Federation of Students, University of Waterloo. Feds Clubs Manual. Everything you need to know to run and manage your Feds Club

Transcription

1 Federation of Students, University of Waterloo Feds Clubs Manual Everything you need to know to run and manage your Feds Club Director of Campus Life Spring 2012

2 Contents Introduction... 3 Administration... 4 Previously Recognized Clubs... 4 New Clubs... 5 Duration of Active Term... 5 Mail... 5 Constitutions... 6 Executive Orientation... 8 Club Presidents' Meeting... 8 Executive Orientation... 8 Clubs Spaces... 9 Clubs Lockers... 9 Clubs Lounge... 9 Clubs Workroom... 9 Finances and Funding Club Accounts End of Term Settlements Cheque Requests Deposits Club Events Event Planning Guidelines Planning an Event Ticketing Procedure Before Your Event During Your Event After Your Event Booking Audio/Visual Equipment Feds A/V rentals uwaterloo A/V rentals Resources Feds Data Projector

3 Audio Visual Equipment Button Maker Cash Boxes Popcorn Machine Foldable Tables Portable Hand washing Station Arts and Crafts Materials Clubs Mailing List Web and Voting Advertising & Media Posters Federation of Students Poster Boards Society/Building Ad Boards Student Life Centre Club Booths/Tables Feds Website Club Websites Daily Bulletin Imprint Procedures and Policies Student Council Procedures Policies Cheque Requests Projector Policy Poster Policy BBQ Policy Appendix... i 2

4 Introduction If you see a need for a new club on campus, the process is easy to get started. We recommend you make an appointment with the Director of Campus Life (fedclubs@feds.ca) to discuss your application before you begin. However, we provide a number of resources in the following Clubs Manual to help you get going with a new club on campus. As a recognized Feds club, you will enjoy benefits such as assistance with bookings and event management, as well as access to financial resources from the Federation of Students. This also includes the ability to recruit members during Clubs, Services, and Societies Days that occur the second Thursday and Friday of every term. All new clubs must be approved by the Internal Administration Committee (IAC), which is made up of student councillors, and students at large. The deadline for new club applications is the third week of classes each term, and your application should include a Club Package with a Club Constitution and cover letter. Please review this document prior to submitting your Club Package for more information on how to start and operate your club. It is advisable that the Clubs Manual be reviewed at least once a term. If you have any questions, please feel free to contact the Director of Campus Life (fedclubs@feds.ca). 3

5 Administration In order for a club to be considered active for a term, a Club Package must be filled out and submitted by the third week of classes at the beginning of the term. Previously Recognized Clubs If your club has been active within the last three (3) terms, your club package needs to include the following: A cover letter stating the club's intent to be considered active for the term. This letter must include: o a statement of your club's purpose o your club's logo o your club's website (if applicable) and address o a brief membership fee assessment (if applicable) and schedule of collection (once a term, once a year, etc.) A list containing the names, student numbers (where applicable), or alternate status (alumni, graduate students, associate club members) of each member for the term. You must have AT LEAST seven members to be considered an active club. A list containing the names, student numbers, telephone numbers, and addresses of the present executives and the executive members of the past term, or the most recent term the club was active. University of Waterloo undergraduate students must compose the majority of a club's executive council. 1 A signed and completed Signing Authority Form 2. A signed and completed Clubs Acknowledgement Form indicating that the club executive members have read and understood all Federation of Students Clubs Procedures and Policies. The club President and one other executive member of the club must sign this form. An account of what, if any, membership fees are charged amongst the club's members and on what renewal basis (i.e. by term, every year, one time fee, etc). Description of your club's refund policy for memberships if fees are applied. Any other necessary forms (i.e. Locker Request Form, etc.) 1 If your exec list has not changed since the last active term, do not include it. Indicate this in your cover letter. 2 All forms can be found online at involved/feds clubs. 4

6 New Clubs If you are a new club, your club package should contain the following additional materials: The cover letter should include your club's intent to be considered for membership by the Federation of Students Internal Administration Committee. A Club Constitution (see Appendix for sample). You may copy and adapt the sample constitution based on the club you are proposing. Check with the Director of Campus Life if you would like to restart a club that has been inactive. You are not required to submit a club logo with your initial club application. Duration of Active Term The term for clubs runs from the first day of classes to the last day of classes, as defined by the Registrar s Office. The VP Internal and the Director of Campus Life must approve any activity run outside this period in order to be considered a Feds sponsored event. Mail All club mail can be picked up in your file folder located in the black filing cabinet at the Federation of Students Office, in SLC All mail is opened and any cheques or invoices are taken and given to the appropriate accounting staff. Please check your mail on a regular basis. The Federation of Students is not responsible for mail left uncollected. 5

7 Constitutions Before submitting your club constitution, ensure that it contains all of the following elements: Name of the Club the name of the club must be clearly stated. This will be the official name of the group which will appear on the clubs listing, financial statements, and correspondence, etc. Statement of Independence the club must state clearly that it is not an agent or representative of the Federation of Students, and that its views and actions in no way represent the Federation of Students. Purpose the purpose of the club must be clearly stated and reflect the events and activities the club hopes to coordinate the purpose of the club must be consistent with both the University's and the Federation of Students' mission and mandate. Furthermore, the purpose of the club must not overlap the purpose of any other recognized club. Membership Structure unless it would specifically interfere with the stated purpose of the club, all clubs will be open for membership to University of Waterloo students, faculty, staff, and members of the community at large. However, only University of Waterloo students (undergraduates and post graduate students) may hold executive positions within the club, with a majority being undergraduate students. As well, only University of Waterloo students (undergraduates and post graduate students) are eligible to vote club decision making measures. Executive Officers as previously stated, only University of Waterloo students may serve as club executive officers, and a majority of a club's executive officers must be undergraduate students. Make sure to include: o the titles of the officers must be clearly stated o the duties of the officers must be clearly stated Membership Fees club membership fees must be clearly stated (if any are to be assessed by the club), together with the deadline for collection, and the collection process. If the deadline is a set date and membership enrollment is rolling (ongoing), you must state what membership fees are for individuals who join after the deadline (i.e. new members who join after the term has started). General Fee Usage (if applicable) a description of how the collected membership fees will be used must be clearly stated. Meetings the frequency of club meetings (both general and executive) should be clearly stated, together with the following details: o method of informing members about meeting dates and times. o the quorum (minimum number of members required in attendance in order for business to be conducted) for both general and executive club meetings. o the process for calling of emergency meetings (and who can call emergency meetings) 6

8 Elections Process the process of elections for the club must be clearly stated, providing for a minimum of one election per year. Elections must be fair and democratic. And, as mentioned previously, only University of Waterloo students (both undergraduate and post graduate students) may vote during the election process. The following details must be included: o the nomination process for executive positions o the type of vote required for election (majority, 2/3, etc.) Impeachment/Disciplinary Process the process for removing/impeaching officers must be clearly stated, together with the type of vote required for impeachment (majority, 2/3, etc.) Remember that the impeachment process must be fair and democratic. You MUST contact the Director of Campus Life any time a motion for impeachment has been made within the club. Constitutional Amendments the process for amending the constitution must be clearly stated, with the type of vote required (majority, 2/3, etc.) for amending the constitution. All amendments to existing constitutions must be submitted to the Director of Campus Life and are subject to Internal Administration Committee approval before taking effect. Affiliation any wish to affiliate with a local, regional, national, or international organization must be clearly stated, along with an explanation as to why such an affiliation is desired. Affiliation is subject to approval from the Internal Administration Committee. A sample constitution can be found in the Appendix. 7

9 Executive Orientation Club Presidents' Meeting Club Presidents' meetings take place at the beginning of every term. These meetings are a forum for club announcements, any changes in procedures, questions, and discussion. Attendance at these meetings is mandatory. If you are not in attendance, the responsibility is on the club to find out what it was missed. Dates and times will be posted on the Feds website. Executive Orientation At the beginning of each term, the Director of Campus Life will hold a training session for all new and existing club executive members. This will cover club operations and procedures for new executive to help ease their transition into their new roles with their clubs. Dates and times will be posted on the Feds website ( Clubs are expected to send at least one representative to a training session before they begin organizing club events. 8

10 Clubs Spaces Clubs Lockers The club lockers are located to the far right of room 2105 and on the third floor of the SLC. If your club would like a locker please follow the instructions included in the Locker Request Form 3. Please note all items must be stored within lockers (not on top of lockers or anywhere else in the locker room). Absolutely no food or beverage of any kind is permitted in the lockers. Distribution of the locker combination is at the discretion of the individual club. Any locker that is not in use or has been misused will be reassigned. If your club locker privileges have been removed, lockers must be emptied within one week. If your club fails to move out in time, your belongings will be moved (at own risk of loss or damage) to the Feds' storage area. Belongings can be obtained by phoning the Director of Campus Life at ext After one term, the items will be taken to University of Waterloo Security Lost and Found. If you do not already have a locker, be sure to include a Locker Request Form with your Clubs Package. The Director of Campus Life will review applications and assign lockers. Clubs Lounge The Clubs Lounge is located in SLC room It is an area any and all club members may use to conduct club meetings and other club business. To reserve this space, please fill out a Club Event Form, and specify the Clubs Lounge as the preferred space. If you are using this space, please leave it in the same condition than you found it. Failure to do so may result in forfeiture of club usage of this space Clubs Workroom The Clubs workroom is located in SLC room The room includes a table and sink and other materials for making banners, displays and promotional materials. Clubs may book the workroom by submitting an Event Form or with permission granted from the Director of Campus Life. Clubs are welcome to use the area provided you follow these guidelines: Please clean up your work area and take any garbage or recyclables out of the room when finished. Do not leave projects in the workroom Feds is not responsible for any loss, removal or damage to your projects. Please wash paintbrushes (if you don't they become unusable for others). Please ensure the water is not running and the lights are shut off when you leave the room. Please be considerate of the supplies we have use only what you need, don't waste paint. Let the Clubs Assistant or Turnkey Desk know if there is a mess when you arrive to work on a project. 3 All forms can be found on involved/feds clubs. 9

11 Finances and Funding Every club has certain privileges and responsibilities with regard to their finances. It is the duty of each club's executive officers to familiarize themselves with these procedures to ensure smooth operation of club finances, as well as to ensure that their club executes financial obligations in a timely manner. Club Accounts Upon activation of any new club, a Club Account is created for that club's use. All financial transactions for clubs are initiated via these accounts, unless otherwise arranged with the Feds General Manager and Accounting Manager in exceptional circumstances. Clubs have the right to see their respective financial records whenever they have need to. Clubs that would like account information or a print out of their financial report must give 24 hour notice to either the accounts payable and/or accounts receivable clerks in the Federation of Students Office. Expenses and charitable donations must be withdrawn from the club account through a reimbursement and not from cash on hand. Any sponsors or sponsorship requests must be approved by the Director of Campus Life. End of Term Settlements The Federation of Students will reimburse every active club up to $75.00 per term (dollar for dollar) if a club spends up to that much on approved club activities. At the end of the term, this money will be assessed and deposited into each club's account for the next term. It is very important for clubs to ensure that their accounts accurately reflect spending for the term. If the Director of Campus Life cannot determine from the club account that a club has spent money over the term, that club may not receive an accurate settlement. Clubs may run a deficit on their account of up to $50 per term, as this money will be replenished at the end of the term via the club's allotted reimbursement. Cheque Requests To receive a cheque you must fill out a Cheque Request Form 4. The deadline for submissions is every Tuesday at noon in the Federation of Students Office. Cheques will be available for pick up every Friday, after 12:00pm of the same week at the Feds Front Desk. Note that only the payee (the person whose name appears on the cheque) will be allowed to pick up a check, and photo ID must be brought in order to verify the payee's identity. No exceptions will be made. 4 All forms can be found on involved/feds clubs. 10

12 Cheque Requests must be legible, filled out in pen and have all of the following information or they will not be processed: signing officer signatures matching those submitted with the Clubs Package ORIGINAL receipt(s) debit card/credit card receipts are not valid receipts! Full name of payee Purpose of cheque under the description Club's full name no acronyms! The Federation of Students does not reimburse alcohol or any purchases that are not associated with an approved club activity. In some circumstances Feds may request additional information for verification of club purchases. Deposits All revenue should be deposited immediately (or the following business day) upon receipt NO EXCEPTIONS. This includes any membership fees, donations and event revenue. Money deposits need to be submitted with a deposit slip (located in the Federation of Students Office) to the Feds Accounts Receivable Clerk. The money will be tallied, and a receipt will be given to you. Deposits are to be accompanied by appropriate receipts. Special Funding Requests Every club can, so long as they are active, apply for financing from the Federation of Students Special Projects or Enterprise, Opportunity and Innovation Funds. More details can be found in the Fees and Funding section 5 of the website. The club may be asked to conduct a presentation for the IFC members about their proposal, and answer questions (if any) about their application. Ultimately, the VP Internal will notify any club requesting Special Funding of the decision rendered by the IFC, and update individual club accounts as necessary. It is very important that Clubs do not wait until the last minute to apply for funding, as instantaneous decisions on funding requests are not feasible. 5 The Fees and Funding section of the website can be found here: us/fees and funding. 11

13 Club Events Having activities throughout the term is one of the most rewarding and enriching aspects about Federation of Students clubs they can facilitate mobilizing new interest in clubs, build strong social bonds amongst club members, as well as enhancing the diversity and community of the University of Waterloo. Events can range from regular club meetings, to sponsoring guest lecturers, and even large social gatherings depending on the interests and resources of each club. If your club has an idea for an event, but needs help in developing the idea, consult the Director of Campus Life. Before planning your club event, be sure to read the Event Planning Guidelines outlined below. Remember, you must submit an event form 6 for EVERY event hosted by your club. Event Planning Guidelines The following guidelines outline the steps that need to be taken to plan and hold an event in accordance with Federation of Students and University of Waterloo policy. Please be sure to read everything before starting with the process. Planning an Event There are three specific areas of activity planning which clubs need to be aware of prior to starting the actual preparations of an event because they need to be mentioned before an event: 1. Alcohol at Events For events in which clubs desire to have alcohol served and consumed as a part of the occasion, there are two options that clubs can make use of: On campus at one of the facilities licensed through the University of Waterloo in accordance with University of Waterloo Policy #21 7. Off campus, with liquor service arranged either through the University's Catering Services, or in a licensed establishment in accordance with AGCO regulations. Any club wishing to have an off campus event involving the service of, and consumption of alcohol, must apply to the Federation of Students for a Special Events Insurance Policy. NO EXCEPTIONS will be made. No club events will be authorized by the Federation of Students where the sole purpose of the event is the consumption of alcohol, to include, but not limited to: keg parties pub crawls wipe outs/ drink the town dry events drinking contests 6 All forms can be found on involved/feds clubs. 7 Policy 21 Alcohol Use and Education, procedures guidelines/policy

14 2. Participatory Sports These events can include, but are not limited to: sports tournaments skydiving "Olympic games" ski trips Such events, while not necessarily high risk, can at times carry a significant amount of liability threat to the club hosting them. Clubs wishing to hold these types of activities should contact the Director of Campus Life as early as possible to find out what measures they should take to reduce the potential risk involved with these events. 3. Serving Food at Events The University of Waterloo has created new guidelines to cover the serving of food on the campus, as per requirements of both the Region of Waterloo and the Province of Ontario s regulations on safe food handling/service. The condensed version of these requirements, as they pertain to clubs, services and societies are as follows: All events in which food will be served on the University Campus must either be coordinated through uwaterloo Food Services or the Federation of Students (including Feds businesses or student coffee shops), or Have a Public Health/University of Waterloo Special Event Food Vendor Application 8 filled out and filed with the Region of Waterloo/Federation of Students, detailing what/where/how food will be supplied during the event. This form needs to be submitted at LEAST two weeks prior to your event. The exception to the above is in the case of groups including clubs which provide food strictly for their members (University of Waterloo faculty, staff and students) and personally invited guests. The Special Event Food Vendor Application form must be filled out by the club and provided to the Clubs Assistant at least two weeks prior to the event. The Clubs Assistant will fax the form to the Region of Waterloo, and contact the club once the approval of the form has been confirmed. For more information, please contact the Director of Campus Life (fedclubs@feds.ca). 8 All forms can be found on involved/feds clubs. 13

15 Ticketing Procedure In any case where clubs hold events where a fee is to be charged to access the event, tickets must be utilized by the club. There are several options clubs have in creating tickets for their events: Comtix 3 Part Tickets o These customized tickets can be ordered through the Federation of Students, and are both the most elaborate and most expensive ticket option for clubs (similar to Ticketmaster tickets) o Comtix orders require three (3) days turnaround time from when they are ordered Feds Marketing Tickets o The Federation of Students Marketing Department can design tickets for clubs, at a significantly reduced price in comparison with Comtix o Feds Marketing needs several days to prepare tickets; please allow five business days to ensure your tickets will be printed Self Designed Tickets o clubs can design their own tickets for events (these must be printed by Feds Marketing Department) o You MUST consult with the Director of Campus Life if you are considering this option All tickets for club events must have the consent of the Federation of Students. No tickets will be authorized without prior approval. Before Your Event Tickets will be stored and distributed by the Federation of Students Accounting Manager, located in the Federation of Students Office in SLC All tickets will be signed for by the person taking them and a contact number will be provided The person signing for the tickets is solely responsible for providing the money for the tickets sold, stubs for all sold tickets (with appropriate price highlighted if applicable) and/or the unsold tickets Any discrepancies will be dealt with by the VP Internal and the Director of Campus Life A portion of tickets may be sold at the Feds Office Arrangements should be made in three business days in advance to access a float and cash box to sell tickets During Your Event Pick up any tickets left at the Fed Office and the Reconciliation Form from the Accounting Manager, no later than 4 p.m. of the day of the event. If the event is on the weekend, someone should pick these items up before 4 p.m. on Friday As tickets are sold at the door, the bottom 1/3 of the ticket should be ripped off and kept to reconcile with the money at the end of the night The club is responsible for handling the money, not the venue in which the event was held. No ticket money will be held in the venues safe (unless previously arranged and approved) 14

16 After Your Event The money/tickets sales must be returned to the Accounting Manager no later than two business days after the event. If it is not returned within this time, the club will be held responsible and all privileges and the club account will be frozen until the matter is dealt with. If the matter is not dealt with within a week after the first deadline the University of Waterloo Campus Police will be contacted as it is considered theft. The money/tickets collected should go directly and only to the Accounting Manager. If money is required to pay DJ s, rental charges, etc., then a Clubs Cheque Request Form should be filled out at least four business days in advance and signed by the Director of Campus Life so that a cheque can be produced. All proceeds from the venue and advanced sales will be deposited less GST to your Federation of Students Clubs account. You must have written confirmation from the booking office for the room in which your event is to be held. Security will not open the room without the written confirmation. Booking Audio/Visual Equipment Feds A/V rentals The Federation of Students has one data projector that can be booked via the Club Event form if the projector is available. The cost of rental is $10 per day plus a refundable $20 deposit. The projector must be picked up by 3:30 p.m. on the day it is booked and it must be returned by 10 a.m. the next day. uwaterloo A/V rentals If the Federation of Students projector is unavailable, then you must request A/V from University of Waterloo's A/V department. The A/V department will supply clubs with a projector free of charge if it is being used for academic purposes (i.e. a PowerPoint presentation). To get Audio Visual equipment from the University of Waterloo A/V Department you must fill out the University of Waterloo A/V Booking Form located in the Federation of Students Accounts Receivable Clerk's office: The Director of Campus Life or Feds Accounts Receivable Clerk must sign the form, and they will require 48 hour notice as per uwaterloo's A/V's procedures NO EXCEPTIONS. The only club personnel authorized to sign out A/V equipment are the two club signing authorities. The club must have funds in their club account to cover the cost of renting the A/V equipment (A minimum of $40 will be charged when a portable data projector is used to show a movie or for other similar entertainment purposes). All orders must be received by Audio Visual 48 hours before the event will take place. The person whose name is on the form must be the person picking up the equipment. 15

17 You must return the equipment immediately after the use of it or the next morning No later than 8:30 am. Failure to do this is cause for termination of Audio Visual rights for your club. If the AV equipment is not returned the following business day by 8:30am then a $50.00 late fee will apply for every day it is late. For more information on equipment loans and rentals please visit the ITMS website 9. You must have copyright permission to show movies on University of Waterloo video equipment. The Federation of Students has a movie license, which allows for the showing of certain movies for events. To obtain copyright permission please the name of the movie and date and location of the showing to the Director of Campus Life and they will obtain permission for you. 9 The ITMS website can be found here: 16

18 Resources The following Feds resources are available for use by any recognized Feds club. For more information on any of these resources please contact the Director of Campus Life or the Clubs Assistant. Feds Data Projector The Federation of Students has one data projector that can be booked via the Club Event form if it is available. The cost of rental is $10 per day plus a $20 deposit. You may book the Feds projector through the Event Form. If the Federation of Students projector is unavailable, then you must request A/V from uwaterloo's A/V department. Audio Visual Equipment To get audio visual equipment from the University of Waterloo A/V Department you must fill out the uwaterloo A/V Booking Form located in the Federation of Students Office. Button Maker There is a button maker available to be borrowed and used in the Federation of Students Office. You will need to speak to the VP Internal or the Director of Campus Life to learn how it is used. The button maker can be used after office hours but it will be stored in the Federation of Students Office and must be pre booked for usage. Buttons cost $0.25 each to make, plus the cost of photocopying whatever is to go into the buttons. Please follow these steps when seeking to borrow the button maker: 1. Contact VPIN to see if quantity of buttons is available. Once confirmed, get your materials ready. If VPIN is not available contact the front desk at recept@feds.ca or x Print out your own paper button designs and cut them out. Buttons are 2 but your print outs will need to be slightly larger, about 2.5. If you are unsure of size, print this page out for an exact size or ask the Feds front desk to show you the example cut out. 3. Plan a time to come to the Feds main office to make all your buttons. The Feds office is open Mondays to Fridays, on 9 a.m. to 4 p.m. 4. Each button costs just under $0.25. Budget each button at $0.25 to account for taxes. You must pay for all the buttons you make upon leaving the Feds office. 5. Enjoy! Remember, you may use the button maker, but Feds is not responsible for the content and purpose of your buttons. Cash Boxes If you are in need of a cash box for your event please contact the Director of Campus Life at least three (3) days in advance. All money collected must be deposited into the Club Account immediately or the following business day. 17

19 Popcorn Machine A rental contract for the popcorn machine can be obtained from the Special Events Coordinator (n2tran@feds.ca). Foldable Tables Feds has two foldable tables that can be used for outdoor events. These can be booked through an Event Form. If you require tables outside of regular office hours then you must pick up a key to obtain the tables. Furniture belonging to the Student Life Centre or the University is not permitted to be taken outside at any time. Portable Hand washing Station For outdoor events requiring a hand washing station, please see the Director of Campus Life. Arts and Crafts Materials A variety of art materials including paint, craft paper, scissors, etc. is available for use by Clubs. Indicate that you would like to book the Clubs Workroom on your Event Form or consult the Director of Campus Life for more information. Clubs Mailing List Club Members and Executive can stay up to date on Feds news, Club events and trainings. If you would like to be added to the Clubs Mailing List follow the instructions at Web and The FedS IT department also provides website and hosting services for clubs and services. If you need space for your club website, or would like an official Federation of Students address, you can find more information by contacting the Director of Campus Life. Voting The FedS IT department can help your society run elections by providing a secure voting system. Please submit a Feds IT request on to get more information. 18

20 Advertising & Media Do not hesitate to take advantage of the Federation of Students' Marketing Department for all your advertising needs they can provide a number of services from design work (which is free) to printing (at discounted rates). Their office is located in the SLC Atrium (SLC 0137). More details are available on the Feds website ( Clubs Logo All promotional material (i.e. posters, club cards, websites, etc...) should contain the Feds Clubs Logo, otherwise they will not be approved by the Director of Campus Life. A digital version of the logo has been provided on the website 10 to help clubs when creating promotional materials. The logos should not be edited or changed in any way or form. Posters Posters are one of the most effective ways to inform the student body about events a club is conducting. Clubs are free to create advertisements at their own discretion, so long as they follow these few steps along the way: All clubs advertising materials must be brought for approval to the Director of Campus Life prior to posting Advertising material must contain the club's name or logo, and the Federation of Students Club Logo Club posters are only allowed on Feds poster boards, society / building ad boards (with approval from the respective society or department) and designated outdoor poster stands unless otherwise approved by the Director of Campus Life and appropriate facility personnel One poster per event per board no larger than 11 x 17 inches All poster content must follow guidelines set out by the Federation of Students and University of Waterloo Failure to adhere to the Feds poster policy will result in a ban on all club posters for up to one year at the discretion of the Internal Administration Committee (IAC) Federation of Students Poster Boards The Federation of Students operates a poster run that places posters on each Federation of Student Poster Board around campus (small run) and the residences (large run) each week. Clubs can book a space on the run by speaking with the Accounts Receivable Clerk, Karl Kliewer (x33788). Slots are allocated on a first come first served basis, so book your run well in advance. You will be asked to bring your posters to the Accounts Receivables Clerk a few days before the run. Society/Building Ad Boards Many of the student societies, faculties and individual buildings have bulletin board space to post advertisements. 10 The Feds Clubs logo can be found on involved/feds clubs. 19

21 Clubs are free to enquire about using these spaces on their own, but must first have brought the poster to the Director of Campus Life for approval. Student Life Centre Clubs must submit posters they want put up in the SLC to the Turnkey Desk for approval and stamping. The Turnkey staff will post the posters themselves. Clubs are limited to at most four (4) of the same poster. Larger banners may be hung in the SLC atrium provided they are advertising for a specific event (i.e. not general club advertising or for a regularly occurring event such as a club meeting). Banners must also be approved by the Director of Campus Life. Club Booths/Tables Federation of Students Clubs have the privilege of setting up booths and tables in the Student Life Centre in order to sell tickets or present their club. To book a space in the SLC, indicate that you would like a booth in Vendor's Alley on the Club Event Form. For more information, please contact the Director of Campus Life. A club is limited to 5 booth days per month and 3 per week. Feds Website All clubs that have been active in the past three terms will be listed in the Clubs Listing page. Information for each entry will be pulled from the club's Club Package, so make sure all information is accurate and up to date. Club Websites Federation of Students recognized clubs are eligible for free club website space through the Federation of Students' I.T. Department. Fill out the form on with your request. The University of Waterloo Web Designers Club provides free help and website design/building services to clubs who need help setting up a web presence. You can contact their Exec team at execcomuwwd@googlegroups.com. Daily Bulletin The University Public Affairs and Communications office runs an online daily newspaper to announce what is taking place in the University of Waterloo community. Every once and a while, if given enough time, they will post club events on the site. To have your event listed, contact the Director of Campus Life with at least 3 business days of notice. Imprint The Imprint runs advertisements in each issue for businesses and events in the community. The cost for advertising in the Imprint will depend on several variables. Please consult with the Imprint Staff to find out about costs. You can find more information on their website: 20

22 Procedures and Policies Student Council Procedures Student Council Procedure #3 is a guideline on the rules, responsibilities, and rights of all Federation of Students sanctioned Clubs. It contains information on how to start and operate your club. It is important that these procedures are read and understood prior to beginning club activities for the term. By signing the mandatory Clubs Acknowledgement Form, you confirm that you have read and understood the Clubs Procedures. You can download and peruse the Council Procedure on the Feds website under: us/important documents. Policies The following outlines Federation of Students and University of Waterloo specific policies applicable to Clubs. Any questions should be directed to the Director of Campus Life. Cheque Requests Clubs must submit a Cheque Request Form that is signed by two club signing authorities, and have it approved in order to receive reimbursement for expenses. The following things must be kept in mind when filling out the form: Original itemized receipts must be attached to this form. It must show the items purchased on the receipt; the debit/credit card slip is not an itemized receipt. You must keep photocopies of the receipts. Please fill in the purpose with a short meaningful description. This will appear on your account print outs and can only be 40 characters long. Feds will not reimburse a club for liquor or tobacco related expenses Projector Policy When borrowing the Federation of Students Clubs Projector, the following rules must be remembered: Bookings can last 24 hours. Longer bookings must be cleared by the Clubs and Services Department. Bookings must occur 48 hours in advance. The cost of a same day booking is $60 including a $20 deposit. During a regular booking, $10 is required on pickup of the projector, plus a $20 deposit. One person from the Club is responsible for the projector, they must pick up the projector and the same individual must drop off the projector. This person, if not the person on the event form, must appear on the event form in the projector section. If the Projector is not returned within 24 hours of the pickup time, the deposit is kept as a late fee. If the projector is damaged due to negligence on behalf of the Club utilizing the projector, the Director of Campus Life retains the right to fine the Club for the damage costs and/or remove projector booking privileges. 21

23 The responsible person's signature in the sign out book indicates the clubs agreement to all projector booking rules. You must have copyright permission to show movies on University of Waterloo video equipment. The Federation of Students has a movie license, which allows for the showing of certain movies for events. To obtain copyright permission please the name of the movie and date and location of the showing to the Clubs Assistant. Poster Policy All advertising materials created without the help of Feds Marketing must be brought for approval to the Director of Campus Life or the Clubs Assistant prior to posting Advertising material must contain the club s name or logo, and the Federations of Students Clubs logo Posters are only allowed on Feds poster boards, society / building ad boards (with approval from the respective society or department) and designated outdoor poster stands unless otherwise approved by the Director of Campus Life and appropriate facility personnel One poster per event per board no larger than 11 x 17 inches, poster space reservation must be made through Feds Accounts Receivable Clerk. All poster content must follow guidelines set out by the Federation of Students and University of Waterloo Failure to adhere to the Feds poster policy will result in a ban on all club posters for up to one year at the discretion of the Internal Administration Committee BBQ Policy All outdoor spaces must be booked through a Club Event Form. Please contact Mike Ulmer, Feds' Food Operations Manager (mculmer@feds.ca) for help in running a BBQ. 22

24 Appendix Here you will find additional documentation: 1. Sample Constitution

25 Sample Constitution The following is a sample constitution that may be used as a model. UW ANGLERS CLUB The name of the club will be the UW Anglers club. We are not an agent or representative of the Federation of Students, and our views and actions in no way represent the Federation of Students. PURPOSE The purpose of the club is to gather University of Waterloo students, staff and faculty to further our knowledge of fishing. We plan to hold meetings, educational seminars, social outings, and to plan fishing trips. MEMBERSHIP STRUCTURE Membership is open to all members of the University of Waterloo and members of the community at large of which only University of Waterloo students (graduate and undergraduate) may hold executive positions. Only University of Waterloo students are eligible to vote on club decision making measures. University of Waterloo undergraduates will make up a majority of all club executive positions. Staff, faculty and members of the community at large may hold nonvoting associate memberships and may not hold any executive positions. MEMBERSHIP FEE The membership fee is $5 cash per term payable to the Treasurer no later than one month after the first day of class. If joining after the first month, membership is due at the beginning of their first club function. EXECUTIVE OFFICERS President A President does not hold power to make decisions for the whole group. Rather, he/she ensures that: the club operates according to the guidelines of its constitution, and some agreed upon guidelines for running a meeting, such as Robert s Rules of Order; the club works towards its objectives as agreed upon by the membership; and that the next President is trained. It is important to assure that the person with the most information and/or knowledge in the club is not the full time chairperson therefore the club will occasionally rotate the role of chairperson among members. Secretary ensures that: ii

26 records of what the group has done are maintained, distributed and are accessible to all the members; minutes/notes are taken at all meeting; all club correspondence is monitored, and brought to the attention of the appropriate person(s) the duties of the President are undertaken in his/her absence; and that the next Secretary is trained. Treasurer is responsible for: the bank account with the Federation of Students and all financial transactions for the club; and that the next Treasurer is trained. The President, Secretary and the Treasurer will be signing authorities for the club. MEETINGS We will hold monthly general meetings and bi weekly executive meetings. The first meeting of the following term will be set up by the outgoing executive. At that meeting subsequent meeting times and locations will be set. Meeting times and dates will be forwarded to members via . Quorum will be 7 people 11 for general meetings and 2 12 for executive meetings. An emergency meeting can be called by any executive via and must sent at least 48 hours prior to the meeting time. ELECTION PROCESS Elections shall take place at the end of each term for the following academic term. Only University of Waterloo students can vote. Club members must be notified, by , two weeks in advance of the meeting where executive elections will take place. The term of office shall be for one term. An executive can only hold office (any position) for a total of three terms. Nominations for executives can be made from any club member. The majority of executives must be undergrad University of Waterloo students. The successful candidate will be the one with the most votes. In the case of a tie, a re vote will take place until the tie is broken. IMPEACHMENT AND DISCIPLINARY PROCEDURES A movement to impeach an executive officer may be made by any executive officer or by petition of at least five voting members. When the motion is made the Director of Campus Life will be informed. A general meeting will be called as soon as is reasonably possible. No club funds will be spent until the issue is resolved. At the impeachment meeting, the person or persons that initiated the process will state their case. Afterwards, the officer under impeachment will have an opportunity to reply. 11 should be equal to 20% of your club s membership or 7 people whichever is more 12 should be equal to 50% of your exec plus 1 or 2 people whichever is more iii

27 There will be a question period after which a vote will be taken by a CRO designated by an executive member who is neither initiator nor subject of the impeachment. If there is no such officer, any club member may volunteer. The vote will be by yes/no secret ballot. If at least two thirds of the votes are for impeachment, the officer will immediately be stripped of his or her position. The remaining executive may choose to call an immediate by election to replace that officer. AMENDMENTS Constitutional amendments may be proposed by any officer. The amendment will then be voted on by referendum. The voting procedure will be the same as for the impeachment process. If the vote passes, the amendment and the vote count will be passed to the Director of Campus Life for final approval from the Internal Administration Committee. If it is approved the constitution will be amended and a note describing the amendment and the date it was made will be inserted to section 1 of the constitution. AFFILIATIONS We are not currently affiliated with any organizations. Any additional affiliations must be added by following the amendment process and amending this constitution to reflect any changes in the affiliation section and is at the discretion of the Internal Administration Committee. iv