1. Presented by: Ramzi Thabit, July 27th, 2017
Clubs & Societies 101
Presented by: Ramzi Thabit, July 27th, 2017

2. Briefly introduce yourself! New or Pre-existing Club
Introductions
Briefly introduce yourself!
Club/Society Name
New or Pre-existing Club
Executive Position
Goal for the year

3. UTMSU
All clubs and societies are entitled to a UTMSU Gmail account
Older clubs and societies should have them. If you dont know your password send me an with the title (C/S Name Password Reset)
All communication MUST be completed through your official UTMSU .

4. Sample

5. Bank Accounts You MUST use a UTMSU Community bank account.
Signing authority must be transferred every year.
If you have not done so send me an with the title (C/S Name Bank Transfer Letter)
Re-recognized clubs: send the 2 previous signing officer's name, the 2 new signing officers and the Bank that you use.
New Clubs send the names of the 2 signing officers and the bank TD or BMO
You MUST have 2 signing officers

6. Annual Financial Statement

7. Annual Financial Statement - Event Tabs
e1a

8. Receipts
e1a

9. Bank Statements
e1a

10. Collaborative Funding !
The form is under the Clubs Documents section of the UTMSU Website
Clubs, Societies and the UTMSU!
Collaborated 35+ Times last year, lets beat it!

11. Form found under Clubs Documents of the UTMSU Website
Emergency Funding
Form found under Clubs Documents of the UTMSU Website

12. Elections
Must be open to all interested students registered to the club.
Advertising must be approved by the Clubs Coordinator or VP Campus Life.
Non-Biased Chief Returning Officer (CRO) must be selected and approved by the Clubs Coordinator.
Training Session will be held close to the New Year!

13. Elections Timeline
Advertising for elections must take place over a period of one week
Nominations must take place for a period of one week
Campaigning must take place for a period of one week
Must be done through online media
No print media, flyers, posters, etc.
Elections will take place at a location decided by the CRO
Ballot boxes and voting cards will be provided

14. CRO CRO is responsible for supervising the electoral process
Must communicate to general members of club and society if necessary
Is responsible for setting up a location for elections to take place
Responsible for communication between the candidates and relevant UTMSU individual.

15. Clubs/societies election Rules
Any complaints regarding elections, that arise during the course of the elections, must be brought to the attention of the following in written format within 72 hours of the election:
Clubs: CRO, VP Campus Life, and Clubs Coordinator
Societies: CRO, Academic Societies Coordinator
In the case of societies, any complaints must be brought to the attention of the CRO, the Academic Societies Coordinator and the VPUA

16. Rules continued
Clubs Committee/ Academic Societies Advisory Committee withholds the right to nullify any club election results if evidence of gross misconduct has been found in the operation of the election and if necessary, invalidate elections that were conducted undemocratically
Non-occurrence of elections will result in the immediate effect of cancellation of club status
Non-submission of elections results will result in a later loss of club status through Clubs Committee, or ASAC
If undemocratic election procedures are suspected, the election results or club status will be brought forward to the Clubs Committee for further discussion.

17. Green Grants/ Green Shift
Clubs & Societies must submit the form to the Sustainability Coordinator
Eligible to receive FREE biodegradable Napkins and Cutlery for your Events

18. Communication Email ramzi@utmsu.ca Clubs and Societies Coordinator
- Felipe
Maya
Phone (416)
Visit the office!
Add us on Facebook, Text, or Call us!

19. Room and table booking
Room booking and table booking (for the student centre) is done online.
Access for online system is given through Linda’s office (Room 115)
6 Hour Maximum!
Please be courteous
New Booking system!

20. Equipment Booking! Cash Box Hotbox for food Speakers Microphones
Projector
Projector Screens
AV Cords

21. Equipment Booking rules
Maximum 6 hour bookings
Only during working hours
MUST SUBMIT A CASH DEPOSIT
Will be returned when the equipment is returned in working condition
Will be on the same website as the room booking system
Must be picked up from the Members services desk (Infobooth)
Penalties for late returns or no shows

22. Room and Table Booking - Rules
Clubs can only use rooms and tables that they have booked (through the online system)
Clubs must keep noise at a minimum during tabling.
If your club is serving food (warm food) ensure that you keep your food warm at all times (health and safety concerns).
Keep rooms and tables clean!
Promote, enjoy, and have fun!

23. Promotion
There is space for advertising on UTMSU wall’s around campus.
Ensure your poster is in compliance with the guidelines in the Clubs Handbook (Page 16)
Ensure all posters are stamped by UTMSU (at the InfoBooth)
Promote online if possible to reduce waste.
Utilize the advertising services such as the TV in the Student Centre, UTMSU Facebook Page.
Invite me to all of your events!

24. Clubs Photographers/ Videographers
You have FREE access to UTMSU Photographer and Videographer!
VP Internal two weeks prior to your event, informing them of the specifics of your event and your request.

25. Graphic Design Request
Submit the Graphic Design Request form to
Do it well in advance!
Graphic Design Request

26. Club Awards

27. New Clubs Handbook!
Current Handbook is outdated (Last edited in )
The Handbook is an essential document, all executives must read the Handbook
Suggestions? US!

29. Orientation Week Logistic Meetings Every Monday from 1-2
July 31 - August 28

30. Questions?

31. THANK YOU!