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Here are all the regulatory requirements you need to meet when running a club. Think constitution, policy and procedural guidelines.
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Club Governance & Finance

Here are all the regulatory requirements you need to meet when running a club. Think constitution, policy and procedural guidelines.

In this section

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  • Club Awards
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  • Club News
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  • Club Governance & Finance
    • Managing Club Finances
    • Safe Spaces & Grievance Processes
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CLUB GOVERNANCE & FINANCE

Here are all the regulatory requirements you must meet when running a club. Think constitution, policy and procedural guidelines.

  • Club Membership List
  • Clubs Charter
  • Club Registration
  • Constitution
  • Club AGM Guidelines & Workshop
  • Clubs & Societies Committee Meetings
  • Club Finances
  • Consent & Sexual Safety
  • Safe Spaces & Grievance Processes for Members

If you can't find what you're after, please email the Clubs Officer via clubs@guild.curtin.edu.au
 


Club Membership List

You need to collect details from new members when they sign up to your club.

The minimum details you need are: First Name, Last Name, Student Number, Email Address and if they're a current Curtin student.

This must be recorded in TidyHQ.

You can share the link to your signup form in social media posts, emails, QR codes and give it out directly at events like Guild O-Day to get more members.

Confidentiality & Consent
If a member does not want to give you certain personal information, don’t make them. 

Only make your membership contact list available to those that need it in your committee – do not share this with any third-party apps, companies or people.

 


Clubs Charter

The Clubs Charter outlines all major club operational requirements and processes and explains how the Guild assesses the various types of club applications and requests.

View Clubs Charter

Club Registration

All club registrations expire on December 31 every year.
Clubs must lodge an annual renewal form in order to remain affiliated with the Guild.

You will need to log in to complete this form - if you do not yet have a user account on this website, please create one using the button at the bottom of the log-in page.

User accounts must be created for each individual user, not under your club name.

Renew your Club Registration

Constitution

Most clubs are required to govern themselves in accordance with the Default Guild Clubs Constitution. 

The only exceptions are if:

  • you have submitted a custom consitution to the Guild and had it approved, OR
  • you are an incorporated body, in which case you must follow this version instead.

Other Guild Policy Documents

  • Guild Statute Book and Policy Documents 

Club AGM Guidelines & Workshop

Your club must hold an Annual General Meeting (AGM) each year to elect committee positions for the following year and report on the club's activities. Learn more about requirements for your club's financial statements.

New clubs (less than 12 months old) do not require an AGM.

Review these guidelines to prepare for your AGM:

  • Club AGM Guidelines & Workshop
  • AGM Attendance List template
  • Ballot Slips
  • AGM Minutes template - Mandatory use of TidyHQ minutes module is now required for your AGM. We have uploaded a template into your TidyHQ account.


Clubs & Societies Committee Meetings

The Guild Council voted to cancel these meetings effective from 1st December 2022. In 2023, the Club Support Team will focus their time towards tailored worskshops, more in-person club assistance and are still open for suggestions, email them now on clubs@guild.curtin.edu.au

Past Meeting Minutes

Club Finances

We've prepared a guide for treasurers and club executives on how to appropriately manage and oversee club finances for reporting, budgeting and overall management.

Manage your Club Finances


Consent & Sexual Safety

The Curtin Student Guild is committed to ensuring safe, consensual and enjoyable campus club culture.
Please read the Guild's Consent & Sexual Safety Guidelines for Clubs for further information.

Responding to disclosures of sexual assault course
This free course developed by the Sexual Assault Resource Centre WA (SARC) aims to increase knowledge and understanding about sexual assault issues and to increase people's ability to effectively respond to disclosures of sexual assault from adolescents and adults.

When you register for this free course:

  1. Look for the SARC course under the "recommended packages" heading,
  2. Login as a guest using the guest code
  3. Remember to take a screenshot of your completions certificate & send to clubs@guild.curtin.edu.au


All club committee members are encouraged to complete this course if they feel safe to respond to disclosures of this nature.

The Guild will require a SARC trained committee member to be working any event's your club plan to run that involve alcohol, are off-campus or incvolve overnight stays such as club retreats and camps. The club Support team will advise club's if this is required when they receive your event application.

Register here

Safe Spaces and Grievance Processes

When members join a club, they agree to adhere to the club's rules, the safe spaces agreement, its consitution and the Guild & Curtin University's values. Members should also be aware of options to discuss grievances,  report issues and complaints.

The Safe Spaces Agreement

Clubs should display this poster at their events, online or within email communications when a reminder is necessary. 

For 2023 club memberships, clubs must include Terms and Conditions in your club membership sign-up forms to request that each new member agrees to accept The Safe Spaces Agreement in order to receive full club membership. This will assist club's to confidently address issues on the spot should a member fail to adhere to the rules. 

Templates:

  • Editable version
  • Ready to use

Grievance Process & Reporting Complaints

Members can refer to this process when dealing with club grievances, complaints and issues. This is also refered to in The Safe Spaces Agreement that should be presented to all members upon signing-up. 

The club committee can refer to their Club's Consitution for handling disputes and contact the Club's Officer when required.

 

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The Curtin Student Guild recognises the Whadjuk Noongar people as the traditional owners of this land, and pays respect to elders past, present, and emerging.
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