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CLUB RESOURCES

The information and resources below are arranged in an approximate chronological timeline of club activities over the course of an academic year. Many resources, templates, forms and contacts are provided to assist clubs in completing common tasks, and it is expected that many more will be added throughout the semester. Please note that this page is still under construction, and we recommend that you check back regularly for updates.

Club Email Bulletins

Important information is sent out weekly to all committee members who are registered on the contact list.  If you aren't receiving regular correspondence then chances are you're missing out on a lot of handy information.  Contact the Clubs and Culture Coordinator to be added to the contact list.

 

AGM Package for Affiliated Clubs - Semester 2

The AGM Package is an important submission for all clubs to be complete during Semester Two of each year. The necessary items to be submitted with the package includes; Minutes of the AGM, Contact Details for the New Committee, Summer Contacts, Club Description and List of Certificates of Appreciation.

2009 Due Date: Monday 5th October

Useful resource:

 

Club Committee Training

Every year MONSU Caulfield provides free training for club committee members.  This occurs in November, February and June/July each year.  For up to date information about upcoming training opportunities, check out the Training page of this website: MONSU Caulfield Club Training

 

CLUB MEETINGS

The first event your club is likely to hold is a meeting of committee members.  It is very important for your club to hold regular meetings to keep everyone informed of what is happening, to share the workload, and planning and preparing for future events.  Additionally, the secretary (or other nominated person) should keep a record of proceedings at meetings.  This record is known as meeting minutes, and an example is provided below:

Resources:

 

MONSU Caulfield Training Handbooks

ADMIN HANDBOOK

FINANCE

Understanding the MONSU Caulfield Finance system is a critical part of running your club.  Whilst this is a relatively simple process that will be explained during your club training session.

 

Useful resources:

 

 

O-FEST and Orientation

Orientation is your clubs best chance to promote your club to the student population and sign-up new members for the coming year.  Space will be made available on the common lawn for club stalls and you should contact the Activities Officer to book a space.  Also, games, giveaways and other incentives are often useful in promoting membership of your club, so it is important to think of this well in advance of O-Week.

O-Fest

For information about how to prepare for 2009, you can contact Joe Choy at: clubs@monsucaulfield.org.au 

Useful resources:

 

Membership Recruitment

There is certain information you need to record about each member you sign-up, so it is often useful to use a member sign-up form such as the one below.  Additionally, make sure your committee (and anyone else responsible for signing up new members) is fully aware of all the processes required, including the banking of any money collected with the MONSU Caulfield Service Desk at the end of each day.

Useful resources:

 

Rules and Guidelines

All MONSU Caulfield Affiliated clubs are incorporated associations, registered with Consumer Affairs Victoria.  The following are important documents that all club committee members should be familiar with.  A copy of your Rules of Association and the MONCU Caulfield Rules of Affiliation should be kept by your club secretary and taken to all committee meetings so it may be referred to.

Information for Incorporated Associations:

Information for MONSU Caulfield Affiliated Clubs:

 

Events

Party time!  Time to get organised and plan those terrific events.  Whether it is a small networking session or a HUGE party, MONSU Caulfield has heaps of resources to help you out. 

Important resources:

PLEASE NOTE THE NEW FUNCTION APPLICATION FORM

 

Monash University Room Bookings

MONSU Caulfield are able to book some lecture theatres and tutorial rooms with the approval of the Club's Mentor or the Club Coordinator. 

Please Note:

  • Allow enough time to tidy the room and move all furniture to it's original configuration. For example, if you want to have a meeting from 5pm to 6pm, you should book the room from 5pm to 6.30pm.  Security may come to lock the room and will ask you to leave at the exact time your booking ends.  You may be charged a fee for cleaning and moving desks/chairs if they are not left in their original locations.
  • No food or drink can be taken in tutorial rooms and lecture theatres
  • Please book AT LEAST 7 days in advance

You can download the form here: Venues Booking Form

 

Information on How to Manage and Organise Your Club

Want ideas on how to fulfil your role better?  Check out some of these documents for advice and insight into the requirements of your role.

Useful resources:

 

Sponsorship

The summer break is the perfect time to start negotiating sponsorship for your club.  The key is to demonstrate to potential sponsors mutual value, that is, what will the organization get in return for providing your club with money or goods (e.g. access to target market, promotional opportunities, product trials, etc)?  The process or arranging a sponsorship agreement can take a long time - so make agreements early enough to ensure you have time to organise the promotion of your sponsors at O-Week.

Useful resource:

 

Club's Executive Lounge

The Clubs Executive Lounge is an space provided by MONSU Caulfield for all clubs to assist them with the daily operations and administration.  The room is located level 2, S building, and is equipped with lockers, computers and telephones (keys, passwords and access codes are available from the clubs officer).

 

Annual Affiliation Kit - Semester 1

The first major submission requirement for you club is the Affiliation Kit.  This Kit is a document that provides MONSU Caulfield with all the relevant details of your club, such as contact details for your committee and total membership numbers.  Again, your club grant is contingent on this kit being submitted on time and in full, so you should make this a priority during the first few weeks of Semester One.

2009 Due Date: 31st of March

Useful resource:

2009 Caulfield Affiliation Kit