If your club has 6 or more MU student members, it can be affiliated to us. Affiliation must be renewed each year and runs from 1st May to 30th April the next year.

Being affiliated gets you lots of support from us, including:

• Access to club grants (minimum of 10 members)

• Banking and accounts assistance

• Club email account with access to Microsoft 365

• Promotion on our Website and social media

• 2 hours/once per week sports hall booking

• Room booking assistance

• Use of some of our resources, BBQ, van, go-pro etc

To get affiliated you have to get some documentation together and then complete our Club Affiliation Form here.

You'll need electronic copies of the below forms (digital - not handwritten!)

• Your club membership list

• Your club Assets/Equipment List

• The minutes of your Inaugural/Special or General Meeting where your committee was elected.

You only need 6 student members to get your club off the ground and affiliated to Te Tira Ahu Pae.

60% of your club members must be current Massey Uni students. 40% can be:

• Massey Alumni

• Massey Staff

• Friends and family, non-Massey students, community members (must be over 16)

Download our membership list template to start gathering contact info from interested students.

Club membership lists must be refreshed each year, so contact all of your members and ask them to sign up again.

The formula for a successful club is to get a core committee together to manage your club. The Club Constitution (set of rules) says that you must have a minimum of 4 committee members:

One: President
The President is at the helm of the club and is often the main contact for the club. These are the sorts of things that are involved in the job:

• Attending Club workshops

• Being well informed of club activities

• Attending Te Tira Ahu Pae Special and Annual General meetings

• Being chairperson of club committee meetings

• Representing the club at local, regional and national level

• Recognising the input of committee members

• Steering strategic planning of the club (long-term goals, projects etc)

• Being a signatory for the club bank account with Te Tira Ahu Pae

• Liaising with the Te Tira Ahu Pae Clubs' Coordinator as necessary

The skills and attributes that will help you to do the role are:

• Being able to motivate others, to lead and to work as part of a team

• Having an objective approach

• Good organisation - planning etc

• Ability to chair meetings and keep them on track

• Having good active listening skills

• Enthusiasm

• A willingness to learn

Two: Vice-President
The Vice-President of the club supports the President in their role. This is a good role to take on if you would like to be the President next year.

The tasks and skills that you need are those listed above for the President.

Three: Secretary
The secretary keeps all the non-financial records for the clubs. As secretary you would:

• Attend Club workshops

• Lodge the club affiliation application with Te Tira Ahu Pae

• Maintain the club membership register

• Publicise club events

• Prepare and distribute the agenda for all club committee meetings

• Take the minutes (record decisions) at all club committee meetings

• Be a signatory for the club bank account with Te Tira Ahu Pae

• Deal with any correspondence

• Liaise with the Te Tira Ahu Pae Club Coordinators as necessary

The skills and attributes that will help you to do the role are:

• An ability to work as part of a team

• Having good organisation skills

• Enthusiasm

• A willingness to learn

Four: Treasurer
The club treasurer manages the financial affairs of the club. As treasurer you would:

• Attend club workshops

• Make sure club subscriptions / fees are collected

• Keep up-to-date financial records for the club

• Attend all club committee meetings and present financial accounts to the members

• Prepare the club budget for the coming year

• Be a signatory for the club bank account with Te Tira Ahu Pae

• Apply for club grants if/when agreed at a committee meeting

• Liaise with the Te Tira Ahu Pae Club Coordinators as necessary

The skills and attributes that will help you to do the role are:

• An ability to work as part of a team

• Good numeracy skills

• Working knowledge of Excel

• Having good organisation - planning etc

• Enthusiasm

• A willingness to learn

What are the benefits of being a committee member?

All the intangible experience you will have acquired in the process.

1. It really does look good on your CV and you'll be able to use examples of the work you did at interviews.

2. Recognition from your club members.

3. You will be invited to an end of year recognition celebration.

4. Letter or certificate from us (if requested).

Succession Planning and Handover

It's sad to see a previously strong club fail when the committee that has been leading it all graduates.

We recommend:

• 1st year students are regular club members

• 2nd year students are the committee members at the helm of the club

• 3rd year students & previous year's committee mentor/ assist the incoming committee

Remember, to look out for those keen students who you think will step up to the task.

It's not fair to leave all of the work to one person because "no-one else will do the job".

If any of your committee resign during the year, you'll need to hold a Special General Meeting to elect a new student to the role. BUT remember that you need to give your members 7 days’ notice.

Once you have held the meeting and typed the minutes - you will need to inform Te Tira Ahu Pae of the changes

Te Tira Ahu Pae will give each club a Microsoft 365 account with an email, e.g., skydiving@muclubs.ac.nz. This will provide you with online Office applications, word, excel, PowerPoint, OneDrive etc. 

We recommend that your club keeps a copy of all important documents in the cloud on your club OneDrive. You will need to use this email account for all communication with Te Tira Ahu Pae.

Clubs’ Days are held during the first week of semester 1 and semester 2. They provide a perfect opportunity to promote your club and get new members.

Clubs need to register with us to be at Clubs' Day, so get in touch with the Clubs’ and Events Coordinator of your campus.

The next Clubs’ Day is 28 February 2024.

Tips for a good Clubs' Day stall:

• Staff your stall with club members who can give future members all the info about your club (where/when you meet, any costs involved, upcoming events etc.)

• Have an activity or competition running on the day.

• Have a sign-up list available at your stall. You can either print off our template and display this, or you could make your own online sign-up form with columns as per our template and create a QR code to display at your stall, which students can scan to sign-up

• Have your contact info on display; or ask students to find you on the website.

For any other queries please contact your campus Clubs and Events Coordinator.

We have a series of upcoming Club Workshops, which are all online from 2pm - 3pm (including time for Q&A)

• AGMs and Affiliation – Tuesday 26 March

• Social Media and Marketing - Tuesday 16 April

• Event Planning – Tuesday 30 April

Please sign up here

For queries, please contact your campus Clubs’ and Events Coordinator.

Albany Campus: To book a room or equipment, please contact our Albany-based Clubs and Events Coordinator at clubs.akl@tetiraahupae.ac.nz

Manawatū Campus: To book a room or equipment, please visit our booking system here

Wellington Campus: To book a room or equipment, please contact our Wellington-based Clubs and Events Coordinator at clubs.wlg@tetiraahupae.ac.nz

Club Membership Form

Affiliating a Club Form

Club Asset List Template

Club Meeting Minutes Template

Model Constitution (NOTE: please download the PDF form in order to complete and sign)

RAMS Form

Post Grant Report Form

Grant Application Form

Reimbursement Form

Grant Application Cover Letter Template

Budget Template

Manawatū Room & Equipment Booking Form