There are procedures and policies you need to follow to ensure your club remains affiliated with RMIT.
Clubs must complete the following documents each year to retain their status as an RMIT Student Life affiliated club:
- Business Canvas: Your club business plan for the year.
- Succession Plan: Provide your clubs intentions, strategies and potential committee candidates for the following year and onwards.
- Access request: Complete this form for all club leaders who need access to your Club email account, the Student Life clubs management system, or any on-campus space.
- Executive contacts list: Provide your club contacts addresses and telephone numbers.
The due dates for these documents will be advised by email to all clubs well in advance of the due date.
Responsibilities of affiliation
All clubs have the responsibility to ensure the clubs requirements of affiliation with RMIT Student Life are adhered to.
The objective of an affiliated club is as follows:
- To promote the culture of Sport and Creativity at RMIT University, within the RMIT Community.
- To encourage the enjoyment and participation of all club members in social, competitive and recreational activities.
- To support and encourage the personal development of club members.
Clubs should also do the following:
- The club must ensure members are treated with appropriate levels of respect and customer service.
- Teams must compete under the RMIT club name in regular community-based competitions.
- The club should, where applicable be involved in assisting in the recruitment and/or selection of competitors for Nationals Division 1 and 2/Australian University Championship events.
Disaffiliating a club
The disaffiliation of a club will only be carried out when a club does not meet the membership requirements or in the case of a serious breach of RMIT Student Life policies or procedures.
Whether or not a club is meeting the requirements of RMIT Student Life can be determined by reviewing club submissions, feedback from members/RMIT Staff, attendance at compulsory events and training along with any evidence of fraud or inappropriate behaviour.
If found to be unsatisfactory, a review with the club executive committee will determine what actions need to be taken.
Actions that may lead to disaffiliation include:
- Non attendance at compulsory welcome days.
- Failure to submit yearly Business Model canvas.
- Three strikes policy for new members to get in contact with club to join.
- Failure to pay club accounts.
- Abuse of facilities or equipment.
- Fraudulent or illegal activities.
- Unable to meet club member or committee member minimum amounts.
Club disaffiliation is not a step taken lightly by RMIT Student Life but is sometimes a necessary step resulting of actions from a club, club executive and/or club members.
The disaffiliation process is outlined below:
- Inappropriate actions from club, club executive, club members are identified/reported.
- Clubs & Societies Program Coordinator writes to club to seek a please explain and provide a warning.
- Clubs & Societies Program Coordinator meets with club, works through events/issue and allows club a reasonable amount of time to rectify the situation. The Clubs & Societies Program Coordinator can assist to provide a suitable resolution.
- If the same event/issue occurs again, the Clubs & Societies Program Coordinator takes a recommendation to Student Participation Manager, RMIT Student Life.
- A decision will be provided in writing within 10 days.
- Disaffiliated clubs have the right to appeal if they can provide evidence of further training, change, new personnel to ensure the reasons for their disaffiliation do not occur again.
There is a three (3) month cooling off period between disaffiliation and the ability to appeal the decision. If clubs are found to have undertaken inappropriate actions which do not result in disaffiliation they may still face disciplinary action from RMIT Student Life which may lead to the following:
- Withholding of club support and future grants, or suspension of the club budget allocation.
- Other actions deemed appropriate by RMIT Student Life.
