2012
CLUB MANAGEMENT
HANDBOOK
Updated 30 January 2012
TABLE OF CONTENTS
INTRODUCTION .................................................................................................................................. 3
ACTIVITIES.......................................................................................................................................... 4
1. MEMBERSHIP OF CLUBS........................................................................................................... 4
1.1 Membership fees .......................................................................................................................... 4
1.2 Membership requirements ............................................................................................................ 4
1.3 Membership Conditions ................................................................................................................ 4
2. EVENT & TRIP PLANNING .......................................................................................................... 5
2.1 Alcohol ......................................................................................................................................... 5
2.2 Food Handling .............................................................................................................................. 6
3. COMPETITIONS & TRAINING ..................................................................................................... 6
3.1 Coaching ...................................................................................................................................... 6
4. CONDUCT/BEHAVIOUR ............................................................................................................. 6
RESOURCES (HUMAN & PHYSICAL) ................................................................................................ 7
1. CLUB MANAGEMENT ................................................................................................................. 7
1.1
Club Delegates to Sport & Recreation Council ......................................................................... 7
1.2 Club Executive ............................................................................................................................. 7
1.3 Club Development Program ......................................................................................................... 8
1.4 Club Forums................................................................................................................................. 8
1.5 Executive Committee Meetings .................................................................................................... 8
1.6 Annual General Meetings ............................................................................................................. 9
1.7 Special General Meeting ............................................................................................................ 10
2. SPORT AWARDS ...................................................................................................................... 10
2.1 Vice Chancellors Club of the Year .............................................................................................. 10
3. COMMUNICATION .................................................................................................................... 12
3.1
RLSR Contacts ....................................................................................................................... 12
3.2 Club Contacts ............................................................................................................................. 12
3.3 Mail boxes (Clubs pigeon holes) ................................................................................................. 12
3.4 Email Accounts........................................................................................................................... 12
3.5 RLSR Clubs Website .................................................................................................................. 13
3.6 Responding to member feedback ............................................................................................... 13
4. CLUB REPORTING REQUIREMENTS ...................................................................................... 13
4.1 Clubs Calendar........................................................................................................................... 13
4.2 Business Plans ........................................................................................................................... 13
4.3 Mid Year Progress Reports ........................................................................................................ 14
4.4 Mid Year Review ........................................................................................................................ 14
5. FORMING A NEW CLUB ........................................................................................................... 14
6. RISK MANAGEMENT ................................................................................................................ 14
6.1 Accident / Injury / Incident Procedures ....................................................................................... 14
6.2 Insurance ................................................................................................................................... 14
6.2.1.
Member Accident Insurance ............................................................................................... 14
6.2.2.
RMIT University Insurance Program ................................................................................... 15
7. VEHICLES AND OTHER RMIT UNIVERSITY ASSETS ............................................................. 15
8. AFFILIATION TO SPORT AND RECREATION .......................................................................... 15
8.1 Clubs Affiliation Process ............................................................................................................. 15
8.2 Responsibilities of Affiliation ....................................................................................................... 15
8.3
Disaffiliating a club.................................................................................................................. 16
FINANCE ........................................................................................................................................... 17
1.0
Clubs Budget .......................................................................................................................... 17
1.1 Club Budget Submissions .......................................................................................................... 17
1.2 Club Grants ................................................................................................................................ 17
1.3 Grant Applications ...................................................................................................................... 17
1.4 Accessing a grant ....................................................................................................................... 17
1.5 Financial Management ............................................................................................................... 17
1.8 Reporting & Record Keeping ...................................................................................................... 18
1.9 Club Bank Accounts ................................................................................................................... 18
1.10 Signatories ................................................................................................................................. 18
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INTRODUCTION
The Club Management Handbook aims to introduce clubs to the RMIT Link Sport and Recreation Department
(RLSR) policies and procedures. It is designed to be user-friendly and to guide clubs in how to effectively manage
their operations and fulfil all RMIT Link Sport and Recreation requirements.
The objective of a club is:
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To promote the culture of sport and recreation at RMIT University;
To encourage the enjoyment and participation of all club members in social, competitive and recreational
activities;
To support and encourage the personal development of club members; and
To further the aims and objectives of the RLSR and those of the Sports Council.
The club has the responsibility to control their own business and affairs subject to this Club Management
Handbook and its policies and procedures, and any other RLSR policies, procedures or guidelines.
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ACTIVITIES
1. MEMBERSHIP OF CLUBS
1.1 Membership Fees
Due to the introduction of Voluntary Student Unionism (VSU), from 2007 onwards, RMIT students will no longer be
required to pay the CNAF (Compulsory Non-Academic Fee – approximately $300/year) which contributes to the
provision of many services, such as Sport & Recreation clubs.
Therefore, in the aims of encouraging involvement of the entire RMIT Community (current students, past students
and staff) in RMIT activities, RMIT students will be considered/treated the same as other RMIT Community
members.
For all of our RMIT Link Sport and Recreation (RLSR) Clubs there will be two membership categories:
1) RMIT Community - RMIT students, RMIT graduates (alumni) and RMIT staff
2) Other - all others (general public, students of another tertiary institution)
Category 1 - RMIT Community members will be charged at one rate, while Category 2 - Other will be charged at a
rate at least 50% higher than the RMIT Community rate.
Clubs are to set their own club membership fees taking into account the club operational expenses for the year and
the vital contribution club membership fees make towards club income levels.
All clubs must set the 2012 club membership prices as follows:
1) RMIT Community membership price at a minimum of $20 for annual membership. “RMIT Community” is
defined as RMIT students, RMIT staff, and RMIT alumni.
2) Other membership price at a minimum of 50% higher than the RMIT Community price. “Other” is defined as
any individuals who are not part of the RMIT Community category (e.g. general public, students of another tertiary
institution).
Example: For a club who charges $30 annually for an RMIT Community member, they must charge at least $45 for
other members.
It is anticipated that in allowing clubs to set their own club membership fees (with minimum requirements to ensure
that RMIT Community remain the priority members and focus of our club services) it will be realised that prices (for
non-RMIT Community members) can be set much higher than the minimum requirement so that (1) all club
members will acknowledge the value of service being provided to them (especially as prices are still relatively
cheap when compared to market prices); and (2) clubs can generate more income to enhance club services and
activities offered in the future. As funding available for club grants could potentially decrease in future years, clubs
will need to rely more on their own means of generating income for their club.
1.2 Membership Requirements
Membership to a club is gained by completing and signing a Club Membership Form, registering and signing up on
the clubs (www.rmit.edu.au/link) website and paying the appropriate membership fee as set by the club.
Clubs must maintain a minimum of 15 financial members each year and 50% of the total financial members
must be RMIT Community members. The club must keep an accurate record of members, which shows personal
details, contact information, the date on which their membership expires, the membership fee paid, and
membership number if applicable. RLSR can and does ask for this information to be provided.
Club members will need to renew their club membership each year - that is, a club member will need to complete a
new Club Membership Form, re-allocate themselves on www.rmit.edu.au/link and pay the annual club membership
fee each year that they are in the club. All clubs are to operate on the premise that the year ends on December 31.
1.3 Membership Conditions
Clubs must inform members of their membership entitlements upon joining the club; this includes the conditions of
membership, insurance, cancellation and refund policies. It is recommended clubs do this via an information sheet
given to members when they join their club.
All external potential members are to be advised that RMIT insurance will cover them for accident insurance for
injuries sustained whilst engaged in club organised activities; as long as they are officially documented as
RLSR club members.
Therefore, Accident Insurance will be provided to everyone, provided:
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1) They have completed a Club Membership Form,
2) Paid the required membership fee to the Club,
3) Registered on www.rmit.edu.au/link
4) The club activity has been approved with RLSR as an official club activity*
* Through submission of “Training Details Form” provided to RLSR, &/or submission (and approval by RLSR) of “Club
Trip/Activity Intention Plans”
2. EVENT & TRIP PLANNING
Many clubs run trips throughout the year, or hold one-off activities that are not everyday training sessions or
competitions (end of season trips, social events, tournaments, etc). These activities are often held at locations
outside of RMIT and in environments that may involve a higher level of risk.
For all trips and special events clubs must complete a “Trip/Activity Intention Plan” and have it approved by the
Sport and Recreation Officer (Clubs) at least two working days before the activity takes place. Club activities that
go ahead without submission and approval of this Club Trip/Activity Intention Plan to RLSR at least two days before
departure will be deemed non-sanctioned activities and participants, club members, volunteers and leaders will not
be covered by RMIT University Insurance. Please note, clubs are to obtain their own medical information for
trip/activity participants, as relevant to each trip/activity. It is necessary for trip leader/s to carry this
information with them.
A club trip/activity is defined as any function, event or trip being run by a club, not previously recorded with the
Sport and Recreation Officer (Clubs) through submission of the Club Training Details Form (as official club training
sessions, competitions or meetings should be).
It is essential that each club acknowledges responsibility for collecting medical information from its club members
where this information is relevant. It is recommended that clubs create a Medical Form with all the medical
information required of its members for the particular activity/trip being undertaken. Given some of the trips and
events are run in a remote location, it is important (at a minimum) the club be aware of a participating members’
possession of conditions such as asthma, epilepsy, major allergies, low blood pressure etc; understanding that
medical information may change throughout the course of the year.
2.1 Alcohol
Clubs must ensure they have the appropriate understanding of RMIT University policy requirements, as well as
Victorian liquor licensing laws and requirements if alcohol is being served or consumed at a club event.
For more information refer to:
RMIT Alcohol Policy - http://www.rmit.edu.au/browse;ID=1pbptt9ij37f
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2.2 Food Handling
Australia’s Food Safety Standards regulate the way ‘food businesses’ store, transport, handle and display food.
Your club may be classified as a ‘food business’ even if food is being sold as part of a fundraising drive such as a
BBQ. The organisation that develops Australia’s food safety standards, Food Standards Australia New Zealand,
has put together fact sheets for charities and community organisations to help them meet their legal obligations
under the new standards.
For more information refer to:
http://www.foodstandards.gov.au/thecode/foodsafetystandardsaustraliaonly/index.cfm
Clubs must ensure they meet these standards. This can be achieved by delegating responsibility for food
handling at club events to a club member who has completed a Food Handling and Safety Course.
3. COMPETITIONS & TRAINING
The Club Training Details Form is to be completed by all clubs each year, and whenever changes are made to
existing club training details throughout the year. The information contained will assist with insurance issues, as it
ensures that all club training sessions are approved as official club activities. Please return the form to the Sport
and Recreation Officer (Clubs) as soon as training and competition details are confirmed.
3.1 Coaching
Ensuring that your club has sound coaching practices and ethics will help you create an environment that is both
safe and supportive. Your club’s coaches should all think about undertaking some training. The National Coaching
Accreditation Scheme (NCAS) provides training for coaches at all levels in a range of sports.
4. CONDUCT/BEHAVIOUR
Club committee’s and club members are to behave in an appropriate manner at all times. Those members bringing
RMIT University or RMIT Link into disrepute will be disciplined in line with section 8.3 of this document
(Disaffiliating a Club).
Each club’s executive committee has the responsibility for operating according to the requirements outlined in the
Club Management Handbook and its related RLSR policies and guidelines, as well as general RMIT Link policies,
procedures and guidelines. In short, achieving what they have been created to do.
General principles of appropriate behaviour for all club executive members and ordinary club members:
 Respect the rights, dignity and worth of all participants regardless of their gender, ability, cultural
background or religion.
 Participate for your own enjoyment and benefit.
 Co-operate with your club executive, your coach/instructor, your class/team mates and opponents; without
them there would be no competition/instruction.
 Co-operate with RLSR, RMIT Link and RMIT University staff; without them there would be no base for your
club.
 Treat all participants in the club as you like to be treated; do not bully or take unfair advantage of another
participant.
 Play by the rules and follow expected conduct; never argue with officials and control your temper.
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RESOURCES (HUMAN & PHYSICAL)
1. CLUB MANAGEMENT
It is the responsibility of the club executive for operating the club to a particular standard, which is set through
management and administrative requirements outlined in this document.
1.1 Club Delegates to Sport & Recreation Council
Each year a representative from each club is to be selected to represent 'clubs' on the Sports and Recreation
Council.
1.2 Club Executive
Each club has an executive committee that reports directly to RMIT Link Sport and Recreation (RLSR). The club
must nominate an executive committee consisting of; (as a minimum)
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President
Vice-President
Treasurer
Secretary
The portfolio for each position is described below:
President’s duties
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To attend and chair club meetings.
To ensure required number of club meetings are held and formally conducted.
To liaise with the RLSR on a regular basis.
To ensure the club asset register is current.
To ensure all RLSR and club policies and procedures are adhered to.
To ensure all club requirements are fulfilled.
To convene a special meeting to discuss specific issues as required.
To authorise postal voting to occur if resolution of an urgent matter is required.
Act as one of the check signatories for the club bank account.
Vice-President’s duties
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To chair club meetings in the absence of the president.
To ensure all club procedures and documents are in order.
To ensure all club requirements are fulfilled in the absence of the president.
To ensure reports are prepared for each meeting by the portfolio holders.
To ensure action items and resolutions are implemented or carried out.
Duties as delegated by the president.
To maintain the club asset register.
Act as one of the check signatories for the club bank account.
Secretary’s duties
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To handle inward and outward correspondence.
To arrange meetings and prepare the agenda.
To distribute the agenda to members 1 week prior to each meeting.
To prepare minutes and distribute to members within a week of a meeting.
To maintain official minutes book.
To issue notices and other circulars.
Act as one of the check signatories for the club bank account.
Treasurer’s duties
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Act as one of the check signatories for the club bank account.
Ensure prudent financial management.
Prepare submissions for funding, financial reports budget requirements and procedures are followed as per
budget guidelines.
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Only financial members of the club are eligible to nominate for election to club executive committee positions.
Elections take place annually at the clubs Annual General Meeting.
The club committee must consist of a minimum of the four executive committee positions; a minimum of two
executive committee positions must by occupied by RMIT Community members. It is encouraged that the
club executive consists of at least one male and one female member.
The club committee is made up of at least the 4 “executive” positions and any other portfolios positions that are
deemed required by the club. Other portfolio positions may include social coordinator, trip leader, specific activity
convener or marketing and promotions. Members may carry or share responsibility for more than one portfolio, with
the exception of president. It is recommended that the club committee produce a list of duties for all specified
portfolio positions.
Committees that work as a team and perform well are likely to include members who:
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Demonstrate an active and willing involvement in the committee and club.
Attend a significant majority of committee meetings.
Are drawn from diverse cultural & vocational backgrounds.
Have a specific area of responsibility.
Work towards a common purpose.
Ask questions and seek answers.
Willingly accept responsibility.
Demonstrate tact, judgment, discretion and listening skills.
1.3 Club Development Program
The Club Development Program (CDP) conducted by RLSR provides training opportunities to club executive
committee members in club management and development. These eight sessions are conducted throughout the
year – generally each on the first Wednesday of each month (when applicable) - and will be promoted to clubs via
the Clubs Calender and through the Sport and Recreation Officer (Clubs).
These training sessions are RMIT LEAD recognised training sessions.
www.rmit.edu.au/lead for further information.
See the RMIT LEAD website at
RLSR also offers a Certificate IV in Sport Administration (SRO40106) free to two club executives from each club
per year (additional club executives wishing to take part are at the club’s expense). Participants are required to
attend the Club Development Sessions and Forums and submit the required documentation to receive the
qualification. For further information please contact the Sport and Recreation Officer (Clubs).
Clubs must have a minimum of one committee member attend each club development training session nominated
as compulsory. In 2012, only Session 1 (Club Forum 1) and Session 6 (Club Forum 2) are considered compulsory.
In addition to these sessions, Clubs must have a minimum of one representative attend at least two different
development program sessions in total throughout the year (i.e. for 2012, clubs must attend Session 1 & 6
(compulsory) and at least two other sessions).
Refer to 2012 Clubs Calendar for more information on specific CDP Session topics and dates.
1.4 Club Forums
Club Forums are conducted by RLSR to provide information and as a way of receiving feedback and updates from
clubs. These meetings provide a great opportunity for discussing RLSR policy and procedures, networking,
providing feedback on RLSR programs and spreading the word about upcoming events.
Two forums are scheduled throughout the year, one per semester, and dates are indicated on the Clubs Calendar.
It is compulsory that each club sends a minimum of two club members (ideally executive members) to attend each
Club Forum. These forums run in conjunction with the compulsory Club Development Sessions.
1.5 Executive Committee Meetings
Executive committee meetings enhance communication amongst club committee members; ensure progress on
actions and a level of accountability. A minimum of five executive committee meetings are to be held during the
year, the first of which shall be held within the first three weeks of semester one. Anyone may attend an executive
committee meeting as an observer. Observers may only address the meeting if invited to do so by the chairperson.
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It is recommended that the business of the first meeting include a presentation from the club president detailing the
club activities for the upcoming year.
The club secretary should put a call (usually via email) to the club executive committee member for general
business items prior to the agenda being sent out. The secretary must provide all committee and club members
with a notice (Agenda) of each meeting at least five working days prior to the meeting.
The order of business at a general committee meeting is to;
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Confirm the minutes of the previous meeting.
Receive portfolio reports from each committee member.
Receive a report on the status of the club accounts.
Discuss special business items of which due notice have been given.
An executive committee member may allow an ordinary club member to act as their proxy at a meeting, by notifying
the club secretary prior to the meeting commencing. In the case of the secretary nominating a proxy they must
notify the club president.
Quorum for an executive committee meeting is over 50% of the total number of committee members, excluding
proxies. Only members of the club committee or their proxy may vote at the committee meeting.
Proposals put forward to executive committee meetings (motions) must be moved, seconded and passed by a
majority of committee members present. The chairperson has the right, within their discretion, to request removal of
any person whose behaviour is found to be objectionable.
An executive committee member may be given an official written warning if they are absent without apology at two
consecutive meetings. The executive committee can in writing request the resignation or expel a member if they
are absent without apology to three consecutive meetings, these actions must be ratified by RLSR.
Minutes of every cub meeting shall be kept by the club secretary and prepared and distributed to all club members
within two weeks of the meeting being held. Meeting minutes can only be passed at the following meeting if they
are accepted as a true and accurate record of proceedings. RLSR must receive a copy of all meeting minutes
within four weeks of the meeting being held throughout the year.
1.6 Annual General Meetings
During the month of September, all RLSR clubs must hold an Annual General Meeting (AGM). The purpose of the
AGM is to review the clubs operations for the past year, conduct executive committee elections for the following
year and to declare results. The AGM is held in addition to all other meetings and events held during the year.
Written notification of the AGM must be given to ALL club executive, members and the Sport and Recreation
Officer (Clubs and Community Sport) not less than 10 academic days prior to the scheduled meeting date. This
includes the agenda which must be circulated prior, no other business other than that detailed on the agenda shall
be discussed at the AGM.
A quorum of 50% of total financial members or a minimum of 30 financial members (whichever is less) is required.
If this number is not reached by the nominated start time, the meeting can be postponed by 30 minutes to allow for
a quorum to be reached. If after an additional 30 minutes no quorum is reached then the meeting must be
postponed and rescheduled for another date.
All candidates must nominate in writing for election to the current executive at least 24 hours prior to the AGM. For
a nomination to be accepted it must also have a second which must also be submitted in writing at least 24 hours
prior to the AGM. All voting should take place via secret ballot to a nominated person who is not on the current
executive nor is nominated for a position in the new executive.
Any complaint must be lodged within 72 hours of the declaration of results to the RMIT Sport and Recreation
Officer (Clubs and Community Sport).
The running of the AGM must include the following as a minimum;
1.
2.
3.
4.
Presentation of the agenda
Attendance and apologies
Acceptance of previous years AGM minutes
Taking of minutes for the current AGM
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5. Presentation of written reports from Chairperson, Treasurer and any other relevant person, for example,
Secretary or Social Coordinator
6. Presentation and adoption of a full and complete financial report from last AGM to current AGM
7. Election of four (4) club executive positions - at least two must be current RMIT students
8. Move and second motions which may be discussed and voted upon. The result of the vote needs to be
included in the minutes
All RLSR clubs are required to submit the following information to the Sport and Recreation Officer (Clubs and
Community Sport) not later than 10 academic days after the AGM.
1.
2.
3.
4.
5.
Agenda for the AGM
Minutes of the AGM
Club attendance list
Copies of all reports presented
Financial statements presented
1.7 Special General Meeting
The secretary shall call a Special General Meeting (SGM) of the club when:
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Requested on petition of not less that 10% of total club membership, the petition must outline the business
to be dealt with in writing.
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Requested by the executive.
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Requested by RLSR, the request must outline the business to be dealt with and be in writing.
Members shall be given at least ten academic days notice of a SGM. Quorum for a SGM shall be 50% or 30 of the
total financial members. If within 15 minutes of the appointed start time a quorum is not present the meeting shall
lapse. The meeting may be reconvened at the discretion of those present either within the next hour or at a more
convenient time.
2. SPORT AWARDS
RLSR endeavours to acknowledge these students who have achieved outstanding results or who have contributed
to the University through their sporting or recreational interests over a number of years. Awards are presented to
recipients at an RMIT Link Annual General Meeting, where students, staff, alumni and friends can acknowledge
achievements in a celebrative environment.
RLSR Sports Awards aim to:
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Encourage students to strive for sporting excellence.
Recognise those who are highly competent in a particular sport.
Acknowledge the sacrifices students have made to reach that competency.
Recognise members who have worked diligently in the administration and operation of clubs and RLSR.
Recognise members who have worked to encourage and motivate others to participate in sporting or
recreational pursuits.
Participants may be acknowledged for their achievements in the following five categories:
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Vice Chancellor’s Club of the Year
Outstanding Service Award
“Spirit” Award
Sports Blue (Competition or Administration)
Half Blue
Acknowledgement of Contribution
A call for nominations with assessment criteria will be made prior to the awards ceremony; these nominations are
considered by a Sport Awards Committee.
2.1 Vice Chancellors Club of the Year
This award acknowledges the club who has been outstanding in representing RMIT University and RLSR both
within the University and the community sporting or recreational environment.
It will be presented to the club who has been most involved in some or all of the following:
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Development and promotion of club services to all RMIT campuses.
Active involvement in RLSR events and activities e.g. Orientation and Club Forums.
Displayed a high level of activity during the year e.g. entered teams into competitions, conducted
successful trips or maintained high level of program attendance.
Implementation of initiatives to enhance the club profile and increase membership.
Hosting of University or non-University events.
Constantly displayed the exemplary behaviour expected from ambassadors of RMIT University.
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3. COMMUNICATION
It is important that affiliated clubs and the RMIT Sport & Recreation Department (RLSR) take a proactive approach
to communication.
3.1 RLSR Contacts
The first point of contact for RLSR affiliated clubs is the Sport and Recreation Officer (Clubs). Any member of a
club executive can communicate with the Sport and Recreation Officer (Clubs) or the Sport & Recreation Coordinator at any time within work hours, by phone, email, or by dropping into the RLSR office (Building 8, Level 3).
SPORT AND RECREATION OFFICER (CLUBS)
Jack Arnold
Phone: 9925 9757
Email: jack.arnold@rmit.edu.au
SPORT & RECREATION SENIOR CO-ORDINATOR
Janelle Farley
Phone: 9925 2446
Email: janelle.farley@rmit.edu.au
3.2 Club Contacts
The Club Executive and Contacts Update Form are used for updating contact information of office bearers and
other club contacts - their addresses, telephone numbers and email addresses. It is an excel spreadsheet that
must be submitted electronically whenever any changes are made to executive positions or individual contact
details.
Clubs will be requested to provide two versions of club contact information at the commencement of each year – 1)
Full contact details for all club executive members (name, postal address, email address, contact phone numbers,
and student numbers if relevant) to be accessed by RLSR staff only; 2) Contact details for 1 or 2 club executive
members (name, and phone number/s only) who will be the direct contact for all club enquiries. It is important that
all clubs ensure promotion of multiple communication methods with their club (i.e. provide club email address, web
page, mobile phone contact, and training locations/times) to ensure all potential new members can enquire about
the club with ease.
Refer to the Executive & Contacts Update Form.
3.3 Mail Boxes (Clubs Pigeon Holes)
RLSR staff will place all memorandums, letters, bank statements, cheques and other correspondence in the club
mail box in front of the Fitness Centre, Building 8, Level 3, City Campus. Clubs must check their mail box at least
once per week. All RMIT clubs should ensure that all written correspondence is being sent to RMIT, not to an
individuals home/work address – this will avoid any potential communication breakdowns that can occur with the
changeover of club executives, individuals moving house, going on holiday, etc.
Club correspondence should be sent to;
RMIT Link
Sport & Recreation
PO Box 12189
A’Beckett St,
Melbourne VIC 8006
3.4 Email Accounts
The majority of correspondence sent to clubs is electronic, which will be sent to the RMIT hosted club email
account only. This service allows you to compose, read and send email from anywhere in the world, via the staff
email link on the RMIT University web-page.
It is important for clubs to understand that this email account is the default account for all RLSR correspondence to
clubs. All RLSR initiated communication will be sent to this account. In responding to emails initiated by a club
the reply will be sent to the account from which the original email was sent, this may be a personal or business
account depending on who sent the correspondence.
Clubs must check this account a minimum of two times per week for correspondence from RLSR, and club
members.
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Clubs are encouraged to “advertise” the RMIT hosted account to members (current and potential) as it allows for
consistency amongst successive club committees, and means contact details do not need to be updated as
regularly. The club will be issued a login name and password. Keep these secure and do not change either without
notifying RLSR. RLSR will keep a master copy of login names and passwords.
If you experience problems with your account please inform RLSR.
3.5 RLSR Clubs Website
The RLSR website (www.rmit.edu.au/link ) links to all the clubs individually, therefore is an important promotional
and resource tool for clubs. Clubs must ensure all the information (in particular contact information) is up to date;
any changes required must be reported to RLSR. This RLSR website can be found at www.rmit.edu.au/link and will
link to your external club website (should you have one) and it is equally important that the information contained
on the RMIT site and the external site are current and appropriate. Any external websites found to contain
information or images that are offensive or inappropriate will have the link removed.
3.6 Responding To Member Feedback
A good executive committee is open to feedback and sometimes this feedback will be negative. It is important to be
able to recognise different types of criticism and to respond appropriately. Many of your members may be reluctant
to give feedback of any kind, but it is important to encourage them as they can provide you with a wealth of
information about your club’s operations, effective or otherwise.
This is basically a communication issue. It requires you to think about whether you encourage members to
comment on your club’s operations, and how the club reacts to any advice or criticism that may be offered. As a
committee, it is important to be willing to receive advice or criticism and respond to it positively.
Whatever methods you adopt to encourage feedback, your members will be pleased to have been asked their
opinions but will quickly become disenchanted if they don’t receive a response or see their suggestions put into
action.
From time to time you may find there is conflict in your club. In clubs where conflict is openly confronted and
resolved, rather than being ignored, people are more likely to be committed to the club and turnover rates tend to
be lower.
You might think about appointing a membership officer who the members feel comfortable about approaching on
club-related issues. There is value in having this person as a member’s advocate on your committee.
4. CLUB REPORTING REQUIREMENTS
4.1 Clubs Calendar
A Clubs Calendar is released at the start of each year containing a list of club requirements due for submission and
dates when these are due. Each clubs will have a copy of the Clubs Calendar sent to them at the start of the year
and also presented to them again at CDP Session 1 & 6. Clubs failing to submit a requirement on time may face
disciplinary action.
The calendar dates have been carefully planned such that academic calendars and assessment periods are taken
into account, as well as the financial calendar - none of which are negotiable. If your club is not going to be able to
meet the given deadlines for submission, please contact RLSR before the due date and explain your reasoning and
an expected date of completion.
Refer to 2012 Clubs Calendar and also refer to Affiliation Requirements for a summary of club requirements for
RLSR.
4.2 Business Plans
The Business Plan is prepared to inform club committee members, RLSR, club members and other potential
stakeholders (e.g. sponsors) of the proposed activity for the next three years with a strong focus on the next twelve
months. Committee members and RLSR must both contribute to the planning process and endorse the action to be
taken.
The Business Plan comprises;
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
Strategic Plan
o Aims & Objectives
o Strategic Review & Vision

Operations Plan
o Goals & Targets
o Budget Submission
o Promotional Plan
The Business Plan must be presented using the templates provided, and be approved by RLSR before being
adopted. The Sport and Recreation Officer (Clubs) will conduct training sessions covering aspects of the Business
Plan and will also provide assistance in completing the Business Plan.
4.3 Mid Year Progress Reports
The purpose of the Progress Report is for each club to assess how they are progressing, in line with their Business
Plan. The template for the report is sent to the club when their Business Plan is approved. The format in which all
clubs must submit their report in is outlined in the Mid Year Progress Report Template. This report may include
any additional documentation a club feels is relevant to their report (i.e. photographs, charts, certificates). Once the
report has been compiled copy must be submitted to RLSR by the due date identified in the Clubs Calendar.
Refer to Business Plan – Mid Year Progress Report Template
4.4 Mid Year Review
A club review will be performed by the Sport and Recreation Officer (Clubs) in July of each year, generally with the
review of each clubs Mid Year Progress Report. In this Mid Year Review the clubs performance is measured
according to the requirements outlined in the Clubs Calender, the Club Management Handbook and its policies and
guidelines.
5. FORMING A NEW CLUB
RLSR provides assistance to those interested in forming a new club. Contact the Sport and Recreation Officer
(Clubs) for assistance and further information.
6. RISK MANAGEMENT
6.1 Accident / Injury / Incident Procedures
Should an incident happen to any club member involved in a club activity or event, appropriate accident / incident
management procedures must be followed by the individual in charge of the activity (i.e. coach, instructor, and trip
leader).
For all incidents that occur during the course of a club activity/training session/competition (even for minor injuries),
an Accident / Injury / Incident Report Form must be completed and returned to the Sport and Recreation Officer
(Clubs) as soon after the incident as possible.
6.2 Insurance
6.2.1. Member Accident Insurance
The RMIT University Insurance Policy covers all members of RMIT Link Sport & Recreation Clubs and all RMIT
Community who are members of affiliated associations (i.e. Banyule Football Club). This coverage is for personal
accidents/injuries sustained whilst engaged in club organised activities, and only available to financial members
who are registered on the RLSR Link website. The circumstances of the accident will effect whether or not you
are able to make a claim.
It is therefore vital that all clubs are extremely diligent in ensuring all individuals participating in any of their club
activities are officially registered club members; a complete Club Membership Form must be submitted to the club,
registered on the Link website and the required club membership fee paid to the club.
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Therefore accident insurance will be offered to everyone provided:
1) They have completed and submitted a Club Membership Form,
2) Paid the required fee to the club,
3) Registered on the Link website ( www.rmit.edu.au/link )
4) The club activity has been approved with RLSR as an official club activity*
* Through submission of “Training Details Form” provided to RLSR, &/or submission (and approval by RLSR) of “Club Trip/Activity
Intention Plans”
The policy does not apply where other compensation applies, such as: Medicare, private health insurance,
Overseas Student Health Cover, workers’ compensation.
To make a claim a qualified medical practitioner must certify disablement or treatment claims. So you must see a
doctor before you make a claim. Details and resources regarding RMIT Student Accident Insurance can be found
by going to the www.rmit.edu.au website and then searching for “student accident insurance” and clicking through
the search results.
6.2.2. RMIT University Insurance Program
Financial Services, as part of its overall risk management strategy, manages the insurance program for RMIT
through its Strategic Procurement Branch.
RMIT can provide proof of insurance to external parties requesting it, for such reasons including Student Practical
Placements, Field trips, Student location activities, Public Art displays and exhibitions, Travel Insurance , Care
custody and control of the property of others i.e. Leasing equipment, Property in transport
7. VEHICLES AND OTHER RMIT UNIVERSITY ASSETS
7.1 Mini Bus Hire
RLSR offers the service of mini bus hire to RMIT Link clubs. Conditions apply, please contact the Sport and
Recreation Officer (Clubs) for further details.
7.2 RMIT University Assets
RMIT University shows support to RMIT University clubs by providing equipment and utilities as required. In the
event of a club obtaining one of these assets (i.e. boat and/or trailer) it is to be noted that this asset is for club use
only. Under no circumstances can it be leased, hired or lent to club members or the general public for hire or use.
Only registered club members have the authority to operate University assets during approved club events and
excursions. Under no circumstances can these assets be used for personal enjoyment. All drivers/operators must
be licensed and copies provided to RSLR.
8. AFFILIATION TO SPORT AND RECREATION
8.1 Clubs Affiliation Process
To affiliate or remain affiliated with RLSR; previously affiliated clubs must complete an approved Business Plan for
the year they wish to be affiliated in.
Refer to Business Plan Template.
8.2 Responsibilities of Affiliation
RLSR has numerous clubs affiliated with RMIT Link. RLSR are accountable to RMIT Link for the funds and other
resources (i.e. staff) used to support its services. It is therefore the responsibility of the club executive committee to
ensure the clubs requirements of affiliation with RLSR are adhered to, as documented in the Club Management
Handbook and Fines and Disaffiliation Procedure.
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The objective of an affiliated club is:
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To promote the culture of sport and recreation at RMIT university, within the RMIT Community.
To encourage the enjoyment and participation of all club members in social, competitive and recreational
activities.
To support and encourage the personal development of club members.
To further the aims and objectives of RLSR.
Any specific secondary objectives must appear in the clubs Business Plan.
Clubs are expected to provide assistance with other RMIT Link Sport and Recreation programs, for example
University Games.
 The club must ensure that members are treated with appropriate levels of customer service.
 Teams must compete under the RMIT club name in regular community based competition.
 The club must be involved in recruiting and/or selecting competitors to participate in SUG/AUG/AUC
events.
From the perspective of RLSR, the basic areas that clubs need to be performing/achieving in, and how to remain
affiliated with RLSR, are stipulated within this document, namely:
 Club achievements
 Club document requirements
 Club promotion & attendance
 Executive committee numbers & make up
 Membership numbers & make up
 Budget expenditure
 Executive committee performance/behaviour
Refer to Affiliation Requirements for a list of requirements the club must meet; also refer to the Clubs Calendar for
a list of deadlines for the requirements.
8.3 Disaffiliating a club
Recommendation to disaffiliate a club will be made where clubs are not meeting the requirements of RLSR policies
and procedures. The RLSR Sport and Recreation Officer (Clubs) will present to the Sport Council (SC) with
recommendations to disaffiliate existing clubs, but only after first discussing the problem with the club and giving
them an appropriate opportunity to rectify the situation.
Whether or not a club is meeting the requirements of RLSR can be determined out of the Mid Year Progress
Reports, the Mid Year Review, and the Annual Report or by observation from RLSR staff.
The purpose of these reviews is to measure the extent to which clubs are operating according to the requirements
outlined in the Club Management Handbook and the Fines and Disaffiliation Procedure, as well as general RMIT
Link policies, procedures and guidelines; in short, achieving what they have been created to do. If found to be
unsatisfactory, a review with the club executive committee will determine what actions need to be taken.
The possible outcomes from the review include disciplinary action which can come in the form of the following:



Withholding of club support and future grants, or suspension of the club budget allocation.
Recommendation for immediate disaffiliation of the club from RLSR to the SC.
Other actions deemed appropriate by RLSR.
Grounds for disciplinary action may include one or more of the following:
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Non attendance at a Clubs Forum without prior apology.
Non attendance at compulsory Orientation days and Sports Festivals.
Failure to submit yearly Business Plans or Mid Year Reviews.
Failure to provide a Sports Council Representative.
“3 strikes policy” for new members to get in contact with club to join.
Non compliance with the Club Management Handbook and Fines and Disaffiliation Procedure, as well as
general RMIT Link policies, procedures and guidelines.
Failure to pay club accounts.
Abuse of facilities or equipment.
Fraudulent or illegal activities.
Unable to meet club member or committee member minimum amounts.
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FINANCE
1.0 Clubs Budget
Clubs are required to operate according to a RLSR approved budget. The budget forms part of the clubs “Business
Plan,” detailing the activities and programs to be undertaken by the club in the following calendar year, including
new initiatives aimed at further developing the club.
1.1 Club Budget Submissions
The budget submission is the budget that clubs submit to RLSR within their Business Plan submission, outlining
the various incomes and expenditures they expect during the following calendar year. Once submitted the budget
will be reviewed by RLSR and an appointment with the club president and treasurer to confirm the budget will be
arranged. Clubs will then receive an approved copy of the budget in their approved Business Plan detailing the
items that will be subsidised via RLSR grants. For a club to remain affiliated they are required to submit their
budget on time and in the correct format.
Refer to Business Plan - 2012 Budget Submission Template to assist clubs in preparing the budget submission.
1.2 Club Grants
A grant is an allocation of funds that clubs may apply for to assist in the provision of services to their members.
Clubs are encouraged to apply for the following grants as part of their budget submission:
- Operational Grant
- Capital Expenditure Grant
- Committee Training Grant
- Club Development Grant
1.3 Grant Applications
To apply for a grant the club must be affiliated with RLSR. The club must submit an application form expressing
reasons why there is a need for the grant. If more than one grant is being applied for a separate application must
be made. Grant applications must be approved prior to the club committing any monies towards the program/
activity/item. Applications are due with the budget submission, and will be considered with assessment criteria.
Late applications will only be considered if club plans have changed markedly since submitting the Club Business
Plan for that year, or as the result of new initiatives requiring extra support from RLSR.
Refer to Grant Application Form for more details.
1.4 Accessing a grant
Accessing funds from a grant can only be done so on items approved by RLSR. Once a grant has been approved it
is the responsibility of the club to ensure that the budget is adhered to. If a club deems that changes are required to
their grant, they must notify RLSR in writing before any action can be taken.
When an item is to be paid for via a grant, the organisation supplying the goods or services must produce a Tax
Invoice (if registered for GST) or an Invoice (if not registered for GST). Clubs can also receive re-imbursement of
items previously paid for only by approval of the Sport and Recreation Officer (Clubs).
1.5 Financial Management
Clubs are required to finalise books and payments for the year by Friday November 23 2012. No outstanding
payments or allocation of funds for this calendar year will be made after this date.
1.6 Income
All money received by the club must be deposited into the club bank account within 7 days. A receipt from a carbon
duplicate book must be issued for all monies received by the club, including name/business name, date, purpose of
payment and signature. All income must be recorded on your clubs income and expenditure journal spreadsheet
including the number of the receipt issued. Due to the nature of RLSR affiliated clubs, no GST can be charged or
collected for the provision of any goods or services.
1.7 Expenditure
All payments for club expenditure must be made by club cheque. The only time when the use of cash is acceptable
is when money is required as petty cash. All expenditure must be recorded on the clubs income/expenditure journal
spreadsheet.
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1.8 Reporting & Record Keeping
Clubs are required to report on the progress of their budget at the end of each Semester – in the Mid Year
Progress Report, and in the Annual Report. As part of the reporting process clubs should submit a copy of their
income/ expenditure journal and all receipts (income and expenditure). Clubs are also required to submit the
budget summary sheet as supplied with their approved budget.
1.9 Club Bank Accounts
RLSR clubs already have an RMIT club account with the Commonwealth Bank branch at RMIT Swanston St
campus. New clubs can set up an account only with approval of the Sport and Recreation Officer (Clubs). A
Commonwealth Bank “Authority for Non Personal Accounts” form is to be used for this purpose. All bank
statements are sent directly to RLSR on a monthly basis, which are then forwarded on to club pigeonholes. Under
no circumstances are club accounts to be sent to an individual members address. Clubs must check their
pigeonholes frequently to collect bank statements (& other important documents).
1.10
Signatories
All accounts require two signatories on each cheque to enable the authorisation of club cheques. Each club should
attempt to have at least four signatories (executive committee members) to allow for payments to be made when
signatories are unavailable. This form must be re-submitted each time there is a change in the club executive.
Clubs must submit the Commonwealth Bank “Authority for Non Personal Accounts” form to the Commonwealth
Bank in order to set up the account and/or change account signatories.
The authorisation of these signatories is required by the Account Chairperson; the Account Chairperson is the
Sport and Recreation Officer (Clubs) only. The Account Chairperson will have access to each account and its
details, and must authorise any changes made to such accounts. The bank has been sanctioned to refuse any
changes made by clubs without prior authorisation from RLSR.
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