Skip to content

Club Affiliation & Resources

Why affiliate with QUT Guild?

Affiliated Student Clubs & Societies receive access to funding, support and a range of opportunities. This includes: 

  • Funding Opportunities: Access subsidies, grants, and sponsorships to fund your club’s activities.
  • Exclusive Resources: Borrow equipment, book spaces, and use templates to streamline your operations.
  • Guidance & Support: Get help with club management, fundraising, event planning, and promoting your initiatives.

Ready to take your club to the next level? Learn how to affiliate below. 

Affiliation Process

Follow these steps to become an official QUT Guild Affiliated Club:

Step 1: Create your single sign-in Rubric account

Start affiliation by creating a single sign-in account through the Rubric App.

Step 2: Submit an EOI to Affiliate

You will need to collect at least 20 signatures and submit it with your EOI form and proposed Club Constitution to be considered for affiliation.

Download the EOI to Affiliate and Constitution Templates through Rubric.

Submit the completed form through Rubric.

Step 3: Attend induction and write a constitution

After your EOI is approved by the Clubs and Societies Committee, you will need to attend an induction with your team members.

At the induction, you will be reviewing the Constitution you have proposed and making any necessary amendments.

Step 4: Hold an IGM and notify QUT Guild Clubs

After your Constitution is approved, you will need to hold an Inaugural General Meeting (IGM) where your constitution must be passed by your members and Club Executives are elected. You must notify 7 days prior to your IGM.

Download and submit your IGM Documents on Rubric after the meeting:

  • IGM Agenda
  • IGM Minutes
  • IGM Attendance List
  • Executive Contact Details
  • IGM Checklist
  • Membership List

You can log in to your existing club’s Rubric account to access the IGM documents submission form. If you do not have a Rubric account, follow from the first step.

Step 5: Receive your letter of affiliation

Congrats, you’ve made it to the final stage! After your IGM documents are approved you will receive an Affiliation Agreement from the Clubs Department and your Rubric account will be approved for affiliation.

Club Resources

We know that running a club or society can be a huge task. Here are some resources and training materials to help make the process as smooth as possible. 

Document Templates

Inaugural General Meeting (IGM) Templates 

These documents are to be submitted 7 days after your IGM has been held. 

Annual General Meeting (AGM) Templates 

The agenda is to be submitted to the Guild and club members 14 days before the AGM. AGM submission is to be submitted 7 days after the AGM has been held.

Affiliation EOI & Constitution Template 

QUT Guild Unincorporated Club Constitution Template

Event Planning & Campus Bookings 

Bookings must be submitted at least 30 days prior to event date, please include the Event Safety Checklist and relevant Event Spaces Map in your submission: 

Must be submitted 14 days prior to event date 

Must be submitted 14 days prior to event date 

Club Governance Training Videos

Need more guidance on Club Governance? View our training modules here. 

Rubric Support

Rubric is a management platform that allows Affiliated Clubs to apply for grant and funding at QUT Guild, manage club memberships, events, sales and more.

The platform comes with a mobile app, which students can use to sign up to your club, buy tickets to club events and merch and receive email and text communications directly from your club.

Additional support and help can be found in the Rubric Guide. For enquiries related to Rubric, please email