Fill out the student group funding form.
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:
- Plan your events and activities for the whole semester on this Student Group Finance Template (XLSX, 67.17 KB).
- Do a budget for how much you think it will cost on the form.
- Complete the Student Group Funding Application (external groups sporting groups must complete the External Group Funding Application) by 20 March 2020.
The Student Groups Support Officer will assess your application to make sure it’s reasonable, doesn’t break any rules and regulations, and then approve it by 27 March 2020.
So now you have approval to spend the money – how do you pay for stuff?
There are three ways:
- You can get an invoice from the supplier, the Student Groups Support Officer will pay for it on your behalf and then deduct that amount from your budget.
- If you are paying for small things under $100, you can get a prepaid card from the Student Groups Support Officer, buy the stuff, keep the receipts and give the card back. The amount spent will be deducted from your budget.
- 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 Groups Support 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 the 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.
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.
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. Head to our resources page to find out more!
We understand that running a student group can sometimes be overwhelming, so to make your life easier we have created a bunch of templates you can use to help you stay on top of it all. Please see some of them below:
- Student Group Finance Template (XLSX, 67.17 KB)
- Student Group Income and Expenditure Template (XLSX, 63.51 KB)
- Student Group Invoice Template (DOCX, 58.02 KB)
- Statement by Supplier
13 March 2020
Deadline for new groups' IGM 18 March 2020 Clubs Carnival - promote your group to new students 20 March 2020 Deadline for Semester one funding applications 27 March 2020 Deadline for new student group applications 31 July 2020 Deadline for new groups' IGM 5 August 2020 Clubs Carnival - promote your group to new students 7 August 2020 Deadline for Semester two funding applications 14 August 2020 Deadline for new student group applications 23 August 2020 CDU Open Day - this is a compulsory event for all affiliated student groups. 21 September 2020 Hold elections for your next executive committee for 2021* 23 October 2020 Deadline for holding your AGM* 30 October 2020 Deadline for submitting your AGM minutes to Student Groups Officer* 27 November 2020 Deadline for submitting the re-affiliation form for 2021
*External sporting groups that operate on a different schedule please contact the Student Groups Support Officer with your timelines.
It can be a little tricky to navigate room bookings, so whether you want to book theatre rooms, lecture rooms or outdoor spaces all you have to do is complete the Student Group Room Booking Process (DOCX, 479.97 KB) form and email it to the Student Groups Support Officer.
You must complete this in minimum two (2) weeks prior to the proposed event date.
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.
WHS stands for Work Health Safety, which 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 but 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. If you have any questions, please contact the Student Groups Support Officer.
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) below to encourage your club to think about potential issues that could arise and how you will handle it if it does.
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.
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 student groups support team. The storeroom will be accessible whenever the Student Groups Support 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).
Committees and meetings
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.
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.
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.
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 needn’t 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.