New Requirements & Resources for Arc Clubs

New Grievance Resolution Requirements & Equity, Diversity and Inclusion Resources

We know that as Club Executives you work hard to make your Clubs the best they can be. Arc is here to support Clubs in continually striving to be better, so we are introducing new requirements and resources to help Clubs better respond to grievances and engage a wider diversity of students.

Arc values the diversity of the UNSW student community, and we love that the range of Clubs we support exemplify that diversity. We also know many UNSW students want to get more involved but don’t feel comfortable doing so for one reason or another. We want to encourage and enable Clubs to make a conscious effort to help a wider variety of students feel welcome as members and participants. In a similar vein, Club grievances are generally an opportunity to improve a Club by addressing issues that are preventing students from having the most amazing Club experience that we all want them to have.

As we have mentioned at the Club Reaffiliation training sessions, we are introducing new Club Grievance Resolution requirements and new Equity, Diversity & Inclusion resources for Clubs to use.

These include a new requirement for all Clubs to have a Grievance Officer on the Club Executive and an associated Grievance Resolution Policy & Procedure (there are adjusted requirements for Clubs that follow a Grievance Resolution Policy & Procedure directly overseen by UNSW). These requirements must be met in order to successfully re affiliate your Club with Arc in Term 3 2020.

We are also introducing new resources for the implementation of Executive roles that focus on fostering a culture of inclusivity within your Club. There are now templates for a Cultural Diversity Officer role, a Women’s Officer role and an Equity Diversity and Inclusion role. These positions are optional, but strongly recommended.

NEW GRIEVANCE RESOLUTION REQUIREMENTS

The Grievance Officer is a new, required Executive position that your Club must have in order to successfully re affiliate with Arc next term. It must be added to your Club’s constitution (unless you already have one that meets the requirements) and elected during your AGM in Term 3 this year. This position alongside a required Grievance Resolution Policy & Procedure for each Club will help your Club be better prepared and better equipped to handle grievances, and is also aimed at ensuring that students know that Clubs are committed to dealing with concerns.

/ Your Club's Grievance Resolution Policy & Procedure 

All Clubs must have an internal Grievance Resolution Policy & Procedure, or follow an applicable one administered by UNSW.

We have created a template that you can use as is, or you can adapt this or write your own as long as the requirements below are met. The relevant Grievance Resolution Policy & Procedure of a Club and appropriate contact information and forms must be readily accessible to its members. This means that it should be easy to find the information on your website etc, and/or when requested, these are provided in a timely manner.

/// Already Have A Grievance Resolution Policy & Procedure?

If your Club already has an internal Grievance Resolution Policy & Procedure, make sure it meets the requirements detailed in the next section below.

For Constituent Clubs where there is a formal Grievance Resolution Policy & Procedure relating to Club matters but where the Grievance Officer role is external to the Club Executive (e.g. via your Faculty, School or Residence), you must ensure that the applicable Grievance Resolution Policy & Procedure meets the following requirements:

  • The formal Grievance Resolution Policy & Procedure addresses the requirements detailed in the next section
  • The formal Grievance Resolution Policy & Procedure is reviewed and implemented by groups that officially represent UNSW (e.g. a Committee within a School of UNSW that is recognised by the University)
  • Your Club's constitution makes reference to the applicable Grievance Resolution Policy & Procedure, including the person/s group responsible for review and implementation.

Additional requirements relating to the Grievance officer position are specified in the "Grievance Officer Role & Constitution Requirements" section later on this page.

/// Template & Requirements for All Clubs

All Clubs must adhere to a formal Grievance Resolution Policy & Procedure, whether your Club has its own internal Grievance Resolution Policy & Procedure or you follow one administered by the relevant Faculty, School or Residence of UNSW. In either instance, the policy & procedure must address all of the Arc's requirements, which you can download via the link below.

To make it easier we have created a template that already covers all the requirements (which you can download below) that you can use as is, or you can adapt as long as the requirements are still met.

Template Club Grievance Resolution Policy & Procedure

Click here to download a template Grievance Resolution Policy & Procedure

Download now

Arc Clubs Grievance Resolution Policy & Procedure Requirements

Click here to read the full requirements for Club Grievance Resolution Policy & Procedures

Read more

Grievance Officer & Policy Implementation Checklist

A step by step guide

Download now

/ Grievance Officer Role & Constitution Requirements

All Clubs must now have at least one Grievance Officer position (if you already have one, make sure the requirements detailed below are met). For most Clubs this role must be on your Club Executive (e.g. not a committee/subcommittee) - exceptions are only given where your Club's grievance resolution process is administered by UNSW.

The role can be given a different title, and can be merged with a new or existing role. If you do rename the position, we recommend that the new title makes reference to these grievance responsibilities in some way.

A role description for the Grievance Officer(s) must be included in your Club's constitution including at minimum:

* To receive complaints and grievances relating to the Club;
* To investigate grievances (where necessary) and resolve grievances or make recommendations to the Club Executive on the resolution of grievances;
*To act in a fair, ethical and confidential manner in the performance of their duties, and pass on their responsibilities for specific grievances to other Club Executives if they cannot act impartially; and
* To notify those involved of the outcome of the grievance

If you are combining the role with another position, you can list these responsibilities under the relevant position/s in your constitution.


Club constitutions specify that a list of duties that the whole Executive team are responsible for, including the activities and finances of the Club. You must now add a clause specifying that the Executive is responsible for the following duty:

*The maintenance and review of policies & procedures of the Club, including its Grievance Resolution Policy & Procedure.


/// Applying the Grievance Officer Requirements To Your Club

Confirm the suitability of any existing grievance roles

If your Club already has one or more Grievance resolution positions within the Club, check that your current setup complies with Arc requirements (detailed above and below). If not, update them to meet Arc requirements.

For Constituent Clubs that already have a Grievance Officer role that is external to the Club Executive (e.g. via the Faculty or Residence), you must ensure that:

  • The Grievance Officer/s must only be current UNSW students or staff within the relevant School/Faculty/Residence of UNSW that are appointed by that School/Faculty/Residence independently of the Club’s structure.
  • The Club's constitution makes reference to the applicable grievance resolution policy & procedure, including the person/s group responsible for review and implementation.

Additional requirements relating to the applicable Grievance Resolution Policy & Procedure are specified in the section "Your Club's Grievance Resolution Policy & Procedure".

In either case, you can make changes to how your Grievance Officer roles are set up, as long as they meet Arc requirements. You can check out the next section for some ideas and tips.


Create New Roles/Responsibilities For Your Exec Team

If you do not already have a Grievance Officer position, there are several different ways your Club can implement the Grievance Officer role. The responsibilities must be held by one or more members of your Executive team, and you do not need to give them the title of "Grievance Officer".

 There are two main ways to implement the role:

1. You can add the Grievance Officer role as one or more new stand-alone positions on your Club Executive team by following these steps:

  • Add the new Grievance Officer role/s to the list of Executives in your constitution
  • Add their responsibilities of the Grievance Officer to the constitution (these responsibilities are listed under "Grievance Officer Role & Constitution Requirements" above)
  • Hold a vote at an AGM or EGM to approve these constitutional changes
  • Conduct elections for the new position/s at your AGM or EGM

Remember, in many cases one person can hold multiple Club Executive positions at the same time (within certain limitations). That means that you can keep the roles separate if you think that is generally most suitable, but if someone is willing and able to take on this Grievance Officer role and another role within your Club, this may allowed in your Club's constitution. Check your constitution for details, and consult with Arc before making changes to ensure those changes still meet our requirements of Club constitutions.

2. Add the Grievance Officer responsibilities to an existing Club Executive role by following these steps:

  • Identify an existing Club Executive role that would be suitable to be combined with the Grievance Officer position, taking into account existing responsibilities and workload.
  • Add the list of Grievance Officer responsibilities to the responsibilities of the existing position the constitution (these responsibilities are listed under "Grievance Officer Role & Constitution Requirements" above)
  • Optional: rename this position (if you decide to do this, update your constitution to reflect the new title)
  • Hold a vote at an AGM or EGM to approve these constitutional changes
  • Conduct elections for this updated position when the current term has concluded.


How do you choose?  

When deciding which implementation of the Grievance Officer role is most suitable for your Club, we recommend taking into consideration the size of your Club (the number of members and activities) as well as the number of existing Executive positions and their workload. There may be additional factors for some Clubs.

* Smaller Clubs (with fewer members and/or infrequent activities) may have a lesser need for an Executive position who only has Grievance Officer responsibilities. It may be more suitable to combine these responsibilities with an existing role.

* A very large Club will more likely have a need for someone who is able to dedicate their Executive time fully to the Grievance Officer responsibilities, so it may be more suitable to introduce a new standalone position.

* If you have an Executive team where one or more positions have a high workload, you could consider restructuring the team and the responsibilities of the roles so that the workload is more manageable. For example if the Vice President and Secretary positions currently have a very high workload and your Club has relatively few activities (so your Club has a lesser need for an Executive position that only has Grievance resolution responsibilities), some of the Vice President and Secretary responsibilities could be reallocatedto the Grievance Officer position instead.

Not sure the best option for your Club? Come and have a chat with the Arc Clubs team and we can give you some advice.

Updated Arc Clubs Model Constitution

This updated model constitution highlights the changes required for Clubs when adding the new Grievance Officer position to your Club Executive

Download now

Grievance Officer & Policy Implementation Checklist

A step by step guide

Download now

/ Training, Resources & Support

While there are existing resources on conflict management in Clubs Handbook and in the online Club Executive training, we know that many Grievance Officers will want more help!

In the coming months, Arc will provide further resources for Clubs, much of which will be relevant whether or not you have dedicated positions in this area. This will include additional content in the online training and Clubs handbook, as well as in-person training opportunities, guides and more!

If you have any ideas on what your Club will need help with or suggestions on how we can support you, please let us know!

EQUITY, DIVERSITY & INCLUSION RESOURCES

/ Equity, Diversity and Inclusion Positions

We are making available new resources for the implementation of Executive roles that focus on fostering a culture of inclusivity within your Club. You can now access templates for an Equity Diversity and Inclusion role, a Cultural Diversity Officer role and a Women’s Officer role. These positions are optional, but strongly recommended.

We strongly recommend that Clubs have one or more of these roles within your Club (if you don’t have one already), ideally as an Executive position, or that you introduce similar roles that aim to facilitate and promote the engagement of specific non-majority demographics of your Club. You can adapt the template responsibilities we have provided for each role, and you can also use these as the basis for creating the list of responsibilities for other similar roles.

The purpose of these positions is to help your Club better engage demographics that may be under-represented and to ensure your Club is approachable to everybody. The general Equity Diversity and Inclusion role aims to facilitate and promote engagement of non-majority demographics of your Club in general. This position can be further extended into separate, dedicated roles. We’ve provided some templates for two examples that could apply to most clubs: 

  • Women’s Officer – This role’s purpose is to address issues including under-representation of women in your Club. Some Clubs may not have a need for this role, but we recommend that in general, large (Gold tier) Clubs should have a Women’s Officer role.
  • Cultural Diversity – This role addresses the engagement of local and international students from diverse cultures at UNSW. Like the Women’s Officer, certain Clubs may not have much practical need for this role, but we recommend that large non-cultural Clubs should have this position on the Executive.

Smaller Clubs may find that it makes more sense to introduce an Equity Diversity and Inclusion Officer position whose responsibilities include both above roles, while large clubs should opt to have individual positions dedicated to a specific under-engaged demographics. The Equity Diversity and Inclusion Officer can also be added to address any demographics not covered by existing executive roles.

We suggest that you assess what groups your Club currently does not engage as well as it could, and create relevant positions to address them using the templates we have provided.


Equity, Diversity & Inclusion Officer

Click here to download template role responsibilities

Download now

Women's Officer

Click here to download template role responsibilities

Download now

Cultural Diversity Officer

Click here to download template role responsibilities

Download now

Updated Arc Clubs Model Constitution

This updated model constitution highlights the changes required for Clubs when adding the new Grievance Officer position to your Club Executive

Download now

/ Resources, Training and Support

In the coming months, Arc will provide further resources for Clubs regarding Equity Diversity and Inclusion, much of which will be relevant whether or not you have dedicated positions in this area.

In the meantime, you can refer to existing resources including the online Club Executive training, the Clubs Handbook and the Club Inclusive Events Checklist. These will be updated later in the year to include new resources including the role templates we have just released.


DO YOU HAVE QUESTIONS?

Come by the Clubs Space and talk to a staff member, or give us a call or email to find answers to your questions or to ask for advice. We will also run some optional info sessions in early Term 3, to help with any last minute questions before your AGM.

Arc Clubs Office

P:(02) 9385 9840

E:clubs@arc.unsw.edu.au

H:9AM-5PM