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Club Handbook



AGM Guide (for ALL re-affiliating clubs)

AGM Workshops will be run in early Semester 2 ahead of the Mandatory AGM Period (Semester 2, Week 8 to 11). ONE Executive from each Club must attend an AGM workshop.

Starting a New Club

Starting a new Club is an exciting venture and we hope that Arc can help make your experience all the more fun and rewarding! 

Of course, there are some administrative details that you need to make sure you cover in order to become Arc affiliated so make sure you read the information included in Section 3 - Starting a Club of the Clubs Handbook

You should also contact to find out what the requirements are and when you need to submit your application by. All applications are received via OrgSync, so make sure that you have activated your Arc membership for 2018!

Important Dates: 

IGM Period for Semester 1, 2018 - Week 1 to 12

Affiliation Application Submission Period for Semester 1, 2018:

  • Round Two - Closes Friday Week 8
  • Round Three - Closes Friday Week 12

Club Executive training will be announced in the weeks following.


All Clubs need to re-affiliate every 12 months to make sure that you're still complying with Arc's Clubs policies, so if you're on the Executive it's your responsibility to make sure your Club ticks all the boxes to stay affiliated with Arc. Some requirements for re-affiliation have changed since the beginning of 2015, so Section 4 - Existing Clubs Applying for Reaffiliation of the Clubs Handbook will give you the up-to-date guide to re-affiliating your existing Club.

All applications are received via OrgSync during the mandatory submission period, so make sure you complete everything on time. 

Important dates: 

  • Mandatory AGM Period Term 3, 2019 - Week 4 - 8
  • Reaffiliation Application Submission Period Term 3, 2019 - Week 5 to 9 (due 5pm Friday)
  • Affiliation Reset Date: TBC

The Arc Clubs team will run AGM & Re-affiliation Workshops in late Term 2 and early Term 3. ONE Executive from each Club must attend a Re-affiliation workshop.

Clubs Procedures

The Clubs Procedures document explains all Arc policies regarding clubs in detail, including policies such as affiliation criteria, alcohol and administrative support. The policies themselves are contained within this document - so read it! All application forms are submitted online through Orgsync. If you have any questions, please visit or contact us.

Grant Applications 

Grant applications must submitted online.

Clubs Grant Application Form

Student Community & Development Grant Application Form

Alcohol Policy

Grants Procedures

This document explains all Arc policies regarding Grants in detail, including types of grant funding available and eligibility, criteria, conditions and procedures for applying for each Grant.

Arc Clubs Financial Templates 

Simple - this version is suited to most Clubs, where finances are relatively simple. The spreadsheet does not allow for structural changes.

Flexible - this version is suited to Clubs where finances are more complex. Structural changes can be made as required (a intermediate level of familiarity with Microsoft Excel may be necessary).

Room & Space Hire Applications

Arc Room & Event Bookings - CLUBS only (Roundhouse, Music Rooms & Dance Studio

Arc Room & Event Bookings 2018 - Arc MEMBERS (Music Rooms, Dance Studio)

CATS (University) Room Hire

UNSW Outdoor Booking Form

Risk Assessment Form for BBQs

Risk Assessment Form (General)

Food Safety Information

1. Food Safety Guidelines 

2. Checklist A

3. Checklist B

4. Checklist C

5. How to Notify a Food Business

Executive Recognition Initiative

Arc has launched a new program to recognise Club Executives on their AHEGS (Australian Higher Education Graduation Statement)! 
Full details of the program will be available soon.

Editable Model Constitutions

Clubs should always keep a digital updated copy of their Constitution. The editable Model Constitutions below should mainly be used by new Clubs, but may be useful to existing Clubs as well.

Regular Model

Constituent Model

Arc Volunteering

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