Affiliation

1. Access/update your club's LTSU page

New clubs and societies

The Clubs and Societies Officer will have to create a new club page for you. Email the Clubs and Societies Officer. to get this process started.

Ongoing clubs and societies

If you haven't been given access to your club's page email the Clubs and Societies Officer. and ask them to give you access.

Take this opportunity to update your website for the new year. Update your descriptions! Change your pictures, approve any membes who joined over the break.

2. Download the Affiliation Documents

This sheet combines most of the steps below in a simple form.

Clubs Affiliation Form (Word format)for clubs of general, political, cultural or religious interest.

Academic Societies Affiliation Form (Word format) for societies aligned with La Trobe schools or departments.

Regional Club Affiliation Form (Word format) for Mildura, Shepparton and City Campus based clubs and societies.

(Optional Step) Download Affiliation Guide

This is a fact sheet to guide your affiliation process; you can tick off steps as you go.

Melbourne and  Regional clubs and societies.

3. Plan and Advertise the Club's AGM

Advertise your Annual General Meeting widely, including on your LTSU website as an event for one week in advance.

Your AGM should be held on campus, during semester to allow as many people as possible to attend.

Book the LTSU boardroom by emailing the Clubs Officer or call LTSU's Reception on 9479 2314.

Book a room in the library

Book a room on campus through Book La Trobe.

Email the Clubs Officer with the date and time of your AGM (clubsofficer@latrobe.edu.au).

4. Hold your AGM

You need at least 10 people to attend your AGM, 7 of whom must be La Trobe University students.

Elect committee members: President, Vice President, Secretary, Treasurer, Council Delegate. All of these positions must be filled by La Trobe students. You can also make any other roles you wish and these roles can be held by non-students.

You must elect a different person for the roles of President, Vice President, Secretary and Treasurer, but your council delegate person can have more than one role.

From 2016, at least one of these executive members must identify as a woman.

Nominate which Executive Committee members will be able to access your bank account. You need at least two people to be able to access the club's bank account, but you can have up to four. The LTSU reccomends electing four people.

Set your membership fees for the year (you don't have to have a membership fee).

5. Complete the Affiliation Form

Record what happens during your AGM (take minutes) on your Affiliation Form. Get all attendees to write down their names and student numbers as AGM attendees AND as members on your Affiliation Form.

This includes the Privacy Policy section, model constitution and membership list (you can either list members or add them to your LTSU club website as members for the current year.

6. LTSU Membership

The club's President, Vice President, Secretary, Treasurer and Council Delegate must have current LTSU membership.

Additional executive members that your club has created do NOT need LTSU membership.

You can buy your membership online at thethe LTSU's website or in person at the LTSU's reception at Lvl 2 Agora West.

If your club holds an AGM for the following year in the current year, the executive will not be able to become LTSU members until the next year's membership program has launched. It generally becomes available in January.

7. Endorsed Bank Statement

New clubs must start up a new bank account under their club name (we recommend Westpac on campus as the easiest to navigate for clubs).

Each club must get an Endorsed Bank Statement for the current year from their bank.

Please note, an Endorsed Bank Statement is **NOT** a screenshot or your bank balance.

Step by step instructions for this step are found here.

NOTE: please ensure to follow these steps exactly as we are very strict about this step due to audit requirements.

8. Submit your Affiliation Form

Either email the completed documents through to the Clubs Officer or submit in person via LTSU Reception, level 2, Upper Agora West (behind the student lounge).

Below are all of the different components that make up the Affiliation Documents. This means you won't need to print out a whole new set of documents if you need to change/correct something.

Inaugural (first) AGM minutes template - new club (Word format)

AGM and minutes template (Word format) (if you need this in addition to the one provided in step 3)

Privacy policy document (Word format) (if you need this in addition to the one provided in step 3)

Model Constitution (Word format) (if you need this in addition to the one provided in step 3)

Membership list (Word format) (if you need this in addition to the one provided in step 3)

New clubs and societies

Affiliate to LTSU at any time during the year. Complete the entire Affiliation process below (Note: your Annual General Meeting (AGM) should be held on campus during semester).

After your documentation is complete, you must wait for the next Clubs Council (held at least 4 times each semester) for your affiliation to be voted through and approved.

Clubs and societies affiliated in previous year ("re-affiliation")

In order to continue to receive support and funding each club must re-affiliate with LTSU at the start of every year. AGM's held on campus during semester (teaching weeks) after the 1st of October can be used to count towards re-affiliating next year (ie. you can finalise all of your affiliation documents after October 1 and then be ready to affiliate at the first Council of the New Year). Affilation from the previous year lasts until the first Clubs Council of the New Year)

You can apply for grants from the start of the New Year until the last day of November, bearing in mind that grants over $400 must be submitted before the last council of the year. Any expenses incurred over the summer holidays can be applied for once your club has re-affiliated.

For any queries contact the Clubs and Societies Officer on 9479 3752 or email them here.