OUSA Clubs and Societies are all about coming together to pursue your passions, forge new friendships, find your sense of belonging, try new things, and, of course, have a whole lot of fun! They create a vibrant community that ensures you leave Otago with unforgettable memories.

Clubs & Societies Handbook 2024

We've prepared a handy reference guide to help you out with applying for club grants, nailing fundraising, planning epic events, mastering those executive roles, and accessing all the awesome resources available to you. Take your time to give it a good read, don't hesitate to hit us up with any questions, and make sure to keep a copy handy for whenever you need a little guidance.

Points of Contact

• Clubs Development Officer (CDO) 

The CDO is a full-time employee of OUSA and is the main point of contact for any operational club-related questions. Here for advice, support and administration of OUSA's club policies. To get in touch with the CDO, you can send an email to cdo@ousa.org.nz, call 03 479 5962, or simply drop by (although booking an appointment is preferred).

• Clubs and Societies Representative 

The Clubs and Societies Rep. is an executive member of OUSA, dedicating 10 hours per week (including 5 hours of general duties). This representative is elected by you on a yearly basis and acts as a liaison between governance and operations, advocating for your interests in the realm of recreation. Think of this role as your voice at a larger and more strategic table, where significant decisions are made about the organization as a whole. To contact the Clubs and Socs rep, you can email clubsrep@ousa.org.nz

Communication & Engagement

We really want to make sure you stay in the loop with all the important updates from OUSA. To make that happen, we ask clubs to provide us with accurate contact information. You can easily do this at any time by using the Clubs Portal.

• OUSA Affiliated Clubs & Societies Facebook Group - (a closed group for committee members only) 

The Clubs Development Officer is in charge of running this page, and joining is super easy. Just send a request to join, and you'll be in the loop! This page is all about keeping club administrators informed, gathering valuable feedback, and sharing important announcements. It's the perfect place to stay connected and make sure you're up to date with all the club-related happenings.

• Email 

Important notices will be sent from time to time directly via email. It's a good idea to have a generic club email account that a few committee members can have access to. This makes it easy to hand over any information to the incoming club exec's year to year. 

• Affiliated Clubs Council

Our bi-annual Affiliated Clubs Council (ACC). It's an awesome opportunity for all our clubs and societies to come together, discuss "hot topics," and share ideas. Your Clubs and Socs Rep. will be there too, gathering recommendations to take back to the OUSA executive. We believe in transparency and want to keep you well-informed about the discussions and decisions made.

• Open Door Policy and One-on-one’s

If you want to chat with the CDO, booking a meeting is the way to go. That way, we can make sure we're all set and ready to have a productive conversation. But hey, we get it, sometimes things come up out of the blue. So if you happen to swing by and the CDO is around, they'll do their best to help you out. So, booking ahead is cool, but if you're feeling lucky, a spontaneous visit might just do the trick too!

• OUSA Clubs & Societies Facebook Page and Instagram

Here to keep you in the know about the services we offer, the amazing clubs and societies on campus, and the latest news buzzing around. But, it's not just about us talking. We want to hear from you too - don't forget to share your club's exciting updates, events, and adventures by tagging us!

• OUSA Otago University Students Association Facebook Page and Instagram 

Managed by OUSA Marketing and Comms staff dedicated to keeping stakeholders and the wider community well-informed about services on offer, the latest news, upcoming events, and all the everyday happenings. It's all about ensuring that everyone stays in the loop and connected with the vibrant world of OUSA.

• Clubs and Societies Noticeboard 

We have several dedicated noticeboards in the Clubs & Socs Centre. You are welcome to use these for club advertising posters & flyers for any upcoming events. 

Policy

Clubs are an important part of OUSA's community, and we want to ensure that they align with our values and constitution. As such, we have specific policies in place that clubs and individual members must adhere to. These policies are designed to promote safety, inclusivity, and fun in all club activities.

We kindly request that you take the time to familiarize yourself with these policies. By doing so, you'll have a clear understanding of the guidelines and expectations set forth to maintain a positive and enjoyable club environment.

If you have any questions or need clarification on any of the policies, please don't hesitate to reach out. We're here to support you and ensure that your club thrives while upholding OUSA's values.