Information provided in this handbook is a guide only. We encourage you to seek further information and to seek advice for the best way forward for your Club

General Resources

The Arc Clubs Space is open Monday-Friday, from 10am - 5pm during term, and generally closed or by appointment out of term. Please check the Arc Clubs Newsletters or Club Leaders groups on Facebook or Discord for any announcements.  

Arc provides all affiliated Clubs with a variety of resources, including:

  • General meeting spaces 

  • Staff support 

  • Free Legal Advice regarding Club matters 

  • Storage space (limited) 

Secretarial Allowance 

The Secretarial Allowance is designed to assist Clubs in covering costs associated with marketing or administration and it is available for all affiliated Clubs to access exclusively from the Arc Clubs Space. If a Club’s affiliation status becomes either ‘suspended’ or ‘expired’, then the Club loses access to their Secretarial Allowance until their affiliation issues are resolved (see Clubs Handbook Section 2.1 (Affiliation Suspensions)). 


The Secretarial Allowance is updated around Week 1 of each term following the membership audit (see Clubs Handbook Section 8 (Club Membership)), or when you first affiliate as a new Club. The allowance total is valid until the next membership audit. The amount is “rolled over” to the following term but is reset in Week 1 Term 1 each year. Clubs are allocated an amount for their Secretarial Allowance based on their funding level as shown in the table below. 

Funding LevelSecretarial Allowance (funding per term)
Bronze
$50
Silver$75
Gold$135

Clubs are entitled to up to $135 each term, depending on their Club’s funding level (see Clubs Handbook Section 19 (Funding & Grants)). Clubs can top up their Secretarial Allowance at any time by making a cash payment at the Clubs Space or by making a card payment at Arc Reception. 

Clubs can use their Secretarial Allowance to pay for the following (credit redeemable in the Arc Clubs Office only): 

  • Photocopying and Printing (See below for detailed instructions) 

  • Laminating 

  • Badge making 

 

Printing, Scanning, Photocopying & Laminating Services 

Arc provides Clubs with access to printing, scanning, photocopying and laminating within the Clubs Space. We strongly recommend that clubs submit their printing requests here with at least 2 days' notice: Club Printing Request | Arc UNSW Student Life.

If you come to the Clubs Space to request printing without having first submitted a printing request, we may not be able to fulfill your request (particularly during busy periods). Plan ahead!

Printing:

The pricing list for printing is as follows: 

Black & White PrintingCost per Page
A4 Single Sided$0.10
A4 Double Sided$0.20
A3 Single Sided$0.20
A3 Double Sided$0.35
Colour PrintingCost Per Page
A4 Single Sided$0.50
A4 Double Sided$0.90
A3 Single Sided$1.00
A3 Double Sided$1.75


Laminating:

Laminating pouches are available in A3 and A4 sizes only and can be obtained from the Arc Clubs Space to use with the in-office laminating machine. Before operating the Laminator, please ask for assistance from the Clubs Space reception.  

Laminating Cost per pouch
A4 paper$0.50 ea.
A3 paper$1.00 ea.

Payment for printing, photocopying, and laminating will be deducted from your Club’s Secretarial Allowance. See above for more information on the Secretarial Allowance.


Badge Making 

There are three badge makers available in the Arc Clubs Office. The large badge maker produces 57mm (diameter) badges, and the two small badge makers produce 35mm (diameter) badges. You can refer to the Badge Making Sizes Template that is available on the Clubs Forms & Files page when designing your badges to ensure that the image is compatible with the machines. 

Payment for badge parts will be deducted from your Secretarial Allowance. For a compiled list of prices, please see the Arc Clubs Office Resources Price List available on the Arc website.

BadgesCost
Small Badge 10 pack$6.00
Small Badge 20 pack$10.00
Large Badge 10 pack$8.00
Large Badge 20 pack$15.00


Clubs Storeroom 

Clubs can request to have an allocated space in the Arc Clubs Storeroom, which is located near the Arc Clubs Space (Basser College, Level 2, through the car park). Club items must be confined to their allocated storage tub (approx. 50cm (D) x 30cm (W) x 37cm (H)). As space is limited, Clubs may only have one storage tub each. Clubs that want to store large or bulky items can only do so with prior consent from Arc Clubs Staff. 

The storeroom will be accessible whenever the Arc Clubs Space is open. You just need to sign out the key from the Arc Clubs Space first and make sure the key is promptly returned. Each tub also has a designated space in the storeroom (refer to the list on the back of the storeroom door) that it must be returned to. 

If you would like to apply for a space, please email clubs@arc.unsw.edu.au with your request. Clubs without storage tubs cannot store their equipment in the storeroom without prior approval. 

When you have been allocated a storage tub, you can use it to store your Club’s general items that you use regularly for activities, or that need to be available for numerous Club members. There are some items that are prohibited from being stored in the storeroom at any time. 

The following items will be removed immediately if discovered by staff and disposed of without notice: 

  • Any perishable goods, fresh or packaged (food, drinks, including sauces, oils) 

  • Dangerous goods 

  • Gas bottles/cans (of any kind) 

In addition, all unlabelled items outside of storage tubs will be thrown out without notice. Other clearly labelled items that should not be in the storeroom may be thrown out after giving the Club seven (7) days of notice via email (sent to the general Clubs email). 

Accessing the Storeroom Key:

Clubs must book the storeroom key via our Storeroom Booking form (on the Clubs Forms & Files page) prior to arriving at the Arc Clubs Space. Clubs should abide by the capacity indicated on the Storeroom door. 

FAQs 

Can I use my Club's secretarial allowance for non-Club needs? 

No, this service is for Club-related uses only. Clubs that misuse their secretarial allowance may lose access to the allowance.  

How often does the secretarial allowance get updated? 

The Secretarial Allowance is reset in Week 1 of Term 1. Any remaining secretarial allowance is rolled over into the next term. 

What type of things does the secretarial allowance cover? 

Photocopying and printing, laminating and badge making. 

Are there any other storage spaces available other than the Clubs Storeroom?  

Arc cannot provide Clubs with any additional storage space on campus. 

Can I store items larger than my Club storage tub in the Clubs Storeroom? 

Clubs that want to store large or bulky items can only do so with prior consent from Arc Clubs Staff. Otherwise, all unlabelled items outside of storage tubs may be thrown out without notice. Other clearly labelled items that should not be in the storeroom may be thrown out after giving the Club seven (7) days of notice via email (sent to the general Clubs email). 

What items am I not allowed to store in the Clubs Storeroom? 

The following items will be removed immediately if discovered by staff and disposed of without notice: 

  • Any perishable goods, fresh or packaged (food, drinks, including sauces, oils) 

  • Dangerous goods 

  • Gas bottles/cans (of any kind) 

Arc Clubs Office

P:02 9065 0930

E:clubs@arc.unsw.edu.au

H:10am to 5pm

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