Frequently Asked Questions

What is the Transition Board?

The Transition Board is made up of three student directors appointed by USASA, three student directors appointed by YouX, two university directors representing the University of South Australia and the University of Adelaide, and two external directors. 

The term of the Transition Board term ends on 31 May 2026 and the first elected Board will start on 1 June 2026. Elections will be held from March-April 2026. 
 
Where can I find AUSA’s Constitution? 

If you are interested in learning more about AUSA, the constitution is publicly available here. 

What are transitional registrations? 

Transitional registration is a temporary status that will be assigned to all existing USASA & YouX clubs from 1 January until 30 June 2026. During this period, clubs will be able to continue operations as they work towards meeting AUSA’s registration requirements. 

Does this apply to provisional clubs? 

Yes, Transitional Registration applies to all clubs. 

Do clubs need to pause operations until they register with AUSA, or can they keep running as usual? 

Unless the University advises otherwise, you can keep running as usual prior to the release of the ongoing Registration Framework. From January 2026, there will be an expectation that you are working towards upgrading your registration or merging your club.   

Can we register our club with AUSA before 30 June 2026? 

Once the ongoing Registration Framework has been approved by the AUSA Transition Board, registrations will open in January 2026. Clubs who meet the requirements will then be able to upgrade their registration. If your club doesn’t upgrade its registration by 30 June 2026, it will no longer be deemed an AUSA Club and will lose the status and privileges that this entails. 

Will we need to hold an AGM/SGM before the 30 June 2026? 

It’s likely clubs will be required to hold either an AGM or SGM as part of meeting the AUSA Registration requirements. We will be able to share more information once the AUSA Registration framework has been confirmed. 

Will we need to re-elect our executive committee? 

Your current executive committee will retain their positions until they upgrade their registration. Clubs will be required to elect a new executive committee upon upgrading to an AUSA club. 

Will similar Clubs be required to merge? 

Existing Clubs that are assessed to be too similar, or as having the same purpose, will be required to merge as part of registering with AUSA 

How will we know if there is a similar club that we may need to merge with?  

Clubs will be contacted by AUSA Clubs staff upon the release of the framework. Clubs who disagree with this assessment will have an opportunity to voice how they believe their club is unique and make a case to remain separate.  

How long will clubs have to merge? 

Clubs will have until the 30 June 2026 to merge and register the new club with AUSA. 

What if we’ve already agreed to merge with our counterpart, can we start operating under our new name? 

Your Transitional Registration will not transfer over to the merged club and will need to register the new club with AUSA under its registration requirements. 

How is this Registration Framework being developed? 

We are working with an external group called CPR Group to develop a framework that combines best practice with the existing USASA and YouX registration frameworks. 

Will there be a Town Hall Meeting to discuss the AUSA registration Framework? 

Yes, we will be hosting another Town Hall Meeting in January 2026. 

What changes will there be to club constitutions and structures? 

Clubs will need to update their constitutions to align with the new AUSA registration guidelines. More details will be provided once the new templates and requirements are finalised. 

Will clubs be able to keep their own bank accounts? 

 This is still under review. Updates will be shared once the registration framework has been approved by the Transition Board. 

What will happen to existing club funds? 

Any existing funds will remain the property of the club during the transition.  

What email system will clubs use after the merger? 

This is still under review.  However, we are currently working with the University to provide a single, consistent email address and platform for each club to use. 

What membership system will clubs use, and how will it work? 

This is going to be integrated with the AUSA website, further details will be shared once the AUSA website goes fully live. 

What will the rules be for non-student members? 

This is currently being reviewed as part of the Registration Framework development.

Will the grants process be changed at AUSA? 

There will be a new Grants program designed to meet the needs of AUSA and its members. 

Will current club lockers move? 

There are no current plans to move club lockers. 

Is there an opportunity for Clubs to get their own dedicated office space as part of the merge? 

Unfortunately, this is out of scope for the transition project. 

Will there be access to University facilities and spaces for events/hire? 

We anticipate that there will be no changes to the current arrangement, but we are discussing this with the University and will update you in due course.  

Is there a new website for AUSA yet? 

This is under development and is expected to launch in December.  

Where will AUSA's main office be? 

AUSA’s main offices will be based across the North Terrace Campuses. 

Yes, students registered on the site can change their first name on the site by clicking the ‘user’ button on the top right corner, and selecting ‘account’, and then entering their preferred name.

The 'Meet Us' section will automatically display anyone who has admin access to your club page. If you'd like to update the information about you, you can click the profile icon on the top right corner of the site and select 'profile' from the dropdown menu. From there you can edit your info.

If you’re looking to access the sales history, click on the settings cog on the top right corner of the site, and the select ‘[Club name] admin tools’ from the dropdown menu Select ‘sales reports’ from the admin tools menu. From there you can use the date range boxes to set the range you’d like to view and choose the report you’d like to view:

• Sales Report: overall product numbers and income
• Purchasers report: names and quantities based on product
• Customisations: if your product has customisations i.e. sizes or dietary requirements, these will be listed here

Setting up a product on your club page

1. Go to your club admin tools
2. Click the button labelled “Products”
3. Click “add new product”
4. Enter the details of your product.
   • Sales limit = how many items you have available
   • Per person limit = how many items each person can buy
5. Click save.

Adding customisations to your products e.g. sizes

1.  In products page, find the product you would like to add customisations too and click the note pad and pen icon on the far-right side.
2. Click “add new customisation”
3. Enter the details of your customisation
4. Click save
5. Repeat for as many customisations as you would like

*please note the customisations show up during the check-out process and not on the product itself

Finessing your product and adding it to the clubs e-store.

If you would like to refine your product such as:

• adding an image
• adding it to the clubs e-store page
• setting up a discount code 
• hiding the product to the public
• restricting who can purchase the item
• setting up completion email

You can complete this form and USASA will apply these changes on your behalf.

Adding a club event to the website

1. Go to your club admin tools
2. Click the button labelled “Events”
3. Click “add new event”
4. Enter the details of your event.
5. Click save.

Setting up a ticket on your club page

1. Go to your club admin tools
2. Click the button labelled “Tickets”
3. Click “add ticket” under the event you want to sell tickets for
4. Enter the details of your ticket.
   • Sales limit = how many tickets you have available
   • Per person limit = how many tickets each person can buy
5. Click save.

Adding customisations to your tickets e.g. dietary requirments

1.  In Tickets page, find the Ticket you would like to add customisations too and click the note pad and pen icon on the far-right side.
2. Click “add new customisation”
3. Enter the details of your customisation
4. Click save
5. Repeat for as many customisations as you would like

*please note the customisations show up during the check-out process and not on the product itself

Finessing your ticket and adding it to the clubs e-store.

If you would like to refine your Ticket such as:

• adding an image
• adding it to the clubs e-store page
• setting up a discount code 
• hiding the Ticket to the public
• restricting who can purchase the Ticket
• setting up competition email

You can complete this form and USASA will apply these changes on your behalf.

• Provide a minimum of seven days' notice to all club members in writing via email or direct mail.
• Provide a meeting agenda to all club members before 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).

• 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 Rules of Governance.
• Conduct voting as per the club's constitution.

• Send a copy of the Annual Meeting minutes, Annual Meeting Attendance and an updated version of the Executive Committee Contact List to the Clubs Team.
• If the club voted upon changes to the rules of Governance at the Annual Meeting, an updated version of the Rules of Governance must be provided for approval.

Until the Clubs Support staff receive a copy of your Annual Meeting minutes, the previous executive will be considered the current executive. Failing to hand in Annual Meeting minutes to the Club's Support staff within ten business days of the meeting may result in the disaffiliation and deactivation of the club.