(1) This Policy sets out: (2) HESF: 7.2 Information for Prospective and Current Students (3) Standards for Registered Training Organisations (RTOs) 2015 (Cth) (4) This Policy applies to: (5) This Policy does not apply to: (6) (7) (8) (9) (10) Executive members – Office holders of Student Groups who have been elected to Executive positions in accordance with their relevant Student Group’s Constitution. (11) (12) (13) Student Groups - Any VU associated groups of students and/or VU-affiliated groups; including VU Clubs, VU College Societies, and VU Student Associations. All types of these organisations will be defined as “Student Groups” and will be typically chartered to provide an opportunity for students to be involved in leadership activities, engage with their fellow students and other members of the University community. They are intended to advance the education and/or student experience. (14) VUSU – Is the Victoria University Student Union which is the democratically elected representative student body, which provides representation and general services to students. VU recognises VUSU as the peak student representative body and the VU branch of the National Union of Students. VUSU is an incorporated association, with a legal personality separate and distinct from VU. (15) VU is committed to supporting and encouraging students to be leaders - people who are empowered to make, and encourage others to make, a positive difference in their communities, chosen career and broader society. (16) VU provides opportunities for students to assume leadership positions in VU Clubs, VU College Societies, VU Student Associations and other representation bodies. (17) VU is committed to genuine and meaningful student engagement. VU acknowledges that this requires a culture of student partnership, co-creation and respect for the student voice. (18) VU provides opportunities for students to be involved in the governance of the University, including as members of the University Council and Academic Board. Further information can be found on the Governance & Secretariat Student Elections site. Students are advised of such opportunities via email during the annual election process. (19) In accordance with the Student Services, Amenities, Representation and Advocacy Guidelines, VU engages its students in its decision making by: (20) There are three types of formal VU Student Groups: (21) All official VU Student Groups must be affiliated with VU. Clubs must affiliate with VU via Student Life & Leadership; College Societies and Student Associations must affiliate with VU via VUSU. (22) VU Clubs, VU College Societies and VU Student Associations must be affiliated by VU, having been formally recognised via the affiliation process. (23) The affiliation process is detailed in the Student Groups Leadership and Representation - Student Group Establishment, Affiliation and Funding Procedure. (24) In order to be eligible for affiliation, a Student Group must: (25) VU will not affiliate a Student Group that it considers to be serviced by an existing Student Group. (26) Student Groups must re-apply for affiliation annually. Affiliation automatically lapses each year on the date prescribed in the Student Groups Leadership and Representation - Student Group Establishment, Affiliation and Funding Procedure. (27) As VU College Societies are intended to represent all students within a specific College, VU will only affiliate one VU Society per College/TAFE. However, in circumstances where Colleges merge or where College disciplines are considered sufficiently separate and distinct, VU may allow multiple College Societies at the discretion of Manager, Student Life & Leadership. (28) Only affiliated Student Groups will be considered to have an association with VU and can publicise that association by using VU’s registered trade marks (e.g. ‘Victoria University’ or ‘VU’). Unaffiliated groups of students cannot hold themselves out to have a formal connection or association with VU. (29) All newly affiliated Student Groups will include”VU” or “Victoria University” in their name, such as 'VU [insert name] Club', ‘Victoria University [insert name] Society’ or [insert name] Association of VU’. (30) Affiliated Student Groups must: (31) Affiliated Student Groups who do not comply with this Policy, may be disaffiliated in accordance with the Student Groups Leadership and Representation - Student Group Establishment, Affiliation and Funding Procedure. Individual members or officers may also be referred to other University processes (e.g. Student Misconduct). (32) Affiliated Student Groups can apply for and may receive university funding and/or support in accordance with the Student Groups Leadership and Representation - Student Group Establishment, Affiliation and Funding Procedure. (33) The funds VU provides affiliated Student Groups are from the Student Services and Amenities Fee (SSAF). There are strict legislative requirements placed on VU in terms of what SSAF funds can be spent on. (34) University SSAF funds provided to Student Groups must not be used to directly or indirectly support: (35) University funds provided to Student Groups must only be used towards those activities specific in the Higher Education Legislation Amendment (Student Services and Amenities) Act 2011. These are specified on the government website: https://www.education.gov.au/student-services-and-amenities-fee. (36) No student can profit from or gain any direct personal material benefit from their participation in or management of a VU Club, VU College Society or VU Student Association. (37) All actual and potential conflicts of interests must be declared by the individual with the conflict, or a representative Student Group Executive Member to VU via the Clubs Officer who will provide guidance as to the appropriate management of such a conflict and will also notify VUSU President of any conflict of interest reported as they pertain to College Societies or Student Associations. (38) Student Groups that receive university or other funding must manage, account for and acquit the funds they receive in accordance with the Student Groups Leadership and Representation - Student Group Establishment, Affiliation and Funding Procedure. (39) Any money provided by VU which is not spent on the activity for which it was provided, or for activities which do not meet the SSAF requirements, must be immediately repaid to the University. (40) Affiliated Student Groups must follow directions of the Clubs Officer to run their events safely and must mitigate risk to an appropriate level. (41) Specific policies apply to the provision of alcohol and/or food. (42) Student Life & Leadership are available to provide advice and support regarding how students groups can run and manage events. (43) While affiliated Student Group activities will generally be covered by VU's insurance policy, it is the responsibility of all affiliated Student Groups to ensure that their activities are covered by VU’s insurance policies in consultation with the Clubs Officer and/or the VUSU General Secretary. Student Groups Leadership and Representation Policy
Section 1 - Summary
Top of PageSection 2 - Accountability
Key Decision-making powers under the Policy (if applicable)
Top of Page
(Delegated) Power
Role
Final decision on affiliation and disaffiliation of Student Groups.
Manager, Student Life & Leadership
Approve allocation of funds to Student Groups from the Student Life & Leadership budget.
Manager, Student Life & Leadership
Section 3 - HESF/ASQA/ESOS Alignment
Section 4 - Scope
Top of PageSection 5 - Definitions
Section 6 - Policy Statement
Part A - Student Leadership
Part B - Student Representation
Part C - Affiliated Student Groups
Affiliation
Affiliation of VU College Societies and VU Student Associations
Affiliated Student Group Responsibilities
Funding for Student Groups
Student Group Events/Activities
Insurance
Section 7 - Procedures
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