University of Toronto at Mississauga Students Union (UTMSU)

University of Toronto at Mississauga Students’ Union (UTMSU)

CLUBS’HANDBOOK

2012–2013

LastVersion:2010‐2011

Revised:July11thth2011

By:Christopher Thompson, Cherri-Ann Valentine, Daniel Brzuchalskiand Victoria Dadzie

Table of Contents

SectionPage

Definitions and Interpretations 3

Requirements for UTMSU Recognized Clubs 4

Club Recognition Procedure 5

Creation of Club Constitution 6

Election Procedure 7

List of Events and Budget 8

Club Budgeting Policy 8

Long Term Funding 8
Criteria for Funding 9
Short Term Funding 9
Financial Statements 9

Auditing System 10

Club Financial Statements 10

Clubs’ Committee Constituents 11

Privileges of Union Recognized Clubs 11

ULife 11

Bulk T-shirt Purchasing Option 12

Warning System 12

UTMSU Financial Assistance System 12

Base Financial Assistance 13

Defunct Club Financial Policy 13

Club Office Space Policy 13

Club Office Hours Policy 14

Extended Hours Policy 15

Bookings – Room, Table, Equipment, Food/Beverage 15

Guidelines for Advertising Club Events 16

Clubs’ Advertising Wall 17

External Sponsorship of Club Events 17

Club Environmental Sustainability Policy 17

Club Information Meetings 19

Training Sessions 19

Meeting Summoned by President 19

Club Communication with UTMSU 20

Club of the Year Award 21

Club Acknowledgement Sheet 22

Definitions and Interpretations

1)Definition of “Union recognized”

“Union recognized” means a club that has submitted all components of its Recognition or Re-recognition documents and has received explicit approval of these documents from the appropriate party.

2)Definition of “UTMSU member”

“UTMSU member” means all individuals who have registered as undergraduate full-time or part-time students in a program leading to a degree or diploma at the University of Toronto Mississauga.

3)Definition of “Associate member”

“Associate member” is a member of the club who is not a UTMSU member and is not eligible for voting in club elections. An associate member can attend club events and help out with club happenings.

4)Definition of “Academic year”

“Academic year” for this handbook purposes starts from May 1st and ends on April 30th

5)Definition of “Bank Statement”

“Bank Statement” is the monthly report of the club’s account activities mailed from the club’s respective bank.

6)Definition of “Financial Statement”

“Financial Statement”is the report compiled by the club’s Financial Secretary or equivalent demonstrating the club’s financial cash flow and progress.

7)Definition of “UTeam Squad”

“UTeam Squad” are a group of students organized by the VP Campus Life who will be responsible for the promotion and encouragement of student participation in UTMSU events and campaigns. Each club must have at least one representative actively participating on this squad.

8)Definition of “UTMSU Council”

“UTMSU Council” are the various UTMSU Executives as a collective group.

1. AllUnion recognizedclubsmusthaveaconstitutiononfilewithUTMSUthatmeetsallofUTMSU’s

constitutionalguidelines.Acopyoftheformatandarticlerequirements for this constitutionisincludedon page six

(6) of thishandbook.

2. AllUnion recognizedclubsmustadheretoUTMSU’sclub-relatedpoliciesasstipulatedinthishandbook,theUTMSU

Constitution,andtheUniversityOfTorontoStudentCodeOfConductatthediscretionoftheClubs’CommitteeofUTMSU.

3. TheexecutivecouncilofallUnion recognizedclubsmustbecomprisedofUTMSU members.

4. Allvotingmembersmustpossess UTMSU membership.Alumnimaybeassociatememberswhoarenoteligibletovotein

clubelections.Allclubsmustsubmitaminimumlistofat least twenty‐five(25)votingmembers‐includingnames,student

numbersande‐mailaddresses‐withintendaysfollowingClubs’Weektoreceivefullrecognition status.

5. AllUnion recognized clubsmustbeopentoallUTMSUmembersregardlessofrace,religion,gender,academicinclination,

age,andsexualorientation.Thisnon‐exclusionarypolicyisallencompassingandis to be reflectedoneveryaspectofclub

policy.

6. Aminimumof50club membersafterClubs’Weekarerequiredtobeeligibleforsharedoccupancyof any of UTMSU’s Club

Office Space. For sole occupancy, a minimum of 150 club members are required.

7. TheVPCampusLife,VPCampusLifeAssociate,andClubs’ CoordinatorarerecognizedashonorarymembersofallUnion

recognized clubsandreceivemembershipbenefitsforallclubs.Consequently,theClubs’CoordinatorandVPCampus

Lifemustreceiveacopyofeache‐mailsentouttomembersoftheclub with regards to large events that can be

accommodated by the UTMSU Calendar.

8. AclubbankaccountismandatoryforallUnion recognized clubs,unlesstheClubs’Committeeexplicitlygrantsan

exception.Allclubbankaccountsmustberegisteredunderthenameoftheclubandneverinthenameofanindividual.

AcopyofthebankstatementcontainingtheclubnamemustbesubmittedtotheVPCampusLifebythelastday of

February,alongwiththenamesofthenewexecutivestakingoverthe signingrights of the account.Eachaccountmust

requiretwosignaturesforallexpenditures.

9. UTMSUwithholdstherighttoseizeanybankaccountforaclubthathasbeeninactivefor12 months or more.

10. AllUnion recognized clubsmustsubmita clubcurriculumofeventsfortheupcomingacademicyearby the firstClubs’

TrainingSession.

11. Atleasttwoexecutivesperclub, preferably the President accompanied by the Financial Secretary or equivalent,mustattendat least two Clubs’ TrainingSessions.Clubscannotmissmorethantwo of the three

Clubs’Training Sessionsoffered between May 1st and April 30th of each academic year.

12. With the exception of the Blind Duck Pub and all other venues requiring a monetary fee, twothirdsofthepeopleataclubeventheldataroombookedatUTMmustbeUTMstudents.

REQUIREMENTSFORUTMSU

RECOGNIZEDCLUBS

13. EachclubmusthostatleastoneeventeachtermthatisopentoallUniversityofToronto

students.

14. AllrecognizedclubsmustchecktheirmailboxesandUTMSUforumsweeklyintheFalland

Wintersessions.

15. Re-recognitionattheendofeachacademicyearwillbedependentupon

submissionofarenewalpackageincluding:

Alistofthefollowingacademicyear’sexecutive,includingnames,titles,telephone

numbers,addressesandworkinge‐mailaddresses.

Anup‐to‐datebankstatement.

A year‐endfinancialstatement.

Acompleted optionalOffice Space Requestform,whichcanbepickedupattheUTMSUoffice or downloaded from the UTMSU website.This form is solely requirediftheclubwishestobeconsideredforaclubofficespace thefollowingyear.

Re-recognitionpackagesmustbesubmittedtotheClubs’Coordinatorbythe last Friday of April nolaterthan4:00p.morasdetermined and announcedbytheVPCampusLife.Non‐submissionof a re-recognition package

willhavetheimmediateeffectofcancellationofUTMSU clubstatus,after which, club executivewillhavetosubmit

formspertainingtorecognitionasabrand-newUTMSUclub.

16. Allclubsmusthavecompletedallelectionproceduresbythe end of February.

17. Signingrightstoclubbank account mustbeswitchedovertosucceeding executivespriortothelastFridayofApril.FailurecanresultinlossofUTMSUclubstatus.

18. AllclubcommunicationmustbeinEnglish.

CLUBRECOGNITION PROCEDURE

Theprocedureforapplyingforrecognitionasanewclubisasfollows:

1. AcompletedapplicationforrecognitionmustbesubmittedtotheVPCampusLife.The

applicationformsareavailableonlineandintheUTMSUoffice.

2. Asignaturelistofat least 25UTMSU membersmustbesubmittedshowingtheirinterestinformingtheproposed

club.

3. Aconstitutionfortheclubasoutlinedon Page six (6) of thishandbookmustbesubmittedaswell.Each club constitution must be concise, organized and representative of the requirements set out in thishandbook. Club constitutions must be no longer than six (6) pages in length including an appropriate title page.

4. IfafterthesubmissionoftheaboveitemstheClubsCommitteeascertainsthattheclubhasthe

potentialtobeaccepted,theclubrecognitionpackagewillbepresentedtoandreviewedbythe

ClubsCommittee.

All newclubswillundergoaone‐yearprobationaryperiod during which only partial benefit of club recognition will be granted.During the saidprobationaryperiod,

clubsshallnotbeapplyforofficespace.

CLUBCONSTITUTION

NewclubsmustseetheVPCampuslifebeforesubmittingaconstitutiontopreventa mismatch

betweenclubconstitutions and that of UTMSU.

Anymodificationinaclub’sconstitutionshouldbeapprovedbyunanimousconsentoftheexecutivesor

byamajorityofthemembership.TheVPCampusLife, Clubs Coordinator, or Associatemustbeinvolvedinthemodificationprocess.For modification to pass, a general meeting must occur where all members of the club are informed and invited through mass e-mail. The majority of the attendees to this general meeting must then vote in favour of the modification for it to be subsequently accepted.

AllclubsrecognizedbyUTMSUmustadheretothefollowingconstitutionalguidelines.Acopyofthe

constitutionfromeachclubmustbekeptonfileatUTMSU;thecopywithUTMSUwillbeconsideredthe

officialconstitutionofthatclub.PleaseindicateArticle#andfollowthe followingformatprecisely.

ArticleI:Name

Statethefullnameoftheclub;thismustincludeanyaffiliationsandabbreviations.

ArticleII:Purpose

Outlinethepurposeorgoalsoftheclub;thismayincludeanyculturaloracademicobjectives.

ArticleIII:Membership

MembershipmustbeopentoallUTMSU members.

Community membersandalumnimayalsobemembersas solelyassociates.

Eachclubisrequiredtodefineamembershipfeeorlackthereofforastudenttobecomea

member.The details of the clubs’ membership fee structure must also be stated here.

ArticleIV:Executive

Listalltheexecutivetitlesandoutlinethedutiesofeach.Thislistmustincludeatleastfour

executives,includingonepositionresponsibleforcontrollingtheclubfundsandcashflow.

ArticleV:Meetings

Indicatefrequenciesofexecutivemeetingsandgeneralmeetingsopentoallmembersofthe

club.ClubmusthaveoneGeneralMeetingperFall and per Winter semester formembers where the mission, goals, and accomplishments of the club are shared with all club members in addition to a detailed report on thefinancial condition of the club if particularly requested by any member.

ArticleVI:Elections

Clubsmustfollowsetelectiondatesandprocedures,includingtheprocedureofnomination,

majorityvoteandeligibilityofvote.Studentsmaycreate additional positions in September particularly for first-year studentsinan

efforttoencouragefirst-yearstudentinvolvement.Ifelectionproceduresaredeemedtobeunfair by reasonable standards,

theseresultswillbesubjecttopetitionbyamemberandare‐electionwillbeheldunderthe

supervisionoftheUTMSUClubs’Coordinator.

ElectionProcedures:

•

AllregisteredclubsmustholdanelectionbytheendofFebruary.

ElectionsmustopentoallinterestedcandidatesthatareUTMSU registered membersoftheclub.

Advertisingforelectionsaremandatoryandaretotakeplaceoveraperiodofa

minimumofone week. Advertisingmustbevisiblethroughoutcampus.Mass emails should be sent to all UTMSU registered members of the club as well as the Clubs Coordinator and VP Campus Life prior to the week of accepting nominations.

AllelectionsmusthaveaCRO(ChiefReturningOfficer)supervisingtheelectoralprocess.

TheCROmustbenon‐biasedandmustbeapprovedbytheclubexecutiveandtheClubs’

Coordinator.

Anominationperiodfollowingtheadvertisingperiodshouldbesetforaperiodofat

leastoneweek.

Acampaignweekwillbeheldintheweekfollowingnominations’close.

Electionsaretotakeplaceatalocationdesignatedforthispurposebytheclubs’

executiveintheweekfollowingcampaigning,consistingofaperiodoftwoorthree

days.Inthecaseofaby‐election,clubsmuststillfollowtheaboveregulations.

If no one opts to run in the election for a particularposition, the former executives have the right to collectively appoint a suitable candidate for that position. This candidate must be subsequently approved by the VP Campus Life.

•

Anycomplaintsthatariseduringthecourseofelections,orasaresultofelectionsmustbe

broughttotheattentionoftheClubs’Coordinatorina writtenformatwithin72hoursofthe

election.

TheClubscommitteewithholdstherighttonullifyanyclubelectionresultsifevidenceof

grossmisconducthasbeenfoundintheoperationoftheelection.

Non‐occurrenceofelectionswillresultinimmediateeffectofcancellationofclubstatus.

Non‐submissionofelectionresultswillresultinlaterlossofclubstatusthroughtheClubs

Committee.

**Ifundemocraticelectionproceduresaresuspected,theelectionresultsoreventheclub

statusmaybeputforwardtotheClubsCommitteebytheVPCampusLife.**

ArticleVII:REMOVALFROMOFFICE

RemovalfromofficecanoccuraftertheVPCampusLifehasissuedtwoverbalwarningsandthe

ClubsCommitteehasissuedonewrittenwarning.Thewarningsmustclearlystatethe

problem(s)andthestepstobetakentoresolvethem.

Alternatively,anexecutivemembermayberemovedfromofficebytheclubitselfforfailingto

performhis/herdutiesasdefinedbytheclubconstitutionandby‐laws.Suchremovalwilloccur

if,andonlyif,thefollowingconditionsaresatisfied:

a) Arequestbesubmittedto the VP Campus Life whichshould:

i. Besignedbyat least 30%oftheclubmembership or two-thirds (2/3) of the club executive membership

ii. Specifytheallegedincidentsofneglectofduty.

b) Uponreceiptofrequest,thecouncilshallberequiredtoholdareferendumwithintwenty

days.

c) Incaseofacouncilmemberbeingremovedfromoffice,aby‐electionwillbeheld if necessary,according

totheelectionrules as previously described under “Elections Procedures”.

LISTOFEVENTSANDBUDGET

EachclubrecognizedbyUTMSUmustsubmitalistofeventsfortheentireacademicyearandabudget

fortheseeventstendaysafterClubs’Week.Thislistshouldincludethenameoftheeventanddefinite

ortentativedates.PleasekeeptheClubs’Coordinatorup‐to‐dateonanychanges.Thebudgetshould

outlineanticipatedrevenuesandexpensesforeachevent.TheClubs’Coordinatorreservestheright

torequireaclubtore‐submitabudgetifdeemedinaccurateordoesnotfollowtheguidelines.

CLUBBUDGETINGPOLICY

Clubfundingisallocatedtoclubsbytwomethods:LongTermFunding(dividedintotheinitialLongTerm

FundingapplicationandtheyearendFinancialStatement)andShortTermFunding.Thedeadlinefor

fundingapplicationsislistedinthissubsectionbutcanbechangedbythediscretionoftheVPCampus

LifeorClubs’Coordinator.

InordertobeeligibleforfundingthroughUTMSU,clubsmust:

• berecognizedbyUTMSU

• attendtwo of themandatoryclubexecutiveTraining Sessionsduringoftheacademicyear

• submitadetailedfinancialbreakdownoftheeventsintheschoolyear

• submitbankstatementsofthepreviousyearandthecurrentaccount

Itistheclub’sresponsibilitytokeeptheClubsCoordinatorup‐to‐dateonanychanges.TheClubs

Coordinatorreservestherighttorequireaclubtore‐submitabudgetifdeemedinaccurateordoesnot

followtheguidelines.

LongTermFunding

EachclubrecognizedbyUTMSUmustsubmitalistofeventsfortheentireacademicyearandabudget

fortheseevents no later than tendaysafterClubs’Week.Thislistshouldincludethenameofthe

eventsanddefiniteortentativedates.Thebudgetshouldalsooutlineanticipatedrevenuesand

expensesforeachevent.Basedonthisstatement(andotherconditionslistedbelow),theClubs

Committee,underbytheUTMSUBoardofDirectors,willallocateabudgettotheclub.Clubsare

entitledtoappealtheirbudgettotheClubs’Committee.Allappealsmustbesubmittedintext or print

forminanemailorletteraddressedtotheClubsCoordinator.

Fundingwillbedistributedbasedona70‐30systemwith70%oftheapprovedclubbudgetallottedin

theFallsemesterandthelast30%distributedifthe first 70% is spent wiselyandconditionaltotheapprovaloftheirfinancial

statements and submission of election documents.Anauditofthe70%expenditureswillbeconducted.Oncecompletethe30%willbe

releasedtotheclub.

CriteriaforFunding

Fundingwillbeallocatedtoclubsbasedonthefollowingcriteria:

• Clubawards/Awardnominations

• TotalUTMSUclubbudgetandamountofclubsrequestingfunding

• Sizeofactivemembership

Involvement of the club as a part of the UTeam squad

• Qualityofeventsplanned

• Frequencyofeventsplanned

• Previousspendinghabits

• Auditreportfrompreviousyear

ShortTermFunding

IntheeventthataclubneedsfinancialsupportforanextraoccasionnotstatedintheirLongTerm

Fundingapplication,theyareentitledtosubmitaShortTermFundingapplication.Thisconsistsofa

detailedbreakdownoftheeventandtheamountrequested.

FinancialStatements

FinancialStatementsmustbesubmittedtotheUTMSUofficeaspartoftheyearendrenewalpackage

fromthelastdayofUnityThroughDiversitytothelastFridayofAprilnolaterthan4:00pm.Non‐

submissionwillhavetheimmediateeffectofcancellationofclubstatus.

FinancialStatementsmustincludethefollowing:

• BudgetallocatedintheFall(thisisjustanumber.Eg.$1000budget,$700received.)

• Totalamountspentduringtheyear

• Adetailedfinancialbreakdownoftheeventsandreceiptsforeachitem

• BankStatements

• Thenameofthetwosigningofficersoftheclubbankaccount

• Contactinformationofthecreatorofthefinancialstatements

Allclubfinancialstatementsmustbetyped.UTMSUandtheClubsCoordinatorreservetherightto

rejectanyClubFinancialStatementthatdoesnotmeetspecifiedstandards.

FinancialstatementswillbeauditedbytheUTMSUClubsAuditTeam(hired)andapprovedbytheClubs

Committeebeforetheremaining 30%offundingisreleased.AuditingofFinancialStatementswilltake up totwo

weeks.TheVPCampusLifeorClubsCoordinatorfortheschoolyearwillprovideclubsamoredetailed

andspecificlistofimportantdeadlinesforclubs.

AUDITINGSYSTEM

Anauditofthe70%expenditureswillbeconducted.Oncecompletethe30%willbereleasedtothe

club.Allclubsareexpectedtohandinthereceiptsfortheir70%.Failuretodothiswillresultinreceipt of a

decreaseor0%ofthe30% remaining funding.

CLUBFINANCIALSTATEMENTS

Inaccordancewithbusinesspractices,allClubFinancialStatementsmustbetyped.The Clubs’ Committeeand

theClubs’CoordinatorreservetherighttorejectanyClubFinancialStatementthatdoesnotmeet

specifiedstandards.

AworkshoponcreatingafinancialstatementforaclubwillbeheldinJanuaryanditisMANDATORYfor

thefinanceofficersofeachclubtoattendit.Iftheyareunabletodoso,theymustgetanattendance

waiverfromtheClubs’Coordinatorandsetupanalternatetimetodiscussthestatement

requirements.FinancialStatementsmustbesubmittedtotheUTMSUoffice,aspartoftheyear‐end

re-recognition package,onthelastFridayofApril,nolaterthan4:00p.m.Non‐submissionwillhavethe

immediateeffectofcancellationofclubstatus.

CLUBS’ COMMITTEE CONSTITUENTS

AllfundingandrecognitionrequestsmustbeaddressedandapprovedbytheClubsCommitteeof

UTMSU.

TheMembershipoftheUTMClubsCommitteeisasfollows:

President

Vice‐President,CampusLife

Vice‐President,InternalandServices

One(1)DirectorfromDivisionI

One(1)DirectorfromDivisionII

One(1)DirectorfromDivisionIII

One(1)additionalDirectorsfromDivisionI,IIand/orIII

Three(3)additionalnon-voting communitymembersfromUnionrecognizedcampusclubswho can be the VP Campus Life Associate, the Clubs’ Coordinator and the Clubs’ Funding Coordinator.

Alternatively, communitymemberscan beselectedusingthefollowingmethod: Atthebeginningoftheterm,the

IncomingCommitteeisresponsibleforadvertisingthethree(3)communitymembershipavailable.The

Committeemakesareasonableefforttocontactcampusclubsandconductacalloutfornominations.It

reviewstheapplicationssubmitted,selectsCommitteemembersandrecommendsthemtotheBoardof

Directors.

With some exceptions for newly recognized clubs, allrecognizedclubshavetheprivilegeto:

•

RequestfinancialassistancefromUTMSU

RequestprojectaidfromUTMSU

Requesttheuseofacluboffice,possiblyfurnishedwithadeskandachair.UTMSUdoesnot

guaranteerequests.Inaddition,clubsmustbepreparedtoshareofficespacewithanother

club.TheofficedistributionisatthediscretionoftheClubs’Coordinator.

HavefreeadvertisingofclubeventsbymeansoftheClubposterwall,CFRERadio,theonline

forumsandcalendarfoundat

HavetheuseofamailboxintheUTMSUoffice.

Useandreserverooms,equipment,foodandbeverageservicesoncampusuponrequestin

compliancewithUTMSUpolicies:

‐ TablesandroomsmustbebookedthroughUTMSUEquipmentandfoodandbeverage

servicemustbebookedthroughtheappropriatedepartmentsoncampus.

‐ Clubprivilegesmayberevokediftheclubdoesnotpaytheirinvoicesorifrulesand

regulationsoutlinedbyUTMSU,ConferenceServices,Audio/VisualDepartment,orFood

Servicesarenotfollowed.

•

ULIFE

1.WhatisUlife?

TheUlifewebsiteisthecentralsourceofalargeanddiversecollectionofstudentclubs,organizations

andactivitiesonallthreeUofTcampuses.Entriesincludefilmappreciationclubs,debatingsocieties,

sportsteams,socialactivism,drop‐inclasses,andresearchopportunitiesandawards.Youcanbrowse

thesiteorsearchbykeywordandcansortbycampus.UofTdevelopedUlifetohelpstudentsbenefitto

thefullestfromtheiruniversityexperienceincludinglifebeyondtheclassroom.

2.ByapplyingforrecognitionthroughUlife,ismygroupalsorecognizedbyUTMSU?

No.ApprovalofyourgroupviaUlifegivesyourgrouprecognitionbytheUniversityofToronto.TheUof

TStudents'Union(UTSU)administersitsownrecognitionprocess.VisittheUTMSUwebsitefor

information.

3.BenefitsofUlife

•

NecessaryfortableandroombookingsoutsidetheStudentCentre

Moreexposurefortheclub

Allowstheuseof‘UniversityofToronto’inClubName

Anotheradvertisingavenue

DiscountwithChartwellsforfoodordersoutsidethestudentcentre.

4.HowtoapplyforUlife?

•

Pleasevisit:

BULKT‐SHIRTPURCHASINGOPTION

UTMSUwillbeofferingabulkpurchasingt‐shirtoptionforallClubsatareducedrate.Ifyourclubis

interestedinpurchasingt‐shirtswithyourlogo,pleasedownloaddocumentontheUTMSUwebsiteand

contactyourVPCampusLiferepresentforfurtherdetails.

WARNINGSYSTEM

Awrittenwarningwillbepresentedtoanycluborclubexecutivethatfailstoabidebyregulations

announcedbytheClubs’Coordinatorand/oroutlinedinthishandbook.Warningsfromotherclubs

aboutclubpoliciesnotbeingfollowedmayalsowarrantwrittenwarningatthediscretionoftheClubs’

Coordinator.

‐

Ifacluborexecutivereceivedtwowrittenwarnings,itwillloseitsroombookingprivileges

foraperiodofsix(6)months.

Anyfurtherwarningwillleadtothelossofclubstatusorremovaloftheclubexecutivein

question.

UTMSUFINANCIALASSISTANCESYSTEM

AllclubsmusthaveabankaccountinordertoreceivefundingfromUTMSU.Also, allclubsmustsubmitan

endofsessionfinancialstatementbeforerequestingUTMSUclubfinancialassistance.UTMSU

maintainsastandingpolicythatstates thatfundswillnotbegrantedtoclubswhohaveoutstandingdebts

andbudgetswillnotbeconsidereduntilaClubFinancialStatementissubmittedandapproved.Debt payback must also be stipulated before the 30% funding is administered.

BASEFINANCIALASSISTANCE

AllclubsrecognizedbyUTMSUareeligibleforabaseallowancethatisdeterminedatthebeginningof

eachyearbytheUTMSUcouncil,providedthattheyhavemetalltheclubrequirements.

Thisallowanceisaresourceforstart‐upexpenses(pens,paper,etc)andinsomecaseseventsheldby

theclub.Thebaseassistanceis calculated on a dollar basis at the discretion of the VP Campus Life and Clubs’ Funding Coordinator and allowsclubsrequest a ofclaiminitialexpensestocontributestothesuccessof

events.Norequestisguaranteed.Approvalmustbereceived.Clubswillnotbereimbursedforan

eventforwhichassistancewasrequested but not approved.

UTMSUreservestheauthoritytodenythereimbursementof“Off‐CampusEvents”.UTMSUwillonly

reimburseoff‐campuseventswhichcannotbeheldinsimilarfashionontheUniversityofToronto

campusesandwhichremainopenlyadvertisedforallUniversityofTorontostudentstoattend.

Anyclubthatisplanninganeventforwhichtheydonothavesufficientfundsonhandmustcontactthe

Clubs’Coordinatorpriortotheevent.Aclubthatconsistentlyrunseventsthatresultinsignificant

losseswithoutcontacting and receiving written confirmation of reimbursement from theClubs’CoordinatorandtheV.PCampusLifepriortotheeventsassumesthe

riskofnotbeingreimbursed.

DEFUNCTCLUBFINANCIALPOLICY

Clubsareresponsibleformaintainingtheirbankaccountsandwholly resolvingalldebts with all creditors.UTMSUwillnotbe

responsibleforanydebtincurredbyanyclub,eitherduringitsexistence,orafterithasbecomedefunct.

Anyfundsremaininginaclub’sbankaccountafterithasbecomedefunctwillgotoUTMSUforthe

purposeofbeinglenttootherclubsinneedoffinancialassistance.

AllClubswillberesponsibleforprovidingalettertotheirrespectivebanksstatingUTMSU’srightto

seizeallassetsifthebankaccountremainsinactivefor12monthsorlonger.

CLUBOFFICESPACE POLICY

EveryclubthatwishestohaveanofficemustcompleteanOfficeApplicationForm,whichcanbe

obtainedfromtheUTMSUofficeorat

property lossordamagedonetotheClubOffice,whetherbytheftorvandalism.Theclubisresponsiblefor

allcontentsoftheofficeandisstronglyadvisedagainstleavinganyvaluablesormoneyintheoffice

unaccompanied.

Eachclubexecutivereceivinganofficekeymustsubmita$10.00depositatthebeginningoftheyear,

whichcanbeclaimedwhenthekeyisreturned.Thesedepositsmustbecollectedbythepresidentof

theclubandhandedintotheUTMSUofficealongwithacompletedStudentCenterKeyCard

AgreementForm.

Clubofficesareplacesofbusinessandshouldbetreatedassuch.Aswell,clubofficesareapartofthe

UniversityofTorontoandaresubjecttoitspoliciesandregulations.Therefore,smokingandalcoholare

strictlyprohibitedincluboffices.Inaddition,clubwindowscanonlybecoveredonethirdoftheway

fromthefloorup.Failure to acknowledge any policies and regulationswillresultinanofficialwrittenreprimand,whichwillgoonfile for a first offense.A

secondoffensewillresultinexpulsionfromtheclubofficeandlossofthesecuritydeposit.

Clubofficesarenotstorageunits,andalthoughitisunderstoodthatsomestorageofmaterialsusedfor

cluboperationsisjustifiable,itisageneralrulethatclubofficesshouldnotbeusedasprimarily storagerooms.

Anyclubthatusestheirofficemostlyforstorageandisnotmaintainingregularofficehoursmayhave

itsprivilegetoanofficespace revoked.

TheClubs’Coordinatorshallusethefollowingcriteriatoserveasabasisforofficeallocation:

Applicationreceivedbeforethedeadline.

Previoustreatmentofofficespace.

Clubactivity:basesonthepastyear’sevents,visibilityandaccessibility.

Membership:

• Sizeoftheclubinthepreviousyear.

• Expansionasanindicationoftheclub’seffort.

5) Agroupthatisviableandrepresentativeoftheuniversitybothonandoffcampus.

6) Fulfillmentofrequiredofficehours.

7) Availabilityofspace.

8) Club involvement and participation in the UTeam

Otherfactorsmayalsocontributetothedecisionsuchasfinancialresponsibility,club’s awards and recognition from the UTMSU andprofessional

attitudeasdemonstratedbytheclubanditsexecutive.

Wherepossible,officeswillbefurnishedwithadeskandchair.UTMSUfurnituremustnotbe

removedfromtheofficetowhichitwasallocated.TheOfficeChecklistmustbecompletedand

keysreturnedbeforethelastFridayofApril.Anexemptioncanberequestedinwritingandisto

thediscretionoftheClubs’Coordinator.Ifthechecklistisnotcompletedandthekeysarenot

returned,theclubwillforfeittheirdeposit.Ifakeyislost,afurther$20.00feeneedstobe

submittedwhichwillbeusedtopayforthereplacement in addition to the original $10.00 deposit.

CLUBOFFICEHOURSPOLICY

Allclubofficeswillbeaccessibleonlyduringthe Student Centre InfoBoothhours.At allothertimes,thisareawillbelocked

up.Anyonefoundintheclubofficesafterthesehourswithoutaspecialpermissionformriskslosing

officeprivilegesfortheclub.

Club executives of each clubarerequiredtocollectively performtenpostedofficehoursperweek.Officehoursmustbepostedonthe

dooroftheclub’sofficeatalltimes.TheClubs’Coordinatorwillperformperiodiccheckstoconfirm

compliance.Failuretoperformthesehourswillresultin:

•

Awrittenwarningissuedtotheclub.

Asecondfailurewillresultinasecondwrittenwarning.

Athirdfailuremayresultin alossofclubrecognition statusand/oroffice spaceprivileges.

Allclubsrequestingspecialpermissionforextendedoffice hours beyond the operation of the Student Centre Info Booth hoursmustrequest permission from the UTMSU.Thenamesand

phone numbersofpeoplewhowillbeintheofficemustbesubmittedtotheClubs’Coordinatoralong with the reason for the extension request and the proposed extension time oneweek

priortothetimerequested,andthesubmissionmustbetyped and e-mailed as an attachment.Please wait for a response from the Clubs’ Coordinator via e-mail as a confirmation of extended hours approval.

Atleastoneperson on the submitted list andinthisareaafterhoursmustbeanexecutivemember of the club.Onlythosepeoplefound on the list submitted to the Clubs’ Coordinatorarepermitted access to the Student Centre and only at the time requestedin.Anychangestothismustbemadeinwritingnolessthan24hoursbefore

thetimeforwhichpermissionisrequested.Anyonefoundintheofficeareaafterhourswithout

permissionrisksthelossofallclubprivileges,includingrecognition.

BOOKINGS–Room,Table,Equipment,

Food/Beverage

UniversityofTorontoatMississaugaoffersmanyservicestoallUnionrecognizedclubs.Theseservices

areofferedthroughtheUTMSUoffice.Allbookingsmustbemadeinperson.Pleaseensureyoucancel the booking prior to the scheduled time

ifyouno longer need it.Two‐thirdsofthepeopleattendingaclubeventinany oftheStudent

CenterroomsmustbeUTMstudents.TheBlindDuck’spolicyregardingthisissetbytheGeneral

ManageroftheBlindDuck.

Roombookingscanbemadenolessthantwoweekspriortotheevent.Pleasenotethatthisdoesnot

guaranteeroomavailability -theearlieryoubook,thebetter.Tobookaroom,clubsmustadheretothe

followingrules and processes:

1. ObtainaloginauthorizationtotheonlinebookingsystemfromtheStudentCentreOffice Manager.

Pleasenote,onlyclubpresidentsordesignatewillbegrantedaccesstotheonlinebooking

system.

2. GototheUTMSUwebsiteonline andclickonthe“StudentCentreBookings”linkunder“Student

Services”.

3. LoginwithUTORIDandpassword.

4. Booktheroomofchoiceatthedesiredtime.

Extended Hours Policy

Youwillbenotifiedbyphoneoremailonlyif and only ifthebookingcannotbemade.Afteryourevents,makesure

allthefurniturehasbeenreturnedtoitsoriginalplace.Iftheroomsetupwaschangedbythecluband

thennotre‐set,aminimumhousekeepingchargeof$50willbebilledtotheclub.Ifaclubfindsaroom

notsetaccordingtotheproperlayout,theyshouldreportthistotheUTMSUOfficeManager

andrestorethelayoutonleavingtheroom.IfanyrulesorregulationsoutlinedbytheUniversity of Torontoor

UTMSUarebroken,theclubwilllosetheirbookingprivileges.

Ifaclubhasanongoingevent,a Student Centre room canbebookedforuptoamonthinadvance,dependingonavailability.

For instance, an event happeningeveryThursdayat4:00p.m.canonly bebookedforonemonthatatime.

Tablebookingscanbemadenolessthantwoweekspriortotheevent.Tablesmustbeobtainedfrom

theStudent Centre InfoBoothandyoumustreturnthetabletotheInfoBoothtobeputawayafterthe

booking.TheInfoBoothwillcollectastudentcardwhenyouobtainthetablewhichwillbe

returnedwhenthetableisreturnedtotheInfoBoothstaff.

Forequipmentrentals,youmustcontactCampusInfrastructureandFacilities.They

canbereachedat905‐828‐5443.TheDataCartcanbesignedoutfromtheStudentCenterEvents

Coordinator.Formediaaudiovisualrelatedequipmentorpodiums,pleasecontacttheInstructional

MediaServicesdepartmentat905‐828‐

andmentionyouareaUnion recognized clubtoreceiveadiscount.

Forfood/beverageservices,pleaserefertotheFoodPolicyhandout.

AnybookingsfortheBlindDuckmustbedonethroughitsManager(905‐828‐5463).

GUIDELINES FORADVERTISINGCLUB

EVENTS

AnyandallpostingsoncampusmustconformtoboththeClubsnon‐exclusionarypolicyandtheUTMSU

bulletinboardsandwallsurfacesadvertisingpolicy.PleasenotethatalladvertisingmustbeinEnglish

oranEnglishtranslationshouldbeprovided.

ClubsPosterWall

• TheClubPosterWallislocatedintheMeetingPlaceoppositetheelevator.Thereisa

maximumofone2’x3’poster,orfour8‐1/2”x11”posters(posterscannotbetaped

togethertoformalargebanner).Allpostersmustbestampedbeforetheyaretobe

used.PosterscanbestampedduringofficehoursattheInfoBooth.Useonly

maskingtapewhentapingtheposters ontotheClubWall.Allotherboardsrequirepush

pinstobeused.Itistheclub’sresponsibilitytoensure obedience of dimnension requirements and to removeposters from the Wallafterallevents.Ifdimension requirements are not met and

postersareleftontheWallafterthedateoftheevent,theclubmayloseitsposting

privileges at the discretion of the Clubs’ Coordinator.

UTMSUBulletinBoards

• Beforepostingclubevents,clubs’postingsmustreceivetheUTMSUstamporrisk

havingthemremovedfromtheboards.Postersorflyerscanbestampedatthe

InfoBooth.Clubsareresponsibleforremovingtheirownpostersafterevents.

Asizelimitof8‐1/2”x11”perposterboardandamaximumof8advertisements(1

sheetmaximumperboard) applies.PushpinsmayonlybeusedontheUTMSUbulletinboards.

UTMSUForumsandCalendar

• This is a freeserviceprovidedbyUTMSUforallUnion recognizedclubs.TheClubs’Coordinatorcan

posteventsonline on the UTMSU calendar at the request of club executives who must then provide the details of the event.

CFRERadio

• AllclubshaveaccesstolimitedairtimeonCFRERadioatnocost.Foradditionalairtime,

pleaseseeCFRERadio located in the Student Centre.

Clubs’ Advertising Wall

AllclubsaregrantedadvertisingprivilegesontheClubWallintheDavisBuilding.TheClubs’

Coordinatorwillsetadateandtimeduringthesemestertocleanthiswallandarepresentativefrom

eachclubisrequiredtohelp.Failuretoshowupwillresultinaclubnotbeingallowedtoadvertiseon

thatwall.

Whendeemednecessary,paperadvertisementsarepermitted but are howeversubjecttothe

followingrestrictions:

1. Withrespecttoadvertising:

Wherepossible,clubsareencouragedtousepaperlessformsofadvertisementsuchas:theStudent

Centernewsletter,emailmailinglists,Facebook,Twitter, websitesorblogs,Blackboard,thelibrarytelevisions,

classspeaks,CFREetc.

a. Clubsmuststrivetousepaperthatcontainsatleastsomerecycledcontent

b. Asposterscreateagreatdealofvisualpollutionandwaste,clubsmustlimitthenumberof

postersprintedto8postersperevent.Ifposterprintingistoexceed8posters,theSustainability

Coordinatorsmustbeconsultedpriortoprinting

c. Allpostersarerequiredtobeprintedonnon‐glossypaper

d. Allpromotionalmaterial(s),wherefeasible,aretocontainthefollowingphrase:“Pleasepass

thisontoafriendandrecycleafteruse.”

e. Flyersaretobelimitedtoupto50flyersperdayofeventuptoamaximumof250 flyers

f. Flyersarenotbelargerthanhalfapage(6”by6”)

Allclubsarethereforerequiredtoadheretothefollowingsustainabilityguidelines.Failuretocomply

withtheseguidelineswillresultinawarningissuedbyUTMSU’sSustainabilityCoordinators.

UTMSUhastheopportunitythroughclubstobecomealeaderintheareaofsustainabilityatthe

UniversityofTorontoMississaugabyadoptinganinnovative,well‐researchedandachievable

sustainabilityactionplan.ItisnecessaryfortheStudents’Uniontodemonstrateitsownsustainable

practicesandbehaviour.Bydemonstratingacommitmenttosustainabilitytheclubswillbeleadingby

exampleinpromotingacultureofresponsibleglobalcitizenshiptothecampuscommunity.

Preamble

CLUBENVIRONMENTALSUSTAINABILITY

POLICY

2. Withrespecttoevents:

Wherepossible,clubsareencouragedtomaketheireventsas sustainableas possible andmeetthefollowing

guidelines:

a. Clubsareencouragedtolimitdisposableitemusageateventsbyusingbiodegradableproducts

orcutlery

b. Whereaswaterisauniversalrightandmustbeconsumedsustainablyandprotected,clubsare

prohibitedfromprovidingorsellingbottledwateratevents,unlessabsolutelynecessaryfor

safetyprecautions which must then be discussed with the Sustainability Coordinators at UTMSU.Bottledwaterisresourceintensive:itsprocessing,transportation,and

disposalcostalotmorethantapwater.Insteadofpurchasingbottledwater,clubsare

encouragedtousepitchersandbiodegradablecups.Pitchersareavailableforusewithoutfee

fromtheBlindDuck.

c. Clubsareencouragedtosupportsustainablefoodpracticesbypurchasingfoodrankedinthe

followingorderofpreference:

1. Local

2. SustainableAgriculture

3. Organicand/orFairtrade.

Inaddition,clubsshouldpreferencebusinesseswhomaintain:

a. Minimalpackagingthatisenvironmentallyfriendlysuchasbiodegradableandrecyclable

b. Recyclingandcompostingattheiroutlets.

d. Clubsarefurtherencouragedtoprovide aminimumof 50%vegetarianorveganfood.Vegetarian

andveganfareishealthy,inclusive,anddiverse.Unlikemeat,itdoesnotposeundueburdenon

anyofthereligiousorculturaldietsrepresentedattheUniversityofToronto.

e. Whenhostinganeventoffcampus,clubsareencouragedtoprovidemasstransitoptionsfor

theirmembers.

3. WithRespecttoOfficeSpaceandGeneralAdministration:

Whereasclubscommunicatewiththeuniononafrequentbasisandthisgeneratesalotofpaperwork,

allclubsubmissionstoUTMSUmustbeprinteddoublesidedandcontainatleastsomerecycledcontent.

Furthermore,clubsgeneratealotofwasteintheirrespectivecluboffices;clubsthereforeareaskedto

removewastebinsfromindividualclubofficesandrelyonexistingbinsthroughoutthestudentcenter.

Enforcement:

FailuretocomplywiththeseguidelineswillresultinawrittenwarningissuedbyUTMSU’sSustainability

Coordinators.

Continuedfailuretocomplywiththeseguidelinesafterrepeatwarningsmayresultin:

Suspensionofroombookingprivileges

Suspensionofprintingandposterprivileges

Reducedsubsequentclubfunding

Revokingofofficespaceorlossofclubrecognitionintheeventofpersistent,unapologetic

offensestothepolicy

*Additionalinformationonwarningscanbefoundinthesub‐topic:WarningSystem

CLUBINFORMATIONMEETINGS

TheClubInformationMeetings’primaryfocusistobringrepresentativesfromallclubsoncampus

togetherintoanopenforumforpurposesofcommunicatingchangesinpolicy,itemsofinterest,etc.

Thiscommitteewillmeetonceamonthandarepresentativefromeachclubmustattend.Ifitisnot

possibleforanyexecutiveoftheclubtoattend,thenawrittenrequestforexemptionmustbe

submitted,accountingforeveryexecutiveontheclub.Failuretoattendwillresultin:

‐

Writtenwarningonthefirstoffence.

Roombookingprivilegesremovedonthesecondoffence.

Suspensionofaclubforayearonthethirdoffence.

TheClubs’CoordinatororVPCampusLifewillactasChairpersonofthiscommittee.

TRAINING SESSIONS

TheClubs’Coordinatorwillorganize one Training Session per semesterwherebyatleasttwoexecutivesfromeachclub, preferably the President in conjunction with the Financial Secretary or equivalent,mustattend.Reprimandfornonattendanceisthesame

asforanyClubInformationmeeting.

Meetings Summoned by the President

AccordingtoSection14(g)oftheUTMSUconstitution,thePresidentmaycallamandatory meetingwithanyandall

clubsoncampusifheeverdeemsnecessary.

CLUBCOMMUNICATIONWITH

UTMSU

InordertomakecommunicationbetweentheclubsandUTMSUeasierandsimpler,thefollowing

guidelineshavebeensetup.Failuretofollowtheguidelinescouldresultindelaysinprocessingyour

requestorotherpenaltiesbeingimposed.

•

NodocumentrequiredintheClubsRe-recognitionForm, ClubRecognitionForm, orClubFundingForm

willbeacceptedinhandwrittenformatorbye-mail. These documents must be submitted in person at the UTMSU office

Alltypeddocumentsmustbeinsize12,legiblefontonwhitepaper.

InallcorrespondencewithUTMSU(email,inperson,etc.),clubsmustgivetheirfullnameand

thenacronymsinbracketsifneedbe.Thesender(s)mustgivetheirfullnameandtitleinthe

correspondenceaswell.

ClubshavetousetheUTMSUClubsforms available on the UTMSU websiteonlywhenapplyingforfunding.Other

documentationmaybeattachedasnecessary,butfailuretolegiblyfilloutandattachtheClub

FundingFormwillresultindelaysinprocessing,orevennon‐processingofrequest.

MemberslistsubmittedtoUTMSUhastobetypedupandmustincludethefullname,student

numberandemailaddressofallstudents.

Faxeswillnotbeaccepted.

Anydocumentwithmorethanonepagemustbestapled.Alternatively,largepaperclipsare

alsoacceptable.

Allstaplesmustbeonthetopleftcorner of the package.

Donotsubmitanydocumentsinenvelopes,folders,or any other binder or container.

Everypageofany documentssubmitted by clubs musthavethedateinthefollowingformatonthetop‐

right-handcornerofeveryprintedside/page:

First3lettersofthemonth,date,full4digitsoftheyear.

E.g.:Sep29,2009OROct2,2010

UTMSUwillkeepdocumentsforclubsgoingback to a maximum of5years earlier.

•

CLUBOFTHEYEARAWARD

Attheendoftheyear,oneclubisawardedtheCluboftheYearawardandthisisbasedonthefollowing

criteria:

•

Eventsheld,includinglargereventsandsmallerweeklyevents

Diversityoftheevents

Keepingtheirmembersinformed

Eventattendance

Initiativetaken

Collaborationwithotherclubs

Involvement and participation in UTMSU’s UTeam initiative

Submissionofrequiredpaperworkontime

Charitableworks.

Funding–effortsmadebytheclubtogobeyondtheirownresourcestoimprovethe

qualityoftheirevents.

ClubAcknowledgementSheet

IhavereadandunderstoodthepoliciesoutlinedwithintheClubsHandbook.Asaclubexecutive,Iwill

domybesttoadheretotheinformationpresentedwithinthisdocumentandunderstandthe

consequenceifnotmet.

Name:______

ClubName:______

Position:______

Date:______

Signature:______

Pleasehandinthisformwithyourrecognitiondocuments.

Thankyou,

VPCampusLife‐UTMSU