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Essentials

 
  1. Check out our club directory to see if a similar club already exists. If they do, click the join now button and get involved! If not, flick us an e-mail at unsa-clubs@newcastle.edu.au so we can help you with the process.  Each club needs to have a standalone identity and therefore cannot mimic UNSA or another already established club.
     
  2. Read through our Club Guidelines! Our Guidelines are your go-to for all your Club needs when it comes to starting a new Club or running and existing one. You can find them under the search bar under "Clubs & Societies". 
     
  3. To start a club, you need at least 10 members, comprising of at least 75% currently enrolled University of Newcastle students.  Your club will need an Executive – a President and Treasurer to start with – who must all be students.
     
  4. Develop your Clubs Constitution, using the template provided. Your Constitution is a set of regulations and procedures that outline the way your club will operate, agreed upon by your members. As part of your constitution your club will need to decide on the clubs aims and objectives. As part of this you need to consider being inclusive; clubs are open to all University of Newcastle students (in good faith). You’ll also need to consider how your club benefits students and what the purpose of your club is (aside from bringing students with a collective interest together).
     
  5. Hold your first IGM or AGM to vote on your Constitution, elect Executives, and discuss the set-up of your bank account. UNSA may request minor changes or adjustments to your Constitution at its discretion.
     
  6. Please make sure you vote to affiliate with UNSA in your IGM/AGM and adjust your constitution to be affiliated with UNSA!
     
  7. Complete your training with Generation Governance. Two of your executives need to complete this course in order to receive SSAF Funding.
     
  8. Set up your bank account.
     
  9. Send in your Affiliation Form, Constitution, and two Generation Governance certificates from your Executive to UNSA at unsa-clubs@newcastle.edu.au. Our Clubs Support Officer will contact you if we need any more information. We can’t wait to have you with us!


YOUR EXECUTIVE

A student club consists of its members (of which at least 75% must be University of Newcastle students) and an elected Executive Committee. All club Executive members must be enrolled University of Newcastle students.

Executive members should be elected at your club’s Inaugural General Meeting or Annual General Meeting, to serve for the duration of the following calendar year (January 1 - December 31). If an Executive member resigns from their position at any point, that position may be opened to other members as a casual vacancy until the next Annual General Meeting.

Your club must have a President and Treasurer regardless of its size, but as your club expands, you can and should create additional roles to maintain good governance (and better share responsibilities among members).
 


RE-AFFILIATION

Affiliation with UNSA expires on December 31 each year; beyond this point, your activities will not be covered by insurance until your club re-affiliates with UNSA for the following year. The cut-off date for re-affiliation is February 1. This is to ensure that your club will have a stall and promotional opportunities during O-Week.

You should have all receipts and financial reporting to UNSA by November 30. If you wish you re-affiliate with UNSA, please let us know at this time.

You do not need to download and complete another UNSA Clubs Affiliation Form.

To re-affiliate, simply send the following through to UNSA-clubs@newcastle.edu.au:

  1. Minutes from AGM

  2. Your Annual Financial Statement

  3. The contact details of your new executive

  4. Your completed Clubs & Societies Annual Plan template

  5. Your updated Constitution (if any changes have been made) - please make sure you are affiliated with UNSA in your constitution!

  6. Two completed Generation Governance certificates (for members of your executive)

We look forward to having you with us for another year! 😊

Click below for template.







Click below to read the full chapter in the guidelines.