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 firstname.lastname@example.org
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.
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.
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.
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 & 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 the AGM guidelines carefully to assist you with preparation.
Below are some additional resources to assist you with planning and running your AGM successfully:
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 email@example.com
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
Sexual harassment and sexual assault are unacceptable. The Curtin Student Guild is committed to fostering safe, respectful, consensual and enjoyable campus club culture.
Reporting sexual assault and harassment
Curtin's support services and reporting process for incidents of sexual assault and/or sexual harrassment can be accessed here.
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. All club committee members are encouraged to complete this course if they feel safe to respond to disclosures of this nature.
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 completion certificate & send to firstname.lastname@example.org
The Guild will require a SARC trained committee member to be working any event your club plans to run that involves alcohol, is off-campus, or involves overnight stays such as club retreats and camps. The Club Support team will advise your club if this is required when we are assessing your event application. We will also assist in building a risk assessment that your club will be required to follow.
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.
Rules regarding the editing of this agreement are as follows:
- No items may be removed.
- The club may add items. This will require Guild approval before it can be used and copy of the original must be referred to until approval is issued. Please email the Club Support Team with a copy showing your additions.
- The club can add their logo to the right of the Guild logo.
The Safe Spaces Agreement - Editable version
The Safe Spaces Agreement - 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.
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 involve overnight stays such as club retreats and camps. The club Support team will advise your club if this is required when we are assessing your event notification. They will drafting a risk assessment that your club will be required to follow.
Incident Reporting Process for Club Officers
Safety and wellbeing are at the forefront of all Guild club events, with the Guild’s club event policies and procedures focused on supporting clubs to deliver events that are as safe as possible. Unfortunately, accidents and incidents can, and do, still happen. It is crucial that incidents are reported as soon as possible when they occur, in order to ensure the appropriate support is provided and the relevant personnel are notified.
Should a serious incident or emergency occur at a club event or during club activities (whether on campus or off campus), please refer to the below reporting process:
- Report the incident immediately to Curtin’s Safer Community Team – (08) 9266 4444. This is a 24/7 service.
- The Safer Community Team will:
- alert relevant internal Curtin and Guild personnel,
- refer you to additional services as appropriate, and
- guide you through any immediate actions required.
- Where applicable, additional support, action items, and/or any further investigation will be provided and/or carried out in the days and weeks following the incident.
- If you need further support during office hours (Mon-Fri 9am-4pm) please call Guild Reception – (08) 9266 2900 or email email@example.com