C & HANDBOOK 2014 C&S HANDBOOK. The Clubs & Societies Office Ground Level, Manning House /

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1 C 6 HANDBOOK 2014 C HANDBOOK 2014 The Clubs ocieties Office Ground Level, Manning House c.socs@usu.edu.au /

2 2014 C HANDBOOK Acknowledgement of Country The University of ydney Union (UU) occupies some part of the traditional lands of the Gadigal people of the Eora nation. UU pays its full respects to the elders of this group and recognises the cultural importance and spiritual significance of this site to the Aboriginal people of that community. Message from the University of ydney Union President, Tara Waniganayaka Welcome to the greatest student experience in Australia and the University of ydney Union s Club ocieties program! By opening this handbook, you are taking the first step towards becoming a part of one of the richest and most rewarding program offered at this University. Congratulations on being elected a Club executive, and get excited about taking part in the largest Clubs and ocieties program in the country, made up of over 200 clubs with a combined membership of over 22,500, hosting over 1500 events on campus each year! You are now a significant member of a community filled with shared hobbies and interests, and there is no doubt this wonderful program would not be able to function without the support and enthusiasm of people like you. On behalf of the UU, I would like to thank you for your hard work, involvement and passion. The UU, and its Club ocieties program, is run by students, for students and this is something we should never forget. Being a club executive is a great privilege but also comes with responsibilities. You and your fellow executive members have a duty: to enrich the lives of student by allowing them to develop friendships, lasting memories, skills and confidence. Be a leader, take the reins and work as a team. Attend all your training sessions, stay on top of your finances and seek advice. At your hands you have the tools to create boundless experiences and opportunities for your members, whom you should never take for granted. If you ever need help, remember the Clubs ocieties staff are here for you their advice and friendliness are invaluable. You can also contact the Chair of the Clubs and ocieties Committee and Honorary ecretary of the Union Board, Eve Radunz, if you have any general questions. On a personal note, I find the experiences I have from serving on the executive of various Clubs and ocieties are some of my most precious. I hope you too feel the passion and love for your club, and embrace every opportunity to create a safe, caring and open community on our cherished campus. I wish you the very best for the year ahead. Message from the Vice-Chancellor and Principal Dr Michael pence There is so much more to learn at the University than that which can be learned in a lecture hall, laboratory or library. The Clubs and ocieties Program of the UU offer students the chance to acquire all sorts of additional skills that employers value, not least the ability to juggle their time between their study and the very many other things that keep them busy on campus! Joining a Club or ociety is not only a great way to learn about time-management, team work, negotiation and the like; it is also a terrific way to make life-long friends. Please do make sure that you try something new while you are at University, some new sport or other activity. It can be really exciting - and confidence building - to find out that you are rather good at something new, something that you might barely have known existed before you read this handbook. It can also be a terrific experience to be involved in the leadership of a Club or ociety, and the University is very grateful to all those who commit time and effort to running activities for other students. It is my great privilege, on behalf of the University, to thank them for all their efforts, to congratulate the UU on its Clubs and ocieties Program, and to wish it all the best for the year.

3 2014 C HANDBOOK Table Of Contents Introduction To The Clubs And ocieties Program UU Mission Benefits For Registered Clubs And ocieties Not For Profit tatus Income Tax C Members Member Accessibility Member Control Communication Usu Membership, Access Cards And C Membership Maintaining Membership O-Week Re-O Day Participation Administration Of Your Club Or ociety Clubs And ocieties Handbooks Training essions And Conferences The Orion Online Portal The Re-Registration Process The Audit Process Clubs And ocieties Committee Meetings Executive Handovers C Program Funding Basics Of C Funding O-Week Re-O Day Funding Event Funding Photocopying, Printing, Publishing And Website Funding Postage, Letterbox And Locker Hire Funding T-hirt Design And Funding Capital Expenditure Funding Accommodation Allowance Funding pecial Purpose Funding Revue Club And ocieties Room Bookings Booking Rooms And Venues Manning And Hermann s Bars Barbeque Hire Advertising On The UU Website

4 2014 C HANDBOOK Policies Alcohol: Policy And Guidelines On Consumption Harassment And Discrimination Prevention Policy On Campus torage Privacy ponsorship On-Campus Promotions Advertising On Campus Bullying and Harrassment Clubs And ocieties Awards Clubs And ocieties Annual Awards Appendices Appendix A: How To Claim Event Funding Appendix B: Booking Rooms And Venues Appendix C: Manning And Hermann s Bars Appendix D: Barbeque Hire Further Information Appeals Glossary Of Terms Resources Clubs And ocieties Office Contacts Clubs And ociety s Committee Dates

5 2014 C HANDBOOK INTRODUCTION TO THE CLUB AND OCIETIE PROGRAM UU MIION The mission of the UU is to create a dynamic, supportive and inspiring University community. Our support of Clubs and ocieties through the UU s Clubs and ocieties Program is a vital means of achieving this goal. The Program encourages Clubs and ocieties to share their views, experiences and opportunities, not just with their members, but with all UU Members. The core strength of the Program and of the UU is that it is created by Members and is run purely for the benefit of its Members. The mission of the Clubs and ocieties Program is: To engage our Members in active and open communities of interest ACKNOWLEDGEMENT OF COUNTRY The University of ydney Union acknowledges the Cadigal People of the Eora Nation as the traditional owners of the land we meet on today. The UU recognises that the land belonging to these peoples was never ceded, given up, bought, or sold and the actions the UU takes throughout its daily routines may always include consultation with community and members of the Aboriginal race when dealing with Indigenous Affairs. We pay our respects to the Aboriginal Elders both past and present and extend this acknowledgement to any other Aboriginal or Torres trait Islander people here with us. This Acknowledgement to Country is endorsed by the Wirriga ociety University of ydney. An Acknowledgement of Country is a way that all people can show awareness and respect for Aboriginal culture and heritage and the ongoing relationship the traditional owners have with their land. Both Indigenous and non-indigenous people can perform Acknowledgement of Country. It is a demonstration of respect dedicated to the traditional custodians of the land where the event or meeting is being held. It can be formal or informal and clubs can perform Acknowledgement of Country at their meetings and events, as the UU board does at their meetings. BENEFIT FOR REGITERED CLUB AND OCIETIE UU supports registered Clubs and ocieties with a comprehensive range of services and resources including: Access to Funding Participation at O-Week and Re-O Day On-campus venue hire Training, mentoring and development opportunities Use of Provided by UU logo Discounted equipment hire Public Liability Insurance coverage Professional auditing and free advice on financial matters NOT-FOR-PROFIT TATU As all Clubs and ocieties are registered within the UU s C Program, they take on the UU s status as a Not-for- Profit entity. Non-profit clause The assets and income of the organisation shall be applied solely in furtherance of its above-mentioned objects and no portion shall be distributed directly or indirectly to the members of the organisation except as bona fide compensation for services rendered or expenses incurred on behalf of the organisation

6 2014 C HANDBOOK In other words, a Not-for-Profit organisation is an organisation that is not operating for the profit or gain of its individual members, whether these gains would have been direct or indirect. This applies both while the organisation is operating and when it ceases operation. Any profit made by the organisation goes back into the operation of the organisation to carry out its purposes and is not distributed to any of its members. INCOME TAX Any liability for income tax is the responsibility of the Club and is self-assessed on the basis of the type of activity undertaken by the Club or ociety and by its non-profit status and is not the responsibility of the UU. For more information on your Club s tax status, please consult the C Handbook for Treasurers. C MEMBER MEMBER ACCEIBILITY Membership to a Club or ociety is open to anyone with a UU or ACCE card. The UU may grant an exemption to allow restricted membership for Clubs and ocieties that draw members from specific parts of the University structure, such as Faculty, Department, College and Clinical ites, or for Clubs and ocieties that provide autonomous space for specific disadvantaged groups. However, the C Office requires all Members to behave in an ethical and socially responsible manner and to encourage diversity. The C Program does not tolerate discrimination in any form. Please see the University of ydney Discrimination Policy for further details. MEMBER CONTROL The C Program is run by, and for, Members of the UU. Clubs should operate according to democratic principles. In particular, decisions over the use of funds, membership fees, election of office bearers and the Club s program of events, should be made democratically by the members. Clubs should not be controlled by external organisations and must adhere to the Club s constitution at all times. COMMUNICATION Clubs and ocieties should take all reasonable steps to communicate with members regularly. Clubs should respect the right to freedom of speech of all members of the Program, and should not use freedom of speech to defame, vilify or incite violence against individuals or groups. The C Office communicates with Club and ociety Executives via phone and , therefore please keep your contact details on the Orion Online Portal up to date. A history of all formal communication between the club and the C Office is available for review on the Orion Online Portal. UU MEMBERHIP, ACCE CARD AND C MEMBERHIP The C Program operates as a member-based student-run program of the University of ydney Union, and is a member-only program. Therefore, it is essential for all members of Clubs and ocieties to hold a current UU ACCE card, as the ACCE membership income helps fund the UU and the C Program. All Executives of Clubs and ocieties must be Ordinary Members

7 2014 C HANDBOOK Ordinary Member Associate Member Faculty Member Other Member A University of ydney student or staff member who holds a current ACCE card, and is a University of ydney member A non-university of ydney student or staff member who has purchased an ACCE card A University of ydney student enrolled in a Faculty who is automatically a member of their Faculty s Club or ociety If you do not have an ACCE card and are not enrolled in a Faculty at ydney Uni you are not eligible to join a Club or ociety An Ordinary member can join a club/society and be voted in as a Club or ociety Executive. The C Program can subsidise event attendance costs for this person An Associate member can join a club/society and the C Program can subsidise event attendance costs for this person, but cannot be a C Executive A Faculty Member is automatically enrolled in their Faculty Club but can only be an Executive or receive subsidies from the C Program if they purchase an ACCE Card Any other person cannot join a club/society or be voted in as an executive of a Club or ociety. Clubs must charge these people attendance costs for events FACULTY MEMBERHIP Faculty Clubs and ocieties and Affiliated ites Clubs and ocieties shall be exempt from ections 4.a.i. and 4.a.ii of the C Regulations. A Faculty Club or Faculty ociety is a registered body with automatic membership to all students within a particular Faculty of the University of ydney and which has been endorsed by the Dean of that Faculty. MAINTAINING MEMBERHIP Club and ocieties must have at least twenty (20) ACCE card Members at all times to remain registered within the C Program. It is the ecretary s responsibility to keep an updated record of the members of the Club or ociety. Please refer to the C Handbook for ecretaries for further details. O-WEEK RE-O DAY PARTICIPATION Having a stall at the UU s Orientation Events (O-Week and Re-O Day) is a great way to introduce your Club or ociety to thousands of potential new members. The Clubs and ocieties stalls are one of the most vibrant aspects of O-Week and Re-O Day and all Clubs and ocieties encouraged to participate. Only registered Clubs and ocieties within the C Program are eligible to participate in the O-Week and Re-O Day festivals. talls at these events are provided to Clubs and ocieties free of charge. Information regarding the requirements and restrictions of occupying a stall are provided just prior to these events at the C Conferences. Attendance at these Conferences (held twice per year prior to each semester) by at least one executive of your club is mandatory. Failure to attend will result your stall privileges being revoked and your registration with the Program being reconsidered. Advice on keeping an Active Membership Having a significant membership that is actively involved in a Club or ociety s events and activities is vital to its survival

8 2014 C HANDBOOK The C Office uggests: Organising a welcome function soon after O-Week. ending a welcome message soon after O-Week to members with a program of events for the semester. Be sure not to schedule more events than the Club or ociety can properly organise. Having a program of events prior to O-Week is a great way of showing potential members that the Club or ociety is well organised and of giving those who do join something tangible to look forward to. If a new member appears lost, offer them a role helping out as having a role makes a person feel useful and opens social opportunities with other members. Privacy of Club and ociety Members: Using personal contact information is okay when contacting a Member to invite them to a Club or ociety event; however, it is not okay to contact someone to ask why they did not attend an event. If someone makes it clear that they do not wish to be contacted further by the Club or ociety, ensure that they are deleted from the Club or ocieties mailing/information list. Passing along contact details or membership lists to any other party is not acceptable without specific authorisation from that member. The C Office will protect all members and executive details in accordance with the NW Privacy Act ADMINITRATION OF YOUR CLUB OR OCIETY CLUB AND OCIETIE HANDBOOK The Clubs and ocieties Office have created a series of Handbooks to assist Clubs and ocieties with administration and effective management of their activities in accordance with the C Program. These Handbooks include: The C Program Regulations The C Handbook For New Clubs The C Handbook for Re-Registration The C Handbook for ecretaries The C Handbook for Treasurers The C Brand Guidelines These handbooks are available electronically on the Orion Online Portal and in hard copy at the C Office. TRAINING EION AND CONFERENCE The Clubs and ocieties Office provides additional guidance and experience through Executive Training essions and Conferences. Training essions are offered to Club and ociety Executives in order to clarify requirements with regards to C administrative procedures, and to familiarise executives with their roles and responsibilities. These sessions are held regularly during semester. These sessions include: President s Training ecretary s Training Treasurer s Training Funding Orion Training All newly elected core executive members, President, Treasurer, ecretary, must attend a role specific training session within a month of their executive term commencing. Failure to attend a relevant training session within this time may result in your Club or ociety being denied funding until training attendance has been confirmed. These sessions are also open for all executives to attend

9 2014 C HANDBOOK The C Office also holds Clubs and ocieties Conferences twice a year, generally prior to the commencement of each semester. Attendance for C Executives is mandatory, as important information and updates regarding the C Program, Funding and Regulations are introduced at these events. The conferences are the only opportunity which the C Office and other UU staff have to address all C Executives in person. All times and locations of the Training essions and C Conferences are distributed through the C E-Newsletter and through the Orion Online Portal. Club and ociety Executives are advised to check these regularly for updates. THE ORION ONLINE PORTAL The Clubs and ocieties Program offers a convenient and efficient way for executives to manage their club or society via the Orion Online Portal. Using your Club s Web ID and your ACCE Card Number, you can log into the Orion Online Portal. Your Club s Web ID is ed to you upon becoming an executive of the club. Orion is an online portal that allows executives to administer the Club at any time. Orion can be used to: ubmit Pre-Event forms Check Club funding Complete online registration requirements Book C free rooms Download funding forms and C Handbooks ubmit meeting documents for review Amend club advertising details and information as listed on the UU website Update executives contact details Update the membership list Read all formal correspondence from the C Office To access the Orion Online Portal visit THE RE-REGITRATION PROCE Club registration needs to be completed annually as per the Club or ociety s constitutional AGM month. Holding an Annual General Meeting (AGM) and electing a new Executive for the upcoming term are the first steps to reregistering with the program. The C Office has the latest copy of the constitution for all registered Clubs and ocieties. The C Handbook for Re-Registration explains this process in detail. THE AUDIT PROCE As part of the re-registration process, Clubs and ocieties are required to submit their annual financial documents to the C Office for auditing. Information on how to complete the audit and all financial recording and cash handling can be found in the C Handbook for Treasurers. While the audit is primarily the responsibility of Treasurers, it is vital for registration. CLUB AND OCIETIE COMMITTEE MEETING The Clubs and ocieties Committee is a volunteer committee deputised to administer the C Program under ratification of the UU Board of Directors. The Committee maintains and enforces the C Regulations and makes recommendations to the Board regarding club applications. The C Committee will review and process the following applications: - New Club or ociety Applications - 5 -

10 2014 C HANDBOOK - Capital Expenditure Requests - Constitutional Amendments The Committee aims to provide fair and equitable access to Clubs and ocieties for all UU members, and to ensure that Clubs and ocieties in the C Program maintain the standards set out in the C Regulations. The C Committee is chaired by a Board Director elected by the Board, with another Board Director elected as Deputy Chair. There are up to eight ordinary members who are appointed by the Board in the year prior, with two New Committee members being appointed during April of each year. EXECUTIVE HANDOVER It is the responsibility of all outgoing executive members to organise a handover meeting with their successors as one of their final responsibilities. Unless your constitution states otherwise, the incoming executive is responsible for the management of the Club or ociety from the time of their election at the AGM, so be sure that they have all the tools they require to continue the successful running of the Club or ociety. This requires the out-going executive to handover all the paperwork and any general information needed to keep the Club or ociety running. Handover may include tips on C Office procedures and pieces of information specific to your role. This may include relevant contacts, details of established procedures and anything in your job description not covered by the Club or ociety s constitution or C Handbooks. Clubs and ocieties need to organise a handover meeting following the Annual General Meeting or executive changeover, preferably within one week. C PROGRAM FUNDING BAIC OF C FUNDING To encourage event attendance of Access card holders, the UU has devised a system whereby the club is able to provide a discount on entry fees to Access members. The discount may then be reimbursed by the UU (within certain restrictions). This means that the club can make its events more appealing to Access card holders without having to bear a financial burden. Outlined below are other types of funding that Clubs or ocieties may be entitled to in addition to Event Funding. C Funding may only be claimed between 1 st February and 30 th November of any calendar year. O-WEEK RE-O DAY FUNDING Clubs and ocieties are eligible to be reimbursed up to $350 of their O-Week related expenses and up to $100 of their Re-O Day expenses. All Club and ociety advertising material and printed material must include the Provided by UU logo (see the brand guidelines for further details). O-Week and Re-O Day Funding forms are to be submitted to the C Office, along with all supporting documentation, including an electronic membership list and Executive List, within 10 business days from the last day of O-Week or Re-O Day. Copies of the O-Week and Re-O Day Funding form can be found on the Orion Online Portal or at the C Office. EVENT FUNDING - 6 -

11 2014 C HANDBOOK [7.a., C Regulations 2011] The Union shall provide Funding to Clubs and ocieties to subsidise the participation of ACCE Card Holders in the Program. Clubs and ocieties can apply for Event Funding by submitting Pre-Event Funding and Post-Event Funding Forms with all required supporting documentation. Only one Event Funding application may be made for any event or activity, except as permitted for Accommodation Allowance funding. Clubs and ocieties can apply for Other Funding by submitting an Other Funding Form with all required supporting documentation. For O-Week and Re-O-Day Funding, Clubs and ocieties can submit an O-Week or Re-O-Day Funding Form. Funding is available from 1 February and closes on 30 November of each calendar year. No funding will be provided for events undertaken at other times Funding can only be claimed in the same year that the expenditure was incurred. The C Program offers two types of Event Funding for Club and ociety events: Major Event funding - Up to four (4) times per calendar year Higher cap subsidy per ACCE card Non-Major Event funding- Unlimited times per calendar year- up to the Club or ociety s Funding cap Lower cap subsidy per ACCE card Clubs or ocieties choose whether an event will be funded as a Major or a non-major event by submitting the Pre- Event form on the Orion Online Portal. ee appendix A for details on C Funding calculation and restrictions. PHOTOCOPYING, PRINTING, PUBLIHING AND WEBITE FUNDING Clubs and ocieties may apply for up to 50% of photocopying, printing, publishing and website expenses, up to a maximum of $1,000 per year. This Funding is in addition to the $ credit allocated for colour and BW copies provided at the C Office. All Club and ociety publications must strictly comply with the prohibitions against material which is discriminatory or allows harassment, and all funded publications must display the current Provided by UU endorsement logo as specified by the UU Brand Guidelines (available on the Orion Portal). Journals receiving funding must carry a full page acknowledgement of UU support - this acknowledgement will be supplied by the UU upon request at the C Office. POTAGE, LETTERBOX AND LOCKER HIRE FUNDING Club and ocieties may apply for up to $300 per year for postage and locker hire. Clubs and ocieties are eligible for Funding for up to 75% of postage expenses when sending materials that are eligible for funding under the photocopying, printing and publishing allowance. Clubs and ocieties are eligible for funding for up to 100% of letterbox and on-campus locker hire. If the Club or ociety can demonstrate that on-campus locker hire is impractical for the Club, funding for off-campus hire may be approved by the C Committee

12 2014 C HANDBOOK T-HIRT DEIGN AND FUNDING To be eligible for T-shirt funding, the club must sell its shirts with a discount provided to Access card holders. The difference between the highest ACCE card holder price and lowest non-acce card holder price up to a maximum of $7.50 is taken as the amount of funding provided per shirt. T-shirt funding is limited to a total of $750 per calendar year. Club shirt designs must satisfy all relevant requirements outlined in the UU Brand guidelines, particularly the mandatory inclusion of the Provided by UU endorsement logo. CAPITAL EXPENDITURE FUNDING Clubs and ocieties may receive up to $500 in Capital Expenditure funding per year. Faculty ocieties, Affiliated ite ocieties and College ocieties are eligible for up to $2,000 over a two year period. Capital Expenditure will only be funded if the Club can demonstrate that the item(s) will be stored on campus (preferably in UU stores or on-campus office) and will be available for the use and benefit of all Members of the ociety. Capital Expenditure applications need to be submitted to the C Office along with a completed detailed plan for the ownership, control, storage and security of the item. Applications may be submitted prior to purchase if a price quote is provided with the application in lieu of a receipt. Templates for this plan are downloadable from the Orion online portal or from the C Office. ACCOMMODATION ALLOWANCE FUNDING Accommodation Allowance may be used to subsidise Ordinary or Associate Member attendance at camps or other residential activities. Clubs and ocieties may apply for an Accommodation Allowance of up to $5 per ACCE card holder per day, up to a maximum of $1200 per year. The amount of funding per ACCE card attendee will be restricted by the difference charged between highest cost of ACCE card attendees and the lowest cost of non- ACCE card attendee. Accommodation Allowance Funding is limited to one application per calendar year and funding can only be used to subsidise the cost of the accommodation. Accommodation needs and usage will be considered when processing Funding. Clubs and ocieties may make up to one application for a Non-Major Event Funding per day of the camp or residential activity for which the Accommodation Allowance is provided. Costs other than those relating directly to accommodation will need to be subsidised using Event Funding forms. The total income and expenditure of such multi-day events may be spread across several funding applications. PECIAL PURPOE FUNDING This kind of funding is granted by the C Committee for Clubs and ocieties with extraordinary circumstances, which are unable to benefit from the C Program Funding system outlined above. Clubs and ocieties seeking this kind of funding are required to apply to the C Committee, who will decide to accept or reject the application, and to grant pecial Purpose Funding on terms negotiated between the Committee and the Club. The C Regulations guide contains further information about this type of funding. REVUE CLUB AND OCIETIE - 8 -

13 2014 C HANDBOOK The C Program currently has 11 Revue Clubs and ocieties within the UU C Program. Although these Revue Clubs and ocieties remain within the C Program for registration and administration, Revues follow a different funding model, and are calculated and processed by the Program Events Coordinator. For further details contact amantha Trodden, Program Events Coordinator by ing s.trodden@usu.edu.au or visiting the ACCE Office, Manning House, University of ydney. ROOM BOOKING BOOKING ROOM AND VENUE The UU offers a number of free rooms within the Union-operated Holme, Wentworth and Manning House buildings. These rooms can be booked by Executives of registered Clubs and ocieties for events and activities. These rooms can be booked online via the Orion Online Portal, under the Room Bookings tab. ee Appendix B for full details. Club and ociety Executives can book C rooms free of charge on weekdays for a maximum of 2 hours per day. Rooms booked outside of the normal building open hours may incur a staffing charge and must be booked 2 weeks in advance. These rooms do not come with any AV equipment but this can be hired, for a fee, from the UU Entertainment Office. Check the UU website for more details: HostCo Rooms HostCo is a department of the UU, catering towards corporate and formal events. peak with HostCo to book other UU venues and ask them about their formal catering options available for clubs at reasonable prices. ee Appendix B for full details. University Venue Office Rooms Campus Infrastructure and ervices (CI) is responsible for casual bookings of all University-owned venues. Clubs can book University classrooms and tutorial spaces free of charge between 1:00 pm and 2:00 pm Monday to Friday during emester. At all other times, clubs are charged a booking fee for use of these venues; please contact the University Venues Office for details of this. ee Appendix B for full more information on University Venues. MANNING AND HERMANN BAR If you want to entertain, why not consider using Hermann s Bar or Manning Bar? The UU feels very strongly that the provision of licensed spaces for club or society events is a particularly important service to UU Members. Bookings for these venues are handled by the UU Entertainment Office. ee Appendix C for full details. BARBEQUE HIRE The University Venues Office provides 8 stationary BBQs on campus. These BBQs are free to hire, but require a $50 refundable deposit. The BBQs are located at the Civil Engineering unken Lawns, Botany Lawns, quash Courts Rooftops, Union quare, Bosch Lawns, Cadigal Green, J.D. tewart and on Eastern Ave, outside the Chemistry building. ee Appendix D for full details. ADVERTIING ON THE UU WEBITE - 9 -

14 2014 C HANDBOOK The UU provides Clubs and ocieties with free website advertising for all events and meetings via the UU What s On section of the website. Once your event or meeting has been confirmed, simply submit the details via the Event ubmission link on the UU website, This is a great way to publicise your Club or ociety s events, and is a mandatory requirement for General Meetings and Annual General Meetings. ee the C Handbook for ecretaries and your Club or ociety s Constitution for further details. POLICIE ALCOHOL: POLICY AND GUIDELINE ON CONUMPTION Following are a patrons responsibilities while in a licensed premises: To at all times obey the law and conduct oneself in an orderly and appropriate manner To treat all staff with respect To respect the University environment and facilities, particularly when arriving and departing Not to arrive at premises intoxicated as they will be refused entry To accept refusal of service That if they are asked to leave a licensed premises they must immediately leave as required To abide by the accord provisions as displayed at the Licensed premises That under NW law there are penalties for licensees and patrons for inappropriate behaviour, underage drinking, not leaving when asked and being intoxicated on licensed premises. That there is a legal requirement upon licensed premises to enforce Responsible ervice of Alcohol Details of the University s alcohol policy can be found at: HARAMENT AND DICRIMINATION PREVENTION POLICY This policy details the rights of every student and employee to a harassment-free work and study environment, and the responsibilities of employees, students, external contractors, managers, supervisors and academic employees in ensuring a harassment-free environment. Details of the University s harassment prevention policy can be found at: ON-CAMPU TORAGE The UU may provide registered Clubs and ocieties access to limited storage space located within the Holme Building. The storage spaces are approximately 3 x 2 metres in size, and are intended for the storage and safekeeping of large quantities/sizeable property belonging to the Club. The spaces are subject to availability and Clubs who are granted access must adhere to the conditions outlined by the C Office. Applications for spaces must be taken to the C Committee for consideration and renewed annually. Please enquire at the C Office for more information. PRIVACY The UU and the C Office take the privacy of members, non-members and clubs very seriously. There are important privacy guidelines that Clubs and ocieties must follow when collecting and using personal details of members and non-members. The UU and the C Office also have obligations, under law, to protect all personal privacy. UU Policy: The UU will keep Club Membership Lists indefinitely for historical reasons

15 2014 C HANDBOOK The UU may use details contained within Membership Lists to contact members about Club or UU related matters. The UU will not pass out any personal details to any external organisations for any reason. The UU may pass on Membership Lists to the University only in the event of a ecurity ervice or police investigation. PONORHIP ON-CAMPU PROMOTION Clubs and ocieties are encouraged to seek all types of sponsorship opportunities. However, The University of ydney Union warns that certain unscrupulous parties may be eager to take advantage of Clubs and ocieties naiveté and goodwill. As such, Clubs and ocieties should be sure to obtain details of any agreements in writing. Clubs and ocieties do not have the authority to invite any parties on to University campuses for any purpose without prior written approval from UU. All requests should be directed to the C Office at least 7 days in advance of the proposed event. Clubs should not approach the University of ydney with these requests, as you will be redirected to the UU. Approved groups will be given UU ID tags for University ecurity Identification purposes. Failure to comply with this regulation may affect Clubs' Registration and/or Funding. Clubs and ocieties are required to abide by the University of ydney Advertising Policy when on campus. "The University has given the UU management of all on-campus third party sampling and promotional activity. This activity includes, but is not limited to, commercial bodies handing out free or subsidised products, charities collecting donations and companies promoting their wares or services. The third parties participating in this activity are required to work within strict guidelines that have been agreed to by the University and the UU. The third parties are charged a fee which goes directly to funding the student experience - including the C Program." ADVERTIING ON CAMPU Guidelines to control the use of banners, posters and advertising boards and the display of notices and acceptable graffiti are available via the following link. BULLYING AND HARRAMENT Every member of the University of ydney Union (including workers and students) has the right to work or study in an environment that is free from discrimination, and a right to be treated with dignity and respect, regardless of their background, beliefs or culture. Discrimination is against the law on the basis of: Gender Race Disability Marital tatus Pregnancy or Potential Pregnancy exual Preference and Transgender Age Family or Carers Responsibility ocial Origin Political Belief Religious Belief In accordance with the University of ydney s tudent Code of Conduct, all students must: Treat all employees, honorary appointees, consultants, contractors, volunteers any other members of the public and other students with respect, dignity, impartiality, courtesy and sensitivity;

16 2014 C HANDBOOK Ensure that they do not become involved in or encourage discrimination against or harassment or bullying of employees, honorary appointees, consultants, contractors, volunteers any other members of the public or other students. For more information visit: Harassment Harassment is unwelcomed or unreciprocated behaviour which makes a person feel intimidated, offended or belittled. Harassment can happen just once, or multiple times. If unwelcomed or unreciprocated, the following behaviours could be examples of harassment: Persistent verbal abuse or threats Persistent following (stalking) Persistently disrupting an individual s work, work space, equipment or interfering with their personal property. Other forms of harassment whether directed at a person or a group can include: Jokes, derogatory or dismissive comments Gestures that are insulting or belittling Circulating or displaying written or pictorial material that is offensive or belittling. Adapted from the Harassment Free Workplace Guide 1996 NW EEO in Public Employment and the Public Employment Office Bullying Bullying is repeated unreasonable behaviour that could reasonably be considered to be humiliating, intimidating, threatening or demeaning to a person, or group of persons, which creates a risk to health and safety. Bullying behaviour can be behaviour that intimidates, offends, degrades or humiliates. Bullying can be carried out verbally, physically or in writing. Examples include: Physical or verbal abuse Insults and constant criticism Malicious rumours and gossip Deliberate repeated exclusion from activities Behaviour or language that frightens you or makes you feel unsafe. Adapted from: WorkCover NW Bullying in the Workplace Act No. WC05895 Comcare Bullying at work - a guide for employees OH78 Reporting Bullying and Harassment Everyone can help prevent discrimination, bullying and harassment. If you see, read or hear bullying/harassing behaviour, report it immediately to a member of your Executive Team and/or the C Team. If any discrimination,

17 2014 C HANDBOOK bullying or harassment involves violence or the threat of violence, it is a criminal offence. Report it to a member of your Executive Team or the police immediately For further information, you can also contact the University of ydney Union s HR Department: andra Hardy, Director of Human Resources Level 5, Holme Building. cience Road, University of ydney. Ph: E; s.hardy@usu.edu.au CLUB AND OCIETIE ANNUAL AWARD The Annual UU Clubs and ocieties Awards Night recognises the outstanding contribution of Clubs and ocieties to the University of ydney Union community, and all club executives are invited to attend. The winning Club or ociety in each category will receive a prize in recognition of their hard work and dedication within the C Program. Awards will be announced and presented at the Clubs and ocieties Awards Night on Thursday the 23 th of October 2014 from 7:00 pm in Manning Bar. If you have any questions regarding nominations, the Awards or the Awards Night, please contact the C Office on or c.socs@usu.edu.au. ee the Orion Online Portal for details about how to nominate and the criteria. The 2014 Award Categories are: Dave Burnett Award for Most uccessful Club (>100 members) awarded by UUAFA Dave Burnett Award for Most uccessful Club (<100 members) awarded by UUAFA Best Executive Best Faculty or Affiliated ite ociety Best New Club Best Marketing Communications Best T-hirt Best Publication Best Website Best Poster Best Promotional Video Best Involvement in a UU Event Best Major Event Best Non-Major Event Best Joint Major Event Best Joint Non-Major Event

18 APPENDICE 2014 C HANDBOOK APPENDIX A: HOW TO CLAIM EVENT FUNDING Before The Event ubmit a Pre-Event Funding form through the Orion Online Portal: 1. Log in to Orion and click the link for Pre-Event Form. 2. Complete the approximate details of the event, including costs for attendees with discounted cost for ACCE attendees and approximate expected income and expenses for the event. The Orion Online Portal will automatically send you an confirmation that the Pre-Event form has been received. The Pre-Event forms progress can be viewed via Orion using the Funding tatus link. NB: Pre-event forms must be submitted at least TWO (2) business days before the event. For example, if your event is scheduled for a Thursday, the Pre-Event form is due no later than the Tuesday before, but if it is scheduled for a Tuesday, the Pre-Event form is due no later than the Friday before. At The Event Clubs and ocieties can apply for subsidies for ACCE card attendees at events. Clubs and ocieties must accurately record all attendee numbers and types of attendee using the categories below: Club or ociety Member + ACCE Card Holder (Will be subsidised) ACCE Card Holder + not a Club or ociety Member (Will be subsidised) Non-ACCE Non Club or ociety Member (Will not be subsidised) Due to Australian Income Tax laws, Clubs and ocieties are required to record all attendees to events where money is being charged. It is important to distinguish between Club or ociety Members and non-members for this reason. Money received from Club or ociety Members is not taxable income, whereas all money received from nonclub/society members (even if they are ACCE Card Holders) may be taxable. After The Event Within 10 business days of an event, Clubs and ocieties are required to submit a Post-Event Form in order to receive funding for the event. The Post Event Funding form is available from the Orion Online Portal or you can pick up a copy from the C Office. When submitting the completed Post-Event Funding form, Clubs and ocieties are required to attach a photocopy of all event expense receipts and an attendance list for the event. The Treasurer is required to keep original receipts as a part of the Club or ociety s financial year Audit. Once the Post-Event form has been received and processed by the C Office, an will be forwarded to the President, Treasurer and submitter, as confirmation of receipt, showing the funding calculations and processing details. In order to receive C Funding for Events, Clubs and ocieties must provide a discount for ACCE card attendees. It is the loss which the club incurs for every Access attendee which can be reimbursed by the C Program. Before various C Program Funding caps apply, Clubs and ocieties will be funded the subsidy offered to the ACCE card attendee, according to the formula on the following page

19 2014 C HANDBOOK Pre-cap Funding per ACH = Highest ACH Price - Lowest Non-ACH Price NON-MAJOR Cap Per ACH MAJOR (Max 4/yr) Cap Per ACH On-Campus $6 On-Campus $10 Off-Campus $4 Off-Campus $6 Funding is calculated on the number of ACCE card attendees up to the cap per ACCE card holder (ACH) listed in the table above. The amount of funding per ACCE card attendee will be restricted by the difference charged between highest cost for ACCE card attendees and the lowest cost for non-acce card attendees. This calculation is capped at the maximum values above according to the location of the event (see tables above). An On Campus event is an event that takes place entirely on one of the campuses of the University of ydney. An Off Campus event is one which takes place in any other location [7.e.i, C Regulations 2011]. Making A Profit On Events Clubs and ocieties are encouraged to organise events where a profit is made in order to fund future events for members. When applying for C Event Funding, there are restrictions on the total amount of funding Clubs and ocieties may receive from the C Program depending on the profit, being the events full income minus the events full expense. C Regulations 2011, 7.e.i., Funding for any Event funding application shall be reduced by the extent to which the: a) Total amount claimed is greater than 100% of expenditure; b) Total profit generated for an event after UU funding exceeds: i. 50% of UU funding, or ii. 50% of actual expenditure. This restriction is enforced by the C Funding system; if the event s profit exceeds the limit, your C Event Funding will be reduced until the above condition is met. You don t have to worry about working this out, the C Funding system does this automatically. Funding Caps The C Program funds all Registered Clubs and ocieties up to an annual funding cap of $4,000. This cap is calculated from the calendar year January December. All C Event Funding and C Other Funding contribute to a Club s annual Funding Cap. Funding Caps are not affected by other UU Grants. Clubs and ocieties may apply to C Committee to increase their limit to $6,000, and then further to $8,000. To be eligible a Club must firstly satisfy the following strict criteria: Have at least 150 current Ordinary Members on record; Have held Events or activities in the last twelve months at which at the attendance of at least 500 cumulative non-unique UU Members is recorded; Have made income of at least $750 in Membership in the last twelve months All applications will be reviewed by the C Committee and Board. Faculty Clubs and ocieties are not eligible for any increases to their funding limits, though they may receive additional direct annual funding of up to $4 per ACCE Card Holder enrolled in the respective Faculty. This funding will be paid semesterly based on compliance with any terms conditions set by the Committee. Where an ACCE Card Holder is enrolled in courses across multiple faculties, their funding shall be distributed between those faculties

20 2014 C HANDBOOK Event Funding Examples: Event Example 1: Event Example 2: Event Example 3: Club BBQ Performance Annual Cruise Category Non-Major Event Non-Major Event Major Event Location On-Campus On-Campus Off-Campus Price Categories Attendance ACH = $0.00 Non-ACH = $2.00 Club Member ACH = 55 Non-Member ACH = 25 Non-ACH = 10 ACH = $1.50 Concession = $6.00 Adult = $10.00 Club Member ACH = 18 Non-Member ACH = 2 Non-ACH = 25 Expenditure $ $ $10, Income $20.00 $ $9, Profit (incl. Funding) - $ $ $ Expected C Funding $ $80.00 $ Club Member ACH = $50.00 Non- Member ACH = $60.00 Other = $70.00 Club Member ACH = 110 Non-Member ACH = 20 Non-ACH = 40 Event Example 1: Total ACH attendance is = 80. Pre-cap Funding per ACH = Lowest Non-ACH Price Highest ACH Price = $ $0.00 = $2.00. This is below the Non-Major On-Campus Cap per ACH, so the cap does not apply. Funding per ACH remains at $2.00 Total ACH Funding = 80 ACH x $2.00 = $ Profit = Income Expenditure + ACH Funding = $ $ $ = - $20.00 Profit is less than the lesser of 50% of expenses or 50% of funding, so there is no reduction of funding. Funding is less than 100% of expenses, so there is no reduction of funding. Expected C Funding = $ Event Example 2: Total ACH attendance is = 20. Pre-cap Funding per ACH = Lowest Non-ACH Price Highest ACH Price = $ $1.50 = $4.50 This is above the Non-Major On-Campus Cap per ACH, so the cap DOE apply. Funding per ACH is capped at $4.00 Total ACH Funding = 20 ACH x $4.00 = $80.00 Profit = Income Expenditure + ACH Funding = $ $ $80.00 = $0.00 Profit is less than the lesser of 50% of expenses or 50% of funding, so there is no reduction of funding. Funding is less than 100% of expenses, so there is no reduction of funding. Expected C Funding = $ Event Example 3: Total ACH attendance is = 130. Pre-cap Funding per ACH = Lowest Non-ACH Price Highest ACH Price = $ $60.00 = $10.00 This is above the Major Off-Campus Cap per ACH, so the cap DOE apply. Funding per ACH is capped at $6.00 Total ACH Funding = 130 ACH x $6.00 = $ Profit = Income Expenditure + ACH Funding = $9, $10, $ = $ Profit is less than the lesser of 50% of expenses or 50% of funding, so there is no reduction of funding. Funding is less than 100% of expenses, so there is no reduction of funding. Expected C Funding = $

21 2014 C HANDBOOK APPENDIX B: BOOKING ROOM AND VENUE Booking UU C Rooms The UU offers a number of free rooms within the Union-operated Holme, Wentworth and Manning House buildings. These rooms can be booked by Executives of registered Clubs and ocieties for events and activities. These rooms can be booked online via the Orion Online Portal, under the Room Bookings tab. Club and ociety Executives can book C rooms free of charge on weekdays for a maximum of 2 hours per day. Rooms booked outside of the normal building open hours may incur a staffing charge and must be booked 2 weeks in advance to allow staffing arrangements to be made. These rooms do not come with any AV equipment but this can be hired for a cost from the UU Entertainment Office. Check the UU website for more details: Holme Building Room Capacity During emester: 8.30am to 10.30pm Reading Room 70 people Outside emester: 8.30am to 7.00pm Common Room 60 people Holme Meeting Room 20 people tudio B* Manning House Room Capacity During emester: 8.00am to 9.30pm Isabel Fidler 30 people Outside emester: 8.00am to 6.30pm Loggia 10 people Barnard Eldershaw 8 people Manning Meeting Room 20 people *Available for selected clubs only. Rooms must be returned to their original clean and tidy condition with all furniture returned to its original position at conclusion of the booking. Please refer to the charts attached to the walls of C rooms for information regarding the arrangement of furniture. Clubs and ocieties will be held responsible for any damages and/or cleaning required and will be charged accordingly. Booking HostCo Rooms HostCo is a department of the UU, catering towards corporate and formal events. HostCo are able to book specific UU venues and offer a formal catered event for clubs at reasonable prices. Holme Refectory, McCallum/Cullen Rooms, Holme/utherland Rooms and the Veterinary Conference Centre can all be booked via HostCo. Please contact HostCo directly on Ph: for more information on venue charges and menus. Registered Clubs and ocieties receive up to 40% discount off the standard venue hire rate for these venues. Booking University Venues Rooms The University Venues Office is an office within Campus Infrastructure and ervices (CI), and is responsible for casual bookings of all University-owned venues. Clubs and ocieties are required to submit an online booking form via the University Venues website, Here you will be able to view venue availability, descriptions of locations and