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Student Organisations Procedure - Clubs

Section 1 - Key Information

Policy Type and Approval Body Governance – University Council
Accountable Executive – Policy Deputy Vice-Chancellor (Academic)
Responsible Manager – Policy Director, Student Engagement and Inclusion
Review Date  
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Section 2 - Purpose

(1) This Procedure outlines the requirements for the establishment, affiliation, and operation of student clubs at La Trobe University.

(2) More detailed information concerning the operation of student clubs is maintained in the annually updated Clubs Handbook.

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Section 3 - Scope

(3) This Procedure applies to:

  1. all affiliated student clubs (as defined in this Procedure) operating on any La Trobe University campus or online
  2. staff within the Student Engagement and Inclusion team who support student clubs
  3. students and student groups seeking to establish or affiliate a student club. 

(4) The provisions for the formal recognition of student-led organisations are outlined in the Student Organisations Procedure - Recognition. 

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Section 4 - Key Decisions

Key Decisions  Role
Approval of club affiliation and re-affiliation Director, Student Engagement and Inclusion
Approval of clubs Handbook (annual) Director, Student Engagement and Inclusion
Disaffiliation of affiliated student clubs Director, Student Engagement and Inclusion
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Section 5 - Policy Statement

(5)  Refer to the Student Organisations Policy.

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Section 6 - Procedures

Part A - Summary of Roles and Responsibilities

(6) The following table outlines the roles and responsibilities for the governance and support of affiliated student clubs.

Roles Responsibilities
Recognised student-led organisations • administer the distribution of affiliation grants and other approved funding to affiliated Clubs, in accordance with University requirements
• ensure funding is allocated in line with approved decisions and documented recommendations from the Director, Student Engagement and Inclusion 
• maintain appropriate financial controls, records and reporting for all grant payments.
 
Student Engagement and Inclusion • provides governance, events and finance compliance support
• maintains and updates the Clubs Handbook annually
• identifies and delivers required training for Club Executive roles
• maintains central records of all affiliated clubs
• supports clubs with risk, event registration, financial processes and compliance
• assesses affiliation and reaffiliation applications and submits recommendations to Director, Student Engagement and Inclusion or nominee
 
Clubs Executives (student-led organisations) • adopt, maintain and operate in accordance with its Constitution 
• ensure compliance with University requirements, funding agreements and legislative obligations
• apply for affiliation grants and other funding in accordance with established processes and timeframes as set out in the Clubs Handbook
• manage operations, communications, finances and membership records
• complete mandatory training for their role 
• act in good faith and maintain transparency with members
 

Part B - Establishment and Affiliation of Clubs

(7) Students proposing a new student club must meet minimum requirements set out in the current Clubs Handbook.

(8) To seek initial affiliation, or annual re-affiliation, clubs must make a submission, via email, to the Student Engagement and Inclusion Team, outlining their capacity to meet the governance and other requirements of affiliation, as outlined in the Clubs Handbook.

(9) Affiliation recognises a student club as having a formal association with La Trobe University. Only affiliated clubs may:

  1. represent themselves as being affiliated with the University
  2. use the University’s name and registered trademarks (including “La Trobe University” and “LTU”) in accordance with this Procedure.

(10) Unaffiliated groups of students must not represent themselves as having a formal connection or association with the University.

(11) Affiliated clubs may use the University’s name and registered trademarks solely for purposes consistent with their approved activities and affiliation, and subject to the following conditions:

  1. use must comply with all University branding, marketing and communication requirements as advised or published
  2. any use of the University’s name or trademarks must be approved by the University in advance, unless otherwise authorised
  3. use must not imply endorsement of the University beyond the fact of affiliation
  4. the University may, at its discretion, withdraw, restrict, or vary permission to use its name or trademarks at any time.

(12) Affiliated clubs must include “La Trobe University” or “LTU” in their name in a format approved by the University (for example “LTU [insert name] Club”, “La Trobe [insert name] Society”) as set out in the Clubs Handbook.

(13) Affiliated clubs can either be Financial or Non-Financial clubs. Financial clubs are clubs that receive funding (see Part D) to support their activities across the year.

(14) The Student Engagement and Inclusion Team reviews submissions and recommends affiliation or re-affiliation to the Director, Student Engagement and Inclusion or nominee.

Part C - Club Funding

(15) Financial clubs are eligible to receive an annual affiliation grant amount based on club size.

(16) Additional funding for clubs may be made available via competitive grants rounds.

(17) Clubs are encouraged to seek sponsorship arrangements and partnerships to help fund activities and to build links in the community in accordance with the Clubs Handbook.

Part D - Financial Governance

(18) Financial clubs processes are governed through the University’s internal finance systems. Financial clubs must, in accordance with the Clubs Handbook:

  1. use approved processes for invoices, credit card payments and reimbursements
  2. ensure the Treasurer has completed required training
  3. ensure Executive members approving reimbursements have completed authorisation training
  4. maintain accurate budgets and financial records
  5. ensure funds are spent in line with SSAF and University requirements
  6. avoid incurring debt to the University
  7. engage early with student-led organisations if financial difficulty arises. 

Part E - Events and Activities

(19) All club events and activities must:

  1. be registered using the Event Registration Form available via the Clubs Resources internet page 
  2. comply with mandatory notice periods as set out in the Clubs Handbook
  3. include a risk assessment and mitigation plan
  4. comply with conduct, safety and alcohol requirements
  5. maintain attendance records for all events (including a Working With Children Check for external guests)
  6. use only approved venues, vendors and processes. 

Part F - Complaints

(20) Clubs must have processes to address complaints through their Constitution and seek support from the Student Engagement and Inclusion Team where required.

Part G - Disaffiliation

(21) A club may be disaffiliated if it:

  1. fails to submit their application for affiliation or re-affiliation by 31 March each year
  2. fails to meet the minimum requirements for affiliation at any time
  3. engages in unsafe activity or the misuse of Student Services and Amenities Fees (SSAF) 
  4. fails to manage its financial position (e.g. accrues unmanaged or unapproved debt)
  5. ceases operations. 

(22) Disaffiliation decisions are made by the Director, Student Engagement and Inclusion or nominee.

Part H - Clubs Right to Review of Decisions

(23) Clubs may seek a review of decisions made in relation to their club from the Pro Vice-Chancellor (Student Experience and Employability) or their nominee where they believe they have grounds that this Procedure has not been correctly applied.

(24) Clubs who are dissatisfied with the outcome of any review may lodge a complaint with the University Ombudsman under the provisions of the Ombudsman Statute 2009.

(25) Clubs that remain dissatisfied after all University processes have been exhausted may choose to lodge a complaint with the National Student Ombudsman.

Part I - Maintenance and Annual Approval of Clubs Handbook

(26) The Student Engagement and Inclusion Team maintains the Handbook as the central source of operational guidance for student clubs.

(27) The Handbook must specify any required or recommended templates to support club establishment, governance and operation, including (but not limited to) a standard club constitution template.

(28) The Handbook must be reviewed annually and approved by the Director, Student Engagement and Inclusion or nominee by 30 September of each calendar year.

(29) Interim updates may be made with the Director, Student Engagement and Inclusion or nominee approval.

(30) The current Handbook version must be published on the LTU student website.

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Section 7 - Definitions

(31) For the purposes of this Procedure:

  1. affiliated student club: a studentâ€'led group that is formally recognised through La Trobe’s Clubs Program
  2. affiliation: the formal recognition by the University of a student club that meets prescribed eligibility, governance and operational requirements as outlined in this Procedure
  3. financial clubs: clubs that receive funding to support their activities and engagements across the year
  4. non-financial clubs: clubs that do not require funding to support their activities and engagements across the year.
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Section 8 - Authority and Associated Information

(32) This Procedure is made under the La Trobe University Act 2009.

(33) Associated information includes:

  1. Higher Education Support Act 2003 (Cth) and the Student Services, Amenities, Representation and Advocacy Guidelines (SSARA Guidelines) made under that Act.
  2. Student Behaviours Policy
  3. Student Charter.