Start a new club

Send your new club proposal, including name of your proposed club and briefly infomation about what will it do & who does it cater for, via email to the Student Life mailbox at respective campus you are enrolling or interested in as below:

• Student Life Saigon South: student.life@rmit.edu.vn
• Student Life Hanoi: student.lifehn@rmit.edu.vn

Once you've submitted your idea, the Club Program Team will reach out within 3 days of receiving your request to offer further assistance and to guide you through the next steps to your pitching day as well. We’ll set up a meeting with you and your team to introduce ourselves and provide you with a crash course on club management.

• A group of students with the same idea for establishing a new student club at RMIT meets with SAC (Student Activities Coordinator) and SAO (Student Life Activities Officer).
  
• SAC & SAO discuss the idea and provide more useful information.
• SAC & SAO send the Student Club Rules & Regulations and the list of questions to the representative of the club.
• The representative of the club prepares a proposal to present on pitching day by answering questions in the list below

1. Club Identity & Positioning

What is your club’s proposed name in English and Vietnamese, including the abbreviation? Ensure the name aligns with RMIT branding and represents the club’s purpose respectfully and professionally.

2. Strategic Relevance & Differentiation

How is your proposed club distinct from existing RMIT Vietnam clubs?

Clearly state your unique value proposition and explain why a new club is necessary rather than expanding an existing one.

3. Purpose, Student Value & Impact

What student needs, gaps, or opportunities does your club address?

Explain how the club will enhance student experience, belonging, wellbeing, skills development, or employability.

4. Strategy & Execution Roadmap

Present a development plan across three phases (e.g., Establishment, Growth, Strategic Development).

For each phase, outline:

• Core activities and flagship initiatives
• Key milestones and expected scale (members, participants, partners)
• At least two measurable success indicators (KPIs)

5. Inclusion & Accessibility

How will your club ensure an inclusive, welcoming, and respectful environment?

Address financial accessibility, communication clarity, and accessibility considerations for diverse student groups.

6. Sustainability & Continuity

Demonstrate long-term and responsible planning, including:

• Member retention and engagement strategies
• Leadership succession, documentation, and handover processes
• Adaptability to changes in membership, funding, or capacity
• Environmentally responsible practices (e.g., minimising waste, responsible procurement, digitalisation)

7. Governance & Operational Clarity

Provide your proposed organisational structure (min. President, Vice President, CFO).

Briefly describe the core responsibilities of each role and any additional positions.

8. Financial Feasibility & Risk Management

How will your Executive Committee ensure transparent governance?

Describe decision-making processes, financial approval mechanisms, reporting systems, and communication with members.

9. Financial Plan

Provide a clear outline of:

• Income sources (membership fees, sponsorship, fundraising, etc.)
• Projected expenses (training, events, logistics, operations)
• Contingency strategies if income sources are not secured

10. Membership Strategy

State your target membership per semester and outline your recruitment and retention strategy.

11. Risk & Continuity Planning

Identify potential risks and challenges.

Provide practical mitigation strategies, including leadership transition planning to ensure long-term continuity.

• Only two pitching opportunities for each club per semester, with a maximum of one month between two pitchings.
• The club (3 executives members) presents the idea to the panel, which consists of a Student Life Department Senior Manager, Student Life Activities Manager, SAC, SAO, representatives of Student Council, and other representatives of relevant departments.
• Presentation: 15-30 minutes
• Q&A: 15 minutes
• Panel's discussion: 15 minutes

The decision is based on an evaluation form.

• If the pitching passes, proceed to Step 6.
• If the pitching fails, the process may need to be restarted. 
• Only 2 pitching opportunities are given to each club per semester, with an interval of 1 month maximum between 2 pitchings.

Within 2 weeks after pitching passes:

• SAC & SAO send the template of RMIT Student Club Charter to the club's president.
• Discuss with the club's president about the contents of the Club Charter.
• The president of the club discusses with executive members and prepares the charter.
• Get confirmation signatures of all club's executive members and mentor (optional) on the charter.
• Submit a hard copy to SAC & SAO.

Probation time is 1 or 2 semesters based on SAC’s decision. Student Life will base on the club probation evaluation matrix to appraise club performance. To pass the probation, the club must satisfy 2 conditions:

• Total score of evaluation matrix is equal or larger than 50% weight.
• Achieve the required conditions (if existing) as agreement between the Club and SAC & SAO.

If the club fails the probation (percentage of performance appraisal is under 50%), it needs to wait for 3 semesters to process in terms of re-establishing the club.

Once probation is passed, the club is officially affiliated.

Club have to submit the following documents after passing the probation:

• Club executive list & Club Bank Account updated form
• List of members
• Action Plan of following semester