(1) This procedure supports the Clubs Policy by stating detailed requirements for student clubs to secure external sponsorships including: (2) This procedure applies to all University student club sponsorship activities. (3) This procedure supports the Clubs Policy and should be read alongside that policy. (4) Sponsorship activities must comply with University values, policies, procedures and guidelines, and not expose the University to any legal or financial risks. (5) Student club executives must declare any actual, perceived, or potential conflict of interest as part of the sponsorship form, as outlined in the Conflict of Interest Procedure. This may include, but not be limited to, employment arrangements with the sponsor, or personal or family connections to the sponsor. Any such conflicts of interest will be considered as part of the sponsorship review and approval process. (6) Sponsorship may be in the form of in-kind or financial support or a combination of both. (7) In-kind support may take the form of: (8) Financial support is a monetary amount for which the sponsor is invoiced by the University for the use of the student club. (9) Before approaching an organisation to secure a sponsorship, the student club will consider: (10) Sponsorship agreements may be considered at any time of the year. (11) All student club sponsorship requests must be documented in a sponsorship form. (12) The sponsorship form will be completed in full by the student club, and will include the following: (13) The completed sponsorship form must be submitted to clubs@csu.edu.au. (14) The University reserves the right to decline a sponsorship arrangement if it decides the sponsor does not meet the requirements of the University. (15) Sponsorship agreements must be: (16) The sponsorship application will be reviewed and a formal sponsorship agreement will be prepared by the Student Representation and Clubs Officer. (17) The Student Representation and Clubs Officer will assess the draft sponsorship agreement and request endorsement from the University's Legal Services. (18) Students and staff should refer current financial delegated authorities for the Division of Student Experience for the authority to approve sponsorship obligations. (19) Once the appropriate delegated officer has reviewed and signed the agreement, a Student Representation and Clubs Officer will return the agreement to the student club to secure the sponsor’s sign-off. (20) Upon receipt of signed agreement from the sponsor, a tax invoice will be prepared for the amount specified within the sponsorship agreement and provided to the sponsor for actioning. (21) The sponsorship agreement includes provisions for breach of contract. (22) Student clubs are to contact their Student Representation and Clubs Officer with any breaches of contract. The Student Representation and Clubs Officer will escalate issues to the Manager, Student Connection for determination on action or further escalation within the University. (23) Use of the University brand or sub-brands must be approved in accordance with the Communications and Marketing Procedure – Brand Governance. (24) The Division of Student Experience is responsible for annual reporting of sponsorships to the Executive Director, Student Experience. (25) Division of Student Experience is responsible for maintaining a register of all sponsorship agreements. (26) The following procedures and documents are related to this procedure and should be read alongside it: (27) Refer to the Student Clubs Handbook (28) This procedure uses terms defined in the Clubs Policy, as well as the following:Student Clubs Sponsorship Procedure
Section 1 - Purpose
Scope
Section 2 - Policy
Section 3 - Procedure
Types of sponsorship
Seeking sponsorship
Sponsorship request form
Sponsorship agreements and approvals
Breach of contract
Use of student club or University brand
Reporting
Records management
Related documents
Top of PageSection 4 - Guidelines
Section 5 - Glossary
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