Annual Review Submission – FUSA – Flinders University Student Association

Annual Review 2021

All currently affiliated Clubs & Associations (affiliated with FUSA prior to 1st of December 2019) 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).

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, 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, then 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. FUSA will of course be considerate of how the COVID pandemic affected clubs in 2020.

Deadline
The deadline for applications is the 1st of May 2021. 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 2020. For example, the club does not need to have run its 2021 Annual General Meeting yet, because we are requesting the minutes from the club's 2020 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 2020
4. The club’s 2020 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 2020.

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.
Full name of your Club/Association*
Club/Association Acronym (if applicable)
Please select the Club/Association's CURRENT level of affiliation*
NOTE: Please only select 'Academic Association' if your association is one of the following: Business Students' Association, Criminology Student Association, Education Student Assocation, Government Student 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, Students of Biology Association, Thinking CaPS.
Please select the category that best describes your Club/Association*
Club/Association Email Address*
Enter Email Confirm Email

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.
Club/Association Social Media/Website URLs*

Your Club/Association must have at least one social media page/group or website (e.g: Facebook group/page, etc.). This allows FUSA to promote your Club/Association to prospective members. If you have more than one, add each in a separate row.
Provide a short promotional description for your Club/Association below*
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.
Please upload the Club/Association's logo here
Accepted file types: jpg, png.
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.
Please list the current executive members of the Club/Association*
Executive Role Full Name Flinders Student ID Number Email Address Mobile Number Currently enrolled at Flinders?
Please confirm that the Club/Association has met the requirements below*
- The Club/Association has three unique members assigned to the roles of President, Secretary and Treasurer (or equivalent roles)
- All Executive Members were democratically elected by members in General Meeting
- The President of the Club/Association is a currently enrolled Flinders University student
- At least 66% of the Club/Association's executive are currently enrolled Flinders University students
Upload your current (and updated) Membership List*
Accepted file types: xlsm, xlsx, xlsx, xlt, xls, doc, docx, pdf.
The list should be provided in an Excel (.xls) format and be dated with the current year, e.g: "Flinders Club Membership List 2021". 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.
Number of current Flinders student members recorded in this list*
NOTE: Only members with a recorded full name, current Flinders University Student Number and date of application (dated within the last 18 months) should be included. Under FUSA regulations, members who have not actively applied or renewed their registration with the Club/Association within 18 months of this application are not considered current student members of your Club/Association.
Number of other current members (not current Flinders students) recorded in this list*
NOTE: Only members with a recorded full name, email address and date of application (dated within the last 18 months) should be recorded in this field.
Total recorded current Club/Association members (pre-filled)
Percentage of reported currently enrolled Flinders students in membership (pre-filled) (%)
Checklist - Please check each box to confirm the requirement has been met*
- Membership List has been provided in Excel format
- At least 10 current Flinders students have been recorded (or 5 if the club has Non-Financial Affiliation)
- The full names of all members have been recorded
- The email addresses for all members have been recorded
- The date each member has applied for membership has been recorded
- The Student ID Numbers (not FANs) have been recorded for all Flinders University students
- At least 66% of current members are currently enrolled as students at Flinders University
- Only members who have signed up or actively renewed their registration within the last 18 months have been counted as current members
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).
Please upload the minutes of the club's Annual General Meeting held in 2020*
Accepted file types: doc, docx, xls, xlsx, pdf.
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 2020"
When was the Annual General Meeting documented above held (in 2020)?*
Date Format: DD slash MM slash YYYY
Please upload the minutes of any other General Meetings last year here
Accepted file types: doc, docx, pdf, xlsx, xls, rtf.
Minutes of other General Meetings of the membership in 2020 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).
Checklist - Please check each box to confirm the requirement has been met*
- The Annual General Meeting was held in 2020
- The recorded minutes/details of the General Meeting(s) have been provided
- The full names of members in attendance at the AGM are recorded in the minutes
- The Club/Association has met quorum according to FUSA Regulations - at least 30% of membership(min. 5 members) or 10 members, whichever is the lesser
- Date of meeting has been recorded in the minutes
- Club/Association has met quorum according to the Club/Association's constitution
- All motions and election results have been recorded in minutes
- All executive members were elected via a fair and democratic election
- All members were provided at least one week's notice of General Meetings
Financial Records & Asset List
To complete this section you will need your 2020 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.
Please upload the club's Financial Report for 2020 here*
Accepted file types: pdf, xlsx, xls, doc, docx.
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 2020 financial year.
Overall Balance - Start of 2020 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.
Total Income by end of 2020 Financial Year*
Total Expenditure by end of 2020 Financial Year*
Overall Balance - End of 2020 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.
Based on the figures provided above, the overall balance should be... (Pre-Filled)*
Overall Discrepancy (Pre-Filled)*
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.
If the overall discrepancy is more than $50 (either in the negative or positive), please provide any information/clarification regarding why/how this may have occurred
Please upload your list of assets owned by the Club/Association (equipment, items, etc.)*
Accepted file types: xlsx, xls, pdf, doc, docx, rtf.
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.
Name of Club/Association Bank Account*
Club/Association Bank Account Institution*
Club Bank Account BSB Number*
This is a six digit number. This may be listed separately, or is sometimes listed before your club bank account number.
Club/Association Bank Account Account Number*
Please provide the names of the CURRENT signatories listed in the club's bank account*
First Name Last Name Role in Club/Association Current Flinders University Student?
Checklist - Please check each box to confirm the requirement has been met
- All income received through Club/Association activities (e.g: payment for events, sponsorship, services, etc.) has been recorded with the value received, reason the income was received, date it was received, and (if over $100) who the income was received from
- All expenditure of the Club/Association has been recorded with value of expense, the service/item that was paid for, who was paid (store/individual) and date the expense was incurred
- Asset list contains description of the item, purchase price, where equipment was purchased from, date of equipment and a reference number (relating to the receipt/invoice for item)
- All FUSA provided funding has been listed as income
- The name of the Bank Account is in the name of the Club/Association and used for income/expenses relating to activities of the Club/Association only
- At least two executive members of the club (that are current Flinders students) are current signatories of the club's listed bank account
- Only current executive members of the club are signatories on the listed bank account
- All petty cash has been recorded
- All petty cash received through Club/Association activities (over the combined total of $100) has been deposited into the Club/Association's bank account
- Other than for reimbursement of actual costs (with supply of valid store receipt/tax invoice) no registered Club/Association member or their immediate families were paid with any income/funds received by the Club/Association (without prior written approval of FUSA's Clubs & Events Officer)
- I confirm that no payments were knowingly made toward any organisation/business to which a Club/Association member or their immediate families have a pecuniary interest (without prior written approval of FUSA's Clubs & Events Officer)
- Club has provided the club's current bank account details
Grant Acquittal
Per FUSA's Club Finance and Finance Guidelines, Clubs & Associations must provided a detailed acquittal outlining use of all FUSA provided funding. Please note that this only relates to approved General Funding, Start-Up Funding and Pool Funding received from FUSA, and does not include other income (e.g: funding provided by other departments/organisations, income from sales, sponsorship, etc.)
Did the Club/Association apply for (and receive) any funding from FUSA in 2020?*
- Yes
- No
Note: Funding from FUSA may be listed as either "Flinders University" or "Office of Student Engagement" within the Club/Association's bank account records.
Please outline the funding received, purpose for funding, and amount spent from the provided funding*
Grant Type Project Number (if applicable) Approved Purpose Funding received ($) 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).
For each line above, please outline how the funding was spent.
Are all expenses listed above clearly recorded in your Club/Association's Financial Records?*
- Yes
- No
Does the Club/Association have valid store receipts/tax invoices for all expenses listed above?*
- Yes
- No
What is the total value of the expenses (in this section) that are missing a valid store receipt/tax invoice?*
Checklist - Please check each box to confirm the requirement has been met*
- All funding provided by FUSA was spent in accordance with the FUSA Club Finance and Funding Guidelines (per the document linked in the Rules & Regulations section of fusa.edu.au/manageclub )
- No funding provided by FUSA was spent on alcohol, tobacco or toward supporting political parties/candidates.
- All Pool Funding was spent on expenses directly relating to the Club/Association's approved Pool Funding project(s).
Constitution
To complete this section you will need the most recent version of your Club/Association's Constitution.
Please provide a copy of your Club/Association's most recent version of its Constitution*
Accepted file types: doc, docx, rtf, pdf.
This must be provided in PDF or Word format, and must be dated with the current year, e.g: "Flinders Club Constitution 2020".
Has the Club/Association's Constitution been amended since the 1st of May 2020?*
- Yes
- No
Were the amendments to the Constitution approved by the Club/Association's membership in a valid (and minuted) General Meeting?*
- Yes
- No
Please upload any other regulations/rules the club follows here (excluding FUSA Regulations)
Drop files here or

Accepted file types: doc, docx, rtf, pdf.
Checklist - Please check each box to confirm the requirement has been met*
- Club/Association has provided the current version of its Constitution
- Constitution contains the name of the Club/Association
- Constitution contains the aims and objectives of the Club/Association
- Constitution contains provisions for holding Annual General Meetings
- Constitution has provisions for membership to call General Meetings
- Constitution has provision for amending the Constitution
- Constitution contains provision for the expulsion of members
- Constitution has provision that the Club/Association is not for profit
- Constitution has provision for Office Bearers of the Club/Association
- Constitution has provision for winding-up, stating specifically FUSA's ownership of grant-funded assets and remaining grant funding
- Constitution has provision for establishing an education officer, or applicant is not an Academic Association
Events/Activities held in 2020
To complete this section you will need the details of all events & activities managed by the Club/Association in 2020, along with supporting evidence (e.g: photos, documents, screenshots, etc.) to show that at least two events/activities were run in 2020.

Please provide a list of events/activities managed by the Club/Association in 2020*

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 2020	Approx. 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).

Please upload any supporting evidence that the above-listed events were run (photos, documents, screenshots of social media promotion, posters, etc.)
Drop files here or

Accepted file types: jpg, jpeg, png, gif, pdf, xlsx, xls, doc, docx.
Checklist - Please check each box to confirm the requirement has been met*
- The Club/Association ran at least two events/activities (not including General Meetings) last year
- All events/activities (other than planning or General meetings) were registered via the Event Registration Form
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.
Please provide any important notes regarding this application (if required)
Please upload any additional supporting/important documentation (if required)
Drop files here or

Accepted file types: doc, sxlsx, xls, pdf, docx.
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.
In my capacity as an Executive member of the Club/Association listed in this application, I have reviewed the information and documents supplied in this application and declare that...*
- To the best of my ability, I confirm that all information and documentation provided within this application is true, complete and accurate
- To the best of my ability, I confirm that the Club/Association has represented itself honestly (to both FUSA, students and others) and has acted in good faith as a Flinders University student-led Club/Association.
- To the best of my ability, I confirm that the Club/Association has not conducted any activities for the purpose of generating a profit for any Club/Association member, their immediate families or organisations/businesses to which a Club/Association member has a pecuniary interest
- To the best of my ability, I confirm that all activities of the Club/Association have been primarily promoted and directed toward the engagement of currently enrolled Flinders University students
- To the best of my ability, I confirm that the Club/Association has adhered to FUSA Regulations, Flinders policies and by-laws, federal and state law, and to any directives of FUSA/Flinders University staff.
- I understand that the Club/Association must provide any further information/documentation upon request.
- I understand that all receipts and tax invoices must be retained by the Club/Association and made available to FUSA upon request.
- I understand that the Club/Association may continue to access the benefits of affiliation unless advised otherwise (i.e; does not need to wait until review of this application is completed by FUSA)
- I understand that the Club/Association may be disaffiliated if this application has supplied. insufficient or misleading information/documents I understand that failing to comply with FUSA's requests for additional information/documentation may result in disaffiliation of the Club/Association.
Please tick all boxes above to confirm your understanding.
Signature of Representative*
Signed by*
First Last
Flinders University Student ID Number*
In my capacity as the listed Club/Association's....*
My contact email address is...*
Enter Email Confirm Email

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Annual Review 2021

About the Annual Review process

General Club/Association Details

Executive & Membership

General Meetings

Financial Records & Asset List

Grant Acquittal

Constitution

Events/Activities held in 2020

Other Notes/Documentation

Declaration

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Executive Role	Full Name	Flinders Student ID Number	Email Address	Mobile Number	Currently enrolled at Flinders?

First Name	Last Name	Role in Club/Association	Current Flinders University Student?

Grant Type	Project Number (if applicable)	Approved Purpose	Funding received ($)	Funding spent ($)