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LogoLogoLogoLogoLogo
  • About
  • Student Support

    • Grants
    • Student Assist

      • About
      • Academic Advocacy
      • Financial Counselling
    • Legal Clinic
    • Accommodation
    • RAT Test Payment Application
  • Representation

    • Student Council

      • Meet Your Student Council
      • Meetings / Agenda
      • Constitution & Regulations
    • Student Representation Opportunities
    • Elections 2022
    • Academic Associations
  • Get Involved

    • Clubs
      • Clubs List
      • Start a Club
      • Manage Your Club
      • Clubs FAQs
    • Events
      • Band Registry
      • Equipment and Resources
      • Event Stall Activity Registration Form
      • Event Health and Safety
      • Room and space bookings
    • Membership
    • Empire Times
    • Be a Better Human
  • Contact
  • This semester I hope…

Annual Review 2023

All currently affiliated Clubs & Associations (affiliated with FUSA prior to 1st of December 2022) must submit an application for Annual Review each year. Please ensure you complete the application carefully, and provide all required documentation (even if sent previously). For any queries please email clubs@flinders.edu.au
  • About the Annual Review process

  • About the Annual Review process
    The Annual Review process is required of all Clubs, Associations & Collectives affiliated with FUSA prior to the 1st of December of the previous calendar year. The Annual Review process is an opportunity for clubs to receive feedback regarding their performance over the previous year, and allows FUSA to update its records (e.g. to update the club directory, contact information for the club, etc.). Annual Review also allows FUSA to collect useful data to request further resources for the club program from the university (e.g. more funding, staffing, etc.).  

    The purpose of Annual Review is NOT to punish clubs - it is OK to make mistakes! It is more important that your documents are as accurate as possible, than whether they meet all FUSA requirements. In the majority of applications FUSA will simply provide feedback for how to improve in the following year. Where the club has missed some crucial information or documentation, FUSA may ask the club to rectify the issue in a shorter timeframe. Clubs that genuinely trying to follow FUSA requirements, and are truthful in their reporting, should not be concerned about this process. 

    Deadline
    The deadline for applications is the 1st of May 2023. If you require an extension, please email clubs@flinders.edu.au BEFORE the deadline to request an extension. 

    Requirements
    As this process is a review of the previous year, much of the documentation the club is required to provide relates to 2022. For example, the club does not need to have run its 2023 Annual General Meeting yet, because we are requesting the minutes from the club's 2022 Annual General Meeting. 

    To complete Annual Review the club will need to supply:
    1. The current contact details for the club and the club's executive
    2. The club's current (and up to date) Membership List
    3. Minutes from the club’s General Meetings held in 2022
    4. The club’s 2022 Financial Report (see Financial Recording). This includes the club’s start and end of year bank balances, and itemised income and expenditure
    5. A list of the club’s assets (i.e; any non-perishable equipment/resources that could be sold at a later date)
    6. A current version of the club’s constitution
    7. The club’s current bank account details and signatories
    8. Details and evidence (e.g: photos/promotional materials/etc.) of at least two events or activities (other than General Meetings) run in 2022. 

    Missing information/documentation
    We get it, sometimes information and documents are lost or misplaced for honest reasons.  If that has happened, just submit everything you can, and let us know what is missing (and why) in the notes section of the application. If you've missed something important, we'll be in touch with you to work out a solution. 

    Queries
    If you're unsure about anything relating to Annual Review, please email clubs@flinders.edu.au for more information. Please note that a response may not be immediate, so it's important to ask any queries as soon as possible to give yourself enough time to finish the club's application before the deadline. 

  • General Club/Association Details

    Enter the general details of your Club/Association here. You will need to have an email address (in the name of your Club/Association) and at least one Social Media or Website URL for the Club/Association to complete this section.
  • NOTE: Please only select 'Academic Association' if your association is one of the following: Academic Science Club, Business Students' Association, Computer Society, Criminology Association, Education Student Assocation, Politics and International Relations Association, Law Students Association, Mathematics & Statistics Society, Medical Students Society (SA Chapter), Nursing & Midwifery Student Association, Psychology Students Association, Social Work Association, Society of Engineers, Student Paramedics Australasia.
  • To ensure the Club/Association remains contactable by FUSA and new/existing members, the Club/Association must have a specific email address for the club, e.g: flindersclub@gmail.com. Personal email addresses cannot be accepted.
  • Type of LinkURL 
    Your Club/Association must have at least one social media page/group or website (e.g: Facebook group/page, Instagram, Discord, etc.). This allows FUSA to promote your Club/Association to prospective members. If you have more than one, add each in a separate row.
  • 900 character limit. This will be used to update the Clubs & Associations directory at fusa.edu.au/clubslist. Clubs & Associations who use offensive descriptions will not be listed.
  • Accepted file types: jpg, png, Max. file size: 1 MB.
    Please supply a high quality version of your current logo in JPG or PNG format. This image will be used in the list of Clubs & Associations on the FUSA website. Clubs & Associations with offensive logos will not be listed.
  • Executive & Membership

    To complete this section you will need the full names, email addresses, Flinders Student ID numbers and mobile numbers for all currently elected Executive members of your Club/Association. You will also need your updated and current membership list in Excel format; recording the full names, email addresses, Flinders Student ID numbers (not FANs) and the date each member applied for/renewed their membership.
  • Executive RoleFull NameFlinders Student ID NumberEmail AddressMobile NumberCurrently enrolled at Flinders? 
  • Accepted file types: xlsm, xlsx, xlsx, xlt, xls, doc, docx, pdf, Max. file size: 50 MB.
    The list should be provided in an Excel (.xls) format and be dated with the current year, e.g: "Flinders Club Membership List 2023". The membership list must contain each member's full name, email address, and Flinders University Student Number/FAN (where applicable) and date of application (i.e; when they joined the club/association). Committee Contact Lists, lists of members on social media groups/pages and meeting attendance lists will not be accepted as an alternative to requirements.
  • NOTE: Only members with a recorded full name, current Flinders University Student Number and date of application (dated within the last 24 months) should be included. Under FUSA regulations, members who have not actively applied or renewed their registration with the Club/Association within 24 months of this application are not considered current student members of your Club/Association.
  • NOTE: Only members with a recorded full name, email address and date of application (dated within the last 24 months) should be recorded in this field.
  • General Meetings

    To complete this section you will need the recorded minutes of any General Meetings of the membership (including Annual General Meeting) conducted last year. Note that General Meetings refer only to formal meetings (to pass motions, amend the Constitution, conduct elections, etc.) where all members have been invited to attend (i.e; not meetings of the executive/committee only).
  • Accepted file types: doc, docx, xls, xlsx, pdf, Max. file size: 50 MB.
    The minutes must contain the details of the election of the current executive. This must be in Word, Excel or PDF format only (e.g: .doc, .docx, .xls, .xlsx, .pdf). These must be clearly labelled and dated, e.g: "Flinders Club General Meeting Minutes 10th April 2022"
  • Accepted file types: doc, docx, pdf, xlsx, xls, rtf, Max. file size: 50 MB.
    Minutes of other General Meetings of the membership in 2022 must be uploaded here. You may also optionally upload minutes from other meetings (e.g: meetings of the executive/committee) and General Meetings held this year. These will be filed in FUSA's records (and made available to the Club/Association on request).
  • Financial Records & Asset List

    To complete this section you will need your 2022 Financial Report/Records (clearly outlining all income and expenses), bank balances from the start and end of the Club/Association's Financial Year, Bank Account Details and the list of your Club/Association's assets.
  • Accepted file types: pdf, xlsx, xls, doc, docx, Max. file size: 50 MB.
    Your financial report should include: income & expenditure, breakdown of use of FUSA provided funding, and bank/petty cash balances at the start and end of the club's 2022 financial year.
  • This should include the balance of the club's bank account(s) and petty cash at the start of the club's Financial Year.
  • This should include the balance of the club's bank account(s) and petty cash at the end of the club's Financial Year.
  • If your income, expenditure and overall balances have been recorded correctly, this number should be $0.00. A positive value indicates your club has a higher balance than it should based on the total recorded income/expenditure. A negative value indicates it has a lower balance than the total recorded income/expenditure.
  • Accepted file types: xlsx, xls, pdf, doc, docx, rtf, Max. file size: 50 MB.
    This list should include all non-perishable assets here. If the item will not perish and retains value/could be sold after purchase, it should be listed within this list. Items should have a specific description (brand and model where available), and the date, value and place of purchase.
  • This is a six digit number. This may be listed separately, or is sometimes listed before your club bank account number.
  • First NameLast NameRole in Club/AssociationCurrent Flinders University Student? 
  • Grant Acquittal

    Clubs & Associations must provided a detailed acquittal outlining use of all FUSA provided funding. Please note that this only relates to approved General Funding, Start-Up Funding and Pool Funding received from FUSA, and does not include other income (e.g: funding provided by other departments/organisations, income from sales, sponsorship, etc.)
    Note: Funding from FUSA may be listed as either "Flinders University" or "Office of Student Engagement" within the Club/Association's bank account records.
  • Grant TypeProject Number (if applicable)Approved PurposeFunding received ($)Funding spent ($) 
    Please provide the details of the grants the Club/Association applied for (and received here). Please note: the Approved Purpose is what the Club/Association told FUSA the funding would be spent on in its submitted Grant Application Forms (e.g: Catering, awards and decorations for Student Ball).
  • Constitution

    To complete this section you will need the most recent version of your Club/Association's Constitution.
  • Accepted file types: doc, docx, rtf, pdf, Max. file size: 50 MB.
    This must be provided in PDF or Word format, and must be dated with the current year, e.g: "Flinders Club Constitution 2022".
  • Accepted file types: doc, docx, rtf, pdf, Max. file size: 50 MB.
    This must be provided in PDF or Word format, and must be dated with the current year, e.g: "Flinders Club Member Protection Policy 2022". Please note that a current Member Protection Policy is now a requirement of all FUSA affiliated Clubs/Associations. Please see the Manage Your Club Page for a template (https://fusa.edu.au/manage-your-club/) or contact the Clubs Team on clubs@flinders.edu.au for more information. If your Club/Association has not yet adopted a Member Protection Policy, it must do so at its next General Meeting.
  • Drop files here or
    Accepted file types: doc, docx, rtf, pdf, Max. file size: 50 MB.
    • Events/Activities held in 2022

      To complete this section you will need the details of all events & activities managed by the Club/Association in 2022, along with supporting evidence (e.g: photos, documents, screenshots, etc.) to show that at least two events/activities were run in 2022.
    • Name of Event/Activity (e.g: Quiz Night)Start Date (dd/mm/yy)End Date (dd/mm/yy)No. of identical events/activities run in 2022Approx. number of participants (Flinders students)Approx. number of participants (Other guests) 
      Enter each unique event/activity in a separate row. For recurring events and activities (e.g: weekly games night) enter the date of the first event, the date of the last event, and the number of times that event was run. Enter the average number of Flinders students and other guests attending a single event (not the total for all recurring events).
    • Drop files here or
      Accepted file types: jpg, jpeg, png, gif, pdf, xlsx, xls, doc, docx, Max. file size: 50 MB.
      • Other Notes/Documentation

        You do not need to complete this section, however if there is any other important information or documentation relating to this application, please provide it here.
      • Drop files here or
        Accepted file types: doc, sxlsx, xls, pdf, docx, Max. file size: 50 MB.
        • Declaration

          This declaration must be signed by a currently elected Executive member of the Club/Association, who is a currently enrolled student of Flinders University. All boxes in this section must be ticked to submit this application.
          Please tick all boxes above to confirm your understanding.
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