• 2020 Club Mega Challenge (Apr 16)
• Clubs and Societies Commitee meeting (Apr 16)
• Club Vouchers - How to Submit (Apr 1)
• Online Workshops, Apps & Engagement Tools (Apr 1)
• Notice from Clubs Officer (Apr 1)
• Clubs in the Digital Space (Mar 26)
• Guild Promotional Opportunities (Dec 20)
• UseGet - Warnings & What to do next (Sep 13)
• UseGet - Breach (Sep 10)
We are excited to have the amazing Club Mega Challenge return for 2020 - an exclusive extravaganza to celebrate Guild-affiliated student clubs and societies by completing a series of special tasks and mini challenges!
Cash prizes up for grabs.
Find out how to participate and start claiming points HERE.
Please find the agenda for the Clubs & Societies Committee Meeting on the 16th April HERE. Please note that you will need to create a free Zoom account first, you can do this here if you do not already have an account. If using your mobile, please download the free app.
We’d like to hear about any issues, obstacles or successes you are faced with during the current physical distancing times so please prepare any questions you have and we’ll attempt to address them all.
Attend here: Feel free to join the meeting at 2pm (16th April) via clicking this link.
Sign-in: when you enter the meeting, please send message on the chat function with your first and last name so that we can register your attendance.
Microphone: As you enter the video conference, please mute your microphone to avoid interference. The app is sensitive to small noises (keyboard typing, new arrivals etc.). Please unmute your microphone if and when you wish to speak.
Questions & open discussion: We’ll have an open space for questions and comments, however if you don’t feel comfortable speaking in this environment, you can use the chat function and address myself or the Vice President of Activities (Bridge Truell) directly and we can raise the question on your behalf.
We’ll go over the above in the meeting also.
Due to the office closure, Club Vouchers can now submitted by mail OR in-person on campus at G-Mart during opening hours (8am - 2pm, Mon-Fri). More details on how and where to submit, see HERE. Please note however that G-Mart will be closed from 10th April - 19th April due to the University Easter shutdown, however mail will still be received.
Here you'll find a shared Trello board full of free workshops, training, tools and apps for online engagement. Please feel free to add programs to this board that work for you and add comments on the cards to share your experiences you've had using these programs. This has also been added to the Guild website HERE.
Whilst i'm currently unavailable to take office drop-ins, I'd like to mimic that and become available for "virtual drop-ins". Please feel free to chat over instant message on Skype while we're all working and studying from home. I'm still available via email on firstname.lastname@example.org & phone (9266 2927) as usual so do not feel inclined to use Skype.
I'll update my Skype status regularly to show if I am available for drop-ins. Add me HERE.
Please join us for our first Clubs & Societies Committee Meeting for 2020 via video call.
This forum will provide clubs with an opportunity to make reports/recommendations to the Guild and discuss the management and administration of clubs. It will allow two-way, constructive and evaluative feedback between Clubs and the Guild.
Who should attend? It is recommended that all clubs send at least one committee member to these meetings.
Our upcoming C & S Committee meeting will run on:
DATE: Thursday 16th April
TIME: 2pm – 2:40pm
LOCATION: Zoom conference call. If you do not have a zoom account, you can create a free account here and download the app to any device.
AGENDA: Clubs are provided with the opportunity to submit items for the agenda within this RSVP form. Agenda submissions close on the 13th April at 9am with the final agenda being circulated to all clubs shortly after. See here for copies of past meeting minutes. The Agenda currently consists of:
COVID-19 - We'd like to discuss the changes affecting clubs and create a space to air concerns, discuss challenges and share ideas.
Please note that binding motions cannot be passed within the C&S Committee meetings, however recommendations will be made to the Guild.
In light of restrictions for events and any social interactions, we are adapting to a more digital focused approach for engaging with students and providing value. This is a particularly important time to engage with your members and encourage connection. We’d like to work with you to promote your current initiatives OR see where we can assist you with member engagement. We hope this time serves as a great opportunity to get creative and learn new skills from these challenges as we adapt to a new format.
Below are a few offerings we have at this time, however, rest assured knowing that we are working on providing many more resources to assist with adapting to this digital only approach to member engagement for the foreseeable future. If you have any requests, please let us know via return email or on our Club Reps Facebook page – we’d like to create an ongoing discussion forum to share resources, tips and ideas between clubs and the Guild.
Please tag @curtinguild for a feature on any IG posts or stories to be featured.
2020 Club Membership Drive
Make a post answering the following questions (if possible):
Name of your club?
What's the best thing about your Guild club?
How has being part of a Guild club enhanced your Uni experience?
What would you say to students that have never joined a club before?
What are some of the digital initiatives you are running during this time?
Tips for this post:
Make a video so you can answer more questions without flooding your caption with loads of text. Details on how to create and edit your video & links to free software can be found HERE under “Film & Editing Workshop”.
General posts or IG stories are also welcome.
Please tag @curtinguild in every post, story slide AND within the picture and video itself so that we have sharing capabilities.
EVENTS & DIGITAL INITIATIVES
Please notify the Guild of any digital events or initiatives that require the following:
Some form of attendance/digital check in
Collaboration – The Guild Events team and Digital Engagement team may be able to provided assistance.
If you have an event/digital initiative planned OR would like to put forward an idea and would like assistance/advice or to collaborate, please complete the Clubs Online Proposal HERE. This form now replaces the Event Application Form & the Digital Promotion Application form.
GUILD WEBSITE - EVENTS LISTING
Any club committee member can self-add an event to your club's listing on the Guild website at any time. Your event will show on your club page AND on the Guild events page where we list all Guild related events and activities. If you are a club committee member and would like to add an event, you will need to have admin access to your club listing on the Guild website before you are able to do so. Please email us to request admin access and we will provide further instructions on how to add your event - its super easy and quick!! If you already have admin access and can't remember the process, contact us via return email or check out the website functionality guide (basically, login to the Guild website, search for your club and click administration).
We hope you’re making the best of this time and we’d like to support you as much as possible in order to stay active and keep your club alive until your next AGM.
Do you have an online sign-up option?
NO - Free Membership. We can set up a signup form on the Guild website for you. Get in touch.
NO - Paid Membership. We’ll recommend some sites for you to use soon, stay tuned or get in touch if you recommend a great one.
YES - Is it linked to your club listing on the Guild website?
NO - We can do this for you, get in touch.
YES - AWESOME!!
Due to the change in circumstances, perhaps consider making your membership free going forward? Discuss this with your committee to see if it is feasible.
CONTACT YOUR MEMBERS
Let your members know you’re still active.
Ask them what they’d be interested in seeing from your during this time
Get them involved
Create an online discussion forum
Hold regular clubs meetings via video conferencing. We’ll provide some links to some great apps ASAP, stay tuned.
Stay tuned for more updates and resources!
Notification 1, 12/03/2020 - Addressing club BBQ's
Notification 2, 13/03/2020 - Addressing large gatherings & cancellation of Clubs Carnival
Notification 3, 17/03/2020 - Addressing the cancellation of all events, meetings and face-to-face gathering of any kind.
O-Day stall applications – Applications close 31 Jan 2020. See here for stall tips.
2020 Club Registration Renewals – If you haven’t renewed for 2020 yet, get thinking about doing it asap. You’ll lose access to perks after 31st Dec 2019. But you have until 23rd March to renew. Keep in mind that if you don’t submit your renewal, you wont be able to book room, come to O Day or apply for grants etc. If there’s an issue, please let us know and we’ll see how we can help.
Marketing Scheduling Template - This updated spreadsheet is designed to help you with you own digital communication planning.
Club Vouchers - Two $5 Club Vouchers will be given out to each student when they collect their Guild membership sticker, and can be used by Curtin students to score a discount when joining your club. Vouchers will no longer be in the Guild Diary and YES, you heard us right, each student gets two vouchers again!! More details about how this works here.
Clubs & Societies Committee Meetings – Semester one dates have been set (24th March 4-5pm, 19th May 4-5pm). See here for more deets of what these are about.
Share Event Calendars – We’ve created three new event calendars to aid clubs, Guild and other Curtin departments with choosing event dates, assist to avoid any cross-over and encourage collaboration between areas. All google calendars are listed HERE and will cover the following:
Guild Events - Guild run events will be added to this over the year as they are planned.
Club Events - When clubs submit Event Applications, details will be added to this calendar. At this stage only Guild and other clubs will have access to this.
Other Curtin Events - We’ve shared this with Explore Curtin, Curtin Volunteers, Recruit Curtin, faculties and other areas around campus and hope to see them populate this over the year as they schedule events. Club HQ – Please not that Club HQ is not bookable due to office upgrades. We’ll provide updates as we receive them. This means that if you wish to book a space on campus, you’ll need to provide 2.5 weeks notice to book a room elsewhere on campus so try to plan ahead where possible.
Club HQ – Please not that Club HQ is not bookable due to office upgrades. We’ll provide updates as we receive them. This means that if you wish to book a space on campus, you’ll need to provide 2.5 weeks notice to book a room elsewhere on campus so try to plan ahead.
Club Induction – Save the date (13th Feb). We will provide essential basic training across a range of topics directly related to running your club at Curtin. Only Compulsory for NEW committee members and for those wanting a refresh.
Free Club Function Packs - We're in the middle of creating packs designed for small clubs, stay tuned for more deets.
Following on from our email earlier this week (see below thread), we have been in touch with Curtin’s Privacy team and the Cyber Security Operations team to discuss potential issues involving clubs and societies using useGET and a data breach. We ask that clubs respond quickly and take the appropriate action, such as:
Immediately cease using GET. Perhaps consider using a new ticketing program for event ticket sales.
Contact your members AND those who attended your events after purchasing tickets via this system immediately.
Notify them of this data breach to advise them about some sensitive information that exposed some of your member data (including but not limited to phone numbers, date of birth, names, emails, student numbers, and other sensitive financial information), that may also contain data from your club/society. If you have not used UseGet (formerly QNect) in the last 16 months, then this may not apply to you, but your data may still be present in the leak.If any of your member's data is present, pro-actively reach out to them to alert them to keep an eye out for any suspicious activity
Reach out to UseGet (https://useget.com) to get a full list of any leaks that they may be aware of (particularly any financial information)
Avoid clicking on any links from sources you do not recognise. For example, if any links are sent purporting to come from QPay, check that the domain name is from quicklypay.it and signed (usually identified by a green lock box on most browsers) OR hover your mouse over the name of the link without clicking it to view the full URL. Please note they should never ask for any passwords or financial information.
Please note that we do not know the extent of the data breach and we are unaware of what personal information has been exposed (contact numbers, credit card details etc) however it’s is best to be as transparent as possible with your members at this time and advise them regardless.
Email: 13/09/19 - Clubs Officer
As per an article on Reddit: https://www.reddit.com/r/unsw/comments/d0qzro/massive_50k_australian_student_data_breach/?utm_source=share&utm_medium=ios_app
It would appear that a third party that allows student clubs to manage themselves has not been protecting their data correctly.
Initial reports are showing University of Sydney is particularly impacted. Unfortunately there is no way for Curtin as an external agency to determine if any Curtin students are impacted.
The Cyber Security Operations team is asking student clubs who might have used this service to get in touch to determine if there are any measures that need to be taken around this breach. Please advise via return email?
Email: 10/09/19 - Clubs Officer