VUWSA’s 2018 Clubs Proposal
THIS IS A REPUBLISH FROM THE ORIGINAL
By VUWSA
Table of Contents
Background
Before the Voluntary Student Membership Bill passed in 2011, a key service provided by Victoria University of Wellington Students Association was the administration of clubs. This role passed to the University after the Bill passed and Victoria Recreation have since run the administration of clubs. However, this is not the norm throughout the Tertiary sector in New Zealand as at many of the major universities, the Student Association holds the role.
Intention of the Proposal
The intention of this proposal is to investigate what a VUWSA administered club environment would look like, to investigate the reasons why this change is important and to put forward a student consultation programme.
Statement on partnership
VUWSA is committed to the partnership with the Victoria University of Wellington. This process aims to be open and honest regarding its intentions with those involved. The proposal shall be made in consultation with the University. VUWSA is committed to ensuring that the relationship remains positive and that clubs will not be negatively impacted by the proposed changes. VUWSA trusts that the University shares these values in under the principles of a partnership and acts in the best interests of students.
Justification for change
There are three pillars behind the justification for changing administration. These are accessibility, community and accountability.
Accountability
The VUWSA executive is elected by the students of the University, many of whom are involved with clubs on campus. Due to this VUWSA can directly represent the clubs and their strategic direction. Unlike staff members at the University, the executive will act with the best interests of students as it is elected to do.
Community
VUWSA has a vested interest in creating a positive community around the three campuses. Although administration services at a base level would remain similar, the investment into club development would allow clubs to grow, rather than sustain.
Accessibility
VUWSA is both physically and psychologically accessible to students. The student union building is easily accessible by students with physical disabilities. Further, as the executive are students and the staff are young, students will not encounter any psychological barriers in accessing services.
Administration Proposal
This following section will outline the proposed changes under VUWSA
Staff structure
The Clubs Administration/Development staff will be one full time staff member and one part time staff member.
The fulltime staff member will be the Clubs Development Officer and will JOB DESCRIPTION HERE
The part time staff member will be the recreation officer and will JOB DESCRIPTION HERE. The recreation officer will aide the events manager regarding large club events.
Services
The services provided by VUWSA will be as follows:
- Clubs portal. This will be based off the OUSA model and will include a registration process, grant applications and automated room booking systems
- Mail boxes
- Lockers
- Workshops
- First Aid Training
- Corporate Partnerships
- Blues and Golds
- Publicity
- Equipment hire
- Insurance for assets
- Printing
- Postering
Funding
In the current funding year, clubs and individuals have $208,000 available to them. The breakdown follows:
| Sponsorship pool | 2018 Budget |
| Clubs | $120,000 |
| Individuals | $28,000 |
| Tertiary Sport | $43,000 |
| Strategic | $17,000 |
| Total | $208,000 |
In comparison, the grant schedules for UCSA and OUSA follow:
| UCSA Sponsorship pool | 2018 Budget |
| General Club Grant | $50,000 |
| Sporting Clubs Grant Category | $30,000 |
| Individual Grants | $10,000 |
| Total | $90,000 |
| OUSA Sponsorship pool | 2017 Actual |
| Club Grant | $61,303.33 |
| Individual Sporting Grants | $35,915.00 |
| Total | $97,218.33 |
Note: OUSA does not break their grants into pools, rather all grants were given from the pool of $100,000 in 2017. The grant pool in 2018 is $80,000
These grants are further broken down into pools relating to their classification with $143,000 going towards sport related grants, $88,000 toward general grants and $17,000 to strategic grants.
With 35 sport related clubs currently being listed on the Victoria Recreation website, this means that on average, each sport is benefiting by $4,085 from grants. However, the money which flows from the tertiary sport pool does not flow to representing clubs but rather the university. VUWSA believes that funding for Tertiary Sport and should not stem from the Student Services Levy as it does not benefit the student community, rather the institution’s sports reputation.
The Clubs funding pool can relate to any event run by a club throughout the year, providing it has the correct documentation. This contrasts to the grants funded by the OUSA and UCSA who do not provide grants for purely social events or repeated events respectively. This encourages clubs to apply for assets and new events to grow the club, rather than to continue with similar events yearly.
Although both the OUSA and UCSA have a smaller funding pool, their club atmosphere is more vibrant due to their investment based approach to the funding. The UCSA will not give grants to clubs to purchase equipment that has already been invested in by the Student Association and whilst OUSA prioritises capital and safety investments in clubs. Both Associations have equipment available for all clubs to use and insure their capital assets on the clubs behalf.
Clubs Interviews
In a recent trip to Otago and Canterbury, Marlon Drake and Connor MacLeod interviewed the clubs’ management team and clubs around each university. Following were responses to questions relating to:
- Funding;
- Interactions with the clubs administration/ development staff;
- Whether the association represents their views;
- The accessibility of the student union;
- The favourite thing about clubs on their campus;
- What they would change about clubs on campus; and
- Whether clubs benefit from being under the student association.
Clubs interviewed represented faculty associations, sports clubs, and representative groups.
Funding
The clubs interviewed all understood the funding model of the association with the majority applying for funding. Some clubs received funding from external sources such as faculty or the relevant community as was encouraged. However, the sports clubs applied for funding. At Otago, as there are is no breakdown between clubs and individuals, some clubs could apply to the $2000 funding cap for the club and have their athletes apply as individuals for trips, meaning clubs could receive above their capped amount.
The Maori Associations at both Universities are funded from their associations too, although not out of the clubs pool. In the most recent year, funding for Te Roopu Maori (Otago Maori Students Association) was cut at a higher level than proportional the funding cut to OUSA.
Interactions with Staff
Clubs generally had minimal interactions with clubs staff. It was limited to a small amount regarding grants, booking spaces, gear hire and communication regarding travel. Most information is accessible online and applications for affiliation and grants are automated online.
Represents views
Whilst most clubs agree that their student association represents the interest of students, they differ in regards to representing clubs views. Due to the vast nature of clubs on campus, clubs see that it would be hard to represent the interest of all politically but agree that there is more transparency than there would be under the university.
Te Roopu Maori felt like the Student Association represents the views of students but not of Maori as they feel the pressure to represent and advocate for Maori students. TRM would like to receive funding straight from the University to allow them to act independently and lobby on behalf of the students in partnership with OUSA. The president of TRM sits on the OUSA executive and therefore can advocate for Maori through this.
Similarly, Te Akatoki in Christchurch has a representative on the Student Association and believe that the Student Association represents the views of Maori students through this. However, rather than being able to lobby the university politically, they feel like progress is made through the relationships made through UCSA to the university. They would like to receive funding from the university rather than UCSA as then relationships could be made straight to the University and to support Maori faculty clubs directly from them.
Accessibility
All clubs have felt like the student association is accessible both physically and emotionally. By having a large physical presence on campus, clubs are encouraged to seek help to their issues. Students with physical disabilities are able to reach their clubs staff with ease. The clubs staff at OUSA have attended executive meeting of some clubs to promote their services and their faces. However, one club at OUSA felt like their services aren’t well advertised, especially around handover and succession planning.
Favourite thing about clubs on campus
When asked this question, everyone spoke about the awesome clubs community around campus and the cooperation between them. The skills gained and new experiences were a large part of attending university and clubs have helped each representative enrich their lives.
What would be changed
There was large variation regarding the changes which would be made by each club on campus, stemming from their respective roles within the university. Responses follow
- Reform the funding model
- Does not scale to large clubs
- Favours clubs with individual travel costs
- Should not fund UTSNZ sports
- More funding
- More clubs space
- More clubs staff
- Transparency
- The value of affiliation with the governing body communicated properly;
- Better training around sponsorship, succession and communication
- Incentive given around sharing equipment and events;
- More investment into the club’s assets
- Hire vans off a private organisation
- Gain funding from the University, not from the Student Association
Benefit from being under the Student Association
When asked if the clubs would be better if they were administered by the University or by the Student Association, all clubs responded with the Student Association except the Maori Students Associations.
Clubs responded that the independence is valued as the focus is solely on creating a better student community. Student associations are able to have a more hands-off approach to clubs administration due to less perceived bureaucracy. The focus on the social aspects of clubs on campus is a highlight for many clubs.
One club said that that being with OUSA means that they aren’t able to lobby effectively but also conceded that they would not be able to do so under the University. One sports club said that one potential benefit from being underneath the University could be an increase in scholarships awarded.
The Maori Students Associations do not want to be underneath the Student Associations and would like to receive funding from the University directly, however would like to retain their seat on the Student Association.
Note
The meetings with clubs were set up by their respective University Student Associations. These clubs are therefore more likely to be the more engaged members of their university’s clubs environment than other clubs.