Club support and engagement committee

Terms of reference:

1. Purpose

The Club Support and Engagement Committee provides oversight, guidance, and decision-making regarding the recognition, support and conduct of student clubs, societies, and associations at the University. It ensures that student groups operate in alignment with University policies, values, and the Student Code of Conduct, while fostering an inclusive and vibrant campus community.

2. Scope

The Committee is responsible for:

  • Reviewing and approving applications for official recognition of student groups.
  • Monitoring compliance with University policies and procedures.
  • Acting as a neutral party in dispute resolution within student groups.
  • Addressing concerns related to governance, conduct, and financial integrity of student groups.
  • Delegating authority for minor operational decisions to Student Groups staff.

3. Authority

The Committee has the authority to:

  • Recognise student groups granting access to University services.
  • Tentatively recognise groups providing limited access while requirements are completed.
  • Request information and investigate concerns including breaches of policy or misconduct.
  • Recommend or impose actions on student groups or individual executive members.
  • Discontinue recognition of a group or individual in cases of serious breach.
  • Delegate minor decisions to Student Groups staff.
  • Access financial records of student groups where there is cause for concern (e.g., fraud or mismanagement).

4. Membership

Executive Committee:

  • Chair: Student Engagement Manager
  • Deputy Chair: Student Voice Team Leader
  • Compliance: Associate Director of Student Engagement
  • Administration: Student Group Administrators

Specialist Advisers

  • Advisers will only be requested to join when their expertise is needed for a specific case. Advisers will have the power to delegate when needed with approval from the Executive Committee.
  • The Executive Committee and one member of the advisory team will always be present during CSEC meetings and case discussions to provide continuity and support.
  • The following is the official pool of Specialist Advisers:
    • Student Voice: AUSA Executives
    • Spiritual & Religious: Student Equity & Wellbeing Manager
    • Causes: Student Equity & Wellbeing Manager
    • Academic: Faculty Student Support & Engagement Managers
    • Sports: Sports & Recreation Student Engagement Manager
    • Cultural - Māori: Kaihāpai Tauira
    • Cultural - Pacific Island: Assistant Pro Vice-Chancellor, Pacific
    • Cultural – International: Student Engagement Manager
    • Student Conduct: Student Conduct Manager
    • Student Care: Student Wellbeing & Care Manager

5. Meetings

  • Convened as required based on the nature of the matter.
  • Quorum: Chair and Deputy Chair, and at least one representative from the Advisory Specialists.

6. Review

These Terms of Reference will be reviewed annually or as required to ensure relevance and alignment with University policies.