Guide to Registration

Transcription

1 2017 C&S Program Guide to Registration The C&S Office

2 Contents Introduction. 1 When does my club need to re-register? Executive Responsibilities for Registration... 2 Treasurer Secretary President Vice-President Other Executives Your Annual Financial Review.3 Annual General Meeting 4 Organise your Meeting Hold your Meeting Uploading Documents Templates for Required Documents. 6 Contact Us... 6

3 Introduction The University of Sydney Union supports Registered Clubs and Societies by offering a range of services and resources, including: Access to Funding Participation at O-Week On-campus venue Hire Training, Mentoring and Development opportunities Discounted equipment hire Public Liability Insurance coverage Free advice on financial matters To continue accessing these benefits, you must register with us at the C&S Office annually. If you fail to register, you may immediately lose access to all of the benefits listed above. When does my club register annually? There are two components to registration: the AGM and the financial review. Correctly holding an AGM and submitting registration documents to the C&S Office is how you register your club with us for another 12 month term. Every club has a specified Annual General Meeting (AGM) month in its constitution. During this assigned month you will need to organise an AGM (more info below). Your financial year end (FYE) is also in your constitution and is usually around two months before your AGM and is also stated in your constitution. Within 2 weeks from the FYE you will need to submit your financial documentation for review. Page 1

4 Executive Responsibilities for Registration President Support the Treasurer and Secretary by assisting them in their responsibilities and keeping them on track Chair the AGM Prepare and present an Annual Report at the AGM Ensure all re-registration documents are submitted to the Orion Portal within 14 days of the AGM at the end of your term. Hold a handover meeting with the newly elected President Vice President Assisting or deputising for the President as directed and as the need arises from time to time Secretary Write an AGM Agenda in conjunction with other executives Give notice of AGM by advertising agenda on USU Website Take minutes at AGM Maintain a current Membership list throughout the year Produce an Executive list after the AGM election Update your club s details on USU Website via the Orion Portal Ensure all re-registration documents are submitted to the Orion Portal within 14 days of the AGM at the end of your term. Hold a handover meeting with the newly elected Secretary Treasurer Maintain accurate and complete financial records throughout the year Arrange a financial review meeting within 30 days of your Financial Year End Prepare and present an Annual Treasurer s Report for the AGM Hold a handover meeting with the newly elected Treasurer Other Executives Read over your Club or Society s own constitution for further executive positions and their responsibilities Page 2

5 Your Annual Financial Review Each year there will be a formal review of your club s financial records, and will determine whether they present an accurate reflection on the operations of the club in the financial period. This process provides the USU and your members with an assurance that the club has been operating properly and effectively. After your Financial Year End, you need to revise/provide following: Required Item Cashbook Executive Declaration Bank Statements Supporting Documents The cashbook is an Excel file downloadable from Orion. All Income, Expenditure and Attendance from events must be recorded in the excel file. Please cross-check your bank statements and make sure your income and expenditure matches your cashbook. If there are any discrepancies, review your receipts and income sources. Download from Orion and complete, sign and submit to C&S Financial Officer at your meeting Upload all bank statements from the financial period on the Orion Portal at least 2 business days before your meeting (see above) Consult the Guide to Maintaining Financial Records/Treasurer s Handbook for detailed information on maintaining financial records, or contact the C&S Office if you have any questions. Page 3

6 Page 4 Annual General Meeting Organise your Meeting Prior to the AGM, your Treasurer must have completed your club s annual financial review. You are able to organise your AGM by following these steps: 1. Consult your club s constitution to confirm your AGM month 2. Book a free venue for your AGM through the C&S Office or organise your own venue on campus between 9am and 9pm, Monday to Friday, Semester Weeks Your secretary must give at least 14 clear days notice of your AGM by publishing an agenda. To do this, they will need to visit and fill in an event submission form. An Agenda Template can be found at S-Meeting-Notice-Information.aspx 4. If your elections will take place at the AGM, you need to detail which positions are up for election, and the opening and closing of nominations. If your members are voting on constitutional amendments, these need to be listed in the agenda in detail under Motions on Notice. An electronic template for an agenda is available on the Orion Portal, or from the C&S Office. 5. Prepare templates so that you can take minutes and attendance at the meeting. 6. Have your President compose an Annual Report to be presented at the meeting. Hold your Meeting Your Secretary must take attendance using the provided template and ensure that the meeting meets quorum. Detailed information on Meeting Procedures is available in the C&S Guide to Meeting Procedures. Your Secretary must take minutes during the meeting, using the provided template as a guide. o All details of elections must be recorded in detail, including the nominees, Returning Officer, and the persons nominating and seconding the nomination. o If making constitutional changes, the changes being voted on must be detailed, and the result of the vote. As the chair of the meeting, your President should: o Facilitate a fair and open meeting where decisions are made in accordance with the Club Constitution as well as USU and University Policies o Involve as many members as possible o Restrain from engaging in debate and offering opinions, or vacate the Chair for someone else for the duration of a debate if they wish to contribute to that debate o Maintain a speaking list of people who have indicated their desire to contribute, especially if discussion is being dominated by a vocal few. o Cover all points of business in the agenda of the meeting. o Present an annual report of your club s activities.

7 Your Returning Officer is in charge of conducting the elections in accordance with your constitution. They cannot vote or take part in the nomination or election process. Uploading Documents All registration documents must be submitted via the Orion Portal ( within 14 days of the meeting. Templates for the below listed materials are available under the Registration Documents tab on Orion. These templates must be used as they are, without any additions or changes in formatting as they are formatted specifically for Orion and will not upload correctly if altered. Once your AGM has been held, your club should submit all of the documents listed below to the C&S Office by the end of your registration year: 1 AGM Minutes 2 AGM Agenda (this will have already been submitted when you gave notice of your meeting on the USU website) 3 AGM Attendance List (Using the template provided on the Orion Portal, and a hard copy should be kept for your records) 4 A current Membership list (Using the template provided on the Orion portal) 5 A current Executive list (Using the template provided on the Orion portal) 6 An updated listing for the C&S Online Directory form available on Orion 7 An annual report by the immediate past President, as presented at the AGM The outgoing executives will be notified if there are any paperwork issues. If the registration documents are approved and the club is granted registration, the incoming executive will be notified by and will receive all relevant information to begin administering the club or society. After you receive this confirmation of registration , you will be able visit the C&S Office to receive a bank signatory letter, notifying your bank of changed signatories. Failure to submit the required documents within 14 days of the meeting will mean the AGM will be rejected by the C&S Office and the meeting will need to be re-held. Page 5

8 Templates for Required Documents Digital templates for the following documents are available on the Orion Portal, or from the C&S Office via request at if you do not currently have access to Orion: Agenda Minutes Attendance List Membership List Executive List Financial Review Documents On the Orion Portal you will also find examples of these documents, which you may use as a guide. If you are unsure of how to compose any of these documents, please visit the C&S Office prior to your meeting. If the documentation is correct, you minimize your risk of having to re-submit documentation or re-hold your AGM. Contact Us The C&S Office c.socs@usu.edu.au Opening Hours: Semester Mon Thu: 9am 5pm Semester Fri: 10am 4pm Semester Breaks: 10am 4pm Page 6