Overview

We know that 2020 has been a tough year, and some Clubs may find it challenging to meet the standard reaffiliation requirements.

As a result, this year there are several different options available to Clubs to allow for as many Clubs as possible to continue running stress-free. Of course, choosing the normal reaffiliation option will be preferable, however in your case it may not be realistic. The options available are:

  1. Complete reaffiliation during the normal timeframe with standard requirements
  2. Delay reaffiliation until April 2021
  3. Merge with another Club
  4. Become Dormant

Depending on the circumstances, there may be multiple options available to your Club that your executive team might want to consider. There are benefits and downsides to each one, so below you will find a table comparing the options available as well as a flowchart to help your team make the best choice for your Club.

Once you have narrowed down the option/s best suited to your Club, click on the relevant In-Depth Guide further down this page to find out more about what exactly is involved in each one, as well as specific steps to follow.

There are also some steps that must be followed by all Clubs, regardless of which option you select. You can find this information below the flowchart.

Note: We recommend that you assess the best option for your Club using the assumption that a reasonable level of on-campus activities will return by Term 1 2021 (as this is assumed in formulating these options and timelines). If this does not eventuate, timelines may be amended accordingly (likely during early 2021).


Reaffiliation Options Comparison

OptionsThis is a good choice if…This would not be a good choice if…
1. Normal reaffiliation in Term 3 2020
  • Your Club is doing well with engagement and your team feels that your Club can meet all requirements for an AGM, AND
  • You think you can fill all Executive positions during a T3 AGM (it may be helpful to reduce the number of positions to make this easier – you can vote to make these changes at the AGM)
  • You feel that you will severely struggle with getting sufficient AGM attendance or filling the minimum required Executive positions to sustain your Club until early 2021, OR
  • Your team has broken down, split or has become inactive to the point where organising an AGM would be difficult
2. Delaying reaffiliation to April 2021
  • Your team is active and keen to keep the Club going but you’re struggling with engagement and are worried that an AGM this year will not be successful, AND
  • A sufficient proportion of your current Exec team is able to continue running the Club until April 2021, including attending additional Executive training, O-Week etc. 
  • You do not have enough people or time to continue running the Club until April and trying to sufficiently improve Club engagement, OR
  • Your Club is doing well and you reasonably expect to be ready to reaffiliate in T3 2020, even if this means some changes to the structure of your Club in your constitution. 
3. (A)Merging with or (B)Absorbing into another Club during the Term 3 reaffiliation period in 2020
  • There is another Club with similar aims, objectives and/or activities that they could fill the gap caused by your Club’s absence, OR
  • There is another Club who has similar objectives/aims to you and is also experiencing difficulties with engagement this year
  • The memberships of both Clubs are very inactive and would still find it difficult to sustain the newly merged Club, OR
  • There are no Clubs similar enough to yours that it would make sense for them to merge with/absorb your Club, OR
  • You reasonably expect your Club engagement to be able to increase to sufficient levels by April 2021, OR
  • Your Club is doing well and you reasonably expect to be ready to reaffiliate in T3 2020, even if this means some changes to the structure of your Club of constitution.
4. Become Dormant
  • Your Executive team is very inactive and your Club’s engagement is low, AND
  • You are wanting to see the Club continue running but aren’t able to commit to continue running it with your current team, AND
  • There are no Clubs similar enough to yours that it would make sense for them to merge with/absorb your Club
  • Your team wants to continue being involved in running the Club, OR
  • Your Club is doing well and you reasonably expect to be ready to reaffiliate in T3 2020, even if this means some changes to the structure of your Club of constitution.


How Do We Decide?

Discuss each of the questions below with your Executive team, and then use the flowchart to select the appropriate option for your Club. If you are considering a merging option, you will need to have a conversation with the other Club/s to see how things are looking for them.

Can your Club meet all the standard requirements for this reaffiliation period?

  • This means
    • You can reach quorum (this is usually 15 attendees or half your membership, whichever is less, however your Constitution may specify a stricter requirement)
    • You can fill all necessary Executive positions, even if that means reducing the team size by removing some roles in your Constitution

Have you been approached about absorbing another Club?

  • Would you be able to effectively cover the aims and objectives of the other Club (this would involve adding to the aims and objectives in your Constitution)?
  • Would the Executive team be able to handle the workload? You could consider expanding the size of the Executive team if needed.
  • How would this impact your finances and budgeting? The finances of the other Club would also be absorbed into your Club.

Are all members of your Executive team willing & able to continue running your Club until April 2021?

  • This would allow your team to continue with its current duties

Are only some members of your Executive team willing & able to continue running your Club until April 2021?

  • Not all Club Executives would necessarily need to continue on until April 2021, especially if for example some of the Executives are graduating at the end of 2020.
  • For the Executives willing and able to continue until April 2021, do they as a group feel they can handle the workload of actively running your Club until April 2021?
  • How experienced are these Executives with the various aspects of running your Club?
  • Would they be able to provide a handover and guidance for new execs that join in April 2021?

Will the help of additional engagement support be sufficient to help your Club gain enough traction for a successful AGM in April 2021?

  • Would you need more time and support to re-establish your community and interest?
  • Optionally:
    • Was your Club heavily based on in-person activities that are difficult or unrealistic to transition to an online format?
    • Are you starting to regain interest with your alternative/online offerings?
    • Do you have new activity/event ideas in mind that could help gather interest in 2021?

Is there a similar Club you could merge with?

  • Are the aims and objectives of another Club compatible with yours (e.g. do they cover a similar area of interest)
    • Have you been collaborating with an existing Club that has related aims and objectives to yours already? (this is helpful but not required)
  • Do you think a merged Club would be able to fulfil your standard activity and event offerings to a satisfactory degree?
  • If you combined, would both Clubs be able to run things more effectively as a single entity?


Reaffiliation Options Flowchart


Requirements for All Clubs

Due to the changes in the reaffiliation process this year, there will be some additional requirements all Clubs must fulfil in order to successfully remain an Arc Club.

  1. You must submit the “Club Reaffiliation Intention” form by 25th September 2020. This form lets Arc know what you are planning on doing in the upcoming reaffiliation period. If you do NOT submit this form by the due date, the Arc Clubs team will assume that your Club has decided to disband or no longer be an Arc-affiliated Club.
  2. If you decide to take option 2 (delaying reaffiliation) or 4 (going dormant), you will still need to submit some documents to Arc this year (for example, a financials document). The details can be found in the relevant documents detailing the different option which you can access using the boxes at the bottom of this page.
  3. You must make any decisions for your Club in a formal meeting of the Executive team (which we encourage you to hold online) of which you keep minutes, and you must provide notice to your members of any decisions (if relevant, as per the detailed steps outlined in the documents for each option).

In-Depth Guides and Templates