Clubs and Societies play a key role in campus life, allowing people with similar interests to get together and provide an opportunity to enjoy life outside of academia.
The major benefits for TUSA affiliated Clubs and Societies are that TUSA provides,
- Funding to assist with holding activities and events, equipment purchases and if eligible, discounted university venue hire.
- Insurance coverage as TUSA holds General and Products Liability insurance cover for all TUSA affiliated clubs and societies.
- Access to training and development opportunities that might not be affordable or accessible.
- Submit re-affiliation/committee details form (includes membership list & Annual General Meeting minutes) by March 31st of each year
- Attend Clubs and Societies Council meeting (x4 per year – in person or online)
- Attend the 2-day Student Leaders Conference (SLC) in November every year
- Submit Event Application & Risk Assessment forms for each of your events / activities
- Register and set up your Club/Society account on QPay
- Join the orientation and welcome events such as Clubs and Societies Day, Year 12 Expo, UTAS Open Day to promote your club/society
- Join TUSA’s social channels
- Have at least 51% enrolled UTAS students as members in your Club/Society
WHY? Because if you don’t re-affiliate by 31st March each year your activities and members are not covered under our insurance so you can’t hold events or apply for grant funding.
- 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
- Send out your AGM agenda (a template can be found here)
- 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.
- Complete the paperwork via QPay (Affiliation/Re-affiliation Committee Information form Club/Society Affiliation/Reaffiliation Committee Information Form & attach AGM minutes & membership list).
For AGM meeting agenda and minutes templates go to the TUSA website > Community > Running a club or society.
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.
- The purpose of the AGM is to elect an executive committee, present your financials to your members for transparency and accountability, and to accept any changes made to your constitution and nominate your new bank signatories.
- Refer to your constitution to ensure you follow the rules around meeting notices and quorum. At this meeting Roberts Rules *Standing Orders must be observed and minutes taken. You should ideally aim to hold your AGM by 31st December and no later than 31st March of the following year.
- Remember to send a copy of your updated constitution to the Clubs and Societies Officer if you have made any changes and had the changes approved at the AGM.
*Standing orders is the usual sequence that the business is brought up in at the meeting. A simple flowcharts below explained. We suggest you follow our meeting template to make it simple. Our templates can be downloaded here.
All clubs and societies affiliated with the Tasmanian University Students Association (TUSA) are non-discriminating, so you are not restricted to which clubs and societies you can join – and you can join as many as you like.