Affiliating your club

Club departments:

All Guild affiliated clubs will fall under one of the following sub-departments:

Equity Department: Any club that represents recognised marginalised groups at the university.
Environmental Department: Any club involved in or having a desire to improve the environmental activities at ECU campuses.
First Nations Department: Any club that represents First Nations students and their interests at ECU.
Academic Department: Any club that represents academic interests at ECU.
International Department: Any club that represents international students and their interests at ECU.
South West Department: Any club that specifically represents South West students and their interests at ECU. Clubs that operate in the South West but fall under one of the other Guild Departments will be supported directly by the relevant department with support from the South West Department.

Guild Affiliation Policy

Before you register a club, please read the Guild Affiliation Policy, this gives you an idea of what you need to get started and the rules surrounding club affiliation.

The purpose of this policy and its supporting procedures is to regulate the Affiliation of clubs, societies, collectives, teams, or other such entities within the governance framework of the ECU Student Guild.

Need a draft set of rules or constitution for affiliation? See here.

Club tiers 1-4

Tier 1

Eligibility: There are more eligibility requirements than those listed below, please read the Club Affiliation Policy for full eligibility criteria.

The club is governed by a committee that comprises a minimum of 5 committee members, who must be current enrolled students and members of the Guild. Two of whom shall be: a president (or equivalent) and a secretary (or equivalent)

Affiliates shall plan, implement and run a minimum of two (2) Guild approved events during each academic semester, and:

One of the events in each semester must be held on one of ECU’s three (3) campuses;
One of the events in each semester must be open to all ECU students (not just members of the Affiliate) — although both these conditions can be met in the same event.

Benefits:

Conditional financial grants and incentives through the Guild’s annual SSAF funding allocation;
Float top-ups worth $300 each, limited to 5 top-ups a year;
Invitation to annual dinner for all committee members to commemorate club efforts throughout the year;
Discounted tickets to the annual Guild Ball;
Administrative training and support including provision of procedures and templates that will enable clubs to seamlessly meet the Guild’s Affiliation conditions;
Conditional use of Guild’s photocopying and printing facilities for approved events; as well as, the use of Guild infrastructure to facilitate effective club administration;
Free access to the Guild’s range of events equipment and resources in accordance with booking processes;
No booking fee for nominated university facilities;
Attendance at Orientation Day events, Guild Fair, and Guild events which can assist in attracting new members to the club;
Where available, collaborative promotion of the Affiliated Body’s activities and initiatives such as but not limited to the Guild’s website, Social Media platforms, and other resources;
Assistance with graphic design for events and promotions where practicable; and
Use of the Guild’s Club Room on the Joondalup Campus.

Tier 2

Eligibility: There are more eligibility requirements than those listed below, please read the Club Affiliation Policy for full eligibility criteria.

The club is governed by a committee that comprises a minimum of 3 committee members, who must be current enrolled students and members of the Guild. Two of whom shall be: a president (or equivalent) and a secretary (or equivalent).

Affiliates shall plan, implement and run a minimum of three (3) Guild approved events during each academic year, and:

one of the events in each year must be held on one of ECU’s three (3) campuses;
one of the events in each year must be open to all ECU students (not just members of the Affiliate)— although both these conditions can be met in the same event.

Benefits:

Conditional financial grants and incentives through the Guild’s annual SSAF funding allocation;
Float top-ups worth $150 each, limited to 5 top-ups a year;
Administrative training and support including provision of procedures and templates that will enable clubs to seamlessly meet the Guild’s Affiliation conditions;
Conditional use of Guild’s photocopying and printing facilities for approved events; as well as, the use of Guild infrastructure to facilitate effective club administration;
Free access to the Guild’s range of events equipment and resources in accordance with booking processes;
No booking fee for nominated university facilities;
Attendance at Orientation Day events, Guild Fair, and Guild events which can assist in attracting new members to the club;
Where available, collaborative promotion of the Affiliated Body’s activities and initiatives such as but not limited to the Guild’s website, Social Media platforms, and other resources;
Assistance with graphic design for events and promotions where practicable; and
Use of the Guild’s Club Room on the Joondalup Campus.

Tier 3

Incorporated associations will not be affiliated with the Guild under Tier 1, 2 or 4.

Affiliation of Incorporated Associations will be reviewed on a case-by-case basis and by the negotiation of a Memorandum of Understanding. Approved affiliates will be deemed Tier 3 affiliates.

The Club is an Incorporated Association as recognised on the Australian Charities and Not for Profits Commission (ACNC). This includes subsidiaries of parent companies who are registered with the ACNC.

Affiliates shall plan, implement and run a minimum of two (2) Guild approved events during each academic year;

one of the events in each year must be held on one of ECU’s three (3) campuses.
one of the events in each semester must be held on one of ECU’s three (3) campuses;
one of the events in each semester must be open to all ECU students (not just members of the Affiliate) — although both these conditions can be met in the same event.

Benefits:

Conditional financial grants and incentives through the Guild’s annual SSAF funding allocation. Note that the Memorandum of Understanding will
detail the maximum funds available to the club;
Invitation to annual dinner for all committee members to commemorate club efforts throughout the year;
Administrative training and support including provision of procedures and templates that will enable clubs to seamlessly meet the Guild’s Affiliation
conditions;
Free access to the Guild’s range of events equipment and resources in accordance with booking processes;
No booking fee for some university facilities provided the Guild’s booking processes are followed. Note that some facilities will attract a fee, such as
the Sports Centre. Clubs are responsible for liaising with the Guild’s Activities & Logistics Officer to make room bookings;
Attendance at Orientation Day events, Guild Fair, and Guild events which can assist in attracting new members to the club;
Where available, collaborative promotion of the Affiliated Body’s activities and initiatives such as but not limited to the Guild’s website, Social Media
platforms, and other resources;
Use of the Guild’s Club Room on the Joondalup Campus.
Additional benefits may be provided to Tier 3 Clubs by negotiation and documented in the Memorandum of Understanding.

Note: Online clubs are not required to meet the requirement of having events on campus.

Tier 4

Clubs that will not receive funding as part of their affiliation fall under this category.

Affiliates shall plan, implement and run a minimum of two (2) Guild approved events during each academic year;

One of the events in each year must be held on one of ECU’s three (3) campuses.

Benefits:

Administrative training and support including provision of procedures and templates that will enable clubs to seamlessly meet the Guild’s Affiliation conditions;
Conditional use of Guild’s photocopying and printing facilities for approved events; as well as, the use of Guild infrastructure, including email and web services, to facilitate effective club administration;
Free access to the Guild’s range of events equipment and resources in accordance with booking processes;
No booking fee for nominated university facilities;
Attendance at Orientation Day events, Guild Fair, and Guild events which can assist in attracting new members to the club;
Where available, collaborative promotion of the Affiliated Body’s activities and initiatives such as but not limited to the Guild’s website, Social Media platforms, and other resources;
Assistance with graphic design for events and promotions where practicable; and
Use of the Guild’s Club Room on the Joondalup Campus.

Note: Online clubs are not required to meet the requirement of having events on campus.