Update to C&s operations

The University has outlined changes to planned University activities in response to the ongoing developments surrounding the COVID-19 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
With restrictions easing in Melbourne, clubs may be wondering when in-person events can resume.  At this time, C&S can confirm that booking requests can now be made directly with Monash Venues for on-campus club activities in 2021 and shall be subject to final approval.  It should be noted that even lawn spaces need to be booked. 

Unfortunately we are not able to provide an update with regards to the conduct of off-campus events.  Based on this, clubs are reminded that the club is not allowed to organise a gathering in the club's name. There must be no connection with the club (which includes MSA and Monash by affiliation) unless a risk assessment and COVIDSafe plan has been approved by MSA and the University through S.A.R.A.H (Safety and Risk Analysis Hub). 


Although on-campus event requests can be made, we encourage clubs to continue exploring 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.  Clubs are also asked and encouraged to still consider using online mediums such as Skype or Zoom to facilitate their meetings.

Clubs are reminded that 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
 
STATUS OF C&S SERVICES
The C&S Office will be closed from Wednesday 23 December, 2020 and will re-open from Monday 11 January, 2021.  However, staff and Executive members will be transitioning back to the office in a safe and phased return.  Importantly, the office will not be open every day of the week.  This staggered return means that we will still be working from home, with some in-person attendance in the office.  C&S staff members will continue to be available to support clubs throughout this transition however the following implications on the way in which services and resources are delivered to clubs still apply:       

-  Clubs wishing to speak with a specific staff member are encouraged to contact them directly to make either an in-person or zoom meeting appointment.  
- Walk-in's to the C&S Office without an appointment, are not possible during this transition period. 
-  Clubs needing to submit paperwork will be required to continue downloading the relevant documents from www.monashclubs.org until further notice.  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 'Club Admin' 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. 
-  Until further notice all C&S Workshops (including the Audit and Treasurer Workshops) will be conducted online and future workshop dates can be viewed here
 

status of administrative due dates 
Jan - jun 2020 AUDIT SUBMISSION
Information regarding the July - December 2021 audit period will be released in the new year.  Further information can be found here.   
 
Club Annual General Meeting (AGM) or Extraordinary General Meeting (EGM) 
Following legal advice, clubs will not be required to hold a general meeting, unless otherwise notified by the C&S Executive, or the club resolves to do so. 

However, for those clubs wishing to conduct general meetings, you must do so online.  More information relating to online general meetings can be found here.  

SUPPORT FOR CLUBS
CLUB GRANTS
Due to the reduction in financial support which the Monash Student Association receives from Monash University, 2020 has seen a number of departments and divisions within MSA experience budgetary pressures.  This financial pressure has unfortunately affected the Grants Program that is offered by C&S to our clubs.  Further information regarding this situation and its impact can be found here

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