Clubs Training 2011 Club Administration Mallory Drumm Clubs

Clubs Training 2011

Club Administration Mallory Drumm Clubs Administrator Karina Redick Assistant Clubs Administrator MUSC Room 215 905 -525 -9140 x 21134 Clubs@msu. mcmaster. ca clubsasst@msu. mcmaster. ca Office Hours 9: 00 am – 5: 00 pm

Ratification Congratulations on receiving MSU Club Status! Applications for 2012 -2013 will be due on Friday March 9, 2012. - Make sure you hold elections before then.

What does it mean to be a recognized MSU club? According to the Clubs Operating Policy 1. 9. 9 Recognition as an “MSU Club” is a privilege based upon observance of certain procedures and acceptance of certain responsibilities. It follows that this privilege can be withdrawn if these procedures are neglected or responsibilities abrogated by the organization or group.

Responsibilities of an MSU club To maintain a positive image of not only your club but the MSU as well. Follow the Student Code of Conduct! To maintain your club and run it to the best of your ability. Be aware of all policies that apply. As an exec, you are setting an example for all the general members of your club. Please be informed and responsible!! Always check the clubs website www. msu. mcmaster. ca/clubs Always check mailboxes, emails, and keep lockers/offices clean

Privileges of being an MSU club ü ü ü ü ü Room Bookings Use of MSU bulletin boards Use of the MSU name Funding from the MSU and the Student Services Committee Use of Compass Information to sell your tickets (at a reasonable rate of 3%)*, or advertise your event free of charge Have a mailbox/office/locker in Club. Space Have risk management liability for events (as per policy) Advertise events on the MSU Page (listserv) in The Silhouette, and Public Service Announcements on CFMU-FM 93. 3 free of charge Do billing and credit at the Underground *3% covers cost of staff labour, organization and administration re: ticket handling, counting and processing.

Who can be a club member? Membership in clubs shall be open to all MSU members. ◦ [Except where it jeopardizes the integrity of the club’s purpose, as determined by the Clubs Administrator in consultation with said club’s executive. ] Non-MSU members (part-time or grad students, staff, community members) ◦ ◦ May hold club membership upon invitation of the club May not hold executive office, or any position which gives them the authority to expend MSU Club funds. MSU membership = Full time (18 units+) Undergraduate student

Club. Space is located in MUSC Room 215 and is a general and positive space for ALL club members to meet in and discuss club business. Contact the Clubs Administrator to book out the general Club. Space or either 215 b, 215 c for a club meeting. Daily bookings are posted in the Clubs Admin office window Always open, never closed

Club. Space can be used for… Brief Club related meetings Preparations for events Special events and meetings (book with Clubs Admin) A meeting spot to gather before moving to a room or event Studying Friendly chit-chat OR anything that adds to the inclusion of all students using the space

Club Office Space 9 offices x 3 clubs = 27 club office spaces Office Space Application and Lottery process Applications Due: Friday September 23, 2011 Office Hours Negotiated among groups sharing the space Lockers Clubs without offices have priority � Lockers will be assigned by the Assistant Clubs Admin. The size of locker will be given based on use and need described in your application � Applications are Due: Friday September 23, 2011 � � � Sign locker contract $10 refundable lock deposit Locks provided and managed by Clubs Admin

Mailboxes Every club will receive a mailbox Assignments posted next to mail boxes and online Check your mail on a weekly basis Boxes are not secure (open area) Mailing Address: Your Club Name c/o MSU Clubs Administrator MUSC 215, Mc. Master University 1280 Main Street West, Hamilton, Ontario L 8 S 4 S 4

Email Addresses Each club has a Mc. Master e-mail address Login at http: //univmail. mcmaster. ca Login is the alias (part before @) Password: New clubs received password in summer. Returning clubs use the same password as last year. Keep password secure! Only the Mc. Master email address are considered official Listed as contact email for club on MSU website All communications from the Clubs Admin will be through this email Provides continuity Can be redirected but must log in at least once a month! Having problems? Contact Clubs Admin

Finances Mc. Master Students Union is a not-for profit organization ◦ Therefore so are clubs The MSU is not charitable, and neither are its clubs ◦ Charitable receipts are not available We must be Transparent and Accountable ◦ Clubs may be subject to audits by the MSU All transactions must be accounted for with receipt All money raised by the club must go to its programming or directed to a charity It’s important to manage all your bills and make timely payments Payments to establishments and companies are made through the club bank account. Clubs are responsible for all of their own finances. Any debt becomes the executive’s. ◦ Therefore it is in your best interest to be financially responsible The MSU assumes no responsibility for financial debts incurred by a Club.

MSU Funding The MSU has funds directed to the support of club activities. Unfortunately, this funding is not unlimited. Therefore, this funding must be secondary to funds raised from membership fees, ticket sales, sponsorships, etc. New and probationary clubs: maximum $100 All other clubs are considered on an individual basis Clubs must submit budget requests for the 20112012 academic year by ***September 28 th ***. ◦ To be submitted electronically (. xsl file) saved with club name

Sample Budget Request Form

Allocation of funds Clubs will be notified of their budget allocation in early. October 2011 Higher allocations are given to budgets that show: - larger and more expensive events - events/activities that generate greater exposure for your club, the MSU, and Mc. Master - collaborative events with other clubs - greater fundraising from other sources. **Submitting a false budget to be allocated more funds will result in loss of all funding

Claiming Money Grants are paid out on a reimbursement basis only (no advances) To get reimbursed for an event clubs MUST submit: A completed claims form Attach all original receipts (store, items, paid) Proof the event has taken place Submission must be made by no later then Wed April 19 th 2012 No claims can be made for salaries, monetary gifts, alcohol or miscellaneous items not recognized as necessity Receipts must match items from the original request

Claims Form- Sample MSU Club Claims Form Club Name: _____________ Club President: _______________ Signature: _____________ Club Treasurer: _______________ Signature: _____________ Date Submitted: ____________ Bank & Account Number: _______________

Cheques for Clubs Clubs will hand in their receipts along with the claim form to the Club Administrator who then submits the request for reimbursement to the MSU Accounting office Cheque requests are submitted to accounting every 2 weeks (on Wednesday) Club reimbursements will only be made payable to the club’s name (not in an individual’s name) therefore they must be deposited into the club’s bank account Cheques are available for pickup in the accounting office (MUSC 201) the person picking up the cheque (executive of the club) will have to sign for the cheque Cheques are valid for 6 months only. After that they become stale-dated and are not re-issued. There are no direct deposits to club bank accounts The MSU’s financial year ends on April 30 th, funds not claimed before that date will not be available the next year

Clubs Banking MSU Club banking done at CIBC in Westdale Non-personal chequing accounts Two signatures minimum New accounts or Change signing on existing accounts Fill out a form and include all signatures Submit to Clubs Admin for signature New Signing officers will take the completed form to the bank 2 pieces of ID, one with photo (student card not valid)

MSU Accounting Office Located in MSU Main office (MUSC room 201) For work done at the Underground or for advertising placed in the Silhouette, you are able to set up a charge account. Charge Account Application available on the clubs website Clubs are responsible for paying their own accounts. All of these charge accounts must be paid in full by the end of each term. Clubs with outstanding balances will not be allowed to charge work in the following term or receive any reimbursement cheuqes while their account is outstanding

Special Project Funding For projects and events that promote clubs and the MSU to the public and are developed through the collaboration of several clubs Application form available online ◦ Must be submitted at minimum a month before event * Claim Special Projects Funding in the same way as clubs funding *

Student Service Program Support Fund Funds allocated by the Student Service Committee for MSU club events. All MSU recognized clubs can apply. Activities to be funded must have significant educational/cultural value and be of interest and benefit to Mc. Master students/faculty/staff. All applications must be submitted in writing to the Office of the Associate Vice-President (Student Affairs) and Dean of Students by the advertised dates. Applications for events to be held in term 1 are due September 30 th.

Event Planning Research Design Time line, Budget, Manage Risks, Promote, 5 Ws Coordinate Creative, Theme, Audience Plan Past, Goals, Needs… Day of activities, Religious Holidays Evaluate Participants, volunteers, reflection, documentation

Space Bookings MUSC Conference Services University Club Health Sciences Centre, Wentworth House, & Institute of Applied Health Science Club. Space Off-Campus

MUSC – follow them on twitter @musc_mcmaster Booking Requests Cancellations Room 311, 313, 318 CIBC Hall, Marketplace, MUSC/Mills Plaza, 3 rd floor lounge and Terrace Club Tables All catering has to be provided by Paradise Catering (catering@mcmaster. ca) EOHSS Forms needed for the following 24 Hour Notice Catering Must be done online at musc. msumcmaster. ca Privilege forms must be submitted BEFORE any booking requests are processed. Bake sale tables Meeting Rooms Special Event Rooms Charity Fridays First one to be held on Friday October 21 st. Applications due October 7 th by 4: 00 pm

Risk Management. Every event must have risk evaluated It is your responsibility as an event planner and as a Student Leader to evaluate all potential risk Student Code of Conduct Student Event Approval form must be submitted at LEAST 7 days prior to event/meeting Access this form online through the clubs website

Risk Management Forms

Online System Access the Risk Management Form online at studentevents. mcmaster. ca Must send request email to Clubs Admin to receive PIN Email request must be sent from Mc. Master email address Paper forms can still be used if problems occur

Planning for Accessibility & Inclusion: A Checklist H R E S Office of Human Rights & Equity Services (HRES) Presented by Raihanna Hirji-Khalfan, Accessibility Specialist September 13, 14 & 15, 2011

q About Office of Human Rights & Equity Services (HRES) AGENDA q Accessibility & Inclusion q Checklist q HRES Contact Details

About the Office of Human Rights & Equity Services (HRES)

About HRES works with campus community members to ensure that Mc. Master is a community where all students, staff and faculty can learn, work and live in an inclusive and barrier-free environment that fosters equality, respect and accessibility.

HRES Program Areas • Human Rights Program • Harassment • Discrimination • Bullying • Equity Services Program • Proactive Education • Workshops • Partnerships • Accessibility Program • Accessibility for Ontarians with Disabilities Act (2005) • Coordination of University-wide accessibility initiatives • Accessibility Resources

Accessibility & Inclusion

The Checklist

Planning for Accessibility & Inclusion q Budget – forecast accessibility costs q Scheduling – consult Faith and Spirituality Day Calendar and provide sufficient notice of event q Getting to Event– route is accessible q Meeting Facility & Space – obstacle free

Planning for Accessibility & Inclusion q Registration – identify needs i. e. dietary, prayer, scentfree, disability etc. q Signage – clear wording and design q Advertising & Promotion – positive images, respectful language, accessibility promotion q Menu – variety of options

Planning for Accessibility & Inclusion q Serving Alcohol – cognizant of personal/religious observances q Activities – relevant to a diverse range of students q Volunteers – available, identifiable, training, representative q Evaluation – tips on how to improve

FEEDBACK! QUESTIONS, CONCERNS, COMMENTS

Office of Human Rights & Equity Services Mc. Master University Student Centre (MUSC) Second Floor, Room 212 (905) 525 -9140, Extension 27581 hres@mcmaster. ca www. mcmaster. ca/hres

THANK YOU!!

Film Showing on Campus The MSU has two licenses! They are as follows: http: //www. acf-film. com/ http: //www. criterionpic. com Films not found here i. e. . documentaries or independent films can only be shown with permission from the director or film/distribution company. A completed Film Event Form MUST be submitted with EOHSS forms.

Film Event Form

Booking a projector The Clubs Department now has a projector! Free of charge to rent Email the Clubs Administrator at clubs@msu. mcmaster. ca First come First Serve Basis If the projector is not available you can always rent one from Av. Tek (av@msu. mcmaster. ca)

Advertising Your Club/Event Governed by MSU Operating Policy 2 Include the MSU logo and the Club Poster Stamp on your promotional material Posted on the MSU website Must identify your club clearly Take all posters to the MSU Underground for approval. Posters must be in good taste (The Underground has a checklist which is used for each and every poster) Posters that violate the rules will be removed by the Poster and Advertising Committee (poster monkeys), and clubs can be fined.

MSU Operating Policy 2: Promo & Advertising General Rules Promotional material can only be placed on bulletin boards Must have the MSU approval stamp from Underground No more than one poster on any public board Posters may be no larger than 11” x 17” All non event postings with no expiration date are valid for only two weeks after the date on which they are stamped Notices may NOT be posted more than two weeks prior to the event advertised. (This is also in effect for ticket sales) Posters may not be placed in whole or in part of other posters

Posting Club Posters Poster and Advertising Committee (PAC) AKA Poster Monkeys - Form can be picked up at the main MSU office (MUSC 201) Poster Monkeys will take 43 posters and post them around campus Posting in MUSC - Take 8 posters to MUSC 222 and MUSC admin will post them for you in glass cases. Posters due every Friday before noon Posters can not be placed anywhere else in MUSC

Posting in Residence Media Screens You are able to advertise events on digital screens in residence buildings! Create a digital file Fill out the media request form Take your digital poster (via USB) or email it to Underground along with your request form to be approved and they will send it off for you Takes two business days for your advertisement to appear on the screens Refer to clubs website for detailed information

Union Market Coffee Cup Advertising Now offering advertising options for Clubs Union Market will supply Clubs with 1300 of their coffee sleeves for clubs to attach their ADS to them Fee: $75 for 1300 sleeves OR you can provide Union Market with your advertisements and they will handle the labour for an additional $50 ($125 total) Will advertise one department/club per week Advertising Guide and Advertising Form can be found online If interested, visit Union Market or e-mail: unionmarket@msu. mcmaster. ca for more info

Other Forms of Advertising Clubs Events Calendar/Website www. msu. mcmaster. ca/events: Free ads in: MSU List. Serv The Silhouette CFMU – Radio Promotions MSU Events calendar Compass, contact the Internal Coordinator at compassic@msu. mcmaster. ca Daily News Calendar Paid advertising on campus through the Central Advertising Bureau MUSC table display Flyer distribution is not acceptable hand to hand.

Club Executive Council Governed by Operating Policy 1. 9. 9. 1 Composed of: Clubs Administrator (council chairman) 5 Divisional Chairs: *Chair of Recreational Clubs Chair of Cultural Clubs Chair of Religious Clubs *Chair of Academic Clubs Chair of Social Issues Clubs 2 SRA members 1 MSU member at-large MSU Diversity Services Director MSU President (ex-officio)

Club Executive Council Responsibilities: Facilitating communication and cooperation between clubs Advising the clubs administrator on all areas of club operations Acting as a judicial body for clubs (ie. dealing with any sanctions to be applied to clubs) Divisional Chair Responsibilities Hold weekly office hours in MUSC 215 a Chair periodic meetings of the club presidents in your division Distribute information to the clubs in your division Represent the clubs in your division Attend monthly CEC meetings Applications are available on the Clubs Website and are due Thursday September 22 nd.

Mandate: MSU Diversity Services aims to build and maintain a campus that celebrates, advocates and ensures that the Mc. Master campus is an inclusive and diverse community in areas including, but not limited to, ethnicity and culture, faith and spirituality, gender, ability/disability and sexual orientation. Director: Siobhan Stewart Office: Refectory B 204 A Phone: 905 -525 -9140 x 26603 Email: diversity@msu. mcmaster. ca

What are we doing this year We run events that link to our five pillars which are: • Multiculturalism • Interfaith • Indigenous Affairs • Abilities • Gender & Equity

What are we doing this year (2) Some examples of events that we run if people are curious • Multiculturalism: Black history month, Indian film festival • Interfaith: World Religions Day & Try on a Spiritual Practice • Indigenous Affairs: Beehive collective and the Pow Wow • Abilities: Disabilities Awareness Day and the Soulfood fair • Gender & Equity: December 6 th Memorial for Violence against Women and Pride Week

Who our Partners Are. And Many More!

How you can get your club involved! • Diversify. Me • Night Market on October 11, 2011 • Become our Friend on FB: MSU Diversity Services • follow us on Twitter: MSUDiversity and use the Hashtag! #MSUDiversity

Communication Clubs Admin will email @mcmaster. ca emails once they are all in place. No personal emails will be used. MSU Clubs web site is your primary source of information, check there first. Please do not use acronyms When emailing, calling, or stopping by the office please introduce yourself “Hi, I’m Johnny President of the Jelly Bean Club…” with over 250 clubs it’s difficult to remember you all Clubs department now has twitter! Follow us @Msu_Clubs

Useful Contacts Compass Internal Coordinator 905 -525 -9140 ext. 26021 compassic@msu. mcmaster. ca Duncan Thompson: MSU Vice-President Finance 905 -515 -9140 ext. 24109 vpfinance@msu. mcmaster. ca Cindy Creemer: Accounts Payable/Payroll Administrator 905 -525 -9140 ext. 23254 payables@msu. mcmaster. ca Marn Lawton: Accounts Supervisor 905 -525 -9140 ext. 23253 mlawton@msu. mcmaster. ca Promotions and Advertising Coordinator 905 -525 -9140 ext. 27202 pac@msu. mcmaster. ca MSU Office 905 -525 -9140 ext. 22003 oclerk@msu. mcmaster. ca MUSC Administration 905 -525 -9140 ext. 22722 musc@mcmaster. ca