Agms & Reaffiliation 2027

Your one-stop-shop for all the things you need for your Club's AGM and Reaffiliation.

Every Arc-affiliated Club must hold an Annual General Meeting in Term 3 and submit reaffiliation documents to stay affiliated for 2027.

And then submit on Rubric within 7 days of your AGM, or by 11:59pm Sunday 11 October 2026, whichever comes sooner.

Submit your Reaffiliation on Rubric by 11:59pm 11 Oct
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2026 Timeline

Key dates for the 2026 AGM and Reaffiliation period, by teaching week.
Week Date What happens
O-Week Mon 7 SepMonday Reaffiliation opens on Rubric You can hold your AGM any time from here. Earlier is better, it leaves you room to fix anything that goes wrong, and the earlier you submit the more Rewards Points your Club earns. Up to +200 Clubs Rewards Points
Week 2 Fri 25 SepFriday Key date Last day to send your AGM notice This is the cut-off if your AGM is on 9 October. 14 days is the minimum notice, so count back 14 days from your own AGM date. Forward your notice to reaffiliation@arc.unsw.edu.au on the same day you send it to members.
Week 4 Fri 9 OctFriday Key date Last day to hold your AGM No AGM held by this date means your Club is disaffiliated on Rubric in Week 5.
Week 4 Sun 11 Oct11:59pm Sunday Final deadline Reaffiliation closes on Rubric Submit within 7 days of your AGM, or by this date, whichever comes sooner. Submissions in Week 4 earn no Rewards Points.
Week 7 & 8 Sun 1 - Tue 3 NovSun, Mon, Tue 2027 Executive Training In person at the Roundhouse. Mandatory. At least TWO Executives per Club must attend at least ONE of the three days. +30 Exec Rewards Points
Week 9 Thu 12 NovThursday Club Leaders Welfare Training At the Roundhouse (TBC). Mandatory. At least ONE Executive per Club must attend. If you are nominating for a Welfare, Grievance or EDI Officer role, save this date. +30 Exec Rewards Points
Rewards Points Submit early, earn more. Points drop every week you wait.
  • O-Week & Week 1 7 - 20 Sep 200 Club Points
  • Week 2 21 - 27 Sep 100 Club Points
  • Week 3 28 Sep - 4 Oct 50 Club Points
  • Week 4 5 - 11 Oct 0 Club Points

Points are awarded on the date your reaffiliation is submitted, not the date your AGM was run.

NOTICES

There are a few Constitutional Changes required during the 2026 Reaffiliation Season.

  • Update Membership Expiry clause to state "A person's membership commences on the date they purchase membership and remains valid until the end of Week Three of Term One of the following calendar year." This is to reflect the current Arc Clubs Policy on Membership durations.
  • Remove references to "SpArc" or the "Arc Membership Platform". This is to reflect the migration to Rubric
  • Update "Arc Clubs Management" and replace with "Arc". This allows for flexibility in staffing to help the team better support grievance procedures.
  • Update "Optional Preferential Voting" and replace with "Regular Single Transferable Vote (STV) / Instant Runoff Voting (IRV)". This is to match the language used in Rubric's Election Feature.

⚠️ Changes not proposed in your AGM notice and not voted on by members are invalid, and your reaffiliation won't be approved. Specify the above changes and their clauses in your notice and minutes

Essential Files & Templates | Pre-AGM

Arc Clubs AGM/Reaffiliation Checklist

Everything you need to do to get reaffiliated!

Access here!

AGM Notice Template

Make sure you give a minimum of 14 days notice! Updated for Rubric

Access here!

Club Finance Template

The official Arc template for your financial submissions! Updated for 2026

Access Here!

Club Model Constitution

[RECOMMENDED] The official Arc template for your constitution! Updated for 2027

Access Here!

Click HERE for a step-by-step guide on how to submit your Reaffiliation documents!

Essential Files & Templates | During & Post-AGM

Affiliation Agreement Form

THIS IS NOW SUBMITTED AS PART OF YOUR ONLINE TRAINING - DO NOT DOWNLOAD AND SIGN PDF COPIES

AGM Minutes Template

Take notes of what happens during your AGM

Access Here!

AGM Attendance Form

Take the details of your AGM attendees

Access Here!

Executive Handover Template

Make sure you let your successor know all the key details to doing the role!

Access Here!

If something goes wrong at your AGM

It happens. What matters is telling us quickly.

Your AGM may be invalid if: 

  • Quorum wasn't met before voting started 
  • Constitutional changes weren't in the notice, or weren't properly voted on 
  • Elections weren't run democratically 
  • Less than three executives were elected
  • A key executive position (President, Treasurer or Welfare Officer) is left vacant

In most of these cases you'll need to hold another General Meeting before you can reaffiliate. 

Email reaffiliation@arc.unsw.edu.au as soon as you know. Don't wait for the deadline.

INCOMING EXECUTIVES!

Complete Your Training Here!

Need Support?

💚Book a Consult w/ Us! 💚

AGM Season can be stressful and confusing. We get it.

Don't be afraid to reach out and book a 30-60 minute consult with our Arc Clubs Team to get all the best advice on how to run your Annual General Meeting and meet the requirements of reaffiliation.

You can find time with our team HERE 🔗


🏋️ Get Skilled Up w/ Online Training 🏋️

Our AGM & Reaffiliation Training is NOW AVAILABLE ONLINE via the Club Executives Moodle!

Get your Club ready for a smooth and successful new year with our AGM and Reaffiliation Workshop. This essential session is designed to guide Club Executives through everything they need to know about planning and running your Annual General Meeting, submitting reaffiliation documents, and meeting Arc’s requirements to stay active and supported.

🔗 Access HERE 

Further Resources

Arc Clubs Reaffiliation

P:02 9065 0900

E:reaffiliation@arc.unsw.edu.au

H:9am to 5pm

A:Level 2 Basser Steps, Gate 5 on High St, UNSW

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Thank

You

Executives

of 2026

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