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Annual Club Renewal Form 2021

All clubs are required to renew annually with the Guild. This notifies us that your club intends to remain active in the coming year, informs us of any changes or updates you've made, and allows us to verify that all club affiliation requirements are still being met.

This renewal form is to be completed by returning clubs only - i.e. those who successfully registered with the Guild in 2020. If you are a new club seeking to register with the Guild for the first time in 2021, please complete THIS FORM instead.

To retain access to your club's entitlements for 2021, you must lodge your renewal form prior to December 31st. After this date, clubs who have not lodged their renewal form lose access to club privileges until their Renewal Form is received.

If no renewal is lodged by the end of the Semester One intake period, your club's registration will lapse altogether. This will see your club removed from all official club listings and unable to carry out further activities on campus or access Guild and University resources - with no opportunity to rectify this until the Semester Two Intake Period. 

Club renewals are only accepted within designated intake periods each semester, as follows:
  • Semester One 2021 Club Intake Period: 30 Nov 2020 – 26 Mar 2021
  • Semester Two 2021 Club Intake Period: 21 June 2021 - 20 August 2021

All club renewals are sent to the Guild Executive Committee for approval. You will be notified of the outcome of your application via email, to your provided club and office bearer email addresses. During the peak annual club renewal period (December through February), please note that the typical wait time to be notified of the outcome of your application is within 4 - 6 weeks of lodging your form. Outside of the peak period, renewals are typically processed within 3 weeks of lodgement.

BEFORE BEGINNING THE RENEWAL FORM:
  1. This process should take no more than 20 minutes to complete, provided you have read through these steps and have all necessary documents and details on hand before getting started.
  2. Once you start the form, your progress cannot be saved, so please make sure you have set aside enough time to complete it in one sitting.
  3. At least one member of your committee must have completed online food safety training prior to lodging this form. This training can be completed HERE. To obtain your certificate, you must select all modules when commencing the training. Please save your certificate of completion, and have it on hand and ready to attach before beginning the registration process.
  4. You must have filled out and signed a Club Credit Application Form prior to lodging this form. This can be downloaded HERE, and requires signatures from two of your club office bearers (preferably Club President and Club Treasurer). It should be saved as a PDF. This document is required just in case the Guild needs to invoice your club for any reason throughout the coming year (i.e.for payment of Guild-provided services).
  5. You will need your club bank account details, including account name, BSB, and account number. You will also need to provide the names of (at least) two signatories to the account, who must both be 2021 office bearers (not 2020 office bearers). 
  6. All office bearers and ordinary committee details must be inputted into THIS SPREADSHEET and returned within this form in CSV, XLS, or XLSX format only.
  7. All of your club's office bearers must sign the Club Office Bearers' Statement, available HERE.
  8. All affliliations and links (both informal and formal) with other organisations, persons, and groups must be disclosed to the Guild and details must be inputted into THIS SPREADSHEET returned within this form in CSV, XLS, or XLSX format only.
  9. FULL LIST OF REQUIRED RENEWAL DOCUMENTS:

The office bearers' statement contained within this renewal form also references the following: If you have any further queries regarding the registration process prior to completing this form, please contact the Clubs Officer via clubs@guild.curtin.edu.au.

If you are proposing a name change, please select your 2020-registered club name here, and then provide your proposed new name at the relevant question later in this form.

Reminder: all clubs must provide an email address in the name of the club as their primary public contact. This must be monitored at all times, as it will be published in all Guild and University forums as your club's official contact email, meaning it is where all general enquiries about your club will be sent.

To view the name and/or description you provided in 2020, simply search your club HERE. If you're not sure, please pick "yes", and you can provide this info again at the next question.

Membership price for Guild members must be at least 10% lower than the membership price for non-Guild members.

If membership is free, please write "free".

For example - Facebook, Snapchat, WeChat, Instagram, Twitter, etc.

Please review the Guild's current Default Club Constitution before answering this question. This can be found HERE. If you opt out of the default constitution, you must either:

a) be continuing to use your club's unchanged custom constitution as approved by the Guild in 2020, OR
b) be proposing a **new or amended** custom constitution for 2021 (to be attached at the next question).

All affiliations with other organisations, persons, and groups must be disclosed to the Guild, whether the link be formal or informal. Examples include, but are not limited to:

  • parent associations
  • religious advisors / pastors / imams / chaplains
  • churches, mosques, or other faith-based bodies
  • national or state-level governing bodies
  • professional associations
  • registered political parties or groups
  • branches at other universities
  • commercial sponsors / industry partners
  • Curtin Stadium (i.e. registered as a sports club)
  • Curtin School or Faculty Staff
  • charities
  • Curtin co-curricular programs or initiatives (i.e. JCLA, CV!)
  • corporate mentors

Bank account signatories must be 2021 club office bearers.

Outgoing office bearers must relinquish access to the club bank account by the end of their term, and must arrange for access to passed onto the appropriate incoming 2021 office bearers prior to lodging this renewal. The Club Treasurer must always be one of the signatories to the club bank account. All clubs require at least two signatories to their bank account, to ensure accountability and security.

Your AGM minutes must show, at a minimum:

Election of office bearers (and additional committee representatives where applicable).
Reports from President, Secretary, and Treasurer.
Attendance sheet.

We strongly recommend following the AGM guidelines and templates available via the Run Your Club section of our website, to ensure that all requirements have been met.

Note: If you have been registered for less than twelve months, you are not required to have held your first AGM yet. You may instead attach simple end-of-year committee meeting minutes, showing the committee agreeing on roles for 2021 (can be unchanged from initial registration), a brief overview of your first year as a club (so far), and your plans for 2021.

A sample financial statement and fill-able template can be accessed HERE

All office bearers and committee members for all Guild-registered Curtin clubs must be current Curtin students.

  • Committee details must be inputted into THIS SPREADSHEET. Please return here in any of the following file formats ONLY - CSV, XLS, XLSX. 
  • President, Vice President, Secretary and Treasurer roles are mandatory office bearer positions.
  • In addition to these minimum roles, some larger or more complex clubs may choose to create additional committee positions at their discretion. Please list ALL members of your committee (both office bearers and other committee members) in this spreadsheet.

The minimum number of Curtin student members required to be eligible to renew your club with the Guild in 2021 is as follows:

For clubs who have been registered with the Guild for less than twelve months:

  • minimum of 10 current Curtin student members.

For clubs who have been registered with the Guild for twelve months or longer:

  • minimum of 30 current Curtin student members. Membership records must include full name, student number, and email address for each ordinary member, as well as showing all associate members (alumni / staff / community members).

The Club Credit Application Form enables your club to be invoiced for bookings and services redeemed through Guild-operated outlets (i.e. Kirribilli catering orders, Tav function bookings, etc.) - as a back-up precaution. Submission of this form serves as legal acceptance of the Guild's invoicing terms and conditions, particularly verifying that you will pay any invoices issued in the club's name before the due date specified on the invoice. All fields must be completed. In "registered club address" please provide the residential address of the person who will take primary responsibility for the club's accounts (usually the Treasurer or President).

One office bearer from your club is required to undertake Mandatory Online Food Safety Training. Amidst other reasons, this is to ensure that club BBQs are conducted in compliance with food permit conditions set by the Town of Victoria Park. The training will take approximately 1.5 hours to complete, and must be done in a single session (i.e. you unfortunately can't save your progress and do it in multiple sittings).

To obtain your certificate, you must select all modules when commencing the training. Your certificate of completion must then be submitted here.

It is further recommended that any other club committee member who may be involved with cooking club BBQs (or other forms of food service) throughout the year, also undertake this training, as it ensures that individuals are compliant with all food safety standards wherever food service is involved at a club event.

Please note that the default answer to this question is no. 

You should only answer yes if your club is formally registered as an incorporated association with the Department of Commerce. Please note that incorporation is not typical of most student clubs and societies, however it may be appropriate for particularly large clubs and/or those with very high annual turnover (income and expenditure). ALL Guild-registered clubs require the written approval of the Curtin Student Guild prior to lodging an application to incorporate for the first time, so please discuss this with the Clubs Officer prior to taking any action.

Please note that the default answer to this question is no. However, clubs who sell goods, receive regular external sponsorship, or hire out their services may find an ABN helpful in assisting with these activities.

Collaborating and contributing to Guild events in this way is a great way to increase your club's exposure and profile on campus, often at large or high-impact events. On occasion, paid opportunities may also arise. Clubs contributing at Guild events will always be heavily acknowledged for their involvement (i.e. social media shout-outs, on-site signage, and other digital marketing avenues). The types of activities/skills we are interested in are incredibly wide-ranging, so please give us whatever you've got! Here are just a few examples to get you started:

  • Musical ability (i.e. singers, musicians, DJs, etc.)
  • Artistic / creative skills (i.e. painters, illustrators, face-painting, textile design, pottery, henna, etc.)
  • Unique equipment or gadgets (for demonstration and/or performance purposes)
  • Products made by your club to sell (i.e. comic books, poetry compilations, crafty items, etc.)
  • Performance skills (i.e. stand-up comedy, circus, live theatre, poetry slams, dance, etc.)

Download the Office Bearers' Statement 

Please include anything else important for the Guild to know about your club here. Example: changing your club name from the previous year.

Thank you for lodging your 2021 Club Renewal Form. You will be contacted via email by the Clubs Officer with the outcome of your application as soon as possible. During the peak annual club renewal period (December through February), please note that the typical wait time is 4 - 6 weeks. Outside of the peak period, renewals are typically processed within 3 weeks of lodgement. Your patience is appreciated.