CLUBS MANUAL. Clubs Office 1pm 3pm Monday Friday Lady Symon Building Clubs Resources 29 March 2018

Transcription

1 CLUBS MANUAL Clubs Office 1pm 3pm Monday Friday Lady Symon Building

2 HOW TO RUN AN EVENT CLUBS MANUAL The Clubs Guidebook Finding your people is the best part about Uni. Clubs and societies exist to help you find them, and have some amazing experiences along the way. As a club president or committee member, this is your guide to the world of Clubs. It helps you get on your feet and navigate your role. Below, you ll a find a guide to the roles and responsibilities of the club committee, the importance of meetings and how to run them, management of finances, and more. If you re unsure of anything, the FAQ section at the back of this guide might have the answer. Otherwise, just get in touch with our Clubs staff at the Union for help! Who are we? Clubs! We re part of the Union, the student-run organisation at the University of Adelaide that exists to support students and campus culture. Clubs is made up of staff whose job it is to help develop and support clubs, and a Clubs Committee led by elected student representatives. The chief purpose of Clubs is to foster the social, cultural and intellectual activities of its members. We do this by providing financial and administrative support to clubs and societies, as well as providing facilities and equipment for you to use. Services & Support Face to face support from staff on everything from administration, to governance, development and events. Eligibility to apply for grants through the Clubs grants program. Use of University of Adelaide name and insurance for clubs activities. Free hire of bookable items such as projector equipment, trestle tables and chairs, and marquees. Use of Clubs Lounge and kitchen between 9am and 5pm, Monday to Friday, and free booking of the Clubs Lounge out of hours. Free booking of Clubs Meeting Room, Board Room, Mayo Café, and Fix Lounge. Free access to Union House function rooms. Advertising of club activities through the Union website and social media platforms. Digital resources like an address and a space on our website. Access to a pigeon hole for your club, and a locker (when available). Exclusive invitations to Clubs events like O Week and Clubsland. Assistance obtaining quotes for supplies and services. Access to an exclusive Facebook group, the Clubs Network, for club organisers. 2

3 Assistance If you have questions or need assistance with something Clubs-related, we have dedicated and professional staff available to assist in any way. Clubs Committee The Clubs Committee is a sub-committee of the Union s student-elected board of directors. It recommends policy to the board, assesses grant applications and applications to form new clubs, and works with Clubs Admin. There are four members on the Clubs Committee: a chair, who is a Board Director of the Union, the president of the Union, and two elected Clubs Representatives. Elections for the two Club Representatives on the Clubs Committee are held in term four. All club presidents get to vote in the election. 3

4 Values and Principles The Union is all about creating an exciting, inclusive student experience. Clubs are our partners in this mission. In your activities and interactions, you act as ambassadors to other students. By registering as a club, you agree to act in line with the values of the Union and the University. These include: Accessible Education The Union recognises that education is one of the most powerful determinants in a person s life and that it must be accessible for all students regardless of social or economic status. Diversity The Union recognises that within the student community there are many communities defined by gender, ethnicity, faith and economic status, etc. Each community possesses a unique student experience and we value, embrace and promote that diversity. Partnership & Community The Union believes that the University experience will be richer for students if it includes interaction with a broader range of community partners, whether they be social, cultural, sporting, charitable or business. Professionalism The Union recognises that the task of representation requires the highest standards of ethical behaviour, efficacy, and service, as well as management and professional skills all aimed at delivering benefits for students. Democracy The Union is committed to a student organisation governed by the students of the University of Adelaide and seeks to foster and strengthen democratic decision making processes. 4

5 Starting Out You ve just been elected to the committee of a club, or started one of your own. Congratulations! Now what? As a club organiser, there s heaps of different things you might do: Participate in committee meetings Organise and run events Communicate with members Take minutes or write agendas for meetings Look after the club s finances Talk to Union and University staff Interpret and update the club s constitution Apply for grants Hire equipment and resources And more! If you re not sure how to do these, or want some ideas, first check in with the other members of your committee. If they can t answer your question, give us a ring and we can make a time to meet! It s also very helpful to speak to the person who held your new position before you. They can give you an idea of what to expect and update you on everything that s happened previously. This ensures continuity between one committee and the next, and makes sure you don t have to learn everything from scratch on your own. Once you have done all of this, make a time for your committee (especially the president) to meet with Clubs Admin. We can help you much more quickly and effectively if we know you and you know us. 5

6 Registration Before we get to the exciting stuff, there s a couple of essentials to remember about clubs. All clubs and societies at the University of Adelaide need to register with the Adelaide University Union before they can start operating. Registration also entitles your club to heaps of benefits, like funding, equipment, insurance and opportunities. There are a couple of requirements for clubs to be registered. As a part of your club s committee, it s part of your job to make sure these requirements are met. Registered clubs must: Primarily exist for the benefit of current students Act in a fair, transparent, and inclusive way Respond to s and queries from Clubs Admin, members and students promptly Have a general meeting of club members once a year, at which all members can help elect a new committee Have a President (or equivalent) and Treasurer, who are both students and they must be separate people Be not-for-profit Inform the Union if there are any changes to the committee or constitution Abide by all policies of the University, including the alcohol policy and [student behaviour] Keep accurate records of income, expenditures, and meeting minutes Follow the rules in your constitution Clubs must not: Break the law Use club funds for the personal benefit of individual members Use the logo or branding of the Union or the University without authorisation Every year, clubs need to renew their registration ( rego ) with the Union. This is done in two periods, one in first semester and one in second semester. Clubs Admin will contact you early in the year to let you know the dates for these two periods and when your club needs to renew its rego. All it takes to renew rego is to fill out a form on the My Club website, and supply some documentation. You will then get a response letting you know if anything else is needed. If you do not do this in the set period, you will no longer be covered by insurance or be allowed to use the University s name. Clubs Admin will request evidence that your club is still active and your club may be deregistered. 6

7 Club Integrity Clubs must act in line with the Union s Clubs Administration Policy. This policy can be found at our website, but the most relevant part for most clubs are the requirements for integrity in club elections. They state: All club elections shall take place at either Election Meetings or over the course of several days as stipulated by the constitution and/or rules of any given club. All club members shall be given notice of any and all elections. All positions on the committee of a club, including those in an executive committee/s shall be subject to annual election. All club members shall be eligible to vote and/or nominate for a committee position in the election of Committee Members. Clubs may prescribe reasonable eligibility criteria for the positions of President, Vice- President, Treasurer and Secretary or their equivalents and any position effecting affirmative action. Examples of reasonable eligibility criteria include: o The requirement that a person hold a position on the Committee for one full term in order to be eligible to nominate for the position of President, Vice-President, Treasurer and/or Secretary or their equivalents. Voting at Election Meetings shall be conducted in accordance with the Constitution of the club and shall promote fairness and transparency. All club elections shall be conducted in accordance with established University behavioural policy. All club elections shall be indiscriminate in theory and functionality and shall allow for the full inclusion of all members regardless of race, sex, gender, economic circumstance, different physical or mental health, sexual orientation, colour, culture, national origin, age, ethnicity or political views. If a club fails to follow these requirements, that club s registration will be frozen and it will be unable to use Union services and resources until the situation has been remedied. 7

8 The Committee This is the group of people who are elected to run the club during the year. It might have a different name, like council or board, but the basic idea is the same. We refer to the committee members as club organisers. You and the other committee members will have regular meetings throughout the year. At these meetings, you ll discuss ideas for events and projects, make decisions about where to spend money, and all the other things required to keep a group running day-to-day. You might even have specific extra responsibilities, if you have a specific role like president or treasurer. Being a club organiser is heaps of fun, but it s also a position of leadership and responsibility. As a member of your club s committee, you have a personal duty to act in the best interests of the club, make fair decisions, and fulfil your commitments. You will need to be prepared to work closely with other to get things done and communicate if you re struggling. You might also need to work with people who have different opinions and approaches to yourself, but it s important that you try to put these differences aside. As the organising body of the club, the committee is responsible for: The Executive Preparing, with the club committee, any applications or documentation required by the Union, including grant applications, timetables, and renewal of registration. Preparing hand over materials for future presidents and committee members when the president s term reaches its conclusion. Managing club presence and usage of the Union website and any club social media pages. Effectively and responsibly managing the clubs in order to maintain contact with Clubs administration, and respond to student inquiries. Organising any events that the club wants to hold, and liaising with Many clubs have a two-part committee: the full committee and a smaller group made up of some of the committee members, called the executive. The executive is made up of people with specific decision-making roles and extra responsibilities, and usually includes the president, vicepresident, treasurer and secretary. These are the people the club couldn t function without! In some clubs, the constitution will state that the executive is a formal sub-committee a group that has its own meetings and has specific powers. When this is the case, the Executive is usually responsible for the day-to-day running of the club and the whole committee only meets occasionally. 8

9 Roles There are a number of key roles that are important to the smooth running of a club, although they vary from club to club. Sharing responsibilities around lightens the loads on individuals, allows for greater involvement by members, and lays the groundwork for handover when the committee passes on their roles. Sometimes the president or another active committee member might feel like they re doing everything. If that s the case, ask how you can help out even if something isn t specifically your job! You re a team, after all. President The primary leader and spokesperson, with overall responsibility for the administration of the club. Suits people who: are confident, articulate, well-organised, and willing to delegate tasks to other people. The president s role is the most important one in the club. It s their job to provide leadership, be the spokesperson for the club, and chair most meetings. They need to prioritise the needs of the club as a whole and ensure effective running of the club for the duration of their term. Without an active president, it s very difficult for a club to get things done. They re also the main person who the Union will interact with and contact. Presidential duties might include: Overseeing and coordinating the activities and administration of the club, including delegation of tasks and responsibilities to allow members to valuably participate and contribute. Presiding over club and committee meetings, as well as knowing the constitution and meeting procedure. Ensuring the club and committee perform their duties as determined by the club s constitution. Give a written and verbal report at the Annual General Meeting. Liaising with Clubs Admin. 9

10 Vice President Takes on the role of chair/president when that person is unavailable. Suits people who: Are interested in leadership positions but don t have much experience or would like to learn more. The vice president assists the president in management of the club. If the president is unavailable, or resigns, the vice president assumes their duties. Secretary Organises meetings, takes minutes, and maintains records/documents including register of members. Suits people who: are highly organised, good with Microsoft Office (or equivalent), are good note-takers and communicators. While the president is responsible for the overall organisation of the club, the secretary is the one who keeps track of information, looks after documents, and deals with the administrative side of things. This includes maintaining a register of members that lists all members of the club and their contact details, and organising meetings. As secretary, you will have to take minutes of meetings records that say who attended, what decisions were made, and how they were made so you need to make sure you can take accurate notes! Maintaining club records, including membership, meeting minutes, correspondence, and submissions to Clubs. Updating the calendar of club activities. Updating a register of club equipment. Making submissions to relevant media, including On Dit and the Union website for promotion. Maintaining club noticeboards. Preparing agendas for meetings, with the inclusion of action from previous meetings. Taking minutes, including attendance and apologies. Minutes include all motions, amendments, decisions, and notes on discussions. After each meeting, these minutes must be typed up and circulated to all committee members and any others that may request to view them. 10

11 Treasurer Deals with petty cash and the financial affairs of the club. Suits people who: are able to keep track of receipts and transactions, are good with numbers, and able to be contacted easily to assist with transactions. The treasurer maintains the clubs financial records and is directly responsible for any cash the club has. They are required to accurately record all incoming and outgoing expenditure of the club. Honesty and commitment are very important to this role, as their duties may include: Preparation, in consultation with the committee, an annual budget to be presented to the club at the AGM. Having a working knowledge of Clubs financial policy and grants application processes. Preparing grant applications. Keeping accurate and up to date record of incoming and outgoing expenditure, including the collection and issue of receipts, and maintenance of internal financial records. 11

12 Other Roles Once your club starts to grow you might want to consider creating new roles on the committee. If these roles have formal responsibilities, like the ones described above, they should be listed in your club s constitution. However, if your constitution already states that your committee has general members then you can delegate roles to them. The first option works best if you want the position to exist for a long time, but the second option allows for more flexibility you can give the general committee members different roles from year to year depending on the needs of the club. Examples: Social Media Officer Sponsorship Officer Events Officer Faculty Liaison Officer 12

13 Constitution and Policies A constitution is the document that defines a club and establishes the basic rules for how it operates. The constitution is voted on by all of the founding members of the club and then exists forever until it is changed or the club is officially disbanded. Although clubs might make lots of decisions, and will sometimes adopt policies, these can never go against the constitution. This prevents individuals or small groups of people on the committee of the club from changing the club s rules to benefit themselves. What s in it? There s a template constitution at our Resources page that has all the basics needed for a club constitution. The most important things for a constitution to include are: the name and purpose of the club a statement that the club is registered with the Union rules about how membership works, including: o joining the club o leaving the club o being expelled from the club o details of membership record-keeping rules concerning funds and property management o all registered clubs must be not-for-profit, which requires clauses stating: The Club shall operate on a not-for-profit basis The income and capital of the Club shall be applied exclusively to the promotion of its objects and no portion shall be paid or distributed directly or indirectly to Members or their associates except as genuine remuneration of a Member for services rendered or expenses incurred on behalf of the Club. the powers and duties of the committee, and how people are elected o committee structure o terms of office of members o notice of proposed appointments/elections o how people are appointed to the committee when there s vacancies rules for general meetings, including: o when they should be o the number of people required to attend o what business takes place at a general meeting o what powers a general meeting has o how they should be organised and announced the process for amending the constitution what happens when the club is disbanded or deregistered ( winding up ) 13

14 Changing the Constitution Changes to your constitution require a vote at a general meeting, and all members who are present must be able to participate. It cannot take place at a committee meeting or be restricted to a vote of committee members. A club is made up of its members and operates for their benefit, so it s important everyone be allowed to have a say in changes to the constitution if they want to. You can work together as a committee to brainstorm proposed changes to the constitution and then later present them to a general meeting for approval. Clubs Admin is able to provide assistance with constitutional amendments by making suggestions, looking at drafts, and helping to develop ideas, so it s a good idea to get in touch before you go to a general meeting! Policies Not every rule or decision will go in the constitution. Changing the constitution is hard, because it s the most important rules and shouldn t be changed often as this can disadvantage the members. For example, you don t need to state in the constitution how much it costs for someone to become a member. The amount you charge for membership might change from year to year depending on a range of factors, so you shouldn t need to change the constitution every single time. It s much easier for the committee to decide how much membership costs at the beginning of the year, although they should refrain from changing it at other times. Where you want to have a rule for your club but it doesn t need to go in the constitution, you might create a policy instead. A policy is a rule that is created by the committee. It can t go against any of the rules in the constitution, but apart from that it can cover pretty much anything! Examples of policies include: Code of conduct Behaviour policy Disciplinary action/conflict resolution policy Fair trade policy By creating policies, the committee can manage the club on a day-to-day basis and make sure that it stays up to date with current events. Unless your constitution has specific rules for how policies are created, they normally require a simple vote of the majority of committee members at a meeting. They could also be created at a general meeting with a majority vote of those in attendance. See our Resources page for some policy examples and templates. 14

15 Meetings Holding regular, well organised meetings is essential to ensuring the smooth functioning of a club. But there are different types of meetings! Some are quick and straightforward with only a few people in attendance, whereas others require more planning and might have many club members in attendance. The purpose of meetings is to make decisions as a group. That helps share the workload around, and also makes sure that the club (and committee) are accountable to other people. All of your members have a stake in the club, so it s important you make decisions that are in the best interests of the club. The main types of decision-making meetings that will take place are committee meetings and general meetings. Committee meetings A committee meeting is when the committee (made up of the people who hold committee positions, like the President and Secretary) meets to manage the everyday activities of the club. This might involve organising events, making policies, discussing sponsorship, and spending funds. Your constitution might have rules about how these meetings are organised and conducted, and how often they take place, so make sure to check that first! Committee meetings can be open meaning any club members can attend (although only committee members can vote) or closed. Allowing ordinary club members to attend committee meetings makes your group more transparent and allows everyone to be more involved, but sometimes you will need to discuss private matters or disciplinary actions. When talking about sensitive or confidential issues it is appropriate for the meeting to be closed. 15

16 General Meetings A General Meeting is a meeting of the entire club. General meetings are for making important decisions about the direction of the club, such as changing the constitution and electing a new committee. They also allow the club members to receive reports from the committee members, so they know what has been happening behind the scenes. These meetings allow all members to have a say in how the club is run. Changes to a club s constitution can only take place at a General Meeting. There are three types of General Meeting: An IGM is an Inaugural General Meeting and is the meeting at which the club is officially founded. Those present at the IGM decide on and adopt the constitution of the club, and elect the first committee members. Check out our Resources page for templates that will show you exactly what to do! AGM stands for Annual General Meeting. This is a meeting of club members that must take place every year. There are some essential things that must take place at an AGM: The minutes of the previous AGM (or IGM) are accepted as a true and accurate record Elections must be conducted for all committee members The president and treasurer (at minimum) present reports about the state and activities of the club over the last year Your club must have an AGM every year in order to be registered with the Union. Meeting minutes are notes that say what happened at a meeting. An SGM is a Special General Meeting. These meetings are for when you have important issues to discuss as a club, such as changes to the constitution, but don t want to (or can t) wait for the next AGM. An SGM can be called at any time, but make sure to check your constitution as there may be specific rules about how they work. Notifying Clubs Admin General meetings promote democracy and accountability. It s important that they are conducted in a fair way and that all members of the club are given the opportunity to participate. Because they have such a significant role, it s important that you send the minutes of all general meetings to Clubs Admin and let us know about any major changes taking place in your club! 16

17 Elections If you re on the committee of a club, you will likely have been through an election already! Every club should have an election for all positions on its committee at every year, at its AGM. The type of election process your club has will depend on its size and needs, but in most cases we recommend the following steps: 1. When the AGM is announced, advise members what positions are up for election and what they involve. 2. At the AGM, the assembled members should choose a Returning Officer. This is the person who conducts the election they shouldn t be an outgoing committee member or someone who wants to run for a position. 3. The Returning Officer calls for nominations for one position at a time. 4. Any member in good standing (which means they have paid their fees) can be nominated, or nominate themselves. 5. Nominees must be seconded by another member, and must accept the nomination. If there is one nominee for a position: 6. The Returning Officer asks if there are any additional nominations. 7. If there are no additional nominations, the Returning Officer declares that the lone nominee is successfully elected to the position. If there are multiple nominees: 1. The Returning Officer will declare the nominations phase closed, meaning no one else can nominate for that position. 2. The Returning Officer will give each nominee a set amount of time to speak about why they should be elected. 3. Once all nominees have spoken, the Returning Officer will move to a vote. Members can request a secret ballot, but otherwise the vote takes place by show of hands. 4. The Returning Officer calculates the number of votes, and declares the result of the election. 5. The meeting moves a motion to accept the Returning Officer s report, if the assembled members feel that the election was conducted properly. Elections can seem intimidating on paper, but for most clubs they re very straightforward. In small or new clubs, it is rare for several people to run for the same position. The important thing is just that you communicate to members what rules are being used, and be consistent. 17

18 Membership Clubs are made up of their members. The rights and duties of members are defined in the constitution, so it s important you refer back to it regularly. This is especially true if you need to undertake disciplinary actions or even expel a member. Keeping track of who your members are and staying in contact with them is a key task of the secretary. My Club, the club management section of our website, allows you to create and easily update a database of your club members. Unless they are listed here or in some other kind of formal register, they cannot be considered members of your club even if they re in your Facebook group. Plenty of people will join a Facebook group, many of whom aren t interested in being members of your club. Becoming a member Someone needs to make a decision to become a member of your club, they can t be automatically included. Your secretary also needs to record them as a member for it to become official. There are several questions you will need to consider when deciding how membership works for your club: How do people join? o Online form, , sign-up form at stall, Facebook message How long does membership last? o Is it just for one year? If so, when do they need to renew their membership? Is there a fee for membership? o How much is it, and who decides the amount? If someone doesn t want to be a member anymore, how do they resign? How will you ensure that the contact details and other private information of your members is secure and confidential? How will you formally communicate with your members? Some clubs count everyone in a certain degree or faculty as members. It s important to note, however, that someone cannot legally become a member of an organisation without giving consent. If they don t know about it, they re not members. 18

19 CLUBS MANUAL Communicating How are you going to stay in touch with your members? Facebook is good, but it s not enough alone. If you re using My Club to keep track of members, you can export this list as a pdf which you can then upload to your club s account (@clubs.auu.org.au) and create a contact list. This will allow you to them directly. If you do send s to all of your members at the same time, make sure to put their addresses in the BCC field instead of To. BCC is blind, which means that the people receiving the s can t see everyone else s addresses. This helps to protect the personal information of your members. A much better way to send out s is by using an marketing service like MailChimp. These services allow you to create templates, compose attractive s, and easily a list of people from whichever account you want. They also allow you to view reports that give you useful information about the s you send out and how successful they were at reaching your audience. However you decide to contact your members, you should also keep an eye on your club s inbox and promptly respond to s from members, students, and Clubs Admin. You might want to make this the responsibility of a specific committee member, like the secretary. 19

20 Club Finances As committee members, you have a legal and moral responsibility to appropriately manage the funds of your club. They must be recorded accurately and used only in pursuit of the club s objectives. Although all committee members have a role to play, it is primarily the treasurer s responsibility to look after the clubs finances. To help with this, it is recommended that you use receipt and account book. These can be purchased from most stationery stores, like Officeworks. Make sure you write an entry or give a receipt every time you make a transaction. You can also use the templates at our Resources page to keep a searchable database of these transactions. Information that should be included with every transaction includes: The name of the individual or company. The service or reason for the payment. The amount, recorded in words and numbers. The date. The signature of the person responsible for the transaction, usually the treasurer. Issue receipts whenever you take money, and ask for a receipt when making a payment. Members of the club should be given access to financial records upon request. Financial Report At the AGM, the treasurer should give a financial report. This should include the total amounts incoming and outgoing, the major expenses throughout the year, and any expenditures that are likely to be coming up. Creating or updating a bank account To open a bank account you will need to pass two motions at a meeting authorising the account and appointing several people as signatories. Signatories are the people who have access to the account and can sign to withdraw funds. The account should be one that requires two signatures to withdraw funds. That way no one person can withdraw money, which makes it much more secure. The first motion might read: That a bank account be opened with BankSA, and that it requires a minimum of two signatories to approve withdrawals. The second might say: That Billy Bob and Jimmy McGee be signatories for the club s bank account. 20

21 If your club already has a bank account, when you elect a new committee you will need to move a motion that removes the current signatories and adds the new ones. This might read: That John Smith and Jane Doe be removed as signatories from the bank account belonging to the Very Fancy Hat Club, and that Billy Bob and Jimmy McGee be signatories. Two signatories are the minimum, but you might want to have three normally the president, treasurer, and secretary or vice-president. Ensure that the names and signatures of three signatories (the president, treasurer, and secretary) are documented in the minutes of this meeting. Which bank? We recommend opening an account with BankSA. The Rundle Mall branch is close and has extensive experience handling club accounts. Even better, the Clubs and Societies accounts don t have any monthly fees and are free to open. To open an account here or update signatories on an existing account, make an appointment to set up a Clubs and Societies account. They will provide you with a form to complete. All new signatories will need to sign this form and attend the appointment. You will need to bring identification for each signatory, along with the minutes of the meeting, and a copy of your club s constitution. Make sure the minutes clearly state who the signatories should be, and have the name of the club listed at the top of each page. 21

22 Handover When a new committee member is elected to your role, it doesn t mean your job is completely finished. Either individually or as a group, the outgoing committee members will need to meet with the people taking over from them. Take this opportunity to give them all documents, records, and assets that belong to the club or that they need for the job. Just as importantly, this is a great opportunity to tell them what the job involves and go over the club s activities. Here are some ideas for things that you might need to pass on, but you don t need to stop with these. Imagine what you would have liked to know or have been given when you first took up a committee role. What would have made it easier for you? Tell them about: The support and services provided by the Union. Responsibilities that the committee member has, in both short and long term. o For example, the incoming secretary may not know how to properly take minutes at a meeting. What everyday responsibilities will the new committee member have? Long-term responsibilities including the increase of membership and ongoing promotion of a club. What processes are involved in reaching these goals? How to make grant applications and reregister, and how to contact Clubs Administration for help. What has changed in the past year (or more) since you assumed the role, and what do you imagine will arise in the future. Give them: Any petty cash and receipts All usernames and passwords for club accounts, including , Facebook and social media. Information regarding contacts with external organisations. If the club is sponsored by an external organisation or is affiliated with a faculty, who is the relevant contact, and what relationship does the club have with this organisation? All important documents including membership lists, financial records and details of recent grant applications, and a calendar of upcoming events All equipment that is owned by club Any locker keys or codes 22

23 FREQUENTLY ASKED QUESTIONS Clubs or clubs? Clubs (with a capital) refers to the office, space and staff of the Union, while clubs (with a lowercase) refers to the clubs themselves. What is the difference between provisional registration and full registration? A provisionally registered club is a new club that has been active for less than a year. Once the year has passed, the club must submit a report of activities with its application for reregistration. Provisionally registered clubs aren t able to apply for the same amount of grant funds as registered clubs. Can my club get a locker in the Clubs Space? Lockers are allocated based on availability. Please contact Clubs Admin to enquire about the availability of locker space. How should our club receive mail and deliveries? Each club is provided with a pigeon hole for mail and deliveries in the Clubs Space. Mail can be posted to: NAME OF CLUB c/o Level 2 Lady Symon Building University of Adelaide, 5005 We can t access our club account. Clubs Administration can reset passwords to club accounts and add forwarding addresses. Please visit the Clubs Office with evidence of your club committee role to reset the password or add a new address. One of the club committee members has had to step down. How do we elect a new committee member? This will depend on your constitution, but in most cases the election of new club committee members must take place at an official club meeting. Once the new committee members have been elected, please provide documentation of this to Clubs Administration. Can our club become incorporated? In some cases, a club can become incorporated. You will require special permission from the University to do this, so make sure you contact Clubs Admin before looking into this. 23