Update to C&s operations

The University has outlined changes to planned University activities in response to the ongoing developments surrounding the novel coronavirus emergency. 
 
These changes will have an impact on the planned operations, events, activities and services of Clubs & Societies.
 
This page will serve as an up-to-date source of information about the impact of university arrangements on club operations, as well as the C&S and MSA resources and support available to clubs.  

STATUS OF C&S EVENTS AND ACTIVITIES
All club in-person and face-to-face events, activities and services, regardless of size, must be postponed or cancelled until further notice

We encourage clubs to explore alternative means of running events, activities and services such as employing online tools like Zoom or Facebook to engage with their members for the time being.

The above directive must be strictly adhered to.  Failure to cancel or postpone a planned event will likely result in the club being found guilty of club misconduct under Section 7.1.1.(ii) of the C&S Constitution and penalties can apply.  The C&S Constitution and Regulations can be found here

Clubs are asked not to meet in person unless absolutely necessary, at which point they must exercise social distancing practices (no less than 1.5 metres between people) and good hygiene.  Clubs are encouraged to use online mediums such as Skype or Zoom to facilitate their meetings. 

STATUS OF C&S SERVICES
The C&S Office is now closed for face-to-face enquiries until further notice.
C&S staff members will still be available to support clubs.  However, this decision will have some implications on the way in which services and resources are delivered to clubs. 

-  Clubs wishing to meet with a staff member are encouraged to email the relevant staff member to organise a time to speak via phone, arrange a Zoom meeting or make alternate arrangements. 
-  Clubs needing to submit paperwork will be required to download the relevant documents from www.monashclubs.org.  After completing all relevant information, the forms should then be submitted to C&S via email, vera.pyne@monashclubs.org
      * Forms are accessible in the 'Clubs Only' section of the C&S website.  Remember to log-in as the club          or use the clubs' generic log-in details in order to access this area. 

      * Clubs will need to retain the original copy of all forms for submission to the C&S team at a later date. 
-  Clubs who need to submit or resubmit hard copies of the Audit will need to email enquiries@monashclubs.org to organise a time to submit the appropriate information. 
-  The C&S Training Day has been postponed, with no new date yet confirmed. 
-  All C&S Workshops (including the Audit and Treasurer Workshops) have been suspended until further notice.  

 
C&S understands that the lack of access to important resources may leave clubs and club leaders feeling uncertain.  If you require any assistance with day-to-day club operations please do not hesitate to email enquiries@monashclubs.org or a relevant staff member from the C&S team.  

status of administrative due dates 

JUL - DEC 2019 AUDIT SUBMISSION
The date has been extended until Tuesday 17th March, 2020 for submission of physical and online Audit documents. Clubs are still able to submit earlier, where possible.

2020 Annual Registration Pack
To re-register the club and maintain C&S affiliation, the completed 'Registration Pack' will now be due on or before Friday 5th June, 2020.  Please note, C&S has waived the minimum membership requirement of 40 ordinary members previously needed to maintain affiliation for Semester 1, 2020.
 
Club Annual General Meeting (AGM) or Extraordinary General Meeting (EGM) 
Clubs needing to hold elections at an AGM or a by-election at an EGM during March 2020 to comply with  constitutional requirements have been approved to hold their elections in either the month of March, or the month of April and still have the election results recognised. 

SUPPORT FOR CLUBS

CLUB GRANTS
Due to the cancellation of club events and O-Fest, C&S has resolved to use the 2019 club membership numbers for the administration of the 2020 C&S Grants Programme.  This will take effect for all clubs, unless their 2020 membership numbers exceed those of 2019.

UPDATED information FOR ALL OTHER MSA SERVICES AND EVENTS
For up-to-date information on all other MSA affected services and events, please click here