Club Leader Resources

Running Your Club

Running a club requires some effort, but with the right processes and procedures, it can be a smooth experience. Knowing what steps to follow will ensure your club operates efficiently on a day-to-day basis.

Running Board Meetings

Properly running your club’s board meetings is essential for effective governance. Please ensure that all meetings are structured and adhere to the required processes.

Using Rubric (online Clubs Platform)

If your Club has completed its affiliation with RUSU you can check your Student email for an email from Rubric with a login link to manage the backend of your Clubs’ page (check your spam/junk folder if you can’t find it, otherwise contact your Clubs Officer).

To access the back end of your club page for completing/checking progress of forms, adding events, adding sales, adding news, adding deals, updating your landing page etc, follow these steps:

Login to your Rubric account at hellorubric.com then click on your profile.
In the top right, click profile – it will have a button to ‘switch accounts’ – this shows the club/s you are an executive of.
Click there to login into the club account.
If you are an Exec of more than one club, be sure to select the club you need to work in. View Example

All Clubs pages can be found here.

This series of videos will help to introduce Rubric and some of its core features, note that we have our own requirements and policies we must adhere to so make sure you are following these. If you are unsure you can always follow up with your Clubs Officer. Some of our requirements to keep in mind whilst watching these are:

Membership types/required questions (refer to the ‘Club Membership’ section on this page).
Membership fee changes must be approved at a General Meeting (AGM/SGM/IGM) by a vote.
No cash sales are permitted on campus.
Before importing external memberships to Rubric you must get the list of members you want to import checked and approved by your Clubs Officer.
For events with a ticket cost (and membership fees), there must be a cheaper/free option for RMIT Student Club members vs non-RMIT Student members (for example ‘Full Membership (RMIT Student) Ticket: $5’ and ‘Associate Membership (Non-RMIT Student) Ticket: $10’).
We have asked Rubric to disable the ‘Reviews’ feature as we do not believe it will be beneficial to Clubs – any reference to this in the videos is therefore not applicable.
We are not using Rubric’s affiliation process so any mention of that in the videos is not applicable.

Videos:

You can also refer to this page for more comprehensive step-by-step guides on the different systems within Rubric.

Club Email Accounts

If your club has a “@rmit.edu.au” email address and you’ve been nominated as a delegate, you can learn how to access the mailbox below:

Important: There is no password for the club email account. Access is provided through your student O365 account. Make sure your Clubs Officer confirms your access.

For detailed instructions on accessing the mailbox through Outlook Desktop, OWA (Outlook Web Access), on a Mac, or adding it to your mobile device, refer to the Manual.

Child Safety

RUSU is dedicated to the safety and protection of children.

Steps must be taken before any individual under 18 (but no younger than 16) may join or attend RMIT club events.
Note: RUSU clubs are not obligated to open their membership or events to under-18s, and there are restrictions on the types of events that can be made available to 16 and 17-year-olds.

Leadership Resources

Need Support to Care for Your Club Members – and Yourself?

As a club leader, you may encounter situations where students seek help or guidance. While you don’t need to have all the answers, it’s important to listen and direct them to the appropriate services. You may also need support for your own self-care and wellbeing. RUSU staff are here to support you. Please read the attached info sheet to understand the resources available for both you and the students you serve.

Download: Club Leadership Support Guide

Executive Resignations

There is a formal process to follow if an elected club executive member wishes to resign.

If multiple executives resign or intend to resign at the same time, please contact your Clubs Officer for guidance before proceeding.
If only one resignation occurs, the club’s Board of Management can manage the process without a General Meeting. A single resignation is considered a “casual vacancy,” and this can be filled by the Board. If the President resigns, additional steps may be required.

Please refer to the documents below for instructions and a template to conduct a Board Meeting to fill a casual vacancy. It is especially important to follow these instructions if the resignation requires an update to the club’s bank account.

Download; Executive Resignation Instructions

Academic Clubs - Building strong relationships with your Program faculty, School or College.

Building Support for Your Academic Club

Support from faculty and administration can be key to your academic club’s success. This includes backing from the various levels – your Program (teachers and coordinators), your School (there are 16 Schools), and/or your College (e.g., STEM, DSC, or CoBL).

To help, RUSU has created a guide on building strong relationships with your Program, School, and College (PSC). Please read it and share it with your PSC contacts.

Looking for Support (Especially Funding)?

If you’re interested in seeking support—especially financial—from your PSC but aren’t sure how to start, follow these steps:

1. Read though the Guide on this page so you have some ideas about the type of support PSCs can offer and what you have to offer them.
2. Create a Club Prospectus (2 pages max). Include:
  - What the club is about (its’ mission or purpose)
  - Who runs it (the leadership team)
  - Membership details (how many members, types of members)
  - What the club does (past and upcoming events or activities)
  - What support the club needs
  - Current sponsors or partners
  - Contact info and Instagram link (if you have one and it is active and presentable)
  - Visuals (photos, logos, design elements). Use a Canva template to design it professionally.
3. Set Up a Meeting. Meet with your Program Coordinator to:
  - Explore what support they can provide at Program level
  - Ask for help connecting with your School or College for further support or funding
  - Provide them with a copy of your Prospectus and the Guide (send it with your meeting request)
4. Do Some Research.
  - Find relevant contacts on the RMIT website: www.rmit.edu.au/about/schools-colleges