Club FAQ's

How do I join a club?

View our list of clubs and societies here. Scroll through this list and click on a club you'd like to join. You can then join/renew your club membership, view their Facebook page or email the club organisers of this club.

How do I contact the Clubs and Societies Officer?

The LTSU Clubs and Societies Officer works from Monday - Wednesday every week. They can be contacted on 9479 3752 or clubsofficer@latrobe.edu.au

Where is my club's pigeonhole?

Each club has a pigeonhole where letters, mail and other items are placed for collection. The pigeonholes are sorted A-Z by club name, and should be checked at least every month. The pigeonholes are located behind the reception desk at LTSU, level 2 upper Agora West, along the wall next to the Board Room. You can access this either by asking LTSU reception, or by coming into the LTSU office through the Office Bearer entry side (sliding glass doors behind Grain express, near the SHE admin building).

When are end of year deadlines (new affiliation, grants)

New clubs affiliation must go through to affiliate for current year by: Last Clubs council of the year: Grants over $400 must have gone through (including GARC the day before) by: Last council of the year: Last day to submit grants under $400 to Clubs Officer: November 30.

How do I RSVP to the Clubs Festival?

To RSVP to the 2017 Clubs and Society Festival simply follow **this link**, and fill out then submit the online form.

Do I have to affiliate my group in order to have a club / society at La Trobe Uni?

No, you can have an 'unofficial' club at La Trobe Uni that meets in your own time. However in order to access funds, have a website and be included in our promotions and huge clubs events, you do have to complete the process of affiliation. 75+ clubs and societies complete this process every year.

How do I advertise my club's AGM as an event on our LTSU website?

Learn how to advertise events **here**.

My club / society completed the affiliation process / handed in an Endorsed Bank Statement (or other document) last year. Do we still have to undergo affiliation this year?

Yes, affiliation is a yearly process for ALL groups, new and old.

Why is the affiliation process so complicated / lengthy?

This is because LTSU has to meet a number of requirements outlined by the LTSU Clubs and Societies Constitution and Finance audit requirements. The Constitution was established by students and strives to ensure that all students of La Trobe are able to join all clubs and societies. The steps in the affiliation process reflect this (for example, the requirement to advertise AGMs for a week on the LTSU website).

Holding AGM's at the end of the year / Getting ready to re-affiliate for the next year

Affiliation is a yearly process. Your club can hold your AGM and be completely ready to affiliate in the new year if you hold your AGM and complete all of your documents after October 1. If all your affiliation documents are finalised and submitted to the Clubs and Societies Officer after October 1 you can simply wait for a vote of approval in the first Council of the new year. The advantage of this is that you can have a head start on applying for grants in the new year (able to apply for grants as soon as you have re-affiliated); not worry about having to chase executive members for signatures over the holidays; and while you're at it make life easier for LTSU staff. If you submit your affiliation paperwork by Census date of the new year, AND RSVP and attend to Oweek Clubs Carnival, we will grant you an Orientation Grant of $200.

When must new clubs affiliate by?

New clubs can affiliate with LTSU at any time, however this should be done before the last Clubs Council of the year as new clubs must be voted in by Council for their affiliation to count.

How do I book a room for an AGM?

Book the LTSU boardroom (next to LTSU reception, open Mon to Fri 9 to 5) - call 9479 2314

Book rooms on campus - email rooms.bu@latrobe.edu or call 9479 2015

Book a room in the Union building - call 9479 2456

My idea for a club / society was rejected. Why is this?

LTSU may only affiiliate clubs of a non-sporting nature. Sporting clubs should contact the Sports Centre. As LTSU only has limited funding and resources, groups that do not reach 10 members or are not significantly different from other existing groups are not able to affiliate with LTSU. You can still exist as a private group or unofficial club however, see above.

HELP how do I run an event? How do I book campus space and event resources? What about insurance?

Find helpful guides in the Resources page to answer all questions about holding events.

How do I book space in the Agora, hire a BBQ,marquee or trestle table? How do I book the LTSU board room?

Simply book all these and more on the LTSU Booking Request System (new in 2017)

What are grants?

LTSU assigns each affiliated club or society a budget each semester. You can only access this funding through applying for individual grants (a sum of money given by LTSU for a particular purpose). Once grants have been approved LTSU can transfer the requested money into your bank account. Read 'Events Overview' on the **Resources** page of this website to answer all questions about events.

How much money does my club / society get per semester?

This amount changes every semester as LTSU is dependent on funding from La Trobe Uni which changes every year, and because the amount of affiliated clubs and societies changes every year. Contact the Clubs and Societies Officer to find out your current budget. Please note funds are only available to groups that have finalised affiliation with LTSU (officially approved through Council). New clubs cannot get funding from events occurring before their affiliation date with LTSU.

My club has an event coming up. Can LTSU transfer money into our bank account for this?

The LTSU can help you financially with events, functions and more. However you must apply for an exact amount, as shown on either an official quote or receipt that you already have, through our **grants page**.

What is the usual processing time for grants?

Grants under $400 are processed at the start of each week and take a minimum approximately one week to process. Grants over $400 are processed 8 times a year during the semester, firstly at CSAC (Clubs and Societies Administration Committee) and then at the relevant Council. These take between one week and one month to process during semester, and cannot be processed outside of semester.

How do I get or use a club photocopying / printing card?

Affiliated clubs must first apply for a card (note: takes about two weeks to receive your card). You can request a $25 print / photocopy card up to 4 times a year, each A4 page is 4c. This price comes out of your clubs budget. If you lose your card or use up your balance, contact the Clubs and Societies Officer. The Clubs and Societies Officer will let you know when your card has arrived at LTSU; you can then pick it up at reception. You may photocopy and print at the library and Cafe Digital (in Student Hub). Use the card to release printing jobs at the Print Release terminals. You cannot print in colour.

How do I track spending / keep a budget for my club?

Planning your budget can be confusing as funding changes every year. Check in with the Clubs and Societies officer at the start of every semester to find out your budget allocated for this time period. Please note, money available in your budget can only be accessed through applying for grants as outlined on the **grants page**. It's a really good idea to keep a budget - **here's** an easy to use template tracking all income / expenditure: Clubs and Societies Budget template. Find a factsheet with tips on monitoring your finances written by the LTSU Finance department by clicking **here**.

How does my club / society access our bank account or make payments?

Every year your club affiliates, at least two members of the executive Each group must have their own bank account under their exact club / society name. Each year, two (or more) executive members must become account signatories. This information is displayed on the Endorsed Bank Account statement submitted to LTSU as part of the Affiliation process. As the LTSU constitution requires two representatives of each group to co-sign money withdrawals or payments, most banks do not allow phone or internet banking. To action a money transfer or withdraw cash, two of the account signatories must go in person into (any) of your bank's branches and either withdraw cash or ask to transfer money as required.

New website instructions

Instructions to go here.

I'm from Mildura / Shepparton campus. How do I start up a club?

Please view the 'Start A New Club' page and get into contact with your local student association; Mildura Students Association or Shepparton Student Association. Together the Clubs and Societies Office in Bundoora and your local student association can help you through the process of affiliating a club. LTSU has a finite amount of resources and support for regional campuses at this stage but are doing our best to improve this in the future.