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Resource Guide

Welcome to UNE Life Clubs & Societies 2021.

Congratulations on finding your way to UNE Life’s Clubs and Societies department. If you have decided to give a year of your time to running a social club then not only you are in for one of the best years of your lives, you will also be adding something very special to UNE and helping us develop a Campus Culture that will endure for years to come. Much rebuilding to be done after the year that wasn’t and we are so excited to get things moving again both on and off-campus in 2021.

The Clubs and Societies department of any University is a direct reflection of the strength of its culture.  Club membership can delineate the experiences a student has at their time at University.  Years after graduation it will be the friends made in clubs and the fabulous times had at club events that endure long after in-class experiences have faded from memory. Clubs and Societies provide their members with socializing events, career networking opportunities, academic support groups and peer mentoring care.  They are the main place where energetic and enthusiastic students can seize the chance to take leadership positions, control budgets, plan and execute events and develop work-ready skills that will complement their academic pursuits to create outstanding and sought after graduates.  Most importantly they are a powerful remedy for students facing loneliness, isolation or homesickness.  As such, they contribute strongly to the retention of students in their courses and therefor are a valuable asset to the productivity of the University and to the overall education of society.

I hope your time in service to your fellow students is both satisfying and rewarding.

Have a dazzling year.

Meet Craig Pettifor, UNE Life’s Student Programs Officer

Craig moved from the Northern Territory to study a Bachelor of Bio-Medical Science at UNE in 2011.

“I instantly became obsessed with student life and experience”

He became a student leader, as the President at Wright Village in 2013 as well as joining the UNE Life team. You’ve probably run into him at some stage because, over his time here he has worked for Life, Functions, and Catering, at The Cafe, in The ‘Stro, and at many internal and external catering events.

He has worked alongside James Hudson, our Student Experience Manager, at several different events and activations like Welfare Wednesday, A&W BBQ lunches, the Student Meal Kit Pop Up – just to name a few, and, they’ve proven to be a good team. Engaging students and helping improve the student experience here on campus and further afield – which has led him to his new role as UNE Life’s Student Programs Officer, working alongside James at UNE Life HQ.

Craig is here to help UNE students with anything clubs and socs related -sporting or social. He can assist you with setting up the club or society or helping with the transition to new club members in roles like a president and treasurer, setting up, to grant funding applications, event or activation advice, constitution, governance, and general student experience enhancement activation ideas. He is hands-on, and loves to attend club events and meetings, so if you have anything planned shoot him an invite!

You can find Craig in the HQ office – the doors are always open so feel free to drop in at any time, call him on 02 6773 1271 or shoot him an email below and he will respond like lightning!

 

Email Craig

 

PS: Craig has a passion for all things nerdy, be it tabletop games, video games, or visual media – his interests are super varied, so we’re sure you find something you have in common with him.

Key Dates in 2021.

DATEEVENTLOCATION
March 1st Trimester One startsUNE
February 16thClubs & Societies + JCR & Collage Leaders Conference
February 26th - 28th Presidents Camp 2021
March 8thTri 1 C&S Grant Applications Close
June 4th Trimester One endsUNE
June 18thExams endUNE
June 28thTrimester Two startsUNE
July 3rd Tri 2 C&S Grant Applications Close
September 23rdClubbies Awards Night
September 24th C&S Audit Day- Books to be presented to Clubs Manager
September 24th Trimester Two endsUNE
November 30th Last date for AGM Information to Clubs Manager

Clubs & Soc’s plan for 2021.

  • Focus is creating the best extracurricular experience possible.
  • Invigorate the club scene at UNE.
  • The mission is to help students create a fantastic and vibrant Campus Culture.
  • Create ‘belonging’ communities.
  • Enable a club scene with vibrancy and an overarching ethos of Inclusivity.
  • Empower students to achieve this themselves through fantastic events.
  • Add value to being a club executive member.
  • Create Competition and excitement around being a club executive.
  • Increase the number of clubs at UNE.
  • Increase the number of executive “volunteers” working to create campus culture here at UNE through their club activities.

We all want to belong.

  • When someone arrives at a new place – New Town, School or University their first need is to find a sense of belonging.
  • The club’s program is one of the best places to create belonging communities at UNE.
  • Regular club events on campus can give students a reason to come to campus or come ‘up top’.
  • Belonging to a student club can also give online students a connection to UNE that they are lacking.
  • Belonging to a club increases retention rates- clubs keep students at University.

Contacts you'll find handy.

UNE Life Staff.

unelife.com.au | Our Brands

Ben Bible | General Manager, Student Experience & Communications

Alahna Fiveash | Brand Strategy & Marketing Manager

Scott Leven & Emmaline Gallagher | UNE Life Functions & Catering Team

Haisam Jamal | UNE Life Safety & Security Manager

Other handy UNE Staff to know.

Alexandra Cook |Events and Community Engagement Officer at UNE International

Rochelle Slade | Campus Service Coordinator at Facilities Management Services

Julia Perryman | Career Counselling Co-ordinator

Amy O’Toole | Chief of Staff- Vice Chancellor’s Unit

Rachael Kliendienst | Manager Access and Inclusion

Lisa Rice | Manager, Student Scholarships

Businesses to know in Armidale.

Armidale Bowls Club

Armidale ExServies

Powerhouse Hotel

The Royal Hotel

  • Website: here
  • Phone: 02 6772 1444

Armidale Regional Council Function Rooms.

Armidale Town Hall

Community Halls- Puddleduck Hall, Dangarsleigh Hall, Hillgrove Hall

Armidale Golf Club

Saumarez Homestead

Armidale Showground

Club Governance and Executive Duties.

  • Good governance supports growth and development
  • Good governance reduces the risks.
  • A well-run club is attractive to new members
  • Funding agencies, potential sponsors and government look favourably to well-managed Clubs or Societies

A club is fairly free to run itself according to its own ideas, however, it must be accountable to its membership and to UNE in certain areas. A good example of this is club finances. Club money must be dealt with in an honest and accountable fashion and club books must be presented for inspection annually. University guidelines on alcohol use and discrimination must be adhered to and directions from the Clubs and Student Experience Manager or from UNE Security personnel must be abided by at all times.

Clubs are expected to fulfil basic requirements.

  1. The most basic, yet important, duty is staying in contact with the Clubs and Student Experience Manager – collecting your mail, reading emails, asking questions. If you change your contact details, please let us know straight away. Pop into the Clubs Room regularly and have a chat with us about your club. We are always keen to hear how your club is going (and score an invite to your events)!
  2. Clubs as affiliate bodies must continue to be ambassadors for UNE.
  3. Incorporating UNE branding into all your advertising and merchandise is a requirement of affiliation.

DUTIES OF A UNE LIFE CLUB PRESIDENT.

  • Acting as the spokesperson for the club.
  • Calling and chairing meetings, checking that matters of importance are brought before the membership and that a friendly and civilized approach is maintained at all times, by all parties.
  • Ensuring executive resolutions are properly resourced and actioned.
  • Ensuring that communication with club members is carried out and that club audits and Annual General Meetings take place in the specified time.
  • Maintaining a close working relationship with the Clubs and Student Experience Manager.
  • The president is also personally liable for any publications produced by the club.

DUTIES OF A UNE LIFE CLUB SECRETARY.

  • Creating contact lists of members.
  • Administering all Club social media sites, email lists and the Club’s UNE ONE page.
  • Arranging venues, compiling agendas and taking minutes of all club meetings.
  • Bringing important correspondence to the attention of club members.
  • Submitting minutes from the Annual General Meeting to the Clubs and Student Experience Manager. These minutes provide testimony that your club is behaving in accordance with its constitution with respect to electing new office bearers etc.
  • Forwarding all details (name, address, telephone number) of the new executive and any alterations to the Club Constitution to the Clubs and Student Experience Manager as soon as possible.

DUTIES OF A UNE LIFE CLUB TREASURER.

  • Keeping the club informed of its financial position.
  • Ensuring that all payments made are legitimate and have been authorised by the club management committee.
  • Preparing budgets for income and projected spending.
  • Keeping a current list of all financial members.
  • Presenting a financial report at the Annual General Meeting.
  • Preparing a financial statement of all major transactions for the annual audit.
  • Attending all Treasurer training sessions run by UNE Life

Treasurer Tips.

Follow this advice and you will have an easy year and successfully pass your club Audit.

1.  Income -Collecting Club money.

Manage your club’s income with style, grace and integrity- It’s not your money

2. Write receipts out for all monies received.

    • Except deposits sent directly to your Bank account.

3. Deposit all cash collected directly into the club bank account the day you receive it.

    • Do not use unbanked money to pay for things

4. Record your income in your excel sheet.

5. Expenses -Spending Club money.

Only spend club money if it is approved by your executive

6. Make all payments by Bank Transfer.

7. Get a receipt for every spend

8. Stick your receipts in a scrapbook or upload them to your excel spreadsheet.

9. Record your spending in your excel sheet

close up of excel spread sheet

Clubs and Societies Grants 2021. Are now closed.

When and how.

There will be Two Grant rounds in 2021.

Grant One – Trimester 1 Events

  1. For Events held from March 12th to June 30th
  2. Application forms in by March 9th

Grant Two – Trimester 2 Events

  1. For Events held from July 6th to November 30th
  2. Application forms in by July 3rd

What type of events are we looking to fund?

  • Events that create Campus culture and a Vibe on Campus.
    • College and Club events on Campus
  • Events that add to your executive or members professional development
    • GAMSAT Sessions, Writing Workshops, Social Media Training, Leadership Training, Peer Mentoring Strategies
  • Events that enhance your member’s career prospects
    • Career Nights, Employer visits
  • We will be looking to fund events with the greatest benefit to the most students.
  • Events that cater to the Online cohort
    • Hold events in areas of enrolment (Sydney, Melbourne, Brisbane)
    • Events during Residential Schools
    • Will put aside at least a $20,000 pool for these events
  • SAFF is student money and should be spent on students
    • A focus to limit recycling SSAF to Charities.
    • Charity is very important! As we grow campus culture and student capacity better opportunities and fundraising options will appear
    • We want to build student capacity so providing volunteering opportunities or creating serious fundraising activities is definitely supported
  • Community Connection
    • Clubs facilitating Volunteering opportunities
    • Fundraising and Social Justice prospects
  • We are particularly keen to see clubs doing regular weekly events on Campus
    • g. Games society night

Commonwealth SSAF guidelines stipulate that revenue from the Student Services and Amenities Fee may only be spent on certain types of services or activities. These allowable expenditure items fall into the following 19 categories:

Please note: Bold Categories are the most appropriate to UNE Life Club Event Funding

  1. a) Providing food or drink to students on a campus of the higher education provider;
  2. b) Supporting a sporting or other recreational activity by students;
  3. c) Supporting the administration of a club most of whose members are students;
  4. d) Caring for children of students;
  5. e) Providing legal services to students;
  6. f) Promoting the health or welfare of students;
  7. g) Helping students secure accommodation;
  8. h) Helping students obtain employment or advice on careers;
  9. i) Helping students with their financial affairs;
  10. j) Helping students obtain insurance against personal accidents;
  11. k) Supporting debating by students;
  12. l) Providing libraries and reading rooms (other than those provided for academic purposes) for students;
  13. m) Supporting an artistic activity by students;
  14. n) Supporting the production and dissemination to students of media whose content is provided by students;
  15. o) Helping students develop skills for study, by means other than undertaking courses of study in which they are enrolled;
  16. p) Advising on matters arising under the higher education provider’s rules (however described);
  17. q) Advocating students’ interests in matters arising under the higher education provider’s rules (however described);
  18. r) Giving students information to help them in their orientation; and
  19. s) Helping meet the specific needs of overseas students relating to their welfare, accommodation and employment.

Grants will come in one of three options;

number 1 in a black circle

Option One – Direct deposit into your club account.

    1. We will deposit the cash to your account a few weeks before the event is due to happen
    2. An acquittal will be required to be submitted to Clubs & Societies within 2 weeks of the event.
    3. Any future funding will be on hold if the acquittal is not forthcoming in time

number 2 in a black circle

Option Two – Money will be paid directly to your creditor.

    1. For this option, you need to supply Clubs & Societies Manager with an Invoice from the Supplier/ Venue, etc. for UNE Life to pay directly
    2. NO AQUITTALL will be needed and as such much less paperwork is required.

number 3 in a black circle

Option Three – Grants to be used at UNE / UNE Life / SportUNE Facilities

    1. For this option, UNE Life will sort out all payments for you directly
    2. NO AQUITTALL will be needed and as such much less paperwork required.

Clubs are for online and on-campus students!

Did you your club can be run completely online?

C&S Grant Application

Event Planning 101.

Figure out your goals and timeline for the events.

  1. What are you trying to achieve?
  2. Why do you want to host this event?
  3. Is this the right sort of event for your club?
  4. What is the best date for this event?
  5. Are their conflicting events that will impact your event?
  6. How many people do you hope to have attend?

Establish your budget.

  1. Work out what this whole thing will cost?
  2. How will this event be paid for?
  3. Is it user pays?
  4. What will the ticket cost be?
  5. Do you expect UNE Life grants to help?
  6. Can you get support from other sources- Faculty, Sponsors etc.?

Find your Venue.

  1. Inside or Outside?
  2. What size venue is needed?
  3. Wil they allow outside catering or must they cater?
  4. Do they have a liquor license already or must you get a community permit?
  5. Does the venue have the AV requirement applicable to your event?
  6. What security will be required for this venue?
  7. Are their suitable amenities- toilets etc.?
  8. Is the venue ability accessible?
  9. What are the transportations considerations of this venue?
  10. What decorating considerations are there?

Find your Event Partners and Vendors.

  1. Would this event work better in conjunction with another club?
  2. Do you need catering- Is so who?
  3. Will you need external security?
  4. Will you need bar staff?
  5. Does the event need entertainment- Band, DJ, Guest Speakers?

What is your ticketing strategy?

  1. Are you set up for UNIONE for online ticketing?
  2. Will you set up physical sales stalls?
  3. Are their different ticket prices for different categories etc.?
  4. What does the ticket include?
  5. Will you issue refunds- under what circumstances?

Build your marketing campaign.

  1. What is the event theme?
  2. Who are you targeting/
  3. Are non-members being targeted?
  4. What are your best advertising options?
  5. Have you planned a social media campaign?

Keeping your attendees safe.

  1. Will you need to do a risk assessment plan?
  2. Does UNE Security need to be informed
  3. Will there need to be a plan for after event care of patrons
  4. Will you require after event buses, sober officers etc.?

Membership & ticketing – UniOne.

UniOne is UNE Life’s club management system and should be used to handle your membership (paid and unpaid) any data collection you might be looking for like surveys and expression of interests, polls, etc. and most importantly, can handle all your online transactions, at no cost to you.

UniOne works a bit like Lego. It consists of individual modules, that when plugged together, give a pretty good overall clubs system. This does make it complex at times, however, and so we’re always willing and able to work through and troubleshoot problems you might experience, or the best way to achieve something within UniOne (often there are different ways to do different things – different ticket options and prices for example).

We’re outlined some of the functionality of UniOne that we think will help Club Execs, below:

Clubs System and Forms.

  • Allows you as Club Execs to create, add and edit information about your club
  • Link to your club’s external website, plus Facebook, Twitter and Instagram
  • Detailed member management, split into pending, current and retired memberships, as well as membership groups with infinite granularity and individual expiry dates (e.g. “2019 membership”, “2020 Membership, “Camp Trip Group”, etc.)
  • Assign purchase requirements to club groups (e.g. the user must purchase a membership or product before they can join a group)
  • User self-management to take the work away from you as Club Execs, including contact details and membership requests
  • Detailed communications with your members via the UniOne system (or simple membership email export for emailing through your preferred client)
  • Notifications of new membership requests to yourselves as Club Execs
  • Generate real-time reports on membership levels, event attendance
  • The ability to create conditional logic forms for collecting info – with a flexible range of question types, including multiple choice, agreement scales and full text answers and file uploads and mandatory and optional questions
  • No chance of reporting incorrect membership details because it’s all handled for you.

Online Store & Payments.

  • An online store enabling you to sell merchandise, memberships and tickets
  • Detailed item display and editing, including product images and automatic item expiry (e.g. for event tickets)
  • End-to-end transaction tracking and recording, including order entry, payment (and shipping if applicable)
  • Export product customers to a spreadsheet so that you can work outside the system
  • Restrict the sale of items based on club memberships and/or purchase history (e.g. a user may only purchase Product A if they have purchased Product B, such as exclusive club member deals)
  • Include style options such as size, colour, type or any other criteria you choose AND
  • Full inventory management (you have club hoodies for sale and have 50 Large, 40 Medium, and 30 Small – the system will track inventory for you so you don’t over or undersell)
  • Automatic ticket generator for printing and attendance and barcode scanning capability (for large events)
  • Detailed item and customer histories
  • Communicate with customers of a particular product via email directly from UniOne
  • It’s completely free and UNE Life will transfer your money in full, after the end of each month.

Getting started is very simple, and there are explanatory notes and instructional videos available online 24/7.

Clubs Events and Risk Management.

UNE Life acknowledges that there are Inherent safety risks involved in events run solely by students for their members.  As the entity responsible for the administration and provision of Governance training to the UNE Clubs Program as well as the UNE College JCR program, UNE Life sees the importance or providing Risk Assessment training to these leaders in order to ensure that all UNE students attending club run events are given best practice safety outcomes.

This training teaches the executive how to Identify of the sort of Hazards that are to be found at club or college events that they are likely to run as well as giving them the skills to perceive the risk that these hazards will present to their attending members. The training program then teaches students how to either eliminate these hazards or adequately control the risks they present.  It also covers the Event and risk paperwork required by UNE security in order for an event to be approved.

We are available as a WHS consultant to all the club event planners and will work through the required Risk Assessments with the student conducting the Club run event.

It is desirable that a level of capacity in Risk Assessment be developed in student leaders of the UNE Clubs and JCR program that they will take with them into the world upon graduation from UNE and serve them and those they work with in providing a safer community.

All Club executive must make sure they are confident in assessing the risks that Hazards pose to the people attending their events.  A risk assessment form is required by UNE Security before major events can proceed on campus.

Booking Rooms & Facilities.

Club Rooms

UNE Life provides 2 rooms for use by our Affiliated Clubs and Societies.

Can be divided into two rooms for Exec meetings, workshops or casual catch-ups Or left as one room for seminars, conferences or AGMS.

We want this to be your club space on campus!

Email UNE Life to book

UNE Lecture Rooms

Clubs are able to book University rooms for their events free of charge.

Rooms can be booked online using your student login credentials.

 

Book here

Sporting Facilities at UNE

SportUNE operates 15 hectares of playing fields, which incorporates:

  •  Bellevue Oval and Grandstand
  • 4 Rugby Union/League Fields
  • 5 Soccer Fields
  • Bellevue Cricket Grounds
  • Consett Davis Playing fields and amenities block
  • 2 Plexipave Netball Courts
  • 1 AFL Ground
  • Brian Seppelt Playing Field (touch football and softball)
  • BBQ and Picnic Facilities
  • 1 Sand and 1 Wet-dressed synthetic hockey fields, administered and managed by Hockey New England.

As SportUNE is an internal business to UNE Life you can choose to use your club grants allocation for these facilities under option 3.

Email Craig to book

SportUNE Club Facility Prices

FACILITYNOTESCLUB RATE
Racket hiresquash only$5
Badminton Court
1hr$7.50
Squash Court
1hr$11.00
Tennis Court1hr$7.50
Table Tennis1hr$6.00
Hoopsper person, 1hr$5.00
Campbell Hall

1/2 court, 1hr$29.00
Campbell Hall
full court, 1hr$56.00
Campbell Hall
day booking$214.00
Outdoor Netball
1hr$25.50
New Hall
1/2 court, 1hr$26.00
New Hall
full court, 1hr$36.00
New Hall day booking$437.00
Climbing Wall

day booking$115.00
Wall Entry Mon & Tues Nights$8 Non member
$6 SportUNE member
Club Room1hr(1 FREE meeting per club/per year)
$17.50
Worsell Room1hr$27.50
Board Room1hr$17.50
Studio 1 or 21hr$32.50
Consett Davis Field1hr$27.50
Consett Davis Field Night 1hr$32.50
Consett Davis Field
day booking$166
Consett Davis Cricket
1hr$37.50
Consett Davis Cricket1/2 day booking$80.00
Consett Davis Cricketday booking$160.00
Bellevue AFL
1hr$32.50
Bellevue AFL
day booking$140.00
Bellevue Cricket full day
Bellevue Field & Grandstand		day booking$225.00
Bellevue Field & Grandstandday booking$770.00

Social Media Tips.

We want to help you connect with the right people at the right time, using “social media, best practice”.

These tips will give you a new sense of confidence and a little plan to activate your new learnings which will enhance your content creation reach and engagement!

TIP: Email us, a week or two in advance with your set up events and he will assist further reach with the UNE Life’s Social media teams.

 

Learn the skills

Club Photographers.

We have set up a stable of Student Photographers! Yas!

The idea is that UNE life will provide clubs with Free photographers at all major events – which is great for all of us!

  • Photos will be posted in Albums on the UNE Life Clubs and Societies Facebook Page
  • Album will also be given to the club
  • These photos/albums will drive traffic to the club’s pages and also create a sense of happening on Campus.
  • UNE staff and SAFF committee will be able to see the results of funding and hopefully increase it.
  • Photographers will be available for up to 3 hours per event.
  • To book a photographer please contact Craig – be sure to include dates, venue and any other information about your event!

Email Craig

Catering at your events.

Clubs are encouraged to hold Member BBQs in the Top Courtyard.

BBQs and Stall Bookings.

As such the UNE Clubs Department maintains a Clubs BBQ along with Marquees, Eskies, BBQ, Tables, Tools and Fire Safety Equipment for clubs to use.

Clubs are also encouraged to host Info/ Membership Drive/ Ticketing Stalls in the Top Courtyard or the Ingrid Moses Courtyard. UNE Life will provide marquees and Tables for these stalls as well as post on all our social media channels.

Remember: To set up a Facebook event for this with all the information and add UNE Life as a co-host to the event!

UNE Life Catering.

UNE Life has its own catering department – UNE Life, Functions & Catering (they run basically all the hospitality on campus here in Armidale). As such we are uniquely placed to provide clubs with a range of catering choices at their on-campus events.

Remember: Clubs can use Grant Money to order UNE Life Catered Food for their Meetings.

Book a BBQ with Craig

Check out catering options

Book catering with L,F,C.

What are you waiting for, let the fun stuff begin!