperson.
 The Chairperson shall have a casting vote in addition to a deliberative vote.
5.2
The Annual General Meeting of the Club shall be held in the ______ (__) week of the month of _____
in each year. At least seven (7) days notice of the meeting must be given.
The CoastR’s Student Association Officer must be notified of the date and time.
5.3
The




business of the Annual General Meeting shall be:
The Annual Report.
The Financial Statements.
The Election of Office Bearers and committee.
Any other business mentioned in the notice paper convening the meeting.
5.4
6.
7.
8.
9.
An Extraordinary General Meeting shall be called at the request of the President or ____ (__) financial
members. Such a meeting shall be held within twenty-one (21) days of such a request and at least
seven (7) days notice of such a meeting must be given.
Administration
6.1
The business and affairs of the Club shall be under the management and control of the Executive
Committee, provided however, that except in the case of extreme urgency the Executive Committee
shall not take any action contrary to decisions made at a General Meeting.
6.2
Executive Committee shall consist of:
 President;
 Secretary;
 Treasurer;
 Promotions and Publicity Officer.
6.3
The Executive Committee may declare vacant the seat of any member who has been absent without
valid reason from two consecutive Executive Committee meetings.
6.4
Should any vacancy occur in the Executive Committee or Office Bearers of the Club, the Executive
Committee shall fill such vacancy from the financial members of the Club and the member duly elected
shall hold the office for the unexpired portion of his/her predecessor’s term.
6.5
The President shall normally be Chairperson at Executive Committee meetings and shall have a casting
vote in addition to a deliberative vote.
6.6
Quorum for an Executive Committee meeting shall be ____ (__).
Elections
7.1
Nominations for each candidate for election as Office Bearer or Executive Committee member shall be
proposed and seconded respectively by the financial members at the Annual General Meeting.
7.2
No person shall be eligible for election unless he/she is a financial member of the Club.
7.3
The election for the Office Bearers and Executive Committee members shall be by ballot of members
present and voting therein held at the Annual General Meeting.
Duties
8.1
The Secretary shall carry out his/her duties under the direction of the Executive Committee and keep a
true record of all minutes of all meetings, attend to correspondence, issue notices for meetings, keep
records and carry out such duties as the Executive Committee may from time to time direct. Within
seven (7) days of any change in Office bearers, he/she shall notify in writing the CoastR’s Student
Association Officer.
8.2
The Treasurer shall receive all monies payable to the Club and give receipts for same. All monies so
received shall be paid into the Club’s banking account at the CoastR’s Student Association. The Treasurer
shall present at the Annual General Meeting a balance of the finances of the Club and shall perform all
such duties as are directed by the Executive Committee from time to time. The Treasurer shall maintain
a record of financial members of the Club.
Finance
9.1
The Club is a non-profit organisation.
9.2
All membership, fundraising and grant monies of the Club shall be paid into a Club account held at a
nominated financial institution.
10.
9.3
The Club shall be accountable for all financial matters. Club financial duties should be complied with in
accordance with relevant SSAF legislation and the expectations of CoastR’s Student Association and the
Student Representative Committee of Southern Cross University.
9.4
The Committee shall forward to the CoastR’s Student Association applications for financial assistance.
Such applications must be submitted according to the format laid down by the CoastR’s Student
Association.
Equipment
10.1 Any asset purchased by a Club or group with SSAF funds should be returned to CoastR’s Student
Association should the group or club cease to exist or go defunct in any way.
10.2 Equipment purchased by a Club’s own fundraising activities is the property of the Club and can be
disbursed with as the Club pleases.
10.3 If necessary a Club stock take should be taken at the end of each academic year and all capital items
of equipment must be accounted for. A copy of this stock take, as well as the state of ownership of
each item of property or equipment should be forwarded to CoastR’s Student Association so that
CoastR’s Student Association may also have a record of inventory.
11.
Amendments
11.1 The By-laws shall not be amended unless two thirds of financial members present at the General Meeting
are in favour of such amendment. Any amendment must then be ratified by the CoastR’s Student
Association.