EXEC ROLES
ROLES WITHIN YOUR CLUB
EXECUTIVE ROLES (OFFICE BEARERS)
Every club must have 4 main leaders called executive roles or office bearers.
PRESIDENT
- Leads the club and oversees all operations.
- Chairs meetings and sets the direction for the year.
- Acts as the main representative of the club to UniClubs and external partners.
- Supports the executive team and helps resolve issues.
VICE PRESIDENT
- Assists the President and steps in when they’re unavailable.
- Helps coordinate projects, events, and committee members.
- Supports smooth communication within the executive team.
- Takes on leadership of specific initiatives as needed.
TREASURER
- Manages the club’s finances responsibly.
- Prepares budgets, tracks spending, and oversees reimbursements.
- Handles funding applications and financial reports.
- Ensures club activities stay within budget and follow UniClubs financial guidelines.
SECRETARY
- Manages club administration and communication.
- Organises meetings, agendas, and keeps minutes.
- Looks after club records, membership lists, and documentation.
- Sends out updates, emails, and notices to members.
Clubs can add extra roles if needed, for example:
Social Media Officer – manages online pages, Events Coordinator – helps plan activities,
Sponsor Liaison – maintains relationships with sponsors, or Club Advisor – often a staff or faculty supporter.
IMPORTANT NOTES
All executive positions are elected in a meeting by a majority vote (with minutes recorded).
- A club can have a maximum of 14 executives in total.
Executive lists must be sent to UniClubs:
- Through the Reaffiliation form at the end of the year,
- via uploading the updated EGM to Rubric,
- or by email: pulse-uniclubs@uow.edu.au.
EXECUTIVE ROLES - FAQ:
Can we have more executives than these four?
Yes. Clubs can create extra roles such as Events Coordinator, Social Media Officer, or Club Advisor if needed. But you cannot have more than 14 executives in total.
How are executives chosen?
Executives are elected by members at your IGM (when starting a club) or your AGM (every year). Results must be recorded in meeting minutes.
Can one person hold two executive roles?
No. Each executive role must be held by a different person, so responsibilities are shared.
How long can someone stay in one role?
The maximum term for any executive role is 2 years. After this, the person must step down or be elected to a different role.
What happens if an executive resigns mid-year?
Hold an EGM (Extraordinary General Meeting) to elect a replacement. Record the new election in meeting minutes and send them to UniClubs.
Can non-students be executives?
No. All executive positions must be filled by current UOW students.
Who can be a bank account signatory?
Normally the President, Vice President, Treasurer, and Secretary are the signatories. This must be voted on in a meeting and included in the minutes.
Do executives get paid?
No. All executive positions are voluntary. Executives can be reimbursed for approved club expenses but are not paid a salary.
What happens if we don’t fill all four required roles?
Your club cannot affiliate (or reaffiliate) with UniClubs until all four roles are filled.
Do executives need training?
Yes. At least two executives per club must attend Executive Academy training each year to keep funding eligibility. If you are a first-time executive or a brand-new club, you are required to attend the next scheduled Executive Academy at the beginning of each semester.