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Club Leader Resources

General Meetings

Your Guide to RUSU Club General Meetings

This page is your one-stop resource for running a successful General Meeting as a RUSU Club.

Inside, you’ll find all you need to know about planning, booking and implementing a General Meeting including timelines, managing roles and responsibilities, running elections, and understanding procedures. We’ll also walk you through what to do on the day and the follow-up steps required.

Whether you’re organising your first General Meeting or just need a refresher, this page will help your Club understand the requirements and processes involved.

Any specific information or circumstances pertaining to your General Meeting can be outlined in the General Meeting Registration Form. Your Clubs Officer will reach out to provide further guidance.

Types of General Meetings

Before planning your meeting, make sure you know which meeting type is relevant to your Club and it’s current needs. Each meeting type (AGM, IGM, or SGM) has a specific purpose, process, and set of requirements. Understanding the differences will help ensure your Club stays compliant and gets the most out of the meeting. If you’re unsure which one applies to your situation, check in with your RUSU Clubs Officer for guidance.

All General Meetings require a minimum 2 week notice to members, it’s very important that this is sent out to all members by email on time otherwise the Meeting will need to be rescheduled to a later date (see the ‘Announcement & Invite’ section on this page for more information).

All General Meetings must meet quorum before they can begin (and must maintain quorum throughout the meeting for it to be valid).
Quorum is the minimum number of Full Members in attendance at your meeting, this requirement is 10 Full Members, Executives and candidates count towards this number but the RO does not.

Clubs must register their General Meeting with RUSU before the notice is sent out to members using the General Meeting Registration Form, you should aim to do this at least 4 weeks before your planned meeting date to allow your Clubs Officer adequate notice and time to assist the Club.

 
Annual General Meeting (AGM)

Every RUSU-affiliated Club must hold an Annual General Meeting (AGM) each year to stay active and re-affiliate for the following year. The AGM is a key meeting that brings members together to reflect on the year’s achievements, present general & financial reports, elect the new Executive team and handle important Club business. It’s also a great opportunity to boost engagement and set the Club up for future success.
A well-run AGM ensures your Club remains transparent, democratic, and compliant with RUSU requirements, making it an essential part of your Club’s ongoing operations.

 
Special General Meeting (SGM)

An SGM can be called any time during the year to address urgent matters that can’t wait for the next AGM. Examples include filling vacant Executive roles by election, filling newly created Executive roles by election or making constitutional amendments. SGMs must follow similar procedures to an AGM, including notice periods and quorum requirements.

 
Inaugural General Meeting (IGM)

The IGM is the very first meeting held by a new RUSU Club. It’s where the Club officially launches, affiliated with RUSU, adopts its Constitution, confirms its name and Aims, elects its first Executive team, and sets up the bank account as the foundation for future operations. The IGM is a required step in the affiliation and creation of a RUSU Club, but isn’t relevant as a meeting type to any existing Clubs.

Deadlines for AGMs:

All Club AGM’s must be registered and held before a set deadline, what this deadline is will depend on if your Club is a ‘Calendar Year’ Club or a ‘Mid-Year’ Club.

Calendar Year Clubs hold their AGM’s towards the end of the year (typically September-November).

Mid-Year Clubs hold their AGM’s in the middle of the year (typically May-July).

If you’re unsure whether your Club is registered as a Mid-Year or Calendar Year Club, please reach out to your Clubs Officer.

Calendar Year Club AGM Deadlines:
  • Registration: End of Week 14, Semester 2
  • Delivery: End of Week 18, Semester 2

Mid-Year Club AGM Deadlines:
  • Registration: Start of Week 2, Semester 2
  • Delivery: End of Week 4, Semester 2

Executive Handover:
  • Complete within two weeks of the AGM (this includes adding/removing signatories from the Clubs bank account, passing on documents, and updating all logins).

 

Note: The above deadlines are the latest you can hold your AGM, always aim to hold it earlier where possible to stay organised and avoid busy periods.
If your Club needs an extension, reach out to your Clubs Officer

Assigning clear roles in advance ensures your General Meeting runs smoothly and meets all requirements:

For ALL General Meetings:

Chairperson
The Chairperson leads the meeting, follows the agenda, and ensures everything stays on track. This role is usually filled by the current President or another experienced committee member. The Chairperson must remain neutral throughout the meeting and manage time effectively to cover all agenda items.

Minute Taker
The Minute Taker uses the RUSU AGM Agenda & Minutes Template to accurately record discussions, decisions, and election results. This role should not be held by the Chairperson or Returning Officer, as they are already managing other tasks during the meeting. This role is usually carried out by the current or incoming Secretary.

Greeter (Optional)
The Greeter welcomes attendees, manages the attendance sheet, helps track quorum, and helps explains the process to new members.

For AGMs:

Presenting the Annual Report
This is a chance for the Executive team to share what the Club has done over the past year including events, achievements, challenges, and highlights. Its usually led by the President or Vice-President.
Template can be found in the ‘Annual Reports Templates for AGMs’ section on this page..

Presenting the Financial Report
Usually the Treasurer gives a simple summary of the club’s spending, income, and current balance. This helps keep everything transparent.
Template can be found in the ‘Annual Reports Templates for AGMs’ section on this page.

For all General Meetings that include an election:

Note that all AGMs will always include an election.

Returning Officer (RO)
The Returning Officer oversees the election process and must not be running for a position to remain impartial. Their role includes confirming eligibility, managing nominations, ensuring a fair process, counting votes, and announcing the results. See the ‘Elections & Returning Officer (RO)’ section on this page for more information.

Your Club must send an invitation to all members at least 2 weeks before your General Meeting.

IF you will have an election at your General Meeting, your membership must close when the invite is sent and remain closed until after the General Meeting has concluded.

Note: Your invite must be sent out by email to all of your members at a minimum, you may announce it on other platforms after the email invite has been sent.

How to Send the Invite:
  • Email (Clubs email account)
    • Always put the membership list in the BCC field (not “To” or “CC”). This protects members’ privacy and ensures recipients cannot see each others email addresses.
    • If your club has a very large membership, split the list into smaller batches and send multiple emails (Outlook may block very large sends).
  • Rubric Campaigns
    • If all members are on Rubric, you can send the invite using the ‘Email Builder’ feature.
    • Make sure you send it as an email (not SMS).

What the Invite Must Include:
  • Basic meeting details, date, time, location
  • Attendance and voting information
    • Who can vote (only Full Members who attend the meeting)
    • If pre-registration is required, link to registration
  • Agenda for the meeting
    • The agenda will vary depending on what will be discussed and voted on at the meeting, this could include:
      • Election to fill Executive positions
      • Administrative updates for the bank account
      • Presentation of Annual Reports
      • Constitution changes
      • Membership fee changes
      • Etc.
    • If you don’t have a confirmed agenda when you send out the invite, you can say that an agenda will be provided 2 days before the meeting.
  • If there will be an election:
    • What positions are available
    • How to nominate and any eligibility requirements

For AGMs, you can download and use this template to use for your invite.

Nomination form templates (for elections):

IF your General Meeting does NOT require pre-registration you can duplicate and use this form for just nomination.
IF your General Meeting requires pre-registration you can duplicate and use this form for pre-registration AND nomination.

What is a Returning Officer (RO)?

If your General Meeting will have an election, your Executive team must appoint a Returning Officer. Note that all AGMs will always have an election for all Executive positions.

The RO oversees elections, manages nominations, and ensures fairness and transparency during the meeting. Your RO is the person in charge of running the election, counting the votes and announcing the results.

The RO cannot vote, nominate candidates, or run in the elections and they must remain neutral.

They are usually an executive member who is not nominating for re-election, otherwise it may be a previous Executive, a RUSU Rep or your Clubs Officer depending on availability and your election requirements – note that the Clubs Department may appoint an RO for the Club if deemed necessary.

The RO will need to be appointed before you announce your General Meeting.

Responsibilities of the Returning Officer:

Before General Meeting is announced (more than 2 weeks before the meeting):

  • Review eligibility criteria for the Executive positions for the Club
    • Only Full Members are eligible to be Executives
      • For non-Academic Clubs, Full Members are just RMIT Students.
      • Academic Clubs may restrict Full Membership to RMIT Students studying specific programs or an area of study.
    • Clubs may have additional eligibility criteria for some or all of their Executive positions, this will be outlined in their constitution and may be the following:
      • Minimum length of membership, up to 12 months.
      • Minimum experience as a committee member of the Club (Executive or General Committee Member), up to 12 months.
  • Create the nomination form (you may duplicate the form in the ‘Announcement & Invite’ section on this page).

 

After the invite has been sent out (Less than 2 weeks before the meeting):

  • Check with the Club that membership signups has been closed.
  • As you receive nominations, check that they meet the eligibility criteria as above, the RO will need access to the Club’s membership list for this.
  • Depending on the nomination rules decided by the Executive, close nominations before the meeting begins (typically 24 or 48 hours before the meeting).
  • Decide on how voting will take place at the meeting and make any preparations as needed. See below for how voting may take place.

 

At the meeting:

  • Check the attendance list and verify the voting eligibility for all attendees, ensure that quorum has been met before the meeting begins.
  • The RO will take over from the Chairperson to run the election portion of the meeting.
  • Announce the results of the election once it has been finalised.

 

After the meeting:

  • If there were any issues, complaints or concerns, report them to the Clubs Department immediately at rusu.clubs@rmit.edu.au
  • The Clubs Department may need to talk to the RO to confirm the results and process of the election if required, ensure records of all the above processes are kept for at least 1 week after the meeting ends.

How to run the election:
  • If there is only one eligible candidate for a position, they are elected unopposed and a vote is not required.
  • If there are no eligible candidates for a position, you may call for ‘nominations from the floor’, meaning anyone at the meeting (who is eligible) may nominate themselves on the spot.
  • Candidates are given the opportunity to speak before a vote, if they wish, speaking time may be limited depending on the number of candidates and other considerations (e.g. 2 minutes per candidate).
  • The election for each role will be held one at a time, in order as they appear on the minutes document.
    • E.g. President role may be voted on first, if there are 2 candidates, each may speak for a set time, if they wish, and then the RO will call a vote, once there is a result and the winner is announced you may move on to the next position.
  • Voting Methods:
    • Show of hands
      • Exactly as it sounds, voting is done by a simple show of hands and the RO must count them. The online version of this is to use the ‘hand raise’ feature on Teams or similar on other platforms.
      • Whilst this method is quick and easy without any preparation required, it can be difficult to ensure only those who are eligible to vote do so and that the count is accurate, especially with a large number of attendees, it also leaves no record beyond the recorded results.
      • This method of voting is public.
      • This can be done online or in person.
    • Paper Ballot
      • Pieces of paper are distributed to all eligible voting attendees at the meeting, they must write down the name of the candidate they vote for and hand the ballot to the RO.
      • This method can take longer and requires preparation, but it is easier to count accurately and keep track of who is voting, it also leaves a physical record if recounts are required or questioned.
      • This method of voting is fully anonymous.
      • This can only be done in person.
    • Online Form
      • An online form is created prior to the meeting for each position up for election and filled out by attendees at the meeting. This form must be set up as non-anonymous so that voters login to their RMIT Student account to fill it out (so the RO can see who voted and ensure they are in attendance, eligible and only voted once), you will need a separate form for each position being elected.
      • This method requires some preparation but voting is typically quick and counting is very easy, it’s very important that the form submission is set to non-anonymous to ensure no ineligible votes or double votes, this method leaves a digital record to refer to if necessary.
      • This method of voting is semi-anonymous (only the RO will see who voted).
      • This can be done online or in person.
  • For each role that is elected for, the RO will announce the number of votes per candidate and the winner, for the minutes taker to record on the minutes.
 
Troubleshooting:
  • Tied Elections: Hold a second vote, facilitate further candidate speeches, if more than 2 candidates remove the candidate with the least votes and re-vote, or seek a resolution agreed on by the majority at the meeting (e.g. flip a coin).
  • Loss of Quorum: Pause meeting, attempt to restore quorum, or reschedule if quorum is not met within 30 minutes.
  • Disruptions: Follow RMIT conduct rules, mute/remove disruptive participants if online, or seek security help if on-campus. Remind attendees of code of conduct. DOWNLOAD CODE OF CONDUCT
  • Tech Issues: Use paper ballots if online forms fail or request private messages for votes. Ensure participants use RMIT student accounts for MS Teams.
Voting Requirements for all voting at all General Meetings:
  • Only Full Members who attend the AGM are permitted to vote. No proxy voting is permitted.
  • For online or hybrid meetings, attendees may be required to use their video camera during the AGM to prove their identity, at the Returning Officers request. 
  • All members should have their RMIT student card available at request.
  • Members will only have a designated amount of time to vote. Any votes cast after this time will not be accepted.
  • Any discrepancy from the voting ballot and RMIT details will be discarded and labelled an illegal vote.
  • All results disputes must be directed in writing to rusu.clubs@rmit.edu.au within 48 hours from the release of election results.
 
Code of Conduct:  

By attending your Clubs General Meeting, you are hereby adhering to the RUSU Affiliate Club Members code of conduct and will uphold respectful behaviour and promote an ethical, respectful and inclusive environment for all to participate.

DOWNLOAD CODE OF CONDUCT

Minutes are the official record of the meeting, all General Meetings must have a completed minutes document.

Minutes will show the agenda, the motions that are moved and the results of voting on them.

AGM Minutes Templates:
 
SGM Minutes Templates:

As Club Leaders prepare for their Club’s AGM and the end of their elected term of office, they need to prepare at least an Annual General Report and an Annual Financial report, covering from the day after your Club’s last AGM to the day of the Club’s upcoming AGM, to present to their members at the AGM.

Why Are Reports Required?

The reports are a vital tool for a Club’s elected leadership team. They share achievements with members and ensure organisational knowledge is preserved. They hold the leadership team accountable, demonstrate effective Club management, and provide insight into past and future development for the Club.

About the Annual General Report
  • Annual General Report Template
  • The General Report is essentially an overview of the Clubs activity for that affiliation period, outlining the events run, members signed up and a review of what went well and recommendations for future improvements.
  • While extensive reports and presentations are appreciated, they are not mandatory.

About the Annual Finance Report
  • Annual Financial Report Template
  • The finance report is an overview of the Clubs financial activity for the year, it will include all expenses and all income for the affiliation period it covers.
  • You do not need to list every transaction, income/expenses can be grouped by event or other categories. See the template for examples.

If you’re new to AGMs or just want to make sure you have all the right information, you can use this comprehensive step-by-step guide.

If you’re confident running your club’s AGM and just need a quick refresher, check out this simplified checklist.

  • Do not announce your General Meeting or open nominations until RUSU has confirmed your booking.
  • Your meeting cannot begin until you meet quorum (10 Full Members in attendance).
  • Close membership form when nomination open. This ensures only existing members can nominate or vote, preventing election stacking and helping confirm quorum.
  • President, Secretary, and Treasurer are mandatory positions that must be filled. The standard four roles usually include a Vice President.
  • Only use the latest templates for the Minutes and Reports, found on this page.
  • Make sure to complete both the Onboarding Form and Club Leadership Details Form after your AGM, these will be provided to you by your Clubs Officer.
  • Any updates to your eligibility criteria for Exec roles must be approved in advance via a Special General Meeting (SGM), not during the AGM itself to be implemented at current elections. Talk to your Clubs Officer if you wish to add eligibility criteria.
  • The Returning Officer cannot run in the election and must be in impartial. RUSU may assign or reject an RO if needed. For new clubs, a RUSU staff member usually acts as RO.

RUSU Clubs AGM - FAQ

What’s the timeline for planning an AGM?
  • 6 weeks out: Identify future leaders, review your Constitution.
  • 4–5 weeks out: Lock in a date/venue and pick your RO. Book your AGM: Fill out the AGM Booking Form (via Rubric or RUSU website). Wait for RUSU confirmation: Only announce your AGM when you get approval and templates.
  • 2–4 weeks out: Announce your AGM, open nominations, close membership sign-ups.
  • 1 week out: Check nominations, do tech/room checks.
  • 2 days out: Close nominations, confirm candidate list.
  • On the day: Run your AGM, complete reports and elections, take clear minutes.
 

Whilst you can update the Clubs Constitution and eligibility criteria at the AGM, any changes in eligibility criteria will not apply to this election (only future elections).

If you want to introduce criteria that will apply to this election, changes must be discussed and approved at a Special General Meeting (SGM) before the AGM, and with your Clubs Officer’s support.

All constitution updates must be approved by your Clubs Officer before it is voted on by members at a general meeting.

Yes, you can an event after your AGM, many clubs choose to do this to celebrate and encourage participation. If you are running an “after-party” or additional activity, make sure you allow time for the AGM and the handover process first – the AGM must be completed before your event starts.

Non-members may observe (with approval), but only Full Members can vote or be a nominee for an Executive position. The RO should check the membership list before the meeting.

Contact your Clubs Officer immediately for support and guidance. President, Secretary, and Treasurer roles must be filled.

Proxy voting (voting on behalf of someone else) is not allowed at RUSU Club AGMs. Only Full Members who are present (either in person or in the official online meeting) and were members before nominations opened are eligible to vote. If you suspect illegitimate votes or proxies:

  • Immediately notify the Returning Officer, who will investigate and confirm member eligibility using the verified membership list.
  • Any votes cast by ineligible members must be discounted.
  • If the issue affects the outcome or the integrity of the meeting, contact your Clubs Officer for support. Maintaining fair and transparent elections is essential for compliance, so always use up-to-date membership lists and voting processes.

After the AGM, your club needs to complete a few important steps to finalise re-affiliation and ensure a smooth transition:

  • Submit the Onboarding Form: This covers handover of documents, logins, and uploading the signed AGM minutes and reports.
  • Submit the Club Leadership Details Form: List the newly elected Executives’ names, RMIT IDs, and contact details.
  • Bank and Email Handover: Your Clubs Officer will guide you through updating your club bank account signatories and RMIT club email access.
  • Update Records: RUSU will confirm your club’s compliance, update official records, and provide access to resources and funding opportunities. You’ll receive further support from your Clubs Officer to make sure all requirements are met and your new committee can hit the ground running.

Your dedicated RUSU Clubs Officer is your main contact for support before, during, and after your AGM. Don’t hesitate to reach out, especially if:

  • You’re unsure which type of meeting to hold
  • You need help running fair elections
  • You have issues with quorum or nominations
  • You need to update your club’s Constitution or eligibility rules

Email: rusu@rmit.edu.au

Call: +61 3 9925 1842

PO BOX 12387 Franklin Street, Melbourne, VIC 3006

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