Manage a student group

Manage a student group

Being on the executive committee of a student group can be both challenging and rewarding.

If you're new to being an executive of a student group or just looking for that bit of extra support, we've got you covered and are here to assist you with running a successful group.

Roles & Responsibilities of Executives

An executive is a President, Treasurer or Secretary of a student group and make up the management or executive committee of a student group. Execs act on behalf of the student group when dealing with the University and undertaking one of these executive roles comes with their own responsibilities and tasks but you'll no doubt find it a rewarding experience.

Let Student Engagement know who your executives are and what position they hold, especially if you've had a change in leadership. You'll need to also include the AGM or EGM minutes clearly stating who was elected into which position when you put in your position request. Your student group can have other roles and sub-committees as well but we encourage starting small and then building on top of that when you have enough members!

As an executive team, you should also ensure that the governance of your student group is in order, such as having an up to date Constitution, recording membership details and of course, doing amazing things and making it fun for your members!

End of Year Reports

Each executive is required to complete an end of year report which gives us an overview of how well your student group operated throughout the year. Obviously with corona virus, this threw a curveball into the works so we understand that there were some challenges outside of your control!

The Presidents Report and Secretary Report will require some documentation to be uploaded (such as meeting minutes, membership lists and Constitution), and the Treasurer should be keeping track of your student groups finances and noting what money is coming in (income) and what is going out (expenditure). Copies of receipts should be filed away electronically so that they can be included in the the Treasurers Report, which shows Student Engagement how you have spent your funds for the year.

Events & Activities

There are so many different types of events and activities that student groups can run, and knowing how to plan and manage them is a good foundation to having a successful year.

Each student groups Client Liaison Officer (CLO) is here to book things like rooms, campus spaces, equipment (e.g. bbqs, tables, speakers) and any other resources you may require for your events. All official student group events at Macquarie must be booked through an Events/Activities Request form and with 3-4 weeks notice - the earlier you put in your request, the more likely your event or activity will be approved with ample time for you to organise!

COVIDSafe Compliance

We want to ensure that all student group activities on campus adhere to COVIDSafe practices and to comply with government and Macquarie University regulations, and so a Risk Assessment must be completed along with any event or activities request. Student groups will also be required to take the details of those attending at your events/activities - similar to what you do when you enter Ubar/Campus Commons or dine-in at an establishment. You can use this contact log or create your own (via QR code to limit using pen and paper!)

Before you submit a request, make sure you consider the following:
- activities must have attendees physically distanced at 1 person per 4 square meters
- classrooms and lecture theatres have restricted capacity (e.g. Macquarie Theatre capacity is now 90 people)
- outdoor events have a gathering limit of 20 attendees
- activities which require involve passing an item from one person to another or using communal items is deemed unsafe (e.g. handing out flyers or handing out food.)
- Ubar has a maximum of 10 people per booking as per NSW Government regulations.

Your CLO is here to help you understand this new process so if you have any questions with this new process or risk assessment, please get in touch!

Finances

Budgeting

Before the the start of each session, executives should plan out how that session will look for your student group - having events, activities, workshops and socials plugged in will help you with delegating tasks to committee members but also to plan your finances. Having a budget outlined will show where you need to raise money and to think about how to come across those funds.

Throughout the year, the Treasurer should be keeping track of your student groups finances and noting what money is coming in (income) and what is going out (expenditure). Copies of receipts should be filed away electronically so that they can be included in the the End of Year Treasurers Report, which shows Student Engagement how you have spent your funds for the year.

Bank Access

If an executive needs to be a signatory on your student group bank account, send in your request and update our team of the change in leadership. Meeting minutes must be attached that clearly state who has been nominated as the new bank signatory. Once this has been complete and you need to go to NAB, make sure you have 100 points of ID with you!

Funding

There are several avenues for student groups to seek funding, and as an affiliated Macquarie University student group, you can apply for funding from Student Engagement. We encourage student groups to be as independent and self-sustainable as possible but if you need a helping hand, you can call on us. Unfortunately, the Session 2 Grant Funding Round has now closed. Your CLO will be in touch with all successful student group funding requests shortly.

Student group funding is derived from SSAF so ensure you are familiar with their guidelines and Student Engagements' funding guidelines. When you're ready to, you can put in a Grant Funding request for your student group.

Student Group spaces

There are many spaces on campus that can be used by student groups - simply state on your Event Request form, which of these you'd like to use for your event or activity, and your CLO will make the booking for you.

MAZE on Level 3, 18 WW, is the interactive space for student groups. All executives have access to book Library, MUSE and MAZE spaces. If you don’t have access, your Client Liaison Officer can help you out.

Other admin

Affiliation Process

Affiliation is the process of becoming officially associated with Macquarie University and we know there are lots of student groups out there operating unaffiliated and we don’t mind. Some student groups don’t need support from the uni as they are able to do things independently of us, however the student groups who are affiliated, do receive resources and support from the uni. Procedural and administrative requirements are also required before you can be approved as an affiliated group.

Meetings

Many student groups have casual meet ups or but formalised meetings are a way for your student group to document and track the progress of your group throughout the year! There are lots of types of meetings so make sure you're across them all recording the minutes of each meeting is a formal way for you to keep on track of how your student group is progressing throughout the year.

Sponsorships

Sponsorships and partnerships with external parties are a great way to supplement finances for your events and activities, and to build relationships with companies in industry. We have a handy Sponsorship Agreement template that you can us, as all sponsorships need to be signed by Student Engagement.

Posters & Printing

Did you know that we can print student group posters and flyers? Printing must be for Student Group purposes only and should be designed in a file that is ready to print. Email studentgroups@mq.edu.au specifying how you'd like it printed (e.g. 2 copies per page if you want A5, two-sided or in brochure style) and how many copies, and if there's anything amiss, you'll be contacted.

Posters must also contain the 'student organisation of Macquarie' logo on your posters for us to print them, so that they can be distinguished by staff and students as an event that is run by your student group! Note that the official places to place posters are the following. If posters do not have the logo or are placed in an unofficial area, they do run the risk of being removed.

  • the noticeboard in the middle of Wally's Walk
  • snap frame poster boards in MUSE
  • anywhere in MAZE
  • snap frame poster boards in Ubar (with permission from Ubar manager).
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