Quick Club Reference Guide

Let's get cracking!

Getting involved with clubs at Swinburne is one of the best ways to make friends on campus, and explore your interests in a university setting. It might seem complicated at first, but our club management system allows you to control every aspect of your club, while being recognised by the university for your extracurricular contributions!

Joining a club is as simple as clicking a button, but starting your own club is a little trickier. First of all, there are a few things you'll need to consider when you're coming up with the next great Swinburne club.

• Clubs must have a minimum of 10 registered members, who are currently enrolled Swinburne students, in order to register a new Club.
• Only currently enrolled Swinburne students can be founding members of a Swinburne Student Life club or society.
• Only currently enrolled Swinburne students who joined the club through the Student Life portal will be considered club members.
• Membership of clubs must be open to all currently enrolled Swinburne students.
• Clubs must be defined in one of the following categories:
-Academic
-Cultural
-Spiritual
-Social
-Leadership
-Service/Social Justice
-Political
-Sports
• Swinburne Student Life clubs must be democratic, not-for-profit student groups run by Swinburne students and for the benefit of Swinburne students.
• Be different! If your club is too similar to an existing club, it won’t be approved.
• Don’t be gross: your club will not be approved if it appears to express hatred toward another group of peoples, or be perceived to be racist, sexist, homophobic, harassing, or exclusionary of any individual or group based on personal attributes.
• Clubs must consist at least 51% of currently enrolled Swinburne Students at all times.

Glossary


A Quorum
The minimum number of Members required to be present at a General Meeting in order for Resolutions to be passed. A Quorum is present whenever 50% of the Club’s total membership is present at a General Meeting. Associate Members do not count towards the number of Club Members present nor the Club’s total Membership.

AGM - Annual General Meeting
A General Meeting held annually as part of the Club Re-Registration Process.

IGM - Inaugural General Meeting
The first General Meeting held by a new Club, as part of the New Club Registration Process.

SGM - Special General Meeting
An ad hoc General Meeting, held outside of the Club Registration/Re-Registration Process. Clubs must notify Swinburne Student Life prior to holding a Special General Meeting.

About General Meetings
• General meetings are a club’s chance to vote on important matters, electing committee positions, and more.
• Any member can bring forward a motion in a General Meeting.
• General Meetings must be documented using the General Meeting Minutes Form found on the Club Resources page.
• Members concerned about proceedings at, or results of, a General Meeting should get in touch with a Clubs and Sport Officer at Swinburne Student Life.

General Meeting Voting rules
1. Club member votes must be counted using a simple majority system.
2. Every club member in attendance is entitled to a single vote in each resolution and election.
3. Every registered club member in attendance must be provided with the opportunity to vote.
4. If club members express their interest in voting, but are unable to attend due to other commitments, that club member is allowed to vote remotely.
5. Every club member’s vote is equal.
6. The club president has the casting vote in the event of a tie, except where a conflict of interest arises. Contact a Clubs and Sport Officer if this occurs.
7. Votes must be held in a fair and open manner.
8. Associate members can’t vote
9. If a Club holds a General Meeting and a Quorum is not present, that club can arrange to conduct that General Meeting’s Member Votes through the Student Portal.

Remote voting via WhatsApp
(When 25% of the members cannot attend an AGM)
Members should be offered the option of a ‘chat group’ or private voting in the following format:

Position of President:
1. Nominee 1
2. Nominee 2
3. Nominee 3

Position of Secretary:
1. Nominee 1
2. Nominee 2
3. Nominee 3

Position of Treasurer:
1. Nominee 1
2. Nominee 2
3. Nominee 3

The response should be formatted like this:

My votes are:
President: Nominee X
Secretary: Nominee Y
Treasurer: Nominee Z

A screen shot of this voting must be taken and added to the end of the General Meeting Minutes form.

Registering a new club

1. The Club Founder must submit a New Club – Expression of interest form

2. The Expression of Interest will be considered by Swinburne Student Life and, if successful, the Club Founder will be notified in writing that their Club has received Provisional Approval.
3. The Club Founder can now administer the Club Portal by going to the club search, finding their club, clicking View Details > Administration > Settings.
4. Create at least one Membership Group, and then recruit a minimum of 10 currently enrolled students to join online, via the Student Life portal .

If you want to allow associate members (non-students), you’ll need to create a separate membership group for them.
When you have 10 Club members, you must hold an Inaugural General Meeting (IGM). At least 50% of the registered club members or a minimum of twenty (20) registered club members (whichever is less) must attend.

At the IGM you will:
o Lock-in the club’s name.
o Finalise the club’s description.
o Elect the Club Committee (minimum of three to fill the roles of President, Secretary, and Treasurer). The Club Committee must decide, by resolution, if there are to be any additional Club Committee Positions. For each such Resolution that passes, an Election must also be held for that position at the IGM.
o Decide on an Annual Membership Fee.
o Choose whether the Club will offer Associate Memberships.
o Complete all New Club Registration paperwork including the new club registration form
.
o Take minutes and submit to Swinburne Student Life using the General/AGM/IGM Meeing Minutes Form found on the Club Resources page.
o Ensure committee members hold valid volunteer Working with Children Checks and have completed Consent Matters training
 
After your Inaugural General Meeting you must:
1. Submit the new club registration form
on the Student Life portal. This form will request the following paperwork:
- The General Meeting Minutes Form you completed as part of your IGM
- A completed Asset Register Update Form, to help Swinburne Student Life keep up-to-date records of your club's Tracked Assets
- A Club Treasury Records Form
2. The Club Committee (President, Secretary, Treasurer) must attend a meeting with a Clubs and Sport Officer.
3. Once your registration is finalized, we’ll transfer your base funding to your new Swinburne Student Life Club account.
4. If a Membership Fee was agreed to during the IGM, you must create this as a product and direct all Club Members to pay via the Student Life portal.

Re-registration for existing clubs

1. Clubs must re-register each year if they wish to continue operating.
2. Once we've sent approval for your reregistration, create your Membership Groups.
3. Hold an Annual General Meeting (AGM). At least 50% of the currently registered club members or a minimum of twenty (20) registered club members (whichever is less) must attend.

At the AGM, you will:
o Elect the Club Committee Members for the following year (minimum of three to fill the roles of President, Secretary, and Treasurer) including any additional roles passed by Resolution (only students enrolled in the coming semester can be Committee Members).
o Pass any additional resolutions proposed.
o Confirm the following year’s membership fee.
o Ensure that a minimum of 10 Swinburne students have registered online as club members.
o Take minutes using the appropriate Meeting Minutes form found on the Club Resources page.
 
The General Meeting Minutes Form you completed as part of your AGM. A completed Asset Register to help Swinburne Student Life keep up-to-date records of your club's Tracked Assets. A Club Treasury Records Form. 

After your Anuual General Meeting you must:
1. Submit the Club Re-Registration Form on the Student Life portal. This form will request the following paperwork:
- The General Meeting Minutes Form you complete at your AGM
- A completed Asset Register, to help Swinburne Student Life keep up-to-date records of your club's Tracked Assets
- A Club Treasury Records Form
Both of these forms are located under the 'files' section on your the Student Life portal club page
2. The Club Committee (President, Secretary, Treasurer) must attend a meeting with a Clubs and Sport Officer.
3. Once your registration is finalized, we’ll transfer your base funding to your Swinburne Student Life Club account.
4. If a Membership Fee was agreed to during the AGM, you must create this as a product and direct all Club Members to pay via the Student Life portal. If your club has decided to offer associate memberships, you'll need to create this product and price as a minimum $10 fee, or 1.5 times a regular membership fee.
5. Membership fees may only be established at the AGM and must apply for the entire calendar year. Clubs may decide to charge a fee annually or by semester.
6. Clubs cannot offer membership discounts.

Membership types

There are two kinds of club memberships: Standard and Associate. Standard membership is for currently enrolled Swinburne students, and includes both committee members and club members. Non-committee club members have no additional responsibilities or requirements. Below is an explanation of Committee and Associate member responsibilities.

Committee Member Eligibility
Committee members are Club Leaders, responsible for the admin, upkeep and events for their club:
• Only currently enrolled Swinburne Students are eligible to serve on a Club Committee.
• The Club Committee positions include President, Secretary and Treasurer.
• An individual may only hold one position on the club committee.
• Further roles may be added to the committee, (e.g. Vice President, Social Secretary, etc.) if the role is clearly titled, with appropriate responsibilities and passed in a resolution at a General Meeting. “General Committee Member” is not a position and will not be accepted.
• Additional committee positions require approval by a Swinburne Student Life Clubs and Sport Officer.
• Club Committee members must be elected through a democratic process, by order of a General Meeting (GM), which all Club members must be invited to attend and vote at.
• Only a member of the Club Committee may make equipment or room bookings.
• Club Committee members require a Working With Children Check
(Volunteer applications are free, so after you click Start Application be sure to select volunteer in step 1.)

Club Committee responsibilities and obligations
• The Club Committee is responsible for making decisions which affect the day-to-day operation of the Club.
• Club Committees are free to run Committee Meetings and make decisions using a process that best fits their needs.
• All Club Committee Members must be given at least one week’s notice prior to a Committee Meeting taking place.
• Decisions of a Club Committee must be made democratically through a Simple Majority voting process. Clubs are free to cast votes via a method that best meets their needs (e.g. in person, Whatsapp, Student Portal form).
• Committee members are not exempt from paying club membership fees.

Associate Memberships
• Your club can choose whether or not to allow associate memberships.
• An additional membership must be created called Club Name associate membership group year
• Associate memberships must cost at least $10 or x1.5 of a student membership.
• If a Club does not normally charge a membership fee, Associate Members are still subject to a $10 AUD fee. This money goes directly into the Club Account for Club use.
• Associate Membership Fees, like normal Club Membership fees, are payable only through the Student Life Portal.
• Non-payment of associate membership fees will result in forfeit of club membership and the outstanding amount will have to be paid.

Associate Members are not able to...
• Count as Club Members when determining Club Size and Base Funding.
• Count when determining event size for funding purposes. This may be waived in special circumstances at the discretion of Swinburne Student Life.
• Hold positions on a Club Committee.
• Fulfil any roles or responsibilities required of Club Committee members.
• Vote at General Meetings.
• Count towards whether or not a Quorum is present at General Meetings.
• Be covered in any way by university insurance policies.
Therefore, all Associate Members must sign a waiver indicating that they have been made aware of this as part of joining a Club.

Hey kids, let’s put on a show!

What’s the use of being in a club if you never do anything? Our clubs put on some of the best events around, and we’re here to support you as you make your dreams come true. Whatever your club wants to do, we’ll help find the safest, smartest, and most inclusive way to do it.

The basics
• Clubs must run at least two events per semester
• Only events submitted via the Student Life portal will be eligible to be counted towards the Swinburne Student Life Awards.
• Club Committees are responsible for submitting all required club forms and any other information on time.
• A Club’s events must be open to participation from all of its Members.
• The event needs to be approved by the Clubs and Sport team.
• Any questions from the Clubs and Sport Officer need to be addressed within a timely manner.


Events could include...
Your club's events could be just about anything! Here are a few of the most popular club events...
• Annual General Meetings
• Rehearsals
• Performances
• Competitions
• Parties or other social gatherings
• Fundraisers
• Excursions
• Film screenings
• BBQs

Events can't include...
There are certain types of events we simply cannot approve. If your club event falls within any of the following categories, it will not be approved.
• Events for which you will receive direct academic credit
• Events promoting use of drugs and alcohol
• Events with the potential to endanger the health and general wellbeing of others
• Events promoting illegal or hateful behaviour
• Events which clash with another Student Life event; though exemptions may be granted in certain cases
 
To keep your events safe, your club must book a minimum of 1 security guard per 100 attendees (1-100 attendees = 1 security guard, 101-200 attendees = 2 security guards).

You must contact security when…

• Dignitaries are present (including politicians, the Vice Chancellor)
• You've booked an external speaker or special guest (additional security needs to be assessed by security via your OH&S form)
• Serving alcohol (you’ll also need a valid Victorian Responsible Serving of Alcohol (RSA)

Pricing

Costs for additional security will be paid by the booking club. A cost code must be provided at the time you make the booking request. All additional guards must be employed for a minimum of four hours.
The following is an indicative price guide. To request an actual quote, please email securitysut@swin.edu.au.
 
Time of Day Minimum cost per guard
Weekday (business hours) $145
Weekday (after hours) $167
Saturday $201
Sunday $259
Public Holidays $316
How to set up an event
Here's a basic overview for putting on an on-campus club event.
1. Book a Space via the Timetabling and Resource Unit.
2. Obtain quotes from external suppliers (if applicable).
3. Fill out Funds Request Form (if applicable).
4. Create Tickets via the Student Life portal (if applicable).
5. Submit On-Campus Event Notification Form, Risk Assessment Form (and Funds Request Form if applicable) via the Student Life portal.
6. Obtain approval from Swinburne Student Life (this will appear on the dashboard).
7. Create an event via the Student Life portal and share with your club.

Booking a space on campus
• Only Club Presidents and Treasurers can book a space.
• The Multipurpose Room (GS217) and the SR Dance studio are booked through Swinburne Student Life. Contact clubs@swin.edu.au​ for booking information.
• All other on-campus spaces are booked through the Timetabling and Resources Unit.
• If serving alcohol, complete the Serving of Alcohol Checklist when booking your space.
• The Timetabling and Resources Unit will advise of any additional requirements and expenses that must be met in order for alcohol to be served.
• If directed, clubs must organise a temporary liquor license (allow up to 10 weeks!) and pay any additional security fees.
• Once an event space has been booked and confirmed, attach the timetabling confirmation to your event notification form via the Student Life portal.
• The Club Committee must create an entry for the event using the Student Life portal.

Off-campus events
• Clubs must submit an Off-Campus Event Notification Form and Risk Assessment to get permission for any event at least two weeks prior to the intended date.
• Once permission has been obtained from Swinburne Student Life, the Club Committee must create an entry for the Off-Campus Event via the Student Life portal.
• Clubs and Sport Officers reserve the right to request additional information regarding an Off-Campus Event.
• The Club Committee must submit a Risk Assessment Form for any type of event.
• Recurring Off-campus events will be approved via the same process as non-recurring Off-Campus Events.

Public performance licensing
These requirements apply to both on-campus and off-campus club events. If a Club wishes to screen a film, television show or other copyrighted work on campus, the appropriate Public Performance License(s) must be obtained. We can help with that! We’ll need the following information:
o The film(s) and/or TV show(s) to be screened.
o The expected number of attendees.
o The booking confirmation for the Event Space to be used.
o The approximate size of the screen you’ll use.
o Any flyers, posters or other advertising that will be used to promote the event.
o Ticket costs, if any.
• Once Swinburne Student Life has obtained a quote for the requested public performance license(s) We’ll let the club committee know.
• Cost of the license will be deducted from the club account.
• Clubs must only screen films and TV shows using genuine, legally obtained physical media, such as a DVD or Blu-Ray disk. Streamed or downloaded content, whether obtained legally or otherwise, may not be screened.
• Rights holders may deny a request for a public performance license for any reason.

Why do a risk assessment?

Risk Assessments are a normal, industry-wide practise required to hold an event. Every public event you've ever attended was subject to a risk assessment.
Club events are not child's play, and as adults you are subject to the same legal ramifications as Swinburne Student Life, Swinburne, and any capable adult. Swinburne Student Life have to submit Risk Assessments for all of our events, and so do you.
We have no doubt that your event is totally safe, and you are taking all necessary precautions to ensure nobody winds up having a really bad time at your club event. The Risk Assessment is the proof.

Let's say your club wants to run a surf day at the beach. Great fun! Surely only strong swimmers would come to a surf day...
So there's no risk! Hooray! I love assuming things! What could possibly go wrong?


This. This could go wrong.
• A competent swimmer enters the sea but a seagull slams the back of his head and he slips underwater. Nobody on the shore is qualified to assist but they do their best and haul the club member out of the water, inadvertently dislocating his shoulder.
• The injured club member is back home and recuperating, but he has medical bills and ongoing care requirements. His family decide to sue the club for damages incurred at their event. As your club funding is minimal and clubs are unincorporated legal entities, they must instead bring legal action against YOU and your fellow club members..
• It is found that due to the club failing to assess the risk of their event and make reasonable efforts to mitigate them (i.e. have someone with surf rescue training present etc.), the family is awarded damages.
• Your club ceases to exist, and it's members are held personally responsible for the cost of the seagull victim's care.

Busting Risk Myths
• 'We're all good students with good marks. We'll be safe because we're smart.'
Wrong - Academic success does not preclude you from falling off a balance beam and suing everyone in sight.
• 'We'll be safe because we don't drink.'
Wrong - Sober people, while less obviously impaired than intoxicated people, can still get hurt. You're not magic.
• 'I do this activity all the time and I don't get hurt or sue anybody, so nobody else will either.'
Wrong - Your club members will all have different levels of skill, different circumstances, different needs and different legal advice.
• 'I can't get sued for something someone else did!'
Wrong - You absolutely can.
• 'What is this, a nanny state?! Adults shouldn't have to deal with this!'
Wrong - Children are the ones who can't be sued. This is advice for adults.


REMEMBER: A Risk Assessment doesn't mean nothing bad will ever happen, that nobody ever gets hurt and that the world is made of candy and rainbows. It means you understand the potential dangers involved in your activities and have taken some reasonable steps to mitigate them. Because the one argument that'll never stand up in court is 'We just didn't think about it'.
How to do a Risk Assessment
First of all, here are the documents you will need to fill out!
Off-campus Risk Assessment Template
On-campus Risk Assessment Template

Risk Assessments seem pretty confusing if you've never done one before, but we promise you'll get the hang of it in no time!
A lot of your club events will encounter similar hazards time and time again. Remember: we're not saying it will go wrong, we just ask you to think about the normal, controllable risks associated with your activity.

Common Risks
There are certain risks which come up so often you'll wonder if they even need to be mentioned! They do, though. All of the following are examples of potential risks you need to assess.
Moving furniture
Untested electrical equipment
Tripping hazards such as cables and falls
Food poisoning or allergies
Security
Service of alcohol

Here's a perfectly acceptable Risk Assessment:

You'll notice it isn't exhaustive, and you don't need to list every conceivable poor experience - just the ones you can control. Several of the fields in the risk assessment haven't been filled out - that's ok! The fields on the far right of the page are the spaces for you to indicate further controls you will implement beside those already in place.
For example, if you were going rock climbing as a club your standard controls would already be in place: ropes, spotters, safety equipment etc. an additional control measure might be to encase all your club members in bubble wrap and gently lower them down the rocks. However, this additional measure would negate the rock-climbing purpose of the event in the first place, and so would never be seriously considered.

Merchandise

• Clubs may offer merchandise for sale to their members.
• Club Merchandise must only be sold through the Student Life portal.
• Once the sale has finished, Swinburne Student Life will order the required amount of merchandise from the supplier. If merchandise has been sold at a loss, we'll draw the difference from your Club Account.
• The Club Committee must arrange for delivery. Our offices may be used for merchandise delivery. Make sure to include 'Swinburne Student Life' in the address or it will be returned to sender.
• When the merchandise has been delivered, any profits from the sale will be placed in to the Club Account.

How to order club merchandise
1. The Club Committee must arrange a supplier and consult with Swinburne Student Life for approval, providing a quote from the supplier with a unit price for each item of merchandise to be sold.
2. Once approval has been granted, the Club Committee must create the relevant items in the Club’s Shop on the Student Life portal so members can order and pay.
3. All sales of merchandise must be available for purchase for a limited time, decided in advance, after which the items will be removed from the Club Shop.
4. If merchandise is to be sold at a loss, the sale must also be limited in quantity such that the cost of the sale can be covered by available funds in the Club Account.
 

Ticketing

All ticket sales must occur through the Club Shop on the Student Life portal. Tickets are delivered to Club Members electronically.
• All tickets are allocated a number, which corresponds to the Clubs ticket sales for a specific product in the Club Store.
• These tickets can be printed out, or can be display on a mobile device. The barcode is currently not attached to a scanning facility.
• Click on the tickets tab (to the right of ‘Notification Email,’ click on the arrow to locate)
• Club organisers should type the ticket number into the ‘Scan a ticket’ box and click the blue button. This way the same ticket cannot be used multiple times by different individuals and Clubs can track how many people purchased tickets vs. attended the event.
 
How to create a ticket
1. In the Student Life portal, click on the drop down menu on the top left titled ‘Module.’
2. Then select ‘Store.’
3. Select ‘Product,’
4. Then ‘New’.
5. Fill out all of the required information.
6. Expand Advanced settings:
• ‘Sell Until’ needs to match the date of the Event.
• The ‘Max Order Quantity’ refers to the number of tickets a single individual can purchase, i.e. if the requirements are one ticket per person, or if one person can buy multiple tickets for their friends. Keep in mind that Events run for Club Members only, should probably require one per person, to avoid outside individuals attending the Event.
• Select ‘Ticket’ under product type.
7. In the Images tab:
• You can add an image to your Event, but due to copyright law the images must belong to the Club, a member of the Club, or must have been purchased (with proof of purchase) from a stock-image website.
8. Under The Restrictions tab:
• User Types refer to whether the ticket is available to outside members of the public. These need to be deselected for Club Member-only events.
• Purchase requirements – you could add purchase requirements under this tab, for example in order to buy this product students would have to buy the required products.
• Club requirements refer to Club Member-specific events. Club organisers need to select the Club that the ticket is meant for.
9. Click Submit for a Clubs and Sport Officer to approve the ticket, along with all other required documentation.
Please note: The ticket is not automatically linked to the event. You must add the link to the event page manually. Any changes you make to the ticket need to be approved by a Clubs and Sport Officer, so to avoid delays please notify them of any changes by emailing clubs@swin.edu.au.
 

Fundraising

• Clubs are encouraged to raise funds from Club Members or the general public.
• You must contact Swinburne Student Life to request approval at least two weeks prior to any fundraising event.
• Funds must be obtained using the Student Life portal, except for small-scale fundraisers, (e.g. gold coin donations at a sausage sizzle.)
• If fundraising via raffle, lucky dip, or other games of chance, the Club Committee must be aware of the relevant regulations involved in conducting these activities in Victoria.
• For more information, see the website for the Victorian Commission for Gambling and Liquor Regulation

Money Money Money!

Below are some of the basic processes, requirements, and funding arrangements for clubs at Swinburne. This section will tell you how clubs are funded, how to make purchases for your club, and explain a few of the more complicated aspects of club finances. Remember, your club is responsible for ensuring ethical management of your club funding.

Base Funding
• Swinburne Student Life offers base funding to all clubs, except political clubs and leadership groups, as well as a number of grants that clubs can apply for.
• Base funding and grants are paid directly into your club account.
• Base funding varies according to club size and category.
• Base Funding is an annual payment based on the number of registered Club members.
• It covers the cost of a club’s standard operational costs, administration and small activities.
• Funding is paid directly to the club account held with the Swinburne Student Life upon finalization of club registration.
• Additional base funding can be applied for as membership grows (excluding associate members).
• Clubs registering after 1st July will receive 50% of annual base funding value according to membership.
• Base funding cannot be used to purchase alcohol.
 
Club Size Non-sport clubs Sport clubs
Small (10 - 30 members) $400 $1500
Medium (31 - 60 members) $600 $3000
Large (61+ members) $800 $6000
 
Applying for a club grant
• Apply using the Grant Application Form via the Student Life portal
• Different grants are available for different purposes.
• Grant funding must only be spent for the purpose(s) laid out in the grant application.
• Clubs may not receive more than $3500 in grant funding per calendar year. Incentive and capital equipment grants do not count towards this limit.
• Clubs will only receive grants for the exact amount of planned expenditure. If actual expenditure ends up being less that what was expected and approved, excess grant funds will not be transferred to the club account.
• Grant applications will be assessed at Club Grant Application Assessment Meetings.
• After approval, it might be up to three weeks before the funds can be used for expenditure, so plan accordingly!

Grant assessment
• Clubs may not receive more than $3500 in grant funding per year (excluding base funding, incentive grants and capital equipment grants)
• Only registered clubs can apply for grants.
• Incomplete grant applications will not be assessed.
• The activity or purchase for which funds are being requested must occur at least two weeks after the grant application deadline unless otherwise approved by the Swinburne Student Life Clubs and Sport Officer.
• Grants are assessed by Swinburne Student Life Grant Assessment Panel.
• With the exception of Base Funding and Incentive Grants, grant funding can only be used for the purpose specified in grant application and will not be transferred to the club account.
• The Swinburne Student Life will pay for all purchases on behalf of the Club.

Grant funding must not be used for:
o Unapproved events
o Expenses at club events that are used to promote candidate/s for any office or appointment.
o Personal or individual transport costs.
o Cash prizes.
o Off-campus event grant funds cannot be used to purchase food or drink.

Available Grants
Grant Purpose Amount
Equipment and Resources Grant For the purchase or hire of equipment or resources for the ongoing activities of non-sporting clubs. Example: Locker hire, costumes, games or activity kits- not for individual hire of equipment to be used at a single event Up to $1,000 per club per year.
Promotion and Marketing Grant For the purchase of materials or gear for the ongoing promotion of the club. Example: Banners, apparel, fliers, etc.- not for promotional materials for one single event Up to $1,000 per club per year
On Campus Event Grant Small Event (50 or fewer attending)
Large Event (over 50 attending)
Small Event- up to $1,000 per club per year
 
Large Event- up to $2,000 per club per year
Off Campus Event Grant Small Event (50 or fewer attending)
Large Event (over 50 attending)
Small Event- up to $500 per club per year
 
Large Event- up to $1,000 per club per year
Incentive Grants Sometimes Swinburne Student Life will offer additional funds to reward clubs for participating in Swinburne Student Life events. Clubs will be informed when Swinburne Student Life is releasing extra one-off grants. Amount varies.
Sports Club Equipment Grant For the purchase of equipment or hire of off-campus facilities for the ongoing activities of sports clubs. Amount varies
Club Accounts
Each Club has its own Club Account from which it may request funding. This account is maintained by Swinburne Student Life.
• Clubs are not permitted to maintain any independent bank account or any other monetary storage facility.
• Clubs must only receive money from Club Members through the Student Life portal, unless holding a small-scale fundraiser such gold coin donations for a sausage sizzle.
• Contact Swinburne Student Life to request approval at least two weeks prior to any such fundraiser event.
• All money obtained by the Club must be deposited in to the Club Account.
• Deposits can be made via EFTPOS or credit/debit card payment at our reception or over the phone. They can also be made via cheque. Talk to Swinburne Student Life for instructions and transfer details.
• Clubs must not accept any form of monetary payment other than Australian Dollars in a form payable into the Club Account.
• Any sources of Club Funding outside Swinburne Student Life must be immediately reported and the funds deposited into the Club Account.

Prohibited methods of accepting payment/funds/compensation:
o Gift cards (Prepaid or reloadable)
o Store credit
o PayPal® or similar
o Digital currencies or currency analogues, including cryptocurrencies such as Bitcoin

GST Explained
Swinburne Student Life is subject to a standard 10% GST, which in turn affects affiliated Clubs and their finances.
When a Club generates income (e.g. memberships, member or sponsor payments), GST will be included in the total amount.
If a Club deposits $110 into their club account, $100 will be shown in the account. The remaining $10 is the GST component, which goes into a separate Swinburne account.
If we pay an invoice on your behalf totalling $110 for payment from a GST registered source, only $100 will be deducted from the Club account. The additional $10 will be taken out of the Swinburne GST account.
 

Overview of club purchases

• All Club expenditure must be pre-approved by Swinburne Student Life. To obtain pre-approval, the Club Committee must submit a Funds Request Form.
• Prior to submission of a Funds Request Form, Clubs must ensure that there are sufficient funds in the Club Account to cover the proposed expenditure.
• Minutes from the meeting where expenditure was approved by the Club or Club Committee must be attached to the Funds Request Form.
• Certain goods/services must be procured from Swinburne preferred suppliers. Refer to the front of this handbook for preferred suppliers.
• All expenditure requires the submission of a tax invoice.
• Swinburne Student Life will not issue cash.
• There are a number of payment methods available. We can advise on the best method to request in an individual situation.
• Purchases cannot be processed unless there are sufficient funds in the Club’s account. If payment from members is required, this must be collected before a Swinburne Student Life Clubs and Sport Officer will make a payment to a vendor on a club’s behalf. It is the responsibility of the Club Committee to submit all invoices, quotes and receipts on time.
• Clubs that purchase relevant equipment using club/Swinburne Student Life funds must maintain an asset register.
• Assets remain property of the club until the club is dissolved, at which time the assets become the property of Swinburne Student Life.
• Club expenditures must meet applicable Swinburne Student Life activity approval criteria.
• Any use of club funds to support individual registration for events or competitions, transport, or other associated costs must be voted on and approved at a general club meeting.

You can pay for club purchases via the following methods:
 

Tax Invoice and Purchase order

Payment terms are 30 days from the end of the month in which the invoice is dated. Invoices can take up to 8 weeks to process.
1. Request tax invoice from supplier with all required information included.
2. Fill in a Funds Request Form, via the Student Life portal, at least 2 weeks prior to Event and include the tax invoice.
3. Clubs and Sport Officer processes funds request.
4. Purchase Order is sent to supplier and they are paid at the end of the following calendar month.


Tax invoices must include the following:
1.1. The title “Tax Invoice”.
1.2. Supplier name.
1.3. Supplier ABN.
1.4. Supplier business address.
1.5. Supplier contact phone number.
1.6. Supplier email address.
1.7. Invoice date.
1.8. An appropriate name/description for each line item.
1.9. The total amount.
1.10. Whether or GST has been added.
 

Prepaid Gift Card

Club Committee Member must provide a detailed quote of items to be purchased, individual costs, and a total amount required on each gift card. The Club Committee Member who collects gift card/s from Swinburne Student Life must return a tax invoice (or receipt, which includes tax invoice details) for the purchase to SSAA reception no more than 5 business days following the associated activity. The club account will be suspended until the receipt is returned or a statutory declaration is submitted.
1. Fill in a Funds Request Form, via the Student Life portal, 2 weeks prior to Event.
2. Attach screen shots of required purchases.
3. Clubs and Sport Officer purchase gift card/s from relevant stores.
4. A Committee Member fetches gift card/s from Swinburne Student Life reception.
5. Receipt is returned to Swinburne Student Life with Clubs name written on the top.
 

Paid in advance over the phone by a Clubs and Sport Officer

In very rare circumstances, this can be arranged. A tax invoice must be supplied to Swinburne Student Life before payment will be made.
1. Request tax invoice from supplier with all required information included.
2. Fill in a Funds Request Form, via the Student Life portal, 2 weeks prior to Event and include tax invoice. Ensure all contact details including phone number and contact person are included.
3. Clubs and Sport Officer pays over the phone.
 

Sundry refund

Club members may be pre-approved to pay upfront with personal funds and submit a tax invoice/receipt to be reimbursed. No refunds will be issued for purchases made with personal funds which have not been pre-approved. Reimbursements will not be processed for any amount that exceeds the amount approved on the Funds Request Form. An original tax invoice is required to process sundry refunds and must be supplied to an SSAA Clubs Officer within 5 business days of purchase. The Club Account will be suspended until the receipt is returned.
1. Fill in a Funds Request Form, via the Student Life portal, at least 2 weeks prior to Event.
2. Attach screen shots of required purchases.
3. Receive Email approval from Clubs and Sport Officer.
4. Purchase items with personal funds and retain receipt.
5. Forward receipt with your name, surname and postal address to clubs@swin.edu.au, detailing the club name and event information in the email.
6. You'll receive a cheque in the post, which will be sent out at the end of the following calendar month.
Sundry refunds are not available for purchases made from entities residing outside Australia.