Group resources

What is affiliation?

Affiliation is the process of becoming associated with CDU to receive funding, book rooms and other support.

Criteria include: 

• Finances provided by CDU are used solely for the benefit of student group members.
• The aims, objectives and activities of your group contribute to student life.
• There are no other existing groups, programs, or initiatives with a similar name, aims and objectives, activities, or purpose currently affiliated with the University.

New groups can apply for affiliation by completing the 'New Student Group' form.

Existing groups need to complete the re-affiliation application form.

To continue to access funding, resources and support for 2023, please ensure you hold your AGM and submit your group’s re-affiliation application by 25th November 2022.

We will remind you about these deadlines, so make sure that someone checks your group email regularly to avoid losing University support.

Group affiliation can be suspended, either temporarily or permanently, if there is a breach in affiliation conditions or issues with group management, e.g.

The table above only provides a guide. Groups can be suspended for issues not on the list at the discretion of the University.

Whether your student group has an annual turnover of $200 or $200,000, one of the biggest responsibilities of the student group executives (particularly the treasurer) is to ensure that your student group funds are managed well.

Requirements include dual authorisation on all student groups bank accounts, transparent student group financial reports presented at AGMs and documents provided promptly for student group financial reviews.

For the day-to-day financial management of your student group, there are a few main things that you should keep in mind:

• Any payments to the student group made in cash should be banked immediately.
• Student group should issue a receipt for any payment or receipt of cash.
• For all purchases made, the student group should attain and retain a full tax invoice. It is a good idea to scan receipts immediately and keep a digital copy for handover purposes.
• Every financial transaction should be recorded in a way that makes it easy to access and review later.
• Student group financial records must be made available to any student group member upon request.

How to maintain your student group financial records?

The treasurer has a responsibility to ensure that all student group financial records are maintained and kept up to date. 

These financial records should include, as a minimum, the following information:

• the date
• a description of the transaction
• details of payer/payee
• the amount
• transaction number
• any further notes on the transaction.

Financial reviews

Student groups may be asked to undergo a financial review which the student groups support team will conduct. Your student group may be reviewed at random to check that your student group is being operated fairly and effectively, or you may be reviewed because we suspect some level of financial mismanagement.

Student group bank accounts

Each time new executives are elected (at an AGM or EGM), the signatories on the student group bank account must be updated; otherwise, you will lose access to your student group funds. You should always have three signatories, with only two required to authorise any transaction from the account. This ensures that your student group can still access its funds if one of the signatories is away. Keep in mind that one of these signatories must be the treasurer. When you go to the bank, make sure to bring:

• All the new signatories with their photo ID (passport or driver’s license).
• The completed relevant form from your bank. The names of your new signatories on this form should exactly match the name on the photo ID.
• The minutes of the student group AGM (or EGM) where the signatories were elected to their executive positions. Make sure that these minutes also contain the full names of your new signatories.
• If you are setting up your bank account for the first time, you will also need to bring a copy of your constitution.

To ensure that you are using your student group funding effectively, your student group must develop adequate budgets. You should budget for the whole year, as well as for specific events, to ensure that you are spending your money most efficiently and not spending more than you have.

• Student Groups Events Budget Template (XLSX, 46.39 KB)
• Student Group Finance Template (XLSX, 67.89 KB)

Three steps to apply for funding:

1. Submit one application to fund all your group activities and events for the semester. Plan as early as possible, with an itemised budget of how much money you will need for the whole semester.
2. Complete the Student Group Funding Application (external groups sporting groups must complete the External Group Funding Application).  
3. Submit your application by 18 March 2022 for Semester 1 funding. You will be advised of the outcome of your application by 25 March 2022. 
4. Submit your application by 24 August 2022 for Semester 2 funding. You will be advised of the outcome of your application by 31 August 2022. 

The maximum amount of money your group can apply for is based on the size of your student membership and participants. You won't automatically get the money in your account - you need to plan what you will do for the whole semester, do a budget for how much you think it will cost, and apply for that amount.

Established university student groups

New student groups

Students who wish to create a new University-affiliated group can access funding to help start the group.

Once your funding budget has been approved, you can start paying for things. One way of paying for something is to get a tax invoice from the supplier. The Student Leadership Officer will pay for it on your behalf and deduct the money from your budget. 

The tax invoice needs to: 

• Be addressed to "Charles Darwin University on behalf of [your student group name]".
• Include the supplier name and ABN (Australian Business Number).
• The date the invoice was issued.
• A brief description of the items sold, including the quantity (if applicable).
• The amount payable.
• Any GST (Goods and Services Tax).

To pay the invoice, we need the supplier's bank details on this form.

 Once your funding budget has been approved, you can start paying for things. One way of paying for something is to get a tax invoice from the supplier. The Student Groups Support Officer will pay for it on your behalf and deduct the money from your budget. 

The tax invoice needs to: 

• Be addressed to "Charles Darwin University on behalf of [your student group name]".
• Include the supplier name and ABN (Australian Business Number).
• The date the invoice was issued.
• A brief description of the items sold, including the quantity (if applicable).
• The amount payable.
• Any GST (Goods and Services Tax).

To pay the invoice, we need the supplier's bank details on this form.

If you have paid an approved invoice from your student group bank account, we can reimburse the money back into your account if you provide:

• a tax invoice
• the Student Group Invoice Template (DOCX, 58.02 KB) 
• Student Group Supplier bank details for EFT Template (DOCX, 331.13 KB)

The tax invoice needs to: 

• Be addressed to "Charles Darwin University on behalf of [your student group name]".
• Include the supplier name and ABN (Australian Business Number).
• The date the invoice was issued.
• A brief description of the items sold, including the quantity (if applicable).
• The amount payable.
• Any GST (Goods and Services Tax).

Paying for things with your own money is highly discouraged and should be avoided. However, suppose an individual of a student group has purchased an item as part of the overall approved budget for an event - they can request reimbursement directly back to their account.

They need to provide:

• Statement By a Supplier Form
• Student Group Supplier bank details for EFT Template (DOCX, 331.13 KB)
• Reimbursement Claim Form
• relevant invoices or receipts.

If you are planning to spend large amounts of money, you will need to get quotes before they are approved.

Send these quotes to the Student Groups Support Officer and make sure you get approval before you pay for anything.

What is insurance?

Insurance is something you buy to protect against financial loss. Most on-campus activities are covered by the University's insurance policy, however most external activities are not. If it advised that you speak with the Student Groups Support Officer about this to confirm if your group is covered or if you need to get your own insurance for that particular event/activity. 

Your group must have a set of club rules, otherwise known as a constitution. To make your life easier - use this Template Constitution (DOCX, 484.11 KB) (DOCX, 499.44 KB). You can make an appointment with the Student Leadership Officer via email if you need help.

It is important to note that three out of the four executive committee members must be current students.

Ensure you have an online membership form and current membership database that includes:

• Full name, date of birth, email, student ID number, phone number and signature of the member.
• Members must be active, regular participants in your events / activities as demonstrated by an attendance list detailing full name, email, phone, student ID number and signature.

Privacy of member's details

All affiliated groups must keep their membership databases confidential. Contact details are never to be given or sold to any other person without the written permission of the individual members.

Membership fees

Groups may charge membership fees.  A group's constitution will usually say that the executive will determine the membership fee each year, however, in some cases the constitution may specify the membership fee. Group membership fees are a great way to raise funds, especially for new groups, and help fund events and pay for the ongoing running costs of your group. 

External sporting groups members

• Community sporting groups must participate in Orientation (semesters one and two) as part of the student groups carnival and university open day. This is also a good opportunity to gain more student members.
• Community sporting groups can contact the sponsorship team directly to gain sponsorship from the University, however if they are successful in gaining sponsorship, they will forfeit their ‘affiliation’ as a student group with the University and receive no funding through SSAF.
• Sporting student groups can only apply for funding annually (first two weeks of either semester one or two). This is due to sporting seasons all start at different times of the year; they can only apply once within a 12-month period. However, they will have two opportunities to do so depending on when their sporting season starts and when members are registered and confirmed.

Terms of Reference (ToR) can set out the group's working arrangements and list vital information about the group, such as its purpose, chair and membership, meeting schedule, level of administrative support, and dispute resolution processes.

If your student group is planning to have activities that are based online, groups are still able to apply for funding and support as per the funding application form.

Due to the anonymous nature of online interaction, there are some additional guidelines that we recommend your student group follows to create a positive, inclusive and welcoming place for your student group members to be involved.

Creating an online community for your student group

Making your student group accessible online is extremely effective for letting more members get involved with your student group.

Most Student groups already promote their events through social media platforms, which also serve as a convenient way for people to contact the executive team.

Any online interaction that is managed or organised by your student group is, by extension, representing you - so it’s very important for the executive team to ensure appropriate behaviour.

The student groups support team has some guidelines for groups regarding online interaction - anything online that is part of or utilised by your group are covered by these guidelines.

This includes social media, forums, voice-chat programs or any other communication platform that your student group publicises or uses:

• All content must follow the University Code of Conduct and the Social Media Policy.
• There should be guidelines specifying what constitutes appropriate/inappropriate behaviour.

Planning early

The first step in planning an event is to establish the idea of the event. It is important to do this as early as possible.

You should have a clear scope of:

• The purpose of the event. For example, is the purpose to recruit members? Is it purely for members to socialise? Are you putting on a ticketed event to raise funds?
• When and where do you want it to be held?
• How many people are you expecting to attend?
• What sort of budget, if any, do you have to work with?

Booking a venue and drawing up a schedule

Once you have planned out these initial aspects, you need to book your venue. For on-campus events, refer to the CDU Portal to booking a room or an outdoor space. For off-campus events, you should also approach the venue or relevant booking authority well in advance. Make sure to be aware of any terms and conditions of hire and any other important information given during the booking process (including information included in the confirmation email) to avoid any problems.

Once you have confirmed your event’s time and place, it is advisable to draw up a schedule for the day of the event, starting from before the event at the time you must set up (or even earlier – from when you will begin promoting your event). This will often highlight the little things that are often forgotten. It will also allow you to keep an eye on your budget and delegate tasks.

Catering is something that will need some research and time in planning. Keep in mind catering for different dietary specifications such as vegetarians, vegans, allergies, halal and other requirements.

This section provides a variety of examples of how your student group can provide support evidence for your event/ activity, such as event photos, attendance sheet and receipts.

If CDU is funding your events and activities, we need evidence that the money is being spent as intended.

Before your event:

• Make copies of all receipts (i.e. scan them) and keep both the originals and copies in a safe place.
• Retain any invoices and proof of payment of the invoice.
• Create a budget for the event, including ticket prices. If you require assistance, the student groups support team are here to help.

Receipts

The necessary components of a receipt are highlighted in the above examples:

• company/ supplier name
• ABN
• date of issue/ purchase
• itemised breakdown of purchase
• GST information
• total amount paid.

If you are submitting a receipt that contains both student group purchases and personal purchases (such as snacks for a group event purchased in the same transaction as groceries), you must distinguish between the two categories of purchases (either by annotating the receipt or by explaining in the income and expenditure spreadsheet).

At your event:

• Have all attendees sign the attendance list (University students must sign this to ensure your funding is maintained)
  • This is especially important if the student group is providing alcohol at the event
  • The list should contain full names, student numbers, signatures. Also remember to include date, student group name and activity at the top of every sheet. You can use the student group template attendance form.
• Take photos of your event. These photos should show attendees at the event participating in activities.

Correct attendance sheet example

This attendance form features the name of the student group, the activity held, the date of the activity, and the names and details of attendees. Note that you would be expected to submit the complete scanned form.

Incorrect attendance sheet example

There are four major issues with this attendance sheet:

• Student numbers are missing or incomplete. While this is acceptable for events where non-university students are in attendance. However, funding does depend on student attendance, therefore student engagement is important.
• Signatures are missing from some attendees. They will not be counted for the purpose of receiving funding.
• The handwriting strongly suggest that one individual person has filled out the attendance form.

Remember that an incorrect or incomplete attendance form will affect further funding as University student participation is a key performance indicator for the funding student groups receive.

Event photos

Please ensure when you are documenting your event that the photos are:

• clear photos
• showing the activity in progress and clearly displaying your student groups logo/ banner at the activity
• showing evidence of attendances at your activity.

Incorrect activity photos may lead to your funding application being denied or penalised, particularly if you regularly submit no or incorrect photos.

After your event:

Submit the following to the student groups support team:

• An invoice for any reimbursements that are required to be processed along with supporting proof of purchases.
• Scans of all receipts providing the total expenses of the activity (final budget).
• The completed attendance list from the event.
• Photos of the event showing the event took place which you authorise the University to use in promotional material and on the University Student Groups web page.
• A brief statement about your event/activity and what the outcomes/achievements were in line with the University values and your student groups mission. It's useful and important to reflect on what went well and what didn’t for future development (500 words).

Submissions of the above are required within seven (7) business days of the event conclusion.

What is a Student Group President?

The Student Group President is the leader of the Student Group. They are ultimately responsible for ensuring that the Student Group is run effectively, democratically, and its members. They provide strategic direction, support the other Executives with leadership, and achieve a great deal during their term.

What are the responsibilities of a Student Group President?

• To chair all Student Group, Committee, General and Annual General Meetings (held during their term);
• To liaise with Student Group Support and departments of the University where necessary;
• To oversee and coordinate the activities and administration of the Student Group;
• To plan the coming year’s activities;
• To ensure that Student Groups Support is informed of changes to the Executive;
• To pass on their knowledge to their successor; and
• Other duties as per the Constitution of the Student Group. Note: Depending on the Student Group and its constitution, there may be other responsibilities placed upon Executives, or responsibilities may be allocated differently.

Some tips for do a good job

As a President, you must manage your time effectively. There is always great value in planning and organisation. Set some time aside at the start of your term to plan what you wish to achieve and how you would like to go about it. 

On a similar note, it is important to work as a team. Make sure you work closely with the other Executive members and are aware of their roles and what is required of them. Be open and accessible to the team members to try and establish a two-way relationship so that you feel comfortable approaching your Executive Team and vice versa.

What is a Student Group Vice President?

The Vice President (VP) role/roles are all about support. While VP's often have specific tasks assigned to them, they must work closely with the President and other Executives to ensure that the Student Group runs smoothly.

What are the responsibilities of a Student Group Vice President?

• In the absence of the President, to chair all Student Group Committee, General and Annual General Meetings (held during their term) of the student group.
• To assist the President in coordinating the activities and administration of the student group.
• To ensure that changes made to the Constitution at an EGM or AGM are in line with University requirements.
• To ensure that any motions made at any Meeting of the Student Group are reflective of the Constitution.
• To ensure that the University is informed of any changes to the Executive.
• To liaise with fellow Executive members and Student Group members.
• To assist the President in their duties wherever practical. Note: Depending on the student group and its Constitution, there may be other responsibilities placed upon Executives, or responsibilities may be allocated differently.

Some tips for do a good job

The most important thing for a Vice President is to be accessible. This means that communication is particularly important as the VP is to maintain and develop channels of communication between the President, the Executives and the rest of the Student Group. It is important that you manage your time effectively, have strong planning and organisation skills and the ability to work effectively as a team. 

What is a Student Groups Treasurer?

Treasurers are all about the money. The Treasurer is tasked with managing Student Group funds and ensuring that they are used in an appropriate way. Treasurers have the important responsibility of paying bills, holding petty cash, banking income and ensuring that all necessary Student Group financial records are maintained and kept up to date.

What are the responsibilities of the Treasurer?

• To keep and maintain all Student groups financial records.
• To keep the Student groups informed of its financial position (at meetings, through regular e-mail reports, or regular newsletters.
• To carry out financial transactions as directed by the Student groups management.
• To not lend money, under any circumstances to themselves, Student groups members or other Student group’s.
• To always ensure that the records are up to date and in good order so that if they are otherwise unable to continue in that capacity someone else can easily take over.
• To not put the Student groups in debt that cannot be repaid, but should endeavour to match costs and income as closely as possible.
• To always insist on a receipt or docket to validate any expenditure by the Student groups.
• To always provide a receipt to a person who gives money to the Student groups for any reason and bank all money received immediately.
• To ensure the Student groups has at least two and not more than three signatories who are Executive members to the account.
• To ensure that Student groups funds are not misused at any time.
• To ensure that when smaller amounts of money are spent (petty cash) a receipt or docket must be obtained.
• To ensure that under no circumstances are any expenses to be met without documentation. Note: Depending on the Student groups and its constitution, there may be other responsibilities placed upon Executives, or responsibilities may be allocated differently.

Some tips to do a good job

One of the most important things for the Treasurer is ensuring to keep up-to-date. It is important that all accounts are settled in a timely fashion and that records are maintained and up to-date to ensure that everything is accounted for and that, if necessary, someone else from the Student groups could come in and take over from them. Treasurers are responsible for managing and maintaining the General Ledger, which is the running ledger that confirms all transactions for the Student groups for the year (petty cash, deposits, bank transfers etc.). It is advisable that you allocate some time at least weekly to update the Student groups records. As such, good time management is particularly important. It is also crucial that the Treasurer is intimately aware of what records need to be kept.  The Treasurer needs to work as part of a team to ensure that the entire Executive team is kept updated on the treasury and the funds available for running activities and buying items for Student groups use.

The Treasurer is also responsible for ensuring that there are planned budgets both overall and for specific events.

What is a Student Groups Secretary?

The Secretary is tasked with keeping the Student group’s (non-financial) records and ensuring that meetings (and the general management of the Student groups) run smoothly. The Secretary is the first point of contact for correspondence and is responsible for ensuring that tasks are completed. What are the responsibilities of a Student Groups Secretary?

• To be responsible for receiving and replying to all correspondence on behalf of the student groups.
• To organise meetings, agendas (in consultation with the President), and minutes;
• To keep relevant Student groups papers in order.
• To coordinate elections.
• To maintain the membership list, updating when changes are made.

Note: Depending on the Student groups and its constitution, there may be other responsibilities placed upon Executives, or responsibilities may be allocated differently.

Some tips to do a good job

Effective time management is one of the most important traits of a good Secretary. The Secretary needs to ensure that all records are kept up-to-date, meeting agendas go out on time and minutes are typed and distributed promptly. Obviously, communication skills are important as the Secretary is required to communicate closely with the Executive as well as dealing with external correspondence. Further, organisational skills are important to ensure that meetings run smoothly, and records are kept up-to-date.

What are Student Groups Executives?

A Student Groups Executive is made up of members who are elected by the members of a Student Group to fill constitutionally mandated roles. Each of these roles must have a role description in the Student Group’s Constitution. This means that your Executive may only consist of the positions listed in your Constitution and must have a member elected to each role that is defined.

Managing your student group email

Your Student Group's email is integral to the successful operation of your Student Group as it is often the first point of contact for potential new members and external parties to the Student Group will have with you. It is advisable to have at least one general email address that all Executives have access to. This ensures that any queries can have a timely response. Different portfolios may also have their own distinct email address, which can be divided among directors if needed.

Handover

Ideally, each Student Group Executive member should write a handover for the incoming Executive, specific to each role. It is a good idea to upload these documents to a cloud-based document sharing system like Google Drive or Dropbox so that each year new Executive members can learn from the previous documents (make sure to give access to new Executives as needed). The handover document should report on three main things, which will be covered in the following sections: how to perform the role, what happened during the year, and suggestions for the next year. Be sure to include your name and contact details in case the new Executive member wants to clarify anything with you.

How to perform the role

Include essential information that will need to be passed on from year to year. It may include things like:

• User names and passwords for the Student group's email, website admin, Facebook, Instagram, etc.
• Details about the Student Group’s bank account
• A calendar of the year’s events
• Timelines on the production of each of these events
• a rough budget for the year
• Important contacts e.g. suppliers/printers/caterers/sponsors, etc.

What happened this year

You should cover all the events you organised this year. Make sure to include:

• Deadlines for organising different elements of the event
• The event budget, which states actual expenditure and a record of receipts of each purchase
• The organisation of the event on the day
• The outcome of the event and any suggestions for future years.

Suggestions for next year

This section does not need to be too detailed. It should mainly be advice or ideas that you can suggest to the new Executive member that may help them in their role.

It could include information on:

• Best places to find sponsorship.
• What not to do in events planning.
• Other ideas for events.
• Things you wish you’d known when you started.

At CDU we value diversity and expect the Student Groups to reflect our same values set out in the Code of Conduct. Behaviour that is discriminatory is considered a breach of the Code. As such, the University may take disciplinary action. We have prepared this Inclusive Events Checklist (XLSX, 12.97 KB) to assist you when planning your groups events. 

Those involved are encouraged to work together informally to resolve grievances but where that’s just not possible, complaints can be referred to Student Groups Support Team for action. Student Groups Support Team won’t get involved in disagreements over the general running of the Student Group or clashes of personality, but Student Groups Support Team can intervene where the Student Group is not following Student Group Procedures.

Internal conflicts

Internal conflicts can be between two (2) Executives or a group of Executives. It can also be between a Student Group member with a Student Group Executive or another Student Group member. A significant amount of conflicts is due to miscommunication. The best and easiest way to approach a conflict is to talk to the person/people and try to figure out and resolve the issue early on. Talking to the individual/s also helps as they may not be aware that there is an issue.

If dispute resolution is unsuccessful, Executives can get in touch with the Student Groups Support team. Depending on the nature of the conflict, the Student groups Support team may give advice on a mediation process for the parties or another appropriate course of action.

External conflicts

External conflicts can be between the Student Group and external parties (sponsors, venues management, NT departments, other Student Groups). These kinds of conflicts can be due to non-fulfillment of contracts on either side. To avoid such conflicts, it is strongly recommended that Student Groups talk to the Student Groups Support Team before signing contracts involving large sums of money. If a conflict occurs with any external parties, Student Groups should get in touch with the Student Groups Support team for any advice before taking any action or before the situation escalates. If you need general advice or help with a issue (e.g. there's a section of a contract that you don't understand, or a sponsor is threatening legal action), you can contact the Student Groups Support team about getting advice.

How do I report an incident?

If something happens at a Student Group event (any Student group meeting, camp, social gathering etc. – even those on campus) Executives must use the online Student Groups Incident Report to make a report within 5 working days of the incident. Student groups members can also use this form if they witness a notifiable incident and can refer too Incident and Investigation Procedures.

What incidents need to report?

Executives must report certain “notifiable” events. A notifiable event includes, but is not limited to:

• Injuries
• Theft
• Drug/alcohol related incident
• Inappropriate behaviour, including (but not exclusive to)
• Failing to uphold the Student Group’s Constitution
• Breaching members’ voting rights
• Misuse of Student groups funds or resources
• Abuse of Executive privileges
• Criminal or illegal activity
• Failure to comply with the University WHS policy
• Bullying, harassment, or discrimination
• Behaviour which harms the University reputation 
• Physical assault
• Sexual assault
• Property damage
• Criminal behaviour
• Death
• Anytime that external services are called (including security, police, fire or ambulance)

As a rule, these types of events should also be reported even if it was not directly witnessed by a member of the Executive but reported to them later by another person.

General Meeting

The most common reason to have a meeting is to discuss something face to face. It could be a new idea, a new opportunity, a problem, to brainstorm something, reach a decision about something, changing the constitution, or any number of things. But it all comes down to discussion and face to face interaction. 

Inaugural meetings

An inaugural meeting is the first meeting held to establish things such as who will be on the committee and what roles members will take on, you will also determine a membership fee at this meeting. 

Annual general meeting

An annual general meeting (AGM) is held once a year to provide an account of the clubs position, and discuss the elections for the executive positions for the next year/semester. 

Extraordinary general meetings

Most often EGMs are called by the group executives in order to make changes to the constitution or to fill a vacant executive position. 

For more information on meetings, please see our Resources page. 

How to hold an Inaugural General Meeting

Before the IGM (at least six academic days) the Group shall provide to the Student Group Support Office with:

• An electronic copy of the email addresses of all the Expressions of Interest, contacts and members of the group;
• The membership fee (if any);
• The Agenda of the IGM; and
• The date, time and venue that have been confirmed for the IGM. The IGM must be held on campus on an academic day.
• The Student Groups Support Officer can also attend to assist with the election of the committee and to assist chair the meeting. Once the new Committee has been voted in the new President can take the Chair.

At the IGM:

• Takes minutes of the IGM and adopt an agenda;
• Take an attendance list including the following details: names, student number, courses and signatures;
• Present approved group constitution;
• Elect the executive committee as outlined in the group’s constitution; and
• The opening of the new bank account
• The IGM can only start once you have the required number of members at the event (this is called quorum and is usually 10 or half of your members, whichever is less).

Conduct the meeting, covering the following agenda items:

• Open the meeting – note the time in the minutes
• Apologies - this is prior notice that a member is unable to attend the meeting and have sent their apologies (especially Group Executives)
• Acceptance of the Official Group Name, Group aims and objectives, and Group Constitution.
• Elections of Executive positions (unless otherwise specified in your constitution). This should include nominations (unless these were received prior), brief speeches from candidates, a short time allocated for questions, voting and announcement of results.
• Determine the three bank signatories out of the Executive team (including the Treasurer). Include their full names (from their government-issued ID) in the minutes.
• General Business (if any) – this could be a discussion about future events, initiatives or anything else you want to discuss with the members. You can also open the floor for members to bring up discussion points.
• Close the meeting – note the time in the minutes.

Proxy Voting

A proxy vote can be used when a member of the Group that is eligible to vote at the General Meeting is unable to attend the meeting but has signed a proxy form allowing their vote to be cast by someone else. The University has an example proxy form that you can use. 

Other important things to note:

• All IGM elections must be held in open and democratic manner.
• Each member is entitled to one vote in each motion (decision).
• At every IGM, all Executive positions are vacant and free to be contested unless otherwise specified in the Constitution.
• Any member of the Group is entitled to run for a vacant Executive position unless otherwise specified in the Constitution.

The following must be submitted to the Student Group Support Team within two weeks after the IGM:

• Agenda of the IGM
• Minutes of the IGM
• Group Executive Officers contact details
• Statement by Supplier form
• Supplier bank details for EFT form
• Student membership list (including students full name and Student ID number)

What is a General Meeting?

Student groups hold General Meetings to make decisions about the Student groups that go beyond the authority of the Student Groups Executives. This includes:

• Changing the constitution
• Electing and removing an Executive
• Removing members of the Student groups
• Anything else that a Student group’s constitution says can only be done (or must be done) at a general meeting (often elections).

What is an Annual General Meeting?

An AGM, as the name suggests, is a meeting held at about the same time once each year.

The mandatory AGM Period is the first three (3) weeks of October each year.  

Before the AGM

• Decide on a date, time & location and send official AGM Notice to all relevant Student Group members at least 1 week before AGM. 
• Make sure you write an agenda for the meeting and take a sign-in sheet for you members to record their attendance. 
• Allocate tasks for Executives at the AGM.
• Forward the AGM Notice to the Student Group Support Team.
• Prepare any reports that need to be presented (President and Treasurer reports must be presented).

At the AGM

• Arrive at the location early to set up. 
• Check the attendees in as they enter the event and have them complete their details on the attendance list.
• The AGM can only start once you have the required number of members at the event (this is called quorum and is usually 10 or half of your members, whichever is less). 

Conduct the meeting, covering the following agenda items:

• Open the meeting – note the time in the minutes
• Apologies - this is prior notice that a member is unable to attend the meeting and have sent their apologies (especially Group Executives)
• Constitutional Amendments (if relevant) 
• Elections of Executive positions (unless otherwise specified in your constitution).
• Determine that there are at least two bank signatories out of the Executive team (including the Treasurer). Include their full names (from their government-issued ID) in the minutes.
• President’s Annual Report - this should include details of the Student groups, highlights of the year and ongoing issues.
• Treasurer’s Annual Report - this must include a summary of all income and expenditure since the last Annual Report
• Other General Business (if any) – this could be a discussion about future events, initiatives or anything else you want to discuss with the members. You can also open the floor for members to bring up discussion points.
• Close the meeting – note the time in the minutes

Note: External Sporting Groups can hold their AGM outside of the AGM period due to local event sporting calendars. A copy of the AGM minutes is required, and the re-affiliation form completed to ensure your Community Sporting Group continues the affiliation with the University.

What is an Extraordinary General Meeting?

An Extraordinary General Meeting (EGM) is a General Meeting held between AGMs in order to determine issues that are too important to wait for the next AGM. Most often EGMs are called by the Group Executives in order to make changes to the Constitution or to fill a vacant Executive position. 

How do we hold an Extraordinary General Meeting?

Before the EGM

• Read your constitution thoroughly and note any requirements you need to fulfil at the EGM, including election or constitutional change requirements
• If relevant, draft proposed changes to the constitution, including the exact wording to be added and specifying any clauses that are to be changed or removed. These changes cannot take affect before they are approved at the EGM e.g. you can’t propose to reduce the required EGM notice period and apply that to this EGM. We recommend that you consult with the Student Groups Support Team in advance to ensure that these changes will meet University requirements.
• Decide on a date, time & location and send the official EGM Notice to all relevant Group members.
• If required, make a booking for the location and any other resources needed (for bookings, submit at least two weeks before you need the location confirmed). 
• Allocate/confirm tasks for Executives at the EGM.

Conduct the meeting, covering the following agenda items:

• Open the meeting – note the time in the minutes
• Apologies - this is prior notice that a member is unable to attend the meeting and have sent their apologies (especially Group Executives)
• Constitutional Amendments (if relevant) - discuss & vote on any proposed Constitutional Amendments (these need to be detailed for each amendment).
• Elections of Executive positions (if relevant). Unless otherwise specified in your constitution, this should include nominations (unless these were received prior), brief speeches from candidates, a short time allocated for questions, voting and announcement of results.
• If signatories will be different, determine at least the bank signatories out of the Executive team (including the Treasurer). Include their full names (from their government-issued ID) in the minutes.
• General Business (if any) – this could be a discussion about future events, initiatives or anything else you want to discuss with the members. You can also open the floor for members to bring up discussion points.
• Close the meeting – note the time in the minutes

Proxy Voting

A proxy vote can be used when a member of the Group that is eligible to vote at the General Meeting is unable to attend the meeting but has signed a proxy form allowing their vote to be cast by someone else. The University has an example proxy form that you can use. 

Proxy Voting

A proxy vote can be used when a member of the Group that is eligible to vote at the General Meeting is unable to attend the meeting but has signed a proxy form allowing their vote to be cast by someone else. Please use the template below.

Preparing an agenda not only communicates to your group what the meeting is about, but also makes you think in advance about what information you would like to cover during the meeting.

When creating an agenda, keep in mind who will be at the meeting, in what kind of space the meeting will be held, and how long you wish the meeting to run. Please use this Student Group Agenda Template (DOCX, 493.55 KB) to ensure your meeting runs smoothly. 

Minutes document all the important decisions made by a club and provide guidance for the future. Minutes don’t have to be exhaustive but should provide enough detail for readers to understand what the outcomes of the meeting were. 

Please use this Student Group Minute Meeting Template (DOCX, 491.82 KB) to record your minutes. 

What are elections?

In the context of Student Groups, an election is a vote by the members of the Group to decide who will hold a position in the Student Group (mainly Executive Positions such as President, Secretary, Treasurer or Vice President). 

Guidelines

• Executive elections must be democratic and meet the requirements of the Student group’s constitution. The results of the election are final. The current Executive or any other individuals or groups may not bias the results of the election in any way.
• Any Student Group member that is eligible to vote in the election must be eligible to be nominated to any Executive position, unless otherwise specified in the Student Group’s constitution.

Nominations for Executive positions

• Nominations may be made in advance or on the day of the AGM/IGM/EGM, as specified in the Student Group’s constitution, or otherwise as determined by the Student Groups Executive and/or Returning Officer.

The election process can be challenged at the AGM/EGM by any member who wishes to. If a vote of the members at the meeting shows that they believe that the process by which the election took place was undemocratic, the election must be re-held. The same requirements apply to the re-held election, except that:

• Members eligible to vote in the new election must be the same as in the original election;
• Members at the meeting may pass a motion that nominations do not need to be opened again (i.e. there will be no new candidates standing for election).

Online elections

See above for requirements of all elections held separately to a General Meeting of a Student groups, including online. In addition, the following requirements apply:

• Elections may only be conducted online if this is stated within the Student Group’s constitution.
• The link for the voting must be emailed to all members that are eligible to vote.  A copy of this should be forwarded to the Student Groups Support Team but does not need to include a valid voting link.
• Voting must be open for a minimum of 24 hours.
• The election system must be able to administer voting in a way that adheres to the requirements set out in the Student Group’s constitution and in these guidelines, e.g. only permits votes by members of the Student Group and allows only one vote per member.
• Where the online election system records the votes of each individual voter, this information must not be disclosed to any individuals other than those administering the election process (Executive and/or Returning Officer) and Student Group Support team. Any Executives that are standing for election should also be restricted from accessing the voting records.

Proxy Voting

A proxy vote can be used when a member of the Group that is eligible to vote at the General Meeting is unable to attend the meeting but has signed a proxy form allowing their vote to be cast by someone else. The University has an example proxy form that you can use. 

Promoting on campus is a great way to encourage students to attend your events.  You can promote actively or passively as outlined below:

Posters

• Make sure you include all relevant information on your posters – Student Group name/ event name, what the Group/ event is for, any costs involved, locations, and how to get in contact for more information (e.g. your Student Groups website, Facebook page or Group email).
• You are only allowed to put posters on designated poster boards
• You can use glue, sticky tape, map pins or thumbtacks to put up posters.  Do not used staples
• It is courteous to try not to cover other Student Group or event posters

Active Promotions

Orientation (Semester One and Two)

• One of the best ways to attract new members to your Student Group is having a stall at Orientation.  Make sure you are regularly checking your emails for details on how to be involved in Orientation.  Remember this is a compulsory event for Student Groups to maintain their affiliation.
• During Orientation, make sure you have people at your stall that can tell students about your Group and help them to sign up.
• It is also good to have activities, flyers, free stuff or food to entice people to your stall, however there may be restriction on what you can have at your stall.  Please ensure you speak with a Student Groups Support Team member to confirm your activity is acceptable.

One-on-One

• Another effective way of promoting is to talk to people.  Tell them who you are and all the details of your Student Group/ Event.
• Don’t overwhelm people.  If they don’t want to talk to you, don’t harass them.  There are plenty of other students to approach.
• If you’re approaching people, make sure you don’t outnumber them.  We also recommend not having more than two Group members approaching a group.
• It’s always good to give people a flyer/ postcard with details on it once you’ve finished talking to them so that they remember what you’ve told them and know where to find more information.

Flyers

• Handing out flyers, postcards to people gives them all the information about your event.  Alternatively, you can leave these materials at locations that you know will be frequented by students that would be interested in your Student Group.

Lecture Promotions

• Just before or after a lecture, or during a break.
• Ask the lecturer’s permission, unless it’s before the lecture and they haven’t yet arrived.
• Keep it short; most people aren’t going to remember what you’re talking about.
• Give the most relevant information –what and when it is – then give them a way to find out more information.
• Might be a good idea to leave flyers near the door so people can collect them on their way out if they’re interested.
• Best to talk to classes that you’re in – get your members involved to talk to a wider range of classes.

Sales Desks

• If you’re trying to sell tickets to an event, you might want to book an outdoor space and a table to sell tickets around the campus.
• Make sure you take a cash box, tickets, and signs with you.
• You can also sell tickets to events through an online platform such as Eventbrite

Online promotions are the most effective way to promote to an off-campus audience and attract students who are on campus less often.

Current Students events Webpage

Student Groups can feature big upcoming news on the Current Students events Webpage.

• To register your event on the webpage click here.
• The event listing request should be submitted at least two (2) weeks before the event.

Please note that not all Groups events may be featured on the webpage, as this depends on availability and demand at the time, and that Groups should get their event request in before the deadline above to ensure better chances of having their event posted.

Social Media

• Make a Facebook event, invite all your Group members and ask them to invite their friends.
• Make CDU Student Life a co-host of your event and we can help with promotions.
• You may also like to include a link to another online platform where students can buy tickets.

Emails

• Send out an email to all your Group members with details of your event.
• Keep reminder emails to a minimum! A few well-timed ones are more effective than spamming.

Money is important to operations of any Student Group.  There are several pathways to getting money to cover your costs.  Including:

• Funding model
• Charging a membership fee
• Fundraising
• Sponsorship

Fundraising and Sponsorship form an important component in many Groups operations, however there are important elements to consider when entering into these agreements.

What is fundraising?

Fundraising is generating money for your Group that can then be used for Group activities or generating money to be donated to a charity. Fundraising is different from running a general Group activity as the fundraising activity itself may not be directly contributing to the aims and objectives of the Student groups, but instead its goal is to make a significant income for the Group (or charity). While other Group activities may make a profit, these activities relate more directly to the Group objectives and its goals are to provide direct benefits to members or students, and/or publicise the Group.

What are some fundraising ideas?

Run a fundraising event

• For example, a BBQ, bake sale, trivia night, raffle
• It’s always best to sell things that are related to your Group in some way. For example, instead of just selling cookies, decorate them in a way that relates to your Group.
• Make sure that you budget to ensure that you make a profit from the event

What are some things to be aware of when fundraising?

• There is no legislation in the NT governing fundraising.  Licensing NT is responsible for regulating any fundraising conducted through authorised games, such as raffles.  To find out more contact.
• The Funding Centre also offers more information.
• If you are raising money on behalf of an existing charity, a member of the Executive should contact them directly. They may already be an authorised fundraiser and may be able to authorise fundraising activities for the Student Group under their own license. You will also need permission in writing to collect money on their behalf. The Student groups may also need to satisfy certain conditions: e.g. branding the charity, providing an income statement, etc. 

What is Sponsorship?

Sponsorship is when a company provides an organisation with funding, goods or services in return for some recognition or involvement with the organisation that will benefit the company, for example the inclusion of their logo on the organisation’s equipment, merchandise and/or publications, a presence at the organisation’s events or mentions in the organisation’s newsletter.

How to get sponsors?

You can seek out general sponsors for your Student groups, or specifically for an event that you run. This could be for cash, goods or services.

• When approaching companies make sure you have a professional approach.
• Make sure to outline what you can offer sponsors in terms of exposure, such as their logo on your merchandise or website, their banner at an event, a brief talk to your members and attendees (note: for events held on campus, the terms and conditions to hire indoor and outdoor spaces usually require that sponsors only have limited involvement in your event).
• Remember that you cannot disclose your members’ details, but you can send your members information about your sponsor/s.
• Approach companies who are related to your Student Group in some way. For instance, if you’re a Constituent Student groups, approach companies that employ graduates of your program or degree.
• Make sure you follow through on what you offer the company, otherwise they may ask you to repay the money.
• Keep your sponsors in the loop and make sure to keep relationships good for future years. Send them photos of instances where you are using your logo and of your event/s generally.
• Develop a sponsorship agreement and ensure that before you sign anything, that you should make an appointment with Student Groups Support Team.

Know your risks

Contracts (including sponsorship agreements) are legal documents with real consequences and liabilities attached.  Executives (and other Group members who might help organise sponsorship) need to be very careful about signing any commercial agreements in their own name for Student Group business.

Printing, Scanning and Photocopying.

Student Groups Support Office allows affiliated Student Groups access to printing, scanning and photocopying facilities in Red 2, Level 2.

Student groups can request to have an allotted space in the student groups storeroom, located at Casuarina Campus, Red 2, Level 2.  As space is limited, student groups may only have a small storage area.

Student groups that want to store large or bulky items can only do so with prior consent from the student groups support team. The storeroom will be accessible whenever the Student Leadership Officer is available, please contact them to arrange an appropriate time.

There are some items that are prohibited from being stored in the storeroom at any time. The following items will be removed immediately if discovered by staff and disposed of without notice:

• any perishable goods, fresh or packaged (food, drinks, including sauces, oils)
• dangerous goods
• gas bottles/cans (of any kind) In addition, all unlabelled items outside of storage tubs/area will be thrown out without notice. Other clearly labelled items that should not be in the storeroom may be thrown out after giving the student group seven (7) days of notice via email (sent to the general student groups email).