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Manage your student group

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Managing your Group

Application forms
Important Dates

Date

Action

12 March 2021

Deadline for new groups' IGM
23 February 2021Clubs Carnival - promote your group to new students
19 March 2021Deadline for Semester one funding applications
26 March 2021Deadline for new student group applications
5 August 2021Clubs Carnival - Virtual week of Activities, promote your group to new students
20 August 2021Deadline for new groups' IGM
27 August 2021Deadline for Semester two funding applications
3 September 2021Deadline for new student group applications
22 August 2021CDU Open Day - this is a compulsory event for all affiliated student groups.
19 September 2021Hold elections for your next executive committee for 2022*
22 October 2021Deadline for holding your AGM*
29 October 2021Deadline for submitting your AGM minutes to Student Groups Officer*
30 November 2021Deadline for submitting the re-affiliation form for 2022

*External sporting groups that operate on a different schedule please contact the Student Leadership Officer with your timelines.

Importance of a Committee

A dynamic and effective executive committee is important to drive a group forward. A committee will make decisions on behalf of the group and will take on duties to ensure everything runs smoothly. Its purpose is to serve the groups members.

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.

How to operate your student groups successfully

For a student group to operate successfully, each member of the executive must take on different but important roles. It is vital that all executive members are aware of their own requirements and responsibilities and communicate these responsibilities and expectations with each other. All student groups are expected to be run democratically and fairly, and decision-making ability and responsibilities and should never rely solely on one executive role.

Funds required for events and activities – how does it work?

CDU provides financial support to affiliated Groups depending on the size of your group.

However, you don't automatically get all that money in your student group bank account!

You need to:

  1. Plan your events and activities for the whole semester on this

    Student Groups Finance Template.xlsx

  2. Do a budget for how much you think it will cost on the form.
  3. Complete the Student Group Funding Application (external groups sporting groups must complete the External Group Funding Application) by 18 March 2022.

The Student Leadership Officer will assess your application to make sure it’s reasonable, doesn’t break any rules and regulations, and then approve it by 25 March 2022.

So now you have approval to spend the money – how do you pay for stuff?

There are three ways:

  1. You can get an invoice from the supplier, the Student Leadership Officer will pay for it on your behalf and then deduct that amount from your budget.
  2. If you are paying for small things under $100, you can get a prepaid card from the Student Leadership Officer, buy the stuff, keep the receipts and give the card back. The amount spent will be deducted from your budget.
  3. If you have money in your Student Group bank account, you can use that to pay for things and then get a reimbursement back into your bank account.

Contact the Student Leadership Team to discuss the easiest and fastest ways to pay for your activities at least 4 weeks prior to your event.

In your emails, put your Student Group name and your event as the email subject, and only attach invoices for that event. If you have multiple events and invoices please send a separate email for each one.

More details about each of these three options, and more information about managing money are on the resources page.

Petty cash

Each Group can get some petty cash to use for admin, stationery or for the compulsory events - Open Day and Clubs Carnival. 

Make sure the committee agrees on how much to spend - put this in writing to avoid problems.

When you pay for anything in cash, keep receipts and document it in the template below.

Student Groups Finance Template.xlsx

Funding and sponsorship

As well as charging a membership fee there are several pathways to getting money to cover your costs. This could include fundraising or sponsorship.

  • Fundraising can be fun, and you could run events such as a BBQ, bake sale, trivia night, or a raffle. If you choose to fundraise, make sure that you budget to ensure that you make a profit from the event.
  • Sponsorship is when a business provides funds or resources to a club, in return for some form of rights and/or associations with the club that may be used to help the business commercially. For example, having the business logo on a club shirt could be considered a form of advertising.

Events

Room bookings

All room bookings can be completed through the 'Room Bookings' app via the CDU Portal.

You must complete this minimum two (2) weeks prior to the proposed event date.

Remember when holding an event any external people (non student and non staff members) coming into the University for any student groups events, are required to register their visit as mandated by the NT Government.  Please contact Room Bookings or the Student Leadership Officer to gain access to the QR code or form.

Compulsory events

The University has compulsory events that all student groups must attend to maintain their affiliation with the University and receive the benefits of being affiliated.

Student groups must have a stall at the following events:

  • Orientation (Student Groups Carnival) semester 1.
  • Orientation (Student Groups Carnival) semester 2.
  • University Open Day

We advise you to check your emails regularly and follow the instructions to secure a stall well before the deadline.

Work Health and Safety (WHS)

WHS  involves the management of risks to the health and safety of everyone involved. 

WHS will require a few pieces of paperwork, some communications to student group members and taking a few simple measures of additional care. It will achieve safer practices when it comes to events and activities, facilities and student group involvement.

For a full list of the University's WHS practices, please see WHS Policies & Procedures.

Alcohol policy and risk management

Student groups must comply with the requirements of the University Alcohol, Drugs and other Substances Policy at all group activities. Any breaches by a group may result in the group becoming disaffiliated. Alcohol expenses for events will not be funded by student group support funding.

The University is committed to a healthy, safe and productive work and study environment that strongly discourages the inappropriate consumption of alcohol and/or the use, distribution or purchase of illicit drugs and other substances. 

When organising an event, you will need to complete the Risk Management Template (DOCX, 480.25 KB) (DOCX, 480.25 KB) below to encourage your club to think about potential issues that could arise and how you will handle it if it does. 

Is your event inclusive?

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. 

More Information about Group Resources.