Clubs & Sports
Terms and Conditions

1. General
 

1.1  Membership is available to all enrolled students of Swinburne University.
 

1.2  Associate Membership eligibility is subject to approval on a club-by-club basis by the Clubs and Sports Coordinator (or delegate of).
 

1.3  Upon joining a club on Rubric, the Member accepts and agrees to be bound by these Conditions of Membership. Members must also adhere to the SSA's Constitution and Policies.
 

1.4  Membership expires on 31 December of the calendar year in which it was registered. The Member must renew their membership annually to continue to gain the benefits of membership. Membership is not transferable and membership fees are not refundable under any circumstance.
 

1.5  SSA reserves the right to alter membership fees as required.
 

1.6  Membership, or specific rights or privileges, may be suspended or terminated by SSA for violation of any rules or regulations set by SSA, or, for conduct deemed by the SSA Board of Directors to be detrimental to the welfare, good order, safety or character of SSA.
 

1.7  Members are responsible for informing SSA of any changes to their personal details.
 

1.8  By completing a Member application or joining via the SSA's Rubric website, the Member is authorising SSA to contact them on any matters deemed of relevance (by SSA). The contact may be by email, phone, post or SMS. SSA, where possible, will give the Member the opportunity to opt-out of any organisational newsletters.
 

1.9  SSA is not responsible for the loss of personal items or damage to personal property either on SSA premises or whilst attending an event or participating in any SSA associated activity.

 

2. Membership Conditions (Member)
 

2.1  Upon joining Rubric as a member of an SSA Club, you will be referred to as a "Member," or an "Associate Member" and have the rights and obligations as set out below.
 

2.2  Only current SSA Members that are current Swinburne Students can join a SSA Club as a "Member." Membership commences from the date of membership signup (via the SSA website) and expires on 31 December of the calendar year in which the membership was registered. Members must renew annually to maintain the benefits of membership.
 

2.3  Club membership is personal to the "member" and memberships cannot be transferred to another person or club.
 

2.4  The SSA Club and Sports Coordinator or another person authorised by SSA reserves the right to cancel this membership agreement at their discretion. Memberships are non-refundable, however at the request of the member, can be cancelled prior to expiry.

 

3. Membership Conditions (Associate Member)
 

3.1  A Club Member who is not a current Swinburne Student can join a SSA Club as an "Associate Member."
 

3.2  Associate Members are unable to be part of a Club Executive/Committee, and are unable to vote at any Club Meetings including SGMs and AGMs. Membership commences from the date of membership signup (via the SSA website) and expires on 31 December of the calendar year in which the membership was registered.
 

3.3  Club membership is personal to the "member" and memberships cannot be transferred to another person or club. The SSA Club and Sports Coordinator or another person authorised by SSA reserves the right to cancel this membership agreement at their discretion.
 

3.4  Memberships are non-refundable, however at the request of the member, can be cancelled prior to expiry.

 

4. Behavioural Expectations and Age
 

4.1  SSA reserves the right to cancel a club membership if a member does not behave in a responsible manner or there is a breach to the SSA Student Code of Conduct or Club Guidelines.
 

4.2  All persons must be 17 years or older to join as a member. If the Club member is under the age of 18, a parent or guardian is required to sign the membership agreement on behalf of the member. Some facilities, services and Club activities are not available to minors.

 

5. Guidelines and Facility Use
 

5.1  You understand you will be using Swinburne University facilities and that by becoming a Club member you must abide by, and agree to abide by, the rules and policies of SSA and Swinburne University, together with any constitution and affiliation agreement in relation to the Club.
 

5.2  Documents setting out relevant Club Guidelines and procedures can be found via www.swinburnestudentassociation.com.au/clubs.

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5.3  Current members of a club can request a copy of the club's constitution (where applicable) via contacting the club directly.

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6. Privacy
 

6.1  Club Membership details are made available to the club executive of the specified club, whom are bound by the terms of use of this information as per the SSA model constitution and Rubric rules.

 

7. Promotions and Giveaways
 

7.1  These rules govern the promotions and giveaways (including any 'competition') conducted by the Swinburne Student Association Limited.
 

7.2  Unless otherwise stated, entry is open only to currently enrolled students at Swinburne University of Technology who are 18 years of age or older.
 

7.3  Directors, officers, and employees of the SSA are ineligible to enter (unless otherwise deemed eligible by written confirmation from the CEO or delegate of).
 

7.4  SSA reserves the right to request a valid Swinburne Student ID and proof of age to verify eligibility. Failure to provide such proof upon request will result in the forfeiture of any prize.
 

7.5  Where a promotion requires the completion of a survey, an entry is only valid if the survey is submitted in full. SSA reserves the right to disqualify entries containing nonsensical or incomplete data.
 

7.6  Promotions conducted via Instagram, Facebook, or TikTok are in no way sponsored, endorsed, or administered by those platforms. By entering, you provide a complete release of the platform from any and all liability.
 

7.7  Unless specified, entry is limited to one (1) per student. Multiple entries using different identities or email addresses will be disqualified.
 

7.8  Prizes are non-transferable and cannot be exchanged for cash or credit.
 

7.9  All prizes must be collected at a location specified by SSA within 14 days of the winner being notified.
 

7.10  SSA is not responsible for shipping or postage costs. If a prize remains unclaimed after 14 days, SSA reserves the right to withdraw the offer.

 

8. FLEX by SSA Membership Promotion and Giveaway
 

8.1  These rules govern a promotion or giveaway that involves the FLEX by SSA, Swinburne's on-campus gym operated by Swinburne Student Association Limited.
 

8.2  Winning a FLEX membership is an 'Offer of Membership' and is strictly conditional upon the winner successfully completing the SSA onboarding process.
 

8.3  To activate the prize, the winner must:
 

        8.3.1  Complete and sign the FLEX by SSA Membership Agreement.
 

        8.3.2  Complete the Pre-Exercise Health Screening Form (winners deemed 'High Risk' may be required to provide a GP's medical certificate); and
 

        8.3.3  Complete a mandatory Safety Induction at FLEX by the Gym Manager (or delegate).
 

8.4  Failure to complete these steps within 14 days of being notified will result in the prize being forfeited.
 

8.5  Winners will be selected via random draw. For "Games of Skill" (e.g., best survey answer), winners will be judged on merit by the CEO (or delegate of).
 

8.6  Winners will be notified via their Swinburne student email or social media direct message within two (2) business days of the draw.

 

9. Rubric Platform - Administration of Membership
 

9.1  SSA administers its Clubs and Sports membership network exclusively through Rubric, a third-party membership and club management platform. These Terms and Conditions govern all membership arrangements entered into via the Rubric platform. By completing registration on Rubric, a Member confirms their acceptance of these Terms and Conditions in their entirety.
 

9.2  Rubric is an independent third-party platform. SSA does not own, operate, or control the Rubric platform. Use of the Rubric platform is also subject to Rubric's own Terms of Service and Privacy Policy, which Members should review prior to registration. In the event of any conflict between Rubric's terms and these Terms and Conditions as they relate to SSA Club membership, these Terms and Conditions shall prevail to the extent of any inconsistency.
 

9.3  SSA is not liable for any interruption, outage, error, data loss, or unavailability of the Rubric platform, whether or not such disruption affects a Member's ability to access, register, renew, or manage their Club membership. Any technical issues with the platform should be reported to SSA staff in the first instance via clubs@swin.edu.au.
 

9.4  SSA reserves the right to migrate the administration of its Clubs and Sports network to an alternative platform at any time. In such circumstances, SSA will provide Members with reasonable notice via their registered email address. Existing memberships will be recognised through any platform transition, subject to Members completing any re-registration steps reasonably required by SSA.
 

9.5  Any dispute arising from the use of the Rubric platform that relates to SSA Club membership must be directed to SSA in the first instance via clubs@swin.edu.au. Disputes relating solely to the functionality or operation of the Rubric platform, unconnected to SSA Club membership rights or obligations, are outside SSA's jurisdiction and must be raised directly with Rubric.

 

Version Control 1.2  |  Approved by the CEO as of 29 May 2026.