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Frequently Asked Questions

What does COVID-19 mean for USASA Clubs?

As you are aware, UniSA is following public advice and introducing increasing measures to ensure the health and safety of our community. On Tuesday, March 16, after consultation with University Senior Management, the decision was made to suspend all face-to-face club activities until further notice. Along with this, there are changes to how USASA and the Clubs Team will be supporting you until we're back on Campus. There are updates below, regarding specific service areas for clubs.

Contacting the Clubs Team

The USASA team will be working from home until further notice. Despite this, it’s business as usual!

You can contact us at USASA.Clubs@unisa.edu.au, or on the USASA Club Executive Facebook Group. If you’d like to set up a meeting, we can set this up via Zoom or another preferred platform.

Club Banking
Banking will remain mostly the same, but as we cannot sight ID's we're not able to provide access to new executives at this time.

If you already have bank account access:
  • Email us a completed transaction form and supporting documentation
  • We will be accepting digital signatures at this time
  • Create the payment on NAB Connect
  • Our staff will approve your transaction as usual

Send us an email if you need any NAB Connect related tech support.

If you do not have access to your club bank account:
  • Email us a completed transaction form and supporting documentation
  • We will be accepting digital signatures at this time
  • We’ll set up the transactions on your behalf and send through a remit report once the transaction has been processed by our staff
Email us for a balance check at any time.

Annual General Meetings
Clubs are required to have their Annual General Meeting by April 30.

You are welcome to use whatever digital platform works best for your club. Popular options so far include Zoom and Discord.

If you expect a contentious election, let us know! We’re happy to provide a Returning Officer, let us know by emailing USASA.Clubs@unisa.edu.au.

Poster & Flyer Printing
While our staff are working from home, we don’t have access to the resources to continue this program. For this reason, we are suspending the poster printing service until further notice.

USASA Club Grants Program
Club Grants will be available through this time as normal. Think about how you will engage members digitally in the next few months:
  • Film a workshop, lesson or rehearsal
  • Online tools to keep your club stay connected
  • Run a competition for your members
  • Subsidise merch for members
We’re excited to see what you come up with! You might also like to start thinking about your events in the latter half of the year.

Email USASA.Clubs@unisa.edu.au with any questions or to arrange a grant meeting.

How do we run an AGM?

An Annual General Meeting (AGM) is a meeting held once a year that all members of a club are invited to attend. The purpose of an AGM is to give members a report on the club’s activities and finances for the previous year, to allow time for members to ask questions, and to elect members of your executive committee for the coming year.

Your club’s AGM should take place before the 30th of April each year.

Prior to your AGM, you must:
  • Provide a minimum of seven days' notice to all club members in writing, either via email or direct mail.
  • Provide a meeting agenda to all club members prior to the meeting. An agenda template can be found HERE.
  • Provide a minimum of seven days' notice to the Clubs Support staff via email – if you would like a USASA representative present for this meeting, please state this (this might not be possible if the meeting is held off-campus or outside of business hours).

At the AGM you must:
  • Collect an attendance list personally signed by all attendant members. This list must include each attendee’s name and must be signed by the member. You can find a template HERE.
  • Take minutes from this meeting which include details of each process. You can find a template HERE.
  • Office bearers (President, Secretary, and Treasurer) present yearly reports.
  • Call nominations for executive positions according to the club’s constitution.
  • Conduct voting as per the club’s constitution.

After the AGM you must:
  • Send a copy of the AGM minutesAGM Attendance and an updated version of the Executive Committee Contact List to the Clubs Team.
  • If the club voted upon changes to the clubs' Rules of Governance at the AGM, an updated version of the Rules of Governance must be provided for approval.
Until the Clubs Support staff receive a copy of your AGM minutes, the previous executive will be considered the current executive. Failing to hand in AGM minutes to the Clubs Support staff within 10 business days of the meeting may result in the disaffiliation and deactivation of the club.

Couldn't find what you were looking for? Email us at USASA.Clubs@unisa.edu.au


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