Committee Training

All club committee members should seek out training programs as soon as they have been elected at the club AGM (or other times).

Training usually commences at the end of semester 2, for the new committees elected for the following years.

In 2008 specific committee training sessions were not offered at Peninsula campus as it was too difficult to find times when everyone was available. If you feel you require further training for your role please contact the Clubs Coordinator to make an appointment to discuss your role if you are a President or Vice-President, a Secretary or Treasurer. Training will be conducted on a one-to-one basis.

Handbooks with information about how to do the tasks required by each executive role will be provided to committee members when they meet with the Clubs Coordinator.

The handbooks are available, in part, for download here. Note that this does not cover the full contents of the handbooks, but much of the essentials.

Rules and Guidelines

All MONSU Caulfield Affiliated clubs are incorporated associations, registered with Consumer Affairs Victoria.  The following are important documents that all club committee members should be familiar with.  A copy of your Rules of Association should be kept by your club secretary and taken to all committee meetings so it may be referred to.

Information for Incorporated Associations:

• Associations Incorporation Act 1981

• Club Rules of Association  (This was used as the template for almost all clubs)

• Consumer Affairs Information for Incorporated Associations

MONSU Peninsula Training Handbooks

2008 Handbooks now available to download!

• President and Vice President

• Treasurer

• Secretary

Other Resources:

• MONSU Peninsula Poster Policy

• Guide For Club Presidents

• Guide For Effective Meetings

• Introduction to Risk Management

• Club Guide to Risk Management

• Planning for Your Club

• Campus Life - Event Planning Guide

• Guide for Club Secretary

• Guide for Club Treasurers

• Preparing a Budget

• Strategic Planning Guide

MONSU Finance and Treasurer Training Resources

Understanding the MONSU Peninsula Finance system is a critical part of running your club.  Finance processes are relatively simple and will be explained during your club training session, however you may wish to refer to the Treasurer Training Notes (updated 26/2/08).

Please note: As of Tuesday 2007 the Chart of Accounts has been replaced with a new MONSU Students Accounts List. There is also an updated Club Account Code List.  You can download both of these from the links below.

The new format for entering the account code on MONSU Peninsula forms is as follows:

Income Expense Code - Club Code

Resources:

• Annual Budget Template (new)

• Club Cheque Requisition Form

• Club Finance Deposit Slip

• Account Codes (new)

• Club Codes

Other Finance Forms:

• Petty Cash Voucher (for reimbursements under $50)

• Expense Reimbursement Form (for reimbursements over $50)

• Debtors Invoice Requisition (which you use to invoice sponsors who give you cash)

• Purchase Order Requisition (which you use to make an order from a supplier)

Lost your receipt? Want to get a reimbursement? Here is a Statutory Declaration template that you can use if you don't have the original receipt.

Orientation, O-Week and Clubs Day

Orientation is your clubs best chance to promote your club to the student population and sign-up new members for the coming year. 

At the start of Semester 1 each year MONSU Peninsula usually has a "Clubs Day" set aside especially for the promotion of Clubs. In early February each year clubs need to contact the MONSU Peninsula Activities committee (activities@monsupeninsula.org.au) to book a table. You may also be able to have access to a marquee.

Clubs day is set up either on the Common Lawn outside the U Building or on the Library Lawn. ALL Clubs are requested to be present on the day so we can make it a real event to make our presence felt on campus.

Games, giveaways and other incentives are often useful in promoting membership of your club, so it is important to think of this well in advance of O-Week.

Here is an O-Fest O-Fest Check List for 2008, to help you get ready on time!

Resources:

• Alcohol Policy

• Promoting Your Club

Contact:
activities.chair@monsupeninsula.org.au or Adrian Gray - 2008 Clubs Officer

Membership Recruitment

There is certain information you need to record about each member you sign-up, so it is often useful to use a member sign-up form such as the one below.  Additionally, make sure your committee (and anyone else responsible for signing up new members) is fully aware of all the processes required, including the banking of any money collected with the MONSU Peninsula Service Desk at the end of each day.

Resources:

• Club Membership Form or Event Participant Form 2008 (please edit this form to meet the requirements of your club)

• Finance deposit slip

Affiliation Kit

The first major submission requirement for you club is the Affiliation Kit.  This Kit is a document that provides MONSU Peninsula with all the relevant details of your club, such as contact details for your committee and total membership numbers. 

Your club grant is contingent on this kit being submitted on time and in full, so you should make this a priority during the first few weeks of Semester One.

The 2008 Affiliation Kit will be released in Week 1 of semester and made available for download from this website. The Kits will be due in on the 31st of March 2008.

Resource:

• 2008 Affiliation Kit

Sponsorship

The summer break is the perfect time to start negotiating sponsorship for your club.  The key is to demonstrate to potential sponsors mutual value, that is, what will the organisation get in return for providing your club with money or goods (e.g. access to target market, promotional opportunities, product trials, etc)?  This process can take a long time so start early to ensure you have time to promote your sponsors at O-Week.

Resources:

• Marketing and Promoting Your Club

• Mounting a Fundraising Strategy

• Seeking and Servicing a Sponsor

• Sample Sponsorship Proposal

Another good place to start is looking up businesses that supply products relevant to your club members, and think of yourself as an extension of their marketing division! Check out the Yellow Pages to see what you can find. Google searches are also useful.

Club Meetings

The first event your club is likely to hold is a meeting of committee members.  It is very important for your club to hold regular meetings to keep everyone informed of what is happening, to share the workload, and planning and preparing for future events.  Additionally, the secretary (or other nominated person) should keep a record of proceedings at meetings.  This record is known as meeting minutes, and an example is provided below:

Resources:

• Tips for effective meetings

• Example of a meeting agenda

• Example of meeting minutes

Club Events

Party time!  Time to get organised and plan those terrific events.  Whether it is a small networking session or a HUGE party, MONSU Peninsula has heaps of resources to help you out.  Check out our events page:

Resources:

• Events resources

• Event promotion tips

• Monash University Drug and Alcohol Policy - Events

• Monash University Drug and Alcohol Policy - Staff and Students
  

Monash University Venues Room Bookings

MONSU Peninsula clubs are able to book some lecture theatres and tutorial rooms with the approval of the Club's Mentor or the Club Coordinator. 

Please Note:

• Allow enough time to tidy the room and move all furniture to it's original configuration. For example, if you want to have a meeting from 5pm to 6pm, you should book the room from 5pm to 6.30pm.  Security may come to lock the room and will ask you to leave at the exact time your booking ends.  You may be charged a fee for cleaning and moving desks/chairs if they are not left in their original locations.

• No food or drink can be taken in tutorial rooms and lecture theatres

• Please book AT LEAST 7 days in advance

You can download the form here: Venues Booking Form

Website: http://www.monash.edu.au/muv/about.html

MONSU Peninsula Clubs Resource Space

The Clubs Resource Space is an area provided by MONSU Peninsula for all clubs to assist them with the daily operations and administration.  The area is located in the U Building, near the MONSU Service Desk. It is equipped with computers, a photocopier, lockers and a work area (passwords and access lock codes are available from the clubs officer or Clubs Coordinator).

Resource:

• Clubs Resource Space

Contact:
clubs@monsupeninsula.org.au