Club Regulations

Source: https://rusu.rmit.edu.au/club-regulations/ Parent: https://rusu.rmit.edu.au/

Key Information

RUSU clubs are governed by a framework that includes each club’s Constitution, RUSU Regulations, RMIT policies and procedures, and applicable laws. If you’re considering starting a new RUSU club or have recently joined a RUSU Club Management Committee, this page provides an overview of key requirements related to club governance, membership, events, and more. If you have any questions, feel free to contact the RUSU Clubs team at rusu.clubs@rmit.edu.au for assistance.

Clubs' Legal Framework

Clubs Legal Framework

Legal Structure: All RUSU Clubs are democratic, not-for-profit (NFP) organisations with a formal Constitution and clear Aims. Note: “Not-for-profit” does not mean that a club cannot make a profit.
Unincorporated Clubs: RUSU Clubs are unincorporated, meaning individual members may be personally liable for debts or legal actions, which typically falls on the club’s elected Executive leaders initially.
Compliance: Clubs must operate in accordance with:
Their own Constitution (must align with the RUSU Clubs Model Constitution)
RUSU Regulations
RMIT policies and procedures (e.g., student conduct, child safety, technology use, room bookings, and event risk management)
All applicable laws (including SSAF legislation).\ \
Constitution Requirements: Each club’s Constitution must be consistent with the RUSU Clubs Model Constitution. The club’s constitution must include at least the same sections and similar content as the model constitution.
Club Regulations: See Section 4.4 of the RUSU Regulations for Clubs & Societies.
University Disciplinary Actions: Students may face university disciplinary procedures for inappropriate behavior linked to club activities. Learn more here.
Code of Conduct: All club members must adhere to the RUSU Clubs Code of Conduct.
Club Affiliation: Every RUSU club must affiliate (register) with RUSU and renew its affiliation annually to receive university recognition, access funding, insurance, training, support, and other benefits.

Club Membership

Minimum Membership: Clubs must have at least 20 current RMIT student members, with 30 members required to start a new club.
Annual Renewal: Memberships must be renewed annually.
Who Can Join:
RUSU Clubs must be open to all RMIT students, and all student members must receive equal benefits (Full Membership).
Exceptions:
- Academic Clubs may limit Full Membership to students in a specific cohort.\ – IF they do this they may also add another membership category, ‘Social Membership’, for all RMIT Students not in that specific cohort.
- Membership restrictions may apply to promote equality under the Equal Opportunities Act 2010 (VIC).
Non-RMIT Members: Clubs may choose to allow non-RMIT students (including RMIT alumni) as Associate Members. These members cannot exceed 25% of total club membership and do not have voting rights or the ability to serve on the club’s Executive Committee.
Sign-up Process: Memberships must be collected electronically via an online form or system, which must include an auto timestamp to verify when a member joined. Members themselves must complete the sign-up process. All Clubs have been provided with a Rubric Club page (with backend access provided to Club Executives), this platform makes it easy to sign up, manage and communicate with your members. We strongly encourage Clubs to use Rubric as it will provide a better experience for both the executives and the Club members.
Required Membership Data: We require Clubs to include the following questions in their membership signup form (other questions can be added but these must be included:\ – Full Name\ – Email\ – Student Number (if Student)\ – Date of Birth\ – Connection to RMIT (if not an RMIT student – options are usually: RMIT Staff, RMIT Alumni (graduate), studying at another University or ‘Other’)\ – IF an Academic Club with restricted ‘Full Membership’ then what program they are enrolled in\ \
Member Data Management: Clubs are responsible for storing and using member data in compliance with privacy laws. Members data and membership lists should never be shared with any external party except with the members explicit permission.\ – If you are emailing your members ensure you use the BCC field, this will hide the recipient list from those receiving the email to ensure the list stays private.

Club Management

Management Committee: Every club must have an Executive Committee of 4 to 7 elected members, chosen by the club’s Full Members. (Special rules may apply to new or reactivated clubs.)
Committee Responsibilities: The Executive is responsible for both strategic development and day-to-day operations. They have the authority to make decisions, but these can be overturned by a vote at a General Meeting.
Committee Meetings: Clubs must hold at least 6 Management Committee meetings per year.
Reports: The Executive must present an Annual General Report and a Financial Report at the club’s Annual General Meeting (AGM).
Executive Limitations: RMIT students may not serve as Executive members of more than two RMIT student clubs at any given time.

Club Events & Activities

Primary Beneficiaries: All club events and activities must primarily benefit the club’s RMIT student members.
Minimum Events: Each club must hold at least four activities/events annually (online activities can count). At least half of these events must be organized solely by the club (without partnering with other clubs or organizations).
Event Approval: All club events (except Committee and most General Meetings) must receive risk management approval to be covered by RMIT insurance and qualify for funding.

Terms & Conditions

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