FBE Clubs & Societies' Resources

We hope you find the resources below useful.

The Clubs Grants Program 

The Clubs Grants Program (CGP) provides funding for activities, approaches and partnerships that promote the wellbeing and enhance the experience of students studying undergraduate Bachelor of Commerce (BCom) and postgraduate Melbourne Business School (MBS) degrees. The CGP supports clubs and societies affiliated with the Faculty of Business & Economics (FBE) that seek to promote a dynamic, collaborative and inclusive student experience. It does this by encouraging clubs to engage with each other, the FBE, and industry in the creation of unique, innovative experiences and opportunities for the FBE student community.

  • Grant Categories

    The Program is divided into three funding categories. Student groups and associations may be eligible to apply for funding under these categories (clubs can submit applications for more than one category):

    Category 1 – Small Activities provides funding to student groups or associations to deliver one-off activities. Clubs may submit applications for up to $500 in this category.

    Category 2 – Large Activities and Initiatives provides funding for larger scale activities with significant engagement and reach involving more than 100 students, which are longer term in nature e.g. a series of workshops/activities. Proposed projects involving external speakers and guests, faculty or industry participation will be prioritised. Clubs may submit applications for up to $1000 in this category.

    Category 3 – Co-design Projects and Initiatives. This category provides funding for initiatives that involve collaboration with:

    • other student clubs;
    • the Faculty (including academics and professional staff such as the Student Experience and Experiential Learning Team or Alumni);
    • industry partners; and/or
    • other relevant stakeholders across campus or external to the university (e.g. community and not-for-profit organisations).

    Clubs may submit joint applications for up to $1500 in this category.

  • Delivery Modes

    The University is planning a phased return to campus for Semester 2, including extracurricular activities. Proposed projects/initiatives can include activities on-campus starting from August 2020, subject to COVID-19 restrictions and in line with public health measures on campus. However, to ensure maximum safety of all attendees, applications for on-campus activities must

    • Comply with up-to-date COVID-19 restrictions & event guidelines (https://www.dhhs.vic.gov.au/coronavirus)
    • Include risk reduction strategies for all attendees (to be reflected in Clubs Grants Application Form)
    • Provide an alternative plan for delivery should new restrictions come into effect (to be reflected in the Clubs Grants Application Form)
  • Eligibility and Application Requirements

    Student groups and associations applying for this funding must

    • be currently affiliated with the Faculty of Business & Economics; and
    • be currently affiliated with UMSU or GSA

    Application Requirements

    The CGP is divided into three funding categories. Student groups and associations applying for funding need to ensure their proposed application meets at least one of the following priorities:

    • Build student communities that enhance a sense of belonging
    • Support students to develop job-ready skills and knowledge
    • Provide work-based learning opportunities for students
    • Provide opportunities for students to engage with industry and grow their professional network
    • Support students to become innovators and change makers
    • Engage and collaborate with professional and academic staff in FBE and across the University
    • Support students to develop their leadership capability
    • Support diverse and inclusive participation in programs and activities
  • Application Timelines

    Applications open at 9am AEST, Monday 22 June. You will need to submit your application via the Club Grants Application Form.

    Applications close at 11.59pm AEST, Sunday 12 July.

  • Application Process

    Step 1: Make an appointment with Student Engagement Officer, Nicole Carrie (nicole.carrie@unimelb.edu.au) to discuss project ideas, ask questions and get guidance on structuring answers for the Club Grants Assessment Form.

    Step 2: Review the Clubs Grand Program Guidelines available on this webpage and make sure you have all the required information available before completing the Clubs Grants Application Form.

    Step 3: Complete the online Clubs Grants Application Form available from Monday 22 June. Be as detailed as possible; this will enable us to process your application and give you a decision faster. Keep in mind that only applications for upcoming events will be accepted, so expenses incurred prior to a successful application will not be funded.

    Step 4: Grant applications are reviewed by an Assessment Panel made up of Faculty representatives. You may be contacted for additional information or clarification about your proposed project. Grant assessments will be conducted in the week commencing 13 July.

    Step 5: You'll receive the outcome of your application via email on Monday 27 July. If successful, the funds will be deposited into your club’s account within 30 days of approval.

    Step 6: Submit a post-event report evaluating the activity within 14 days of project completion.

    Please note: While we will endeavour to support as many clubs and societies as we can, please be aware that the CGP is a competitive process with a total funding pool of $15,000. We strongly recommend that clubs plan ahead, thoroughly consider their proposed projects and make their submissions early for the best chance of success.

  • Grading Criteria

    Applications will be reviewed by the Assessment Panel and assessed using a Grading Criteria which you should consider prior to lodging an application.

  • Tips for a successful application

    Explain the ‘what, why, who, when, where and how’ when describing your proposed activity in the Application Form. Make sure you clearly explain:

    • What will be delivered – clearly define the scope of the activity you are seeking funding for and list the number of events, sessions, products and/or services to be delivered.
    • Why the proposed activity and the approach you are taking will be effective in helping to improve the wellbeing of FBE students, and which wellbeing issues will be addressed. Check for assumptions or generalisations when justifying your reasons.
    • Who will be involved in delivering the activity. This includes explaining the roles and intended contributions from any supporting or partner organisations.
    • Who the proposed activity will reach, including the number and type of students likely to participate.
    • When and where the activity will be delivered.
    • How the activity will be delivered. For example, how the activity will be coordinated, how you will plan for and manage risks.

    Please also make sure you refer to the Grading Criteria sheet to ensure you have covered all points in your application.

    In addition, make sure to attach any additional supporting documentation at the end of your application form. Please use the Budget Breakdown templates provided.

General Resources

These resources are intended to provide useful guidance and links for committee members of the clubs and societies affiliated with the Faculty.

  • Affiliation with the Faculty

    Applying for Affiliation: Applications are reviewed on an annual basis. Applications for 2021 will open in late November.

    IMPORTANT: Only applications from UMSU or GSA affiliated clubs will be considered.

    FBE Clubs & Societies Handbook: This handbook outlines the policies and procedures that govern the affiliation of Clubs and Societies including details of affiliation, funding, club office and storage, corporate engagement and sponsorship, as well as promotion of events. At the start of each year each clubs will be required to sign agreement with the affiliation policy. Any breach of the policy may result in the club's disaffiliation.

    Affiliation Handbook

  • Clubs' office space @131 Barry Street

    The use of 131 Barry Street is for club members only. Allowing access to non-club members is against affiliation and may risk your clubs' access to the building.

    Use of meeting rooms: The upstairs rooms are for club members to use for club related activities including planning, meetings and interviews. An online schedule is being developed to manage the use of these spaces [a link will be published here shortly].

    Cupboards: Each club has been allocated half of a storage cupboard each. These are located in rooms 101 and 102 on the ground floor. All club items must be stored in these cupboard; anything that doesn't fit in the cupboard should not be stored at 131 Barry Street. The only exceptions to this are the fold away tables which may be stored in the spaces next to the cupboards.

    Lockers: Each club may use one red locker located at the end of the corridor on the ground floor. Ensure that your locker is clearly labeled with your club name. The PIN number to use the locks can be set by the clubs. If you need to gain entrance to your locker and do not know the code, you will need to contact security to reset the PIN via the Campus Security number 03 8344 6666. To avoid resetting your lock, use only one PIN and electronically record the PIN where it is accessible to committee members.

    OH&S: Make sure that all windows and doors are closed and all lights turned off when you exit the building. Do not store any food items in the storage areas. Throw away rubbish responsibly.

  • Room bookings on campus

    Booking rooms on campus can be very difficult due to demand. Make sure you book as far in advance as possible to avoid disappointment.

    Availability: Check room availability using the Timetable

    Venue Management: Most rooms can be booked through Venue Management

    Faculty Rooms: The following rooms are Faculty managed spaces and can only be booked through the Faculty:

    • Spot, Level 3: 3.10, 3.11, 3.14, 3.31, 3.34
    • Spot, Level 4: 4.24
    • Spot, Level 5: 5.13, 5.14
    • Spot, Level 6: 6.14, 6.15
    • FBE, Level 2: 209, 210, 212, 213, 214

    To book these rooms, the President of the club should send an email to the Faculty's Facilities team via FBE-SLFM@unimelb.edu.au, detailing the room number, date, time and event description. Use of these rooms is offered to clubs on a trial basis, during which please note the following:

    • You are responsible for the use of the room and how it is left after you use it
    • If the room is not clean and tidy when your booking concludes, your club may be charged for cleaning fees (upwards of $100)
    • No food or drink is permitted in teaching spaces
    • If any issues are reported during the use of rooms by clubs, this trial period will cease and clubs will no longer have access to book these rooms.
  • Promoting events

    Posters: Clubs have dedicated poster boards in each lift of the Spot Building. Read the poster approval policy for information on how to have your poster approved for display.

    Poster Approval Policy

    Newsletters: Every week, a Faculty newsletter is emailed to BCom and MBS students. To feature a club activity in the newsletters, please submit a newsletter post through the Newsletter Submission form. To request weekly submission reminders, email seel-comms@unimelb.edu.au.

    Faculty Facebook page: To feature on the Faculty's current students Facebook page, send your post and an image to fbe-clubs@unimelb.edu.au.

  • Reporting activities to Faculty

    As part of the affiliation agreement, each semester we will ask every club to submit a review of their activities from the previous semester and an outline of their activities for the upcoming semester.

  • Resources and training

    Professional development opportunities: We may be able to offer club committee members the chance to attend workshops organised specifically to assist clubs in relevant areas such as Leadership and Sponsorship. We will communicate these opportunities through the clubs' Presidents.

    UMSU Resources: UMSU offers some great resources and training opportunities for club members. View UMSU resources.

  • Contact us

    For all club-related enquiries, email us at fbe-clubs@unimelb.edu.au.