Start a New RUSU Club in 2021

RUSU is proud to represent the needs of a unique, ever-changing and diverse student body at RMIT. Our Clubs and Societies (C&S) Department is dedicated to helping students explore their social, professional, political, spiritual and cultural identities by supporting a wide array of campus clubs. Starting and running a club can be challenging - but it is worthwhile. And, it can also be a lot of fun and a great way to develop a range of skills and make a long term contribution to the RMIT student experience - some of our clubs are over 50 years old!

Introduction

Affiliation to RUSU is how a RUSU category club becomes recognised as an official RMIT club and access the resources and support that comes with being a RUSU Club. Affiliation lasts for one year/two semesters.
New clubs must firstly gain "Provisional Affiliation" (PROV). This gets the new club "on the books", gives it the right to use "RMIT" in its' name and the time & support to sign up the minimum number of members (20 enrolled RMIT students) required to call and hold its' Inaugural General Meeting (IGM).
Four (4) continuing RMIT students must put their names to a PROV application and there are restrictions on final year students applying to start new clubs.
It is at the club's IGM that the new club fomally establishes itself as a legal entity. The RUSU Clubs Department provides the templates & instructions required.
A PROV club becomes "Fully Affiliated" when it has held its' IGM & the newly elected club leadership team provides RUSU Clubs Dept with a signed copy of the Minutes (written record) of the IGM, attendance list and approved Constitution etc. The elected leadership team also need to complete some online forms (the "Affiliation Document").
Only enrolled RMIT Students may hold elected leadership positions in RUSU Clubs, vote on club decisions etc.
The Clubs Department then assists the Fully Affiliated Club to set up it's official club bank account, get a RMIT email, be included on all the relevant lists so it can access a range of University & RUSU resources, facilitate the club leaders' access to training & information & much more!
Towards the end of the final affiliation semester, each club leadership team must call & hold an Annual General Meeting (AGM) for their club. At RUSU Club AGMs, the outgoing leadership team presents annual reports, the RMIT Student members attending elect the club's leadership team for the following affiliation cycle and approves the club's next annual activity plan (plan of what the club is actually going to do - its' events and activities) etc.
General Meetings (meetings to which all members of a club must be invited) must be held during the academic year. For RUSU Clubs purposes, the academic year is defined as between the first teaching day of Higher Ed Semester 1 and the release of final results in Semester 2. Clubs must provide their members with at least two weeks notice (by email) of IGMs and AGMs.
IMPORTANT: There is a range of reasons why RUSU may not accept a new club application or re-affiliate a previously affiliated club. Please refer to Section 4.10.6 (page 26) of the RMIT Student Union Regulations for further detail - https://rusu.rmit.edu.au/regulations

Club Regulations: The Basics

Clubs' Legal Framework

All RUSU Clubs are democratic, Constitutionally-bound, not-for-profit organisations with formal Aims.
RUSU Clubs must must operate within their own Constitutions, policies & procedures, RUSU Regulations & all applicable RUSU & RMIT policies & procedures, & the Law (including SSAF Legislation).
A copy of the RUSU Model Constitution is here
RUSU Clubs are unincorporated. This means club members are individually liable for club debts, legal suits etc. This liability will usually fall (at least initially) to the elected leaders of the club.
Students can face university disciplinary procedures as a result of inappropriate behaviour linked to club activity. Click here.
Every RUSU Club must "affiliate" and annually renew its' affiliation to RUSU (this is how RUSU clubs gain recognition from the University, access funding, insurance, training, support, equipment, room bookings, etc.)

Club Membership

Every RUSU Club must have and maintain at least 20 currently enrolled RMIT Student Members.
Members must re-join their Club/s every year.
RUSU Clubs must be open to all RMIT students with all RMIT student members enjoying equal benefits from their membership (Full Membership). Exceptions are Academic Clubs or where membership restrictions apply to promote substantive equality and which meet the requirements for a special measure under Section 12 of the Equal Opportunities Act 2010 (VIC). For further detail, please refer to Section 4.10.2. of the RUSU Regulations.
Non-RMIT Students (including RMIT Alumni) may join a RUSU Club as Associate Members but may not total more than 25% of the total Club Membership and do not have the right to be Executive Members of theuir Club's Board of Management nor to vote on club matters.
Memberships must be taken online using one of the three (3) approved platforms - the club page on the RUSU wesbite OR a Microsoft form OR a Google form. Membership lists in other forms (including handwritten) will NOT be accepted. RMIT students must join Clubs using their student email.
Membership forms must collect certain personal details and clubs leaders must be aware that they have a responsibility to store and use membership details approporiately and in accordance with Privacy Laws.

Club Management

Every Club must have an annual Board of Management of at least four (4) but no more than seven (7) Executive Members elected by and from the Club's Full Members. (Note: USUALLY, the students who apply for and gain PROV for a new club are elected as the first Executivce. However, this is neither guaranteed nor required).
Clubs may have additional non-Executive members on their Board (including Associate Members) but these members do not have voting rights at Board Meetings*. These may be elected or appointed positions.
Decisions made by a Club Board may be overturned by vote at a Club General Meeting.
A RUSU Club's Board of Management* as a whole is responsible for the delivery of the Club's Annual Activity Plan, recruiting members & maintaining membership lists, club communications & promotions, succession planning, training & supporting incoming Board Members, & ensuring their Club operates according to all relevant rules, policies, laws, etc.
A RUSU Club's elected Executive component of its' Board of Management is responsible for the day to day governance of their Club including contracts, club finances, club meetings, elections, etc.
Every Club Board of Management must meet at least six (6) times per year.
Every Club Board must present an Annual General Report and Financial Report to its' Club's AGM.
RMIT students may not be Executive Members on the Board of more than two (2) Clubs at any one time.

* Academic "umbrella" clubs such as the RMIT Business Student Association (which provides a range of services/supports to all academic clubs in the College of Business) are permitted to negotiate a different club Governance structure in consultation with the RUSU Clubs Department. Umbrella clubs may only be established with the approval of all linked clubs, and the supoport of RUSU and the College or School involved.

Club Activities

Every RUSU Club must have an Annual Activity Plan.
A Club's Annual Activity Plan is approved by a vote by the Full Members at a new Club's IGM with each following year's Plan approved at the Club's Annual General Meeting (AGM). Only these activities and events may be covered by RMIT Insurance.
Every RUSU Clubs must deliver at least four (4) activities/events every year (can include online activities).
Except for the minimum four (4) activities/events, a Club does not have to do everything on their Plan BUT anything the Club does do MUST be on its' Plan.
Significant changes to a Club's Activity Plan must be approved by its' Membership & the Clubs Department.

New Club Timeline 2021

Given the current COVID-19 situation, starting and running a RUSU club is a bit more complicated than usual!

Until further notice, all club General Meetings must be held online using an approved platform. New Club IGMs will be coordinated though the Clubs Department and held on Microsoft Teams.
Applications to apply for 2021 PROV open October 1_2020.
Full Affiliation for PROV approved clubs must be completed by Janauary 30_2021 if the Club wants to participate in Semester 1_2021 Orientation events. Remember that the IGM must be held during the academic period.
PROVs unable to finalise Full Affiliation by January 30_2021 must complete it by the end of Week 3, Semester 1_2021.
Previously existing clubs that have not maintained their annual affiliation (lapsed clubs) may also have to follow the new club process to re-activate the club. Email us at rusu.clubs@rmit.edu.au to find out.
Please note that new club capacity to operate in a COVID-19 environment and likely ongoing safety requirements into the foreseeable future will now be part of the assessment process for new clubs.
So, if you are interested in starting a new RUSU club for 2021, please make sure you read the INTRODUCTION" and CLUBS REGULATIONS sections on this page and then proceed to the "PROV PROCESS CHECKLIST".

Prov Application Process

If you haven't already, read though all sections of this "Start a Club" page.
Make sure your new club idea isn't already a club or sits with the University's Sports and Creative clubs - you can link to all three categories of clubs through https://www.rmit.edu.au/students/life-and-work-opportunities/clubs-and-societies If you do this and are stil unsure, please contact us at rusu.clubs@rmit.edu.au for advice
Read the Clubs section of the RUSU Regulations (Section 4.10 starting on Page 20) - the "Basics" are outlined on this webpage but the full Section has greater detail https://rusu.rmit.edu.au/regulations
Make sure all members of the PROV applicant group have read the RUSU Clubs Code of Conduct and agree to follow it. You will find a copy here.
If you believe your idea sits with RUSU, would meet RUSU's requirements and you and your team are willing do your best to establish this club in line with all requirements, please email the RUSU Clubs Department at rusu.clubs@rmit.edu.au to introduce yourselves (team of four) and give a brief outline of your new club idea - its' aims, what it would actually do (its' events & activities) and how it would benefit RMIT students.
The Clubs Department will review your information and confirm whether or not RUSU can support your new club idea. If it can, RUSU Clubs Department will then assist you through the formal stages of starting a new RUSU club - applying for PROV and completing your Inaugural (first) Full Affiliation.

Want more out of your uni or TAFE experience at RMIT? RUSU is here to help! We provide all the latest on RMIT clubs, events, student rights and giveaways.

Visit our contact page for locations, office hours and more information

SITE MAP
TERMS AND CONDITIONS
PRIVACY POLICY

UniOne

Get amongst it

Start a club