Version: 1.1
Adopted: 18 August 2023

1. Purpose

It is essential to ensure that not-for-profit entities that serve the public good, such as charities, shelters, associations, advocacy groups, and benevolent institutions, can access professional services that businesses, corporations, and governments have access to.

At Nexus Polytech we believe that it is our moral obligation to help the communities that have helped us, which is why giving back is very important to us. That is why we ensure that part of our work is done for those who help others, either at a reduced cost or for free.

The purposes and aims of this policy are:

• To outline the programmes and means by which Nexus Polytech will assist not-for-profits
• To set the eligibility criteria for such programmes and means
• To set the disqualification criteria for these programmes and means
• To clearly outline the rights reserved by Nexus Polytech
• To outline the obligations imposed on the applicant and recipient of any benefit under this policy

2. Scope

This policy applies to all employees of Nexus Polytech, the organisation itself, and all applicants and recipients of this policy.

3. Definitions

Within and for the purposes of this policy:

3.1 Not-for-profit entity shall include:

• An incorporated association
• A public company limited by guarantee
• An unincorporated association whose objectives and goals are stated clearly in its central document

and shall not include:

• Any Political Party (registered under Commonwealth, any State or any Territory law, or otherwise)
• Any entity being owned by, associated with, or related to a Political Party
• A trade union
• An industry association
• An Australian Government entity
• A foreign Government entity
• An entity established under Legislation or Regulation, including but not limited to trusts and commissions

3.2 Australian shall mean:

• For an individual: being a citizen or permanent resident of Australia
• For an incorporated entity: being incorporated inside Australia and with the majority of its operations occurring within Australia
• For an unincorporated entity: allowing membership to only Australian individuals and with a majority of operations occurring within Australia and with the primary purpose/objective of the entity being conducted within Australia
• For a Government or a Government entity: being a Government, agency, or department of the Commonwealth of Australia or any of its States or Territories, or established by any legislation or regulation of one

3.3 “Legitimate not-for-profit”, “public good”, “benevolent institution”, “democratic participation”, and “work that has merit” shall mean
whatever meaning is determined by Nexus Polytech, at any point, in the reviewing of proposals or applications under this policy, engagement of works under this policy, or any other context under this policy.

3.4 Educational Institution shall include:

• A primary or high school (government or non-government) officially recognised by an Australian State or Territory department responsible for education
• An Australian Government recognised pre-school, childcare centre, or early childhood education facility in the state of operation
• An Australian Government recognised Registered Training Organisation

4. Rights Reserved

For the purposes of this policy, Nexus Polytech maintains the right to:

• Select or not select any application or proposal for any reason, irrespective of eligibility or disqualification status, with no requirement or obligation on our part to disclose the grounds for any decision.
• Cease any work, engagement, or involvement at any point in time and with no notice for any works being performed or any engagement under this policy, with no requirement or obligation on our part to disclose the grounds for any decisions
• To receive testimonials, evidence of work, or other materials supportive of Nexus Polytech from the recipient of the work (Nexus Polytech will bear any costs associated with obtaining these)
• Change the terms of this policy in any way and at any point in time, with no notice or warning required
• Determine that this policy or any of its parts is not applicable for any particular circumstance or at any specific time

While we will make every effort to give back, there is no guarantee of assistance being provided. This policy relies on several factors, such as the applications for programmers and schemes, the availability and workload of our team, and micro and macro economic factors.

5. Programmes and Support

5.1 Pro Bono Scheme
There shall be a ‘Pro Bono Scheme’ which aims to ensure that a constant part of work done by Nexus Polytech and business resources are allocated towards legitimate not-for-profits, either at a reduced cost or for free.

To be eligible for assistance under this scheme, an applicant must:

• Be a legitimate Australian not-for-profit entity
• Have not received any work from this scheme for the last 12 months
• Satisfy the means test applied by this scheme
• Request work that has merit and directly relates to the primary cause or objective of the entity
• Request work that has a reasonable likelihood of success and completion
• Have an organisation structure that does not prohibit or hinder democratic participation
• Have organisational mechanisms in place for transparency and accountability

Applicants are disqualified from receiving assistance from this scheme if they have directed or supported communications or materials encouraging people to vote for a particular Party, Candidate, or Group in any Australian election.

All works requested under this scheme must have an anticipated start date of at least 3 months from the date of the application.

5.1.1 Pro Bono Means Test
To be eligible to receive work under the Pro Bono Scheme, an applicant must meet all of the following criteria:

• Have less than AUD $50 Million in cash reserves
• Have less than AUD $50 Million in net assets
• Have an annual gross revenue or gross income for the previous financial year of not more than AUD $20 Million

5.2 Supporting Education Programme
There shall be a ‘Supporting Education programme’ whereby we shall work with educational institutions to help students grow their knowledge or learn new things.

The primary focus of this programme shall be to allow students to develop their practical skills and grow their knowledge on matters, and to inspire the next generation to explore the fields of Science, Technology, Engineering, and Maths.

Any request for assistance under this programme must be at least 1 month after the date of the application, and require no more than 4 hours of work.

Any costs associated with or incurred outside of the attendance or travel of our staff, is to be borne by the educational institution unless otherwise agreed upon with us in writing before the commencement of the activity or activities.

5.3 Volunteering Leadership
Nexus Polytech encourages its staff and leadership to volunteer their time and experience in positions and roles that contribute to the public good and focus on bringing their expertise to the leadership of the entity they serve.

To be eligible for volunteered leadership, an applying entity must:

• be a legitimate not-for-profit entity
• Have an organisation structure that does not prohibit or hinder democratic participation
• Have organisational mechanisms in place for transparency and accountability

Applicants are disqualified from receiving assistance from this scheme if they have directed or supported communications or materials encouraging people to vote for a particular Party, Candidate, or Group in any Australian election.

Any volunteer leadership roles must not require more than one meeting a month and not more than three hours a month, and must also allow participation in meetings via audio-visual means.

All applications must have an anticipated start date of at least 3 months from the date of application.

Any costs associated or incurred outside of the attendance or travel of our staff, is to be borne by the applicant unless otherwise agreed upon with us in writing before the commencement of the role or activities.

6. More Resources

Further information for those seeking information in relation to not-for-profits, incorporated associations, charity status, trade unions, political parties, and other related resources:

Australian Charities and Not-for-profits Commission (ACNC)
https://www.acnc.gov.au/

Australian Electoral Commission (AEC)
https://www.aec.gov.au/

Australian Securities and Investments Commission (ASIC)
https://asic.gov.au/

Australian Council of Trade Unions (ACTU)
https://www.actu.org.au/

Australian Taxation Office (ATO)
https://www.ato.gov.au/non-profit/getting-started/in-detail/registration/overview-of-legal-structures

NSW Fair Trading
https://www.fairtrading.nsw.gov.au/associations-and-co-operatives

Consumer Affairs Victoria
https://www.consumer.vic.gov.au/clubs-and-fundraising/incorporated-associations

Office of Fair Trading QLD
https://www.qld.gov.au/law/laws-regulated-industries-and-accountability/queensland-laws-and-regulations/associations-charities-and-non-for-profits/incorporated-associations

Consumer and Business Service SA
https://www.cbs.sa.gov.au/associations-cooperatives

Consumer, Building and Occupational Services Tasmania
https://www.cbos.tas.gov.au/topics/clubs-fundraising/incorporated-associations

Department of Mines, Industry, Regulation and Safety WA
https://www.commerce.wa.gov.au/consumer-protection/what-incorporated-association

NT Government
https://nt.gov.au/industry/licences/incorporated-associations

ACT Government
https://www.accesscanberra.act.gov.au/