ECU GUILD SSAF REPORT Q1 2021

FEES ALLOCATION DEED REPORT Quarter 1 2021 This report is submitted in accordance with Guild reporting obligations and, as such, aligns first quarter activities and events, across all campuses, with the 2020 Fees Allocation Deed* (FAD) and the expenditure categories nominated therein. *Note that at the time of reporting the 2021 Fees Allocation Deed had not been executed.

CONTENTS PRESIDENT REPORT ................................................................................................................................................ 4 OPERATIONS MANAGER REPORT ........................................................................................................................... 4 ACTIVITY REPORTS .................................................................................................................................................. 7 Activity (No KPI’s Specified)............................................................................................................................... 7 providing food or drink to students on a campus of the higher education provider [Statute 29(4)(1)9A)] ....... 7 Activity – KPI 1 ................................................................................................................................................... 8 Supporting a sporting or other recreational activity by students [Statute 29(4)(1)(b)] ..................................... 8 Activity – KPI 2 ................................................................................................................................................. 11 Supporting the administration of a club, most of whose members are students [Statute 29(4)(1)9c)] .......... 11 Activity - KPI 3 .................................................................................................................................................. 13 Promoting the health or welfare of students [Statute 29(4)(1)(f)] .................................................................. 13 Activity – KPI 4 ................................................................................................................................................. 18 Helping students with their financial affairs [Statute 29(4)(1)(i)]..................................................................... 18 Activity – KPI 5 ................................................................................................................................................. 20 Providing libraries and reading rooms (other than those provided for academic purposes) [Statute 29(4)(1)(l)]......................................................................................................................................................... 20 Activity – (No KPI Specified) ............................................................................................................................ 22 Supporting an artistic activity by students [Statute 29(4)(1)(m)] ..................................................................... 22 Activity – KPI 6 ................................................................................................................................................. 23 Supporting the production and dissemination of students of media whose content is provided by students [Statute 29(4)(1)(n)].......................................................................................................................................... 23 Activity – KPI 7 ................................................................................................................................................. 25 Helping students develop skills for study by means other than undertaking course of study in which they are enrolled [Statute 29(4)(1)(o)] ........................................................................................................................... 25 Activity – KPI 8 ................................................................................................................................................. 26 Advising on matters arising under the higher education providers rules (however described) ...................... 26 [Statute 29(4)(1)(P)].......................................................................................................................................... 26 Advocating student’s interests in matters arising under the higher education provider’s rules (however described) [Statute 29(4)(1)(q)] ....................................................................................................................... 26 Activity – KPI 9 ................................................................................................................................................. 28 Giving students information to help them in their orientation [Statute 29(4)(1)(r)] ...................................... 28 Activity – (No KPI Specified) ........................................................................................................................... 29 Helping meet the specific needs of overseas students relating to their welfare, accomodation and employment [Statute 29(4)(1)(S)] .................................................................................................................... 29 Activity – KPI 10 ............................................................................................................................................... 31

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Administration .................................................................................................................................................. 31 Activity – KPI 11 ............................................................................................................................................... 34 Planning, reporting and handover .................................................................................................................... 34 QUARTERLY FINANCIAL REPORT ........................................................................................................................... 35 GUILD CONTACT INFORMATION .......................................................................................................................... 36

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PRESIDENT REPORT

We started the New Year with the aim of representing broad ECU Student body. Last year was unpredictable. We have gone through tough times. Despite all the challenges we maintained our key priorities and listened to Student’s voices. In first quarter of 2021 we started our term with same energy and enthusiasm to help student raise their voice and advocate on behalf of them.

Throughout the first quarter, we have represented student on all board meetings with University to ensure that students have their voice on University’s decision making. It helped increase transparency and accountability from a student’s perspective and helped stablish key networks early in the year.

Most of the meetings were online and not much face to face.

During first quarter we met the first lockdown due to outbreak in February and we had to change our focus. We started planning to help students who are distress due to lockdown. Luckily that Lockdown lasted only two weeks and we were back to Normal.

Early start of the year we identified gaps in our departmental policies and procedures. We identified those gaps and worked on them to align with our Strategic plan. Last year ECU Guild has to change its focus due to Covid and we started helping students who were impacted by Covid.

We started our term with planning for events across 3 campuses. We planned and scheduled events throughout the semester with specific budget allocation to each section. We had more structures support for our clubs and we ensured that affiliated clubs were properly inducted. We recognise the importance of clubs at ECU and we made sure that clubs are getting proper support.

We were actively engaged with new students. Guild provided free sausage sizzle during the Orientation week. We organized Guild fair across three campuses and we had nearly 2000 students attending that fair. We provide free Sausage sizzle and Guild bags to the students.

We managed to organise events in the first quarter. A highlights of our few events from the Guild for first Quarter: Guild fair, Get Set Session Sausage sizzle, Pantheon, Greatest Showman, Equity meet and Greet, ECU International Orientation, Many events were favourable to all students of different cultures, beliefs and dynamics.

The Guild has worked hard to provide support and assistance to students and we will continue to do so. We will continue to work for best interest of students.

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OPERATIONS MANAGER REPORT

In quarter one of 2020 a number of the Guild’s high profile events took place, including Semester 1 Guild Fair and Pantheon (Formerly Toga). We have also provided support to the University’s Orientation Sessions for students. Despite ongoing efforts to market our events we have steadily seen the number of participants decline in quarter one and continue to see students booking tickets for some of our activities and not turning up. A number of events require a deposit or up-front payment and this has had a significant impact on the budgets that are directed towards these types of activity in terms of the return that we are getting for students. The Guild will continue to work on strategies over the next quarters to increase participating, including facilitating focus groups with students to gain feedback to inform how we can change our services to better suit the needs of our members.

The Guild has implemented new ways of supporting and managing our affiliated clubs this year in the Implementation of the QPay system. It was hoped that this system would improve our club engagement, provide clubs with an appropriate management structure for their own club administration and make our internal processes more efficient and effective in this space. However, the implementation stages of the rollout presented some challenges that we continue to work through with the provider in Quarter 2. We are confident that these issues will be addressed in good time prior to reopening of the affiliation process in Semester 2 and will commence work with our clubs to rebuild confidence in the system. Q1 2021 was also the first time that the Guild implemented club funding support using VASCO Pay as a financial management tool outside of club bank accounts. This tool appears to have been effective for most clubs as there is now an easier way of managing and accessing club grants and floats provided by the Guild. The system also provides the Guild with oversight of the spending of clubs as required.

In terms of Guild Student Assist Support provided in quarter 1, we have made significant improvements to our data collection within our Clinical Management System and are able to provide metrics across multiple areas both for the Guild’s own strategic use and as feedback to various different areas of the University. We continue to see high demand for the service across both Joondalup and Mount Lawley Campus, however Bunbury uptake continues to be low, despite the facilitation of face to face clinics on the campus most recently. To address some of the increase in demand for GSA Services, the Guild is undertaking the recruitment of a 0.6FTE GSA to support the work of the department and to increase the appointments available to students to better manage the growing demand.

In 2020 the Guild developed a partnership with Foodbank WA to support ECU Students with food support, unfortunately due to administrative errors the partnership was halted in quarter one.

Students were supported with Woolworths Vouchers where they presented with needs requiring food assistance as we work to resolve those issues. Financial Support needs across the student body dropped off to in quarter 1, however, we anticipate this increasing as the Governments support schemes end or reduce in March.

The South West Campus has presented particular difficulties in terms of student engagement across all aspects of services in that campus. Event or activity attendance is significantly low in comparison

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to the number of students enrolled at the campus and whilst the Guild has endeavoured to provide Student Assist Clinics on a monthly basis the uptake of appointments has been extremely low. We are however continually taking on feedback from the students where possible to adapt our provision to better suit the needs of that particular cohort of students.

The Guild provides ongoing support across all of our services to International Students studying at ECU. In Quarter one, despite the lower numbers of international students studying on campus at the institution we have recorded that 53% of the students accessing GSA services are International students. With 43% of students utilising Guild services within the Guild offices (Excluding GSA support) being International Students. The Guild currently receives no additional funding to support this growing need outside of the SSAF paid by Domestic Students. We will be approaching the University with a view to entering into discussions focused on increasing the support received by the Guild to better service this cohort.

The Guild’s overall budget position at the start of 2021 is positive and we continue to ensure that we focus on key areas of support and service both required by our Deed and in response to the changing needs of students to ensure that we are effective in our provision. We anticipate this this will be the case moving forward but certainly with a focus on research and development to both increase and adapt our services for the future.

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ACTIVITY REPORTS KEY:

RED:

Requires Attention

ACTIVITY (NO KPI’S SPECIFIED)

YELLOW:

Being Monitored

GREEN:

On Track

PROVIDING FOOD OR DRINK TO STUDENTS ON A CAMPUS OF THE HIGHER EDUCATION PROVIDER [STATUTE 29(4) (1)9A)]

Annual Budget

$81,704

Spend to Date

$13,065

Budget Remaining

$68,639.18 84.01%

Budget

1.

Comments

Appendices/Links

No KPI’s specified for this category in 2020 Fees Allocation deed

ACTIVITY – KPI 1

SUPPORTING A SPORTING OR OTHER RECREATIONAL ACTIVITY BY STUDENTS [STATUTE 29(4)(1)(B)]

Budget

Annual Budget

$644,353

Spend to Date

$165,094

Budget Remaining

$479,259.41 74.38%

Q1

Date

Length of Event (Days)

Arts Workshop Paintball Arts Workshop

19/01/21 28/01/21 2/02/2021

1 1 1

ML

WAAPA Orientation

2/02/2021

1

ML

Edith Cowan Student Law Society

15/02/21

1

Broadcasting BBQ

15/02/21

Get set Get Set

Event Name

Key Data

Campus

Guild/University Supported/Partnership (Guild & University)/Third Party Activation

Was this event sponsored?

Value of Sponsorship

Number of Attendees/ Tickets Sold

Guild Event Guild Event Guild Event Third Party Activation

No No No

10 40 10

No

300

JO

Guild Event

No

30

1

ML

Partnership Event

No

30

16/02/21

1

JO

Partnership Event

No

300

17/02/21

1

ML

Partnership Event

No

200

ML

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Get Set

18/02/21

1

SW

Partnership Event

No

120

Get Set

19/02/21

1

JO

Partnership Event

No

250

23/02/21 26/02/21 12/03/2021 16/03/21

1 1 1 1

ML JO JO JO

Guild Event Guild Event Guild Event Guild Event

No No No No

400 600 250 20

Harmony Day

17/03/21

1

JO

Partnership Event

No

250

Joondalup Markets Cricket Tournament Edith Cowan Student Law Society Self Defence Class

23/03/21 25/03/21

1 1

JO EXT

Guild Event Guild Event

No No

200 80

30/03/21

1

JO

Guild Event

No

16

31/03/21

1

JO

Guild Event

No

10

Guild Fair / Club Carnival Guild Fair / Club Carnival Pantheon Equity Meet & Greet

$ -

Key Information

2916

1.

The Guild attended the ECU Get Set Sessions providing a free BBQ, as well as running Guild Fair across all campuses to welcome students back to ECU.

2.

The start of semester Pantheon Party was held in March and attracted 250 attendees at Campus West.

3.

Smaller events such as Guild movie night, equity meet and greet and club events were also held to appeal to a variety of students.

4.

Other events were designed to target key areas of interest, specific cohorts of the University or as a representation of the cultural diversity across the University.

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Critical Issues

5.

ECU Guild’s First Nations Department developed the ECU National University Games Uniform with an indigenous artist. The artwork is prominently displayed in the ECU Guild Offices on the Joondalup campus.

6.

In the South West the Guild collaborated with the Dean’s Office to provide multiple events such as National University Mental Health Day and LGBTQIA Awareness day. Additional events such as bowling, pool and cheese night and coffee catch ups provided a key opportunity to engage with students.

7.

Events were displayed on ecuguild.org.au, ecuguildfair.com.au and the Guild Facebook.

1.

The Guild continues to try to manage the ongoing issue of no shows for events and activities despite registering. A number of events were cancelled last minute due to students not showing up or cancelling their registration at the last minute.

2.

Student engagement in the South West continues to present an issue. Engagement can be hit and miss in this campus, even where the Guild is providing events and activities requested by students.



Image – Indigenous Artwork developed for ECU National University Games

Appendices/Links

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ACTIVITY – KPI 2

SUPPORTING THE ADMINISTRATION OF A CLUB, MOST OF WHOSE MEMBERS ARE STUDENTS [STATUTE 29(4)(1)9C)]

Budget

Annual Budget

$311,841

Spend to Date

$57,651

Budget Remaining

$254,189.89 81.51%

Q1

Key Data

Number of Basic Affiliated Clubs

1

Number of Funded Affiliated Clubs Number of Active Clubs, Societies & Collectives

45

Total Value of Funding Provided to Postgraduate Clubs

$ 142.49

Total value of Funding Provided to International Clubs

$ 800.00

Total overall value of Funding Provided to all Clubs

Key Information

46

$6,411.14

1.

Club Affiliations opened for 2021, using new QPay Club Management system.

2.

Clubs training days were facilitated for new approved 2021 clubs, incorporating advice and guidance on club governance, Guild rules and general club management.

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Critical Issues Awards

Appendices/Links

3.

Two inactive collectives were supported to reform and re-affiliate.

4.

South West officers explored South West Campus club development with students.

1.

The roll out of the QPay Club Management system has been challenging as multiple functions of the program have not been implemented as expected which has led to significant delays in completing the affiliation process for clubs.

2.

A number of Cultural clubs who normally affiliate with the Guild have been unable to re-affiliate this year due to the decrease in the number of international students on campus. Some cultural clubs have therefore not been able to obtain the required governance or membership structure to affiliate.



Clubs Training Presentations o Clubs Training Day 2021 o Clubs Training Day 2021 - Finance Training o Clubs Training Day 2021 - Marketing Training

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ACTIVITY - KPI 3

PROMOTING THE HEALTH OR WELFARE OF STUDENTS [STATUTE 29(4)(1)(F)]

Budget

Annual Budget

$347,650

Spend to Date

$63,093

Budget Remaining

$284,566.52 81.85%

Students Requesting Support Q1

Key Data

Total Number of Students Requesting Assistance Total Number of Students Requesting Assistance - Joondalup Total Number of Students Requesting Assistance – Mount Lawley Total Number of Students Requesting Assistance – Bunbury Total Number of Students Requesting Assistance – Online Total Number of Students Requesting Assistance – Interstate Total Number of Students Requesting Assistance – Offshore

539 361 175 3 0 0 0

Breakdown of Nature of Assistance Provided Q1 Domestic Student **DOMESTIC STUDENT - TELEPHONE APPOINTMENT **DOMESTIC STUDENT - TELEPHONE FOLLOW UP DOMESTIC STUDENT - Academic Issue DOMESTIC STUDENT - Academic Issue - EMAIL ONLY DOMESTIC STUDENT - Academic Issue - TELEPHONE ONLY

0 10 129 86 0

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DOMESTIC STUDENT - Financial Issue DOMESTIC STUDENT - Financial Issue - EMAIL ONLY DOMESTIC STUDENT - Financial Issue - TELEPHONE ONLY DOMESTIC STUDENT - Follow up work DOMESTIC STUDENT - Other Issue DOMESTIC STUDENT - Other Issue - EMAIL ONLY DOMESTIC STUDENT - Other Issue - TELEPHONE ONLY DOMESTIC STUDENT - Personal/Welfare Issue DOMESTIC STUDENT - Personal/Welfare Issue - EMAIL ONLY DOMESTIC STUDENT - Personal/Welfare Issue - TELEPHONE ONLY

36 16 0 0 21 3 0 9 0 0

DOMESTIC STUDENT - Student Appeal Committee Advocacy TELEPHONE ONLY

0

International Student **INTERNATIONAL STUDENT - EMAIL APPOINTMENT **INTERNATIONAL STUDENT - TELEPHONE APPOINTMENT INTERNATIONAL STUDENT - Academic Issue INTERNATIONAL STUDENT - Academic Issue - EMAIL ONLY INTERNATIONAL STUDENT - Academic Issue - TELEPHONE ONLY INTERNATIONAL STUDENT - Financial Issue INTERNATIONAL STUDENT - Financial Issue - EMAIL ONLY INTERNATIONAL STUDENT - Financial Issue - TELEPHONE ONLY INTERNATIONAL STUDENT - Follow up work INTERNATIONAL STUDENT - Other Issue INTERNATIONAL STUDENT - Other Issue - EMAIL ONLY INTERNATIONAL STUDENT - Other Issue - TELEPHONE ONLY INTERNATIONAL STUDENT - Personal/Welfare Issue INTERNATIONAL STUDENT - Personal/Welfare Issue - EMAIL ONLY

6 0 181 79 0 42 22 0 0 8 2 0 7 0

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INTERNATIONAL STUDENT - Personal/Welfare Issue - TELEPHONE ONLY INTERNATIONAL STUDENT - Student Appeal Committee Advocacy- Student Appeal Committee Advocacy - TELEPHONE ONLY

0 0

Breakdown of Type of Support Provided Academic Misconduct (AM) Academic Progression Status Review (APSR) Application for Submission of previous work Complaints Course Intermission Deferrals/Extensions/Exams/Assessments Financial Support Formal Review (FR) General Advice General Misconduct (GM) Hardship Payment Scheme Informal Review (IR) Recognition of Prior Learning (RPL) Re-enrolment (Application to resume your course) Referral - ECU/ External/Clubs Scholarships Special Consideration/Resubmission Student Appeals Committee - Academic Misconduct (SAC-AM) Student Appeals Committee - General Misconduct (SAC-GM) Student Appeals Committee - Other

Q1 33 69 3 35 1 6 74 27 89 1 6 19 2 5 8 0 7 10 0 0

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Welfare Support Withdrawal Without Penalty (Financial/Academic) (WWF/A)

4 75

Other Statistics Q1 Respect Now Always Statistics Sexual Assault Domestic/Family Violence Discrimination Rape Harassment Racism Hazing

0 2 0 0 1 0 0 External Referrals

Financial/Welfare Support Health Housing Immigration/Visa Agent Legal Other

3 0 1 0 3 7

*Outgoing referrals are unable to be captured by our clinic management system at this time. Therefore no stats regarding referrals are available at this time

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Key Information

1.

GSAs continued to support students both on campus and over the phone/telehealth depending on their preference and restrictions during the COVID-19 lockdown period.

2.

Demand for services continued to be high. This was in part due to a period of paternity leave for 5 weeks of a member of Student Assist Staff. Appointment slots this quarter were often 3 days to 1 week out. A waitlist was set up to allow GSAs to call students if there is a cancellation or non-attendance.

3.

The Guild commenced face-to-face GSA clinics at Bunbury campus on a monthly basis beginning in March for 2 days each month in response to feedback from that campus.

4.

Guild Student Assist staff and others provided feedback on key university policies and procedures including the new SUCCEED Investigative Tool scheduled for a semester 2 rollout, the 2021 Admission Enrolment and Academic Progression status rules, and communication materials to students on Academic Integrity.

1.

GSAs stopped referring students to Foodbank WA following internal administration changes in January at Foodbank WA. These issues are expected to be resolved in Quarter 2 and GSAs will resume with referrals.

2.

There was a significant cohort of J46 students seeking support with the appeals and complaints processes who had failed a mandatory-to-pass assessment in Adult Health Practice 2, which put them at risk of exclusion from their course.



Guild Student Assist Service User Policy

Critical Issues

Appendices/Links

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ACTIVITY – KPI 4

HELPING STUDENTS WITH THEIR FINANCIAL AFFAIRS [STATUTE 29(4)(1)(I)] Annual Budget

$89,467

Spend to Date

$6,464

Budget Remaining

$83,002.94 92.77%

Budget *Includes $50,000 brought forward from 2020 being unspent COVID relief programs

Financial Assistance Number of Discretionary Grant Applications Number of Discretionary Grants Issued Number of Discretionary Grants Rejected Total Value of Discretionary Grants Issued *Inclusive of Lotterywest grant funding allocation

Key Data

Number of Practicum Grant Applications Number of Practicum Grants Issued Number of Practicum Grants Rejected Total Value of Practicum Grants Issued Number of Vouchers Issued Total Value of Vouchers Issued

Number of Pantry Boxes Referrals Total Value of Pantry Box Referrals Number of Welfare Packs Provided Total Value of Support Provided

Q1 7 10 3 $ 8,068.40 $ $ $

-

$

-

$

19 900.00

$

1.00

$

50.00 0

$ 9,018.40

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Administration .................................................................................................................................................. 31 Activity – KPI 11 ............................................................................................................................................... 34 Planning, reporting and handover .................................................................................................................... 34 QUARTERLY FINANCIAL REPORT ........................................................................................................................... 35 GUILD CONTACT INFORMATION .......................................................................................................................... 36

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ACTIVITY – KPI 5

PROVIDING LIBRARIES AND READING ROOMS (OTHER THAN THOSE PROVIDED FOR ACADEMIC PURPOSES) [STATUTE 29(4)(1)(L)]

Annual Budget

$19,039

Spend to Date

$4,096

Budget Remaining

$14,942.21 78.49%

Budget

Stock

Q1

Opening Stock Closing Stock Transactions (Buy Backs)

Key Data

Number of Transactions Number of Books Buyback Value

$ 21,729.24 $ 18,793.93

JO 4 6 $278.00

Transactions (Sales) Processed through JO Number of Transactions Number of Books Sales Value

Q1 ML 0 0 $0.00

BU 0 0 $0.00

Q1 54 91 $2,913.00

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Cash Sales Paypal/Shopify Sales 1.

$1,032.00 $1,775.50

Students are able to purchase limited resources from the Guild’s second hand bookstore which is accessible during Guild opening hours Monday – Friday, 8am to 4pm.

The bookshop provides members with a valuable resource with respect to course textbook costs by offering a service to:  Buyback textbooks for cash, at the highest rate available, from students who no longer require.  Sell these books back to students for units they are starting, at significantly lower prices than they would have to pay for new books.

The Guild operates its own online, eStore through Shopify to open this service up to all ECU students who are members of the Guild.

A minimum markup is applied to the purchased books; that is, just enough to cover eStore and PayPal fees and to ensure we offer the book for sale at the lowest sale price possible.

Key Information

There are some conditions that apply e.g. for the Guild to buy a book back it must appear on the current semester (or immediate past semester) Course Booklists; these are the official University approved lists.

The Secondhand bookshop is very successful and utilised by a large number of students each semester and the Guild heavily promotes the service through its website as well as starting to target nominated dates within the University academic calendar e.g. Orientation days, exam times and open days.

2.

1.

Sales have picked up compared to Q4 2020. However, there has been a decrease in buybacks compared to previous quarters.

Review of the bookshop to be carried out to ensure that it is fit for purpose and promoted appropriately to increase the level of usage.



https://ecuguild.org.au/bookshop/

Critical Issues

Appendices/Links

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ACTIVITY – (NO KPI SPECIFIED)

SUPPORTING AN ARTISTIC ACTIVITY BY STUDENTS [STATUTE 29(4)(1)(M)]

Budget

Comments



Annual Budget

$11,233

Spend to Date

$1,467

Budget Remaining

$9,766 86.94%

1.

No KPI specified for this category in 2020 Fees Allocation deed.

2.

In Quarter 1 the Environmental Department provided free coffee to students across the Joondalup campus who attended Slice of Italy café with a Keep Cup and proof of Guild Membership (Guild Membership Sticker).

The initiative was well received by students and saw an increase in students reactivating their membership and increased the use of keep cups across campus rather than single use coffee cups.

Guild promotional artwork – Free Coffee (Enviro) event

Appendices/Links

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ACTIVITY – KPI 6

SUPPORTING THE PRODUCTION AND DISSEMINATION OF STUDENTS OF MEDIA WHOSE CONTENT IS PROVIDED BY STUDENTS [STATUTE 29(4)(1)(N)]

Budget

Key Information

Annual Budget

$67,948

Spend to Date

$12,005

Budget Remaining

$55,942.81

1.

4,000 Dircksey O Day foldouts (A2 folded to A4) were distributed across all campuses.

2.

Dircksey canvased students at O Days for their opinion regarding issues for coverage in future editions of Dircksey and the website and to promote interest in contributing to Dircksey.

3.

Increased Facebook posts on Dircksey Facebook page as part of an Online Content plan.

4.

Planned and implemented Dircksey contributor meeting (for May print edition).

5.

Began negotiations with Vanguard (ECU Journalism website) about cross-promotion initiatives.

6.

Orientation and Guild Fair events were updated on the Guild website and Facebook.

7.

Events were also shared via ECU through their trybooking system with an external link.

8.

1.

5,000 2021 diaries were delivered and 2,500 were handed out during Guild Fair with Guild bags.

There needs to be an increased focus on Dircksey's role addressing key issues for students as identified via O Day consultations: Core issue is to assist students in feeling connected to ECU community. This issue is central to planning for changes to how Dircksey's online presence functions and also provides direction for planning content for Dircksey's print editions going forward.

2.

Website multi-site set up should be converted to single site with integrated club and ecommerce solution. This will give a better experience all round.

Critical Issues

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Appendices/Links

  

Guild Diary Dircksey Link - https://www.dircksey.com.au/ Guild Website – https://ecuguild.org.au/

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ACTIVITY REPORTS KEY:

RED:

Requires Attention

ACTIVITY (NO KPI’S SPECIFIED)

YELLOW:

Being Monitored

GREEN:

On Track

PROVIDING FOOD OR DRINK TO STUDENTS ON A CAMPUS OF THE HIGHER EDUCATION PROVIDER [STATUTE 29(4) (1)9A)]

Annual Budget

$81,704

Spend to Date

$13,065

Budget Remaining

$68,639.18 84.01%

Budget

1.

Comments

Appendices/Links

No KPI’s specified for this category in 2020 Fees Allocation deed

ACTIVITY – KPI 1

SUPPORTING A SPORTING OR OTHER RECREATIONAL ACTIVITY BY STUDENTS [STATUTE 29(4)(1)(B)]

Budget

Annual Budget

$644,353

Spend to Date

$165,094

Budget Remaining

$479,259.41 74.38%

Q1

Date

Length of Event (Days)

Arts Workshop Paintball Arts Workshop

19/01/21 28/01/21 2/02/2021

1 1 1

ML

WAAPA Orientation

2/02/2021

1

ML

Edith Cowan Student Law Society

15/02/21

1

Broadcasting BBQ

15/02/21

Get set Get Set

Event Name

Key Data

Campus

Guild/University Supported/Partnership (Guild & University)/Third Party Activation

Was this event sponsored?

Value of Sponsorship

Number of Attendees/ Tickets Sold

Guild Event Guild Event Guild Event Third Party Activation

No No No

10 40 10

No

300

JO

Guild Event

No

30

1

ML

Partnership Event

No

30

16/02/21

1

JO

Partnership Event

No

300

17/02/21

1

ML

Partnership Event

No

200

ML

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Get Set

18/02/21

1

SW

Partnership Event

No

120

Get Set

19/02/21

1

JO

Partnership Event

No

250

23/02/21 26/02/21 12/03/2021 16/03/21

1 1 1 1

ML JO JO JO

Guild Event Guild Event Guild Event Guild Event

No No No No

400 600 250 20

Harmony Day

17/03/21

1

JO

Partnership Event

No

250

Joondalup Markets Cricket Tournament Edith Cowan Student Law Society Self Defence Class

23/03/21 25/03/21

1 1

JO EXT

Guild Event Guild Event

No No

200 80

30/03/21

1

JO

Guild Event

No

16

31/03/21

1

JO

Guild Event

No

10

Guild Fair / Club Carnival Guild Fair / Club Carnival Pantheon Equity Meet & Greet

$ -

Key Information

2916

1.

The Guild attended the ECU Get Set Sessions providing a free BBQ, as well as running Guild Fair across all campuses to welcome students back to ECU.

2.

The start of semester Pantheon Party was held in March and attracted 250 attendees at Campus West.

3.

Smaller events such as Guild movie night, equity meet and greet and club events were also held to appeal to a variety of students.

4.

Other events were designed to target key areas of interest, specific cohorts of the University or as a representation of the cultural diversity across the University.

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ACTIVITY – KPI 9

GIVING STUDENTS INFORMATION TO HELP THEM IN THEIR ORIENTATION [STATUTE 29(4)(1)(R)]

Budget

$158,771

Spend to Date

$33,229.94

Budget Remaining

$125,541.06 79.07%

1.

The Guild attended ECU Orientation planning sessions, ECU Get Set Sessions across all 3 campuses and hosted Guild Fair across all 3 campuses.

1.

The Guild will investigate online orientation options to manage number of remote students and any relevant Covid restrictions.

2.

Poor weather had an impact on some of the orientation activities, particularly in the South West. Additional contingency plans to be considered for the future.



Orientation/Guild Fair Promotional Material

Key Information

Critical Issues

Annual Budget

Appendices/Links

28 | P a g e

ACTIVITY – (NO KPI SPECIFIED)

HELPING MEET THE SPECIFIC NEEDS OF OVERSEAS STUDENTS RELATING TO THEIR WELFARE, ACCOMODATION AND EMPLOYMENT [STATUTE 29(4)(1)(S)]

Budget

1.

Annual Budget

$38,755

Spend to Date

$4,895

Budget Remaining

$33,860.30 87.37%

KPI 3 provides a breakdown of the advocacy services provided to the International Student Cohort.

Domestic Student/International Student Breakdown Total Students Accessing GSA Services (Domestic vs International)

Key Data

Q1 47% 53%

Domestic International Student GSA Appointments (Domestic vs International)

Q1 47% 53%

Domestic International Guild Membership (Domestic vs International)

29 | P a g e

Q1 *At March Domestic International

85% 15% Joondalup Entry (Domestic vs International)

Domestic International

Comments

Q1 57% 43%

1.

No KPI’s specified for this category in 2020 Fees Allocation deed

2.

The Guild provides ongoing support to International Students who require assistance with academic, welfare and financial support as part of our Guild Student Assist Services.

3.

The Guild has participated in the International Student Cafes organised by the University across Semester 1.

4.

The majority of students who are seeking financial support are international students and in quarter 1 the Guild advocated to extend the Hardship payment scheme with the University to support international students who have found it difficult to meet their fee obligations due to advancing Covid-19 issues within their home country.

Appendices/Links

30 | P a g e

ACTIVITY – KPI 10

ADMINISTRATION

Budget

Annual Budget

$43,871

Spend to Date

$97

Budget Remaining

$43,684 99.78%

10.1 Elections: 2018

2019

2020

2021

Number of Nominations Key Data

Guild Positions

27

28

21

NUS Positions

15

10

22

1,408

936

0

Number of Voters

Key Information

1.

A number of training and development opportunities were undertaken by both Senate and Staff in the first quarter of the year. The majority of this training is considered mandatory dependant on role and responsibility within the Guild and has been as a result of the onboarding of Senators in terms of Senate training registers. ALLY Training was rolled out in the first quarter to all staff (excluding Casual staff) and senators as a mandatory requirement.

2.

Followed all GAAP and SAP to ensure sound financial management is followed, Guild internal financial policies and procedures followed and enforced, to ensure appropriate and transparent financial management of the Guild.

3.

Budget revisions made as a result of differing census results given projections vs actuals anticipated in August 2021.

4.

The Guild liaised with Moore Australia (Guild Auditors) in preparation for the 2020 audit and AGM.

31 | P a g e

5.

In Quarter 4, the Guild approved and published multiple policies including:      

6.

Guild Services listed on Guild website - changes to services under Covid conditions also listed on website and in newsletter.

1.

Obtaining compliance in Senate training, as in 2020 continues to be an ongoing issue requiring multiple prompts for Senators to complete.

2.

Continued challenges of allocating limited financial resources across many areas of demand and prioritising this demand to best suit Senate and operational needs in delivering appropriate student support programs.

3.

Increased expenditure anticipated in Q2/Q3 as the Guild prepares additional training for staff and Senate and purchases election management software for 2021.

            

https://ecuguild.org.au/senate/important-documents/ https://ecuguild.org.au/senate/minutes/ https://ecuguild.org.au/student-assist/ https://ecuguild.org.au/student-assist/grants/ https://ecuguild.org.au/dircksey/ https://ecuguild.org.au/volunteering-jobs/ https://ecuguild.org.au/accommodation/ Guild Senator Training Records Guild Staff Training Records Reimbursement Policy Basic Affiliation (Clubs) Policy Funded Affiliation (Clubs) Policy Social & Sports Department Policy

Critical Issues

Appendices/Links

Reimbursement Policy Basic Affiliation (Clubs) Policy Funded Affiliation (Clubs) Policy Social & Sports Department Policy Event Planning Policy Workplace Bullying Policy

32 | P a g e

 

Event Planning Policy Workplace Bullying Policy

33 | P a g e

ACTIVITY – KPI 11

PLANNING, REPORTING AND HANDOVER Annual Budget

$ N/A

Spend to Date

$ N/A

Budget

See Quarterly Financial Report Key Data

Key Information

No specific costs are allocated to planning, reporting and handover not already reported elsewhere 1.

2020 Quarterly SSAF Reports submitted to ECU Governance.

2.

Senate meeting minutes uploaded as approved by Senate.

1.

None

   

Guild Budget Link – *To be uploaded when approved SSAF Reports Link - https://ecuguild.org.au/senate/minutes/ Minutes of Senate Meetings - https://ecuguild.org.au/senate/minutes/ Strategic Plan 2020 -2025 - https://ecuguild.org.au/wp-content/uploads/2020/05/ECU-Guild-Strategic-Plan_web.pdf

Critical Issues

Appendices/Links

34 | P a g e

Welfare Support Withdrawal Without Penalty (Financial/Academic) (WWF/A)

4 75

Other Statistics Q1 Respect Now Always Statistics Sexual Assault Domestic/Family Violence Discrimination Rape Harassment Racism Hazing

0 2 0 0 1 0 0 External Referrals

Financial/Welfare Support Health Housing Immigration/Visa Agent Legal Other

3 0 1 0 3 7

*Outgoing referrals are unable to be captured by our clinic management system at this time. Therefore no stats regarding referrals are available at this time

16 | P a g e

Contents 3

Statement of Financial Position

4

Income & Expenditure Statement

5

Statement of Cash Flows

6

Notes to the Financial

13 Statements Spending Program by SSAF Category

KPI Quarterly Financial Report Q1 2021

Edith Cowan University Student Guild

Page 2 of 14

ACTIVITY – (NO KPI SPECIFIED)

SUPPORTING AN ARTISTIC ACTIVITY BY STUDENTS [STATUTE 29(4)(1)(M)]

Budget

Comments



Annual Budget

$11,233

Spend to Date

$1,467

Budget Remaining

$9,766 86.94%

1.

No KPI specified for this category in 2020 Fees Allocation deed.

2.

In Quarter 1 the Environmental Department provided free coffee to students across the Joondalup campus who attended Slice of Italy café with a Keep Cup and proof of Guild Membership (Guild Membership Sticker).

The initiative was well received by students and saw an increase in students reactivating their membership and increased the use of keep cups across campus rather than single use coffee cups.

Guild promotional artwork – Free Coffee (Enviro) event

Appendices/Links

22 | P a g e

Income & Expenditure Statement Edith Cowan University Student Guild For the 3 months ended 31 March 2021 JAN-MAR 2021

JAN-MAR 2020

2021

2020

525,000

379,668

525,000

379,668

8,257

12,866

8,257

12,866

-

1,000

-

1,000

8,257

13,866

8,257

13,866

533,257

393,535

533,257

393,535

2,551

3,409

2,551

3,409

Income SSAF Funding Other Revenue Ad-hoc Income Non- SSAF Program sponsorship and grants Total Other Revenue Total Income

Direct Costs Student Support Program Costs A - Provision of Food & Drink B - Supporting Sporting & Recreational Activity

67,226

6,440

67,226

6,440

C - Club Administration Support

7,282

11,834

7,282

11,834

F - Health & Welfare of Students

4,697

4,241

4,697

4,241

I - Helping Students with their Financial Affairs

2,230

1,867

2,230

1,867

L - Library & Reading Rooms

4,754

1,890

4,754

1,890

550

1,071

550

1,071

(300)

489

(300)

489

17,955

45,919

17,955

45,919

270

-

270

-

107,216

77,161

107,216

77,161

107,216

77,161

107,216

77,161

426,041

316,374

426,041

316,374

Administrative Overheads

16,093

31,546

16,093

31,546

Infrastructure Overheads

44,290

13,629

44,290

13,629

Salary, Wages & Honoraria

217,906

243,626

217,906

243,626

48,355

36,115

48,355

36,115

N - Supporting Production & Dissemination of Student Media O - Helping Students Develop Study Skills R - Information to help students through Orientation S - Helping Overseas students Total Student Support Program Costs Total Direct Costs

Gross SSAF Surplus/(Deficit) Indirect Costs

Salary, Wages & Honoraria On-Costs Election Costs Total Indirect Costs

SSAF Surplus/(Deficit)

10

32

10

32

326,654

324,948

326,654

324,948

99,387

(8,574)

99,387

(8,574)

12,505

(48,366)

12,505

(48,366)

3,506

4,058

3,506

4,058

Non-SSAF Income Interest & Investment Income Other Income Grants & Sponsorship Total Income

3,923

-

3,923

-

19,934

(44,308)

19,934

(44,308)

Expenses

The accompanying notes form part of these financial statements.

Page 4 of 14

ACTIVITY – KPI 7

HELPING STUDENTS DEVELOP SKILLS FOR STUDY BY MEANS OTHER THAN UNDERTAKING COURSE OF STUDY IN WHICH THEY ARE ENROLLED [STATUTE 29(4)(1)(O)]

Budget

$187,681

Spend to Date

$30,246.46

Budget Remaining

$157,434.54 83.88%

*No courses were ran in Quarter 1.

Key Data 1.

In the South West, Guild officers engaged with PASS and Student Assist to ascertain what services or activities may be developed by the Guild in the South West to support students.

1.

An engineering project exhibition had been developed to support students to build projects and develop skills for study, however, due to low enrolments and the initial lockdown period the activity was cancelled.

Key Information

Critical Issues

Annual Budget

Appendices/Links

25 | P a g e

Statement of Cash Flows Edith Cowan University Student Guild For the 3 months ended 31 March 2021 JAN-MAR 2021

JAN-MAR 2020

SSAF Received

456,059

503,002

Other receipts

8,626

14,698

Payments to suppliers and employees

(457,154)

(502,538)

Cash receipts from Non-SSAF Sources

44

8,053

Cash payments to Non-SSAF Activities

(4,940)

-

(13)

(18)

2,621

23,197

1,356

2,575

138

1,001

(850)

(43,468)

80

(1,124)

Cash flows from Operating Activities

Interest Paid Total Cash flows from Operating Activities

Cash flows from Investing Activities Distributions received Interest received Payment for property, plant and equipment Increase in investments Other cash items from investing activities

(159)

-

Total Cash flows from Investing Activities

564

(41,016)

3,186

(17,819)

Opening cash balance

242,146

610,847

Closing cash balance

245,331

593,028

3,186

(17,819)

Net increase/(decrease) in cash held Cash Balances

Movement in cash

The accompanying notes form part of these financial statements.

Page 6 of 14

5.

In Quarter 4, the Guild approved and published multiple policies including:      

6.

Guild Services listed on Guild website - changes to services under Covid conditions also listed on website and in newsletter.

1.

Obtaining compliance in Senate training, as in 2020 continues to be an ongoing issue requiring multiple prompts for Senators to complete.

2.

Continued challenges of allocating limited financial resources across many areas of demand and prioritising this demand to best suit Senate and operational needs in delivering appropriate student support programs.

3.

Increased expenditure anticipated in Q2/Q3 as the Guild prepares additional training for staff and Senate and purchases election management software for 2021.

            

https://ecuguild.org.au/senate/important-documents/ https://ecuguild.org.au/senate/minutes/ https://ecuguild.org.au/student-assist/ https://ecuguild.org.au/student-assist/grants/ https://ecuguild.org.au/dircksey/ https://ecuguild.org.au/volunteering-jobs/ https://ecuguild.org.au/accommodation/ Guild Senator Training Records Guild Staff Training Records Reimbursement Policy Basic Affiliation (Clubs) Policy Funded Affiliation (Clubs) Policy Social & Sports Department Policy

Critical Issues

Appendices/Links

Reimbursement Policy Basic Affiliation (Clubs) Policy Funded Affiliation (Clubs) Policy Social & Sports Department Policy Event Planning Policy Workplace Bullying Policy

32 | P a g e

Notes to the Financial Statements

f. Cash on Hand Cash on hand includes cash on hand, deposits held at call with banks, and other short-term highly liquid investments with original maturities of three months or less.

g. Accounts Receivable and Other Debtors Accounts receivable and other debtors include amounts due from members as well as amounts receivable from donors.

Receivables expected to be collected within 12 months of the end of the reporting period are classified as current assets. All other receivables are classified as non-current assets.

h. Revenue and Other Income Revenue is measured at the fair value of the consideration received or receivable after taking into account any trade discounts and volume rebates allowed. For this purpose, deferred consideration is not discounted to present values when recognising revenue.

Interest revenue is recognised using the effective interest method, which for floating rate financial assets is the rate inherent in the instrument. Dividend revenue is recognised when the right to receive a dividend has been established.

Grant and donation income is recognised when the entity obtains control over the funds, which is generally at the time of receipt.

If conditions are attached to the grant that must be satisfied before the Guild is eligible to receive the contribution, recognition of the grant as revenue will be deferred until those conditions are satisfied.

All revenue is stated net of the amount of goods and services tax.

i. Leases Leases of PPE, where substantially all the risks and benefits incidental to the ownership of the asset (but not the legal ownership)are transferred to the Guild, are classified as finance leases.

Finance leases are capitalised by recording an asset and a liability at the lower of the amounts equal to the fair value of the leased property or the present value of the minimum lease payments, including any guaranteed residual values. Lease payments are allocated between the reduction of the lease liability and the lease interest expense for that period.

Leased assets are depreciated on a straight-line basis over the shorter of their estimated useful lives or the lease term. Lease payments for operating leases, where substantially all the risks and benefits remain with the lessor, are charged as expenses in the periods in which they are incurred.

j. Inventories Inventories are carried at the lower of cost or net realizable value. Cost is based on the first in first out method and includes expenditure incurred in acquiring the inventories and bringing them to the existing condition and location.

k. Goods and Services Tax (GST) Revenues, expenses and assets are recognised net of the amount of GST, except where the amount of GST incurred is not recoverable from the Australian Taxation Office (ATO). Receivables and payables are stated inclusive of the amount of GST

KPI Quarterly Financial Report Q1 2021

Edith Cowan University Student Guild

Page 8 of 14

Notes to the Financial Statements

receivable or payable. The net amount of GST recoverable from, or payable to,the ATO is included with other receivables or payables in the assets and liabilities statement.

l. Financial Assets Investments in financial assets are initially recognised at cost, which includes transaction costs, and are subsequently measured at fair value, which is equivalent to their market bid price at the end of the reporting period. Movements in fair value are recognised through the Statement of Income and Expenditure.

m. Accounts Payable and Other Payables Accounts payable and other payables represent the liability outstanding at the end of the reporting period for goods and services received by the Guild during the reporting period that remain unpaid. The balance is recognised as a current liability with the amounts normally paid within 30 days of recognition of the liability.

n. Intangible Assets Intangible assets are software developed for student or themanagement of the Guild. The assets are brought to account at cost and amortised over the useful life of the asset.

JAN-MAR 2021

JAN-MAR 2020

251,548

593,268

2. Cash & Cash Equivalents Cash Balances Bank Accounts Bendigo Bank PayPal Merchant Account Total Bank Accounts

889

631

252,437

593,900

Other Cash Items Vouchers Petty Cash Petty Cash - US$ Stripe AUD Total Other Cash Items Total Cash Balances

300

300

1,301

2,771

98

123

110

-

1,810

3,194

254,247

597,093

(11,709)

(4,678)

Credit Cards Bendigo Bank Mastercards Vasco Prepaid Cards Total Credit Cards Total Cash & Cash Equivalents

KPI Quarterly Financial Report Q1 2021

Edith Cowan University Student Guild

994

-

(10,715)

(4,678)

243,532

592,415

Page 9 of 14

Notes to the Financial Statements

JAN-MAR 2021

JAN-MAR 2020

994,068

420,363

3. Receivables Receivables Accounts Receivable Other Debtors - Student Loans Less: Provision for Doubtful Debts

4,568

3,131

(1,635)

(2,261)

Sundry debtors

150

-

Accrued Income

37

203

997,187

421,436

997,187

421,436

JAN-MAR 2021

JAN-MAR 2020

18,794

15,773

Total Receivables Total Receivables

4. Inventory Inventories Stock on Hand - Books Stock on Hand - other merchandise Total Inventories Total Inventory

2,387

-

21,181

15,773

21,181

15,773

JAN-MAR 2021

JAN-MAR 2020

5. Prepayments Prepayments - Other

38,904

9,240

Prepayments - Insurance

16,386

10,832

Total Prepayments

55,291

20,072

JAN-MAR 2021

JAN-MAR 2020

33,082

31,397

(33,082)

(31,397)

-

-

6. Property Plant and Equipment Plant and Equipment Plant and equipment at cost Plant and equipment (Low Value Pool) at cost Low Value Assets ($300-$1000) - at cost Low Value Assets - acc dep Total Plant and equipment (Low Value Pool) at cost Plant and equipment (JO) at cost P & E - JO - at cost P & E - JO - acc dep Total Plant and equipment (JO) at cost

193,667

213,584

(130,084)

(124,908)

63,583

88,676

33,266

44,492

(28,051)

(34,354)

5,215

10,138

Plant and equipment (ML) at cost P & E - ML - at cost P & E - ML - acc dep Total Plant and equipment (ML) at cost

KPI Quarterly Financial Report Q1 2021

Edith Cowan University Student Guild

Page 10 of 14

ACTIVITY – KPI 11

PLANNING, REPORTING AND HANDOVER Annual Budget

$ N/A

Spend to Date

$ N/A

Budget

See Quarterly Financial Report Key Data

Key Information

No specific costs are allocated to planning, reporting and handover not already reported elsewhere 1.

2020 Quarterly SSAF Reports submitted to ECU Governance.

2.

Senate meeting minutes uploaded as approved by Senate.

1.

None

   

Guild Budget Link – *To be uploaded when approved SSAF Reports Link - https://ecuguild.org.au/senate/minutes/ Minutes of Senate Meetings - https://ecuguild.org.au/senate/minutes/ Strategic Plan 2020 -2025 - https://ecuguild.org.au/wp-content/uploads/2020/05/ECU-Guild-Strategic-Plan_web.pdf

Critical Issues

Appendices/Links

34 | P a g e

Notes to the Financial Statements

JAN-MAR 2021

JAN-MAR 2020

Lotterywest Grant

(93,067)

-

2020 COVID-19 SSAF Funds bf

(50,000)

-

(2,181)

-

(145,247)

-

JAN-MAR 2021

JAN-MAR 2020

1,694,598

1,816,460

106,527

(60,931)

1,801,125

1,755,528

10. Contingent Liabilities

Pantry Box Fund Total Contingent Liabilities

11. Retained Earnings Retained Earnings Current Year Earnings Total Retained Earnings

KPI Quarterly Financial Report Q1 2021

Edith Cowan University Student Guild

Page 12 of 14

QUARTERLY FINANCIAL REPORT

Spending Program by SSAF Category

JAN-MAR 2021

2021 TOTAL

2021 OVERALL BUDGET

2021 OVER/(UNDER) $

2021 OVER/(UNDER) %

JAN-MAR 2020

2021 V 2020 OVER/(UNDER)

Gross SSAF Surplus/(Deficit)

99,387

99,387

-

99,387

-

(8,852)

108,239

SSAF Surplus/(Deficit)

99,387

99,387

-

99,387

-

(8,852)

108,239

12,505

12,505

-

12,505

-

(48,366)

60,872

Other Income

3,506

3,506

-

3,506

-

4,337

(831)

LotteryWest Grant Total Income

3,923

3,923

-

3,923

-

-

3,923

19,934

19,934

-

19,934

-

(44,029)

63,964

1,447

1,447

-

1,447

-

1,454

(7)

7,343

7,343

-

7,343

-

6,597

747

80

80

-

80

-

(1)

81

3,923

3,923

-

3,923

-

-

3,923

12,794

12,794

-

12,794

-

8,050

4,744

Total Non-SSAF

(7,140)

(7,140)

-

(7,140)

-

52,079

(59,220)

Combined SSAF/NonSSAF Surplus/Deficit

106,527

106,527

-

106,527

-

(60,931)

167,458

Non-SSAF Income Interest & Investment Income

Expenses Interest & Investment Costs Depreciation Pantry Box Program Lotterywest Grant - funds disbursed Total Expenses

The accompanying notes form part of these financial statements.

Page 14 of 14

GUILD CONTACT INFORMATION

FAIZAN AKRAM PRESIDENT

LISA DWYER OPERATIONS MANAGER

MELISSA JOHNSTON FINANCIAL CONTROLLER

Tel (61) 08 6304 2651

Tel (61) 08 6304 5915

Tel (61) 08 6304 5134

Mob 0492 800 809

Mob 0491 712 624

Mob 0419 936 836

president@ecuguild.org.au

l.dwyer@ecuguild.org.au

m.johnston@ecuguild.org.au

Edith Cowan University (ECU) Student Guild Building 34.215 ECU Joondalup Campus Tel (61) 08 6304 2640 www.ecuguild.org.au

36 | P a g e

ECU Student Guild 2021 Clubs’ Training Day

“The Guild acknowledges that we are meeting on Wadjuk Noongar land and also Wardandi Nyoongar land, and acknowledges their elders, both past and present. We recognise the land was stolen and never ceded, and always was and always will be Aboriginal land.”

Welcome • Elsa Chew- Guild General Secretary • Faizan Akram - Guild President • Greta Mukherjee- Guild Vice President Equity and Diversity • Shakeeb Asif- Guild Vice President Academic • Evan Smith - Guild Vice President Social • Melissa Johnston- Guild Financial Controller • Lauren Reed- Guild Marketing and Events Coordinator

House Keeping • Phones on silent please (important calls) • Room 1.447 Joondalup Campus • Emergency Exits • Rest Rooms • Lunch at 12.00pm together at the foyer

Agenda (estimated) • 9.30am- About the Guild • 10.00am- Each Department introduction • 10.30am- Nifty Gritty of running a club, society, collective • 11.00am – Finance • 11.30am- Event Planning and marketing • 11.45am- Q and A (KAHOOT) • 12.00pm- End and Lunch time

ECU Student Guild

STUDENT ASSIST Our Student Assist Team can help you with academic and welfare issues.

SECONDHAND BOOKSHOP Our Second Hand Bookshop helps you buy and sell your textbooks.

CLUBS

STUDENT MAGAZINE

Check out our student-run academic, sports and social clubs.

The ECU Student Guild funds Dircksey, your independent student magazine.

$ PARTIES & EVENTS

STUDENT LOUNGE

We host various parties & events including the Guild Ball.

Relax in our student lounge, enjoy free tea and coffee and power up with our free phone charging station.

DISCOUNTS Our Guild Discount Partner program provides you with local business discounts.

EQUIPMENT You can book rooms and equipment through us.

The Guild

Notes to the Financial Statements

JAN-MAR 2021

JAN-MAR 2020

Plant and equipment (BU) at cost P & E - BU - at cost P & E - BU - acc dep Total Plant and equipment (BU) at cost Total Plant and equipment at cost Total Plant and Equipment Total Property Plant and Equipment

11,352

10,847

(10,573)

(10,337)

780

511

69,578

99,324

69,578

99,324

69,578

99,324

JAN-MAR 2021

JAN-MAR 2020

515,083

504,209

7. Investments Financial assets - Managed Funds Plan B/IOOF - Managed Fund - Investment Plan B/IOOF - Managed Fund - Change in Market Value

(38,090)

(87,782)

Total Financial assets - Managed Funds

476,993

416,427

Term deposits Bendigo Bank - TD 2014+2015 SSAF excess

378,405

378,405

Total Term deposits

378,405

378,405

855,398

794,832

JAN-MAR 2021

JAN-MAR 2020

59,571

26,016

4,000

-

Rounding

-

-

Suspense

(2)

-

63,569

26,016

-

24,929

223

(23,568)

PAYGW Payable

16,623

40,950

Superannuation Payable

27,018

29,384

Total Payroll

43,864

71,695

107,433

97,711

107,433

97,711

JAN-MAR 2021

JAN-MAR 2020

Total Investments

8. Creditors & Accruals Current Creditors Trade Creditors Accruals

Total Creditors Payroll Accrued Wages Other payroll accruals payable

Total Current Total Creditors & Accruals

9. Employee Provisions Non-Current

148,066

104,520

Total Employee Provisions

148,066

104,520

KPI Quarterly Financial Report Q1 2021

Edith Cowan University Student Guild

Page 11 of 14

Affiliations • 2 types • Basic- those who don’t need funded support from the Guild • Or who have missed the deadline for affiliation • • • •

Funded Funded support by the Guild Budget is a key point Affiliations summitted before 19th of March to help with VP’s allocation of budget

Purposes of clarity and reference • Academic affiliates referred to as Societies (VP Academic) • Equity and Diversity affiliates referred to as Collectives (VP Equity and Diversity) • Social, sporting and other general interest affiliates referred to as Clubs (VP Social)

Academic Department Contact Person: VPA- Shakeeb Asif • • • • • • •

Academic societies Sometimes affiliated with the faculty/ school Guild CTLCs for each individual schools Student representative appointed by the VPA annually USD Guild meetings chaired by VPA Feedbacks to Guild President to bring up to Education Committee Guild President also sits on the Academic Board

CTLC reps • • • • • • • • •

School of Engineering – Faizan AKRAM School of Medical and Health Science- VACANT School of Business and Law- VACANT School of Arts and Humanity – Jamil ALI School of Education- Rob DOUGLAS School of Science- Bianca BEST WAAPA- Kyle GARCES School of Nursing and Medical Midwifery (SW Campus)- Diane HEART School of Nursing and Medical Midwifery (Jo Campus)- Isiah ILLY

Equity and Diversity Department Contact Person: VPE-Greta Mukherjee • • • • • • •

Collectives – Women's, Queer, MASN, Wellbeing, Ethnocultural Representation of marginalised groups on University committees Respect Now Always Committee Campaigns on Equity issues Promote cultural and equity safety on campus Ensuring equity of service provided Managing equity space (access)

Social Department Contact Person: VPS-Evan Partridge Smith • • • • •

Social Clubs Sporting Clubs Cultural Clubs Parties, Pantheon that just passed Social events such as The Greatest Showman Watch Party

Resources http://clubs.ecuguild.org.au/resources/ • Able to find most of what is needed to manage a club, collective, society • Contact your relevant VPs if you think anything else is missing

Objectives, strategies and goals • Every great organization has a great strategic plan/ goals to achieve • Some questions to ponder:  Why would students want to join your club?  Who benefits from the clubs activities?  Is there any benefit to being a Member over a non- Member?  What is your plan for recruiting Members?  Why would your members want to join your Committee?  What is your organizations objectives?  What are your organizations goals?  What is your strategy to meet those goals?  Who could you work with? Industry groups, professional bodies, NGO’s, other clubs?  What do YOU get out of it?

• Brain storming session with committee members, shape the club, collective, society.

• Communication is key!

Communication is key • Club email address should be the main channel of communication with the Guild and external • Email address should be accessible by all committee members and then passed on to the new committee members after the AGM. • Handover to new committee members is crucial for continuation of the club.

• Registration to become club members and resignations should all be sent to club email and recorded appropriately • First point of contact after successful affiliation should be your relevant Vice Presidents • Do not hesitate to contact your VPs moving forward and arrange for an appointment if needed

Rules and regulations • What to include:  Explanation of what your club does – Core purpose must be for the benefit of the ECU student body and, by association, the Guild above other organizations and /or interests.  Rules for Members: eligibility, enrolment, conditions, dispute resolution, discipline, & expulsion of Members  Rules for Committee: Duties, positions, election or selection, and vacancies  Rules for Committee Meetings (absences)  Rules for Member Meetings (e.g. AGM)  Rules for changing the Rules • What not to include: Any form of harassment, bullying, humiliation, or other such forms of membership conditions and/or practices

Committee structure

• President  Chair meetings  Primary negotiator with external organizations  Primary decision-maker • Secretary  Records keeping  Calling meetings, writing agendas & minutes  Responsible for correspondence (emails, messages, calls) • Other possible Committee positions:  Treasurer, Social Events officer, marketing officer, General Members • Advisors:  Faculty Advisors, Industry Reps, NGO Reps, Alumni, Founder Importantly, roles and responsibilities are communicated and managed. Job description is

properly listed out so there is a standard of expectation involved

Meetings • • • • • •

Agendas- list of items to discuss during the meeting Prior notice given Event Brainstorming Productivity Minutes (meeting minutes template) Committee members read and suggest if there is any changes that needs to be made • Until everyone who was present at the meeting agrees on the minutes • Store in a google drive, cloud, hard-disk, somewhere safe where it won’t get lost

ECU Student Guild

STUDENT ASSIST Our Student Assist Team can help you with academic and welfare issues.

SECONDHAND BOOKSHOP Our Second Hand Bookshop helps you buy and sell your textbooks.

CLUBS

STUDENT MAGAZINE

Check out our student-run academic, sports and social clubs.

The ECU Student Guild funds Dircksey, your independent student magazine.

$ PARTIES & EVENTS

STUDENT LOUNGE

We host various parties & events including the Guild Ball.

Relax in our student lounge, enjoy free tea and coffee and power up with our free phone charging station.

DISCOUNTS Our Guild Discount Partner program provides you with local business discounts.

EQUIPMENT You can book rooms and equipment through us.

Annual General Meetings (AGM) Amend constitution Annual financial reporting Reports of each executive committee member Analyze events/ activities and feedback (should be done after each event) Elect committee members (democracy, transparent and accountable) Nominations can be on the spot or prior to AGM

Prepare for re-affiliation Handover to next year Passwords to Accounts (super important) o Ensure the Secretary has it so to pass on to the next Secretary

Collaboration • • • • • • •

With other Clubs, Collectives, Societies Departments, Your Schools, external Sponsors Make sure task is delegated, agreeable outcomes are communicated Send an email after meeting to ensure everything is recorded Everyone then puts in agreed contributions Finances are clearly classified Communication is key (a call, a text, an email)

Discipline • • • • • • • • • •

Disrepute Issues that are not able to be solved internally Conflict that is out of hand Matters that affect people which has gone out of hand/ boundaries Disciplinary committee- contact Elsa Chew (Exco) Confidential and will treat as sensitive Structure of DC 2 general senators of the Guild 3 elected students from the Guild membership register Go through the case/ issue- provide recommendations and punishments following schedule 2 of the ECU Guild Constitution • Transparent and Accountable

Finance Melissa Johnston

Clubs Training Day Semester 1 2021

FINANCE $$$$$$$$$$$$$$$

Finance Contacts

Melissa Johnston Business Support & Finance Manager Mon-Fri – JOONDALUP 8am-4pm

T : 6304 5134 E: finance@ecuguild.org.au

CLUBS FINANCE • This information applies to clubs with FUNDED affiliation • BASIC Affiliation does not involve financial support so not applicable to those clubs

New Systems for Clubs: • Qpay – club management portal – for each club and Guild to oversee all clubs • Vasco Prepaid Visa Cards – for all Guild funding support to be provided to clubs (with limited exceptions) • can be used anywhere that accepts Visa Card, once card per club • $6 activation fee plus $5monthly fee • Introduced due to issues with club bank accounts being left inaccessible, funds management issues and reconciliations not being completed • Should not be used for Non-CLUB items • Guild will have access to block or claim back unused funds at year end

Funding • Money is provided to Clubs through the allocation of a VASCO Prepaid Visa Card to each club: • Assigned to Club Treasurer – their mobile number and club email will allow app download and tracking of balance, limits, available funds etc • You can submit float/grant requests to your club bank account/third parties, ONLY BY APPROVAL. Eg you need to reimburse club officer for club spending before Vasco card implements (ie Guild Fair), small suppliers who don’t accept Visa • You need to make every effort to use the card for club purchases with Guild Funds • If your club has other funds and its own bank account you can manage that as you choose to, but ALL GUILD FUNDS will be via VASCO card, with limited exceptions • Initial Float $200 will be paid onto card • Subsequent Float top ups paid into card • Grant requests also paid onto card, as approved

Social Department Contact Person: VPS-Evan Partridge Smith • • • • •

Social Clubs Sporting Clubs Cultural Clubs Parties, Pantheon that just passed Social events such as The Greatest Showman Watch Party

Resources http://clubs.ecuguild.org.au/resources/ • Able to find most of what is needed to manage a club, collective, society • Contact your relevant VPs if you think anything else is missing

Club Links on Guild Website

All Collectives, Societies and Clubs • • • • •

Plan and budget Submit semester plans to VP for approval Funding is available on merit - be positive and proactive The guild has limited funds and resources available Be optomistic and support your requests with good documentation and business case, as to why you want funding and you will be considered eg how will it impact campus culture, alignment with Guild Clubs Policy & ECU Strategic goals etc

Event Planning and Marketing Lauren Reed

Kahoot time Guild training day Kahoot

Thank you for your attention!!

Lunch time at the foyer

Clubs Training Day Semester 1 2021 FINANCE

$$$$$$$$$$$$$$$

Finance Contacts Melissa Johnston Business Support & Finance Manager Mon-Fri – JOONDALUP 8am-4pm

T : 6304 5134 E: finance@ecuguild.org.au

CLUBS FINANCE • This information applies to clubs with FUNDED affiliation • BASIC Affiliation does not involve financial support so not applicable to those clubs

New Systems for Clubs: • Qpay – club management portal – for each club and Guild to oversee all clubs • Vasco Prepaid Visa Cards – for all Guild funding support to be provided to clubs (with limited exceptions) • can be used anywhere that accepts Visa Card, once card per club • $6 activation fee plus $5monthly fee • Introduced due to issues with club bank accounts being left inaccessible, funds management issues and reconciliations not being completed • Should not be used for Non-CLUB items • Guild will have access to block or claim back unused funds at year end

Funding • Money is provided to Clubs through the allocation of a VASCO Prepaid Visa Card to each club: • Assigned to Club Treasurer – their mobile number and club email will allow app download and tracking of balance, limits, available funds etc • You can submit float/grant requests to your club bank account/third parties, ONLY BY APPROVAL. Eg you need to reimburse club officer for club spending before Vasco card implements (ie Guild Fair), small suppliers who don’t accept Visa • You need to make every effort to use the card for club purchases with Guild Funds • If your club has other funds and its own bank account you can manage that as you choose to, but ALL GUILD FUNDS will be via VASCO card, with limited exceptions • Initial Float $200 will be paid onto card • Subsequent Float top ups paid into card • Grant requests also paid onto card, as approved

Funding Options 1. OPTION 1 - Cash ‘Float’ • an initial float of $200 is paid to the Vasco card for your club, which is then used by the club for incidentals and smaller operating costs (not exceeding $200 for any 1 item) • the float is ‘topped up’ by the Guild to replace funds spent, by each club submitting a Float top-up request via Formstack • the top up can be as required (when funds are low), additional funds not approved unless receipts provided • Receipts must meet ATO requirement – ABN and other tax invoice & other legit requirements • We will only top up amounts that have receipts and/or can be appropriately substantiated Examples of appropriate float expenses: OK • Monthly Bank fees • Coffee Meetings with receipts for club business • Promo/event costs such as food, drinks, decorations • Activities for club members aligned to your affiliation • Stationary/Printing • Decorations for a club event

NOT OK - reimbursement to club members without receipts - Paying for coffee when not club related business - Lunch/dinner for your mates - Private/personal expenses

Funding Options • Option 2 - Grants

By PRIOR approval of VP’s For items that are over the $200 value, you should do a GRANT request - Approval from the Guild VP of your department to pay 3rd party vendor for goods/services to be provided - Approval required PRIOR to expenditure proceeding – try to allow 2 weeks notice so PLAN, PLAN, PLAN! - Examples are: • Club Uniforms/Merchandise • Functions/Events • Year end AGM

Club Links on Guild Website

All Collectives, Societies and Clubs • • • • •

Plan and budget Submit semester plans to VP for approval Funding is available on merit - be positive and proactive The guild has limited funds and resources available Be optomistic and support your requests with good documentation and business case, as to why you want funding and you will be considered eg how will it impact campus culture, alignment with Guild Clubs Policy & ECU Strategic goals etc

ECU Student Guild

Marketing & Events

The Process VP Approvals are everything!

Club Event Form – gets approved by your VP and myself/Paul Club Grant Form – is approved by VP and Finance Club Float Top-Up – is approved by VP and Finance

Timelines

Minimum 2/8 Weeks Notice!

General room bookings with no food or drink, no major vendors – 2-4 Weeks Anything bigger with catering, infrastructure is a minimum 6-8 Weeks!

The more complex the more notice you need!

• •

•

Event Logistics (CSO, COJ, On campus vendors, parking).

Graphics to be developed: •

FB Cover / Fb Post

You need time to generate buzz (people need to see something 2-3 times).

•

Instagram Story / IG Post

•

Poster with details

One week means you miss the newsletter.

•

Eventbrite Cover and event details

•

Newsletter Image and story

•

Pages, forms and events need to be created.

•

CSO needs to book cleaners to clean the rooms – this can take 5 days!

As you can imagine, this does take time!

Events What makes a quality event?

Planning: Know your objectives. Get your approvals in order early. Mark out key dates and steps.

Preparation: Plan out your itinerary – from preevent to post-event what is going to happen.

Communication: how are you communicating with your members about the event? Is the event info accurate and concise. Are you making use of Guild resources?

Review: What went well, what could be done better?

Catering: CSO prefers on campus suppliers. However there are ways around this. Externals require a valid ABN and City of Joondalup Food Licence.

External Parties on campus: external vendors require Public liability Insurance and to go through an ECU Induction.

Resources 1. QPAY New club management software being rolled out at many University Guilds around Australia.

• • • •

Allows clubs to track Membership Create Events and sell tickets – deposit into bank account Send out Emails and SMS Secondary benefits to be rolled out – promoting offers to members etc.

Uniforms/ Business Cards / Merchandise The Guild can help source quotes for merchandise – Qpay has a system we can trial that collates orders from many Uni clubs Guild has also purchased a vinyl cutter and press to make small T-Shirt runs.

Cost to clubs is the cost of the vinyl.

Funding • Money is provided to Clubs through the allocation of a VASCO Prepaid Visa Card to each club: • Assigned to Club Treasurer – their mobile number and club email will allow app download and tracking of balance, limits, available funds etc • You can submit float/grant requests to your club bank account/third parties, ONLY BY APPROVAL. Eg you need to reimburse club officer for club spending before Vasco card implements (ie Guild Fair), small suppliers who don’t accept Visa • You need to make every effort to use the card for club purchases with Guild Funds • If your club has other funds and its own bank account you can manage that as you choose to, but ALL GUILD FUNDS will be via VASCO card, with limited exceptions • Initial Float $200 will be paid onto card • Subsequent Float top ups paid into card • Grant requests also paid onto card, as approved

Eventbrite Free and Paid Tickets Integrates with Facebook We can scan attendees in at the door

Takes a fee – you will be down a percentage of your sales.

Funding Options • Option 2 - Grants

By PRIOR approval of VP’s For items that are over the $200 value, you should do a GRANT request - Approval from the Guild VP of your department to pay 3rd party vendor for goods/services to be provided - Approval required PRIOR to expenditure proceeding – try to allow 2 weeks notice so PLAN, PLAN, PLAN! - Examples are: • Club Uniforms/Merchandise • Functions/Events • Year end AGM

Contents 1.

INTENT .......................................................................................................................... 3

2.

ORGANISATIONAL SCOPE ......................................................................................... 3

3.

DEFINITIONS ................................................................................................................ 3

4.

OVERVIEW ................................................................................................................... 3

5.

POLICY ......................................................................................................................... 4 5.2.

Who we support .................................................................................................... 4

5.2.3.

Senate Members ............................................................................................ 4

5.3.

Who don’t we support .......................................................................................... 4

5.4.

Services Guild Student Assist offer .................................................................... 5

5.5.

Services Guild Student Assist do not offer......................................................... 6

5.6.

Zero tolerance approach ...................................................................................... 6

5.7.

Failing to attend appointments ............................................................................ 6

5.8.

Confidentiality ....................................................................................................... 7

5.9.

Complaints process.............................................................................................. 7

6.

RELATED DOCUMENTS .............................................................................................. 7

7.

CONTACT INFORMATION ........................................................................................... 8

8.

APPROVAL HISTORY .................................................................................................. 8

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Guild Student Assist Officers

Authorised by Guild Senate

Date Issued: 30/10/2020

Rev No 001

Page 2 of 8

1.

INTENT 1.1. The purpose of this policy is to inform members of the Edith Cowan University Student Guild of the services and support offered by the Edith Cowan University Guild Student Assist Team.

2.

ORGANISATIONAL SCOPE 2.1. The contents of this policy are applicable for members of the Edith Cowan University Student Guild.

3.

DEFINITIONS 3.1. The singular includes the plural and vice-versa.

3.2. Words importing a gender include any other gender.

3.3. A reference to: 3.3.1. A person includes a corporation and government or statutory body or authority; 3.3.2. A person includes the legal personal representatives, successors, and permitted assigns of that person; and 3.3.3. A statute, ordinance, code or other law includes regulations and other statutory instruments under it and consolidations, amendments, reenactments or replacements of any of them by any legislative authority.

3.4. The word “including” and similar expressions are not words of limitation.

3.5. The word “under” includes by and by virtue of; as well as, pursuant to and in accordance with.

3.6. CIDC means the Continuous Improvement and Development Committee.

3.7. The Guild means Edith Cowan University Student Guild.

3.8. Senate means the duly elected student representatives of the Guild.

3.9. Guild Student Assist means Edith Cowan University Guild Student Assist team.

4.

OVERVIEW 4.1. All Guild policies are approved, amended or repealed by the Senate in accordance with the Guild’s Policy Framework and compliance with relevant governance instruments, following consultation with CIDC.

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Guild Student Assist Officers

Authorised by Guild Senate

Date Issued: 30/10/2020

Rev No 001

Page 3 of 8

4.2. The Guild shall maintain a policy manual of all current policies in a manner which is easily accessible to members, Senate, staff and other stakeholders where appropriate.

4.3. All Guild policies will be reviewed annually.

5.

POLICY 5.1. Guild Student Assist is a team of professionally trained staff who form a core component of the Guild providing advocacy, support and referral services for ECU students. Guild Student Assist services are free and confidential to all members of the Guild. University Preparation students can also access Guild Student Assist services.

5.2. Who we support 5.2.1. Guild Student Assist support members of the Guild. All ECU and uni prep students can be General Members of the Guild at no cost unless they elect not to be members from time to time; and 5.2.2. Senate members. Any senate member that requests services from Guild Student Assist must first contact the Guild Operations Manager to request.

Senate may not request to work with a particular Guild Student Assist Officer; this decision sits firmly with the Operations Manager.

5.2.3.Senate Members 5.2.3.1. Senate Members may not access any of the following Financial supports from the Guild;    

Grocery Vouchers General Vouchers Grants Food Pantry box

5.2.3.2. Guild student assist officers can support the Senate with suitable referral pathways should they seek Financial support 5.2.3.3. In exceptional circumstances Guild student assist officers will assess the Senate member’s case and refer to Operations Manager to look at alternative support options. The Operations Manager’s decision regarding the outcome of this case is final.

5.3. Who don’t we support 5.3.1.

ECC students;

5.3.2.

Future students who are not yet enrolled at Edith Cowan University;

5.3.3.

Students who are not members of the Guild; and

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Guild Student Assist Officers

Authorised by Guild Senate

Date Issued: 30/10/2020

Rev No 001

Page 4 of 8

5.3.4. Students who have an alert in their file and may have been identified as aggressive, abusive or failed to attend three appointments without cancelling or notifying the Guild.

5.3.5. We cannot advocate for any student or group of students referred to the Guild’s Disciplinary Committee for matters relating to breaches of Guild Policies, procedures, guidelines or other matter. In circumstances where appropriate and where there is no conflict of interest, the Operations Manager may permit a GSA Officer to accompany a student as per the rules of the Disciplinary Committee.

5.4. Services Guild Student Assist offer 5.4.1. Advocacy and support with academic concerns including reviews, appeals and academic misconduct; 5.4.2. Attend university meetings with students; 5.4.3. Support with individual complaints and assistance to help resolve grievances; 5.4.4. Support for welfare and financial issues including provision of food pantry boxes; 5.4.5. Liaison support with university staff and key stakeholders; 5.4.6. Assistance with appealing a university decision; 5.4.7. Guidance in relation to university rules and policies; and 5.4.8. Guild Student Assist can provide referrals to internal or external services for a student with an issue outside of Guild Student Assist capacity. The Guild also accepts referrals from internal and external agencies. Referrals may be for additional or alternate services. The referral process generally includes the following steps.       

Guild Student Assist identifies the need for services from another agency; Explains the need for a referral to another agency including the reasons for being unable to provide the required or requested services; Obtains consent to liaise with other providers on behalf of the student; Continues to provide services currently in place (as applicable); Support the student to contact other suitable service providers; Documents all relevant information in the service user’s record; and Check any existing Memorandums of Understanding with referring agencies to ensure that appropriate processes are followed for referral.

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Guild Student Assist Officers

Authorised by Guild Senate

Date Issued: 30/10/2020

Rev No 001

Page 5 of 8

5.5.

Services Guild Student Assist do not offer

5.5.1. Guild Student Assist do not have access to Edith Cowan University systems and we cannot provide Edith Cowan University services; and 5.5.2. Guild Student Assist are not registered visa migration agents, counsellors, financial counsellors, mental health support workers or fair work advisors and cannot provide advice on the following topics. Guild Student Assist can discuss and provide support to access these services.        

Migration Visa issues Legal advice Mental Health support, assessments or plans Medical advice Academic skills or assessments advice Career advice Fair work Housing and tenancy advice

5.5.3. Where a Student discloses current issues such as Gambling or drug addiction financial support will be reviewed in consultation with Operations Manager, an alternative type of financial support may be offered such as food pantry box.

5.6. Zero tolerance approach 5.6.1. Guild Student Assist may refuse service if aggressive or intimidating behaviour is displayed 5.6.2. Safe work Australia states Work-related violence and aggression can be any incident where a person is abused, threatened or assaulted in circumstances relating to their work. Work-related violence and aggression may include:    

5.7.

physical assault such as biting, scratching, hitting, kicking, pushing, grabbing, throwing objects intentionally coughing or spitting on someone sexual assault or any other form of indecent physical contact, and Harassment or aggressive behaviour that creates a fear of violence, such as stalking, verbal threats and abuse, yelling and swearing and can be in person, by phone, email or online.

Failing to attend appointments 5.7.1. We understand students may at times be unable to attend their appointment.

Students agree when booking online to cancel or reschedule their appointment if unable to attend either through our online Cliniko system or by calling the Guild; 5.7.2. If a Student does not cancel their appointment and fails to attend they will be contacted via phone at that time by Guild Student Assist to check in and remind them of their appointment;

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Guild Student Assist Officers

Authorised by Guild Senate

Date Issued: 30/10/2020

Rev No 001

Page 6 of 8

5.7.3. Students may be refused service if they fail to cancel their appointment in advance with this occurring consistently for at least three appointments, or consistently reschedule/ cancelling appointments with less than 24 hours’ notice and do not respond to calls from Guild Student Assist; and 5.7.4. Where the Guild Operations Manager and Guild Student Assist agree a student should no longer be allowed access to services due to their behaviour, a student will be notified.

5.8.

Confidentiality 5.8.1.

refer to Privacy policy https://ecuguild.org.au/privacy-policy/

5.8.2. Guild members consent to our collection, use and disclosure of personal information in accordance with the Privacy Policy and any other arrangements that apply. The Guild may change the Privacy Policy from time to time by publishing changes to it on the Guild website; 5.8.3. All interactions with Guild Student Assist, including scheduling of and attendance at appointments, content discussed, progress and outcomes of the appointment and student records are confidential. Student personal information and its treatment is important to the Guild and as such the Guild protects that information by adhering to the strict privacy rules and any applicable legislation. In line with the requirements of legislation Guild Student Assist is required to advise students why we need their information, for what purpose, & where or how it will be stored.

5.8.4. No information will be shared with family members, friends, or university staff without student consent. However there are some situations where student information may need to be provided without student consent. Exceptions to confidentiality where a Duty of Care applies as follows:     5.9.

Student health or safety is at risk; The health and safety of others is at risk; A criminal act has been declared; and There is a court directive

Complaints process 5.9.1.

Refer to Edith Cowan Student Guild complaint policy.

6. RELATED DOCUMENTS Related Policy



Service User Policy

Related Procedure



Lone Working Procedure

Other Related Documents



None

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Guild Student Assist Officers

Authorised by Guild Senate

Date Issued: 30/10/2020

Rev No 001

Page 7 of 8

Related Legislation



None

7. CONTACT INFORMATION For queries relating to this document please contact: Policy Owner All Enquiries Contact Telephone Email address

Guild student Assist Carly Elvin 08 6304 3526 c.elvin@ecuguild.org.au

8. APPROVAL HISTORY Policy Approved By Date Policy First Approved Original Motion Revision History Revised by Next Revision Date

Senate 30/10/2020 SCM2010/01 <Enter Revision History with Accompanying Motion> <Enter Name of Person Making Revisions> October 2021

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Guild Student Assist Officers

Authorised by Guild Senate

Date Issued: 30/10/2020

Rev No 001

Page 8 of 8

What's happening around campus...

ECU Student Guild Update from the ECU Guild...

ECU Guild Fair Join us for ECU Guild Fair - Your welcome to ECU from your ECU Guild!

Mount Lawley | Tuesday February 23 | 10:30am-2:30pm Joondalup | Thursday February 25 | 10:30am-2:30pm Bunbury | Wednesday March 03 | 10:30am-2:30pm Meet our Guild clubs, ECU departments, pick up freebies and offers from local businesses and enjoy the University experience! Stalls include IKEA, Gillette, Bankwest, Commonwealth Bank, Hunt & Brew, free glitter tattoos and more!

Mount Lawley Guild Fair

Joondalup Guild Fair

Bunbury Guild Fair

Club Affiliation is now OPEN! Club Affiliations for Semester 1 are open from January 25 2021! Basic club affiliations remain open all year. Funded club affiliations will close 4pm

Friday March 5 2021.

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

Affiliations are open 4 weeks prior to Semester and close at the end of Week 2.

Not sure what you need for club affiliation? Check out our Basic Club Checklist here and the Funded Club Checklist here.

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

REGISTER A CLUB

Greatest Showman Watch Party Come on down to ECU Joondalup Pines Cinema and see the greatest show on Earth at the ECU Guild's watch party of The Greatest Showman (Rated PG) A family friendly event featuring a petting zoo, balloon animals and face painting! Its fun for all the family.

Adult Tickets $7 | Kids Under 16 Free!

Doors open at 6.30m for a prompt start of 7.45pm. Beanbag hire and food available at the Kiosk.

Come join us at the greatest show on Earth!

Get Tickets

GET YOUR TICKETS TO PANTHEON!!!

GODS, WARRIORS, MONSTERS AND MORE...

Welcome to Pantheon 2021! The biggest start of semester party in the history of the ECU Student Guild. Come dressed as your favourite Roman Myths and Legends (Togas accepted).

ACTIVITIES+ Festival Quality Production and Mainstage DJs+ Silent Disco+ Gladiator Podium+ Bucking Bull Ride.

(ECU Student) Second Release $15 + booking fee (Non-ECU) Second Release $17.50 + booking fee You must be 18+ to attend! Legal ID is required - your student card does not count.

GET TICKETS

Global Understanding at ECU

Nursing Volunteers Wanted

Global Understanding is a

ECU School of Nursing and

collaborative online international

Midwifery have an exciting

classroom, connecting students

opportunity for volunteers who are

from ECU with partner institutions in

interested in supporting Hollywood

China and Colombia to learn about

Private Hospital care for elderly

individual and societal impacts of

patients under the guidance of

culture as they explore similarities

hospital nurses.

and differences. The opportunity is

open to undergrad students from

The duties involved may include

all disciplines, and will be a great

assistance with eating and drinking,

way to connect with students in

exercising, walking assistance and

other countries while awarding

social and cognitive stimulation,

credit to their ECU course.

such as reading newspapers and

Applications closing: 26 Feb 2021

participating in (word) games, depending on the individual patient’s needs.

Check it Out

Volunteering positions commence in March 2021. Application forms or more information can be obtained by contacting Renee Graham on 6304 2105 or renee.graham@ecu.edu.au

Express Your Interest

Gut health matters!

Do you know dietary fibre may boost your gut health, improve your sleep? Join the cutting-edge research study to look at your gut health if you are suffering IBS. More info please visit:

The PERSOLKELLY Future Scientist Award gives you the opportunity to jumpstart your science career by connecting you with leaders of the scientific industry. The Award provides a platform for final-year science students to:

https://bit.ly/3bxUNJC or Email Tina

Meet and present to a group

YAN at r.yan@ecu.edu.au

of leading scientific employers

Find Out More

Get advice from our science recruitment specialists on how to present yourself and prepare for interviews Be named PERSOLKELLY Future Scientist, with a prize of $1000 for each region’s winner. It’s easy to apply!

Applications from entry level candidates looking to start their

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Assistance to students facing financial hardship The ECU Student Guild is pleased to announce we are the recipient of a Lotterywest grant to provide assistance to university students facing financial hardship.

Last year has been an incredibly difficult year for many and we encourage all students who have had changes in their personal circumstances and face financial hardship to make an appointment with a Guild Student Assist Officer to explore what support options are available. You can make a booking with Guild Student Assist Officer online via our website at https://ecuguild.org.au/bookings

Join the ECU team and save a life!

One in three Australians will at some point in their lives require the use of some form of blood related product or procedure. Through blood and plasma donations, ECU students and staff have changed the lives of nearly 2000 Australians. Become one of these essential heroes today by joining the ECU Lifeblood team by booking an appointment through the Australian Red Cross; https://www.donateblood.com.au/donate

ECU's Crisis Line ECU's Out of Hours Crisis Line gives students additional support overnight and on weekends.

Save the numbers to your phone in case you or a friend ever needs some assistance.

The phone support service operates from 5pm to 9am on weekdays, and 24 hours on weekends, providing students with mental health and wellbeing support.

Students can access the service by telephoning 1300 583 032 or via SMS by texting 0488 884 232.

The service is intended to help callers find immediate relief from emotional distress, safely manage any immediate threats to life or safety, open pathways for longer-term solutions and focus specific next steps for the caller to take.

The Crisis Line is available any time the university is closed, including evenings, weekends, and public holidays.

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Training - Senate First name Rigin Avani Sarah Faizan Faizan Sarah Avani Avani Greta Greta Luke Sarah Zair Greta Greta Sarah Avani Kate Sarah Evan Evan Evan Luke Tambudzai Tambudzai Luke Luke Luke Jamil Jamil Zair Rigin

Last name Rajib Mogg Rizwan Akram Akram Rizwan Mogg Mogg Mukherjee Mukherjee Turner Rizwan Rizvi Mukherjee Mukherjee Rizwan Mogg Mann Rizwan Partridge-Smith Partridge-Smith Partridge-Smith Turner Madenyika Madenyika Turner Turner Turner Ali Ali Rizvi Rajib

Type Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training

Certification name Sexual Assault Referral Centre Training (SARC) I'M ALERT Food Safety I'M ALERT Food Safety ECU Induction ECU Induction AHA Hospitality & Tourism COVID-19 Hygiene Course AHA Hospitality & Tourism COVID-19 Hygiene Course ECU Induction AHA Covid-19 Venue Hygiene Officer Course Sexual Assault Referral Centre Training (SARC) TAG Board Training (Senate) ECU Induction ECU Induction HLTAID001 Provide CPR HLTAID003 Provide First Aid Sexual Assault Referral Centre Training (SARC) TAG Board Training (Senate) TAG Board Training (Senate) Manual Handling TAG Board Training (Senate) TAG Board Training (Senate) TAG Board Training (Senate) AHA Hospitality & Tourism COVID-19 Hygiene Course TAG Board Training (Senate) TAG Board Training (Senate) I'M ALERT Food Safety Manual Handling Sexual Assault Referral Centre Training (SARC) Sexual Assault Referral Centre Training (SARC) Sexual Assault Referral Centre Training (SARC) Sexual Assault Referral Centre Training (SARC) ALLY Training - Part 1

Completion date 4/01/2021 5/01/2021 10/01/2021 11/01/2021 11/01/2021 12/01/2021 15/01/2021 15/01/2021 18/01/2021 18/01/2021 19/01/2021 27/01/2021 27/01/2021 27/01/2021 27/01/2021 27/01/2021 28/01/2021 29/01/2021 2/02/2021 4/02/2021 4/02/2021 4/02/2021 12/02/2021 13/02/2021 13/02/2021 25/02/2021 25/02/2021 25/02/2021 4/03/2021 4/03/2021 5/03/2021 15/03/2021

Training - Staff First name Samantha Paul Lauren Lauren Elise Sean Ryan Ryan Sheldon Sheldon Stefania Sheldon Sheldon Stefania Sheldon Kevin Kevin Sean Kevin Kevin Kevin Elise Elise Samuel Samantha Lisa Nikki Elise Elise Nikki

Last name Barrie Harnett Reed Reed de Haas Drakeley Carter Carter Gill Gill Basile Gill Gill Basile Gill Fernando Fernando Drakeley Fernando Fernando Fernando de Haas de Haas Hays Barrie Dwyer Schroder de Haas de Haas Schroder

Type Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training Training

Certification name HLTAID001 Provide CPR Manual Handling Manual Handling I'M ALERT Food Safety ECU Induction AHA Hospitality & Tourism COVID-19 Hygiene Course Sexual Assault Referral Centre Training (SARC) ECU Induction ECU Induction I'M ALERT Food Safety Manual Handling Manual Handling Sexual Assault Referral Centre Training (SARC) Sexual Assault Referral Centre Training (SARC) AHA Hospitality & Tourism COVID-19 Hygiene Course ECU Induction Manual Handling Sexual Assault Referral Centre Training (SARC) Sexual Assault Referral Centre Training (SARC) I'M ALERT Food Safety AHA Hospitality & Tourism COVID-19 Hygiene Course Manual Handling Sexual Assault Referral Centre Training (SARC) AHA Hospitality & Tourism COVID-19 Hygiene Course ALLY Training - Part 1 ALLY Training - Part 1 ALLY Training - Part 1 ALLY Training - Part 1 ALLY Training - Part 2 ALLY Training - Part 2

Completion date 8/01/2021 4/02/2021 4/02/2021 5/02/2021 8/02/2021 13/02/2021 15/02/2021 16/02/2021 16/02/2021 16/02/2021 17/02/2021 17/02/2021 17/02/2021 18/02/2021 19/02/2021 20/02/2021 20/02/2021 20/02/2021 20/02/2021 6/03/2021 7/03/2021 8/03/2021 8/03/2021 10/03/2021 15/03/2021 15/03/2021 15/03/2021 24/03/2021 24/03/2021 24/03/2021

ECU Student Guild Reimbursement Policy

POLICY TYPE

Operational

POLICY TITLE

Reimbursement Policy

POLICY OWNER

Business Support and Finance Manager

Table of Contents 1.

INTENT ........................................................................................................................................................... 3

2.

ORGANISATIONAL SCOPE ............................................................................................................................. 3

3.

DEFINITIONS .................................................................................................................................................. 3

4.

OVERVIEW ..................................................................................................................................................... 4

5.

POLICY............................................................................................................................................................ 4

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Business Support and Finance Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 2 of 6

1. INTENT 1.1. The purpose of this policy is to set out the terms by which Edith Cowan University Student Guild Operational Staff and Senate can claim reimbursement of Guild related expenditure.

2. ORGANISATIONAL SCOPE 2.1. This policy applies to all Edith Cowan University Student Guild Operational Staff, Senate, Volunteers and Interns.

2.2. This policy does not cover reimbursement for expenses incurred on behalf of the Guild by people who are not identified in clause 2.1 (i.e. Visitors). Such costs must only be reimbursed by way of an invoice to the Guild and are subject to approval.

2.3. Reimbursement of private motor vehicle costs by those identified in clause 2.1 on Guild business must be claimed as a Motor Vehicle Allowance and using the relevant procedure assigned to such claims.

2.4. Refunds to customers, even where the customer is a person identified in clause 2.1 will be processed in accordance with the relevant refund policy.

3. DEFINITIONS 3.1. The singular includes the plural and vice-versa.

3.2. Words importing a gender include any other gender.

3.3. A reference to: 3.3.1.A person includes a corporation and government or statutory body or authority; 3.3.2.A person includes the legal personal representatives, successors, and permitted assigns of that person; and 3.3.3.A statute, ordinance, code or other law includes regulations and other statutory instruments under it and consolidations, amendments, re-enactments or replacements of any of them by any legislative authority.

3.4. The word “including” and similar expressions are not words of limitation.

3.5. The word “under” includes by and by virtue of; as well as, pursuant to and in accordance with.

3.6. Claimant means the staff member, Senate, Volunteer or Intern seeking reimbursement of out of pocket expenses.

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Document Owner: Business Support and Finance Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 3 of 6

3.7. Approver means the Claimants line manager – usually the Operations Manager or Guild President.

4. OVERVIEW 4.1. It is preferable that all Guild related expenditure is made using approved purchasing methods however, the Guild recognises that in some circumstances that is not always practical.

5. POLICY 5.1. Where possible, staff, senate, volunteers and interns should avoid using personal funds for Guild related expenditure and utilise existing Guild purchasing methods, e.g. Corporate Credit Cards.

5.2. The Guild will not reimburse staff, senate, volunteers or interns for unauthorised noncompliant out of pocket expenses or where an existing purchasing method could have been used.

5.3. The Guild will not reimburse the following types of expenses. Note that this list is not exhaustive and all types of undefined expenses are to be approved, in writing, in advance by the appropriate Manager.

Private expenses relating to travel & entertainment

        

Personal costs



Existing purchasing methods/services





Leisure activities additional to conference costs Optional extras at hotels. E.g. Spa treatments, inhouse movies Personal items whilst travelling e.g. makeup, over the counter medicines, toiletries and clothing Valet parking Expense incurred by a partner of family member Payment of fines, penalties, late or “no-show” fees Repairs to personal vehicles used on approved Guild business Commuting costs between home and the Guild i.e. your normal place of work Subscriptions to newspapers or non-work related reading material Mobile Phone / Internet expenses unless stipulated by your contract of engagement/employment Goods and services acquired from a nonpreferred supplier, where there is an existing Guild preferred supplier unless an exemption has been approved Purchase of good which are illegal in Western Australia

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Business Support and Finance Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 4 of 6

5.4. Some purchases may be for Guild purposes but be regarded by the Australian Taxation Office as providing a fringe benefit to the Staff member. This may result in a Fringe benefits Tax (FBT) liability to the Guild.

5.5. To assist with the identification of purchases which may make the Guild liable for FBT, employees seeking reimbursements for the following must declare the percentage of the expenditure that was for business purposes where reimbursement is claimed. Only the business component of the expenditure will be reimbursed: 5.5.1.Work related organisational memberships 5.5.2.Work related subscriptions 5.5.3.Work related books, or 5.5.4.Work related self-education costs (excluding HECS-HELP reimbursements, which cannot be exempted from FBT) 5.6. Staff and Senate will receive reimbursement payments through payroll at the next available pay run following submission of the reimbursement claims unless otherwise agreed by the Operations Manager. Volunteers and Interns will be paid via Electronic Funds Transfer (EFT).

Amounts under $50 may be reimbursed via Petty Cash when available.

5.7. Claims for reimbursement will not be authorised without completion of the required Reimbursement Form and accompanying receipts.

5.8. Reimbursement claims must be submitted within one month of the date the expenditure was incurred. Claims outside of this timeframe will be declined.

5.9. All reimbursements must be authorised by the Operations Manager (Staff & Volunteers) or the President (Senators).

5.10. Where a request for reimbursement is rejected and the Staff or Senate member believes that the request was made within the remit of the Reimbursement Policy, the individual may make an application to the Guild Secretariat for a determination as to whether the disapproval was fair and just.

5.10.1. The individual appealing must email the General Secretary with the details of the rejection and the relevant reimbursement form.

6. CONTACT INFORMATION For queries relating to this document please contact: Policy Owner

Business Support and Finance Manager

All enquiries contact

Melissa Johnston

Telephone

08 6304 5134

Email address

m.johnston@ecuguild.org.au

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Business Support and Finance Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 5 of 6

7. APPROVAL HISTORY Policy Approved by

Senate

Date Policy First Approved

24/02/2021

Original Motion

SCM2102/03 – 24/02/2021

Revision History Revised by Next Revision Due

January 2022

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Document Owner: Business Support and Finance Manager

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Date Issued: 10/03/2021

Rev No: 001

Page 6 of 6

ECU Student Guild BASIC CLUB AFFILIATION POLICY

POLICY TYPE

Senate

POLICY SUBTYPE

Governance

POLICY TITLE

Basic Club Affiliation Policy

POLICY OWNER

Senate

Contents 1.

INTENT .......................................................................................................................... 3

2.

ORGANISATIONAL SCOPE ......................................................................................... 3

3.

DEFINITIONS ................................................................................................................ 3

4.

OVERVIEW ................................................................................................................... 4

5.

POLICY ......................................................................................................................... 4 5.1.

Guild Affiliation ..................................................................................................... 4

5.2.

General Conditions for all Affiliates .................................................................... 5

5.3.

Benefits of Basic Guild Affiliation........................................................................ 5

5.4.

Eligibility for Basic Affiliation .............................................................................. 6

5.5.

Application for Affiliation and Important Dates .................................................. 8

5.6.

Disaffiliation of a Club, Society or Collective ..................................................... 8

5.7.

Important Documents ........................................................................................... 9

5.8.

Reporting............................................................................................................... 9

5.9.

Dissolution of a Club, Society, or Collective .................................................... 10

6.

RELATED DOCUMENTS ............................................................................................ 10

7.

CONTACT INFORMATION ......................................................................................... 11

8.

APPROVAL HISTORY ................................................................................................ 11

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Document Owner: General Secretary

Authorised by Guild Senate

Date Issued: 20/07/2017

Rev No: 003

Page 2 of 11

1. INTENT 1.1. The purpose of this policy and its supporting procedures is to regulate the Basic Affiliation of clubs, societies, collectives, teams, or other such entities within the governance framework of the ECU Student Guild.

2. ORGANISATIONAL SCOPE 2.1. This policy applies to all basic clubs, societies, collectives, teams, or other entities affiliated with, and interacting with, the ECU Student Guild.

3. DEFINITIONS 3.1. The singular includes the plural and vice-versa.

3.2. A reference to: 3.2.1. A person includes a corporation and government or statutory body or authority; 3.2.2. A person includes the legal personal representatives, successors, and permitted assigns of that person; and 3.2.3. A statute, ordinance, code or other law includes regulations and other statutory instruments under it and consolidations, amendments, re-enactments or replacements of any of them by any legislative authority.

3.3. The word “including” and similar expressions are not words of limitation.

3.4. The word “under” includes by and by virtue of; as well as, pursuant to and in accordance with.

3.5. Affiliate means a Club, Society, Collective, or other entity.

3.6. AGM means Annual General Meeting.

3.7. ANZ means Australia and New Zealand Banking Group. Commonly called ANZ, is an Australian multinational banking and financial services company headquartered in Melbourne, Australia.

3.8. Basic Affiliate means a club, society, collective, or other entity that has basic affiliation status with the ECU Student Guild and does not receive funding as part of their affiliation, their affiliation entails only those benefits outlined in the Basic Affiliation Policy Clause 5.3.

3.9. CIDC means the Continuous Improvement and Development Committee.

3.10. Club, Collective or Society means an entity consisting of a group of people that is eligible to apply for Guild Affiliation and who is not a political party or affiliated with such.

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Document Owner: General Secretary

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Date Issued: 20/07/2017

Rev No: 003

Page 3 of 11

3.11. Funded Affiliate means a club, society, collective, or other entity that has funded affiliation status with the ECU student Guild and receives funding as part of their affiliation.

3.12. The Guild means Edith Cowan University Student Guild.

3.13. JO means ECU’s Joondalup Campus.

3.14. ML means ECU’s Mount Lawley Campus.

3.15. Senate means the duly elected student representatives of the Guild.

3.16. SW means ECU’s South West Campus.

4. OVERVIEW 4.1. All Guild policies are approved, amended or repealed by the Senate in accordance with the Guild’s Policy Framework and compliance with relevant governance instruments, following consultation with CIDC. 4.2. The Guild shall maintain a policy manual of all current policies in a manner which is easily accessible to members, Senate, staff and other stakeholders where appropriate.

4.3. All Guild policies will be reviewed annually.

5. POLICY 5.1. Guild Affiliation 5.1.1.Guild Affiliation aims to develop a cooperative relationship between the Guild, Clubs, Societies, and Collectives at ECU. It is designed to support the development and activities of Affiliates and to help foster a productive atmosphere and promote student inclusiveness.

5.1.2.Academic affiliates, for the purpose of clarity and reference, will be referred to as Societies.

5.1.3.Equity and Diversity affiliates, for the purposes of clarity and reference, will be referred to as Collectives; 5.1.4.Social, sporting, cultural and other general interest affiliates, for the purposes of clarity and reference, will be referred to as Clubs; 5.1.5.In this document, all Academic Societies, Equity Collectives and Social Clubs will be referred to as clubs.

5.1.6.This document is pertaining to funded affiliation only. If the club does not require funding support from the ECU Student Guild, please refer to the basic affiliation policy document.

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Document Owner: General Secretary

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Date Issued: 20/07/2017

Rev No: 003

Page 4 of 11

5.2. General Conditions for all Affiliates 5.2.1.Notwithstanding the Affiliates right to have a particular political position, the club, society, or collective’s use of funding cannot be for the purposes of advancing the interests of a political party or organisation, as defined in the Higher Education Support Act (2003); additionally: 5.2.1.1. If the affiliate is associated with a registered Political Party, it is not entitled to the use of Guild equipment or resources free of charge. This does not include sponsors.

5.2.2.Affiliates must declare all existing affiliations, funding arrangements, sponsorships, and agreements it may have with other organisations to the Guild during the time of affiliation and throughout the affiliation period of the club.

5.2.3.Affiliates must provide to the Guild details of any additional affiliation opportunities with other organisations they may be exploring, prior to any such agreement being entered into.

5.2.4.Affiliates must include the Guild logo in all advertising and promotional material they use to market their club, society, collective, team or other entity including, but not limited to posters, flyers, and websites. Additionally, all Affiliates will make the Guild a co-host of their Facebook event(s), as applicable. If by any special circumstances that this is not possible, the affiliate will need to discuss the matter with the Vice President responsible for the Club, collective or society for a consensus.

5.2.5.Affiliates remain affiliated until the 31 December in each calendar year, pending compliance with all conditions prescribed elsewhere in this Policy, in addition to the following: 5.2.5.1. Affiliates who are inactive for three consecutive months in the same calendar year can be immediately dis-affiliated at the discretion of the relevant VicePresident, and one other executive member of the Guild Senate.

5.2.5.2. The Guild at its sole discretion may reject an application for Affiliation. Should this occur the club, society, or collective is entitled to lodge an appeal in writing, which will be heard at the next meeting of the Guild Secretariat.

5.2.5.3. If an appeal is unsuccessful, the club, society, or collective can submit a further appeal in writing to the next meeting of the Guild Senate their decision will be final.

5.2.6.Affiliation with the Guild must be renewed annually by the due date.

5.2.7.Affiliates who have successfully affiliated in semester 1 remains affiliated throughout the year and are not required to re-affiliate in semester 2 of the same year.

5.3. Benefits of Basic Guild Affiliation 5.3.1.The Guild will provide: ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

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Rev No: 003

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5.3.1.1. Administrative training and support including provision of procedures and templates that will enable clubs to meet the Guild’s Affiliation conditions; 5.3.1.2. 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; 5.3.1.3. Free access to the Guild’s range of events equipment and resources in accordance with booking processes; 5.3.1.4. No booking fee for nominated university facilities; 5.3.1.5. Attendance at Orientation Day events, Guild Fair and Guild events which can assist in attracting new members to the club; 5.3.1.6. 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 ; and 5.3.1.7.

Assistance with graphic design for events and promotions where practicable.

5.4. Eligibility for Basic Affiliation 5.4.1.A Club is eligible to apply to the Guild for registration as a Basic Affiliated Body provided that: 5.4.1.1. The club, society, collective, team, or other entity defined objectives and purposes directly relate to, and benefit, enrolled students at the University.

5.4.1.2. The club, society or collective is governed by a committee that comprises a minimum of five committee members, who must be current enrolled students and members of the Guild. Two of whom shall be: 5.4.1.2.1.

A president (or equivalent); and

5.4.1.2.2.

A secretary (or equivalent)

5.4.1.3. The names, addresses, contact numbers, email addresses and student ID numbers of each committee members and club members are provided to the Guild and are maintained for reference: 5.4.1.4. Clubs, societies and collectives will be required to ensure that members are aware of this condition; 5.4.1.5. The club, society or collective establishes an email account in the name of the club (i.e. not a Committee members’ or members personal/student email); 5.4.1.6. The club, society or collective keeps and maintains an up to date membership register containing the names ,student ID number and student email addresses of its members; ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

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Rev No: 003

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5.4.1.7. The majority (51%) of the affiliates members must be Guild members; 5.4.1.8. Non-enrolled students, alumni or industry personnel cannot be current committee members of the club.

5.4.1.9. The defined objective(s) of the club, society, or collective is unique and does not conflict with, or challenge, the purpose of another Guild affiliated body; 5.4.1.10. The club, society, collective, team, or other entity has a governing instrument such as rules or regulations, or a Constitution that: 5.4.1.10.1. Define its core purpose as being for the benefit of the ECU student body; and 5.4.1.10.2. Do not permit and/or include any form of harassment, bullying, humiliation or other such forms of membership initiation conditions and/or practices.

5.4.1.11. The club, society, or collective shall commit first, and foremost, to serving the interests of ECU Students and, by association, the Guild, above any other internal or external organisations and/or interests.

5.4.1.12. The Guild reserves the right to amend this Policy at any time.

5.4.1.13.

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

5.4.1.13.1.

one of the events in each semester must be held on one of ECU’s three (3) campuses;

5.4.1.13.2.

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; and

5.4.1.13.3.

a minimum of two tickets (where applicable) to each event must be reserved for the relevant Vice-President or their nominee, as well as the President or their nominee.

5.4.1.13.4.

Affiliates need to notify the relevant Vice-Presidents of the confirmed/ finalized event dates and location at least one month in advance.

5.4.1.13.5.

All the venue bookings for specified on campus events are required to be processed through the Guild with a minimum notice of 2 weeks in advance.

5.4.1.14.

A member of an Affiliates Committee (or nominated and advised proxy) must attend all Departmental meetings, during each academic year, as scheduled and advised by the relevant Vice-President, in addition to any special meetings and/or events the Vice-President may call at their discretion.

5.4.1.15.

If available, Affiliates will display a Guild banner (supplied by the Guild) at all its events, regardless of whether they are on campus or off campus.

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Document Owner: General Secretary

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Rev No: 003

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5.4.1.16.

Affiliates must provide at least one (1) Committee Member and one (1) General Member to represent their Affiliate at the Semester 1 and Semester 2 Orientation Days or Guild Days or Guild events at their primary ECU campus(es), for periods of time to be determined by the Guild, as well as any other events as determined by the Guild.

5.5. Application for Affiliation and Important Dates 5.5.1.Basic affiliation opens for application 4 weeks prior to the commencement of semester 1 for the year and continues to stay open for the rest of the year.

5.5.2.On each occasion, the Guild will widely advertise and promote the application process, which must be submitted in accordance with the requirements of the Guild, on the prescribed web form and received prior to the advertised closing date.

5.5.3.Affiliation is valid until the 31 December, pending compliance with all conditions prescribed elsewhere in this policy.

5.5.4.Affiliation is only valid for the year applied. Societies, Collectives and Clubs must reapply each calendar year to maintain affiliation.

5.5.5.Quarterly reports are due by 1st of March, June, September, and December.

5.5.6.The club, society, or collective’s application must include all supporting documentation specified on the application.

5.6. Disaffiliation of a Club, Society or Collective 5.6.1.Disaffiliation may result for the following reasons: 5.6.1.1.

Failing to meet any of the requirements outlined in Clause 5.4.

5.6.1.2.

The club is alleged and found guilty of misconduct, financial fraud, bullying and/or discrimination.

5.6.1.3.

The club is inactive for three consecutive months without any communication with the Guild.

5.6.1.4.

Failing to respond to prospective members within 2 weeks on more than three separate occasions.

5.6.1.5.

The affiliation requirements are not maintained.

5.6.1.6.

Failing to submit quarterly club reporting (see clause 5.8).

5.6.1.7.

Failing to validate that 51% of the affiliates members are Guild members.

5.6.1.8.

Failing to abide by the Guild Code of Conduct.

5.6.1.9.

Taking part in political endorsements.

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Document Owner: General Secretary

Authorised by Guild Senate

Date Issued: 20/07/2017

Rev No: 003

Page 8 of 11

5.6.1.10.

Partaking in making derogatory, false and/or any comments regarding the Guild or any of its employees, which has potential to bring the Guild into disrepute.

5.7. Important Documents 5.7.1.The club, society, or collective’s application must include all supporting documentation specified on the application required.

5.7.2.An application form must be completed on the prescribed web form which will be published on the Guild website.

5.7.3.Applications must include: 5.7.3.1.

Club Name; 5.7.3.2.

Club Logo;

5.7.3.3.

Club Email;

5.7.3.4.

Five Club Committee member positions and contact details (all committee members must be guild members as outlined in Clause 5.4);

5.7.3.5.

Club Constitution with anti-bullying policy included within – Please see sample club constitution on the Guild website for your perusal;

5.7.3.6.

Club Objectives;

5.7.3.7.

Draft events/activities plan for the semester(s) affiliating;

5.7.3.8.

Club Facebook link;

5.7.3.9.

Website link.

5.8. Reporting 5.8.1.The Club, Society, or Collective must submit quarterly reports to the Guild. These reports must be submitted to your respective ECU Guild Vice President by the first day of March, June, September and December. The following documents must be included in every quarterly report: 5.8.1.1.

Meeting Minutes;

5.8.1.2.

Events details – events run in the past quarter, its outcomes and events to be run in the next quarter;

5.8.1.3.

An updated Membership Register – Please see Template on Guild Website;

5.8.2.Failure to submit these mandatory reports will affect the ability to affiliate with the ECU Student Guild in future and it may lead to disaffiliation as per Clause 5.7.

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5.8.3.In addition to the above, the club, society, or collective’s must report the following information to their respective ECU Guild Vice-Presidents as soon as possible, this includes: 5.8.3.1.

Changes to committee structure;

5.8.3.2.

Updated club contact details;

5.8.3.3.

AGM minutes;

5.8.3.4.

New sponsors and any additional changes to existing sponsors;

5.8.3.5.

Dissolution (see Clause 5.10); or

5.8.3.6.

Any other changes which may be relevant to the Guild.

5.9. Dissolution of a Club, Society, or Collective 5.9.1.The affiliate constitution must advise what is to happen to the remaining funds and assets, should the club disband. The Guild has no responsibility or liability in regards to this matter.

5.9.2.It is the club's responsibility to ensure any funds and assets are distributed in line with their constitution amongst its members.

5.9.3.In the event of the Club, Society, or collective becoming defunct or dissolved, any equipment borrowed from the Guild or donated by the Guild to be used by the Club Society or Collective, shall be returned to the Guild.

5.9.4.All equipment must be returned within 28 days of the date of dissolution undamaged, clean and in the condition it was borrowed.

5.9.5.Failure to return all Guild equipment will result in disciplinary action by the Guild as per the ECU Student Guild Constitution.

6. RELATED DOCUMENTS Related Policy



Undergraduate Studies Department Policy



Social Council Policy



Equity and Diversity Department Policy



Code of Conduct

Related Procedure



Funded Club Affiliation Procedure

Other Related Documents



The Constitution



Student Guild Rules



Statute 11 – Student Guild

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Rev No: 003

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Related Legislation



Statute 29 – Student Services and Amenities Fee



University Rules – Student Services and Amenities Fee Rules



Higher Education Support Act (2003)



Edith Cowan University Act (1984)

7. CONTACT INFORMATION For queries relating to this document please contact: Policy Owner

General Secretary

All Enquiries Contact

Elsa Chew

Telephone

08 6304 6417

Email address

secretary@ecuguild.org.au

8. APPROVAL HISTORY Policy Approved By

Senate

Date Policy First Approved

20/07/2017

Original Motion

SM1707/02

Revision History

12/11/2019 14/12/2020 – SM2101/05

Revised by

Elsa Chew

Next Revision Date

December 2021

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ECU Student Guild FUNDED CLUB AFFILIATION POLICY

POLICY TYPE

Senate

POLICY SUBTYPE

Governance

POLICY TITLE

Funded Club Affiliation Policy

POLICY OWNER

Senate

Contents 1.

INTENT .......................................................................................................................... 3

2.

ORGANISATIONAL SCOPE ......................................................................................... 3

3.

DEFINITIONS ................................................................................................................ 3

4.

OVERVIEW ................................................................................................................... 4

5.

POLICY ......................................................................................................................... 4 5.1.

Guild Affiliation ..................................................................................................... 4

5.2.

General Conditions for all Affiliates .................................................................... 5

5.3.

Benefits of Funded Guild Affiliation .................................................................... 5

5.4.

Eligibility for Funded Affiliation ........................................................................... 6

5.5.

Application for Affiliation and Important Dates .................................................. 8

5.6.2.1.

Float Top Up ............................................................................................... 9

5.6.2.2.

Grant Submissions .................................................................................... 9

5.6.2.3.

Method of Funding ................................................................................... 10

5.7.

Disaffiliation of a Club, Society or Collective ................................................... 10

5.8.

Important Documents ......................................................................................... 11

5.9.

Reporting............................................................................................................. 12

5.10.

Dissolution of a Club, Society, or Collective ................................................. 13

6.

RELATED DOCUMENTS ............................................................................................ 13

7.

CONTACT INFORMATION ......................................................................................... 13

8.

APPROVAL HISTORY ................................................................................................ 14

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1. INTENT 1.1. This policy and its supporting procedures is established to regulate the Funded Affiliation of clubs, societies, collectives, teams, or other such entities within the governance framework of the ECU Student Guild.

2. ORGANISATIONAL SCOPE 2.1. This policy applies to all basic clubs, societies, collectives, teams, or other entities affiliated with, and interacting with, the ECU Student Guild.

3. DEFINITIONS 3.1. The singular includes the plural and vice-versa.

3.2. A reference to: 3.2.1. A person includes a corporation and government or statutory body or authority; 3.2.2. A person includes the legal personal representatives, successors, and permitted assigns of that person; and 3.2.3. A statute, ordinance, code or other law includes regulations and other statutory instruments under it and consolidations, amendments, re-enactments or replacements of any of them by any legislative authority.

3.3. The word “including” and similar expressions are not words of limitation.

3.4. The word “under” includes by and by virtue of; as well as, pursuant to and in accordance with.

3.5. Affiliate means a Club, Society, Collective, or other entity.

3.6. AGM means Annual General Meeting.

3.7. ANZ means Australia and New Zealand Banking Group. Commonly called ANZ, is an Australian multinational banking and financial services company headquartered in Melbourne, Australia.

3.8. Basic Affiliate means a club, society, collective, or other entity that has basic affiliation status with the ECU Student Guild and does not receive funding as part of their affiliation.

3.9. CIDC means the Continuous Improvement and Development Committee.

3.10. Club, Collective or Society means an entity consisting of a group of people that is eligible to apply for Guild Affiliation and who is not a political party or affiliated with such.

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3.11. Funded Affiliate means a club, society, collective, or other entity that has funded affiliation status with the ECU student Guild and receives funding as part of their affiliation, their affiliation entails only those conditions outlined in this document in Clause 5.

3.12. The Guild means Edith Cowan University Student Guild.

3.13. JO means ECU’s Joondalup Campus.

3.14. ML means ECU’s Mount Lawley Campus.

3.15. Senate means the duly elected student representatives of the Guild.

3.16. SW means ECU’s South West Campus.

4. OVERVIEW 4.1. All Guild policies are approved, amended or repealed by the Senate in accordance with the Guild’s Policy Framework and compliance with relevant governance instruments, following consultation with CIDC. 4.2. The Guild shall maintain a policy manual of all current policies in a manner which is easily accessible to members, Senate, staff and other stakeholders where appropriate.

4.3. All Guild policies will be reviewed annually.

5. POLICY 5.1. Guild Affiliation 5.1.1.Guild Affiliation aims to develop a cooperative relationship between the Guild, Clubs, Societies, and Collectives at ECU. It is designed to support the development and activities of Affiliates and to help foster a productive atmosphere and promote student inclusiveness.

5.1.2.Academic affiliates, for the purpose of clarity and reference, will be referred to as Societies.

5.1.3.Equity and Diversity affiliates, for the purposes of clarity and reference, will be referred to as Collectives; 5.1.4.Social, sporting, cultural and other general interest affiliates, for the purposes of clarity and reference, will be referred to as Clubs; 5.1.5.In this document, all Academic Societies, Equity Collectives and Social Clubs will be referred to as clubs.

5.1.6.This document is pertaining to funded affiliation only. If the club does not require funding support from the ECU Student Guild, please refer to the basic affiliation policy document.

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5.2. General Conditions for all Affiliates 5.2.1.Notwithstanding the Affiliates right to have a particular political position, the club, society, or collective’s use of funding cannot be for the purposes of advancing the interests of a political party or organisation, as defined in the Higher Education Support Act (2003); additionally: 5.2.1.1. If the affiliate is associated with a registered Political Party, it is not entitled to the use of Guild equipment or resources free of charge. This does not include sponsors.

5.2.2.Affiliates must declare all existing affiliations, funding arrangements, sponsorships, and agreements it may have with other organisations to the Guild during the time of affiliation and throughout the affiliation period of the club.

5.2.3.Affiliates must provide to the Guild details of any additional affiliation opportunities with other organisations they may be exploring, prior to any such agreement being entered into.

5.2.4.Affiliates must include the Guild logo in all advertising and promotional material they use to market their club, society, collective, team or other entity including, but not limited to posters, flyers, and websites. Additionally, all Affiliates will make the Guild a co-host of their Facebook event(s), as applicable. If by any special circumstances that this is not possible, the affiliate will need to discuss the matter with the Vice President responsible for the Club, collective or society for a consensus.

5.2.5.Affiliates remain affiliated until the 31 December in each calendar year, pending compliance with all conditions prescribed elsewhere in this Policy, in addition to the following: 5.2.5.1. Affiliates who are inactive for three consecutive months in the same calendar year can be immediately dis-affiliated at the discretion of the relevant VicePresident, and one other executive member of the Guild Senate.

5.2.5.2. The Guild at its sole discretion may reject an application for Affiliation. Should this occur the club, society, or collective is entitled to lodge an appeal in writing, which will be heard at the next meeting of the Guild Secretariat.

5.2.5.3. If an appeal is unsuccessful, the club, society, or collective can submit a further appeal in writing to the next meeting of the Guild Senate their decision will be final.

5.2.6.Affiliation with the Guild must be renewed annually by the due date.

5.2.7.Affiliates who have successfully affiliated in semester 1 remains affiliated throughout the year and are not required to re-affiliate in semester 2 of the same year.

5.3. Benefits of Funded Guild Affiliation 5.3.1.The Guild will provide: ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

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5.3.1.1. Conditional financial grants and incentives through the Guild’s annual SSAF funding allocation; 5.3.1.2. Administrative training and support including provision of procedures and templates that will enable clubs to seamlessly meet the Guild’s Affiliation conditions; 5.3.1.3. 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; 5.3.1.4. Free access to the Guild’s range of events equipment and resources in accordance with booking processes; 5.3.1.5. No booking fee for nominated university facilities; 5.3.1.6. Attendance at Orientation Day events, Guild day and Guild events which can assist in attracting new members to the club; 5.3.1.7. 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; and 5.3.1.8. Assistance with graphic design for events and promotions where practicable.

5.4. Eligibility for Funded Affiliation 5.4.1.A Club is eligible to apply to the Guild for registration as a Funded Affiliated Body provided that: 5.4.1.1. The club, society, collective, team, or other entity defined objectives and purposes directly relate to, and benefit, enrolled students at the University.

5.4.1.2. The club, society or collective is governed by a committee that comprises a minimum of five committee members, who must be current enrolled students and members of the Guild. Two of whom shall be: 5.4.1.2.1.

5.4.1.2.2.

A president (or equivalent); and A secretary (or equivalent)

5.4.1.3. The names, addresses, contact numbers, email addresses and student ID numbers of each committee members and club members are provided to the Guild and are maintained for reference: 5.4.1.3.1.

Clubs, societies and collectives will be required to ensure that members are aware of this condition;

5.4.1.4. The club, society or collective establishes an email account in the name of the club (i.e. not a Committee members’ or members personal/student email); ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

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5.4.1.5. The club, society or collective keeps and maintains an up to date membership register containing the names ,student ID number and student email addresses of its members; 5.4.1.6. The majority (51%) of the affiliates members must be Guild members; 5.4.1.7. Non-enrolled students, alumni or industry personnel cannot be current committee members of the club.

5.4.1.8. The defined objective(s) of the club, society, or collective is unique and does not conflict with, or challenge, the purpose of another Guild affiliated body; 5.4.1.9. The club, society, collective, team, or other entity has a governing instrument such as rules or regulations, or a Constitution that: 5.4.1.9.1.

Define its core purpose as being for the benefit of the ECU student body; and

5.4.1.9.2.

Do not permit and/or include any form of harassment, bullying, humiliation or other such forms of membership initiation conditions and/or practices.

5.4.1.9.3.

The club, society, or collective shall commit first, and foremost, to serving the interests of ECU Students and, by association, the Guild, above any other internal or external organisations and/or interests.

5.4.1.10. Affiliation does not guarantee approval of funding applications. This is subjected to the relevant Vice President’s approval.

5.4.1.11. The Guild reserves the right to amend this Policy at any time.

5.4.1.12. If an Affiliate is a branch of or contingent on an external organisation as mentioned in Clause 5.2b, the Secretariat, in accordance with relevant legislative restrictions, will determine whether an affiliate is eligible to receive funding.

5.4.1.13. Affiliates must provide the relevant Vice-President with an Events and Budget Proposal prior to week 4 of each affiliation term and send progress updates on events and budget in quarterly reports (refer to clause 54.9 for reporting).

5.4.1.14. Affiliates shall plan, implement and run a minimum of two (2) Guild approved events during each academic semester, and: 5.4.1.14.1.

one of the events in each semester must be held on one of ECU’s three (3) campuses;

5.4.1.14.2.

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; and

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5.4.1.14.3.

a minimum of two tickets (where applicable) to each event must be reserved for the relevant Vice-President or their nominee, as well as the President or their nominee.

5.4.1.15. Affiliates need to notify the relevant Vice-Presidents of the confirmed/ finalised event dates and location at least one month in advance.

5.4.1.16. All the venue bookings, for on campus events are required to be processed through the Guild with a minimum notice of 2 weeks in advance.

5.4.1.17. A member of an Affiliates Committee (or nominated and advised proxy) must attend all Departmental meetings, during each academic year, as scheduled and advised by the relevant Vice-President, in addition to any special meetings and/or events the Vice-President may call at their discretion.

5.4.1.18. If available, Affiliates will display a Guild banner (supplied by the Guild) at all its events, regardless of whether they are on campus or off campus.

5.4.1.19. Affiliates must provide at least one (1) Committee Member and one (1) General Member to represent their Affiliate at the Semester 1 and Semester 2 Orientation Days or Guild Days or Guild events at their primary ECU campus(es), for periods of time to be determined by the Guild, as well as any other events as determined by the Guild.

5.4.1.20. If an Affiliate disbands or is dis-affiliated, in accordance with relevant sections of clause 5.9 &, it shall return to the Guild any unspent SSAF funding provided by the Guild and shall return all physical assets purchased using SSAF funding, including, but not limited to, notebooks, tablets, iPads and domestic equipment such as televisions and fridges etc. The Guild keeps an Asset Register for each club to record purchases, new and existing.

5.4.2.Failure to meet any of the conditions above, or elsewhere in this Policy, may impede further grant funding and support and can, at the discretion of the relevant VicePresident and one other executive member of Senate, result in immediate disaffiliation of the club.

5.5. Application for Affiliation and Important Dates 5.5.1.Funded affiliation opens for application 4 weeks prior to the commencement of each semester of the year.

5.5.2.On each occasion, the Guild will widely advertise and promote the application process, which must be submitted in accordance with the requirements of the Guild, on the prescribed web form and received prior to the advertised closing date.

5.5.3.Affiliation closes on the last day of week 2 of each semester in the same year.

5.5.4.Affiliation in Semester 1 and Semester 2 are both valid until the 31 December, pending compliance with all conditions prescribed elsewhere in this policy.

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5.5.5.Affiliation is only valid for the year applied. Societies, Collectives and Clubs must reapply each calendar year to maintain affiliation.

5.5.6.Budget Plan submissions are due by week 4 of each semester which should be submitted to the relevant Vice- Presidents after successful affiliation.

5.5.7.Quarterly reports are due by 1st of March, June, September, and December.

5.5.8.Grant Submissions to be submitted at least 2 weeks prior to the event, if submitted any later, approval may not be authorized. Refer to clause 5.6.6.2 for more information.

5.5.9.The club, society, or collective’s application must include all supporting documentation specified on the application.

5.6. Funding 5.6.1. There are 2 options for clubs to receive funding support.

5.6.2.All funded clubs will be allocated an initial float of $200 upon successful affiliation.

Thereafter funding can be allocated in wither of the methods as follows: 5.6.2.1. Float Top Up 5.6.2.1.1.

A float top can be up to $200;

5.6.2.1.2.

An amount allocated for incidentals and small operating costs;

5.6.2.1.3.

As your initial float advance on affiliation approval is spent, you can ‘top-up’ your float to return to $200;

5.6.2.1.4.

Examples of incidentals include: coffee order for AGM or other committee meetings, Stationary, Printing expenses etc.;

5.6.2.1.5.

Receipts/Tax invoices for all transactions must be retained & provided electronically in the float top-up request, to show evidence of the transactions.

5.6.2.2.

Grant Submissions

5.6.2.2.1.

a Grant submission can be made for good(s) and service(s) priced over $200;

5.6.2.2.2.

Approval from respective Guild Vice President is mandatory PRIOR to club purchase of good(s) and/or service(s);

5.6.2.2.3.

An amount allocated to any larger value purchases for items, deposits or other expenditure;

5.6.2.2.3.1.1. Examples of Grant expenses include: Deposit for a venue for a club event, purchase of an item exceeding $200 in price for club use, catering for a club event, merchandise etc.; ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

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5.6.2.2.3.2.

5.6.2.3.

Clubs must provide the copy of tax invoice to the respective Vice President.

Method of Funding

5.6.2.3.1.

The Guild will provide club funding via Vasco Prepaid Visa card, allocated to each club on approval of their annual affiliation.

5.6.2.3.2.

The card will be assigned to the Club TREASURER (email and mobile number required) and responsibility for the use of the card lies with this officeholder. The card is a physical Prepaid Visa card backed by ANZ. The use of the card is to be in line with this policy and the Guilds Code of Conduct.

5.6.2.3.3.

Note that only one Vasco card can be assigned to each individual, so if the club treasurer acts in this capacity for multiple clubs, an alternate committee member must be assigned to the card, with the approval by the relevant club via email and upon approval by the Guild.

5.6.2.3.4.

Vasco cards offer a portal, which is accessed via an app, which will allow the treasurer to monitor funds and spending, reset PIN and report as lost etc., if required. Refer to https://vascopay.com/ for more information. The card can be reassigned to the new officeholder as part of each year’s affiliation approval if the current officeholder does not resume in the same role in the next term.

5.6.2.3.5.

Float top ups and grant payments, will be paid into the card account, unless otherwise specified.

5.6.2.3.6.

Unspent funds remaining on the card at year-end (31/12/XXXX) will be returned to the Guild, as part of the annual reconciliation process.

The cost for the Vasco cards are $6.00 on initial activation, plus $5.00 per month, which will be allocated to the club budget.

5.6.2.3.7.

5.6.2.3.8.

Clubs can still opt to maintain a separate bank account if they have other broader requirements, which will need to be reported to the Guild and maintained by the club, including transition of signatories to new committee members to ensure continuity and account access is uninterrupted.

5.6.2.3.9.

Clubs will not be permitted to transfer funds from their Vasco card to any external bank account or other financial payment method unless the funds are being transferred for reimbursement to a club member for out of pocket costs. This must be approved prior to the transfer of funds by the executive members of the club and the respective Guild Vice-President.

5.7. Disaffiliation of a Club, Society or Collective 5.7.1.Disaffiliation may result for the following reasons: ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

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5.7.1.1.

Failing to meet any of the requirements outlined in Clause 5.4.

5.7.1.2.

The club is alleged and found guilty of misconduct, financial fraud, bullying and/or discrimination.

5.7.1.3.

The club is inactive for three consecutive months without any communication with the Guild.

5.7.1.4.

Failing to respond to prospective members within 2 weeks on more than three separate occasions.

5.7.1.5.

The affiliation requirements are not maintained.

5.7.1.6.

Failing to submit quarterly club reporting (see clause 5.9).

5.7.1.7.

Failing to validate that 51% of the affiliates members are Guild members.

5.7.1.8.

Failing to abide by the Guild Code of Conduct.

5.7.1.9.

Taking part in political endorsements.

5.7.1.10.

Partaking in making derogatory, false and/or any comments regarding the Guild or any of its employees, which has potential to bring the Guild into disrepute.

5.8. Important Documents 5.8.1.The club, society, or collective’s application must include all supporting documentation specified on the application required.

5.8.2.An application form must be completed on the prescribed web form which will be published on the Guild website.

5.8.3.Applications must include: 5.8.3.1.

Club Name;

5.8.3.2.

Club Logo;

5.8.3.3.

Club Email;

5.8.3.4.

Five Club Committee member positions and contact details (all committee members must be guild members as outlined in Clause 5.4);

5.8.3.5.

Club Constitution with anti-bullying policy included within – Please see sample club constitution on the Guild website for your perusal;

5.8.3.6.

Club Objectives;

5.8.3.7.

Draft events/activities plan for the semester(s) affiliating;

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5.8.3.8.

Budget plan for the Semester(s) affiliating. This must be kept updated at all times and the respective Vice President must be notified;

5.8.3.9.

Details of any existing affiliations, funding arrangements, sponsorship, and agreements the club may have with other organisations;

5.8.3.10.

A club bank account in the name of the club if the clubs has funding from other sources’;

5.8.3.11.

Club Facebook link;

5.8.3.12.

Website link.

5.9. Reporting 5.9.1.The Club, Society, or Collective must submit quarterly reports to the Guild. These reports must be submitted to your respective ECU Guild Vice President by the first day of March, June, September and December. The following documents must be included in every quarterly report: 5.9.1.1.

Meeting Minutes;

5.9.1.2.

Events details – events run in the past quarter, its outcomes and events to be run in the next quarter;

5.9.1.3.

An updated Membership Register – Please see Template on Guild Website;

5.9.1.4.

Bank statement of club account, if applicable.

5.9.2.Failure to submit these mandatory reports will affect the ability to affiliate with the ECU Student Guild in future and it may lead to disaffiliation as per Clause 5.7.

5.9.3.In addition to the above, the club, society, or collective’s must report the following information to their respective ECU Guild Vice-Presidents as soon as possible, this includes: 5.9.3.1.

Changes to committee structure;

5.9.3.2.

Updated club contact details;

5.9.3.3.

AGM minutes;

5.9.3.4.

New sponsors and any additional changes to existing sponsors;

5.9.3.5.

Dissolution (see Clause 5.10); or

5.9.3.6.

Any other changes which may be relevant to the Guild.

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Rev No: 004

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Related Legislation



None

7. CONTACT INFORMATION For queries relating to this document please contact: Policy Owner All Enquiries Contact Telephone Email address

Guild student Assist Carly Elvin 08 6304 3526 c.elvin@ecuguild.org.au

8. APPROVAL HISTORY Policy Approved By Date Policy First Approved Original Motion Revision History Revised by Next Revision Date

Senate 30/10/2020 SCM2010/01 <Enter Revision History with Accompanying Motion> <Enter Name of Person Making Revisions> October 2021

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Date Issued: 30/10/2020

Rev No 001

Page 8 of 8

What's happening around campus...

ECU Student Guild Update from the ECU Guild...

ECU Guild Fair Join us for ECU Guild Fair - Your welcome to ECU from your ECU Guild!

Mount Lawley | Tuesday February 23 | 10:30am-2:30pm Joondalup | Thursday February 25 | 10:30am-2:30pm Bunbury | Wednesday March 03 | 10:30am-2:30pm Meet our Guild clubs, ECU departments, pick up freebies and offers from local businesses and enjoy the University experience! Stalls include IKEA, Gillette, Bankwest, Commonwealth Bank, Hunt & Brew, free glitter tattoos and more!

Mount Lawley Guild Fair

Joondalup Guild Fair

Bunbury Guild Fair

Club Affiliation is now OPEN! Club Affiliations for Semester 1 are open from January 25 2021! Basic club affiliations remain open all year. Funded club affiliations will close 4pm

ECU Student Guild SOCIAL AND SPORT DEPARTMENT POLICY

POLICY TYPE

Senate

POLICY SUBTYPE

Social Department Social and Sport Department Policy

POLICY TITLE POLICY OWNER

Vice President Social Activity

Contents 1.

INTENT............................................................................................................................... 3

2.

ORGANISATIONAL SCOPE .............................................................................................. 3

3.

DEFINITIONS ..................................................................................................................... 3

4.

OVERVIEW ........................................................................................................................ 3

5.

POLICY .............................................................................................................................. 4 5.1.

Membership ............................................................................................................... 4

5.2.

Accountabilities and Responsibilities ...................................................................... 4

5.3.

Powers ........................................................................................................................ 5

5.4.

Meetings, Elections & Appointment Provisions ....................................................... 5

5.5.

Student Sport Representatives ................................................................................. 6

6.

RELATED DOCUMENTS ................................................................................................... 7

7.

CONTACT INFORMATION ................................................................................................ 7

8.

APPROVAL HISTORY ....................................................................................................... 7

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Vice President Social Activity

Authorised by Senate

Date Issued: 22 November 2016

Rev No: 002

Page 2 of 8

1. INTENT 1.1. The purpose of this policy and its supporting procedures is to regulate how the Department is managed within the Guild’s governance framework.

2. ORGANISATIONAL SCOPE 2.1. This policy applies to all Officers and Employees of the Guild, elected Guild Sport Representatives and the committee members of all Guild recognised Social Clubs.

3. DEFINITIONS 3.1. The singular includes the plural and vice-versa.

3.2. A reference to: 3.2.1. A person includes a corporation and government or statutory body or authority; 3.2.2. A person includes the legal personal representatives, successors, and permitted assigns of that person; and 3.2.3. A statute, ordinance, code or other law includes regulations and other statutory instruments under it and consolidations, amendments, re-enactments or replacements of any of them by any legislative authority.

3.3. The word “including” and similar expressions are not words of limitation.

3.4. The word “under” includes by and by virtue of; as well as, pursuant to and in accordance with.

3.5. CIDC means the Continuous Improvement and Development Committee.

3.6. The Guild means Edith Cowan University Student Guild.

3.7. Senate means the duly elected student representatives of the Guild.

3.8. Student Sport Representative means the elected representative of an active sport discipline within ECU.

4. OVERVIEW 4.1. All Guild policies are approved, amended or repealed by the Senate in accordance with the Guild’s Policy Framework and compliance with relevant governance instruments, following consultation with CIDC. 4.2. The Guild shall maintain a policy manual of all current policies in a manner which is easily accessible to members, Senate, staff and other stakeholders where appropriate.

4.3. All Guild policies will be reviewed annually.

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Document Owner: Vice President Social Activity

Authorised by Senate

Date Issued: 22 November 2016

Rev No: 002

Page 3 of 8

5. POLICY 5.1. Membership 5.1.1.The Department’s overall membership shall be its governing body. This shall comprise all recognised Social Clubs defined in the Register of Affiliates and the Guild Affiliation Policy.

5.1.2.A nominee from within the committee of a recognised Social Club, as well as any elected Sport Representative may be considered a member of the Social and Sport Department and shall be interchangeably referred to as a Department Officer. In addition to the Social Clubs and Sports Representatives, there shall also be: 5.1.2.1.

The Department Chairperson – Vice-President (Social Activity); and

5.1.2.2.

The Executive Officer – General Secretary (or their nominee);

5.2. Accountabilities and Responsibilities 5.2.1. The Department shall: 5.2.1.1.

Formally represent all students’ social interests in all forums where student participation is required or desirable;

5.2.1.2.

Facilitate lines of formal communication between the University and students on matters concerning social activity;

5.2.1.3.

Encourage a sense of community for the entire ECU student body;

5.2.1.4.

Advocate for improvement in the standards of services and facilities that affect social activity for students offered by the University;

5.2.1.5.

Advocate for opportunities for social activities offered by the University;

5.2.1.6.

Promote student engagement and education in issues affecting students’ social activity;

5.2.1.7.

Support the social engagement of all students;

5.2.1.8.

Maintain a collective of Student Sport Representatives, as outlined in clause 5.5 “Student Sport Representatives.”

5.2.1.9.

Ensure the Department Chairperson creates and maintains the Annual Department Budget each year;

5.2.1.10. Monitor (where appropriate) the Department Budget and ensure funds are expended accordingly; 5.2.1.11. Provide support and resources to the Social Clubs, as defined in the Register of Affiliates and the Guild Affiliation Policy;

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Document Owner: Vice President Social Activity

Authorised by Senate

Date Issued: 22 November 2016

Rev No: 002

Page 4 of 8

Friday March 5 2021.

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

Affiliations are open 4 weeks prior to Semester and close at the end of Week 2.

Not sure what you need for club affiliation? Check out our Basic Club Checklist here and the Funded Club Checklist here.

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

REGISTER A CLUB

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Accredited Observer under the Standing Orders) – all Department Officers shall have one deliberative vote.

5.4.4.At a General Meeting of the Department, all governing members of the Department shall be entitled to one vote.

5.4.5.All appointments/elections made by a Social Club shall be communicated to the Department Chairperson immediately.

5.4.6.The governing body of the Department may allocate titles and portfolios to Department Officers.

5.4.7.Department Officers representing a Social Club must be a committee member of that Social Club.

5.4.8. In the event of the position of Department Chairperson becoming vacant; the Department shall not hold any meetings until a new Chairperson is appointed by the Guild.

5.5. Student Sport Representatives 5.5.1.The Department Chairperson and Executive Officer shall seek to elect eight (8) students to the positions of Sport Representatives at the beginning of each year.

5.5.2.These representatives must be proactive students, as determined by the Guild as well as members of the ECU Student Guild.

5.5.3.These representatives must be experienced members and active participants within the field of sport that their position aims to represent.

5.5.4.The eight (8) available positions are; 5.5.4.1.

Cricket Representative

5.5.4.2.

Australian Football League (AFL) Representative

5.5.4.3.

Netball Representative

5.5.4.4.

Futsal Representative

5.5.4.5.

Touch Rugby Representative

5.5.4.6.

Volleyball Representative

5.5.4.7.

Basketball Representative

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Document Owner: Vice President Social Activity

Authorised by Senate

Date Issued: 22 November 2016

Rev No: 002

Page 6 of 8

5.5.4.8.

Badminton Representative

5.5.5.Should a position be left vacant or a position be vacated, it is the responsibility of the Department Chairperson to elect a new candidate to the role.

5.5.6.If a suitable candidate cannot be found for a position, then with the approval of the Department Chairperson that position description may be changed to that of a different sport or may be retired entirely.

5.5.7. The roles and responsibilities of the Student Sport Representatives can be found in the Student Sport Representative Duty Statement.

6. RELATED DOCUMENTS 

Guild Constitution



Guild Code of Conduct



Standing Orders



Guild Basic Club Affiliation Policy



Guild Funded Club Affiliation Policy



Club members Code of Conduct

Related Procedure



N/A

Other Related Documents



Register of Affiliates



Student Sport Representative Position Duty Statement



N/A

Related Policy

Related Legislation

7. CONTACT INFORMATION For queries relating to this document please contact: Policy Owner

Vice President Social Activity

All Enquiries Contact

Evan Smith

Telephone

0492 972 317

Email address

vpsocial@ecuguild.org.au

8. APPROVAL HISTORY Policy Approved By

Senate

Date Policy First Approved

26 November 2016

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Document Owner: Vice President Social Activity

Authorised by Senate

Date Issued: 22 November 2016

Rev No: 002

Page 7 of 8

Original Motion Revision History

SCM2102/05 

002 – SCM2102/05 - 21 January 2021

Revised by

Evan Smith (VP Social)

Next Revision Date

January 2022

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Document Owner: Vice President Social Activity

Authorised by Senate

Date Issued: 22 November 2016

Rev No: 002

Page 8 of 8

ECU Student Guild EVENT PLANNING POLICY

POLICY TYPE

Senate

POLICY SUBTYPE

Events & Activities

POLICY TITLE

Event Planning Policy

POLICY OWNER

Marketing and Events Coordinator

Contents 1.

INTENT .......................................................................................................................... 3

2.

ORGANISATIONAL SCOPE ......................................................................................... 3

3.

DEFINITIONS ................................................................................................................ 3

4.

OVERVIEW ................................................................................................................... 4

5.

POLICY CONTENT ....................................................................................................... 4 5.1.

Title ........................................................................................................................ 4

5.2.

Parties Involved .................................................................................................... 4

5.3.

Procedure .............................................................................................................. 4

5.4.

Completion ............................................................................................................ 4

5.5.

Approval ................................................................................................................ 5

5.6.

Discipline ............................................................................................................... 5

6.

RELATED DOCUMENTS .............................................................................................. 6

7.

CONTACT INFORMATION ........................................................................................... 6

8.

APPROVAL HISTORY .................................................................................................. 6

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Marketing & Events Coordinator

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 2 of 6

1. INTENT 1.1. The intent of this policy is to ensure that all Senate planned events of the ECU Student Guild are conducted in line with appropriate regulations as outlined by relevant governing bodies.

2. ORGANISATIONAL SCOPE 2.1. This policy exclusively applies to members of the senate who are attempting to run events that utilise any assets provided by the ECU Student Guild. These assets include but are not limited to; 2.1.1. Department Budgets 2.1.2. Operational Staff members 2.1.3. Guild owned, hired or purchased assets

3. DEFINITIONS 3.1. The singular includes the plural and vice-versa.

3.2. A reference to: 3.2.1. A person includes a corporation and government or statutory body or authority; 3.2.2. A person includes the legal personal representatives, successors, and permitted assigns of that person; and 3.2.3. A statute, ordinance, code or other law includes regulations and other statutory instruments under it and consolidations, amendments, re-enactments or replacements of any of them by any legislative authority.

3.3. The word “including” and similar expressions are not words of limitation.

3.4. The word “under” includes by and by virtue of; as well as, pursuant to and in accordance with.

3.5. CIDC means the Continuous Improvement and Development Committee.

3.6. The Guild means Edith Cowan University Student Guild.

3.7. Senate means the duly elected student representatives of the Guild.

3.8. DC means the Disciplinary Committee of the ECU Student Guild.

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Document Owner: Marketing & Events Coordinator

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 3 of 6

4. OVERVIEW 4.1. All Guild policies are approved, amended or repealed by the Senate in accordance with the Guild’s Policy Framework and compliance with relevant governance instruments, following consultation with CIDC. 4.2. The Guild shall maintain a policy manual of all current policies in a manner which is easily accessible to members, Senate, staff and other stakeholders where appropriate.

4.3. All Guild policies will be reviewed annually.

5. POLICY CONTENT 5.1. Title The title of this policy shall be the Event Planning Policy and may be abbreviated to EPP within any Guild related documentation.

5.2. Parties Involved 5.2.1. Primary Event Manager (PEM): The PEM refers to any senator who wishes to conduct an event as the person in charge. The PEM must be the applicant of the pre-event plan.

5.2.2. Events Officer (EO): The EO refers to the assessor of the event plan. This role is to be held by the Guild’s Marketing and Events Coordinator. It is the responsibility of the EO to assess all pre-event plans as well as to keep an up to date file of all completed as well as incomplete pre-event plans.

5.2.3. Interim Events Officer (IEO): In the event that the Marketing and Events Coordinator is unable to fulfil their role, one of the following Guild officers are able to assume this role and will be known as the IRO; (a) President (b) General Secretary (c) Operations Manager 5.3. Procedure This policy relates to and directly coincides with the implementation of the Guild’s Pre-Event Planning Procedure. This procedure is to be followed by all Senate members who may conduct an event as the PEM. Completion of this procedure is mandatory before any further actions can be taken in conducting an event. In accordance with this procedure the Guild’s relevant pre-event planning documentation must be completed by the PEM and approved by the EO. 5.4. Completion 5.4.1. The completion of the pre-event plan is required for all events where a senator acts as the PEM. 5.4.2. Completion of the pre-event plan may be avoided whereby both of the following apply: ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Marketing & Events Coordinator

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 4 of 6

(a) The EO or IEO deems the event as “low risk”; and (b) The event has been held in the past and therefore has proven to be viable.

5.4.3. The pre-event plan is required to be completed in advance according to the number of patrons planned for. The completion times are as follows; (a) Events planned for 100 patrons or less: 4 weeks (b) Events planned for 101 to 150 patrons: 8 weeks (c) Events planned for over 150 patrons: 12 weeks 5.5. Approval 5.5.1. An approved pre-event plan by either the EO or IEO is a necessity prior to commencing any further event planning.

5.5.2. If the EO or IEO does not approve of the pre-event plan, then this will be known as a rejection. A rejection will prevent an event from proceeding.

5.5.3. The EO or IEO may only reject an event plan for the following reasons; (a) (b) (c) (d)

The event plan is inadequate The event plan has been submitted late The event itself is not viable The event poses too high of a risk

5.5.4. A rejection of an event plan can be overturned following a mediation process between the EO, IEO and at least one (1) other IEO with the outcome of the mediation serving as the final result on the matter with the preference of President, General Secretary then Operations Manager.

5.6. Discipline 5.6.1. Should a senator not follow the event planning procedure prior to conducting an event, then the senator in question shall be invited to a mediation session with the EO and one (1) of the other mentioned IEOs unless the Senator displays wilful negligence in conducting an event, in those cases the Senator will be referred directly to DC. 5.6.2.Senators who have been through mediation will be not be permitted to act as the Primary Event Manager at a subsequent event until they have acted as support for another event or events and are subsequently deemed, by the Marketing and Events Coordinator, as suitably competent.

5.6.3. Should a senator again fail to follow the event planning procedure, then they are to be referred to DC by another member of senate.

5.6.4. If a senator is found to be avoiding the event planning procedure in anyway, then the above processes of 5.6.1 and 5.6.2 shall apply.

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Document Owner: Marketing & Events Coordinator

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 5 of 6

6. RELATED DOCUMENTS Related Policy Related Procedure

Pre-Event Planning Procedure

Other Related Documents

Event Proposal Template

Related Legislation

7. CONTACT INFORMATION For queries relating to this document please contact: Policy Owner

Events & Marketing Coordinator

All Enquiries Contact

Lauren Reed

Telephone

08 6304 2640

Email address

l.reed@ecuguild.org.au

8. APPROVAL HISTORY Policy Approved By

Senate

Date Policy First Approved

24/02/2021

Original Motion

SCM2102/04

Revision History Revised by Next Revision Date

February 2022

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Document Owner: Marketing & Events Coordinator

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 6 of 6

ECU Student Guild WORKPLACE BULLYING POLICY

POLICY TYPE

Operational & Senate

POLICY SUBTYPE

Human Resources

POLICY TITLE

Workplace Bullying Policy

POLICY OWNER

Operations Manager

Contents 1.

INTENT .......................................................................................................................... 3

2.

ORGANISATIONAL SCOPE ......................................................................................... 3

3.

DEFINITIONS ................................................................................................................ 3

4.

OVERVIEW ................................................................................................................... 4

5.

POLICY ......................................................................................................................... 4 5.1.

What is Bullying? .................................................................................................. 4

5.2.

What isn’t Bullying? ............................................................................................. 5

5.3.

Responsibility for preventing and responding to workplace bullying .............. 5

5.3.1.

Responsibilities of the Guild ......................................................................... 5

5.3.2.

Responsibilities of the Guild President and Operations Manager ............. 6

5.3.3.

Responsibilities of employees and Senators .............................................. 6

5.4.

How to Report Bullying ........................................................................................ 7

5.5.

Support and Assistance ....................................................................................... 8

6.

RELATED DOCUMENTS .............................................................................................. 8

7.

CONTACT INFORMATION ........................................................................................... 8

8.

APPROVAL HISTORY .................................................................................................. 8

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Operations Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 2 of 9

1. INTENT 1.1. The intent of this policy is to explain the standard of behaviour expected of employees and Senators and to outline the Guild’s policy on workplace bullying.

1.2. The Guild is committed to providing a safe and health work environment in which all employees and Senators are treated fairly and with dignity and respect.

1.3. Bullying is a risk to the health and safety of the workplace, is unacceptable and will not be tolerated by the Guild.

1.4. This policy is aimed at ensuring, so far as is reasonably possible, that employee’s and Senators are not subjected to any form of bullying while at work.

2. ORGANISATIONAL SCOPE 2.1. This policy applies to all Edith Cowan University Student Guild Operational Staff, Senate, volunteers, contractors, internships and individuals on work placement.

2.2. This policy extends to all functions and places that are work related, for example, work lunches, conferences, Christmas parties and other functions.

2.3. This Policy does not form part of any employee’s contract of employment nor does it form part of any contract for service, however, it is expected that this policy will be observed by all employees.

3. DEFINITIONS 3.1. The singular includes the plural and vice-versa.

3.2. A reference to: 3.2.1. A person includes a corporation and government or statutory body or authority; 3.2.2. A person includes the legal personal representatives, successors, and permitted assigns of that person; and 3.2.3. A statute, ordinance, code or other law includes regulations and other statutory instruments under it and consolidations, amendments, re-enactments or replacements of any of them by any legislative authority.

3.3. The word “including” and similar expressions are not words of limitation.

3.4. The word “under” includes by and by virtue of; as well as, pursuant to and in accordance with.

3.5. CIDC means the Continuous Improvement and Development Committee.

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Document Owner: Operations Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 3 of 9

3.6. Employee and/or Senator means individuals employed under a contract of employment at the Guild, duly elected Senators of the Guild and any volunteers, contractors, internships or individuals on work placement.

3.7. The Guild means Edith Cowan University Student Guild.

3.8. Senate means the duly elected student representatives of the Guild.

3.9. Workplace Bullying means verbal, physical, social or psychological abuse by another person or group of people at a workplace.

4. OVERVIEW 4.1. All Guild policies are approved, amended or repealed by the Senate in accordance with the Guild’s Policy Framework and compliance with relevant governance instruments, following consultation with CIDC. 4.2. The Guild shall maintain a policy manual of all current policies in a manner which is easily accessible to members, Senate, staff and other stakeholders where appropriate.

4.3. All Guild policies will be reviewed annually.

5. POLICY 5.1. What is Bullying?

5.1.1.Bullying is repeated, unreasonable behaviour directed towards or from an employee or group of employees that creates a risk to health and safety.

5.1.2.Bullying may be direct or indirect and can be carried out verbally, physically or psychologically.

5.1.3.Some examples of behaviour that may amount to bullying include: 5.1.3.1.

abusive, aggressive or intimidating conduct;

5.1.3.2.

making belittling or humiliating comments;

5.1.3.3.

spreading malicious rumours or misinformation;

5.1.3.4.

teasing or practical jokes;

5.1.3.5.

deliberately excluding someone from work-related activities or events;

5.1.3.6.

unreasonable work expectations, including providing excessive or insufficient workload or setting work below or beyond an employee’s skill level;

5.1.3.7.

withholding or denying access to information or resources necessary to perform work functions;

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Document Owner: Operations Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 4 of 9

5.1.3.8.

displaying offensive material;

5.1.3.9.

pressure to behave in an inappropriate manner.

5.2. What isn’t Bullying?

5.2.1.Reasonable management actions carried out in a reasonable manner do not constitute bullying. Some examples of reasonable management action includes: 5.2.1.1.

Setting reasonable performance goals, standards and deadlines;

5.2.1.2.

Allocating work;

5.2.1.3.

Rostering and allocating hours and work locations;

5.2.1.4.

Failing to select and promote and employee;

5.2.1.5.

Informing an employee that their performance is unsatisfactory in accordance with the Guild’s policies and procedures;

5.2.1.6.

Taking action in relation to unsatisfactory work performance. i.e. Performance Management Counselling or terminating employment;

5.2.1.7.

Workplace change or restructuring;

5.2.1.8.

Refusing leave or overtime for operational reasons

5.3. Responsibility for preventing and responding to workplace bullying 5.3.1. Responsibilities of the Guild 5.3.1.1. The Guild recognises its obligations under Occupational Safety and Health Act 1984 to provide and maintain a safe working environment. The Guild is committed to: 

ensuring that there are clear processes in place for raising grievances and complaints



clearly communicating and promoting these processes amongst staff



monitoring the implementation of this Policy



identifying potential risk factors and taking prompt, reasonable action to minimise those risks including: o

managing organisational change in an inclusive and participatory way e.g. consult with employees affected as early as possible and develop and maintain effective communication throughout the change process

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Document Owner: Operations Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 5 of 9

o

promoting positive working relationships across the Guild



ensuring the accessible provision of information and training as necessary to support the effective implementation of this Policy



reviewing the Policy every year or earlier, as required and communicating any changes or updates to the Policy across the workforce.

5.3.2. Responsibilities of the Guild President and Operations Manager 5.3.2.1.

It is the role of the Guild President and Operations Manager to: 

Promote and model the Guild’s values



Understand what constitutes bullying and know how to prevent or respond to bullying



Establish and maintain an environment where employees and Senators can conduct their daily work in a safe manner and where employees and Senators feel comfortable raising concerns relating to bullying or behaviour that causes a risk to health and/or safety



Identify behaviour that may amount to bullying and take prompt action to address the behaviour. If the behaviour involves violence or a threat of violence, contact the WA Police.



Ensure staff responsibilities and accountabilities are clearly defined



Ensure availability of adequate resources and information for employees to enable them to perform their role



Facilitate teamwork and cooperation



Respond to concerns in a timely manner



Adhere to the Guild’s guidelines and policies and procedures when managing a bullying complaint



Ensure employees and Senators are aware of available support services e.g. Employee Assistance Program (EAP)



Ensure that discussions, communications and actions are handled with sensitivity and confidentiality.

5.3.3. Responsibilities of employees and Senators 5.3.3.1. Employees are to take reasonable care for their own health, safety and wellbeing whilst at work and ensure that their acts or omissions do not adversely affect the health, safety and wellbeing of others. It is the ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Operations Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 6 of 9

responsibility of employees and senators who believe they are experiencing bullying to: 

Raise matters of concern at an early stage and actively participate in the investigation process if necessary



Provide specific information regarding the perceived or alleged bullying in a form that enables the allegation to be considered and managed accordingly



Maintain confidentiality and not discuss or release information relating to a bullying complain to any third party who has no legitimate involvement in the process



Ensure that any allegations relating to bullying are made honestly and not vexatiously or maliciously, or to impede legitimate management action



Cooperate with any complaint procedure in a timely and professional manner.



Understand what constitutes bullying and know how to prevent or respond to bullying

5.4. How to Report Bullying 5.4.1. If an employee or Senator believes they are experiencing or witnessing bullying, the following steps should be taken: 5.4.1.1. Discuss and/or report the behaviour to the Operations Manager or President.

If the behaviour relates to the Operations Manager or President, employees or Senators can raise the matter with a member of the Guild Secretariat.

5.4.1.2. With the Operations Manager or President’s support, employees or Senators may wish to use informal avenues to discuss and resolve the issues. For instance, employees or Senators may wish to speak about the behaviour with the person directly, such as with support from the Operations Manager or the President.

5.4.1.3. Employees and Senators may also wish to lodge a formal complaint of bullying. Lodging a complaint will mean that the allegations are considered formally and will instigate a formal internal investigation, including permitting the person accused to respond to any allegations.

5.4.1.4. A formal investigation must be commenced within 3 working days of receipt of the formal complaint and must be concluded within 10 working days of the commencement of the investigation.

5.4.1.5. At the conclusion of the investigation the employee or Senator will be advised of the outcome. Any confirmed allegations will be dealt with in accordance with any Performance Management and misconduct policy and procedures ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Operations Manager

Authorised by Guild Senate

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Rev No: 001

Page 7 of 9

applicable to staff and the Disciplinary Committee for matters relating to Senators.

5.4.1.6. Where deemed appropriate the Guild may employ the services of a third party investigator.

5.4.1.7. Where an employee or Senator is dissatisfied with the outcome of any internal investigation, they may appeal the decision and request that an independent third party investigator is employed to undertake a further investigation.

5.4.1.8. The Guild will maintain all complaints of bullying, including the results of any investigation on the personnel file of the employee or Senator.

5.5. Support and Assistance 5.5.1.Support is available to all employees, managers, and supervisors involved in reporting and managing a bullying complaint, including after the matter has been resolved.

Employees can seek support from their Health and Safety Representative (HSR), Union Representative as well as the Employee Assistance Program, PeopleSense.

6. RELATED DOCUMENTS Related Policy



Related Procedure



Other Related Documents



Related Legislation



ECU Student Guild Enterprise Agreement 2014

Occupational Safety & Health Act 1984

7. CONTACT INFORMATION For queries relating to this document please contact: Policy Owner

Operations Manager

All Enquiries Contact

Lisa Dwyer

Telephone

08 6304 5915

Email address

l.dwyer@ecuguild.org.au

8. APPROVAL HISTORY Policy Approved By

Senate

Date Policy First Approved

24/02/2021

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Operations Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 8 of 9

Original Motion

SCM2102/02 – 24/02/2021

Revision History Revised by Next Revision Date

February 2022

ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

Document Owner: Operations Manager

Authorised by Guild Senate

Date Issued: 10/03/2021

Rev No: 001

Page 9 of 9