Everything We Know About VUWSA’s Clubs Proposal

This is part one of a three-part series examining the VUWSA executive, with this instalment focusing on student clubs.

A proposal to shift control of student clubs from Te Herenga Waka—Victoria University of Wellington to the Victoria University of Wellington Students’ Association (VUWSA) has sparked confusion and concern among club members, following a series of emails sent in late March.

University management confirmed that “high-level conversations” have taken place with VUWSA about the future of club administration, but said no decision has been made. However, the proposal—details of which had not been publicly announced—prompted the rapid emergence of organised opposition from students.

Student clubs are independent, student-led organisations spanning cultural, academic, political, and recreational interests. Te Herenga Waka’s Have Your Say survey data shows steady growth in club numbers, increasing from around 90 in 2017 to nearly 200 today. Clubs are currently administered by UniRec, which provides funding, oversight, and logistical support.

Emails

On 24 March 2026, a student group launched the “Save Our Clubs” campaign, beginning with an email sent to clubs warning that “[Clubs Name] is about to lose its University backing.” The message raised concerns about a proposal to transfer club administration from UniRec to VUWSA and urged recipients to oppose the change.

The email appeared to catch many clubs off guard. VUWSA had not publicly announced the proposal, and many club members were unaware that discussions had taken place.

The following day, VUWSA Clubs and Activities Officer Cam Dickson emailed all registered clubs under the subject line “Clarity and Kōrero – VUWSA Clubs Proposal.” He wrote that “a few of the points made [by Save Our Clubs] don’t line up with the current proposal,” but did not directly address several of the campaign’s key criticisms. Instead, the email outlined VUWSA’s general approach, which is detailed later in this article.

On 27 March, the University also contacted clubs. Director of Campus Operations Simon Johnson wrote that UniRec “continues to administer club support as usual,” and confirmed that no decision had been made about transferring responsibility. He added that “some high-level conversations have been held” between the University and VUWSA, and that any proposal would require further development and consultation.

Save Our Clubs spokesperson Arie Joe told Salient that the lack of consultation was a key concern.

“This proposal was negotiated behind closed doors,” he said. “Not a single club was asked [if they wanted club ownership to transfer to VUWSA].”

The sequence of emails has raised broader questions about transparency and the extent to which clubs have been included in discussions about their future.

The History

This proposal has been a long time coming. To understand how VUWSA arrived at this point, it’s necessary to look back at a series of changes to how student clubs have been funded and managed.

Before 2012, VUWSA administered student clubs under a system of compulsory student union membership. All students were automatically enrolled and required to pay membership fees, providing student associations with a stable and guaranteed source of funding.

That changed on 1 January 2012, when Voluntary Student Membership (VSM) came into effect. Introduced as a member’s bill by ACT MP Heather Roy, the legislation made student union membership optional rather than automatic.

The impact was immediate. Students no longer had to join or financially support their student association, cutting off a major source of guaranteed income. At the time,  Salient reporter Stella Black-Kelly wrote at the time “…student associations could previously charge students a compulsory membership fee, but voluntary student membership means they no longer have that guaranteed revenue stream…”

Following the introduction of VSM, an independent review recommended that the University take over administration of student clubs, citing inconsistent support, poor communication, slow funding processes, and a lack of clear systems under VUWSA.

Since then, VUWSA has repeatedly pushed to take back control of clubs—in 2018, 2023, 2025, and again in 2026—keeping the question of who should run them firmly in play. 

A Timeline

Author’s note: feel free to skip this if you just want to know what’s happening in 2026, but it outlines why clubs were given up and earlier versions of the proposal.

2012

At the start of 2012, VUWSA was still reported to have control of clubs. However, by mid-year this had changed. In the 4 June 2012 issue of Salient, Black-Kelly wrote: “On a brighter note, VUWSA no longer has control of clubs, societies and rep groups following the independent review recommending that the University would do a better job.” The review in question—the Review of Club Support and Structure (April 2012)—was a joint report commissioned during this transition period and was obtained by Salient for this article in 2026.

The review found that clubs required consistent, professional support, rather than fragmented or student-led administration. It emphasised the importance of dedicated staff, integrated services, and centralised systems—areas where the University was better positioned to deliver long-term stability.

It also identified structural issues in the existing system, including poor communication, inconsistent service delivery, and unclear access to resources. Clubs reported confusion around processes, gaps in support, and a lack of coordinated oversight.

Financial and administrative processes were another concern. The report highlighted inefficient and slow grant systems, limited transparency, and the need for more streamlined, jointly managed funding structures involving both staff and students.

Finally, the review stressed the importance of sustainability and continuity. With high turnover in student leadership, clubs needed ongoing training, institutional memory, and structured support—something a student association alone struggled to provide consistently.

It’s important to note this is an older report, produced in a specific post-VSM context, and does not necessarily reflect VUWSA’s current capacity or how it might operate clubs today. However, that context continues to shape the current debate . 

2018

In the 2017 VUWSA executive nominations piece published in Salient, Marlon Drake—who was a presidential candidate that year—did not mention a club's takeover in his campaign platform. However, he became involved with clubs early in his term.

In 2018, reporting in Salient indicated early interest from VUWSA in regaining responsibility for student clubs. In an article titled Eye on Exec, writer Louise Lin reported that “Marlon (VUWSA President) and Connor (Clubs and Activities Officer) went on a trip down to Otago and Canterbury, to look at how the unis there run their clubs. VUWSA is thinking of changing up how we run ours.”

Later that year, Lin reported growing support among clubs. “In a recent survey to university clubs, 62% of respondents believed that the administration of clubs on campus should go to VUWSA. Currently, the university manages clubs through Victoria Recreation.”

Clubs and Activities Officer Connor MacLeoud said that the proposal originated at a club level. “A lot of clubs share my view, that Victoria Recreation weren't properly managing clubs.” 

Lin reported that “Overall, 39% of Vic's 174 clubs responded to the survey.”

Furthermore, at the 2018 VUWSA Annual General Meeting, Drake responded to questions about the survey, saying most respondents supported returning control to VUWSA. He said the issue had also been discussed at the Joint Student Union Board (JSUB), and emphasised the move was not a “power grab,” but an attempt to begin a conversation about how clubs could best serve students. He added that this approach would be communicated to clubs in the near future.

However, Salient was unable to access JSUB documents or any communications sent to clubs to verify how this was presented in practice.

2023

In the 2022 VUWSA executive nominations piece published in Salient, Jessica Ye—who would go on to become VUWSA president in 2023—did not mention the transfer of club administration among her stated priorities or campaign promises. No contemporaneous reporting or publicly available documentation from 2023 appears to record any shift toward this policy.

However, the proposal was already on the table, as indicated by a 2023 document outlining VUWSA’s intention to take over clubs and societies, obtained by Salient in 2026. The proposal framed the change as an improvement to the existing system rather than a response to any identified issues, emphasising a more “student-centric” model and increased community engagement. It outlined a range of initiatives—including a digital clubs portal, centralised support services, and a proposed $50,000 annual grant—but provided limited detail on how these would operate in practice. 

The most detailed aspect of the document was its financial outline. VUWSA described the proposal as cost-neutral, relying on the transfer of existing University funding for clubs rather than new investment.

University figures included in the proposal show total annual spending on clubs and societies sitting at approximately $250,000–$337,000, with the 2023 budget at $336,949. This funding was broadly allocated across:

• Staffing: ~$150,000 (2 full-time staff and 1 casual role)

• Sponsorship funding: ~$160,000

• Operations and IT: ~$18,000

• Events: ~$7,000

• Security and cleaning: ~$1,000  

The proposal suggested that costs could be reduced by removing or restructuring the Clubs Manager role, potentially lowering staffing requirements to around one full-time equivalent, alongside efficiencies from consolidating reception services and introducing a digital system. These savings were intended to be reinvested into clubs through increased funding and resources. 

An additional $50,000 VicBooks Grant, funded separately through the VUWSA Trust, was proposed as a new funding stream for clubs.

However, while the proposal included high-level figures, it did not provide detailed financial modelling or breakdowns to support claims of sustainability or savings.

As the proposal was not adopted, and predates current discussions, it provides historical context rather than a definitive reflection of VUWSA’s present plans.

2025

In the 2025 VUWSA executive nominations piece published in Salient, Liban Ali—who would go on to become VUWSA president in 2025—did not mention clubs as a campaign promise. However, this position emerged in practice during his presidency.

In 2025, VUWSA renewed its push to regain responsibility for student clubs. In a Salient article by Darcy Lawrey titled VUWSA Wants Clubs and Societies to Come Back Home, Ali said the association was planning to take back management of clubs, describing it as a commitment during his term.

Ali said, “if we want a strong, fun space for clubs and societies, it should be done by students, for students.” The proposal outlined a partial transfer of responsibilities, with UniRec continuing to manage sports clubs, while VUWSA would take over non-sports clubs and societies.

The article echoed the 2023 Clubs Proposal that planned additional funding, a proposed $50,000 grant pool, and shared promotional platforms for clubs.

2026

In the 2025 VUWSA executive nominations piece published in Salient, Aidan Donoghue—who stood as a presidential candidate that year—stated in his candidate bio a campaign promise to “return to VUWSA clubs and societies.” 

In the same issue, in an interview titled Meet the Candidates: Prez, Donoghue reiterated this position, identifying “getting back Clubs and Societies” as one of his key campaign priorities, alongside proposals such as “turning the games room into an Opportunity shop bringing in a new revenue stream in the long run.”

The Present

As reported in Salient by Ryan Cleland, VUWSA President Aidan Donoghue reiterated his campaign promise to return clubs from UniRec to student association management.

Donoghue said returning non-sporting clubs to VUWSA remains a “massive priority,” with discussions ongoing between VUWSA and the University. He said the proposal would see sporting clubs remain under UniRec, while non-sporting clubs shift to VUWSA oversight.

Donoghue also said VUWSA aims to strengthen the role of clubs on campus by building greater collaboration and community among club executives.

Simon Johnson, Director of Campus Operations, said in the earlier 27 March email to clubs that they “acknowledge that VUWSA would like to play a greater role in club support however there has been no decision to transfer clubs support and administration to VUWSA.”

The Plan 

Full details of the proposed transfer of club administration in 2026 have not been publicly released.

VUWSA President Aidan Donoghue and Clubs and Activities Officer Cam Dickson said the proposal is not intended to address a specific failure in the current system, but to build on it. 

“Fundamentally this proposal is not about addressing an existing fault/issue but rather improving upon the existing model,” Donoghue said.

“VUWSA wants what University Recreation wants: For students to have the best possible time at university and participation in your chosen club is critical to that experience.”

“VUWSA believes we offer a unique ‘for students by students’ approach which differentiates us from other service providers.”

“Ultimately, clubs got their start under VUWSA and we believe with concentrated effort we can give students a sense of ownership over the administration of the clubs they love.”

The most detailed outline available to clubs was provided in an email sent by Cam Dickson, responding to Save Our Clubs on 25 March. In it, he outlined a proposed structure in which social and cultural clubs would affiliate with VUWSA as their primary administrative body.

According to Dickson’s email, clubs would receive:

• Administrative support from full-time VUWSA operational staff, including room bookings and general admin services (available 9am–4pm)

• Continued University backing, including use of the University’s name, logo, facilities, and services

• Access to funding primarily from the Student Services Levy, with additional supplementary funding from VUWSA

• Potential additional funding for “aspirational projects” benefiting the clubs community

• Greater input into funding decisions and strategy through a proposed clubs council 

It remains unclear whether elements of earlier proposals under former VUWSA presidents Liban Ali and Jessica Ye are still part of the current plan. These previously included:

• The creation of centralised social media platforms to promote clubs and events

• An additional $50,000 funding pool for “aspirational kaupapa”, proposed through a Vic Books Grant

Donoghue said discussions with the University are ongoing, with the possibility of a phased implementation and a timeline that could extend to 2027.

When asked about this proposed timeline and the current status of discussions, the University provided a broader response. In a statement attributed to Chief Operating Officer Tina Wakefield, the University said that while VUWSA had presented a proposal in 2023 and discussions have continued since, “there is no firm proposal to transfer responsibility,” and that “nothing has changed since the email update provided to clubs on 27 March 2026.” 

Asked whether the 2026 proposal could be made public, Donoghue said: “At this stage, no. Our proposal is a living document that will [undergo] many changes before finalizing…” He said it would be inappropriate to release draft material while discussions and internal approvals were ongoing, but that it would be shared once it is “much more concrete.”

Dickson said VUWSA’s continued work on the proposal had enabled it to reach its current stage. “We’ve shown immense commitment to this project … we’re now at a point where we can concretely negotiate,” he said. He added that the proposal aligns with VUWSA’s “core kaupapa” of improving the student experience, and would provide a “clear and tangible improvement,” though no specific or measurable outcomes were detailed.

Simon Johnson said in his 2026 email to clubs that “any future proposal would require further development and consultation with relevant stakeholders, including clubs and student leaders, before any decisions are made.”  

The proposal remains in development, with key elements—including its full scope, operational structure, and intended outcomes—not yet publicly available.

Finance

In its Te Aka Tauira Victoria University of Wellington Students’ Association Budget 2026, VUWSA describes itself as “the least funded Student Association in New Zealand.” They state that “this is unlikely to change if the University continues to control the allocation of the Student Services Fee.”

This raises questions about why the association is seeking to take on greater responsibility for clubs while continuing to highlight significant financial constraints.

However, in response to these concerns, VUWSA leadership has emphasised that any transfer of clubs would need to be financially sustainable.

Donoghue said the proposal is intended to be financially neutral, with funding transferred from the University alongside responsibility.

“We’re not saying out of the current pool anything would change … we need enough to be given to us to run them as well,” he said.

He added that the proposal would not proceed without sufficient resourcing, particularly for staffing. “[We] would need a sustainable model for staffing … what we don't want to do is take clubs and then break them and then give them back to the university,” he said.

Dickson said the proposal would rely on the existing Student Services Levy (SSL), which is currently allocated to University Recreation, alongside continued access to University facilities, branding, and services.

“Currently, this portion of the SSL is provided to University Recreation … so, should VUWSA administer clubs, we expect to utilise the existing funding pool, with intention to supplement this pool from our own funds,” he said.

Dickson added that additional resourcing could come from VUWSA reserves and Trust funds, provided it is used in a way that is “deeply impactful and financially sustainable.”

Salient contacted VUWSA Treasurer/Secretary Sanjukta Dey, who confirmed she had been consulted by Dickson about the potential use of Trust or reserve funds to support the proposal. 

She noted that, once further developed, the initiative could form a strong proposal not only for approval but also for input from more experienced Trust members. However, she emphasised that any approach to the Trust must reflect VUWSA’s highest priorities and would require prior approval from the executive.

No detailed financial modelling, budget breakdown, or cost projections for the proposal have been made public.

Student Response

Save Our Clubs has launched a petition opposing the proposal. As of 22 April, the campaign reported 69 verified individual signatures and endorsements from six clubs: Victoria University of Wellington Wargaming Society, Te Aro Pasifika Students' Association, VUW Games Club (Board Games and Roleplaying Club), Victoria Lacrosse Club, Victoria Pakistan Student Association (VPSA), and Cosplay Club.

VUWSA President Aidan Donoghue questioned the reliability of the petition data, citing examples of invalid names appearing in submissions. 

However, Save Our Clubs spokesperson Arie Joe defended the petition’s legitimacy, stating that each submission is tied to a name and email address and manually verified, with invalid entries removed. “What we do have is a public petition with real names attached to it,” he said.

Donoghue went on in his interview with Salient to describe the campaign as representing a “vocal portion” of students. He said those views were being taken seriously.

Despite this exchange, Donoghue confirmed it is not currently undertaking formal consultation with clubs on the proposed change in administration. 

In Dickson’s previously mentioned 25 March email, VUWSA said it had been in discussions with the University “for some time,” raising concerns among some students that clubs are being approached only after key elements of the proposal have already been developed. 

There is no publicly available evidence—such as surveys or broader engagement—indicating the overall level of student or club support.

This has led to wider concerns about consultation. While VUWSA leadership has emphasised that student feedback is important, no clear timeline or process for consultation has been provided. Clubs have not been publicly consulted on a potential transfer of administration since 2018.

In comments to Salient, Dickson said VUWSA had previously been in contact with one of the campaign’s organisers prior to its launch, but that “this dialogue wasn’t continued after the launch of the campaign, and no other students expressed direct support or involvement in ‘Save Our Clubs’, so no further conversations were pursued.”

He added that the proposal remains “very much a work in progress,” and could not yet be shared publicly to ensure negotiations and consultation are “fair and follow best practices,” stating that “this may become appropriate sometime in the future” and that students would be kept informed. However, no timeline, process, or prior examples of such information being publicly shared were provided to substantiate this reassurance.

Responses directly from clubs have varied. In a public statement, the Victoria University of Wellington Tramping Club said it was “not in support of this campaign,” and that the proposal would have limited impact on incorporated societies like theirs. The club also raised concerns about the campaign’s credibility and methods, including the use of contact information and the absence of named organisers.

By contrast, members of the Victoria University Musical Society executive described to Salient initial concern following the campaign email, saying it focused on negative outcomes and created uncertainty for newer clubs. They said they sought further information but remained unsure about the proposal and its implications, adding that despite the flurry of emails, they “still have no idea what’s going on” and, as a newly established club, “don’t know what to think.”

In Summary

It is difficult to summarise a proposal that remains largely unpublished—particularly when much of what is known comes from partial outlines, emails, and statements about a plan still in development. However, from what can be pieced together, the proposal would see non-sporting clubs move from UniRec to VUWSA administration, with clubs affiliating under VUWSA, supported by at least one full-time staff member, and potentially represented through a clubs council influencing funding decisions.

Members of the VUWSA executive have framed the change as an opportunity to enhance the current system through a “for students, by students” model, rather than as a response to any specific shortcomings. At the same time, no clear issues with the existing UniRec structure have been publicly identified, and the practical differences for clubs—beyond a shift in oversight—remain unclear.

Key details are still missing. The full proposal has not been released, financial modelling and cost breakdowns are not public, and earlier ideas such as additional funding pools or shared promotional platforms remain unconfirmed. While the proposal is described as financially neutral and reliant on existing funding streams like the Student Services Levy, this has not been substantiated with detailed figures.

Consultation is also unresolved. Although both VUWSA and the University state that consultation would be required before any decision, there is little evidence of broad engagement with clubs prior to the proposal reaching this stage, and no clear indication of what future consultation will involve. It also remains unclear when, or if, students would have been formally notified about the proposal had the Save Our Clubs campaign not brought it into wider attention.

For now, clubs remain under UniRec administration, and it has not been clearly established—at least publicly—why that arrangement should change.