Clubs & Sports
Terms and Conditions
Applicability
The following Terms and Conditions apply to all Clubs & Sports members. By joining, renewing, or participating in any SSA activity you agree to these terms. Read together with the Participant Declaration & Medical Consent Form, which is required separately for the higher-risk activities listed in clause 8. These Terms & Conditions also apply to non-members who purchase a ticket to, register for, or attend an Activity (“Attendees”), except for provisions about membership eligibility, duration and administration.
​
Definitions and Interpretation
​
In these Terms & Conditions, unless the context requires otherwise:
​
1.1 “SSA” means Swinburne Student Association Limited (ACN 682 527 448), 14 Wakefield Street, Hawthorn VIC 3122.
1.2 “Member” / “you” means a person whose application for membership has been accepted and is current.
1.3 “Club” means a student club or sporting club affiliated with the SSA.
1.4 “Activity” means any event, trip, training, competition, meeting or other activity organised, endorsed or coordinated by the SSA or a Club.
1.5 “Higher-Risk Activity” means an Activity of a kind listed in clause 8.1 for which a Participant Declaration is required.
1.6 “Participant Declaration” means the SSA Participant Declaration & Medical Consent Form completed for a specific Higher-Risk Activity.
1.7 “Rubric” means the membership administration platform through which membership is managed.
1.8 “Force Majeure” means an event beyond a party’s reasonable control, including natural disaster, pandemic, government restriction, strike or act of God.
1.9 Headings are for convenience only and do not affect interpretation. Words importing the singular include the plural and vice versa.
1.10 “Attendee” means a person who is not a Member and who purchases a ticket to, registers for, or attends an Activity. Except in clauses 2 (Membership, Eligibility and Duration) and 10 (Rubric Platform), a reference to “you” includes an Attendee, and the obligations, acknowledgements, warnings, waivers and consents in these Terms & Conditions apply to an Attendee in the same way as to a Member.
​
Eligibility and membership term
​
2.1 Full membership is open to currently enrolled Swinburne University students. Associate membership is subject to approval on a club-by-club basis by the Clubs & Sports Coordinator.
2.2 All persons must be 18 years or older to join as a Member.
2.3 Memberships expire on the final day of February each year and are non-refundable, except where a refund is required by law.
2.4 By joining or renewing via Rubric, you accept these Terms & Conditions and authorise the SSA to contact you regarding matters relevant to your membership and participation.
​
Obligations and Conduct
​
3.1 You must comply with the SSA Constitution, the SSA’s policies, the Student Code of Conduct, and all rules and policies of the SSA and Swinburne University
3.2 You must abide by each Club’s policies and guidelines at all times, including those relating to drug and alcohol use, anti-harassment and sexual misconduct.
3.3 You have a positive obligation to report any behaviour that contravenes those policies, guidelines or procedures.
3.4 The SSA may suspend or terminate membership, or exclude a Member from an Activity, for conduct the SSA Board of Directors considers detrimental to the welfare, good order, safety or character of the SSA. No refund is payable on suspension or termination for cause. The SSA may also refuse entry to, or exclude from an Activity, an Attendee whose conduct the SSA considers detrimental on the same basis.
​
Personal Property
​
4.1 The SSA is not responsible for the loss of, theft of, or damage to personal items or property, whether on SSA premises or while attending an Activity, to the extent permitted by law.
4.2 You are responsible for safeguarding your personal items at all times. Claims relating to personal loss must be pursued through your own insurer.
Insurance
​
5.1 The SSA nor Swinburne University provide personal, travel or medical insurance for Members. Public Liability insurance and Group Personal Accidental Insurance may be applicable.
5.2 It is your sole responsibility to obtain appropriate travel and medical insurance (including ambulance cover, and international/overseas medical cover where relevant) for your participation.
5.3 Proof of insurance may be requested before participation in a Higher-Risk Activity. Failure to provide it may result in cancellation of participation.
​
Waiver
​
6.1 Many activities are recreational in nature and carry inherent and significant risks of physical harm, including personal injury, illness or death, and damage to or loss of property. These risks cannot be entirely removed. Sporting, physical, outdoor and wilderness Activities carry elevated risk.
6.2 To the extent permitted by law, and in consideration of being permitted to participate, you agree that the supply by the SSA and the Clubs of recreational services is provided on the basis that the consumer guarantees under the Australian Consumer Law relating to the supply of those recreational services (so far as they relate to death, physical or mental injury, or the contraction, aggravation or acceleration of a condition) are excluded, restricted or modified to the maximum extent permitted by law.
6.3 You voluntarily assume the inherent risks of each Activity in which you choose to participate and confirm you are participating of your own free will.
6.4 Nothing in these Terms & Conditions excludes, restricts or modifies any right, guarantee or remedy that cannot lawfully be excluded, restricted or modified, and this clause operates only to the extent the law permits. This clause does not apply to liability for significant personal injury caused by reckless conduct where the law prevents its exclusion.
​
Limitation of Liability and Indemnity
​
7.1 To the fullest extent permitted by law, the SSA and the Clubs are not liable for any indirect, incidental or consequential loss, loss of enjoyment, income or opportunity, or any delay or cancellation due to Force Majeure.
7.2 To the fullest extent permitted by law, and subject to clause 6.4, the total liability of the SSA and the Clubs for any claim arising in connection with an Activity is limited to the amount of the fees or levies you paid to them directly for that Activity.
7.3 All costs not expressly covered or subsidised by the SSA or a Club are your responsibility, including personal travel arrangements, food, and medical treatment, and any damage to accommodation, vehicles or facilities caused by you.
7.4 To the extent permitted by law, you indemnify the SSA and the Clubs against any liability, loss, claim or expense arising from your breach of these Terms & Conditions, your damage to third-party property, or your misconduct or negligence during an Activity.
Higher-Risk Activities and the Participant Declaration
​
8.1 A separate Participant Declaration & Medical Consent Form must be completed before you participate in an Activity that involves one or more of the following:
-
camps or overnight trips;
-
events outside metropolitan Melbourne (unless otherwise waived by the Clubs & Sports Lead);
-
hiking, bouldering, rock climbing activities;
-
sporting competition or activity in connection with a sporting club, including UniSport Nationals.
8.2 You may not participate in a Higher-Risk Activity without completing the Participant Declaration for that Activity. The SSA requires the Declaration to be completed close to the Activity so that medical and emergency information is current.
8.3 The waivers, warnings and consents in these Terms & Conditions apply to Higher-Risk Activities in addition to the acknowledgements given in the Participant Declaration.
8.4 For a Higher-Risk Activity, an Attendee must complete the Participant Declaration & Medical Consent Form before participating, in the same way as a Member.
​
Privacy and Collection of Health Information
​
9.1 The SSA collects, uses and stores your personal information in accordance with the Privacy Act 1988 (Cth) and, in respect of health information, the Health Records Act 2001 (Vic), and the SSA Privacy Policy at https://www.swinburnestudentassociation.com.au/privacy-policy
9.2 For Higher-Risk Activities the SSA collects sensitive health information through the Participant Declaration (for example medical conditions, allergies, medications, mental-health support needs and Medicare details). This information is collected only where reasonably necessary to plan for your safety and to prepare event organisers for a medical emergency.
9.3 Health information is treated confidentially and disclosed only as necessary to protect your health and safety, including to emergency and medical personnel and to relevant Activity staff, or as required or authorised by law.
9.4 You may request access to, or correction of, the personal information the SSA holds about you by contacting us at studentlife@swin.edu.au
​
Rubric Platform
​
10.1 Membership is administered through Rubric. To the extent permitted by law, the SSA is not liable for any interruption, outage, error, data loss or unavailability of the Rubric platform.
​
General
​
11.1 Acceptance. You accept these Terms & Conditions when you join or renew via Rubric or when you participate in an Activity. Acceptance may be given electronically, and an electronic acceptance is as effective as a signature under the Electronic Transactions (Victoria) Act 2000. An Attendee accepts these Terms & Conditions when they purchase a ticket to, register for, or attend an Activity, and acceptance may be given electronically at that time.
11.2 Variation. The SSA may amend these Terms & Conditions from time to time. The current version published by the SSA applies to your membership and participation.
11.3 Entire agreement. These Terms & Conditions, together with any applicable Participant Declaration, constitute the entire agreement between you and the SSA in relation to your membership and participation.
11.4 Severance. If any provision is held to be void or unenforceable, it is severed and the remaining provisions continue in force.
11.5 Governing law. These Terms & Conditions are governed by the laws of Victoria, and you submit to the non-exclusive jurisdiction of the courts of that State.
Version Control
Version 2 was approved by the CEO as of 27 July 2026