Clubs and Societies Program Handbook - University of Sydney Union

 
Clubs and Societies Program Handbook - University of Sydney Union
Clubs and Societies Program
        Handbook
Clubs and Societies Program Handbook - University of Sydney Union
SECTION 1: GENERAL POLICIES AND PROCEDURES                                        3

PART 1: DEFINITIONS AND PRINCIPLES                                                   3
              1. PROGRAM OBJECTIVES                                                  4
              2. MEMBERSHIP CATEGORIES                                               4
              3. CATEGORIES OF CLUBS AND SOCIETIES                                   4
              4. MEMBERSHIP PRINCIPLES                                               7
              5. COMMUNICATIONS                                                     8
              6. NEUTRALITY                                                          8
              7. POLITICAL ENDORSEMENT                                              8

PART 2: NEW CLUBS                                                                    9
              1. APPLICATIONS                                                       9
              2. DECLINED NEW CLUB APPLICATIONS                                      9
              3. ACCEPTED NEW CLUB APPLICATIONS                                      9
              4. NEW CLUB CATCH-UP MEETING                                          10

PART 3: ANNUAL CLUB REGISTRATION                                                    11
              1. REGISTRATION COMPONENTS                                            11
              2. FINANCIAL DOCUMENTS                                                11
              3. ANNUAL GENERAL MEETING                                             11
              4. EVIDENCE THE CLUB HAS MET ITS CONSTITUTIONAL AIMS AND ACTIVITIES   12

PART 4: CLUB CONSTITUTIONS                                                          13
              1. OVERVIEW                                                           13
              2. AMENDMENTS TO CONSTITUTIONS                                        13
              3. AMENDMENT ISSUES                                                   14

PART 5: INACTIVITY                                                                  14

PART 6: FUNDING                                                                     15
              1. OVERVIEW                                                           15
              2. FUNDING PERIOD                                                     15
              3. FUNDING TYPES                                                      15
              4. FUNDING CAPS AND LIMITATIONS                                       19

PART 7: SPONSORSHIP AND PROMOTION                                                   19

PART 8: COMPLIANCE                                                                  20
              1. SUSPENSION AND DISCIPLINARY ACTION                                 21
              2. BRANCH STACKING                                                    21

PART 9: APPEALS                                                                     21

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Clubs and Societies Program Handbook - University of Sydney Union
PART 10: GENERAL ADMINISTRATION OF YOUR CLUB   22
      1. ACKNOWLEDGEMENT OF COUNTRY            22
      2. C&S ONLINE PORTAL (ORION)             23
      3. TRAINING REQUIREMENTS                 23
      4. RESIGNATIONS                          23
      4. EXECUTIVE HANDOVERS                   23
      5. ROOM BOOKINGS & SPACES                24
      6. DRINK VOUCHERS                        25
      7. BARBEQUE HIRE                         25
      8. STORAGE CAGE FACILITIES               25
      9. CHALKING RULES                        25
      10. ADVERTISING ON THE USU WEBSITE       26
      11. PROVIDED BY USU LOGO                 26
      12. FINANCIAL ADMINISTRATION             27
      13. SPONSORSHIP PROPOSALS                27

APPENDIX A                                     28

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Clubs and Societies Program Handbook - University of Sydney Union
SECTION 1: GENERAL POLICIES AND PROCEDURES
PART 1: DEFINITIONS AND PRINCIPLES

Definitions

Access Member/ AID                       Any​ ​person in possession of a current Access membership
                                         including, but not limited to, USU Members

Board                                    The Board of Directors of the University of Sydney Union
                                         constituted by clause 7.3 of the USU Constitution

Clubs and/or Societies                   The Clubs and Societies registered with the Union’s Clubs
                                         and Societies Program

University                               The University of Sydney established by the University of
                                         Sydney Act

USU / Union                              The University of Sydney Union

USU Member                               A Member of the Union defined by clause 5 of the
                                         Constitution of the University of Sydney Union

Ordinary Member                          All Members of The University of Sydney Union, who by
                                         virtue of being USU members will hold a current Access card

Associate Member                         All holders of a current Access Card of The University of
                                         Sydney Union other than those who qualify for Ordinary
                                         Membership

Model Constitution                       The Clubs & Societies Model Constitution is the minimum
                                         required constitution for recognition of a club or society by
                                         the USU.

Elected Executive Position               All elected executive positions are those that have been
                                         voted on by the entire voting membership and will have
                                         power to manage the Society in accordance with this
                                         Constitution

Core Executive                           An executive democratically elected to the position of
                                         President, Treasurer or Secretary

Appointed Sub-Committee Position         Appointed members of a sub-committee will not hold any
                                         further power other than as provided by in Ordinary or
                                         Associate membership. Appointed sub-committee members
                                         may advise or serve the Executive.

Not for Profit Status                    Clubs and Societies are not-for-profit; meaning: the assets
                                         and income of Societies shall be applied solely in furtherance
                                         of the aims of the Society and no portion shall be distributed
                                         directly or indirectly to the members of the Society except as
                                         bona fide compensation expenses incurred on behalf of the
                                         Society.

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Clubs and Societies Program Handbook - University of Sydney Union
1. PROGRAM OBJECTIVES
The following are objects of Clubs and Societies Program:

    ●   Enrich the student experience at the University
    ●   Foster a campus community at the University
    ●   Provide students at the University with opportunities for personal growth
    ●   Provide leadership skills and training for students at the University
    ●   Support the faculties, departments and colleges of the University
    ●   Encourage interaction between student groups

2. MEMBERSHIP CATEGORIES

Ordinary Members
Ordinary members are USU members who hold a valid ACCESS membership , which as it applies to the
Program consists mainly of current University of Sydney students, graduates, staff members or USU staff
members (see appendix A for a full definition of a USU member). Only ordinary members may hold
executive positions, nominate candidates for executive positions, vote in elections or vote on motions of
the society.
The positions of President, Treasurer and Secretary must be held by three separate Ordinary Members.

Associate Members
Any person who does not qualify for Ordinary Membership, but holds a valid ACCESS Card.

Honorary Members
Honorary membership is optional and this type of membership is subject to inclusion in a club’s
constitution. Honorary membership may be granted or terminated by a two-thirds majority vote at a
General Meeting. Honorary members are only eligible to hold executive positions, nominate for
executive positions, vote in elections or vote on motions of the society if they qualify for Ordinary
membership.

Faculty Members
Officially recognised faculty societies may implement this type of membership for members of the
faculty who do not hold a valid ACCESS Card. Faculty membership may be restricted to those enrolled in
a particular degree or course of study, depending on the club’s constitution.

3. CATEGORIES OF CLUBS AND SOCIETIES

Standard Clubs and Societies
Any Club or Society that is a registered body that is not a Faculty, Affiliated Site, Revue or College Club or
Society. Standard Clubs and Societies must maintain a membership of at least twenty (20) Ordinary
Members.

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Clubs and Societies Program Handbook - University of Sydney Union
Faculty Clubs and Societies
A faculty club is an officially recognised club that represents members of a faculty of the University and
is endorsed by the relevant Dean. Only Faculty Clubs may include the ​Faculty Membership​ category in
their constitutions and register with less than 20 Ordinary Members. ​Faculty Members​ are not eligible to
hold Executive positions, and whether they may vote in elections is dependant on the club’s
constitution.

The USU officially recognises one faculty club for each of the following faculties:

School of Architecture, Design and Planning
Arts and Social Sciences
Dentistry
Business School
Engineering and Information Technologies
Health Sciences
Law School
Medical School
Sydney Conservatorium of Music
Nursing School
Pharmacy
Science

Revue Clubs and Societies
A Revue Club exists primarily to produce an annual revue as part of a USU Revues Season. All Revue
Clubs and Societies shall be endorsed by the Revues Coordinator and administered in accordance with
the Revues Handbook. Revues must maintain a membership of at least twenty (20) Ordinary Members.
All Revue Clubs shall be run in accordance with the Revue funding regulations, these clubs may not apply
for standard funding.

Affiliated Site Clubs and Societies
An affiliated site club exists primarily to benefit a recognised campus of the University that is not Main
Campus i.e. rural clinical campuses. Affiliated Sites Clubs may register with less than 20 Ordinary
Members. There shall be no more than one Affiliated Site Clubs or Society per campus.

College Clubs and Societies
A college Club represents a particular residential college located within and recognised by the
University. There may be no more than one College Club per residential college. College clubs are to be
funded in line with the University of Sydney Union and Residential Colleges of the University of Sydney
Co-Operation Agreement.

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Clubs and Societies Program Handbook - University of Sydney Union
Religious and Faith-Based Clubs and Societies
Religious and Faith-Based Clubs and Societies are standard Clubs and Societies that exist primarily to
facilitate the practice of, and/or education about, a religion or faith.

This category comprises those Clubs that, through their Constitutions and their conduct, are categorised
as such by the C&S Office. It may also include any other club who upon application, is approved by
Board.

Faith-Based Declarations
Religious and Faith-Based Clubs may require prospective members and/or candidates for Executive or
leadership positions to sign and/or profess a Declaration of Faith as a condition of eligibility.

Declarations must meet the following Criteria:

    1. Declarations must be approved following the standard procedure for constitutional
       amendments;
    2. Declarations must not pertain to any identity or characteristic other than a person’s religious
       belief or faith;
    3. Declarations must relate to the club’s constitutional aims and/or activities;
    4. Declarations must be compliant with relevant NSW and Australian law

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Clubs and Societies Program Handbook - University of Sydney Union
Declarations will follow the same procedure as any other constitutional amendment, but will be raised
as action points for the next meeting of the Board. The Board will approve a Declaration or alteration
where the Board reasonably believes that it complies with the above criteria.

All permitted declarations and/or alterations may be subject to review by the Board. Such a review shall
only be for the purpose of​ ​ensuring it adheres to the above criteria and is also compliant with the USU
Constitution, Regulations and C&S Regulations. Declarations that have previously been approved will
only be the subject of review if:

    1. The Board reasonably believes that the Declaration may be unlawful,
    2. ​A complaint is lodged to the Board regarding the implementation of the Declaration
    3. ​Within the last three (3) months, the Club has amended its constitutional aims and activities

All reviews must be done in consultation with the Club Executive, official representatives and, where
reasonable, representatives of any relevant chaplaincy or religious order.

If the Board is satisfied that a Declaration or alteration is in breach of or inconsistent with any relevant
laws, USU Articles or Regulations or the Club or Society’s Constitution, the Club Executive must work
with the Board to alter the Declaration or alteration to the extent of the breach or inconsistency.

4. MEMBERSHIP PRINCIPLES

Clubs must operate according to democratic principles. All club decisions are to be made democratically
by ordinary members to benefit the membership.

Ordinary membership must be equally accessible to all USU members and Associate membership must
be equally accessible to all Access Card Holders, other than exceptions outlined for Faculty and Religious
clubs.

Election to Executive positions may not be conditional on the beliefs or characteristics of an applicant,
including (but not limited to) a person’s race, gender, sexuality, age, ability, religious beliefs or cultural
background. An exclusion to this principle may be provided for specific autonomous or special-needs
positions or roles that require specialty knowledge such as first aid training. Exclusions are subject to
approval by the USU Board.

Clubs must not be controlled or substantially influenced by external organisations, and must disclose any
external affiliations to both their members and USU.

All events must be open to the entire membership of the club, unless permission is granted by C&S staff
or the USU Board.

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5. COMMUNICATIONS

Clubs shall take all reasonable steps to communicate with their members regularly and maintain contact
information in line with the Privacy Act 1988.

Club executives and members shall respect the right to freedom of speech of all members of the
Program but must not use freedom of speech to defame, vilify or incite violence against individuals or
groups

6. NEUTRALITY

Admission into the Clubs & Societies Program will not be taken to inherently imply endorsement by the
University of Sydney Union of the relevant Club or Society’s activities or views. Additionally, Clubs will
not be excluded from the program solely on the grounds of their ethical, political or religious views,
except as required by law.

7. POLITICAL ENDORSEMENT

Club resources must not be used to promote or endorse a political candidate or party as part of a
campaign for a University or USU organisation body, or any organisational bodies affiliated with the USU
or University. This includes, but is not limited to, candidates or parties running for positions within clubs
and societies, the USU, Students Representative Council (SRC), Sydney University Postgraduate
Representative Association (SUPRA) and National Union of Students (NUS).
Club resources include, but are not limited to: funds, email contact lists, general correspondence, and
club events or activities.

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Additionally, club finances must not be used to directly support candidates for any office or
appointment.

PART 2: NEW CLUBS

1. APPLICATIONS

Applications for proposed clubs are to be submitted to C&S staff and will consist of:

    ●   A completed application form
    ●   Proposed club constitution
    ●   A list of 20 signatures of USU Members outlining their interest in becoming prospective
        members of the club (Faculty and Affiliated Sites Clubs may apply with less than 20 signatures)

Templates and forms can be obtained by emailing the C&S Office, ​c.socs@usu.edu.au

Proposed clubs will be assessed by a panel consisting of relevant USU staff and Board Directors to
ascertain whether the club:

    1. Will substantially contribute to the Objects of the Program
    2. Will uphold the Principles of the Program
    3. Is substantially different from existing clubs in the Program based on its aims, activities, and
       membership base
    4. Will function primarily as an on-campus community
    5. Is not controlled or substantially influenced by external organisations

2. DECLINED NEW CLUB APPLICATIONS

Should the proposed club fail to meet the above criteria, the panel may decline the application and
detail the reasons for its decision.

If the proposed club wishes to appeal the decision of the panel, representatives of the club should meet
with C&S staff to discuss the matter in detail. After this meeting, the club may write a letter of appeal to
the panel addressing any previous concerns.

Should the application be declined and appealed a second time, the matter may be brought to the USU
Board. The Board will assess the application and review with the panel’s reasons for rejecting the
application. Should the Board reject this appeal, this decision will be final.

3. ACCEPTED NEW CLUB APPLICATIONS

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When a new club application is accepted, club representatives will be notified and be given 30 semester
days to hold the club’s first Annual General Meeting (AGM). The AGM will follow the standard procedure
for registration as outlined in this Handbook (see
Part 3: Annual Registration). The main difference
from a standard AGM, is that the new club will need
to formally adopt its constitution at the first
meeting.

Leading up to the AGM, the new club is permitted
to advertise its affiliation with the USU and
promote itself to members but should not accept
membership fees until the AGM is conducted and
approved.

Once the AGM is approved and the club’s core
executives have completed executive training, the
new club will be deemed registered and will gain
access to program resources and funding.

4. NEW CLUB CATCH-UP MEETING

C&S staff will arrange a meeting with new clubs 3-6 months after their first AGM to check-in and guide
the club. Advice will be based on the following:

        a.     How the club is managing its finances/budgeting and maintaining its financial records
        b.     Upcoming plans for the club and how they can best meet their constitutional aims and
               activities
        c.     Whether or not events have been registered with the USU and how this can be
        improved
        d.     Reminding the club they need to hold an AGM annually
        e.     Any other issues as necessary

If C&S staff members hold concerns about how the club is functioning, further follow-up meetings will
be arranged.

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PART 3: ANNUAL CLUB REGISTRATION

1. REGISTRATION COMPONENTS

In order to remain in the Program, clubs must register annually during their designated AGM month
(outlined in each club’s constitution). Registration is subject to ongoing compliance with USU policies
and handbooks, and consists of the following:

        1.      Financial Documents
        2.      Annual General Meeting
        3.      Evidence that the club has met its constitutional aims and activities

To remain registered in the program the club must also maintain 20 Ordinary members and comply with
USU and University policies.

2. FINANCIAL DOCUMENTS

Prior to the club’s AGM, financial documents for the designated financial year (outlined in each club’s
constitution) must be submitted to C&S staff, consisting of the following:

    ●   Balanced electronic cashbook
    ●   Bank statements covering the financial period
    ●   Used chequebook stubs from the financial period
    ●   Receipt books and/or sponsorship agreements
    ●   Executive Declaration
    ●   Any invoices not previously attached to C&S Funding Forms

Financial documents will be reviewed and feedback will be given to the club. If bookkeeping is of a low
standard, the incoming executive will need to be monitored for the next financial period.

Any clubs who fall into a potential tax position will be forwarded to the USU’s tax accountants who will
assess the club’s position and/or lodge a tax return as required. Clubs required to lodge tax are
financially responsible for the ATO instalment amount, as well as the tax accountant fees for services
rendered.

This is not a requirement of a new club’s first AGM.

3. ANNUAL GENERAL MEETING

At least 14 days’ notice must be given for all AGMs, Elections, and GMs where constitutional
amendments are proposed. Notice must be posted on the USU website’s Event Submission Form, which

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can be accessed via the C&S Online Portal - it will be publicly listed on the USU website and app. Clubs
are strongly advised to also advertise these meetings on relevant social media pages.

At the AGM, a representative from the club (usually the Secretary) must take attendance and minutes of
the meeting. The minutes should follow a template agenda (available on the C&S Portal) and must
clearly outline the details of the election including the names of those running as candidates and those
nominating, as well as the name of the Returning Officer and results of the election.

Within 14 days of the AGM, the club must complete the annual registration form via the C&S Portal. The
following information/documentation relating to the AGM will be required:

    ●   Minutes of the meeting (including attendance and annual report)
    ●   Membership List containing at least 20 Ordinary Members & Executive List
    ●   Where necessary, updated constitution and constitution coversheet

Meeting Process

Information on how to run an Ordinary Meeting, General Meeting and Annual General Meeting can be
found in the​ C&S Guide to Meeting Procedures.​ Please read through your constitution and this
Guidebook in close detail before arranging your meeting to ensure you have followed the correct
procedure.

4. EVIDENCE THE CLUB HAS MET ITS CONSTITUTIONAL AIMS AND ACTIVITIES

Each club within the Program has been accepted on the basis of its constitutional aims and activities. To
ensure clubs within the program meet these aims and the Program provides a diverse experience for
students on campus, clubs must hold at least three distinctly unique events that meet different
constitutional aims and activities. Upon registration, clubs must ​provide details of these three events​.
You can also demonstrate that you’ve met 1-2 of your aims in 3 unique ways. This will entail listing the
activities and a brief 1-2 sentence summary of what was involved. You may be able to apply for an
exemption if your club has very specific aims.

Failure to meet this criteria will result in conditional registration for the proceeding registration term
where clubs will outline their upcoming plans and will be monitored by C&S staff. Failure to meet this
requirement for a second year without a valid reason may result in the club being suspended or
removed from the Program.

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Until the C&S Office receives Registration documents from your club with details of the incoming
Executive, they will not be recognised by the C&S Office. This could cause problems with submitting
Funding Forms and booking meeting rooms​.

PART 4: CLUB CONSTITUTIONS

1. OVERVIEW

Constitutions are official documents that govern USU clubs and societies in relation to their specific
aims. They can be used as a guide in terms of the frequency of meetings, club activities, and so forth.

The Model Constitution is the minimum requirement for registered clubs in the C&S Program. Any
additions to a club or society’s constitution that fall outside the Model Constitution are subject to
approval by C&S staff and/or the USU Board (see below).

What’s in the constitution?

This is the place to go for your club’s official aims and activities, meeting requirements, executive duties,
financial year end, AGM month and more.

2. AMENDMENTS TO CONSTITUTIONS

Amendments to your club’s constitution can be made by a two-thirds majority vote of Ordinary
members at a General Meeting or Annual General Meeting. To amend the constitution, 14 days’ notice

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must be given on the USU website in the form of a meeting agenda. The voting changes must be made
clear to the public in this notice.

If the society successfully gains a two-thirds majority to change the constitution, an updated version
must be emailed to C&S staff, ​c.socs@usu.edu.au​. It must be hand-signed and scanned.

C&S staff will review each constitutional amendment, and assess whether the constitution employs
democratic principles regarding the running of the society, whether it complies with USU and University
constitutions, policies, or regulations, and whether changes to the society’s name, aims or activities will
potentially have an exclusionary effect on the existing membership or render the club too similar to an
existing society.

ADDING NEW EXECUTIVE POSITIONS TO YOUR CONSTITUTION
If you wish to add executive positions, an amendment to your club’s constitution needs to be made.
These positions may be filled at the same meeting, but the election will not be confirmed until the
constitutional amendments are approved. Once the amendments are accepted, those elected into the
positions will be officially recognised by the C&S Program as executives of your society.

Elections must be conducted in accordance with USU guidelines.

3. AMENDMENT ISSUES

Should there be any contentious amendments; staff will collaborate with the respective club and make
recommendations to bring the constitution in line with the Model Constitution or any USU or University
constitutions, policies or regulations.

Any appeals or disputed issues will be managed by USU staff. However, if a resolution cannot be met,
the matter will be referred to the USU Board. The Board also has the authority to resolve upon further
amendments to the society’s constitution if necessary, which must be implemented.

PART 5: INACTIVITY

Clubs shall be deemed inactive after any continuous six month period in which they remain
unregistered. If upon inactivity there remain any monies or properties, the control shall be assumed by
the University of Sydney Union. The club’s bank accounts will be closed and any properties stored in a
C&S storage facility it will be disposed of.

Upon closure of the club’s bank accounts, the funds will be deposited into a USU-administered trust
account, and will be returned to the club should it reform.

After a total of eighteen months inactivity, all club funds will be transferred to the USU general account.

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PART 6: FUNDING

1. OVERVIEW

Funding is provided to registered USU clubs and societies and is administered by C&S staff in accordance
with the guidelines provided in this handbook. Applications are to be submitted via the C&S Portal and
must be completed within the set deadline and accurate to be accepted. Funding works on a
reimbursement basis, simply, it works as a repayment for money already spent, and it is calculated
through a number of different methods outlined below.

Each club has an annual funding cap, see section ‘4. Funding Caps and Limitations’ for more information.

2. FUNDING PERIOD

The funding period runs between the Monday of OWeek and the final Sunday of Semester 2, Week 13.
Events must be held within this period to be eligible to receive funding, and all other application forms
must be submitted prior to the closing date. Funding can only be sought in the same calendar year in
which the expenditure occurred.

3. FUNDING TYPES

The C&S Program provides several different funding types. Further details on criteria and caps are
provided below.

EVENT FUNDING

Clubs and societies must apply for event funding by submitting a ​pre-event form​ 2 business days prior to
the event, followed by a ​post-event form​ due 14 days after the event.

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Event funding is based on your club’s event entry prices. If your club offers ACCESS attendees a discount
to attend, the USU will reimburse your club for the discounted amount.

The amount reimbursed per attendee is capped as per the below table. If there are multiple ticket tiers,
the amount per attendee will be based on the difference between the highest ACCESS and lowest
ACCESS attendance price.

 On Campus Events                                       Off Campus Events

 Max. $6 per ACCESS attendee                            Max. $4 per ACCESS attendee

An ‘on campus’ event takes place entirely on one of the campuses of the University of Sydney. An ‘off
campus’ event takes place elsewhere. When an event is held both on and off campus, it will be defined
based on the place in which the majority of the event’s expenses were incurred.

All events must be registered with the USU using the pre-event form, regardless of whether the club
intends on claiming funding.

Event Funding Limitations

    ●   Your club must be registered at the time of the event
    ●   Clubs cannot profit from event funding, and as part of your post-event funding you are required
        to submit receipts for your event expenses. The funding amount will be capped at the point the
        club breaks even (income from the event will be taken into account).
    ●   Only one event funding application may be submitted for any event or activity, except in the
        instance of camps or similar overnight events which can be claimed as one event per day.
    ●   Event expenses related to the purchase of alcohol will only be eligible for funding in instances
        where an event is held on campus, in a USU licensed premises.
    ●   Speakers’ fees can only be claimed as an expense in instances where the speaker’s main
        occupation is public speaking, or they are a recognised professional in a specific field
    ●   Event advertising material must include the ‘Provided by USU’ logo
    ●   All events at which alcohol is consumed must comply with the USU Alcohol Policy for Clubs &
        Societies
    ●   Funding may not be sought for events held at private homes
    ●   Funding may not be sought for events where a discounted price for Access Card Holders has not
        been offered, including events where attendance is free for all attendees.
    ●   Funding may not be sought for Affiliation fees to other organisations;

MERCHANDISE FUNDING

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Merchandise that is sold by clubs to members has a yearly funding cap of $500. It includes but is not
limited to t-shirts, apparel, and tote bags that are used for the purposes of club promotion and are
available for ongoing use (i.e. not disposable). Clubs must offer an ACCESS discount on these items.

he club’s logo must be the primary image displayed on relevant merchandise. The merchandise must
also have the ‘Provided by USU’ logo.

ADMINISTRATION FUNDING

Clubs can claim full reimbursement for costs related to photocopying, printing, publishing and websites,
as well as Postage and Locker Hire. Administration funding is capped at a total of $500 per year.
Applications must be submitted with accompanying receipts in the same calendar year as the expense
was incurred.

Administration Funding Limitations

    ●   All physical and digital publications must include the ‘Provided by USU’ logo to be eligible for
        funding.
    ●   Lockers must be on campus unless the club can demonstrate there is a practical reason to hire
        one off campus
    ●   Locker hire funding covers the cost to hire the locker only, the deposit is to be paid by the club
        and if a padlock is purchased this is claimed under capital expenditure
    ●   Banners and are to be funded under Capital Expenditure

CAPITAL EXPENDITURE

Capital Expenditure funding has a yearly funding cap of $500 per year. It is defined as items that are
available for ongoing use up to 3 years. It does not apply to items that are in use for this time-period but
would not be considered assets, such as stationery or food.

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Capital Expenditure Limitations

    ●   Capital Expenditure applications must be submitted in advance of purchase
    ●   Funding may be denied if a similar item has been funded in the past 3 years
    ●   The club must demonstrate there is an appropriate on-campus storage facility available to store
        the item
    ●   The item/s must be available for the use or good of all members
    ●   Club banners must be used primarily for the purposes of promoting the club and not for a one
        off event

ORIENTATION

Clubs who have been allocated an OWeek stall are eligible to apply for $200 in OWeek related expenses
such as meals and stall decorations. Those allocated an ODay stall in Semester 2 are eligible to claim up
to $100.

START-UP

New clubs will be funded $250 upon completion of their first AGM and once the President, Secretary
and Treasurer have fulfilled executive training requirements.

Clubs may apply for this funding when restarting a club that has been inactive for 6 to 18 months where
no funds are available in the club’s bank account or USU trust account.

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DISCRETIONARY FUNDING

Discretionary funding may be sought in extraordinary circumstances to support large events that meet
the objects of the program and aims of the club. Discretionary funding is limited to $1000 per year and
can only be claimed for one event per year.

Funding will be determined by the club’s financial history, proposed budget and any other application
requirements outlined in the funding application form.

SPECIAL PURPOSE FUNDING

If a Club or Society can demonstrate that it is unable to receive the necessary support through Standard
Funding, the Board may resolve to approve the club for Special Purpose Funding in place of all other
types of USU funding. It is limited to half the amount the club would have been entitled to under the
standard funding cap.

Special Purpose Funding shall only be provided to reimburse legitimate expenses and items must be
approved by C&S staff after the Board resolution.

4. FUNDING CAPS AND LIMITATIONS

GENERAL FUNDING LIMITATIONS

    ●   Funding cannot be sought for the normal operations of a society, such as personal transport
        costs and parking, phone or internet costs, bank or credit card fees
    ●   Debts and overdrafts incurred by clubs will not be funded
    ●   Funding cannot be used for items that become the personal property of members (other than
        merchandise)
    ●   Club funding may not be used for cash prizes or prizes that become the personal property of
        members

FUNDING CAPS

Annual C&S Funding is limited to $4,000 per club. However, clubs may apply to increase their limit to
$6,000, and then further to $8,000. Cap increases are based on the club’s contribution to the C&S
Program and fulfillment of its constitutional aims.

To be eligible for a funding cap increase from $4000 to $6000, a Club must first satisfy the following
criteria:

    ●   Has at least 200 current Ordinary Members on record
    ●   Is within $500 of the club’s current funding limit

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●   Has held Events or activities in the last twelve months at which the total attendance of over 500
        recorded ACCESS attendees
    ●   Has received Membership Fees of at least $750 in the last twelve months

To be eligible for a funding cap increase from $6000 to $8000, a club must first satisfy the following
criteria:

    ●   Has an increase of 25% of members since their application for an increase to $6000
    ●   Is within $500 of the club’s current $6000 limit
    ●   Has held Events or activities in the last twelve months with a total attendance of over 500
        recorded ACCESS attendees
    ●   Has received membership fees of at least $1000 in the last twelve months

PART 7: SPONSORSHIP AND PROMOTION

Clubs and Societies may not invite other parties onto University Campuses for sponsorship, promotional
or sampling purposes without prior USU approval. If a club wishes to collaborate with a third party
organisation for promotional activity that involves sampling, collecting for charities or the promotion of
external interests must first seek approval from C&S staff.

Clubs and societies who have registered for an OWeek/ODay stall are subject to the Terms and
Conditions of the event, including any relevant fees payable for failure to host an allocated stall.

PART 8: COMPLIANCE

All club events must comply with C&S handbooks, policies, and state and federal legislation, and must be
registered with the USU using the pre-event form.

In order to ensure the ethical use of club funds, the following rules are in place regarding expenditure:

    ●   Club funds may not be used for any activity for which direct credit is received in academic
        course work;
    ●   Club funds may not be used for any activity by a Club or Society which is intended to promote,
        or is in itself, an illegal activity
    ●   Club funds may not be used for any activities (including their promotion) that do not comply
        with relevant federal and state antidiscrimination legislation, see
        https://www.ag.gov.au/RightsAndProtections/HumanRights/Pages/Australias-Anti-Discriminatio
        n-Law.aspx​ for more information
    ●   Club funds may not be used for any activities that discriminate or harass on the basis of sex,
        race, age, marital status, sexuality, religion, or disability; or defame, coerce, intimidate or
        physically threaten an individual or group

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●   Club funds may not be used for any promotional activities that do not comply with USU
        Advertising, Promotion and Sponsorship Policy and University sponsorship and promotion
        policies

POLICY ADHERENCE
All registered clubs and societies within the USU’s C&S Program must adhere the program’s policies.
Please contact ​c.socs@usu.edu.au​ for further details.

    ●   Alcohol: Policy and Guidelines on Consumption
    ●   Harassment and Discrimination Prevention Policy
    ●   Camps and Accommodation Policy
    ●   Food Safety Policy
    ●   Privacy
    ●   Sydney University Code of Conduct
    ●   Advertising, Promotion and Sponsorship

1. SUSPENSION AND DISCIPLINARY ACTION

The USU Board may implement disciplinary action against clubs in the event the club fails to operate
within USU guidelines, University by-laws and/or government legislation. The USU may also refer
matters to the relevant authorities.

Disciplinary action may be implemented by the USU Board, which may include:
    ● Written warning
    ● Removal of any program privileges
    ● Suspension of registration or funding
    ● Removal of executives

2. BRANCH STACKING

“Stacking” is the process of​ improperly increasing the membership of a club in order to support a
particular candidate. This practice is strictly forbidden within the C&S Program. Instances of stacking will
be investigated by the USU where proof is provided, or where circumstantial evidence is sufficient
enough to call the conduct into question.

The USU may implement anti-stacking processes in the event a complaint is made. This may include but
is not limited to, management of the club’s membership list, implementing voting restrictions, instating
a Returning Officer to run the election or postponement of the meeting.

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Stacking is ​NOT​ when electoral candidates campaign to existing club members, or when a member
campaigns against those who have held leadership positions for a considerable length of time.

Clubs may not accept new members within seven days of an election, unless it is the club’s inaugural
AGM.

PART 9: APPEALS

There are certain circumstances in which a club can appeal to C&S:
   ● Registration appeals
   ● Funding appeals
   ● Appeals to lift disciplinary actions imposed on the club

Appeals should first be made to the C&S Manager who will assess the nature of the appeal. If there
remains any contention, it will be escalated to the Director, Student Programs and Community.

When considering ​registration​ appeals the following will be considered whether:

    ●   The club substantially contributes to program objects and upholds program principles
    ●   The club’s AGM was held in accordance with USU requirements
    ●   The club has met its financial requirements

When considering ​funding​ appeals the following will be considered:

    ●   The nature of the event and its contribution to the on campus experience
    ●   Any attempts by the club to rectify the situation in advance of the deadline
    ●   Whether core executives have completed mandatory training
    ●   The club’s funding history and the extent to which paperwork has been accurately submitted

When considering an appeal to lift ​disciplinary action ​imposed on the club, the following will be
considered:

    ●   The length of time that the disciplinary action has been applied
    ●   The nature of the incident or events that resulted in a disciplinary action
    ●   The club’s subsequent behaviour
    ●   Change of executive/culture

NEW CLUB APPEALS

New clubs that apply and are not approved, can appeal once to the New Club Panel. Should the appeal
be rejected, the new club cannot reapply for 12 months from from the date of the second decision.

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PART 10: GENERAL ADMINISTRATION OF YOUR CLUB

1. ACKNOWLEDGEMENT OF COUNTRY
An ‘Acknowledgement of Country’ is a way that all people can show awareness and respect for
Aboriginal culture and heritage, and the ongoing relationship the traditional owners have with their
land:
The University of Sydney Union acknowledges the Cadigal People of the Eora Nation as the traditional
owners of the land we meet on today. The USU recognises that the land belonging to these peoples was
never ceded, given up, bought, or sold and the actions the USU takes throughout its daily routines may
always include consultation with community and members of the Aboriginal race when dealing with
Indigenous Affairs. We pay our respects to the Aboriginal Elders both past and present and extend this
acknowledgement to any other Aboriginal or Torres Strait Islander people here with us.

2. C&S ONLINE PORTAL (ORION)

The C&S online portal is a site that contains all the tools to manage your club. To access the ​Orion
Online Portal visit​ ​www.usuonline.com/cnsonline/​. Each executive will have their login details emailed
to them upon commencement of their term.

Orion​ can be used to:

    ●   Download handbooks
    ●   Submit pre-event and post-event forms
    ●   Update your website listing
    ●   Book C&S rooms
    ●   Submit GM documents and AGM documents for registration
    ●   Upload your cashbook
    ●   Update your membership and executive details
    ●   Check correspondence history

3. TRAINING REQUIREMENTS
All core executives (President, Treasurer and Secretary) are required to attend mandatory C&S Training
within 30 semester days of the start of their term. If your term begins during Summer or Winter Break,
you will have 30 days from the first day of the next semester. Failure to attend training will result in your
club becoming unregistered from the program.

4. RESIGNATIONS
If an executive member wishes to resign, they must notify the Clubs and Societies Office via
c.socs@usu.edu.au. The C&S Office will then notify the remaining Executive that the resignation has
been received and instruct the executive to hold a General Meeting to fill the position.
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Please note, if your President, Treasurer or Secretary resigns, they need to be re-elected within 30 days
or your club will become unregistered. If the resignation takes place during Summer or Winter Break,
your club will have 30 days from the first day of the next Semester.

4. EXECUTIVE HANDOVERS

It is the responsibility of all outgoing executive members to organise a handover meeting with their
successors within a week of the election. The outgoing executive must ‘handover’ all paperwork and any
general information to ensure the club continues to run successfully.

Handover may include:
   ● Tips on C&S Office procedures
   ● Pieces of information specific to your role
   ● Relevant contacts
   ● Details of established procedures
   ● Receipts and financial information

5. ROOM BOOKINGS & SPACES

C&S ROOMS
C&S rooms in the Holme Building and Manning House can be booked by Executives of registered clubs
for events and activities free of charge. These rooms can be booked online via the C&S Online Portal.

Rooms booked outside of the normal building open hours may be requested but will incur a staffing
charge.

C&S Room Booking Guidelines:
   1. Executives may book C&S rooms free of charge on weekdays for a maximum of 2 hours per day
       (per club, not per room)
   2. The 2 hour limit may be extended by request to the C&S Office
   3. Rooms booked outside of the normal building open hours may be permitted with special
       permission from the C&S Office but will incur a staffing charge, and must be booked 2 weeks in
       advance.
   4. Clubs may not BYO alcohol to any C&S rooms, However, Holme Building and Manning House fall
       under the USU Liquor License and alcohol may be purchased from Manning Bar or Courtyard Bar
       and Restaurant and taken to C&S rooms.
   5. C&S Rooms are booked free of charge but come as they are; we do not offer setup or
       equipment. The furniture displayed on the room floor plan should be in place, but we cannot
       guarantee the furniture will be available at the time of your booking, or positioned as per the
       floor plan.
   6. Furniture must be returned to its correct position and the end of the booking as per the diagram
       provided in each room.

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7. Clubs must be registered within the C&S Program to retain room bookings
    8. At the conclusion of your room booking, rooms must be clean and tidy. All rubbish must be
        removed, and dirty surfaces wiped where food or drinks have been consumed.
    9. The organiser will be held responsible for any damages and/or cleaning required and will be
        charged a cleaning fee.
    10. Any damage or mess discovered in the rooms should be reported immediately to the C&S Office
    11. Only approved clubs may use the Elliott Miller Studio, and it must be used for
        performance/rehearsal purposes, not to conduct meetings
    12. Clubs must adhere to all C&S Regulations, as well as USU and University of Sydney Policies and
        Guidelines at all times

HOSTCO ROOMS
HostCo is subsidiary of the USU, that provides catering, venues and function services. Check out
www.hostcosydney.com​ if you plan on organising a ball or formal function. Registered clubs receive a
15% discount on catering costs over $1000.

MANNING AND HERMANN’S BAR
Bookings for these venues are handled by the USU Entertainment Office. Visit
http://www.usu.edu.au/Clubs-Societies/Venue-Equipment-Hire.aspx​ for more information on booking
the spaces, catering, and hire equipment.

UNIVERSITY ROOMS
Clubs can book University classrooms and tutorial spaces free of charge between 1pm and 2pm
weekdays during Semester. At all other times, clubs are charged a booking fee for use of these venues.

To book, clubs are required to submit an online booking form via the University Venues website,
https://web.timetable.usyd.edu.au

6. BARBEQUE HIRE
University Venues has 8 built-in BBQs on campus. These BBQs are free to hire, but require a $50
refundable deposit. Contact University Venues office for all pricing and further details,
university.venues@sydney.edu.au​.

7. STORAGE CAGE FACILITIES
A limited amount of clubs have access to one of the free storage cages in the Holme Building, subject to
compliance with the Terms & Conditions. To go on the waitlist for a cage, please fill in this
https://goo.gl/forms/dk6SDacIf3u5AOPz1

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8. CHALKING RULES
You can chalk on any flat horizontal, uncovered surface where the rain will be able to wash the chalking
away. Be respectful to University buildings and use your common sense. Do not chalk on any sandstone
or anywhere in or around the Quad.

9. ADVERTISING ON THE USU WEBSITE
The USU provides clubs with free website advertising for all events and meetings via the USU website.
Once your event or meeting has been confirmed, simply submit the details via the ‘Event Submission’
link on the USU website, ​www.usu.edu.au​.

This is a great way to publicise your club’s events, and is a mandatory requirement for Ordinary
Meetings, General Meetings and Annual General Meetings. See the C&S Guide to Registration and the
C&S Guide to Meeting Procedures and your Club’s Constitution for further details about giving formal
notice of meetings.

10. PROVIDED BY USU LOGO

All marketing material for your club or society must contain the ‘Provided by University of Sydney Union’
logo. This includes T-Shirts, flyers, posters, banners and electronic marketing. All logos are available for
download through the C&S Online Portal. The logo cannot be altered and only the below colours and
aspect ratios are acceptable. Please also note the minimum size requirements for use of the logo.

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11. FINANCIAL ADMINISTRATION

NON-PROFIT STATUS
All clubs in the program are not-for-profit (NFP). A NFP organisation does not operate for the profit or
gain of its individual members. This applies both while the organisation is operating and when it ceases
operation. Any profit made by the organisation goes back into the operation of the organisation to carry
out its purposes and is not distributed to any of its members.

INCOME TAX
Any liability for income tax is the responsibility of the Club and is self-assessed on the basis of the type of
activity undertaken by the club and by its non-profit status, and is not the responsibility of the USU. If
you believe your club may be receiving income that is taxable (e.g. sponsorship funds or any income
from non-members), contact C&S staff for more information on how to self-assess.

Those clubs already required to pay income tax and/or register for GST must comply with the ATO.

FINANCIAL MANAGEMENT

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Clubs must manage their club's finances in a transparent and ethical manner, and ensure books are kept
in accordance with the Guide to Managing Finances (available on the C&S Online Portal).

12. SPONSORSHIP PROPOSALS

Your club is able to gain sponsorship from outside organisations, and there is plenty of information
online to assist with putting together a sponsorship proposal. If you are looking at signing or putting
together a contract or agreement, you must seek legal advice, and ensure your club meets the terms of
the agreement without stepping outside of USU guidelines or policies.

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Appendix A

USU Regulations

5. MEMBERSHIP
5.1 Eligibility The following persons shall be eligible for Membership:
(a) The Visitor of the University
(b) The Patron of the Union;
(c) Graduands of the University;
(d) All Members of Convocation of the University as defined in section 14(1) of the University of Sydney
Act;
(e) Persons appointed by Senate to the USU Board who are not otherwise eligible for membership;
(f) Students enrolled in a course of study leading to the award of a degree or diploma from the
University;
(g) members of the full-time, part-time or casual staff of the:
(i) University; (ii) USU; (iii) Students Representative Council; (iv) Sydney University Postgraduate
Representative Association (v) Student Association of Sydney College of the Arts; and (vi) Sydney
University Sport.
(h) Persons enrolled in any non-award course conducted by the University, including any course
conducted through the University's Centre for Continuing Education;
(i) Persons enrolled in any course conducted by the USU;
(j) Persons, who, having been a Member of the USU in the preceding year, have been granted
permission to defer their study; and
(k) Graduates and Graduands of such other universities or educational institutions as the Board may, by
Special Resolution from time to time, prescribe after consultation with the University.

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