Clubs Top Tips:
Remaining Affiliated with LUSA:
Clubs and Club Members shall act in a manner that does not bring LUSA or Lincoln University into disrepute. Lincoln University and/or LUSA may take disciplinary action if required.
Clubs should always act respectfully toward other clubs. However, a little banter is acceptable, because you should be fighting it out to be the best club on campus.
You can't let your Club get into debt.
LUSA will only pay invoices for clubs with prior permission.
Grant Funds may only be used for the purpose requested in the Application Form. LUSA reserves the right not to reimburse clubs for purchases outside the intended use.
Any assets purchased with grant funds remain the property of LUSA. Any unused grant funds must be returned to LUSA at the end of the year.
Clubs must re-affiliate annually, affiliation expires in October every year.
Re-affiliation will also be necessary anytime there is a change to the Club's Constitution or Executive.
A club must have at least 10 members, with at least 75% being Lincoln University students.
Food & Alcohol
Grant funds are not to be used for alcohol without permission of the LUSA President/ Association Manager.
On-campus catering can be organised through Lincoln Hospitality Ltd.
No alcohol shall be brought onto, or consumed at any Club meeting, event, or activity on Campus unless arranged previously by Lincoln Hospitality Ltd.
LUSA Clubs will abide by their constitution, LUSA and Lincoln University Policy. Clubs must follow New Zealand Laws too.
Clubs must be democratically run.
Wicked events and activities cost money, and we know from our experience of benders and bargains that students often don’t have much. We get that, so every year LUSA puts aside $20,000 for club grants.
The purpose is to aid club activities by giving them the financial support needed to grow and succeed.
You can apply for grants to support a particular project, such as purchasing equipment or running a trip. As the grant money is limited, it is important that clubs put a lot of thought into their application and seek outside funding when possible.
Submit your grant application for any future event, activity or item, during term time.
Allow 3 weeks processing time before receiving the money.
Club Committees & Executives
Your club exec or committee is our first port of call to help your club be the best. The executive team drives the direction of the club, has a good relationship with LUSA, and work to deliver what makes your club amazing.
Some clubs will have a big executive, and some a bit smaller. At the very least it should be made up of at least a President, Secretary and Treasurer.
Everyone in your executive should drive the Club, not just one person!
President & Vice President
Run club and committee meetings.
Keep the meeting moving and speakers to time.
Attend LUSA presidents’ lunches.
Deal with club conflict.
Be knowledgeable and stay informed on all club goings-on.
Keep accurate financial records that meet LUSA guidelines.
Develop budgets for events and the year.
Manage and track club transactions.
Source and manage sponsorship and funding.
Keep up-to-date club equipment register.
The Big Three & General Executive Members
Liaise with LUSA including completing LUSA documentation.
Operate lawfully including within required LU and LUSA policies .
Ensure all withdrawals from the Club accounts are appropriate.
Create, communicate and action a club vision.
Set event targets and goals for the year.
Create a positive team culture.
Be a contact person for the club.
Keep membership database up-to-date.
Build and maintain club image; both internally and externally.
Write minutes, agendas and other communications.
Marketing Your Club & Activities
Put your club on Social Media to bring some fun and easy interaction to your members and potential members.
Put your club in RAM. Write and send photos through of a great activity, excursion, event etc and get your club noticed in print.
Run an event soon after Clubs & Market Day, and keep them happening!
Create a club culture so that your reputation sells your club before you do.
Regular events, social functions, and executive/committee meetings.
Get the word out there through MyDay and even posters around campus.
Need Social Media Help?
LUSA has a special bank account set up just for clubs. For reporting purposes, all club activities must be transparent, including the use of grant money! All receipts and invoices should be kept in a folder or online, ready to hand on.
Using the LUSA bank account:
Ensures continued access to the club funds from one year to the next once it is re-affiliated
Safeguards the clubs funds by introducing a measure of internal control, saving the club committee from awkward questions
Sometimes you might need to deposit cash into your club account, from events, membership fees, You can bring it into LUSA to deposit it into your club account, and you’ll get a receipt to keep track.
Complete a Reimbursement Form
All receipts must be provided.
LUSA is encouraging all clubs to seriously consider a membership fee. This helps you out, as it provides some funds to kick-start your activities for the year. It also helps keep you on-track as your members will be expecting something from the club. We like it because we get a really good idea of how many people are involved, and what's popular.
In exchange for joining and paying the fee, there might be discounted event tickets, apparel, or some other sweet benefits. Some Clubs have been doing this for a while, and it tends to work a treat.