ECU GUILD SSAF REPORT Q2 2021

FEES ALLOCATION DEED REPORT Quarter 2 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 ........................................................................................................................... 5 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 ................................................................................................................................................... 9 Supporting a sporting or other recreational activity by students [Statute 29(4)(1)(b)] ..................................... 9 Activity – KPI 2 ................................................................................................................................................. 13 Supporting the administration of a club, most of whose members are students [Statute 29(4)(1)9c)] .......... 13 Activity - KPI 3 .................................................................................................................................................. 16 Promoting the health or welfare of students [Statute 29(4)(1)(f)]................................................................... 16 Activity – KPI 4 ................................................................................................................................................. 21 Helping students with their financial affairs [Statute 29(4)(1)(i)]..................................................................... 21 Activity – KPI 5 ................................................................................................................................................. 23 Providing libraries and reading rooms (other than those provided for academic purposes) [Statute 29(4)(1)(l)] ......................................................................................................................................................... 23 Activity – (No KPI Specified) ............................................................................................................................ 26 SUPPORTING AN ARTISTIC ACTIVITY BY STUDENTS [Statute 29(4)(1)(m)] ....................................................... 26 Activity – KPI 6 ................................................................................................................................................. 27 Supporting the production and dissemination of students of media whose content is provided by students [Statute 29(4)(1)(n)].......................................................................................................................................... 27 Activity – KPI 7 ................................................................................................................................................. 28 Helping students develop skills for study by means other than undertaking course of study in which they are enrolled [Statute 29(4)(1)(o)] ........................................................................................................................... 28 Activity – KPI 8 ................................................................................................................................................. 29 Advising on matters arising under the higher education providers rules (however described) ...................... 29 [Statute 29(4)(1)(P)].......................................................................................................................................... 29 Advocating student’s interests in matters arising under the higher education provider’s rules (however described) [Statute 29(4)(1)(q)] ....................................................................................................................... 29 Activity – KPI 9 ................................................................................................................................................. 31 Giving students information to help them in their orientation [Statute 29(4)(1)(r)] ....................................... 31 Activity – (No KPI Specified) ............................................................................................................................ 32 Helping meet the specific needs of overseas students relating to their welfare, accomodation and employment [Statute 29(4)(1)(S)] .................................................................................................................... 32 Activity – KPI 10 ............................................................................................................................................... 35

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Administration .................................................................................................................................................. 35 Activity – KPI 11 ............................................................................................................................................... 38 Planning, reporting and handover .................................................................................................................... 38 QUARTERLY FINANCIAL REPORT ........................................................................................................................... 39 GUILD CONTACT INFORMATION .......................................................................................................................... 40

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PRESIDENT REPORT

In quarter 2, the ECU Student Guild faced many challenges especially WA going into another lockdown in April.

We had to cancel few of our events during that lockdown. We implemented our Covid safety plan to ensure that if Lockdown is extending we are ready for it.

We started our quarter with the same energy and enthusiasm to help students. Despite lockdown and other challenges we managed to organise around 45 events across all campuses to engage with Student community.

Our Social department held Blacklight party the first big event off campus and we were successful to attract more than 200 students. Through our Social department we organised various events such as Iftaar dinner, Optus tour and Halo walk and free soup days. Our Equity and International department ran together few big events such as Red my lips, Self-defence classes and free yoga sessions. We ran free courses through our Academic and Postgraduate department. The idea behind all these events was to engage with students and provide the ability to students to bond over similar interest and interact with each other.

In the South West campus we had very low engagement from students as number of enrolled students have been reduced. Our South West senators were able to run successful events on and off campus such as International women’s day, Cheese and pool and Harmony day. We also partnered with Dean of South West’s office for Mental Health day.

The ECU Student Guild represented student’s voice at the Covid lockdown meetings which were held virtually.

All senators were actively engaged with university on different projects and attended meetings especially in LMS transition committees and City campus project meetings. As President I represented students on all board meetings to ensure that students have their voice on University’s decision making. It helped to increase transparency and accountability from a student perspective.

In the month of April we held our Annual general Meeting (AGM) with invitations to all student members. We presented our 2020 Annual report and had really good engagement from students at our AGM. In this quarter we aimed to engage with new students so they can get familiar with Guild and its services as in the past we have struggled to engage with new students.

We have continued to provide advocacy for our ECU Students. Our GSA’s and Senators helped students with their Academic issues and attending appeals with them.

The ECU Student Guild has worked hard to provide support and assistance to students and we’ll continue to do so.

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OPERATIONS MANAGER REPORT

Quarter two has grown in activity in comparison to quarter one as we welcome new club affiliations and the development of events and activities for students. The Guild has struggled over the past two years to attract students to larger events and so in quarter two we concentrated our efforts on supporting club events and activities and smaller events and excursions. The Guild has also continued to develop and provide new short courses to enhance student’s skills and employability, conducting an AutoCAD workshop for Engineering students.

The Guild has experienced an increase of students utilising the Guild kitchens across Joondalup and Mount Lawley campuses, whilst the South West Campus continues to be low in terms of student numbers.

The Covid lockdown during this period affected a couple of events that the Guild had planned. The Guild cancelled the Equity Fashion show in response to the lockdown and to preserve the safety of participants. This event will is rescheduled to take place in quarter three. The Guild applied for and have been successful in receiving the Small Business Lockdown Assistance Grant to cover the costs of the cancelled events that we were unable to recover from suppliers.

The Guild Student Assist service began preparing for the anticipated increase in students seeking support in July and August, wait times for the service are increasing week on week which have had a direct effect on the support the Guild has been able to provide to students when attending Student Appeals Committee Meetings or Academic Misconduct meetings. In quarter 2 we commenced a process of recruitment for an additional 0.6FTE Guild Student Assist Officer. The additional support for this service will allow the Guild to support more students in the future and to reduce the growing wait times for appointments. The service has experienced a decrease in the number of students requiring financial assistance or presenting in a financial crisis. At the end of quarter one we anticipated a significant increase in the needs of students in this area as JobKeeper came to an end and the top-ups to Centrelink provided supports were phased out, however, we have seen that employment opportunities for students have increased in that time along with an increase in regular and ongoing shifts for casual workers. The Guild has looked to other pathways for support to students to meet other growing needs and have implemented the Practicum Support Grant. This grant provides financial support to students who have the potential to enter financial crisis as a result of having to give up work to attend placement or due to increased cost of living having to manage existing rent/mortgage obligations along with costs of travel and accommodation for regional placements.

The Guild has spent considerable time over the past quarter clearing the old Bookshop stock. Much of this stock has been donated to the local prisons with some being offered to students at a significantly reduced cost. The Guild is currently reviewing the service in order to provide a much better experience to students in accessing the bookshop online and offering further support for book sales and purchases in our Mount Lawley campus.

Dircksey continues to provide outstanding quality publications for students, providing relevant and engaging content. Student contributions to the publication are growing.

In the South West the Senators supported students and the Busselton Pride Alliance in liaising with the University regarding the conferment of an Honorary Award to Barry House. The South West Senators also worked with students to provide off-campus excursions to local activities.

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Membership of the Guild continues to grow and is anticipated to increase across the year as the Guild focuses on ensuring that those students that access the service have an active Guild membership. There has however, been a decrease in the number of International Students accessing Guild services in comparison to the previous year and certainly pre-Covid. We anticipate that this will continue to decline as international students graduate and the borders remain closed. We have seen an increase, however, in the number of international students accessing our services from offshore.

The Guild achieved an unqualified audit for the 2020 financial year and continue to improve elements of our service and our governance processes through the implementation of new policy. Policies that have been introduced most recently include a new Code of Conduct for Employee’s which sees the Code separated from the Wider Senate Code of Conduct in recognition of the different relationship between and Employee and Volunteer or member. A new Code of Conduct for Senators is currently being developed alongside a Code of Conduct for Members and Affiliated groups. The Guild has also developed and implemented a Gifts and Benefits Policy, Motor Vehicle Travel Policy and amended the Equity Department Policy.

We look forward to quarter three as we commence the annual Guild election process and begin Enterprise Bargaining Negotiations with the Operational Employees.

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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 HIGHE R EDUCATION PROVIDER [STATUTE 29(4) (1)9A)]

Annual Budget

$81,704

Spend to Date

$15,183

Budget Remaining

$53,456.18 65.43%

Budget

Comments

1.

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

2.

Soup Mornings were held by the Social Department during exam weeks using soup purchased from Cafe 6.

3.

The Guild funded a Ramadan Dinner which served over 100 students.

4.

The South West Department maintained the student kitchen ensuring food, beverage items were available as well as providing student food days with the Kulbardi Café.

Student Kitchen Provisions

Campus Q1

Q2

Joondalup Mount Lawley South West Joondalup Mount Lawley South West

$ $ $ $ $ $

Value of Food/Drink Supplied 750.01 308.02 264.16 851.04 485.66 97.32

Free Food and Drink Events & Activities

Q1

Q2

Event/Activity Get Set Sessions Guild Fair Guild Fair Cheese & Wine South west Guild Fair Mental Health Day Mental Health Day Mental Health Day Academic Integrity Ramadan Dinner IDAHOBIT National Volunteer Week National Volunteer Week Guild Soup Days Undergraduate Forum Malaysia & Ethnocultural Eid Dinner Postgraduate Wine & Cheese Chill Out Session Easter Egg Hunt JO SW Easter Event

Food/Drink Supplied BBQ & Drinks BBQ & Drinks BBQ & Drinks Ice, Cheese BBQ & Drinks BBQ & Soft Drinks BBQ & Soft Drinks Banana's Coffee & Donuts Halal Meal + Soft Drinks BBQ & Soft Drinks BBQ & Soft Drinks BBQ & Soft Drinks Soup Finger Food/Tea & Coffee/Soft Drink & Water Halal Meal + Soft Drinks Wine/Cheese Platters/Soft Drinks/Water Drinks Food Food & Drinks

Campus JO JO ML BU BU JO ML JO JO JO JO JO ML JO JO JO JO JO JO BU

Appendices/Links

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ACTIVITY – KPI 1

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

Budget

$644,353

Spend to Date

$111,771

Budget Remaining

$367,488.41 57.03%

Campus

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

Was this event sponsored?

1 1

JO EXT

Guild Event Guild Event

No No

18/04/21

1

ML

Partnership Event

No

20/04/21

1

JO

Guild Event

No

21/04/21

1

JO

Guild Event

No

School of Arts & Digital Journalism

23/04/21

1

ML

Partnership Event

No

30

Mental Health Day

5/04/2021

1

JO

Partnership Event

No

200

Mental Health Day

5/04/2021

1

ML

Partnership Event

No

150

Date

Length of Event (Days)

12/04/2021 15/04/21

ML Open Day Women In Business Forum ECU Student Guild Annual General Meeting

Event Name

Chill-Out Session OPTUS Tour

Key Data

Annual Budget

Value of Sponsorship

Number of Attendees/Tickets Sold

24 15

30

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Contemporary Arts Club - Art Workshop

5/05/2021

1

ML

Guild Event

No

20

Wellbeing Community - Yoga

7/05/2021

1

JO

Guild Event

No

10

Academic Integrity Forum

10/05/2021

1

JO

Guild Event

No

15

Aviators BBQ

11/05/2021

1

JO

Guild Event

No

30

VP Equity Karoake - Tavern Ramadan Dinner IDAHOBIT IDAHOBIT

11/05/2021 11/05/2021 17/05/2021 17/05/21

1 1 1 1

JO JO JO ML

Guild Event Guild Event Guild Event Guild Event

No No No No

12 120 100 60

IDAHOBIT

17/05/21

1

SW

Guild Event

No

30

Wellbeing Community Mindfulness

17/05/21

1

JO

Guild Event

No

10

National Volunteer Week

19/05/21

1

JO

Partnership Event

No

150

19/05/21

1

JO

Guild Event

No

40

22/05/21

1

EXT

Guild Event

Wellbeing Community Mindfulness

24/05/21

1

JO

Guild Event

No

10

Womens Community - Clothes Swap

24/05/21

1

JO

Guild Event

No

30

Soup Day

25/05/21

1

JO

Guild Event

No

100

Soup Day

26/05/21

1

JO

Guild Event

No

100

Wellbeing Community Wellness Workshop BLACKLIGHT PARTY

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Women In Business - Diversity Picnic Soup Day Soup Day ECU Evolution & Medicine Forum Undergraduate Forum Malaysia & Ethnocultural Clubs - Eid Celebration CASSA Trivia Night Postgraduate Wine & Cheese Auslan Course Auslan Course Auslan Course

26/05/21

1

JO

Guild Event

No

60

27/05/21 28/05/21

1 1

JO JO

Guild Event Guild Event

No No

100 100

26/05/21

1

JO

Guild Event

No

40

27/05/21

1

JO

Guild Event

No

50

28/05/21

1

JO

Guild Event

No

80

18/06/21 23/06/21 23/06/21 24/06/21 25/06/21

1 1 1 1 1

JO JO JO JO JO

Guild Event Guild Event Guild Event Guild Event Guild Event

No No No No No

30 30 20 20 20

Mental Health Day

5/04/2021

1

SW

Partnership Event

No

20

Bowling Easter treats Exam coffee Hump day hangouts

5/12/2021 12-16/4/21 June

1 5 14

SW SW

Guild Event Guild Event

No No

20 50 43

2

SW

Partnership Event

No

20

1

SW

Partnership Event

No

62

Orientation Semester 2 Warm Welcome soup day

28/07/21

$ -

2051

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1.

The Guild held the end of semester Blacklight Party at Arcade - the first large scale event primarily run off premises. The event was successful in attracting 200+ students.

2.

The Social Department also provided various events such as the Eid Dinner, Optus Tour, Halo Walk and Soup Days. The premise of these events was to allow students the ability to bond over similar interests and interact with each other.

3.

The Equity Department supported events such as Red My Lips karaoke, IDAHOBIT, A Pink Picnic for Cancer Awareness. Self-defence classes were ongoing during Semester 2, in addition to events such as the Wellness Expo, with free yoga sessions and free Women's Boxing sessions. The Eid Dinner was also supported by the Equity department in collaboration with the Social Department.

4.

The Postgraduate Studies Department held monthly meetings with student representatives of both Master by Coursework and Higher Degree by Research.

A Postgraduate wine and cheese networking night was also provided which attracted over 30 Postgraduate students.

5.

The Environmental Department organised meetings with students who want to volunteer for the department. In addition the Department also organised an Aquarium of Western Australia tour, and coordinated a guest speaker to talk to students with an interest in the environment about environmental and sustainability. The department has also supported the maintenance of the community garden located at building 10.

6.

The South West Senators were quite successful in organising a variety of small and minimal effort for student activities both on and off campus this quarter.

The events included International Women’s Day and Harmony Day Free Coffee, Cheese and Pool Evening and Bowling. We also partnered with the Deans office for events such as Uni Mental Health Day. Overall, we saw increasing engagement across the quarter.

7.

Events were displayed on ecuguild.org.au, ecuguildfair.com.au and the Guild Facebook. The Guild began rolling out the promotion and ticketing of events using the new QPay club management system implemented at the beginning of the year.

1.

A Covid-19 Lockdown meant the Equity Fashion Show and the AQWA excursion was postponed. The lockdown also directly affected the number of returning students engaged in the Self-defence classes post lockdown. Snap Covid-19 lockdown planning has now been added to all event management plans.

2.

A lack of on campus engagement during the previous year has impacted on the turnout of some events. Various event ticketing fees had to be waved in order to ensure attendance. This was especially the case for off-campus events. The weather also contributed to reduced engagement with students.

3.

Across the South West Campus students numbers have decreased due to less face to face lectures.

Key Information

Critical Issues

Appendices/Links

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ACTIVITY – KPI 2

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

Budget

Key Data

Annual Budget

$311,841

Spend to Date

$87,860

Budget Remaining

$166,329.89 53.34%

Q1

Q2

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

1 45

5 45

46

50

Total Value of Funding Provided to Postgraduate Clubs

$ 142.49

$ 591.62

Total value of Funding Provided to International Clubs

$ 800.00

$ 1,340.61

$ 6,411.14

$ 22,580.57

Total overall value of Funding Provided to all Clubs 1.

Key Information

Clubs provided with funding as applied for, for float top ups (incidental items under $200), and grant requests for larger values.

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2.

Club Funds paid onto club assigned Vasco cards, being a prepaid Visa card system that allows then to receive funds with Guild oversight and avoids the need for a club bank account.

3.

A number of issues were identified in the initial roll out of the Guilds QPay system. These majority of issues were address by the software provider which facilitated the use of the system by clubs and the general administration of the platform in the back end.

4.

Guild Secretariat attended various club events to provide support and guidance in meeting requirements for Quarter 1 Club reporting.

5.

Additional support was provided to clubs as requested/required to enable clubs to effectively administer the club and their events or activities.

6.

The sporting clubs established in Semester one have become some of the social department's most active clubs this quarter. All clubs have received newly designed team kits and have been provided funding to purchase required equipment such as PPE gear for hockey and new balls for basketball and futsal.

7.

The clubs, now having their own say in their sports, are preparing for their trips to the UniSport Nationals Competition.

8.

Social clubs have been relatively inactive in the last quarter due to the majority of committee members being in their final years of study, however the clubs are still making good progress with various events such as car meets for Cars and Cruises, fortnightly tabletop game sessions for ECU Dungeons & Dragons and the Eid dinner which was supported heavily by the Ahlulbayte Humanity club. The majority of social clubs have been using this quarter as preparation for the next semester, specifically larger clubs like Parties and Events, Desi and Saudi Students Association.

9.

1.

The Equity Department Collectives were very active in quarter 2. IDAHOBIT was a collaboration between the University and Queer Collective - and trips were even made to Bunbury by the Collective members to establish a network on that campus. The Queer Collective also held a weekly Pride Space session, to ensure a safe environment for Queer identifying people. The Women's Collective, and Wellbeing Collective co-hosted several events - such as the Pink Picnic, and the Wellness Expo, along with free Yoga Sessions and Women's Boxing Sessions, with a lot of support from the Guild. Mature Aged Students Network had ongoing coffee meets. The Eid Dinner was mainly organised by the Ethnocultural Collective in partnership with the Equity and Social Departments at the Guild.

There were multiple issues to overcome in terms of club use of the QPay Club Management system.

2.

There were less club led cultural events held on campus as a result of the reduced International Student numbers.

Critical Issues Awards

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3.

Clubs continue to struggle maintain committees and membership as committed students graduate and a perceived lack of interest in clubs by the student body.

4.

South West Senators have engaged with students interested in forming clubs, however, it has been difficult for students to get the required 6 members and commit to regular meetings due to the low number of student on that campus.

Appendices/Links

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ACTIVITY - KPI 3

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

Budget

Annual Budget

$347,650

Spend to Date

$70,028

Budget Remaining

$214,528.52 61.71%

Students Requesting Support

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

Q1

Q2

539 361 175 3 0 0 0

326 230 37 15 29 12 3

Q1

Q2

0 10 129 86

0 3 106 55

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

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DOMESTIC STUDENT - Academic Issue - TELEPHONE ONLY 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

0 36 16 0 0 21 3 0 9 0 0

0 17 21 0 0 4 3 0 2 0 0

DOMESTIC STUDENT - Student Appeal Committee Advocacy TELEPHONE ONLY

0

0

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

4 0 111 39 0 18 9 0 0 9 3 0 10 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

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INTERNATIONAL STUDENT - Personal/Welfare Issue - TELEPHONE ONLY

0

0

INTERNATIONAL STUDENT - Student Appeal Committee AdvocacyStudent Appeal Committee Advocacy - TELEPHONE ONLY

0

0

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

Q2 88 15 3 26 1 9 0 57 13 86 2 4 36 2 3 12 12 1 22 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 Did Not Attend Financial Support Formal Review (FR) General Advice General Misconduct (GM) Hardship Payment Scheme Informal Review (IR) International Fee Refunds 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)

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Student Appeals Committee - Other Welfare Support Withdrawal Without Penalty (Financial/Academic) (WWF/A)

0 4 75

0 4 101

Other Statistics Q1

Q2

0 2 0 0 1 0 0

0 3 0 0 0 0 0

3 0 1 0 3 7

6 4 1 3 5 2

Respect Now Always Statistics Sexual Assault Domestic/Family Violence Discrimination Rape Harassment Racism Hazing External Referrals Financial/Welfare Support Health Housing Immigration/Visa Agent Legal Other

Key Information

1.

GSAs have worked closely with relevant ECU stakeholders in preparation for the SUCCEED tool implementation and the associated changes this has created o the AEAP (June, 2021) Rules. Guild staff are confident to assist students with these new processes.

2.

Demand for GSA services continue to be high and July saw the waiting list for appointments extend to two weeks. This is despite no staff absences and low non-attendance rates.

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3.

Recruitment for temporary GSA, 0.6 FTE position began in June order to meet the increased student demand for GSA Guild services. It is hoped a new staff member will start in Q3 (July).

4.

The GSAs have resumed student referrals to FOODBANK WA, using a more effective administration process that allows students to access services from a range of locations across Perth.

5.

GSAs have been in communication with ISHAR to discuss referral pathways for women who are on student visas and require culturally sensitive social work support services.

6.

GSAs have maintained their monthly drop-in clinics on the South West Campus. Student engagement figures are slowly rising but they still remain comparatively low.

1.

A group of J46 students, many of whom accessed Guild support last semester, returned to the Guild for appeal support after failing the mandatory-to-pass, Mental Health Practice 2 exam. This is the third semester the J46 students have come, enmasse, to complain about a course unit.



Guild Student Assist Service User Policy

Critical Issues

Appendices/Links

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ACTIVITY – KPI 4

HELPING STUDENTS WITH THEIR FINANCIAL AF FAIRS [STATUTE 29(4) (1)(I)]

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

Annual Budget

$89,467

Spend to Date

$7,581

Budget Remaining

$75,421.94 84.30%

Financial Assistance Number of Discretionary Grant Applications Number of Discretionary Grants Issued Number of Discretionary Grants Rejected Total Value of Discretionary Grants Issued

Key Data

Q1 7 10 3 $ 6,068.40

Q2 4 4 0 $ 3,389.92

0 0

2 2

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

$ $

-

$ $ 1,000.00

Number of Vouchers Issued Total Value of Vouchers Issued

19 $ 1,200.00

16 $ 1,350.00

1 50.00

8 500.00

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

$

$

0

0

$ 7,318.40

$ 6,239.92

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1.

The Guild approved the implementation of a new Practicum Support Grant. This is being used to address the growing need to support students who have to attend practicums; particularly those carrying out their placements in regional areas. This $500 grant, allocated on a discretionary basis, assists students to pay for their daily living costs whilst on placement.

2.

GSAs are still supporting students to access up to $1,000 through the Guild's LotteryWest grant, however applications have significantly dropped as Covid restrictions eased.

3.

GSAs have strengthened working relationships with the Loans officer at MercyCare. This makes it easier for GSAs to refer eligible domestic students to NILS scheme (interest free loan up to $1500).

4.

GSAs continued to provide students in need with grocery vouchers, fuel vouchers and SmartRider card top ups to the value of $100 per student, depending on the student's circumstances.

All external funding (Red Cross and Rental help) streams that were set up to support those affected by Covid have now stopped therefore during short Covid lockdowns there has been little financial support available.

Key Information

1.

Critical Issues

2.

Students appear to be less affected financially in 2021. The requests for financial support has dropped off considerably when compared to previous years. There appears to be more employment opportunities for students.

3.

The Guild is developing a number of short courses to increase student’s employability across Q3 and Q4.

Appendices/Links

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ACTIVITY – KPI 5

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

Annual Budget

$19,039

Spend to Date

-$1642

Budget Remaining

$16,584.91 87.11%

Budget

Stock

Q1

Opening Stock Closing Stock Transactions (Buy Backs) Key Data

Number of Transactions Number of Books Buyback Value

JO 4 6 $278.00

$ 21,729.24 $ 18,793.93 Q1 ML 0 0 $0.00

BU 0 0 $0.00

Q2 $ $

18,793.93 23,730.53

JO 7 13 $575.00

Transactions (Sales) Processed through JO

Q1

Q2

Number of Transactions Number of Books

54 91

19 28

Q2 ML 1 3 $73.00

BU 1 3 $86.50

23 | P a g e

Sales Value Cash Sales Paypal/Shopify Sales

1.

$2,913.00 $1,032.00 $1,775.50

$1,277.95 $494.00 $661.50

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.

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.

Key Information

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.

Sales have reduced this quarter but the Buybacks have increased.

3.

Some surplus Co-op stock being donated to WA Prison system via ECU staff.

4.

Remaining Co-op book stock to be cleared - no further interest in purchasing old text books, so looking to offer on FREE shelf in office to clear stock, rather than recycling at this stage.

24 | P a g e

1.

Second Hand Bookshop has had limited engagement, but increasing. COVID and lockdowns have restricted access and utilisation.



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

Critical Issues

Appendices/Links

25 | P a g e

ACTIVITY – (NO KPI SPECIFIED)

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

Budget

Comments

Annual Budget

$11,233

Spend to Date

$1,893

Budget Remaining

$7,873.03 70.09%

1.

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

2.

The ECU Guild paid for the services of student DJ's at its major Guild Fair event.

3.

The Guild paid for the services of a student photographer for ECU Careers and Women in Business LinkedIn Sessions. The Guild also provided a paid opportunity for a WAAPA performer at its Undergraduate Jobs Forum.

4.

Student Magazine Dircksey was able to pay contributors for their work in Edition 1 of the magazine.

5.

Vibes Virtual returned during a Covid-19 Shutdown to offer student DJ's a chance to recoup lost income from the shutdown.

6.

The South West Department provided multiple craft activities at events on the SW campus.

7.

The Environmental department organised Aquarium of Western Australia tour.

Appendices/Links

26 | P a g e

ACTIVITY – KPI 6

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

Budget

Key Information

$67,948

Spend to Date

$17,234

Budget Remaining

$38,708.81 56.97%

1.

Dircksey Edition 2 was published in June and distributed across all 3 campuses to favourable response.

2.

The Dircksey Facebook page was updated with humorous and informational material on a weekly basis.

3.

The Dircksey website was regularly updated with material designed to improve student's sense of community. Facebook and website material, planned and designed in response to online content plan.

4.

1.

The ECU Guild website was kept updated with events and with Covid-19 restrictions as they elapsed.

Further short lockdown and access to Dircksey offices effected production cycle. Planning going forward needs to address how such interruptions can be accommodated within planning and scheduling for Dircksey publication.

 

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

Critical Issues

Appendices/Links

Annual Budget

27 | P a g e

ACTIVITY – KPI 7

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

Budget

Course Name Auslan AUTOCAD

Key Data

Key Information

Critical Issues

Annual Budget

$187,681

Spend to Date

$40,149

Budget Remaining

$117,285.54 62.49%

Q2 Organiser VP Equity VP Academic

Total Attendees 60 10

1.

In this quarter Academic Department organised various courses to help students develop their skills. This includes organising First aid course in both Joondalup and Mount Lawley campus. Additionally the Department organised AutoCad workshop in Joondalup campus for 10 Engineering students.

2.

Auslan classes were rescheduled in this quarter which were impacted by Covid in first quarter.

3.

Free self-defence classes continued in this Semester along with free women's boxing classes.

4.

1.

On the South West Campus the Guild continued to engage with PASS, Student Hub and Library Services.

Sourcing appropriate training services to support students in developing their skills has been problematic, particularly identifying CRICOS registered providers to enable International students to participate.

Appendices/Links

28 | P a g e

ACTIVITY – KPI 8

ADVISING ON MATTERS ARISING UNDER THE HI GHER EDUCATION PROVIDERS RULES (HOWEVER DESCRIBED) [STATUTE 29(4)(1)(P)] ADVOCATING STUDENT’S INTERESTS IN MATTERS ARISING UNDER THE HIGHER EDUCATION PROV IDER’S RULES (HOWEVER DESCRIBED) [STATUTE 29(4)(1)(Q)]

Budget

Annual Budget

$191,558

Spend to Date

$36,989

Budget Remaining

$120,242.22 62.77%

Note – Combined P & Q Spending Categories as both are provided and difficult to separate and apportion costs & activities to specific categories as they overlap; the support typically commences with advice and moves into advocacy as matters progress.

Costs in this area are 100% Guild student assist officer salary, wages and on-costs.

1.

Data in relation to 8.3 available in KPI 3

2.

The ECU Student Guild continues to sit on majority of the SAC appeals as relevant.

3.

Ongoing advocacy and support provided to marginalised groups across campuses by the Guild affiliated collectives supported by the Guild.

4.

Ongoing Guild representation across various committees and other meetings and through the Guild appointed school representatives to better improve the student experience across campus and to develop services collaboratively with the University to achieve better educational and support outcomes.

5.

The Guild has also contributed to the IDAHOBIT activities in Q2.

6.

The Equity Department has supported various equity clubs and collectives to provide support and guidance where required.

Key Information

29 | P a g e

7.

The Social Department has attended several meetings with ECU Sports in preparation for the UniSport Nationals event, discussing COVID risk mitigation strategies and methods to subsidise costs for students.

8.

The Guild has provided support and advice to the University as part of the LMS project.

9.

In the South West, the Guild has advocated on behalf of students in relation to the award of an honorary doctorate to Barry House, liaising with the Bunbury Pride Association in regards to the issue and to seeking a satisfactory resolution for the student body and our community partners.

10. The GSA Department attended the SUCCEED development and implementation sessions to provide feedback and continued to support a significant number students during their Academic Misconduct (AM) investigations. Providing independent advocacy and emotional assistance to students with AM issues.

11. Despite significant pressure on the GSA services, the Guild has provided help and accompanied every student, who has requested GSA assistance, to their Student Appeals Committee meeting.

Critical Issues

1.

Many School Representatives have been on practicum and as a result have not been able to attend scheduled meetings.

2.

In the South West, there has been a distinct lack of engagement due to the number of students on campus which has resulted in a lack of action.



KPI 3

Appendices/Links

30 | P a g e

ACTIVITY – KPI 9

GIVING STUDENTS INFO RMATION TO HELP THEM IN THEIR O RIENTATION [STATUTE 29(4)(1)(R) ]

Budget

Key Information

Annual Budget

$158,771

Spend to Date

$47,350

Budget Remaining

$78,191.06 49.25%

1.

ECU Guild participated in Uni Mental Health Day and ran an off campus bowling event that was well attended.

2.

In the South West the Guild participated in multiple events such as Uni mental health day, bowling and the Pride month event.

None

Critical Issues

Appendices/Links

31 | P a g e

ACTIVITY – (NO KPI SPECIFIED)

HELPING MEET THE SPE CIFIC 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

$6,966

Budget Remaining

$26,894.20 69.40%

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

Members increase/decrease over quarter Domestic International

5% 18%

1% 1%

465 353

69 156

465 353

69 156

Joondalup Entry Data Domestic International Key Data

Ratio of Student (Domestic vs International) Domestic International

Domestic Student/International Student Breakdown Total Students Accessing GSA Services (Domestic vs International) Q1

Q2

32 | P a g e

Domestic International

48% 52%

51% 49%

Student GSA Appointments (Domestic vs International) Domestic International

Q1 26% 28%

Q2 0% 0%

Q1 *At March

Q2 *At June

85% 15%

85% 15%

Q1 57% 43%

Q2 31% 69%

Guild Membership (Domestic vs International)

Domestic International Joondalup Entry (Domestic vs International) Domestic International

33 | P a g e

Comments

1.

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

2.

A CRICOS approved First Aid course was offered to all students, allowing International students to participate and gain valuable employment skills without being in breach of their VISA.

3.

ECU Guild worked with ECU STE to provide a trip to Study Perth to show International Students what resources they have available to them outside of ECU.

4.

The Guild sponsored and supported School of Business and Law International Hospitality students with gifts and prizes for graduates of the applied learning program at the Joondalup Resort.

Appendices/Links

34 | P a g e

ACTIVITY – KPI 10

ADMINISTRATION

Budget

Annual Budget

$43,871

Spend to Date

$7,698

Budget Remaining

$35,986 82.20%

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

1.

A number of training and development opportunities were undertaken by both Senate and Staff in the second 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 on boarding of Senators in terms of Senate training registers. Workplace Bullying and Harassment Training was rolled out in the second quarter to all staff (excluding Casual staff) and senators as a mandatory requirement which complimented the recent distribution of the Workplace Bullying Policy.

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.

Guild Budget has been finalised and approve by Senate, SSAF steering committee is progressing the draft Fees Allocation Deed process, to finalise spending program and governance document.

Key Information

35 | P a g e

4.

No higher SSAF funding amount was available for budget planning purposes, so planned budget expenditure on discretionary programs have been trimmed to cover the fixed and required costs in place.

5.

2020 audit was completed in April 2021, with an unqualified audit report. Several suggestions have been provided by the audit team, for minor systems improvements to ensure transparency and continued improvement of financial governance.

6.

In Quarter 2, the Guild approved and published multiple policies including:    

Employee Code of Conduct Equity Department Policy Gifts & Benefits Policy Motor Vehicle Travel Policy

7.

2020 Guild Annual Report incorporating the financial statements have been uploaded to the Guild website.

8.

Minutes from Senate meetings have been uploaded to the Guild website as they have been provided.

9.

Discussions with the preferred Returning officer for the Guild Elections in 2021 have commenced including provisionally preparing the Guild Election Schedule. Formalisation of a recommendation to the Vice Chancellor for the appointment of the Returning Officer will be made in July.

1.

None

    

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/

Critical Issues

Appendices/Links

36 | P a g e

       

https://ecuguild.org.au/volunteering-jobs/ https://ecuguild.org.au/accommodation/ Guild Senator Training Records Guild Staff Training Records Employee Code of Conduct Equity Department Policy Gifts & Benefits Policy Motor Vehicle Travel Policy

37 | 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.

Quarterly KPI & Financial reports submitted to ECU and published on Guild website.

2.

1.

The Guild AGM was held in late April, ensuring compliance with constitutional requirements. There was a significant lack of member interest.

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 Guild Annual Report 2020

Critical Issues

Appendices/Links

38 | P a g e

QUARTERLY FINANCIAL REPORT

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

40 | P a g e

Contents 3

Statement of Financial Position

4 Income & Expenditure Statement

6

Statement of Cash Flows

7

Notes to the Financial Statements

13

Spending Program by SSAF Category

KPI Quarterly Financial Report Q2 2021

Edith Cowan University Student Guild

Page 2 of 14

Statement of Financial Position Edith Cowan University Student Guild As at 30 June 2021 NOTES

30 JUN 2021

30 JUN 2020

Bank accounts

2

177,991

307,742

Receivables & Accruals

3

1,155,303

837,798

Inventory

4

26,117

15,713

Prepayments

5

Assets Current Assets

Total Current Assets

43,980

31,662

1,403,391

1,192,914

Non-Current Assets Property, plant and equipment

6

62,135

97,410

Investment Reserves

7

868,783

819,475

930,918

916,885

2,334,309

2,109,799

43,120

67,367 106,434

Total Non-Current Assets Total Assets

Liabilities Current Liabilities GST Creditors & accruals

8

101,089

Contingent Liabilities

10

140,332

-

284,541

173,801

Total Current Liabilities Non-Current Liabilities Employee provisions

9

Total Non-Current Liabilities Total Liabilities

Net Assets

155,918

123,837

155,918

123,837

440,459

297,638

1,893,850

1,812,161

Equity Retained Earnings

11

Total Equity

1,893,850

1,812,161

1,893,850

1,812,161

The accompanying notes form part of these financial statements. These statements should be read in conjunction with the attached compilation report.

KPI Quarterly Financial Report Q2 2021

Edith Cowan University Student Guild

Page 3 of 14

Income & Expenditure Statement Edith Cowan University Student Guild For the 3 months ended 30 June 2021 APR-JUN 2021

APR-JUN 2020

YTD 2021

YTD 2020

525,000

379,668

1,050,000

759,337

Income SSAF Funding Other Revenue Ad-hoc Income

1,195

448

9,453

13,314

Total Other Revenue

1,195

448

9,453

13,314

526,195

380,116

1,059,453

772,651

Total Income

Direct Costs Student Support Program Costs A - Provision of Food & Drink

2,666

1,174

5,217

4,583

B - Supporting Sporting & Recreational Activity

(293)

12,304

66,933

18,744

C - Club Administration Support

27,147

1,997

34,429

13,831

F - Health & Welfare of Students

5,135

198

9,832

4,439

1,528

19,025

3,758

20,892

(3,362)

72

1,392

1,962

I - Helping Students with their Financial Affairs L - Library & Reading Rooms M - Supporting Student Artistic Activities

170

-

170

-

N - Supporting Production & Dissemination of Student Media

4,420

2,752

4,970

3,823

O - Helping Students Develop Study Skills

5,037

-

4,737

489

23,034

11,261

40,989

57,180

1,572

-

1,842

-

67,053

48,783

174,269

125,944

67,053

48,783

174,269

125,944

459,143

331,333

885,184

646,706

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 Administrative Overheads

24,197

22,270

40,290

53,817

Infrastructure Overheads

30,064

12,312

74,354

25,940

Salary, Wages & Honoraria

276,327

167,868

494,234

411,494

44,916

56,926

93,267

93,042

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

SSAF Surplus/(Deficit)

-

-

10

32

375,504

259,377

702,154

584,324

83,638

71,956

183,029

62,382

Non-SSAF Income VC Grant

25,000

-

25,000

1,000

Interest & Investment Income

19,070

28,467

31,575

(19,899)

Other Income

(1,173)

(2,506)

2,333

1,552

4,915

-

8,838

-

47,812

25,961

67,746

(17,346)

Lotterywest Grant Total Income

KPI Quarterly Financial Report Q2 2021 Edith Cowan University Student Guild

Page 4 of 14

Income & Expenditure Statement

APR-JUN 2021

APR-JUN 2020

YTD 2021

YTD 2020

Interest & Investment Costs

1,506

Depreciation

7,443

1,364

2,953

2,818

2,934

14,786

9,530

400 24,465

(3,815)

480

(3,816)

-

24,465

-

Expenses

Pantry Box Project VC Funds Lotterywest Grant - funds disbursed Total Expenses Total Non-SSAF

Combined SSAF/Non-SSAF Surplus/Deficit

KPI Quarterly Financial Report Q2 2021 Edith Cowan University Student Guild

4,915

-

8,838

-

38,729

483

51,523

8,532

(9,083)

(25,479)

(16,223)

25,879

92,721

97,435

199,253

36,503

Page 5 of 14

Statement of Cash Flows Edith Cowan University Student Guild For the 3 months ended 30 June 2021 APR-JUN 2021

APR-JUN 2020

417,635

-

59,802

1,245

(505,340)

(426,998)

-

128,000

4,915

-

(4,915)

-

Operating Activities SSAF Income Received Cash receipts from other operating activities Payments to suppliers and employees Government COVID-19 support Receipts from grants Payments of grants GST

(42,481)

10,072

Net Cash Flows from Operating Activities

(70,383)

(287,681)

14,884

25,974

Investing Activities Distributions received Proceeds from sale of property, plant and equipment Proceeds from sale of investments Payment for property, plant and equipment

-

236

1,263

3,403

(844)

(1,019)

(14,648)

(28,046)

4,186

2,493

-

(19)

4,840

3,021

(65,543)

(284,660)

Cash and cash equivalents at beginning of period

243,532

592,415

Net change in cash for period

(65,543)

(284,660)

2

(14)

177,991

307,742

Payment for investments Interest received Interest Paid Net Cash Flows from Investing Activities

Net Cash Flows Cash and Cash Equivalents

Effect of exchange rate changes on cash Cash and cash equivalents at end of period

KPI Quarterly Financial Report Q2 2021 Edith Cowan University Student Guild

Page 6 of 14

Notes to the Financial Statements Edith Cowan University Student Guild For the 3 months ended 30 June 2021 1. Summary of Significant Accounting Policies

The financial statements are special purpose financial statements prepared in order to satisfy the financial reporting requirements under the Edith Cowan University Act 1984. The Senate has determined that Edith Cowan University Student Guild (the Guild) is not a reporting entity.

The financial statements have been prepared on an accruals basis and are based on historic costs and do not take into account changing money values or, except where stated specifically, current valuations of non-current assets.

The following significant accounting policies, which are consistent with the previous period unless stated otherwise, have been adopted in the preparation of these financial statements.

a. Income Tax The Guild is not liable to pay income tax; however, it is registered for GST purposes.

b. Property, Plant and Equipment (PPE) Plant and equipment are carried at cost less, where applicable, any accumulated depreciation.

The depreciable amount of all PPE is depreciated over the useful lives of the assets to the Guild commencing from the time the asset is held ready for use. Gains and losses on disposals are determined by comparing proceeds with the carrying amount.

These gains or losses are included in the income statement.

c. Impairment of Assets At the end of each reporting period, the Senate reviews the carrying amounts of its tangible and intangible assets to determine whether there is any indication that those assets have been impaired. If such an indication exists, an impairment test is carried out on the asset by comparing the recoverable amount of the asset, being the higher of the asset’s fair valueless costs of disposal and value in use, to the asset’s carrying amount. Any excess of the asset’s carrying amount over its recoverable amount is recognised in the income and expenditure statement.

d. Employee Provisions Provision is made for the Guild’s liability for employee benefits arising from services rendered by employees to the end of the reporting period. Employee provisions have been measured at the amounts expected to be paid when the liability is settled.

e. Provisions Provisions are recognised when the Guild has a legal or constructive obligation, as a result of past events, for which it is probable that an outflow of economic benefits will result and that outflow can be reliably measured. Provisions are measured at the best estimate of the amounts required to settle the obligation at the end of the reporting period.

KPI Quarterly Financial Report Q2 2021

Edith Cowan University Student Guild

Page 7 of 14

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 Q2 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.

APR-JUN 2021

APR-JUN 2020

148,818

304,449

1,234

1,015

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

28,535

-

178,587

305,463

300

300

1,115

2,908

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

100

109

1,514

3,317

180,102

308,781

(2,881)

(1,039)

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

KPI Quarterly Financial Report Q2 2021

Edith Cowan University Student Guild

770

-

(2,111)

(1,039)

177,991

307,742

Page 9 of 14

Notes to the Financial Statements

APR-JUN 2021

APR-JUN 2020

1,152,350

837,405

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

4,568

2,582

(1,635)

(2,261)

20

72

1,155,303

837,798

1,155,303

837,798

APR-JUN 2021

APR-JUN 2020

23,731

15,713

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

2,387

-

26,117

15,713

26,117

15,713

APR-JUN 2021

APR-JUN 2020

16,232

9,240

5. Prepayments Prepayments - Other Prepayments - Insurance

27,748

22,422

Total Prepayments

43,980

31,662

APR-JUN 2021

APR-JUN 2020

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

33,421

31,890

(33,421)

(30,871)

-

1,019

193,667

181,745

(136,984)

(93,704)

56,684

88,041

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

33,266

33,263

(28,510)

(25,424)

4,756

7,839

Plant and equipment (BU) at cost

KPI Quarterly Financial Report Q2 2021

Edith Cowan University Student Guild

Page 10 of 14

Notes to the Financial Statements

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

(10,657)

(10,337)

695

511

62,135

97,410

62,135

97,410

62,135

97,410

APR-JUN 2021

APR-JUN 2020

513,821

503,054

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

(23,442)

(61,983)

Total Financial assets - Managed Funds

490,378

441,070

Term deposits Bendigo Bank - TD 2014+2015 SSAF excess

378,405

378,405

Total Term deposits

378,405

378,405

868,783

819,475

APR-JUN 2021

APR-JUN 2020

49,440

30,235

Total Investments

8. Creditors & Accruals Current Creditors Trade Creditors Rounding Total Creditors

-

-

49,440

30,235

Payroll Accrued Wages

-

24,929

272

(23,380)

PAYGW Payable

18,301

44,277

Superannuation Payable

33,076

30,373

Total Payroll

51,649

76,199

101,089

106,434

101,089

106,434

APR-JUN 2021

APR-JUN 2020

Non-Current

155,918

123,837

Total Employee Provisions

155,918

123,837

Other payroll accruals payable

Total Current Total Creditors & Accruals

9. Employee Provisions

KPI Quarterly Financial Report Q2 2021

Edith Cowan University Student Guild

Page 11 of 14

Notes to the Financial Statements

APR-JUN 2021

APR-JUN 2020

Lotterywest Grant.

88,152

-

2020 COVID-19 SSAF Funds bf

50,000

-

2,181

-

140,332

-

APR-JUN 2021

APR-JUN 2020

1,694,598

1,816,460

199,253

36,503

1,893,850

1,852,963

10. Contingent Liabilities

Pantry Box Fund Total Contingent Liabilities

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

KPI Quarterly Financial Report Q2 2021

Edith Cowan University Student Guild

Page 12 of 14

Spending Program by SSAF Category Edith Cowan University Student Guild For the 3 months ended 30 June 2021 Q1 2021

Q2 2021

2021 YTD TOTAL

2021 OVERALL BUDGET

2021 OVER/(UNDER) $

2021 OVER/(UNDER) %

2020 YTD TOTAL

2021 V 2020 OVER/(UNDER)

SSAF Funding

525,000

525,000

1,050,000

2,100,000

(1,050,000)

-50%

1,050,000

-

Total Income

525,000

525,000

1,050,000

2,100,000

(1,050,000)

-50%

1,050,000

-

Income

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

13,065

15,183

28,247

81,704

(53,457)

-65%

28,247

-

165,090

111,771

276,860

644,353

(367,493)

-57%

276,860

-

C - Club Administration Support

57,651

87,860

145,511

311,841

(166,330)

-53%

145,511

-

F - Health & Welfare of Students

63,093

70,028

133,121

347,650

(214,529)

-62%

133,121

-

I - Helping Students with their Financial Affairs

6,464

7,581

14,045

39,467

(25,422)

-64%

14,045

-

L - Library & Reading Rooms

4,096

(1,642)

2,454

19,039

(16,585)

-87%

2,454

-

M - Supporting Student Artistic Activities N - Supporting Production & Dissemination of Student Media

1,447

1,893

3,340

11,233

(7,893)

-70%

3,340

-

12,005

17,234

29,239

67,948

(38,709)

-57%

29,239

-

O - Helping Students Develop Study Skills

30,246

40,149

70,395

187,681

(117,286)

-62%

70,395

-

P/Q - Student Advocacy re University Rules

34,327

36,989

71,316

191,558

(120,242)

-63%

71,316

-

R - Information to help students through Orientation

33,230

47,350

80,580

158,771

(78,191)

-49%

80,580

-

S - Helping Overseas students

4,895

6,966

11,861

38,755

(26,894)

-69%

11,861

-

425,609

441,362

866,971

2,100,000

(1,233,029)

-59%

866,971

-

425,609

441,362

866,971

2,100,000

(1,233,029)

-59%

866,971

-

Gross SSAF Surplus/(Deficit)

99,391

83,638

183,029

-

183,029

-

183,029

-

SSAF Surplus/(Deficit)

99,391

83,638

183,029

-

183,029

-

183,029

-

Total Student Support Program Costs Total Expenditure

Comments: 1. Q2 'Other Income'- this is a negative as represents the payment of profit share, for shared bar at event for held in Q1, with costs and revenue reported previously but final profit distribution payment paid in Q2 KPI Quarterly Financial Report Q2 2021 Edith Cowan University Student Guild

Page 13 of 14

Spending Program by SSAF Category

Q1 2021

Q2 2021

2021 YTD TOTAL

2021 OVERALL BUDGET

2021 OVER/(UNDER) $

2021 OVER/(UNDER) %

2020 YTD TOTAL

2021 V 2020 OVER/(UNDER)

12,505

19,070

31,575

-

31,575

-

31,575

-

3,506

(1,173)

2,333

-

2,333

-

2,333

-

-

25,000

25,000

-

25,000

-

25,000

-

Non-SSAF Income Interest & Investment Income Other Income Non- SSAF sponsorship and grants LotteryWest Grant

3,923

4,915

8,838

-

8,838

-

8,838

-

19,934

47,812

67,746

-

67,746

-

67,746

-

Interest & Investment Costs

1,447

1,506

2,953

-

2,953

-

2,953

-

Depreciation

7,343

7,443

14,786

-

14,786

-

14,786

-

80

400

480

-

480

-

480

-

Total Income Expenses

Pantry Box Program VC Funds Lotterywest Grant - funds disbursed Total Expenses Total Non-SSAF

Combined SSAF/Non-SSAF Surplus/Deficit

-

24,465

24,465

-

24,465

-

24,465

3,923

4,915

8,838

-

8,838

-

8,838

-

12,794

38,729

51,523

-

51,523

-

51,523

-

(7,140)

(9,083)

(16,223)

-

(16,223)

-

(16,223)

-

106,531

92,721

199,253

-

199,253

-

199,253

-

Comments: 1. Q2 'Other Income'- this is a negative as represents the payment of profit share, for shared bar at event for held in Q1, with costs and revenue reported previously but final profit distribution payment paid in Q2 KPI Quarterly Financial Report Q2 2021 Edith Cowan University Student Guild

Page 14 of 14

ECU Student Guild GUILD STUDENT ASSIST SERVICE USER POLICY

POLICY TYPE

Operational

POLICY SUBTYPE

Guild Student Assist

POLICY TITLE

Guild Student Assist Service User Policy

POLICY OWNER

Guild Student Assist Officers

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

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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.

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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

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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.

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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;

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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

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Document Owner: Guild Student Assist Officers

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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

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Document Owner: Guild Student Assist Officers

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Date Issued: 30/10/2020

Rev No 001

Page 8 of 8

Senate Training - Q2 First name Rigin Evan Kate Tambudzai Tambudzai Elsa Elsa Muhammad Jamil Faizan Elsa Tambudzai Elsa Sarah Sarah Avani Greta Rigin Shaun Elsa Zair Sarah Sarah Zair Zair Muhammad Muhammad

Last name Rajib Partridge-Smith Mann Madenyika Madenyika Chew Chew Asif Ali Akram Chew Madenyika Chew Rizwan Taylor Mogg Mukherjee Rajib Salmon Chew Rizvi Taylor Taylor Rizvi Rizvi Asif Asif

Certification name ALLY Training - Part 2 Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness ALLY Training - Part 2 ECU Induction ALLY Training - Part 2 Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness ALLY Training - Part 1 ALLY Training - Part 1 Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness TAG Board Training (Senate) AHA Hospitality & Tourism COVID-19 Hygiene Course TAG Board Training (Senate) Sexual Assault Referral Centre Training (SARC) TAG Board Training (Senate) Manual Handling TAG Board Training (Senate) ECU - Health & Safety for Leaders (Staff Kiosk)

Completion date 25/06/2021 2/06/2021 31/05/2021 28/05/2021 26/05/2021 31/05/2021 26/05/2021 31/05/2021 26/05/2021 31/05/2021 21/05/2021 19/05/2021 17/05/2021 16/05/2021 14/05/2021 13/05/2021 13/05/2021 11/05/2021 7/05/2021 20/04/2021 20/04/2021 19/04/2021 17/04/2021 17/04/2021 17/04/2021 1/04/2021 1/04/2021

Staff Training - Q2

First name Samantha Samantha Samantha Elise Lisa Lisa Carly Carly Paul Paul Paul Melissa Melissa Melissa Melissa Evan Lauren Lauren Lauren Lauren Lauren Lauren Nikki Nikki Pia Pia Jonathan Jonathan Jonathan

Last name Barrie Barrie Barrie de Haas Dwyer Dwyer Elvin Elvin Harnett Harnett Harnett Johnston Johnston Johnston Johnston Partridge-Smith Reed Reed Reed Reed Reed Reed Schroder Schroder Semmens Semmens Treloar Treloar Treloar

Certification name ECU Induction Workplace Bullying and Harassment Awareness Mental Health First Aid Workplace Bullying and Harassment Awareness ALLY Training - Part 2 Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness Crisis Intervention - Preventing and Responding to Challenging Behaviours ECU Fire & Emergency Warden Training Workplace Bullying and Harassment Awareness ECU Responsible Officer Training ALLY Training - Part 2 ALLY Training - Part 1 ECU Induction Workplace Bullying and Harassment Awareness Workplace Bullying and Harassment Awareness ALLY Training - Part 2 ALLY Training - Part 1 ECU Fire & Emergency Warden Training Workplace Bullying and Harassment Awareness ECU Induction ECU Responsible Officer Training ECU Induction Workplace Bullying and Harassment Awareness ECU Induction Workplace Bullying and Harassment Awareness ALLY Training - Part 1 Workplace Bullying and Harassment Awareness ECU Induction

Completion date 31/05/2021 17/05/2021 7/05/2021 25/05/2021 25/06/2021 28/04/2021 25/05/2021 10/05/2021 14/05/2021 7/05/2021 20/04/2021 25/06/2021 24/06/2021 28/05/2021 23/04/2021 2/06/2021 25/06/2021 24/06/2021 8/06/2021 25/05/2021 26/04/2021 26/04/2021 27/05/2021 7/05/2021 9/06/2021 25/05/2021 19/05/2021 12/05/2021 7/05/2021

ECU Student Guild EMPLOYEE CODE OF CONDUCT

POLICY TYPE

Operational

POLICY SUBTYPE

Human Resources

POLICY TITLE

Employee Code of Conduct

POLICY OWNER

Operations Manager

Contents 1.

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

2.

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

3.

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

4.

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

5.

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

Responsibilities ...................................................................................................... 4

5.1.1.

Employees, Volunteers and Contractors ...................................................... 4

5.1.2.

Managers and Coordinators ........................................................................... 4

5.2.

Personal and Professional Behaviours ................................................................ 5

5.3.

Confidentiality ......................................................................................................... 6

5.4.

Conflicts of Interest ................................................................................................ 6

5.5.

Use of Guild Resources ......................................................................................... 7

5.6.

Public Comment ..................................................................................................... 8

5.7.

Secondary Employment ......................................................................................... 8

5.8.

Responsibilities After Leaving ECU Student Guild ............................................. 9

5.9.

Failure to Comply With The Code of Conduct ..................................................... 9

6.

RELATED DOCUMENTS ................................................................................................ 9

7.

CONTACT INFORMATION ............................................................................................. 9

8.

APPROVAL HISTORY .................................................................................................. 10

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: 30/06/2021

Rev No: 001

Page 2 of 10

1. INTENT 1.1. The Code of Conduct outlines the required standard of acceptable behaviour and conduct that is expected of all Employees, volunteers and contractors of Edith Cowan University Student Guild in the performance of their duties and interactions in and on behalf of the workplace.

1.2. To ensure that all Employees, volunteers and contractors of Edith Cowan University Student Guild demonstrate appropriate standards of professional and personal conduct that are consistent with the values of the Guild and uphold the public reputation of the organisation.

1.3. The Code of Conduct is not intended to provide a detailed and exhaustive list of what to do in every aspect of work. Instead, it represents a broad framework that will help guide conduct and behaviour in the performance of duties and interactions in the workplace

2. ORGANISATIONAL SCOPE 2.1. This Code of Conduct applies to all Edith Cowan University Employees, volunteers and contractors.

2.2. This Code of Conduct does not apply to Edith Cowan University Guild Senators unless expressly listed in the terms. Guild Senators are governed under the Senator Code of Conduct.

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. Confidential Information means information obtained or developed in the course of the conduct of Edith Cowan University Student Guild’s business and which if disclosed will or 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: 30/06/2021

Rev No: 001

Page 3 of 10

could lead to risk, damage or injury to ECU Student Guild employees, volunteers, contractors, senators, members or third parties 3.7. The Guild means Edith Cowan University Student Guild.

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

3.9. Volunteers means any person engaged by the Guild under a voluntary capacity to undertake work on behalf of the Guild. For the purpose of this policy, it does not include Edith Cowan University Guild Senators.

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. 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.

4.4. All Guild policies will be reviewed annually.

5. POLICY 5.1. Responsibilities 5.1.1. Employees, Volunteers and Contractors 5.1.1.1.

Be aware of and comply with the Code of Conduct.

5.1.1.2.

Report behaviour that may be contrary to the Code of Conduct and required standards of behaviour.

5.1.1.3.

Role model the required behaviours and standards identified in the Code of Conduct.

5.1.1.4.

Model our organisational values of Diversity, Fun, Integrity, Student Centred and Team Work.

5.1.2. Managers and Coordinators 5.1.2.1.

Be aware of and comply with the Code of Conduct.

5.1.2.2.

Role model the required behaviours and standards identified in the Code of Conduct including the day-to-day management and supervision of staff.

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5.1.2.3.

Model our organisational values of Diversity, Fun, Integrity, Student Centred and Team Work.

5.1.2.4.

Ensure all employees, volunteers and contractors are aware of the conduct and behaviours expected of them as described in the Code of Conduct.

5.1.2.5.

Ensure all employees, volunteers and contractors have access to copies of the Code of Conduct and other relevant documents and policies.

5.1.2.6.

Take appropriate action to address breaches of the Code of Conduct by employees, volunteers or contractors.

5.2. Personal and Professional Behaviours 5.2.1.All employees, volunteers and contractors are expected to maintain a standard of professional behaviour that maintains and promotes confidence and trust in the Guild.

5.2.2.As employees, volunteers and contractors engaged by ECU Student Guild, our personal and professional conduct must strive to create a harmonious, safe and productive workplace which models our organisational values.

5.2.3.As employees, volunteers and contractors we are required to: 5.2.3.1.

Uphold the highest standards of honesty and integrity in the conduct of duties.

5.2.3.2.

Respect our clients, volunteers and other employees by treating them with courtesy, honesty and with sensitivity.

5.2.3.3.

Treat others in the workplace fairly and with respect.

5.2.3.4.

Discharging our duties in the best interests of the Guild and its members.

5.2.3.5.

Make decisions ethically, fairly and without bias using the best factual information available, including but not limited to, legislation, rules and regulations and policies and procedures.

5.2.3.6.

Comply with any legislative, industrial or administrative requirements, and all lawful and reasonable directions given by persons in authority.

5.2.3.7.

Comply with all ECU Student Guild policies and procedures relevant to the person’s position.

5.2.3.8.

Act responsibly in the event of becoming aware of any unethical behaviour or wrong doing by any other employee or volunteer and report such conduct or activities to the appropriate level of management.

5.2.3.9.

Being accountable and transparent in all dealings.

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5.2.3.10.

Not harassing, bullying or discriminating against elected officers, employees, volunteers, members and other stakeholders.

5.2.3.11.

Contributing to a harmonious, safe and productive workplace.

5.2.3.12.

Work collaboratively and cooperatively with fellow elected officers, employees and volunteers to achieve common goals.

5.3. Confidentiality 5.3.1.Confidential information is information obtained or developed in the course of the conduct of Guild business and is which disclosed will or could lead to risk, damage or injury to ECU Guild, its elected officers, employees, members or third parties.

5.3.2.All employees, volunteers and contractors must: 5.3.2.1.

Protect confidential information.

5.3.2.2.

Only access confidential information when it is required for work purposes.

5.3.2.3.

Not use confidential information for any unofficial or non-work purposes.

5.3.2.4.

Only release confidential information if authorised to do so.

5.3.2.5.

Not make improper use of the information for direct or indirect personal or commercial gain, or to do harm to other people or the Guild.

5.3.2.6.

Respect the privacy of individuals and the security of personal information.

5.3.2.7.

Seek guidance where unsure of whether information can be shared.

5.3.3.Employees, volunteers and contractors are only permitted to release confidential information in accordance with established policies and procedures. As a guideline, staff should not give information unless: 5.3.3.1.

Required to do so by law.

5.3.3.2.

Appropriate authority has been granted to release the information.

5.3.3.3.

The information is officially available to the public and is released in accordance with ECU Guild procedures.

5.4. Conflicts of Interest 5.4.1.Employees, volunteers and contractors of the Guild have an obligation to perform their official duties in the interest of members and not to use their position for personal gain or to the detriment of others. This includes identifying, declaring and appropriately managing conflicts of interest.

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5.4.2.Conflicts of interest arise where there is conflict between the performance of public duties and personal interests. Conflicts may involve personal, financial or political interests and may be actual, perceived or potential. It is not wrong to have a conflict of interest but conflicts must be managed appropriately.

5.4.3.When there is any doubt about an actual or perceived conflict of interest, it must be declared so that the Operations Manager can assess its validity and extent, and then determine whether the conflicted person can continue in the decision making process or not.

5.4.4.Employees, volunteers and contractors must not develop personal relationships with students or staff at Edith Cowan University, or other third party stakeholders of the Guild including after-hours and through the use of digital and social media. Personal relationships may include a relationship between two parties that can have the unintentional effect of influencing judgement or behaviour, or creating a perception of influencing judgement.

5.4.5.Where an employee, volunteer or contractor has a pre-existing relationship with a student or staff member of Edith Cowan University or third party stakeholder this may lead to a conflict of interest and they must disclose this to the Operations Manager. If the Operations Manager has a conflict of interest this should be declared to the President. A plan should be put in place and approved by the Operations Manager and President to mitigate any potential conflict of interest. The relationship must not directly or indirectly compromise the performance of their duties or conflict with the Guild’s interests at any point.

5.4.6.Where an employee, volunteer or contractor is involved in a decision relating to the selection, appointment or promotion of a person with whom they share a personal relationship, for example a family member or friend, it must be declared in writing to the Operations Manager as soon as the employee, volunteer or contractor becomes aware of the conflict.

5.4.7.All incidences of conflicts of interest must be appropriately documented in writing and available for review.

5.4.8.Any incidences of non-disclosure of conflicts of interest may result in disciplinary action up to and including termination.

5.5. Use of Guild Resources 5.5.1.ECU Guild equipment, funds, facilities and other resources are to be used: 5.5.1.1.

Effectively, economically and carefully; and

5.5.1.2.

Only for the benefit of Edith Cowan University Student Guild.

5.5.2.Minimal use of telephones, computers or similar equipment for private purposes is acceptable.

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5.5.3.Employees, volunteers and contractors are not permitted to save any Guild generated or related data to personal devices, including unauthorised memory sticks.

5.5.4.Occasional, limited use of photocopiers may be permitted with the prior consent of the Operations Manager.

5.5.4.1.

Photocopying and other use of Guild equipment or facilities is not permitted to be used in any way by candidates for Guild election campaigning purposes.

5.5.5.Unless permitted under an Individual Asset Release Agreement, no equipment is to be removed from the Guild offices to an employee, volunteer or contractors home or other location.

5.5.6.Items donated to the Guild by third-parties or purchased by the Guild for the explicit use of the student members are not to be taken by any employee, volunteer or contractor unless authorised to do so by the Operations Manager. For example, Share the Dignity packs or food donations.

5.5.7.Senators and other student volunteers and Employees who are also students of Edith Cowan University are required to follow the Guild Student Assist Service User Policy if access the Guild Student Assist Services or related programs of support are required.

5.5.8.All damage, loss of property or equipment must be reported immediately to the Operations Manager.

5.6. Public Comment 5.6.1.Employees, volunteers and contractors must ensure that public comments (either verbal or written) made in a private capacity are not attributed as official comment of ECU Student Guild. In this regard, the use of official stationary, email addresses, text messages or any other electronic identifiers is not permitted for private correspondence or for purposes not related to official ECU Student Guild duties.

5.6.2.Employees, volunteers and contractors are not permitted to speak to media outlets. All requests for comment should be brought to the attention of the Operations Manager and/or Guild President.

5.7. Secondary Employment 5.7.1.Employees are permitted to engage in outside employment. Provided that this employment does not have a detrimental impact on the ability of the Employee to meet the requirements of operations role, adversely affect the Employees work performance or give rise to a conflict of potential conflict of interest.

5.7.2.Before engaging in work that could potentially raise a conflict of interest, you must seek written permission from the operations Manager. Approval will not be granted where secondary employment involves, or could involve, a conflict of interest with ECU Student Guild related duties or could reasonably be perceived by a member of the public to give rise to a conflict of interest.

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5.7.3.The Operations Manager must seek written approval from the Guild President before accepting any additional employment or directorships.

5.8. Responsibilities After Leaving ECU Student Guild 5.8.1.Employees, volunteers and contractors who leave ECU Student Guild must: 5.8.1.1.

Not disclose any Guild information after leaving Guild employment that was non-disclosable during their engagement.

5.8.1.2.

Ensure that public comments (either verbal or written) made in a private capacity are not attributed as official comment of ECU Student Guild.

5.8.1.3.

Not use official stationary, email addresses, text messages or any other identifiers of ECU Student Guild for any purpose.

5.8.2.ECU Student Guild Employees, Volunteers or contractors who remain engaged with the Guild must ensure that former employees, volunteers, contractors or Senators are not given favourable treatment or access to personal, confidential or official ECU Student Guild information.

5.9. Failure to Comply With The Code of Conduct 5.9.1.Employees, volunteers and contractors may be subject to disciplinary action, up to and including termination of employment or contract, where it is established that there has been a breach of the terms herein.

6. RELATED DOCUMENTS Related Policy



Guild Student Assist Service User Policy



Privacy Policy

Related Procedure



Other Related Documents



Related Legislation



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

Operations Manager

All Enquiries Contact

Lisa Dwyer

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Telephone

08 6304 5915

Email address

l.dwyer@ecuguild.org.au

8. APPROVAL HISTORY Policy Approved By

Senate

Date Policy First Approved

130/06/2021

Original Motion

SCM2106/01

Revision History Revised by Next Revision Date

June 2022

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ECU Student Guild EQUITY AND DIVERSITY DEPARTMENT POLICY

POLICY TYPE

Senate

POLICY SUBTYPE

Equity Department

POLICY TITLE

Equity and Diversity Department Policy

POLICY OWNER

Vice President – Equity and Diversity

Contents 1.

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

2.

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

3.

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

4.

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

5.

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

Abbreviations .......................................................................................................... 4

5.3.

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

5.4.

Accountabilities and Responsibilities .................................................................. 5

5.5.

Powers ..................................................................................................................... 6

5.6.

Meeting, Elections and Appointment Provisions ................................................ 7

5.7.

Code of Conduct ..................................................................................................... 8

6

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

7

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

8

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

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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 Equity Collective Committee Members and the Senate members

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 ort 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. Aboriginal and Torres Strait Islander Identifying refers to any individual who identifies to have Aboriginal and/or Torres Strait Islander ancestry.

3.6. CIDC means the Continuous Improvement and Development Committee.

3.7. Disability refers to any alteration in an individual’s condition – which may affect any form of functioning for themselves, which requires management.

3.8. Ethnocultural means belonging to any ethnic group, which may or may not be marginalised.

3.9. Female identifying means any individual who identifies as a cis or a trans female.

3.10. The Guild means Edith Cowan University Student Guild.

3.11. Mature Age Student means any student who is 21 years old and over.

3.12. Non-Binary means a spectrum of gender identities which are not specifically masculine or feminine.

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3.13. Queer identifying means any individual who falls within the sexual and gender minorities, who are not heterosexual or cisgender.

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

3.15. The University means Edith Cowan University.

3.16. Wellbeing refers to anything which surrounds an individual’s overall mental and physical health.

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. The title of this Department shall be the “Equity & Diversity Department” and this may be abbreviated to “EDD” throughout any Guild documentation.

5.2. Abbreviations 5.2.1.Women’s Collective is abbreviated as WC 5.2.2.Queer Collective is abbreviated as QC 5.2.3.Ethnocultural Collective is abbreviated as EC 5.2.4.Mature Aged Students Network is abbreviated as MASN 5.2.5.Wellbeing Collective is abbreviated as WBC 5.2.6.Disability Collective is abbreviated as DC 5.2.7.Indigenous Collective is abbreviated as IC 5.2.8.Women’s Collective is abbreviated as WC 5.3. Membership 5.3.1.The Department’s overall membership shall be all General Members and Financial Members of the Guild that belong to one of the recognised marginalised groups at the ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

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University or whose aims intend to deal with specific social and cultural issues as agreed by the ECU Guild from time to time.

5.3.2.A Collective can only have members when they affiliate with the ECU Student Guild in accordance with the Clubs Affiliation Policies.

5.3.3.The Department’s governing body shall be made of General Members and Financial members of the Guild that belong to one of the recognised marginalised groups at the University: 5.3.3.1.

The Department Chairperson – Vice-President (Equity & Diversity);

5.3.3.2.

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

5.3.3.3.

The Queer Collective Committee member(s) – which shall represent all queer identifying students at the University;

5.3.3.4.

The Aboriginal Collective Committee member(s) – which shall represent all Aboriginal and Torres Strait Islander students at the University;

5.3.3.5.

The Mature Aged Collective Committee member(s) – which shall represent all mature aged students at the University;

5.3.3.6.

The Disabilities Collective Committee member(s) – which shall represent all women students at the University;

5.3.3.7.

The Wellbeing Collective Committee member(s) – which shall represent all students with mental health requirements at the University; and

5.3.3.8.

The Ethnocultural Collective Committee member(s) – which shall represent all ethnically, culturally and linguistically diverse students at the University.

5.4. Accountabilities and Responsibilities 5.4.1.The Department shall: 5.4.1.1.

Formally represent all equity & diversity students in all forums where equity & diversity student participation is required or desirable;

5.4.1.2.

Facilitate lines of formal communication between the University and equity & diversity students;

5.4.1.3.

Encourage a sense of community for equity & diversity students in themselves both as a demographic, and as part of the entire ECU student body;

5.4.1.4.

Campaign for improvement in the standards of services and facilities for equity & diversity students offered by the University;

5.4.1.5.

Campaign for equitable, supportive and inclusive standards of teaching and learning in courses offered by the University;

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5.4.1.6.

Promote student engagement and education in issues affecting equity & diversity students;

5.4.1.7.

Support the academic interest, social engagement and welfare of equity & diversity students;

5.4.1.8.

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

5.4.1.9.

Monitor (where appropriate) the Department Budget and ensure funds are expended accordingly;

5.4.1.10. Provide support and resources to the Equity Collectives, as defined in the Register of Affiliates and the Guild Affiliation Policy; 5.4.1.11. Maintain this Department Policy’s relevance, accuracy and potency through submitting proposed changes to the Senate, through the Department Chairperson; 5.4.1.12. Represent the interests of equity & diversity students on the Senate, and other Guild Bodies where required or desirable, to encourage and implement the goals of the Department and, in all relevant deliberations regarding student representation, engagement and support; 5.4.1.13. Be accountable and adhere to this Department Policy and Annual Department Proposal, the Constitution and other relevant regulations; and 5.4.1.14. Ensure the Annual Department Proposal is completed and approved by the Senate before the start of Semester 1 each year.

5.5. Powers 5.5.1.This Department shall have the following powers conferred upon it by the Senate: 5.5.1.1.

Expend funds within the Department Budget in accordance with the Guild’s Schedule of Delegation and Authority;

5.5.1.2.

Operate and administer activities and initiatives for the exclusive benefit of its membership;

5.5.1.3.

Publish relevant and appropriate material, subject to relevant Policy;

5.5.1.4.

Recognise and grant financial assistance to any Affiliated Body it determines is an Equity Collective, which must be the one peak representative body of the marginalised group it seeks to represent, in the Register of Affiliates;

5.5.1.5.

Refer General or Financial Members to the Discipline Committee as necessary;

5.5.1.6.

Conduct events and make representations on behalf of its membership; and

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5.5.1.7.

Do all other things as are incidental or conducive to the attainment of the above powers.

5.6. Meeting, Elections and Appointment Provisions 5.6.1. Meetings of the Department shall be held as regularly as the Department Chairperson deems fit.

5.6.2. Meetings of the Department shall be convened and conducted in accordance with the Guild’s Standing Orders.

5.6.3. Apart from the Department Chairperson (who shall hold both a deliberative vote and a casting vote) and the Executive Officer (who shall not hold a vote, but be considered an Accredited Observer under the Standing Orders) – each marginalised group shall have one deliberative vote through their respective Department Officer(s).

5.6.4. Apart from the Department Chairperson and the Executive Officer – All Collective committee members will be appointed at their respective Collective Annual General Meeting, depending on what each Collective’s constitution notes. Students can selfnominate to stand up for a position, or be nominated by another existing Collective committee member.

5.6.5. At a General Meeting of the Department, all members of the Department, regardless of whether they hold a governing body position or not, shall be entitled to one vote.

5.6.6. All appointments/elections shall take effect immediately.

5.6.7. Each Collective committee member shall hold office shall hold office from their election/appointment until the next Annual General Meeting of the respective collective.

5.6.8. The Department shall hold its Annual General Meeting during a teaching period before semester 2.

5.6.9. The governing body of the Department may, by resolution passed by Special Majority, expand its membership anytime if the President/chairperson of the respective Collective agrees to do so. No sub-committees may be established by this Department, for any purpose.

5.6.10. Department Officers representing a marginalised group must identify as with the particular distinctions of that group. i.e. Disability Collective Officers must identify that they have a disability. This is to ensure that the Executive Officers are aware of the issues facing the particular group of students of that collective. Unless the collective is to support students in a general nature. i.e. Wellbeing collectives.

5.6.11. When voting for a Department Officer representing a marginalised group – only Department members belonging to that group may cast a vote.

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5.6.12. Nominations for the election of Department Officers shall be taken from the floor of the Annual General Meeting.

5.6.13. In the event of the position of Department Chairperson becoming vacant; the Department Chairperson will be elected as per the governance enclosed by the ECU Student Guild Constitution.

5.7. Code of Conduct 5.7.1.All the members of this Department must adhere by the ECU Student Guild Code of Conduct, and be aware of Schedule 1 in the ECU Student Guild Constitution, which specifies Discipline.

5.7.2.Any potential breach of the Code of Conduct will result in disciplinary action as per Schedule 1 of the Guild Constitution.

5.7.3. Collective Committee members must attend all Equity Meetings. At least one representative per Collective should attend the meeting. Failure to attend three meetings in the span of a calendar year will result in disciplinary action.

6

RELATED DOCUMENTS Related Policy



Basic Club Affiliation Policy



Funded Club Affiliation Policy



ECU Student Guild Code of Conduct



Guild Constitution



Guild Standing Orders

Related Procedure Other Related Documents

Related Legislation

7

CONTACT INFORMATION For queries relating to this document please contact:

8

Policy Owner

Vice President – Equity and Diversity

All Enquiries Contact

Vice President – Equity and Diversity

Telephone

08 6304 6220

Email address

vpequity@ecuguild.org.au

APPROVAL HISTORY

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Policy Approved By

Senate

Date Policy First Approved

08/06/2021

Original Motion

SCM2105/05

Revision History

SCM2105/05 – June 2021

Revised by

Greta Mukherjee

Next Revision Date

June 2022

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ECU Student Guild GIFTS AND BENEFITS POLICY

POLICY TYPE

Operational

POLICY SUBTYPE

Human Resources

POLICY TITLE

Gifts and Benefits Policy

POLICY OWNER

Operations Manager

Contents 1.

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

2.

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

3.

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

4.

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

5.

POLICY ........................................................................................................................... 4 5.4.

Cash ......................................................................................................................... 4

5.5.

Token Gifts .............................................................................................................. 4

5.6.

Supplier Prizes/Gifts .............................................................................................. 4

5.7.

Gifts exceeding $50 value ...................................................................................... 5

5.8.

Promotional Gifts ................................................................................................... 5

5.9.

Conference Draws/Prizes and Promotional Gifts ................................................ 5

5.10.

Register of Gifts and Benefits ........................................................................... 5

5.11.

Exceptions To This Policy ................................................................................. 6

5.12.

Breach of Policy .................................................................................................. 6

6.

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

7.

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

8.

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

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1. INTENT 1.1. The purpose of this policy is to ensure that any offer of a gift or benefit is managed in a transparent manner to ensure sound, ethical practice, good governance, appropriate corruption prevention principles and effective risk management strategies.

1.2. The policy sets the ethical standards expected of all Employees, volunteers, contractors and Senators in relation to the management and registration of any offer of a gift/benefit to maintain the reputation and integrity of Edith Cowan University Student Guild and its Employees, volunteers, contractors and Senators.

2. ORGANISATIONAL SCOPE 2.1. This policy applies to all Edith Cowan University Employees, volunteers and contractors and Senators

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.

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: Operations Manager

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Date Issued: 30/06/2021

Rev No: 001

Page 3 of 6

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. 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.

4.4. All Guild policies will be reviewed annually.

5. POLICY 5.1. Whilst a gift or benefit may be offered as a goodwill gesture for a job well done, it may also be offered as a subtle form of influence, and therefore, present a corruption risk to ECU Student Guild due to the potential it has to compromise and affect the impartiality and integrity of individuals.

5.2. In most circumstances, employees, volunteers, contractors and Senators are expected to refuse any offer of a gift / benefit. In circumstances where this is not possible, the gift/benefit should be registered and managed according to the standards set out in this policy.

5.3. It is important that employees do not require or request any additional rewards for performing their duties. Soliciting personal gifts/benefits is strictly prohibited under any circumstance.

5.4. Cash 5.4.1.Under no circumstances is cash personally acceptable as a gift – all cash received must be banked as a donation to Edith Cowan University Student Guild and the giver informed of this.

5.5. Token Gifts 5.5.1.Token gifts are acceptable as personal tokens of appreciation provided there is no inducement to act more favourably in the givers interests in the future.

5.5.2.Token gifts include items such as bottles of wine, notebooks etc.

5.6. Supplier Prizes/Gifts 5.6.1.These are deemed to be inducements and cannot be accepted by individuals.

5.6.2.All prizes/gifts of this kind must be treated as a donation to ECU Student Guild.

5.6.3.Supplier Prizes/gifts may be raffled amongst Employees, volunteers, contractors and Senate with any proceeds raised banked as a donation to ECU Student Guild.

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5.7. Gifts exceeding $50 value 5.7.1.Employees, volunteers, contractors and Senators are to politely decline the gift explaining that it is not permitted under the Gifts and Benefits policy.

Or 5.7.2.Treat the gift as a donation to ECU Student Guild and raffle the gift amongst Employees, volunteers, contractors and Senate with any proceeds raised banked as a donation to ECU Student Guild.

5.8. Promotional Gifts 5.8.1. Promotional products can be distributed fairly and transparently amongst employees, volunteers, contractors and Senators and are not required to be included in the Register of Gifts and Benefits.

5.9. Conference Draws/Prizes and Promotional Gifts 5.9.1. These types of gifts may be kept by the individual provided it cannot be seen as an inducement to attend future conferences by that provider. They are not required to be included in the Register of Gifts and Benefits, though the recipient may elect to treat it in the manner of a gift where the proceeds are donated to ECU Student Guild.

5.10. Register of Gifts and Benefits 5.10.1. All employees, volunteers, contractors and Senate are required to inform the Operations Manager of Gifts and Benefits received. The Operations Manager may make a determination as to the nature of the gift or benefit and how it should be treated under this policy. The Operations Manager must declare gifts and benefits to the Guild President.

5.10.2. The Operations Manager must email the Business Support and Finance Manager stating: 5.10.2.1.

Date gift or benefit given;

5.10.2.2.

Employee/Volunteer/Contractor/Senator (Gift Recipients) name

5.10.2.3.

Description of gift or benefit

5.10.2.4.

Gift giver’s name

5.10.2.5.

How the Guild will treat the gift. i.e. will the Employee, volunteer, contractor or Senator be permitted to keep the gift.

5.10.3. The Business Support and Finance Manager will record the details of the gift or benefit onto the Register of Gifts and Benefits.

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Date Issued: 30/06/2021

Rev No: 001

Page 5 of 6

5.11. Exceptions To This Policy 5.11.1. Other than Cash as described in section 5.4, an exception to this policy may be granted by written approval by the Operations Manager (Or the Guild President in relation to the Operations Manager). A ‘blanket’ approval cannot be granted. All such exceptions must be documented and recorded in the Register of Gifts and Benefits.

5.12. Breach of Policy 5.12.1. Any breach of this Policy may result in disciplinary action that could result in dismissal.

6. RELATED DOCUMENTS Related Policy



Related Procedure



Other Related Documents



Related Legislation



Register of Gifts and Benefits

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

30/06/2021

Original Motion

SCM2106/02

Revision History Revised by Next Revision Date

June 2022

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ECU Student Guild MOTOR VEHICLE TRAVEL POLICY

POLICY TYPE

Operational & Senate

POLICY SUBTYPE

Human Resources

POLICY TITLE

Motor Vehicle Travel Policy

POLICY OWNER

Operations Manager

Contents 1.

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

2.

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

3.

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

4.

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

5.

POLICY ........................................................................................................................... 4 5.4.

Business Travel ...................................................................................................... 4

5.5.

Car Pooling ............................................................................................................. 5

5.6.

Administration ........................................................................................................ 5

5.7.

Safety and Security ................................................................................................ 5

5.8.

Reimbursements .................................................................................................... 6

5.8.1.

Employees ....................................................................................................... 6

5.8.2.

Senators ........................................................................................................... 6

5.9.

Hire Cars and University Fleet Vehicles ............................................................... 7

5.9.4.

University Fleet Vehicles ................................................................................ 7

5.9.5.

Third-Party Hire Cars ...................................................................................... 7

6.

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

7.

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

8.

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

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Rev No: 001

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1. INTENT 1.1. The Motor Vehicle Travel Policy outlines the use of private motor vehicles by Employees and Senators for the purpose of travel for Guild related business.

1.2. This Policy also outlines the expectations of Employees and Senators when using hire vehicles for Guild related business.

2. ORGANISATIONAL SCOPE 2.1. This policy applies to all Employees of the Edith Cowan University Student Guild inclusive of casual employees and volunteers.

2.2. This policy applies to all Senators of Edith Cowan University 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. Car Pooling means the sharing of a singular vehicle of more than one Employee or Senator for the purposes of Business Travel.

3.6. CIDC means the Continuous Improvement and Development Committee.

3.7. Driver’s License means a license duly issued by the Department of Transport in Western Australia or any other state or territory of Australia and includes international licenses issued by the home country of the driver.

3.8. Employee means any individual employed under a contract of Employment and does not include Senators.

3.9. The Guild means Edith Cowan University Student Guild.

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

3.11. Supervisor means the direct line manager of the employee where the direct Line Manager is not the Operations Manager.

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. ECU Guild do not maintain any corporate vehicles for use by Employees or Senators.

5.2. ECU Guild recognises that in the course of an Employee or Senators duties to the Guild, they may be required to travel to other campuses or external venues to conduct Guild business.

5.3. Where travel is required Employees or Senators may be required to utilise their own vehicles, however, where possible, Employees or Senators should first consider the appropriateness of public transport in consultation with their supervisor.

5.4. Business Travel 5.4.1.Business travel is defined as travel exclusively for work and includes: 5.4.1.1.

Travel between two places of employment/business;

5.4.1.2.

Where employment requires duties to be performed in more than one place and the nature of the job makes travel essential to perform those duties.

5.4.1.3.

Where an employee or Senator is required to transport bulky equipment to another location for essential work purposes.

5.4.2.Travel to and from a regular place of work is considered private use of a vehicle and is not eligible for reimbursement under the Motor Vehicle Travel Policy.

5.4.2.1.

For Employees and Senators based in the Metro region regular places of work include the ECU Joondalup Campus and ECU Mount Lawley Campuses but does not include the ECU South West Campus.

5.4.2.2.

For Employees and Senators based in the South West region, regular places of work include the ECU South West Campus but does not include the ECU Joondalup or ECU Mount Lawley Campuses.

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5.4.2.3.

Travel costs that do not exceed those normally incurred in travelling to and from work will not be reimbursed.

5.4.3.Business travel must be approved by the relevant supervisor, Operations Manager or President before the travel is undertaken. For any circumstances where approval was not sought, travel claims will be rejected.

5.4.4.Learner drivers are not permitted to undertake Business Travel.

5.5. Car Pooling 5.5.1.Employees and Senators who are travelling to a mutual location MUST car pool.

5.5.2.Exceptions will only be made where authorised by the Operations Manager or President and only under the following circumstances: 5.5.2.1.

Individuals live over 20kms away from each other and there is no direct route to pick up others during the period of travel.

5.5.2.2.

Meeting at the Guild offices to collect other travellers would require unnecessary travel for the designated driver.

5.5.2.3.

The approved vehicle does not permit the required number of travellers due to space limitations.

5.5.2.4.

The transportation of equipment and other items does not allow room for other travellers.

5.6. Administration 5.6.1. All Employees and Senators required to undertake Business Travel must complete the Vehicle Checklist Form annually and on each occasion of travel.

5.6.2. The Vehicle Checklist must be provided to the Operations Manager prior to the undertaking of any Business Travel for review.

5.7. Safety and Security 5.7.1.Employees and Senators are required to evidence that they have an appropriate driver’s license prior to undertaking business travel.

5.7.2.Employees and Senators must ensure that they have appropriate insurance that permits use of a vehicle for commuting and where applicable, business use, prior to undertaking any Business Travel.

5.7.3.The Guild will not be responsible for the reimbursement of any excess of insurance incurred by drivers following an accident whilst undertaking authorised business travel.

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Nor will the Guild reimburse an Employee or Senator for damage to their vehicle incurred whilst undertaking Guild Business Travel.

5.7.4.Whilst driving a personal vehicle for authorised Guild related business, the Employee or Senator must abide by the road rules and all legal requirements under Western Australian law. Failure to do so may result in disciplinary action.

5.7.5.Any fines incurred by an Employee or Senator whilst driving a personal vehicle for authorised Guild business will be the sole responsibility of the driver. The Guild will not reimburse the Employee or Senator for any fines incurred.

5.8. Reimbursements 5.8.1. Employees 5.8.1.1.

Employees will be reimbursed for the cost of the use of a personal vehicle as per the rate set by the Edith Cowan University Student Guild Enterprise Agreement.

5.8.1.2.

Applications for reimbursement should be made using the prescribed Travel Reimbursement Claim Form – Staff and submitted to the Supervisor or Operations Manager for approval.

5.8.1.3.

All applications for reimbursement must be submitted to the Supervisor or Operations Manager within 5 business days of the date of travel.

5.8.1.4.

Reimbursement will not be made where the travel was not pre-authorised by the Supervisor or Operations Manager.

5.8.1.5.

Travel Reimbursement for the Operations Manager will be authorised by the President.

5.8.2. Senators 5.8.2.1.

Senators will be reimbursed for the cost of fuel for the KMs of travel required.

5.8.2.2.

Cost of fuel will be based on the average fuel consumption for a motor vehicle of 0.1341 litres per km and for motorcycles of 0.06L per km and reimbursed at the cost of fuel at the nearest fuel station to ECU Joondalup, 7Eleven Joondalup, 8 Buick Way, Joondalup, 6027.

5.8.2.3.

Reimbursement of $0.10 per km will also be made for general wear and tear of the vehicle.

5.8.2.4.

The formula for calculation of reimbursement will be as follows Motor Vehicles:

(0.1341 × 𝑘𝑚 𝑇𝑟𝑎𝑣𝑒𝑙𝑙𝑒𝑑) × 𝐶𝑜𝑠𝑡 𝑝𝑒𝑟 𝑙𝑖𝑡𝑟𝑒 𝑜𝑓 𝑓𝑢𝑒𝑙 𝑎𝑡 7𝐸𝑙𝑒𝑣𝑒𝑛 𝑜𝑛 𝑑𝑎𝑡𝑒 𝑜𝑓 𝑡𝑟𝑎𝑣𝑒𝑙 ( ) + 0.10 × 𝑘𝑚 𝑡𝑟𝑎𝑣𝑒𝑙𝑙𝑒𝑑) 100 ECU GUILD-IN-CONFIDENCE: This document is uncontrolled when printed. Its accuracy can only be guaranteed when viewed electronically.

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Motorbike: (

(0.06 × 𝑘𝑚 𝑇𝑟𝑎𝑣𝑒𝑙𝑙𝑒𝑑) × 𝐶𝑜𝑠𝑡 𝑝𝑒𝑟 𝑙𝑖𝑡𝑟𝑒 𝑜𝑓 𝑓𝑢𝑒𝑙 𝑎𝑡 7𝐸𝑙𝑒𝑣𝑒𝑛 𝑜𝑛 𝑑𝑎𝑡𝑒 𝑜𝑓 𝑡𝑟𝑎𝑣𝑒𝑙 ) + 0.10 × 𝑘𝑚 𝑡𝑟𝑎𝑣𝑒𝑙𝑙𝑒𝑑) 100

5.8.2.5.

Applications for reimbursement should be made using the prescribed Travel Reimbursement Claim Form – Senate and submitted to the President for approval.

5.8.2.6.

All applications for reimbursement must be submitted to the President within 5 business days of the date of travel.

5.8.2.7.

Reimbursement will not be made where the travel was not pre-authorised by the President.

5.8.2.8.

Travel Reimbursement for the President will be authorised by the Operations Manager.

5.8.2.9.

Travel Reimbursement costs will be absorbed into the Department budget and must be considered when making a decision to undertake travel.

5.9. Hire Cars and University Fleet Vehicles 5.9.1. From time to time the Guild may hire rental vehicles or hire University Fleet Vehicles.

5.9.2.The decision to hire Fleet vehicles or third-party vehicles rests with the respective supervisor.

5.9.3.Costs of hiring third-party vehicles or University Fleet Vehicles will be deducted from the relevant departmental budget under the relevant cost centre.

5.9.4.

University Fleet Vehicles

5.9.4.1.

Employees and Senators should refer to the Universities ‘Vehicles – University and Private Vehicles Used for University Business’ policy prior to hiring the vehicle.

5.9.4.2.

Only authorised drivers, authorised by Campus Support will be permitted to drive the vehicle.

5.9.4.3.

Drivers must abide by all rules put in place by the University whilst operating the vehicle.

5.9.5. Third-Party Hire Cars 5.9.5.1.

Employees and Senators are not permitted to drive hire vehicles from a third party unless they are over 24 years of age at the time of hire. Third-Party hire

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companies place a daily premium on drivers aged 21 to 24 and do not permit drivers under the age of 21 under any circumstances.

5.9.5.2.

Where a suitably aged individual is not available to drive the vehicle as per clause 5.8.5.1, the Employee or Senator may seek authorisation from the Operations Manager or President to pay the additional premium charged.

5.9.5.3.

Only authorised drivers are permitted to drive the hire vehicles.

5.9.5.4.

All drivers must abide by the rules of the third-party hirer whilst operating the vehicle.

5.9.5.5.

Insurance to reduce the excess must be purchased when hiring a vehicle.

6. RELATED DOCUMENTS Related Policy



Related Procedure



Other Related Documents



Travel Reimbursement Claim Form – Staff



Travel Reimbursement Claim Form – Senate



Budget Direct Average Fuel Consumption Report 2020

Related Legislation



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

08/06/2021

Original Motion

SCM2105/06

Revision History Revised by 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 Senate

Date Issued: 08/06/2021

Rev No: 001

Page 8 of 9

Next Revision Date

June 2022

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Date Issued: 08/06/2021

Rev No: 001

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2020 ANNUAL

REPORT

CONTENTS About

01

Our vision and values

02

President’s Report

04

06

OUR VALUES

08

INCLUSIVE

13 14 16 17 18 19 20 21 22 23 24 25

ABOUT THE GUILD Edith Cowan University Student Guild is an independent not for profit organisation run by and for ECU students.

STUDENT CENTRAL

We exist to promote the interests of our members, whilst providing support services and provision of extra-curricular activities and events on campus.

The Guild is overseen by a group of 15 students called the Senate who are elected annually.

In 2020, a further portfolio was added to the Guild Senate structure, incorporating a First Nations Officer to support the Guild in addressing some of the issues faced by our indigenous students. In addition to this role, Senate duly elected a further two positions to the South West office to support the development of our South West campus services.

OUR VISION

DIVERSITY

FUN

To be recognised as a progressive student centered organisation focused on holistically representing, supporting and caring for student needs.

TEAM WORK

2 | ECU STUDENT GUILD ANNUAL REPORT 2021

ECU STUDENT GUILD ANNUAL REPORT 2021 | 3

started our term with a plan to host events and courses across three campuses.

Since start of our term Guild’s Academic department has organised White card, First aid and Auslan courses and we have exhibitions and Academic forum line up as our upcoming Academic event. Our Equity & Diversity department has done a great job with the collectives, in previous years Collectives struggled to get the full team running but this year we had all the collectives with full Committee. Our departments have done a remarkable job. Our Social department has organised large scale events such as Pantheon and Paint ball with covid safe plan in mind. Our Equity department has done Self-defence classes and market days with collectives, we have Equity fashion show lined up. Our International, Postgraduate and Environmental department are also planning to organise Visa Seminars, Postgraduate forum and free coffee day. Our South west officer and General Senators are really working hard for SW student’s community. Guild has organised free coffee day, Cheese night. Guild is providing free Printing to our members in SW campus. Our GSA’s are doing sessions at SW campus.

This year’s Guild fair was a hit with nearly 2500 students attending the event across three campuses. We also organised Christmas lunch for our International students who were not able to go back home due to travel restrictions. We are representing students on all boards and committees.

PRESIDENTS REPORT Dear members, 2020 was a challenging but a learning year for all of us. One of the best thing

services for our students including Food

were actively engaged in improving

pantry up to $2500 and our GSA support

campus culture and helping students. We

funds.

awarded clubs for their hard work and commitment and also acknowledged

about this report is that I am able to

Despite all the trouble and turmoil in

shed a light on amazing work of 2020

2020. The ECU Guild ran many student

senate team and staff members and

focused events. We organised Virtual

also update on our progress in 2021.

DJ’s attracted many students online and

2020 was a challenging year not only

also many on campus events during

for Guild staff and senate but also

semester 2 of 2020. Our Social, Academic

for our Guild members as well. ECU

and Equity department played a vital

Guild did a remarkable job in tackling

role in student engagement. In 2020 our

Covid-19. ECU Guild relies on SSAF fees

Academic Vice President restructured

and last year SSAF fees were reduced

the School Reps department to represent

but we managed to negotiate with

the Student voice across all Schools. Our

New Senate term and my term as a

the University for Funds so, that we

Societies, Clubs and collectives have

President of ECU Student Guild started

can support students. 2020 pandemic

played a major role last year dealing

on 1st Dec 2020. Every senator in the

gave us opportunity to build our strong

with Covid-19 crisis. Clubs are backbone

Guild is playing a vital role to provide

relationship with the university. In 2020

of the Guild as they play a major role in

assistance and support to students. They

guild senate was actively engaged in

improving university culture. Last year

all are committed and wants to improve

all boards and committees to represent

for the first time ECU Guild organised

the university culture by representing

students. We successfully ran many

Awards night to honour all students who

students across three campuses. We

4 | ECU STUDENT GUILD ANNUAL REPORT 2021

the hard work of our Volunteer students and Reps with awarding them Best Volunteer of the year and Best School rep of the year award. In 2020 we managed to get Lottery west grant of $100,000 to help students affected by Covid-19. We were the only Guild in WA to get grant of $100,000. We will use these funds towards student support.

I have been involved with the Guild from 2018 as General Senator, Vice President Equity & Diversity and now finally as President and I am proud to say that ECU Guild has changed a lot over the years with more Student focused approach and our relationship with the University has really strengthened.

I would like to thank all the Operational staff, Senators, Clubs and every individual who is involved with the Guild for doing such a great job. We are focusing on our five years strategic goal. Every day is a challenging day for our Operational team and Senators but we all are working tirelessly to support our Students.

Thanks Faizan Akram

ECU STUDENT GUILD ANNUAL REPORT 2021 | 5

The Guild also took some time to review our services across our campuses and made some difficult decisions in relation to how we structure our operations, particularly across the South West Campus. We did not take these decisions lightly however in quarter 3 of 2020 as a result of falling students numbers and falling engagement in Guild services we undertook the process of removing our Operational staff services from the South West and supporting the campus from the Metro locations and the South West Senators. We will continue to service our South West students, however the mode by which we do that will change and will be adapted and developed further across 2021.

OPERATIONS MANAGER REPORT We started 2020 with an optimistic outlook and a focus on growth and improvement to our service provision to our students. As a result of the Covid-19 pandemic it became clear as we entered the second quarter of the year that our focus needed to shift. Our attention was directed quite swiftly to survival as SSAF Fees were reduced to students and subsequently the Guild funding was severed to just 20% of our normal allocation. The Guild however, successfully negotiated with the University to increase the funds distributed to the Guild so that we could continue to support our students. The Guild was therefore able to support a number of new initiatives to students, including provision of Grocery Grants to International students at the outset of the Pandemic to support those that had lost their jobs or other source of income as a result of the emergency situation.

We also sought out key community partnerships and facilitated referrals through to those partners to holistically support students struggling both financially and those who had welfare concerns. Our partnership with Foodbank WA has seen the Guild support and fund over $2,500 of Food Pantry in support across 2020 to students utilising Guild funds and facilitating donations received for Food pantry support at the 6 | ECU STUDENT GUILD ANNUAL REPORT 2021

outset of the Pandemic. We will continue our partnership with FoodBank WA into 2021.

“The Guild Student Assist service supported 1,680 students across 3,319 appointments in 2020.”

Despite Covid restrictions, the Guild ran or facilitated over 100 events across 2020, including virtual events during lockdown.

Participants across those events number over 15,000 with our virtual DJ Sets, “Virtual Vibes” attracting 4,595 engagements. We have also supported 60 clubs, societies and collectives across the year, providing support and funding for club events and activities. Clubs are an important part of the work we do at the Guild to improve on-campus culture and the student experience and we are extremely grateful for the work

of our clubs on behalf of the Guild and the wider University. To that end we facilitated the inaugural Club Awards in the latter part of the year to formally recognise our clubs and their leaders in volunteering their time and skills to their community. We have also invested in our Club Support and engaged QPay to provide a Club Management Software Platform to improve the governance and financial support provided across our clubs. This software will be rolled out by the Guild in Semester 1 2021.

The Guild Student Assist service supported 1680 students across 3319 appointments in 2020 which is an outstanding result given that there are approximately just 3967 hours based on the FTE of Guild Student Assist staff to facilitate student support in a year.

We have worked hard to meet the increased needs of students across the year despite operating across a difficult and constantly changing landscape.

We have adapted our services to meet student needs event during lockdown where we transitioned to a telehealth approach to our services. We recognise that the wait times that some students have experienced are unacceptable and will continue to develop our services to ensure that we reduce our waiting times in 2021.

In the latter half of the year the Guild was successful in obtaining $100,000 of grant funding from Lotterywest WA to increase the financial support we are able to offer our students in relation to the Covid-19 pandemic.

These funds will be key, particularly in the second quarter of 2021 to supporting our students who experience financial crisis as we see the removal of Job Keeper and the reduction in Job Seeker and other Covid related Government Supports. We are extremely grateful to Lotterywest WA for their consideration and support in addressing these matter in our community.

Finally I would like to acknowledge the incredible work of the Operational Staff and Guild Senate of 2020 who, despite facing some significant challenges not only in their professional life but in dealing with the wider personal challenges presented by Covid-19 have worked tirelessly to support our community. 2020 was a year like no other and despite this, as a Guild, we have achieved outstanding results for our students. Thank You. We move into 2021 with optimism and excitement in the development and growth of the Guild and in the improvement of our services to our students.

ECU STUDENT GUILD ANNUAL REPORT 2021 | 7

INCREASE GUILD MEMBERSHIP

Deliver robust services that meet the needs of our students

Develop technical systems relating to Guild membership to improve the data available to the Guild in order to build responsive programs for the student body

STRATEGIC PLAN RESULTS

50 %

In 2020 the Guild introduced our 5 year Strategic Plan. This year will be the inaugural year of reporting to our student cohort how are progressing in the goals we have set ourselves as an organisation.

Guild membership grows by 10% annually

INCREASE GUILD REVENUE Develop additional sources of funding to improve services provided to the student body, including commercial revenue opportunities and event revenue Explore appropriate sponsorship opportunities to reduce SSAF expenditure for events 8 | ECU STUDENT GUILD ANNUAL REPORT 2021

Funding for Service provision for International Students is procured

Commercial revenue represents 5% of overall Guild Revenue

30% of funding for large Guild events is supported by Sponsorship

Develop opportunities to improve student representation across the University

As a result of the impacts of Covid-19 across the Guild and the University, discussions regarding a fair share of international student funding in order to support our international cohort were put on hold.

The Guild continues to work on commercial opportunities and will move forward with commercial developments across 2021 and 2022.

As a result of Covid-19 and the limited capacity of external sponsors to readily sponsor events the Guild has not been able to achieve the goal of 30% of funding for large events being supported by sponsorship in 2020.

In 2020 there was a 15.7% increase in the number of Guild members in comparison with the membership registered in 2019.

Data systems are appropriate to support Guild data needs

The Guild has spent considerable time investigating the needs of the organisation in terms of its data capture and use in 2020. We have implemented a ‘Tag in” system utilising University systems to capture data of the number of members accessing Guild services in Joondalup. We have also developed our data analytics to ensure that we can track trends in order to manage our services more appropriately to better serve our members.

Guild Senate and Staff are included in relevant discussion groups

Considerable work has been carried out in 2020 to improve relationships across the University and with other key stakeholders, including the development of key partnerships to drive the representation of the student body and make a bigger impact across the University.

50% of Guild members access Guild Services

50% of members have communicated with the Guild in some form

Whilst the Guild has implemented some systems to

at Joondalup, there is still considerable work to be done in ascertaining the number of students attending our facilities across other campuses and at our events and activities. The Guild continues to investigate various systems and opportunities to allow us to achieve this.

A survey conducted in Q3 of 2020 attracted responses from only 0.65% of Guild Members.

This number is not representative of the membership as a whole and cannot be relied upon as a measure of Guild success or failure in areas analysed.

ECU STUDENT GUILD ANNUAL REPORT 2021 | 9

IMPROVE STUDENT LIFE Deliver a comprehensive event and activities program that increases student engagement across all campuses

ONGOING REVIEW of services to ensure events meet students’ needs

Formalisation of event planning process were commenced in 2020 with agreed process to be rolled out in 2021.

80% OF STUDENTS are

SURVERY RESPONSES Respondents rating Guild Events and Activities 4 and above (1 being poor and 5 being excellent).

Online/External Students did not respond to the survey.

JOONDALUP 86%

and activities 70% OF STUDENTS say they know what is going on at the Guild

LUNAR NEW YEAR CRICKET MATCH CLUBS CARNIVAL

GUILD FAIR

INTERNATIONAL BBQ AUSLAN CLASSES 83%

80% 67%

SECOND HAND BOOKSHOP

STUDENT COMPUTERS

FREE TEA & COFFEE

FREE BREAD & FRUIT

FREE PHOTOCOPYING

CLUBS CARNIVAL GSA STRESS LESS

GUILD FAIR

GSA SUSHI DAY

GUILD BBQS

and collectives

50%

100%

67%

BUSHFIRE APPEAL

Improve student representation across campuses and provide systemic advocacy for students on policy as

50%

20% INCREASE in the number

100% 100% 100% 100% 100% 100% 100%

GUILD BALL

64%

MOUNT LAWLEY

HALLOWEEN PARTY

support provided by the Guild

86%

EVENTS WITH NO RESPONSE • TOGA PARTY BUSH FIRE APPEAL • GUILD BALL (OPTUS) • MENTAL HEALTH • ROTTNEST ISLAND • MOVIE NIGHT • PLAY FOR AUSTRALIA • SOUTH WEST BALL

TOGA PARTY

MOUNT LAWLEY

HARMONY/ INTERNATIONAL DAY INTERNATIONAL WOMEN’S DAY

GUILD FAIR

63%

15% INCREASE IN CLUBS, SOCIETIES AND COLLECTIVES reporting that

SECOND HAND BOOKSHOP

STUDENT COMPUTERS

GUILD COMMON AREA

GUILD KITCHEN

10 | ECU STUDENT GUILD ANNUAL REPORT 2021

73%

100% 100%

92%

Develop strategies to increase student participation in clubs, societies and collectives, inclusive of the support and development of new clubs, societies and collectives across all campuses

15% INCREASE in student satisfaction regarding student representation and systemic advocacy

GUILD BBQS

83% 87%

with the service received 10% INCREASE IN STUDENTS who say that the Guild has supported them to improve their mental health and wellbeing

67%

100%

PANCAKE TUESDAY AUSLAN CLASSES WELLNESS DAY TACO TUESDAY SPRING LUNCH ENVIRO COFFEE HALLOWEEN PARTY

BUNBURY

50%

Develop and implement innovative strategies to support the mental health and wellbeing of students

BUSHFIRE APPEAL ROTTNEST ISLAND

100% 100% 100% 100%

STATIONARY STORE

90% OF STUDENTS accessing Guild Student Assist support

75%

67%

63% 60%

SECOND HAND BOOKSHOP

2 STUDENT SURVEYS delivered each year with results published on the Guild website

80%

BUNBURY STUDENT COMPUTERS

At least ONE COLLABORATIVE WORKING PROJECT delivered each year

GUILD BALL

73%

refer students in need of Guild services

GUILD COMMON AREA

Conduct regular and ongoing targeted surveys to ensure continual improvement

79% 82%

GUILD KITCHEN

Develop collaborative working opportunities across the University to improve outcomes for students

JOONDALUP

67%

HALLOWEEN PARTY

60% OF UNIVERSITY STAFF say they know what the Guild

71%

TOGA PARTY

Develop excellent communication strategies to increase awareness of Guild services to students and other stakeholders

SURVEY RESPONSES Respondents rating Guild Services 4 and above (1 being poor and 5 being excellent).

86% 79%

75% 75%

EVENTS WITH NO RESPONSE • ROTTNEST ISLAND

One survey has been completed in 2020.

2020 when compared with 2019 as a result of the impacts of Covid-19 and the limited activity available to on-campus clubs across the year.

ECU STUDENT GUILD ANNUAL REPORT 2021 | 11

WHO WE ARE

INCREASE GUILD MEMBERSHIP

Develop personal and professional growth opportunities for staff, senate and students

All staff attend at least one training session per annum, that is focused on professional/personal development

Achieved

Recruit and retain excellent and suitably experienced staff to support the Senate in obtaining the best outcomes for ECU students Staff turnover reduced to under 10% per annum

Achieved

100% of all recyclable materials are disposed of using recycling methods available

The Guild has implemented recycling bins for items such as:

40% of stationary and other consumables purchased are recyclable

Develop robust policies and procedures that are appropriate and relevant to the organisation

Develop and implement infrastructure that supports and improves the experience of our student body, staff and senate

Reduce the Guild’s carbon footprint by making sustainable choice in the conduct of our organisation

Policies and procedures are reviewed regularly and updated as appropriate

IT functions well and does not impede productivity

Additional infrastructure is invested in and implemented

Policies continue to be reviewed and updated by the all staff facilitated by the Continuous Improvement and Development Committee

The Guild undertook a major review or our IT infrastructure at the end of 2019 and upgraded to cloud based infrastructure. The Guild also engaged a competent IT Management Service Provider to manage our IT Infrastructure and support.

Provision of items and information to assist students to adopt more sustainable practices

The full range of Guild services and benefits are open to ECU Guild Members. Guild membership is free to all current ECU students including UniPrep Students.

The Guild invested in QPay to better support Clubs, Societies and Collectives. The use of the QPay system will be rolled out in 2021.

Ongoing review of services to ensure events meet students’ needs

• Batteries • Nespresso Pods • Print Cartridges To assist students with convenient ways to recycle. The Guild staff and Senate are encouraged to recycle all recyclable materials where facilities exist.

The Guild continues to explore ways in which we can operate more sustainably. Data in terms of recyclable consumables is not yet available.

12 | ECU STUDENT GUILD ANNUAL REPORT 2021

The second hand bookshop continues to offer ways in which students can recycle their old textbooks. Further to this the Guild offers a donations shelf in which students can pass on unwanted items to other students.

Policy and Procedure in regards to Guild Events and Activities have been developed in 2020 and will be rolled out in 2021, including a program of ongoing feedback about Guild events from participants and vendors.

ECU STUDENT GUILD ANNUAL REPORT 2021 | 13

NUMBER OF APPOINMENTS VS NUMBER OF STUDENTS APPOINTMENTS

TYPE OF SUPPORT

STUDENTS

400

9%

2%

16%

3% 1%

300

2%

8%

7% 6%

200

1% 3% 19%

100

4% 8%

JAN

FEB

MAR

APR

MAY

JUN

JUL

AUG

SEP

OCT

NOV

6%

1%

DEC 16% Academic Misconduct (AM) 8 % Academic Progression Status Review (APSR) 6% Complaints 1% Deferrals/Extensions/Exams/Assessments 1% Financial - Discretionary Support Grant 3% Financial - Fees/Scholarships/ECU loans/ Hardship payment scheme 4% Financial - Food Vouchers 1% Financial - Hardship Payment Scheme 1% Financial - Supply packs 6% Financial Support 8% Formal Review (FR) 19% General consultation

SERVICES GUILD STUDENT ASSIST

7% Informal Review (IR) 2% Initial Consultation 1% Re-enrolment (Application to resume your course) 1% Referral - ECU/ External/Clubs 1% Special Consideration 1% Standard Consultation

The Guild Student Assist Team saw increasing numbers of students across the year, working with students across numerous areas, as students managed their education alongside the impacts of job losses and reduced incomes as a result of Covid-19. The most common type of support provided was academic support in the form of advice and assistance for students with results related appeals, late withdrawal statements, complaints and academic misconduct appeals.

In 2020 we supported 1680 students across our Guild Student Assist Team, an increase of 631 students when compared with the previous year. Those students were supported over 3319 appointments.

An increase of 1756 appointments when compared to 2019. In Semester 2 the 14 | ECU STUDENT GUILD ANNUAL REPORT 2021

Guild employed another Guild Student Assist Officer on a part-time contracted basis to support the increasing workload of the department.

The Guild also provided $25,119.08 of financial support to students in need, despite significant budget cuts across the year as a result of Covid-19. This included top ups to SmartRider transport accounts, course specific uniforms, grocery and fuel vouchers, individual Pantry Boxes from Foodbank WA and referrals to Foodbank WA for ongoing support. The Guild Student Assist Team also established a new discretionary grants program which assisted eligible students experiencing financial hardship to pay for costs essential to their studies, such as parking permits, books, laptops, temporary accommodation

for practicum related assessments and rental payments. The team also helped students write applications for ECU’s Hardship Payment Scheme, ECU’s Emergency Support Grant as well as external funding sources such as Centrelink payments and the Red Cross Emergency Relief Scheme.

Alongside the direct support the GSA team have delivered to students throughout the year, we have also strengthened community stakeholder relationships in order to provide students with clear referral pathways and better access to local services. Headspace Joondalup, Mercy Care and Circle Green are just a few of external agencies working with the Guild to assist ECU students to provide a wider range of support options.

3% Student Appeals Committee (SAC) 9% Withdrawal Without Penalty (Financial/ Academic) (WWF/A) 2% Withdrawal Without Penalty (Financial/ Academic) (WWOP F/A)

STUDENT SUPPORTED BY LOCATION 1% Bunbury Students requesting assistance

The following types of support had 0% data: • Application for Submission of previous work • Course Intermission

22% Mt Lawley Students requesting assistance

• Deferrals (D) • Financial - Fees/Scholarships • Financial - General Items Vouchers (Kmart)

42% Students accessing telephone support

• Financial - Study Supplies Grant • Financial - Transport Vouchers • Financial - Uniform • Financial - Welfare Packs

35% Joondalup Students requesting assistance

• General Misconduct (GM) • Referral - External Services • Referral - Other ECU services

ECU STUDENT GUILD ANNUAL REPORT 2021 | 15

ACTIVITIES AND EVENTS Events and Activities for Semester One were significantly impacted by Covid-19 restrictions. 36 events were held before the Covid-19 lockdown across the Joondalup, Mount Lawley and Bunbury campuses. 7 events were postponed or cancelled due to the lockdown.

Due to Covid-19 stay at home orders, the ECU Guild adapted existing planned events to online environments and worked with ECU on engaging students online. Regularly scheduled events such as Sundowners and Stress Less Week were moved online to the Guild website or streamed through social media platforms Facebook and Twitch. Vibes Virtual, a collaborative DJ event with Guild club ECU Parties and Events was streamed online over three nights and watched a combined 8,702 times with 4,595 engagements.

Events and activities resumed in Semester Two however were impacted with restrictions surrounding numbers and activity spaces. The Guild facilitated 54 events over the course of Semester Two, including a Club Awards night that was attended by 100 club committee members. By Q4, the Guild Ball, Halloween Party and Christmas Lunch all ran to 100+ attendance with minimal restrictions.

BOOKSHOP Due to Covid-19, the bookshop was operating at a minimal capacity for most of the year, however this returned to normal in the last quarter of 2020.

306 11,725 58 $ 4,307 TOTAL BOOK SALES FOR 2020

$

NUMBER OF EVENTS PER QUARTER 45

STUDENTS ASSISTED

33

TOTAL BOOK BUYBACKS IN 2020

STUDENTS ASSISTED THROUGH BUYBACKS

94

16 | ECU STUDENT GUILD ANNUAL REPORT 2021

PURCHASED

BOOKS

468

26

9

Q1

Q2

Q3

Q4

BOOKS SOLD

ECU STUDENT GUILD ANNUAL REPORT 2021 | 16

ECU STUDENT GUILD ANNUAL REPORT 2021 | 17

CLUBS The ECU Guild affiliated 51 clubs in Quarter One across their Academic, Equity and Social Departments.

Unfortunately due to Covid-19 clubs were unable to run on-campus activities during Semester One and that resulted in several clubs becoming inactive and unable to work in an online space.

More clubs were affiliated in Semester Two and club engagement returned to pre-Covid levels. Significant Club events and initiatives included: • The Ahlulbayte Humanity Club ran their second annual Peace Walk through the Joondalup campus in honour of frontline workers • The Contemporary Arts Club worked with the ECU Guild and ECU Campus Support Services to utilise vacant space at the Mount Lawley campus and begun work on creating an art space for undergraduate students to display their work

DIRCKSEY In 2020 Dircksey produced two orientation foldouts and two full print editions. The production of the May-June print edition was affected by the first COVID19 lockdown, but was still published to deadline.

Over the course of the year the Dircksey online presence has continued to evolve and engagement with the Dircksey Facebook page has increased markedly.

The COVID19 lockdown led the editorial team to focus on community-building for both readers and contributors. As the year unfolded Dircksey took every opportunity to foster a sense of engagement among ECU students.

The ECU Guild held a Club Awards Night to thank the clubs for their contribution to the campus community throughout the year. The following awards were distributed:

ACADEMIC CLUB OF THE YEAR: FINANCE AND ACCOUNTING SOCIETY ACADEMIC CLUB VOLUNTEER OF THE YEAR: ROB DOUGLAS EQUITY CLUB OF THE YEAR: ECU WOMEN’S COMMUNITY EQUITY CLUB VOLUNTEER OF THE YEAR: GRETA MUKHERJEE SOCIAL CLUB OF THE YEAR: AHLULBAYTE HUMANITY CLUB SOCIAL CLUB VOLUNTEER OF THE YEAR: CHLOE EDWARDS CLUB OF THE YEAR: ECU WOMEN IN BUSINESS

NUMBER OF ACTIVE CLUBS, SOCIETIES & COLLECTIVES

18 | ECU STUDENT GUILD ANNUAL REPORT 2021

51

48

60

60

FIRST QUARTER

SECOND QUARTER

THIRD QUARTER

FOURTH QUARTER ECU STUDENT GUILD ANNUAL REPORT 2021 | 19

OUR FUTURE Moving forward into 2021 the Guild will continue to develop its services and support to students, taking on board the limited information available from the Quarter 3 Student Survey and general ongoing feedback from our members.

In 2021 we will begin reviewing our data capture systems to ensure that they are fit for purpose and allow us to analyse across various metrics to improve our services and to better advocate for students on issues important to them, working across the University to effect positive change.

Our focus in 2021 will also be on increasing funding to the Guild for International Student support. With 56% of our services being utilised by international students but no additional funding support for these services, we are limited in our ability to expand our resources to better service both domestic and international students. Further to this the Guild is also at capacity in terms of physical space and the Guild will move in 2021 to increase the space available on the Joondalup campus to increase and improve our services to students.

SOUTHWEST In 2020 we undertook a review of our services across the South West Campus.

Following the review a restructure was implemented that saw the Guild move to support of the South West Campus through Guild South West Senators and Operational Support from the Metro Campus. The Guild will continue 20 | ECU STUDENT GUILD ANNUAL REPORT 2021

to review and develop South West services in consultation with students and University Departments in the South West through our student representation on that campus. We are excited to develop new and innovative programs that are relevant to our members in the South West.

Despite the changes across the South West Campus, the Guild continued to support students and offered transport vouchers

for

South

West

Students

attending the Guild Ball, and supported the South West Campus’ End of Semester Sundowner.

ECU STUDENT GUILD ANNUAL REPORT 2021 | 21

GUILD OPERATIONS TEAM

YOUR SENATE

Elsa Chew PRESIDENT

Jackson Herriott GENERAL SECRETARY

Syed Shah VP ACADEMIC

Shakeeb Asif VP ACADEMIC

Vimal Khetiya VP EQUITY

Raj Kumar VP SOCIAL

Evan Partridge-Smith GENERAL SENATOR

Rochelle Lyle Gotico ENVIRONMENTAL & SUSTAINABILITY OFFICER

Brian Njane INTERNATIONAL OFFICER

Deepak Sabu POSTGRADUATE OFFICER

Dawoon Joo POSTGRADUATE OFFICER

Miriam Wedderburn SOUTH WEST OFFICER

Sarah Taylor GENERAL SENATOR

Jamil Ali GENERAL SENATOR

Mwansa Lwando GENERAL SENATOR

22 | ECU STUDENT GUILD ANNUAL REPORT 2021

Lisa Dwyer OPERATIONS MANAGER

Melissa Johnston FINANCIAL CONTROLLER

Lauren Reed MARKETING & COMMUNICATIONS OFFICER

Paul Harnett ACTIVITIES & LOGISTICS OFFICER

Dianne Webster GUILD STUDENT ASSIST OFFICER

Samantha Barrie GUILD STUDENT ASSIST OFFICER

Carly Elvin GUILD STUDENT ASSIST OFFICER

Jonathan Treloar GUILD STUDENT ASSIST OFFICER

Anthea Marshall ADMINISTRATION SERVICES COORDINATOR

Nikki Schroder BUSINESS SERVICES OFFICER

Ryan Carter CASUAL

Samuel Van Dieman CASUAL

Sean Drakely CASUAL

Spencer Cranston CASUAL ECU STUDENT GUILD ANNUAL REPORT 2021 | 23

FINANCIAL CONTROLLER REPORT 2020 proved to be a tumultuous year for the Student Guild, along with many of our members and broader society.

While commencing the year with positive plans and draft budgets for the year, these were quickly under pressure as we were advised of a substantial reduction in SSAF funding that the Guild would receive. While the move from the university to reduce SSAF fees charged to students was somewhat beneficial, in many cases it had no immediate cash flow impact on students who are either International (no SSAF fee attributable) or using HECS/HELP (repayment is deferred), however it had an immediate impact on the support services available to students, during what was a very difficult period for all.

With some difficult discussion and decisions, we were able to negotiate with the university to receive an amount of SSAF that would allow the Guild to operate at a reduced capacity and shifted focus to financial and welfare support, more so than sport, recreation and events, which were substantially 24 | ECU STUDENT GUILD ANNUAL REPORT 2021

limited for the period from March to September.

The Guild was eligible for several of the government support programs that were released during the year including ATO JobKeeper, ATO CashFlow Boost and State Revenue Department Payroll Tax Concessions. These support funds were applied to our substantial wages costs that were significantly impacted by our reduced budget and SSAF funding. We also had to impose JobKeeper directives for operational staff resulting in reduced hours worked, from 20%-60% reduction in hours for nearly six months, for more than half of our employees.

As the year progressed and the impact of COVID-19, in particular in Perth, was evolving, the Guild was constantly modifying plans and services, to ensure we were compliant with the latest government regulations and health requirements. The limited impact of the virus in WA, seemed to create an initial high demand for student support that then tapered off. As a result we have had approval to carry forward

$50,000 of 2019 SSAF, which was for student COVID-19 support programs, that was unused. As 2021 unfolds, we will ascertain what is required for students’ support, as JobKeeper, Job Seeker and rental amnesty arrangements come to an end.

2020 was the first year of a new audit firm, Moore Australia and we have received positive feedback and an unqualified audit report. They have also provided some feedback on our systems and

some

minor opportunities

for

improvement which we will endeavour to implement during 2021, to ensure we are operating in accordance with best practice and to ensure continuous improvement.

2021 looks to be a more ‘normal’ year in terms of funding and planning, so we look forward to being able to support students

with

new

programs

and

activities that reflect their wants and needs, to ensure they can complete their study journey with the best support and success.

Annual FinancialReport Edith Cowan University Student Guild For the year ended 31 December 2020 ABN 87 081 487 187

Contents Secretariat Report

1

Income & Expenditure Statement

5

Statement of Financial Position

6

Movements in Equity

7

Statement of Cash Flows

8

Notes to the Financial Statements

9

Statement by Senate

17

Auditor’s Independence Declaration

18

Independent Auditor’s Report

19

Independent Auditor’s Review Report

21

Spending Program by SSAF Category

23

Secretariat Report Edith Cowan University Student Guild For the year ended 31 December 2020 Your secretariat members submit the financial report of Edith Cowan University Student Guild for the financial year ended 31 December 2020.

Senate Members The names of senate members who have been in office from 1st December 2019 to 30th November 2020 are:

Committee Member

Position

Elsa Chew

President

Dates Commenced term 1st December 2019 Completed term 30th November 2020 Commenced term 1st December 2019

General Secretary Jackson Herriot

Completed term 30th November 2020

Acting Vice President (Social Activity)

Syed Shah

Vice President (Academic)

Vimal Khetiya

Vice President (Equity & Diversity)

Rajesh Kumar

Vice President (Social Activity)

Brian Njane

International Officer

Rochelle Gotico

Environment/Sustainability Officer

Deepak Sabu

Postgraduate Officer

Dawoon Joo

Postgraduate Officer

Miriam Wedderburn

South West Officer

Mwansa Lwando

South West General Senator

Appointed 24th September 2020 Resigned 3rd November 2020 Commenced term 1st December 2019 Resigned 6th September 2020 (graduated) Commenced term 1st December 2019 Completed term 30th November 2020 Commenced term 1st December 2019 Resigned 22nd September 2020 (no longer a student) Commenced term 1st December 2019 Completed term 30th November 2020 Commenced term 1st December 2019 Resigned 6th September 2020 (graduated) Commenced term 1st December 2019 Resigned 31st July 2020 (job offer in industry) Appointed 7th September 2020 Completed term 30th November 2020 Commenced term 1st December 2019 Completed term 30th November 2020 Appointed 3rd February 2020 Completed term 30th November 2020 Commenced term 1st December 2019

General Senator

Resigned 25th August 2020 to accept VP Academic

Shakeeb Asif Vice President (Academic)

Appointed 7th September 2020 Completed term 30th November 2020 Completed term 30th November 2019

General Senator

Resigned 11th August 2020 to accept Environment/Sustainability Officer

Jamil Ali Environment/Sustainability Officer

Annual FinancialReport

Appointed 11th August 2020 Completed term 30th November 2020

Edith Cowan University Student Guild

1

Sarah Taylor

Commenced term 1st December 2019

General Senator

Completed term 30th November 2020 Commenced Term 1st December 2019

Bandar Zakry

General Senator

Kaustubn Kakad

General Senator

Removed 9 January 2020 for non-compliance with induction requirements Appointed 18th September 2020 Completed term 30th November 2020 Appointed 18th September 2020

General Senator Evan Partridge-Smith

Resigned 9th November 2020 to accept VP Social

Vice President (Social)

Appointed 9th November 2020 Completed term 30th November 2020

The names of senate members who have been in office from 1st December 2020 and at the date of this report are: Committee Member

Position

Dates

Faizan Akram

President

Elected unopposed - Commenced term 1st December 2020

Elsa Chew

General Secretary

Elected unopposed - Commenced term 1st December 2020

Shakeeb Asif

Vice President (Academic)

Elected unopposed - Commenced term 1st December 2020

Greta Mukherjee

Vice President (Equity & Diversity)

Elected unopposed - Commenced term 1st December 2020

Evan Partridge-Smith

Vice President (Social Activity)

Elected unopposed - Commenced term 1st December 2020

Vimal Khetiya

International Officer

Elected unopposed - Commenced term 1st December 2020

Jamil Ali

Environment/Sustainability Officer

Elected unopposed - Commenced term 1st December 2020

Rigin Rajib

Postgraduate Officer

Elected unopposed - Commenced term 1st December 2020

Luke Turner

First Nations officer

Elected unopposed - Commenced term 1st December 2020

Kate Mann

South West Officer

Elected unopposed - Commenced term 1st December 2020

Avani Mogg

South West General Senator

Appointed 17th December 2020

Tambudzai Madenyika

South West General Senator

Appointed 17th December 2020

Sarah Rizwan

General Senator

Elected unopposed - Commenced term 1st December 2020

Sarah Taylor

General Senator

Elected unopposed - Commenced term 1st December 2020

Zair Rizvi

General Senator

Elected unopposed - Commenced term 1st December 2020

Annual FinancialReport

Edith Cowan University Student Guild

2

Meetings of Senate Members During the financial year, a number of Senate meetings were held. Attendances by each of Senate member during the year were as follows: Senate Members Name

Number Eligible to Attend

Number Attended

Elsa Chew - President

9

9

Jackson Herriott – General Secretary/Acting VP Social

9

8

Syed Shah - Vice President (Academic)

7

6

Vimal Khetiya - Vice President (E & D)

9

8

Rajesh Koch - Vice President (Social)

7

7

Brian Njane - International Officer

9

5

Rochelle Gotico – Environment/Sustainability Officer

7

4

Deepak Sabu - Postgraduate Officer

5

5

Dawoon Joo - Postgraduate Officer

2

2

Miriam Wedderburn - South West Officer

9

8

Mwansa Lwando - South West General Senator

8

8

Shakeeb Asif - General Senator/VP Academic

9

8

Jamil Ali - General Senator/ Environment/Sustainability Officer

9

9

Sarah Taylor - General Senator

9

9

Evan Partridge-Smith

2

2

Faizan Akram - President

1

1

Elsa Chew - General Secretary

1

1

Shakeeb Asif - Vice President (Academic)

1

1

Greta Mukherjee - Vice President (E & D)

1

1

Evan Partridge-Smith - Vice President (Social)

1

1

Vimal Khetiya - International Officer

1

1

Luke Turner – First Nations Officer

1

1

Jamil Ali – Environment/Sustainability Officer

1

1

Rigin Rajib - Postgraduate Officer

1

1

Kate Mann - South West Officer

1

1

Zair Rizvi - General Senator

1

1

Sarah Taylor - General Senator

1

1

Sarah Rizwan - General Senator

1

1

2020 Senate (Full Term 1/12/2019-30/11/2020)

2021 Senate (commence 1/12/2020)

Annual FinancialReport

Edith Cowan University Student Guild

3

Income & Expenditure Statement Edith Cowan University Student Guild For the year ended 31 December 2020 Notes

2020

2019

Income _____________________________________________________________________________________________ 1,468,673 1,957,275 SSAF funding 2 102,190 136,440 Other revenue 2 410,350 Government Subsidies 2 (13,263) 23,928 Fair value gains/(loss) on investments – fair value through profit or loss 2 1,967,950 2,117,643 Total income Direct Costs Student support program costs Total direct costs Gross surplus

439,545 439,545

548,048 548,048

1,528,405

1,569,595

110,513 968 44,963 154,811 1,051,842 269,025 5,606 12,539 1,650,267

139,040 3,845 40,968 135,432 1,143,161 135,891 5,709 13,165 1,617,211

(121,862)

(47,616)

-

-

(121,862)

(47,616)

-

-

(121,862)

(47,616)

Indirect Costs Administrative overheads Bad debts Depreciation and amortisation Infrastructure overheads Salaries & wages Salary on-costs Interest & investment costs Election costs Total indirect costs 3

Deficit before income tax expense Income tax expense Deficit after income tax expenses attributable to the members of the Edith Cowan University Student Guild Other comprehensive income for the year, net of tax Total comprehensive income for the year attributable to the members of the Edith Cowan University Student Guild

The income and expenditure statement is to be read in conjunction with the notes accompanying the financial statements.

Annual FinancialReport

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Statement of Financial Position Edith Cowan University Student Guild As at 31 December 2020 Notes

2020

2019

Assets Current Assets Cash and cash equivalents Trade and other receivables Inventory Prepayments Total current assets

4 5

242,130 872,332 24,155 70,823 1,209,440

607,742 513,205 14,096 57,383 1,192,426

301,578 542,888 76,415 920,881

314,841 530,810 82,664 928,315

2,130,321

2,120,741

10 11

305,898 68,193 374,091

202,204 54,993 257,197

12

61,632 61,632

47,084 47,084

435,723

304,281

1,694,598

1,816,460

6

Non-Current Assets Financial assets – at fair value through profit or loss Financial assets – at amortised cost Property, plant and equipment Total non-current assets

7 8 9

Total Assets Liabilities Current Liabilities Trade and other payables Provisions Total Current Liabilities Non-Current Liabilities Provisions Total Non-Current Liabilities Total Liabilities Net Assets Equity Retained earnings Total Equity

1,694,598 1,694,598

1,816,460 1,816,460

The statement of financial position is to be read in conjunction with the notes accompanying the financial statements.

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Movements in Equity Edith Cowan University Student Guild For the year ended 31 December 2020 Notes Equity Opening balance

2020

1,816,460

(Decreases)/increases Deficit for the year Total decreases

2019

1,864,076

(121,862) (121,862)

Total Equity

1,694,598

(47,616) (47,616) 1,816,460

The statement of movement in equity is to be read in conjunction with the notes accompanying the financial statements.

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Statement of Cash Flows Edith Cowan University Student Guild For the year ended 31 December 2020 2020

Notes

2019

Cash flows from operating activities 1,185,751 2,465,056 175,259 568,229 (129) (5,606) (2,084,698) (2,121,105) (336,324) 519,081

Receipts from SSAF grants Receipts from customers and federal government subsidies Interest paid Payments to suppliers and employees Total cash provided by/ (used in) operating activities Cash flows from investing activities

-

644

17,645

22,961

3,859

14,511

Payment for property, plant and equipment

(38,714)

(57,688)

Payments for investments at amortised costs

(12,078)

(21,228)

Total cash outflows from investing activities

(29,288)

(40,800)

(365,612)

478,281

Proceeds from sales of property, plant and equipment Dividends received Interest received

Net increase/(decrease) in cash balance Cash Balances Opening cash balance

4 4

Closing cash balance Movement in cash

607,742 242,130

129,461 607,742

(365,612)

478,281

The statement of cash flows is to be read in conjunction with the notes accompanying the financial statements. .

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Notes to the Financial Statements Edith Cowan University Student Guild For the year ended 31 December 2020 1. Significant Accounting Policies The principal accounting policies adopted in the preparation of the financial statements are set out below. These policies have been consistently applied to all the years presented, unless otherwise stated.

New or amended Accounting Standards and Interpretations adopted The Guild has adopted all new or amended Accounting Standards which became applicable during the current financial reporting period. There were no significant changes to accounting policies as a result of adopting new or amended standards.

There are no accounting standards issued but not yet applied by the Guild which are expected to have a significant impact on the future results or financial position of the Guild.

Basis of preparation In the Senate opinion, the Guild is not a reporting entity because there are no users dependent on general purpose financial statements.

The financial statements are special purpose financial statements prepared in order to satisfy the financial reporting requirements under the Australian Charities and Not-for-profits Commission Act 2012 and the Edith Cowan University Act 1984.

The Senate have determined that the accounting policies adopted are appropriate to meet the needs of the members of Edith Cowan University Student Guild.

These financial statements have been prepared in accordance with the recognition and measurement requirements specified by the Australian Accounting Standards and Interpretations issued by the Australian Accounting Standards Board ('AASB') and the disclosure requirements of AASB 101 'Presentation of Financial Statements', AASB 107 'Statement of Cash Flows', AASB 108 'Accounting Policies, Changes in Accounting Estimates and Errors', AASB 1048 'Interpretation of Standards' and AASB 1054 'Australian Additional Disclosures', as appropriate for not-for-profit oriented entities.

Historical cost convention The financial statements have been prepared under the historical cost convention.

Critical accounting estimates The preparation of the financial statements requires the use of certain critical accounting estimates. It also requires management to exercise its judgement in the process of applying the Guild's accounting policies.

There are no areas involving a higher degree of judgement or complexity, or areas where assumptions and estimates are significant to the financial statements.

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Notes to the Financial Statements Edith Cowan University Student Guild For the year ended 31 December 2020 1. Significant Accounting Policies (continued) Revenue recognition Revenue is recognised when it is probable that the economic benefit will flow to the Guild and the revenue can be reliably measured. Revenue is measured at the fair value of the consideration received or receivable.

SSAF Funding Revenue is recognised in accordance with a fee allocation deed between the Edith Cowan University (the University) and the Guild, pursuant to section 41A(3) of the Edith Cowan University Act 1984, the University must pay the Guild an amount that is not less than 50% of the total amount of the annual amenities and services fees collected.

Sales revenue Events, fundraising and raffles are recognised when received or receivable.

Other revenue Other revenue is recognised when it is received or when the right to receive payment is established.

Income tax As the Guild is a charitable institution in terms of subsection 50-5 of the Income Tax Assessment Act 1997, as amended, it is exempt from paying income tax.

Current and non-current classification Assets and liabilities are presented in the statement of financial position based on current and non-current classification.

An asset is classified as current when: it is either expected to be realised or intended to be sold or consumed in the Guild's normal operating cycle; it is held primarily for the purpose of trading; it is expected to be realised within 12 months after the reporting period; or the asset is cash or cash equivalent unless restricted from being exchanged or used to settle a liability for at least 12 months after the reporting period. All other assets are classified as non-current.

A liability is classified as current when: it is either expected to be settled in the Guild's normal operating cycle; it is held primarily for the purpose of trading; it is due to be settled within 12 months after the reporting period; or there is no unconditional right to defer the settlement of the liability for at least 12 months after the reporting period. All other liabilities are classified as noncurrent.

Cash and cash equivalents Cash and cash equivalents include cash on hand, credit cards, deposits held at call with financial institutions, other short-term, highly liquid investments with original maturities of three months or less that are readily convertible to known amounts of cash and which are subject to an insignificant risk of changes in value.

Trade and other receivables Other receivables are recognised at amortised cost, less any provision for impairment.

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Notes to the Financial Statements Edith Cowan University Student Guild For the year ended 31 December 2020 1. Significant Accounting Policies (continued) Property, plant and equipment Plant and equipment is stated at historical cost less accumulated depreciation and impairment. Historical cost includes expenditure that is directly attributable to the acquisition of the items.

Depreciation is calculated on a diminishing value basis to write off the net cost of each item of property, plant and equipment (excluding land) over their expected useful lives as follows: Buildings

40 years

Freehold improvements

15 years

Plant and equipment

3-10 years

Motor vehicles

5-7 years

Office equipment

3-5 years

The residual values, useful lives and depreciation methods are reviewed, and adjusted if appropriate, at each reporting date.

An item of property, plant and equipment is derecognised upon disposal or when there is no future economic benefit to the Guild. Gains and losses between the carrying amount and the disposal proceeds are taken to profit or loss.

Impairment of non-financial assets Non-financial assets are reviewed for impairment whenever events or changes in circumstances indicate that the carrying amount may not be recoverable. An impairment loss is recognised for the amount by which the asset's carrying amount exceeds its recoverable amount.

Recoverable amount is the higher of an asset's fair value less costs of disposal and value-in-use. The value-in-use is the present value of the estimated future cash flows relating to the asset using a pre-tax discount rate specific to the asset or cashgenerating unit to which the asset belongs. Assets that do not have independent cash flows are grouped together to form a cash-generating unit.

Trade and other payables These amounts represent liabilities for goods and services provided to the Guild prior to the end of the financial year and which are unpaid. Due to their short-term nature they are measured at amortised cost and are not discounted. The amounts are unsecured and are usually paid within 30 days of recognition.

Employee benefits Short-term employee benefits Liabilities for wages and salaries, including non-monetary benefits, annual leave and long service leave expected to be settled wholly within 12 months of the reporting date are measured at the amounts expected to be paid when the liabilities are settled.

Other long-term employee benefits The liability for annual leave and long service leave not expected to be settled within 12 months of the reporting date are measured at the present value of expected future payments to be made in respect of services provided by employees up to the reporting date using the projected unit credit method. Consideration is given to expected future wage and salary levels, experience of employee departures and periods of service.

Defined contribution superannuation expense Contributions to defined contribution superannuation plans are expensed in the period in which they are incurred.

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Notes to the Financial Statements Edith Cowan University Student Guild For the year ended 31 December 2020 1. Significant Accounting Policies (continued) Fair value measurement When an asset or liability, financial or non-financial, is measured at fair value for recognition or disclosure purposes, the fair value is based on the price that would be received to sell an asset or paid to transfer a liability in an orderly transaction between market participants at the measurement date; and assumes that the transaction will take place either: in the principal market; or in the absence of a principal market, in the most advantageous market.

Fair value is measured using the assumptions that market participants would use when pricing the asset or liability, assuming they act in their economic best interests. For non-financial assets, the fair value measurement is based on its highest and best use.

Financial instruments Initial recognition and measurement Financial assets and financial liabilities are recognised when the Guild becomes a party to the contractual provisions of the instrument. For financial assets, this is equivalent to the date that the Guild commits itself to either purchase or sell the asset (ie trade date accounting is adopted).

Financial instruments are initially measured at fair value plus transactions cost except where the instrument is classified ‘at fair value through profit or loss’ in which case transactions costs are expensed to profit or loss immediately.

Classification and subsequent measurement Financial instruments are subsequently measured at either fair value, amortised cost using the effective interest rate method, or cost. Fair value represents the amount for which an asset could be exchanged or a liability settled, between knowledgeable, willing parties. Where available, quoted prices in an active market are used to determine fair value. In other circumstances, valuation techniques are adopted.

Amortised cost is calculated as (i) the amount at which the financial asset or financial liability is measured at initial recognition, (ii) less principal repayments, (iii) plus or minus the cumulative amortisation of the difference, if any, between the amount initially recognised and the maturity amount calculated using the effective interest method, and (iv) less any reduction or impairment. The effective interest method is used to allocate interest income or interest expenses over the relevant period and is equivalent to the rate that exactly discounts estimated future cash payments or receipts (including fees, transaction costs or other premiums or discounts) through the expected life (or when this cannot be reliably predicted, the contractual term) of the financial instrument to the net carrying amount of the financial asset or financial liability. Revisions to expected future net cash flows will necessitate an adjustment to the carrying value with a consequential recognition of an income or expense in profit or loss.

Financial assets at fair value through profit or loss Financial assets at fair value through profit or loss are either: i) held for trading, where they are acquired for the purpose of selling in the short-term with an intention of making a profit; or ii) designated as such upon initial recognition, where they are managed on a fair value basis or to eliminate or significantly reduce an accounting mismatch. Except for effective hedging instruments, derivatives are also categorised as fair value through profit or loss. Fair value movements are recognised in profit or loss.

Goods and Services Tax ('GST') and other similar taxes Revenues, expenses and assets are recognised net of the amount of associated GST, unless the GST incurred is not recoverable from the tax authority. In this case it is recognised as part of the cost of the acquisition of the asset or as part of the expense.

Receivables and payables are stated inclusive of the amount of GST receivable or payable. The net amount of GST recoverable from, or payable to, the tax authority is included in other receivables or other payables in the statement of financial position.

Cash flows are presented on a gross basis. The GST components of cash flows arising from investing or financing activities which are recoverable from, or payable to the tax authority, are presented as operating cash flows.

Commitments and contingencies are disclosed net of the amount of GST recoverable from, or payable to, the tax authority.

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Notes to the Financial Statements Edith Cowan University Student Guild For the year ended 31 December 2020 2020

2019

1,468,673

1,957,275

Book sales

11,043

20,946

Dividends income

17,645

22,961

Insurance recovery

1,655

-

Interest income

3,859

12,090

2. Revenue SSAF funding Other revenue

Merchandise sales Other revenue

14

55

19,892

3,906

-

(993)

48,082

77,475

102,190

136,440

Jobkeeper

310,350

-

ATO cashflow boost

100,000

-

Total government subsidies

410,350

-

Fair value gains/(loss) on investments – fair value through profit or loss

(13,263)

23,928

1,967,950

2,117,643

44,963 111,096

35,909 5,059 117,882

Bank accounts Other cash items

244,857 3,681

608,019 2,724

Total cash balances Less: credit cards

248,538 (6,408)

610,743 (3,001)

Total cash and cash equivalents

242,130

607,742

Proceeds from sale of assets Ticket sales Total other revenue Government subsidies

Total Revenue

3. Expenses Deficit before income tax includes the following specific expenses: Depreciation Amortisation Superannuation

4. Cash and cash equivalents

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Notes to the Financial Statements Edith Cowan University Student Guild For the year ended 31 December 2020 2020

2019

5. Trade and other receivables

_____

Accounts receivable Sundry Debtors Other debtors - student loans Less: provision for expected credit losses Accrued income Total trade and other receivables

6. Prepayments

836,340

511,799

34,650

-

2,942

3,998

(1,635)

(2,261)

35

(331)

872,332

513,205

________________________________

Prepayments – other Prepayments – insurance Total prepayments

44,363 26,400 70,823

39,657 17,726 57,383

7. Financial assets – at fair value though profit or loss

______

Non-current Asset Plan B/IOOF – Managed Fund – Investment Plan B/IOOF – Managed Fund – Change in Market Value Total financial assets – at fair value though profit or loss

8. Financial assets – at amortised cost

350,680 (49,102) 301,758

350,680 (35,839) 314,841

________________

Non-current Asset Term deposit Plan B/IOOF – Managed Fund – Cash Total financial assets – at amortised cost

378,405 164,483 542,888

9. Property plant and equipment

378,405 152,405 530,810

_____________________

Low Value Assets ($300-$1000) – at cost Low Value Assets - acc dep Total Plant and Equipment (Low Value Pool) at cost

32,231 (32,231) -

29,071 (29,071) -

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

33,266 (27,597) 5,669

44,492 (33,636) 10,856

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

10,847 (10,507) 340

10,847 (10,280) 567

P & E - JO - at cost P & E - JO - acc dep Total Plant and Equipment (JO) at cost

193,667 (123,261) 70,406

190,327 (119,086) 71,241

76,415

82,664

Total Property, Plant and Equipment

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Notes to the Financial Statements Edith Cowan University Student Guild For the year ended 31 December 2020 2020

10. Trade and other payables

2019

_____________________________

Trade creditors Sundry creditors General accruals Payroll accruals GST Deferred income Deferred SSAF income Lotterywest grant Total trade and other payables

44,380 4,590 83,409 24,348 2,181 50,000 96,990 305,898

11. Provisions

104,439 522 3,547 78,266 15,430 202,204

______________________________________

Current Long service leave

-

11,831

Annual leave

68,193

43,162

Total provisions

68,193

54,993

12. Non-Current Provision

_________________________________

Non-current Long service leave

61,632

47,084

Total provisions

61,632

47,084

13. Remuneration of auditors

_________________________

The following fees were paid or payable for services provided by RSM Australia Pty Ltd for 2019 and Moore Australia for 2020 for the auditor of the Guild: Audit services Total remuneration of auditors

6,000 6,000

14. Continent liabilities

6,700 6,700

________________________________

The Guild had no contingent liabilities as at 31 December 2020 and 31 December 2019.

15. Commitments

_______________________________

The Guild had no commitments for expenditure as at 31 December 2020 and 31 December 2019.

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Notes to the Financial Statements Edith Cowan University Student Guild For the year ended 31 December 2020 16. Events after the reporting period

___________________________

The Guild’s financial statements have been prepared based upon conditions existing as at 31 December 2020 and considering those events occurring subsequent to that date, that provide evidence of conditions that existed at the end of the reporting period. As the outbreak of COVID-19 is largely under control in Western Australia, its impact is considered to have a minor effect on the business conditions for the Guild and accordingly, no adjustments have been made to the financial statements as at 31 December 2020 for the impacts of COVID-19.

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16

Moore Australia Audit (WA) Level 15, Exchange Tower, 2 The Esplanade, Perth, WA 6000 PO Box 5785, St Georges Terrace, WA 6831 T +61 8 9225 5355 F +61 8 9225 6181 www.moore-australia.com.au

AUDITOR’S INDEPENDENCE DECLARATION UNDER SUBDIVISION 60-40 OF THE AUSTRALIAN CHARITIES AND NOT-FOR-PROFITS COMMISSION ACT 2012 TO EDITH COWAN UNIVERSITY STUDENT GUILD

I declare that, to the best of my knowledge and belief, during the year ended 31 December 2020 there have been: a)

no contraventions of the auditor’s independence requirements of the Australian Charities and Notfor-profits Commission Act 2012 in relation to the audit; and

b)

no contraventions of any applicable code of professional conduct in relation to the audit.

GREG GODWIN PARTNER

MOORE AUSTRALIA AUDIT (WA) CHARTERED ACCOUNTANTS

Signed at Perth this 14th day of April 2021.

18 Moore Australia Audit (WA) – ABN 16 874 357 907.

An independent member of Moore Global Network Limited - members in principal cities throughout the world.

Liability limited by a scheme approved under Professional Standards Legislation.

Moore Australia Audit (WA) Level 15, Exchange Tower, 2 The Esplanade, Perth, WA 6000 PO Box 5785, St Georges Terrace, WA 6831 T +61 8 9225 5355 F +61 8 9225 6181

INDEPENDENT AUDITOR’S REPORT TO THE SENATE OF EDITH COWAN UNIVERSITY STUDENT GUILD

www.moore-australia.com.au

Report on the Audit of the Financial Report Opinion We have audited the financial report of Edith Cowan University Student Guild (the Guild), which comprises the statement of financial position as at 31 December 2020, the income and expenditure statement, the statement of movements in equity and the statement of cash flows for the year then ended, and notes to the financial statements, comprising a summary of significant accounting policies and the statement by members of the Senate.

In our opinion, the accompanying financial report of Edith Cowan University Student Guild has been prepared in accordance with Division 60 of the Australian Charities and Not-for-profits Commission Act 2012 (ACNC ACT) and the Edith Cowan University Act 1984, including: giving a true and fair view of the Guild’s financial position as at 31 December 2020 and of its performance and cash flows for the year then ended; and complying with Australian Accounting Standards to the extent described in Note 1, the Edith Cowan University Act 1984 and Division 60 of the Australian Charities and Not-for-profits Commission Regulation 2013.

Basis for Opinion We conducted our audit in accordance with Australian Auditing Standards. Our responsibilities under those standards are further described in the Auditor’s Responsibilities for the Audit of the Financial Report section of our report. We are independent of the Guild in accordance with the independence requirements of Section 60-40 of the Australian Charities and Not-for-profits Commission Act 2012 and the ethical requirements of the Accounting Professional Accountants and Ethical Standards Board’s APES 110 Code of Ethics for Professional Accountants (the Code) that are relevant to our audit of the financial report in Australia. We have also fulfilled our other ethical responsibilities with the Code.

We confirm that the independence declaration required by the ACNC ACT, provided to the Senate of Edith Cowan University Student Guild, would be in the same terms if provided to the Senate as at the time of this auditor’s report.

We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion.

Basis of Accounting We draw attention to Note 1 to the financial report, which describes the basis of accounting. The financial report has been prepared for the purpose of fulfilling the Guild’s financial reporting responsibilities under the Edith Cowan University Act 1984 and Australian Charities and Not-for-profits Commission Act 2012.

As a result, the financial report may not be suitable for another purpose. Our opinion is not modified in respect of this matter.

Responsibilities of the Senate of the Guild for the Financial Report The Senate of the Guild are responsible for the preparation of this financial report that gives a true and fair view in accordance with Australian Accounting Standards and have determined that the basis of preparation described in Note 1 to the financial report is appropriate to meet the requirements of the Edith Cowan University Act 1984 and the Australian Charities and Not-for-profits Commission Act 2012 and for such internal control as the Senate determine is necessary to enable the preparation of the financial report that is free from material misstatement, whether due to fraud or error.

19 Moore Australia Audit (WA) – ABN 16 874 357 907.

An independent member of Moore Global Network Limited - members in principal cities throughout the world.

Liability limited by a scheme approved under Professional Standards Legislation.

INDEPENDENT AUDITOR’S REPORT TO THE SENATE OF EDITH COWAN UNIVERSITY STUDENT GUILD (CONTINUED) Responsibilities of the Senate of the Guild for the Financial Report (continued) In preparing the financial report, the Senate of the Guild are responsible for assessing the Guild’s ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless the Senate of the Guild either intends to liquidate the Guild or to cease operations, or has no realistic alternative but to do so.

The Senate of the Guild is responsible for overseeing the Guild’s financial reporting process.

Auditor’s Responsibilities for the Audit of the Financial Report Our objectives are to obtain reasonable assurance about whether the financial report is free from material misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable assurance is a high level of assurance but is not a guarantee that an audit conducted in accordance with Australian Auditing Standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of the users taken on the basis of the financial report.

A further description of our responsibilities for the audit of the financial report is located at the Auditing and Assurance Standards Board website at http://www.auasb.gov.au/auditors_responsibilities/ar4.pdf.

This description forms part of our audit report.

Report on Other Legal and Regulatory Requirements In accordance with the requirements of Section 60-45(3)(b) of the ACNC Act, in our opinion there are no deficiencies, failures or shortcomings in respect of the matters referred to in Section 60-30(3)(b), (c) or (d) of the ACNC Act.

GREG GODWIN PARTNER

MOORE AUSTRALIA AUDIT (WA) CHARTERED ACCOUNTANTS

Signed at Perth this 20th day of April 2021.

20

Moore Australia Audit (WA) Level 15, Exchange Tower, 2 The Esplanade, Perth, WA 6000 PO Box 5785, St Georges Terrace, WA 6831 T +61 8 9225 5355 F +61 8 9225 6181 www.moore-australia.com.au

INDEPENDENT AUDITOR’S REVIEW REPORT TO THE SENATE OF EDITH COWAN UNIVERSITY STUDENT GUILD Report on the Financial Report Opinion We have reviewed the accompanying financial report of Edith Cowan University Student Guild (the Guild), which comprises the spending program by SSAF category for the year ended 31 December 2020.

Based on our review, which is not an audit, nothing has come to our attention that causes us to believe that the financial report of Edith Cowan University Student Guild does not accurately reflect the allocation of costs to the relevant programs.

Basis of Opinion We conducted our review in accordance with ASRE 2410 Review of a Financial Report performed by the Independent Auditor of the Entity. Our responsibilities are further described in the Auditors Responsibilities for the Review of the Financial Report section of our Report.

Basis of Accounting The financial report has been prepared for the purpose of fulfilling the Guild’s financial reporting responsibilities under the SSAF Deed. As a result, the financial report may not be suitable for another purpose.

Emphasis of Matter – Basis of Accounting and Restriction on Distribution The financial report is prepared to assist the Guild to comply with the SSAF agreement referred to above.

As a result, the financial report may not be suitable for another purpose. Our report is intended solely for the Guild and Edith Cowan University and should not be distributed to or used by parties other than the Guild and Edith Cowan University.

Responsibility of the Senate of the Guild for the Financial Report The Senate of the Guild are responsible for the preparation of the financial report that gives a true and fair view in accordance with the SSAF Deed and for such internal control as the Senate determine is necessary to enable the preparation of the financial report that is free from material misstatement, whether due to fraud or error.

Auditor’s Responsibility Our objectives are to obtain reasonable assurance about whether the financial report as a whole is free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our opinion. Reasonable assurance is a high level of assurance but is not a guarantee that an audit conducted in accordance with the Australian Auditing Standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of this financial report.

A further description of our responsibilities for the audit of the financial report is located at the Auditing and Assurance Standard Board website at http://www.auasb.gov.au/auditors_files/ar4.pdf. This description forms part of our audit report.

21 Moore Australia Audit (WA) – ABN 16 874 357 907.

An independent member of Moore Global Network Limited - members in principal cities throughout the world.

Liability limited by a scheme approved under Professional Standards Legislation.

INDEPENDENT AUDITOR’S REVIEW REPORT TO THE SENATE OF EDITH COWAN UNIVERSITY STUDENT GUILD (CONTINUED) Independence In conducting our review, we have complied with the ethical requirements of the Accounting Professional Accountants and Ethical Standards Board’s APES 110 Code of Ethics for Professional Accountants (the Code) that are relevant to our audit of the financial report in Australia. We have also fulfilled our other ethical responsibilities with the Code.

We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion.

GREG GODWIN PARTNER

MOORE AUSTRALIA AUDIT (WA) CHARTERED ACCOUNTANTS

Signed at Perth this 20th day of April 2021.

22

Spending Program by SSAF Category Edith Cowan University Student Guild For the year ended 31 December 2020

23

Spending Program by SSAF Category Edith Cowan University Student Guild For the year ended 31 December 2020

24