Step 1: Apply
Step 2: Write your Constitution
Congratulations on being provisionally affiliated! Now, you need to write a Constitution for your club. This is an important document, and needs to be sent to us for approval 14 days before you hold your Initial General Meeting (more on that in the next step).
Your Club Constitution is the written policy that governs your Club, as agreed by the members of the Club. Executives should use it as a reference to know how to run the Club and what must be done throughout the year. Requirements specified in a Club’s Constitution must be adhered to. In order to remain affiliated with the QUT Guild, your Club Constitution can only be changed at a General Meeting of your Club, and only after having the changes approved by the Clubs team. Any breaches may result in the suspension of your Club's affiliation with QUT Guild until the issue has been resolved, or your Club may be disaffiliated altogether.
We provide you with a Model Constitution as a guide – you may modify this to fit your club, but there are some things which must be included at a minimum. Remember, this is an important document, and if you don't put effort into it won't be approved.
Now you can submit your constitution to us for approval, at least 14 days before you wish to hold your IGM, and proceed to the next step.
Step 3: Hold an IGM
Now that you have a constitution approved by us, you need to hold an Inaugural General Meeting. This is a formal meeting where your constitution must be passed by your members, and a President, Secretary and Treasurer must be elected (at a minimum).
More information about Roles and Responsibilities of your Executive are in the next section.
Should your club not hold an IGM meeting or are unable to reach quorum within the 30-day period, your application will lapse and will need to be resubmitted.
We know this part is tricky – make sure you follow the checklist in Club Resources > Handover, Planning and AGMs
Step 4: Tell us about it!
Now that you've held your IGM, send us all seven of the documents listed above.
Once we've checked everything, we'll get you listed on our website for people to find you.
Most importantly, have fun! If you have any questions along the way, please don’t hesitate to contact our Clubs Team at firstname.lastname@example.org.
Start a Club