COMMUNITY

1. Have a minimum of 51% currently enrolled UTAS students as members of your Club/Society
2. At least half of your executive members in your Club/Society must be currently enrolled UTAS students
3. Register and set up your Club/Society account on Rubric (QPay)
4. Submit re-affiliation/committee details form (includes membership list & Annual General Meeting minutes) by March 31^st of each year
5. Attend Clubs and Societies Council meetings (x4 per year) in person or online,
6. Attend the 2-day Student Leaders Conference (SLC) in November every year,
7. Attend Mandatory Learning & Development and Training Workshops (where accessible to your region or online)
8. Submit Event Application & Risk Assessment forms via Rubric (QPay) for each of your events/ activities. You can submit a blanket Risk Assessment for similar re-occurring activities (e.g. weekly sports/training sessions, monthly breakfasts, fortnightly meetings)
9. Join the orientation and welcome events such as Clubs and Societies Day, Year 12 Expo, UTAS Open Day to promote your club/society
10. Join TUSA’s social channels
11. All TUSA affiliated Clubs & Societies must follow the guidance and control of TUSA with regard to governance, finances, risk management and policies

TUSA Clubs & Societies are subject to all TUSA regulations and our Clubs & Societies Policies, and relevant UTAS policies.

WHY? Because if you don’t re-affiliate by 31^st March each year your activities and members are not covered under our insurance so you can’t hold events or apply for grant funding.

Follow these simple steps to re-affiliate.

1. Send out a notice to all your members that you intend to hold your Annual General Meeting (AGM). Check out our flowchart on how to organise a meeting here
2. Prepare and send out your AGM agenda. Ensure you attach any internal and external correspondence to the agenda, as well as a copy of the proposed constitutional changes.
3. Most importantly check your constitution for quorum; this is the minimum number of voting members who must be present at your meeting to conduct business.
4. Deliver the AGM as per running an AGM, ensuring you present your financials for the year, elect your new committee, elect new bank signatories, and adopt the new constitution if there were any proposed changes (changes to individual clauses must be detailed for voting). Ensure each agenda item is motioned and seconded, and to minute whether this motion is carried or did not pass, and if any abstained.
5. Complete the paperwork via Rubric (QPay). Fill out the Club/Society Affiliation/Reaffiliation Committee Information Form and attach the AGM minutes, financial template, asset list and membership list (which you can download from Rubric (QPay).

For AGM meeting agenda and minutes templates go to the TUSA website > Community > Resources & Info Library and click on C+S Meeting.

WHY? To vote in your new Executive Committee, present your financials to your members, accept any changes to your Constitution and nominate new bank signatories.

Every club and society is required to hold an Annual General Meeting (AGM) every year.

For everything you need to know about running an AGM please go to the AGMs page.

If your club/society wishes to affiliate with another organisation, that is fine. However, if there is a conflict between the rules, regulations, and sections of the constitution of the other organisation and that of the TUSA, then the Clubs and Societies Policies and constitution shall prevail in all cases.

If this is unacceptable, or conflicts with a similar provision in the other organisation with which the club/society wishes to affiliate then TUSA can only recommend that such a relationship not be entered into.