Club Related Policies

Clubs and individual members are bound by the OUSA policies below. Whether you're a club exec or a regular member, it's important to take the time to go through each one, so you have a good understanding of what's expected of you.

Policy	What it's about	Read it
OUSA Constitution	OUSA's founding rules	PDF
Affiliation Policy	What your club needs to be affiliated, and your club's obligations	PDF
Club Conduct Policy	How execs, members and OUSA are expected to behave	PDF
Sexual Misconduct Policy	How sexual misconduct involving clubs is prevented and responded to	PDF
Resolution (and Complaints) Policy	How issues and complaints are resolved, within the club or by OUSA	PDF
Grants Policy	Who can apply for OUSA grants, and how they work	PDF

Each policy in a nutshell

These summaries are a quick guide only. The full policy always applies, so please read it too.

OUSA Constitution

The OUSA Constitution sets out how OUSA works, including how clubs and societies can affiliate to OUSA. The Affiliation Policy builds on it.

What it means for your club: your club's objectives and activities must stay consistent with the OUSA Constitution.

Read the OUSA Constitution (PDF)

Affiliation Policy

Explains the relationship between OUSA and affiliated clubs. Clubs get a range of support from OUSA, but stay their own separate groups.

To be affiliated, your club must:

Primarily benefit students, and not be formed for the financial gain of its members

Have at least 10 members, at least 90% of whom are University of Otago and/or Otago Polytechnic students (the CDO can grant an exemption)

Have an exec that's at least two-thirds University of Otago and/or Otago Polytechnic students

Be distinctly different from clubs already affiliated

Be lawful in all respects, and not pose a risk to or bring OUSA into disrepute

Have an OUSA club constitution

Every year, to re-affiliate, you'll need:

AGM minutes, including a written financial report, a President's report, and your exec elections
An updated membership list, with full names and student ID numbers
Updated contact details for your exec
Anything else the CDO reasonably asks for

Your club's ongoing obligations

Keep all members safe, physically and otherwise, in environments that are welcoming, inclusive and enjoyable.
Make sure club activities are lawful, and align with the Health and Safety at Work Act, the Privacy Act and OUSA's values and policies.
Take full responsibility for any financial liabilities your club takes on.
Ratify any constitution changes at an SGM or AGM, record them in the minutes, and send them to the CDO for approval.
Keep the CDO in the loop about any major changes to your club.

Good to know

If there are concerns	Where there are reasonable grounds for concern, the CDO can ask for more information, call an SGM of your club, or withdraw affiliation benefits. The OUSA Executive can also suspend or end a club's affiliation.
If your club dissovles	Generally, a club that has 6 months with no activity or contact, OUSA may consider the club dissovled. Any remaining funds or assets are distributed according to your constitution. If it doesn't say, they go to OUSA.

Read the full Affiliation Policy (PDF)

Club Conduct Policy

Sets out the expected behaviour of club execs, all members, and OUSA, so club experiences are safe, inclusive and enjoyable. "Members" includes anyone who comes to your events or is part of your group chats and mailing lists.

Club execs	All members	OUSA
Provide safe, inclusive and enjoyable experiences Uphold a duty of care, acting professionally and ethically Role model positive behaviour, and step in to manage negative behaviour Work with the CDO, and tell OUSA about policy breaches Follow reasonable instructions from OUSA Uphold OUSA's values and brand	Help make experiences safe, inclusive and enjoyable Act professionally and ethically Follow NZ law and OUSA and University policies Make sure their actions don't unfairly affect others' safety or enjoyment Follow reasonable instructions from the committee or OUSA Tell the CDO about breaches if they don't feel comfortable going to their exec	Act in good faith Put safety, inclusion and enjoyment first Provide policies as a framework for best practice Provide training, education and resources Provide pastoral care for club matters

It also covers discrimination, harassment and bullying, sexual misconduct, use of club social media, conflicts of interest, privacy, and looking after club assets. For practical guidance, see our Conduct, Complaints & Resolving Issues page.

Read the full Club Conduct Policy (PDF)

Sexual Misconduct Policy

OUSA and the University of Otago have zero tolerance for sexual misconduct. This policy sets out how sexual misconduct connected to clubs is prevented and responded to, with the wellbeing of the person affected at the centre.

Key things for execs to know

Sexual misconduct includes sexual harassment, sexual assault, and sharing intimate images or recordings without consent.
If someone discloses to you: listen, believe them, and point them to Te Whare Tāwharau (0800 479 379). They decide what happens next.
Don't investigate or mediate it yourself. Let the CDO know if it involves the club.
Get your exec trained. OUSA runs HYBRID workshops with Te Whare Tāwharau each semester.

For how to support someone, see our Support & Wellbeing page.

Read the full Sexual Misconduct Policy (PDF)

Resolution (and Complaints) Policy

Explains how issues and complaints involving clubs are resolved. Clubs are encouraged to sort out what they can themselves, with OUSA stepping in when it's needed.

Who handles it	When
Your club, usually through the Secretary or Welfare Officer, following your constitution	Minor issues where no one's safety is at risk, no OUSA policy has been breached, and there's no conflict of interest
OUSA	Safety concerns, possible policy breaches, conflicts of interest, or issues the club hasn't been able to resolve
NZ Police or the University Proctor	Possible illegal activity

OUSA needs reasonable grounds for concern before taking action. Possible outcomes range from support and advice through to suspension or, in serious cases, expulsion or disaffiliation by the OUSA Executive.

For step-by-step guidance, see our Conduct, Complaints & Resolving Issues page.

Read the full Resolution (and Complaints) Policy (PDF)

Grants Policy

Each year, OUSA sets aside funding for the projects, expenses and events of affiliated clubs. There are also funds for individual students selected for particular events and competitions.

Grant rounds	Six rounds a year, plus a "Wild Card" round if there's money left over
How much	Clubs can receive up to three successful grants a year, up to $2,000 in total
Who can apply	Affiliated clubs only, so make sure you've re-affiliated
Afterwards	Send OUSA receipts showing the money was spent as approved

Grants take time, so apply well before you need the money. See the OUSA Grants page for dates and how to apply.

Read the full Grants Policy (PDF)

Your club's own constitution

Your constitution is your club's rulebook

As well as OUSA's policies, your club is bound by its own constitution. It sets out how your club runs: who can be a member, how the committee is elected, how decisions are made, and what happens to money and assets if the club closes.

Every exec member has read it
The latest version is saved in the Clubs Portal, where the committee can find it
It's followed for elections, meetings, spending and any disputes
Any changes are ratified at an SGM or AGM, recorded in the minutes, and sent to the CDO for approval

Think your constitution is out of date, or doesn't match how your club actually runs? Talk to the CDO. We can help you update it.

If a policy isn't being followed

What happens next

Our focus is always on education and improvement first. Most issues are sorted out with a conversation, some advice, or a bit of extra support.

Talk to us early. If you realise your club isn't meeting a policy, get in touch. Asking for help is never grounds for penalties.
We'll work it through with you. We'll help you understand what's needed and make a plan to get there.
Formal action is a last resort. It only happens where there are reasonable grounds for concern, e.g. a safety risk or a serious or repeated breach.

Worried someone else isn't following a policy? See our Conduct, Complaints & Resolving Issues page, or email the CDO. You can also raise concerns anonymously.

Need help? If you're feeling unsure about any of these policies, or are struggling to meet the expectations, remember you're not alone. Please don't hesitate to reach out to our Clubs Development Officer. We're here to support you, and we're committed to helping you thrive!