CLUB GOVERNANCE & FINANCE
Here are all the regulatory requirements you must meet when running a club. Think constitution, policy and procedural guidelines.
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.
We recommend create a simple Google Form for new member signups so all details will automatically be saved to spreadsheet for you to access. Here’s an example signup form.
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 (e.g. 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.
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.
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
Club AGM Guidelines & Worskshop
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:
Clubs & Societies Committee Meetings
Clubs & Societies Committee meetings are run twice per semester to provide a communication forum between clubs and the Guild.
Those who attend these meetings are provided with the opportunity to take part in and voicing your opinion, feedback and ideas for the changing world of how and what we deliver to clubs.
Agendas
The full agenda is circulated via email in the week prior to each meeting.
The final scheduled meeting on 27 September 2022 will include the following agenda items:
- Club Awards Ceremony Event
- Cessation of Clubs & Societies Committee Meetings: A discussion around the future of these meetings as the Guild Council voted to rescind these meetings effective from 1st December 2022. We'd like your input into what you'd like to see in place of this in an informal setting. Some ideas to discuss could be to introduce a specific club training program, workshops, feedback sessions, group support/collaboration - please bring your ideas for discussion.
- 2022 Club Resource Feedback: Before the Guild internally review our club perks, grants and restructure our support offerings for 2023, we want to chat with you, most specifically on:
- Club Function Packs: What would you like to see offered here, what would you NOT want to be removed, if you didn't utilise this offering in 2022, we love to know why.
- Grants & Funding: All clubs rely on funds to successfully deliver free or cheap offerings to their members. We have grants available for club's to apply at any time. We'd like to know if you haven't applied for a grant this year, why? Is the process difficult? Did you not know about them? We'd love the feedback.
- Club Resources & Club Support: What support offering does the Guild (or the University Faculty support) provide that you wish you knew at the start of your role? What support doesn't currently exist that you would like to see in the future?
2022 Meetings:
- Thursday 17 March, 4pm
- Monday 16 May, 4pm - CANCELLED.
- Tuesday 28 June, 11am-12:30pm
- Thursday 18 August, 4pm
- Tuesday 27 September, 4pm
These meetings will take place both in-person on Curtin University Bentley campus while simultaneously using avideo conferencing option if you'd prefer to dial in.
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:
- Look for the SARC course under the "recommended packages" heading,
- Login as a guest using the guest code
- 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.