On Tuesday 13 January, the AUSA Clubs Team ran a Town Hall meeting to present the new registration requirements for AUSA clubs. We have compiled the most frequently asked questions on this page.
This information is accurate to the best of our knowledge as of 21 January 2026.
Please click on each heading to view the related questions and answers
1. What is the Transition Board?
The Transition Board is made up of three student directors appointed by USASA, three student directors appointed by YouX, two university directors representing the University of South Australia and the University of Adelaide, and two external directors.
The term of the Transition Board term ends on 31 May 2026 and the first elected Board will start on 1 June 2026. Elections will be held from March-April 2026.
2. Where can I find AUSA’s Constitution?
If you are interested in learning more about AUSA, the constitution is publicly available here.
3. What are transitional registrations?
Transitional registration is a temporary status that will be assigned to all existing USASA & YouX clubs from 1 January until 30 June 2026. During this period, clubs will be able to continue operations as they work towards meeting AUSA’s registration requirements.
4. Do Transitional registrations apply to provisional clubs?
Yes, Transitional Registration applies to all clubs.
1. If my Club has been told it is similar to another club, what do we need to do to prove we are not similar and should remain seperate?
Clubs will need to contact AUSA.Clubs@adelaide.edu.au and explain how they are demonstrably different from the club they have been deemed similar too. Clubs may be required to update their constitution to reflect these differences. It is recommended that this process begins as soon as possible to enable the best chance of success.
2. When will AUSA begin facilitating or implementing mergers between similar YouX and USASA clubs, if at all?
All clubs who are deemed similar were contacted on the 18th of December 2025 and will start reaching out to individual clubs to check in within the coming weeks.
3. For clubs choosing to merge, when will joint registration open and what steps are required beforehand (e.g. SGM approvals)?
Clubs can begin the process of merging their clubs now, this requires an SGM for both merging clubs to pass a motion to approve their merger. This is followed by an SGM of the new club to elect an executive, confirm that they wish to register to AUSA and vote in the club’s new constitution.
4. Can AUSA assist in facilitating merger discussions where engagement from the other club has been difficult?
Yes, please contact us at AUSA.Clubs@adelaide.edu.au if you would like any assistance with merging your club.
5. While identified as similar to another club, can a club still proceed with AUSA registration in the meantime?
No, clubs who have been identified as similar, won’t be able to upgrade to AUSA registration until after the two similar clubs have either merged or shown how they are demonstrably different from their counterpart.
1. How can I register my existing club with AUSA?
To register your club with AUSA you will need to hold an SGM/AGM where you will vote in a new constitution that aligns with AUSA’s requirements and an executive committee to run the club. After this meeting, you will need to send through the following documents to AUSA;
For clubs required to merge, both clubs will need to hold a meeting prior to this, where they vote to merge into one club.
2. Do we need to hold a new election, or can we simply confirm existing roles?
You will need to hold a new election to give students who have transferred from the other university a chance to be involved.
3. Can clubs change their name (e.g. removing UniSA or UofA references) prior to formal AUSA registration?
No, clubs can only change their name when they register with AUSA.
4. What are the quorum and minimum membership requirements for AGMs to be valid?
Prior to registering with AUSA it will be what is written in your current clubs Rules of Governance (USASA Clubs) and Constitution (YouX Clubs). After registering with AUSA it will be “equal to half the number of filled members on the committee, plus one.”
5. When does AUSA recommend clubs hold their SGM during the transition period?
This is at the club’s discretion. The most important thing to remember when going through this process is that you follow the correct steps and ensure that your members are kept informed of the upcoming changes. This will be unique for each club and their needs. If your club is large, or you think the changes will be complex, we recommend you get started as soon as possible.
6. Do new rules (e.g. all executives must be current students) apply immediately upon re-registration, or from the next AGM cycle in 2027?
They apply immediately upon upgrading the club registration with AUSA.
1. Why is there a requirement for 70% of club members to be Adelaide University Students?
AUSA is funded by the Student Service Amenities Fee. This money is collected from students to support services and amenities that benefit students.
2. Who is considered the "executive committee"?
Anyone voted in or appointed to run and act on behalf of the club at an AGM, SGM or IGM in accordance with your constitution is considered a member of the executive committee.
3. Can non-Adelaide University students hold any committee positions?
Non-students can be part of sub-committees and help the executive committee run the club, but they do not have authority to act on behalf of the club or access any of the services offered to club executives.
4. When do Clubs need to hold their AGM’s?
AGM’s must be held between the 1st of October and the 31st of March, and reregistration’s open from the 1st of November until the 31st of March.
5. Why did you choose those dates?
These dates were chosen based on data that showed majority of clubs hold their AGM’s between 1st of October and the 31st March. The re-registration window opens in November to ensure outgoing executives are still able to attend any end of year AUSA run club events.
6. What is the difference between incorporated and unincorporated clubs, and why are requirements stricter for unincorporated clubs?
Incorporated clubs are independent legal entities and are required to meet statutory reporting and governance obligations with the Department of Consumer and Business Services. Unincorporated clubs operate under the auspices of AUSA. Because AUSA carries a legal and financial risk for these clubs, unincorporated clubs are subject to stricter internal reporting and compliance requirements to ensure AUSA meets its risk management and governance obligations.
1. When will information about grants become available?
A detailed grants program is being developed for the March Transition Board Meeting. We will release details once it has been approved by the Board
2. Can clubs apply for grants before registering with AUSA?
Yes, until the 30th of June all clubs will be able to access grants regardless of if they have upgraded their registration to AUSA.
3. What will happen to existing bank accounts?
For USASA clubs, AUSA has transferred all existing accounts into the new organisation and executives who had access have receive new login details.
For YouX clubs, there will be no requirements until you have had an SGM to upgrade to an AUSA registration, at which time you will be required to ensure that the account name matches your club name if this changes.
4. What is required for the 6-monthly financial report?
This is only required from clubs who have bank accounts external to AUSA. The specific requirements of this report are still being developed.
1. Can clubs run events and manage memberships before becoming officially registered with AUSA?
Yes, clubs can keep operating up until the 30th of June, at which point those who haven’t registered with AUSA will be removed from the website and no longer supported as their registration will have lapsed.
2. Will the facilities hire and room-booking process change, and how should clubs book regular activities going forward?
The University will launch their new online booking portal in the near future, clubs will be required to process bookings via this portal, we will advise clubs when this change takes effect. You can currently make bookings via facilities.booking@adelaide.edu.au
1. Will alumni and external members be able to log in to the new AUSA website, and how will student logins work?
Yes, when they visit the website there will be an option to create an account. Students will be able to login using SSO.
2. How can I change my preferred name on the website?
you can do this by following this link.
3. Will existing club email addresses be redirected or replaced, and will clubs need to update logins tied to those emails?
USASA legacy club emails will remain active for approximately 6 months in their current format, before they are discontinued by the University. When your club upgrades to an AUSA membership you will be provided with a new email managed via our Google Workspace. YouX legacy club emails will remain in place, but the domain will update to an AUSA address once your registration with AUSA is completed. If a YouX legacy club requires a change in email address due to a change of name, this can be facilitated as a part of your registration process with AUSA.
4. When can students join clubs, including mid-year or part-way through the year?
Students can join clubs at any point in the year. Membership groups for the following year will open on the 1st of October for those wanting to renew their membership.
5. Can clubs decide membership fees and offer different membership lengths?
Clubs can choose whether or not they want to charge a membership fee. Clubs wanting to offer different membership lengths will be assessed on a case-by-case basis.
6. Is there a mandatory central system for memberships and payments, or can clubs use their own?
All clubs will be set up with a club page on the AUSA website where students can go to join the club. Clubs can still manage their own external system, but only the students who have joined via the AUSA website will be recognised as club members by AUSA.
7. Can existing memberships be transferred, and can clubs keep signing up members during the transition?
As part of joining a club members will need to agree to abide by the AUSA Clubs Code of Conduct. Therefore, bulk uploads will not be feasible. For members who have already purchased their membership using a different method, we can set up a discount code to make memberships free for those who have already paid.
8. How will clubs access and communicate with their member contact lists going forward?
Clubs will be able to view a list of club members in the back end of their club pages and use the built-in messaging function to contact them. Your club will also have an email address provided for you.
1. How can I register a new club with AUSA?
Our current focus is ensuring continuity of service and experience for our existing clubs, new club registrations will open later and be available via the AUSA website.
2. How will I know when the registrations open?
You can follow us on our social media pages at @AUSA.clubs
3. Are alumni or alumni-based social clubs supported, and are they eligible for the same support and grants as student clubs?
No, we are only supporting student clubs. Adelaide University has an Alumni network that Alumni can get involved with.
1. What is the best contact method for clubs that were unable to attend meetings and have follow-up questions?
You can email the clubs team at AUSA.Clubs@adelaide.edu.au
2. Where will AUSA's main office be?
AUSA’s main offices will be based across the North Terrace Campuses.
3. Will there be a dedicated AUSA clubs phone number, and how will clubs be expected to communicate (phone, email, Zoom, or in-person)?
Our team is currently located across City East and City West campuses, and we are awaiting the new phone system to be activated by the University, we will update clubs once our new phone number is active. There won’t be any other changes to how you can communicate with your clubs team, we will still be available to meet in-person or online, and you can reach us via email at AUSA.Clubs@adelaide.edu.au
4. Will there be updates on locker locations and storage space, particularly for clubs merging from different universities?
No, these will be staying in the same locations at this time.
5. What are the rules for political clubs, including the use of party logos and materials?
These rules are remaining as they were at both legacy clubs programs. The Student Service Amenities Fee legislation does not permit SSAF funds to be used to support a political party or candidate.
6. Will AUSA release a handbook or central guide outlining club rules, processes, and key information?
Yes, as processes are developed, we will create guides to assist clubs. In the meantime, your best source of information will be to regularly check the AUSA website.