your student association @ University of Newcastle

Clubs Resources

Please note, final event approvals & funding requests for the period October 1 – December 31, 2023 are due September 29, 2023.

This page is your one-stop-shop for running your club effectively and ensuring compliance with UNSA's Club Guidelines. Scroll down to find links to forms, how-to guides, and downloadable templates.

Ready To Start Your Own Club?

To start a club, you'll need the following:
• 10 current UON students
• Hold an Inaugural General Meeting (IGM)
• Elect a President & Treasurer at your IGM
• Draw up a constitution (find the template below!)
• Open a bank account for the club
• Two executives will need to complete the governance training (find the link below)
• Create a Club profile on QPay & complete the affiliation form below

That's it! Once we've received your submission, the UNSA Clubs team will be in touch!

Some benefits your club will enjoy when affiliating with UNSA:

Clubs Guidelines

Check this document to ensure your club is consistent with our guidelines. View online or download the full PDF to your device.

Constitution Template

Ready to begin creating a constitution document for your club? Download this handy template to get started!

Events & Activities

Planning and event, activity, or excursion for your club? Make sure you read the guidelines here & process the online Club Event Approval form prior to your event.

Funding & Finances

Keeping your finances in check is one of the secret sauces to ensuring a successful student club. Find all the financial tools you'll need to operate your club here.

Club Meetings

Regular club meetings & AGM's are an essential part of running a university club. Find out everything you need to know about hosting your own club meetings here, with downloadable forms & templates.

Governance Web Training

It is required that at least two executives from each club complete this training as part of your affiliation with UNSA. Upon receiving a passing grade please download your certificate. You will need to attach this certificate when re-affiliating.

Key Dates 2023

January 1

Start of the financial year for UNSA Clubs

February 1

Re-affiliation deadline. Clubs intending to participate in O-Week need to have submitted all required documents by this date.

February 13-17

O-Week for Semester One, 2023. (Occurs one week prior to study commence date).

May 15 - 19

Clubs Week Expo #1

July 10 - 11

O-Week Semester Two

September 11 - 15

Clubs Week Expo #2

September 29

Final event approvals & funding requests due for the period of October 1, 2023 - December 31, 2023.

November 1

Re-affiliation opens for 2024

December 31

2023 affiliations expire.

Need to have a chat?

Use the booking system below to schedule an appointment with the UNSA Clubs team.

Got Questions?

Check the FAQ below.

For club events you can submit and event approval form (see above “Events & Activities”. The room will then be booked on your behalf.

There is a section for requesting funding in the above Event Approval form. If you would like to request funds for purchases that are not event-related (e.g. club merch), you can use the same form.

We recommend submitting the event approval form at least 2 weeks in advance. This is to allow ample time for funding requests to be processed and venues to be booked. Bookings for some popular venues and rooms fill up months in advance. Please do not hold an event or begin to promote one without receiving approval from UNSA first.

Absolutely! We have marquees, BBQ’s, and trestle tables that we can load out to UNSA affiliated clubs (subject to availability).

Ready to build
your community?

email new club enquiries to: