Clubs Handbook

Clubs

Handbook

2011/2012

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SAITSA Clubs’ Handbook 2010/2011

Table of Contents

Welcome Letter Page 3

What is SAITSA? Page 4

History of SAITSA Page 4

Student Government Page 5

Recruiting and Retaining Members Page

Planning an Event Page 7-8

Types of Events Page 9

Finances Page 9-10

Clubs’ Board Meetings Page 11

Meeting Etiquette/Robert’s Rules of Order Page 12-14

SAITSA Awards Page 15-16

Alumni Funding Page 17

Annual Report Page 18-21

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WELCOME!

Welcome Club Executives,

Congratulations on taking the first step to a more heightened post-secondary experience that gets better with every

moment. Now that you have started a club, it is time to have some fun! It is time to create some wild and new memories

by planning events and experiencing what SAITSA services can offer your club. You can book the Gateway for an Ice

Breaker for your incoming club members and enjoy a Gateway show at the same time! On the other hand, if you are

looking for a more relaxed atmosphere there is always the Odyssey Coffeehouse, where we have great lounge space for

a laid-back event with some local art setting the mood.

Now that you have some ideas on the go for your club, you are one more step closer to beginning planning events. In

addition, talk to your fellow club executives at the bi-weekly clubs board meetings to get ideas and possibly even

collaborate on events. I will be chairing all those meetings, so feel free to ask me whenever you have a question. And if

you don’t have time to ask me at clubs board you can always e-mail me or call me, and don’t be shy either if you want to

pop by my office for a quick chat. My door will always be open to you.

Thank you for taking the time and interest in starting up a club, I cannot wait to see what exciting events you will come

up with this year.

Caroline Mackenzie

VP Student Life

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WHAT IS SAITSA?

SAITSA is a representative organization that every full-time, part-time and apprentice student at SAIT Polytechnic is

automatically a member of. Founded in 1922, SAITSA is an incorporated not-for-profit organization with annual

revenues of $6 million generated from various operations, services and fees.

SAITSA is governed by the Students’ Legislative Council and Students’ Executive Council who are elected annually by the

membership. Overseen by the General Manager, SAITSA is run by approximately 20 full-time staff members and even

more part-time and casual staff. Working year-round, SAITSA staff work closely with SEC to ensure that SAITSA’s

businesses, programs and services are consistently of the highest quality possible and they meet student needs in an

affordable and effective manner.

The association operates a variety of cost driven services and profit driven operations. Services include the SAITSA

Resource Centre, volunteer opportunities, an awards banquet, federal and provincial lobby groups and a marketing and

communications department. Operations include a campus bar; The Gateway, a coffeehouse; The Odyssey, two retail

outlets; The Station Market and Sensations Express, a second hand consignment bookstore; SAITSA Seconds, locker

operations, and a publications department that offers a yearbook, an annual agenda and a weekly campus newspaper;

The Weal. The student health and dental plan is also managed by SAITSA and provides exceptional coverage for a

majority of its members.

SAITSA’s Mission

The SAIT Students’ Association is a representative organization dedicated to enhancing student life by providing

rewarding leadership opportunities and quality services.

SAITSA’s Vision

SAITSA will foster a positive and memorable experience for every SAIT student.

HISTORY OF SAITSA

A lot has changed since the formation of SAIT’s first Students’ Association in 1922. Enrolment was 811 students when

the original SA was formed for the purpose of ‘promoting intellectual and physical improvement and a better social

intercourse among the student body.’ The eight governing members of the Association, including a President, Vice

President, and Secretary, fulfilled their mandate by organizing a literary society, an athletic association and by hosting

biweekly debates for students. The annual association fee was $2.

In 1926 the SA established The Emery Weal, a monthly publication that sold for five cents a copy. (Today SAITSA’s

Publications department prints both The Weal newspaper and Emery magazine.) In the years that followed, the

Association toiled through financial losses during the Great Depression and a temporary relocation to the Stampede

Grounds during the Second World War when the government took over the campus as a wireless training base.

As new tensions developed between students and administration, SAIT’s first Students’ Council was formed in 1967 with

representatives from each of the academic departments. It was Council’s job to enhance communication between

students and administration and to bolster school spirit alongside their Students’ Association co-workers.

SAITSA grew to manage several operations on campus over the years, including the Spartacus Lounge (now The

Gateway). Back in the day they brought in many small acts for student concerts that would later become famous

(including Joni Mitchell, Kiss, and Bryan Adams – we so called it).

Today SAITSA has grown to become a busy and effective revenue-generating organization that works tirelessly both on-

and off-campus to serve the best interests of SAIT students.

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STUDENT GOVERNMENT

Students’ Legislative Council

The Students’ Legislative Council serves as SAITSA’s governing body, in accordance with the Post Secondary Learning Act

of Alberta. They are responsible for overseeing the business and affairs of SAITSA, and councilors are elected from the

members of SAITSA (namely, SAIT students). SLC elections are held each fall for terms that continue until the end of the

academic year in April, and members are elected to represent each school at SAIT. SLC meets twice a month with the

Students’ Executive Council (SEC) to discuss student concerns and new business.

Students’ Executive Council

The Students’ Executive Council is elected in the spring and takes office in May each year. Any student who pays SAITSA

fees is eligible to run for an SEC position. Comprised of four executives, SEC meets weekly and works full-time to ensure

that SAITSA is serving students as well as possible.

President

The President is responsible to the Students’ Legislative Council for providing the overall direction and management of

SAITSA within the confines of the SAITSA bylaws. The President is accountable for monitoring and directing all SAITSA

activities to ensure that SAITSA goals and objectives are met and that the services provided to SAITSA student members

are effectively delivered.

VP Finance

The VP Finance is responsible for the finance and human resource programs of SAITSA, as well as for overseeing the

student Health & Dental Plan. The VP Finance also plays a strong role in ensuring that SAITSA’s Policies & Procedures

support the achievement of SAITSA goals and objectives.

VP Academic

The VP Academic is responsible to act as an advocate on behalf of students at SAIT as well as to facilitate the resolution

of student concerns. This is the person to talk to on campus if you have an academic concern of any kind.

VP Student Life

The VP Student Life implements programs and events to promote student life on campus. Working closely with the

Events & Programming department and the VP Finance, the VP Student Life also facilities the start-up and

administration of student clubs on campus.

If you would like to get involved with the student government; go to www.saitsa.com!

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RECRUITING AND RETAINING MEMBERS

The following are some suggestions on recruiting members for your club and how to retain them once they are a

member.

Recruiting Members

Classroom talks

- Talk to instructors to see if they’ll let you speak in their class

Get faculty involved

- Talk to your instructors

Advertising for your club via poster boards, the Weal etc.

Inviting guests to events

- Facebook is a great way to get invites out

Hosting small daily events to get your club name out there

Make a brochure for your club

- Use your monthly printing with SAITSA to have your brochure printed

Online media (Facebook, web page etc.)

Retaining Members

Gratitude

Give kudos

Celebrate after a success

Offer to help someone out when they seem to be overloaded

Host social events

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PLANNING AN EVENT

“What Do I Do?”

Submit Event Proposal/ meet with VP Student Life

• Event Proposal:

o Submitted 6 weeks prior to event (recommended in case of complications with bookings)

o Make sure all information is as accurate as possible

Funding Proposal

• Detailed information regarding your funding:

o Submitted 5 Business days prior to next Club’s Board meeting

o Outline of event budget

o Decided by Clubs Board whether or not funding will be approved

o Social Events:

� 50% of the total cost of event to a maximum of $500

o Industry/Networking Event:

� 100% of total cost of event to a maximum of $500

Submitting Cheque Request/ Receiving Cheques

• Cheque Request:

o Proof to back up your request:

� Receipt

� Invoice

o 2 signatures of people with signing authority

• Receiving Cheques:

o All cheques must be made to SAITSA

o Memo section of cheque should have your Club name

Tickets

• Custom Ticket Printing/ Admission Tickets

o Need to order tickets 4 weeks prior to event

o Example: 1-300 tickets could cost $30-$70

Posters

• Poster Process:

o Submitted 4 weeks prior to event for approval

o Must be approved by VP Student Life

o Once approved printing time takes 2 business days

o Poster take-down 2 business days after the event

Catering

• Booking catering:

o Fill out catering form 10 business days prior to event

o Services available in Gateway or Odyssey

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Entertainment

• Booking Entertainment:

o First thing that should be booked.

o Do the research on any extra fees:

� SOCAN fees for DJ

� ACF or Criterion Films for licensing fee for movies

Insurance

• Insurance Coverage:

o Research insurance companies that offer the proper coverage for event

o Submit to VP Student Life 5 business days before event

Taxi Chits

• Chits:

o Pick up in V204 from VP Student Life

Contracts

• Contract Signing:

o All contracts that are needed for an event can only be authorized by the VP Student Life

o All contracts must be handed to the VP Student Life as soon as they are received by the

club

Deposits

• Deposits after an event:

o If the event took place at the Gateway or Odyssey the deposit is handed to management

at the end of the event

o Deposit into club account within 2 business days after the event if elsewhere

Float

• Float for the Odyssey or Gateway:

o 1 week notice to VP Student Life if a float is required for your event

Sponsorship

• Approaching Sponsorship:

o Before talking to any sponsor you need approval from VP Student Life

o Do not guarantee a sponsor a spot on campus to promote or sell their product/service

without discussing with the VP Student Life first

Report

• What to report on:

o Quick report of the event should be e-mailed to VP Student Life within 5 business days

after the event

o Was a positive or negative event

o How the SAITSA Staff did staff:

� If any errors occurred what should be improved

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TYPES OF EVENTS

Networking/Industry Event

A networking or industry event can be defined as an event where current students can meet alumni and professionals

from their area of study or interest. This would provide an opportunity to speak with them about their own experiences

within the industry, make important future contacts and to possibly secure future employment/practicum.

Examples of networking/industry events

Plant/Company Tour, Alumni Luncheon, Industry Showcase/Expo, Industry Meet & Greet, Industry Seminars, Industry

Recruitment (Job Fair)

Social Event

A social event is one that can be defined as an event where a club can get together with members of their club and/ or

other clubs in a social atmosphere. The purpose of these events is not for networking or industry purposes; but more

for fun and socializing.

Examples of social networking

1st & 2nd Year Meet & Greet, Festivus, Super Bowl/Grey Cup, Concerts, Grad Parties, Banquets, Pizza Party

Fundraising Event

A fundraising event can be defined as an event where a club or clubs get together to raise funds in order to generate

publicity and/or generate funds for the club(s).

Examples of fundraising events

Shave Your Lid for a Kid, Raffles, Casino Night, 50/50 draws, Bottle Drives, Auctions

FINANCES

When you register your club with SAITSA a bank account is set up for you. It is against Policies and Procedures to have

your own bank account outside of SAITSA.

How to deposit money into your club account

When depositing money, clubs are required to bring their deposit to the SAITSA Main Office (V204, Campus Centre

building). The Office Manager (or delegate) will count the money with the club, issue a receipt and have the money

deposited into the club account.

How to withdraw money from your club account

When withdrawing money clubs are required to submit a ‘Club Cheque Request’ form. These forms are available on

SAITSA’s website (SAITSA.com) or you can pick one up via the SAITSA Main Office (V204).

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Once filled out and signed by the appropriate people the form is to be submitted to the VP Finance via the SAITSA Main

Office (V204).

Club Cheque Request forms are due at noon on Tuesdays in order to have the cheque ready for the Thursday of the

same week.

It is imperative that all information (including two signatures) is filled out on the form and all backup paperwork is

included in order for your cheque request to go through.

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CLUBS’ BOARD MEETINGS

What is the purpose of a Clubs’ Board meeting?

Clubs’ Board meetings are a time for the Clubs’ Board to get together to give a report on what is going on within their

club and for funding requests to be approved.

Who attends these meetings?

SAITSA VP Student Life; Chair

SAITSA VP Finance; Vice Chair

An Executive member of each club; Voting Member

SAITSA Office Manager; Recording Secretary

SAITSA Events and Programming Manager (or designate); Resource

Representative of Alumni and Development; Resource for Alumni and Development

When and where are these meetings held?

The VP Student Life will email each club with the meeting room number and time for the year.

Clubs’ Board meeting attendance

If none of your executive members will be attending a Clubs’ Board meeting an email must be sent to the VP Student

Life in advance.

As stated in the SAITSA Clubs Policies and Procedures:

No club may miss two consecutive meetings without just cause, three meetings over the course of the academic year

without just cause, three consecutive meetings with just cause or six meetings over the course of the year with just

cause.

Only Club Executives may attend a meeting as a voting member.

It is encouraged to have a first year club member attend each meeting as a guest.

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MEETING ETIQUETTE/ROBERT’S RULES OF ORDER

Agenda packages

The agenda for Clubs’ Board meetings will be available for pick up at the SAITSA main office (V204) the day before the

Clubs’ Board meetings. It is important to pick up the agenda before the meeting in order to read over its contents in

advance. If, for some reason, you cannot pick up an agenda package it will be brought to the meeting.

Minutes

Minutes for all Clubs’ Board meetings are taken by the Office Manager (or delegate). Included in your agenda package

will be the minutes from the previous meeting as they need to be adopted each meeting.

What is Robert’s Rules of Order?

Robert’s Rules of Order is a set of rules for conducting meetings. Robert’s Rules can be confusing to those who have

never used them before however it is the most efficient way to handle business at a large meeting.

The following is a small guide to Robert’s Rules of order and how it works.

Motions

A motion is a proposal put forward on which a group takes a specific action or stand.

A motion should be introduced by saying ‘I move to…’

Once a motion has been made it requires a ‘seconder’. Once a motion has been made and someone has seconded it a

discussion can take place around the motion and then a vote must be made to see if the motion passes.

Voting

Once a motion is ready to be voted on the chair will ask for everyone to vote in favor for, opposed to or who would like

to abstain to the motion. Raise your placard for which you would like to choose when the opportunity arises.

Tabling an item

To ‘table an item’ means to make a motion to postpone a business item until a future meeting or further in the current

meeting.

A motion for tabling an item can be introduced by saying ‘I move to table…’

This motion requires a seconder and there is no debate. Once this motion has been made it must be brought to an

immediate vote. The person who makes the motion may be asked a reason as to why they would like it tabled.

Amending a motion

Once a motion has been put forward and discussion is taking place a motion can be amended.

The motion to amend a motion can be introduced by saying ‘I move to amend the motion by…’

Amendments must be relevant to the proposed motion and not introduce unrelated business.

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Calling a Question

A member who wishes to end debate on a topic can ‘call the question’. Calling the question halts debate immediately

and forces a vote.

In order to call the question you must raise your placard and wait for recognition from the chair. Once the question has

been called the chair will put the motion to an immediate vote.

Adjourning a meeting

A meeting must be adjourned before it is over. In order to adjourn a meeting it requires a motion. This motion is not

debatable and requires a seconder.

This motion can be introduced by saying ‘I move that we adjourn the meeting at (time)’

The agenda

The agenda is a general order of meetings and will include the following points:

1. Call to order

This is where the chair will start the meeting.

2. Approval of the agenda

This is a chance to add something to the meeting that is not on the agenda. If it is a business item that is being added it

must have the approval of the Chair prior to the meeting to be added.

3. Adoption of minutes

This is the time where the minutes from the previous meeting will be adopted and approved. Should there be something

wrong with the minutes, this is the time to speak up to let the recording secretary know.

4. Reports

Each club will give a verbal report during this time. This is a chance to let other clubs know what is going on within your

club; past events, events coming up etc.

5. Business Items

This is where Funding Proposals are approved.

6. Information/Discussion

This is an informative part of the meeting where any items on the agenda during this part are not voted upon but are

strictly for information purposes.

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7. Questions/Adjournment

This part of the agenda is a chance for any questions that a club may have. If there are no questions a motion can just be

made to end the meeting.

CLUBS’ BOARD MEETINGS

Throughout the year you will need to hold meetings within your club. SAITSA manages a meeting room space in the

Campus Centre building in room V128. Should you need to utilize this space your club can hold two meetings a month in

this room.

The capacity of room V128 is 18 people. Should you need a meeting room that accommodates more people you can

work with the VP Student Life to find a suitable space.

To book V128 for a meeting contact your VP Student Life.

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SAITSA Awards

In order to recognize the hard work of students, SAITSA hands out thousands of dollars worth of awards at the end of

each year. These awards are handed out at the awards banquet held in April. The main criteria of all awards are the

students’ involvement with SAITSA.

The following is a list of awards given out annually:

DC Fleming Award (Student of the Year Award)

Donald C Fleming worked at SAIT from 1937 to 1967. He began his SAIT career as an Electrical Instructor two years after

he graduated from the University of Alberta with a science degree. 29 years in to his career he took over as principal of

SAIT, just 18 months before his retirement. While Principal of the institution he spent a lot of time in the media

dispelling the beliefs that SAIT was `just a trade school for those who couldn’t handle the demands of University`. SAITSA

remembers DC Fleming by presenting an annual award in his name to an outstanding student each year.

Criteria: The DC Fleming award is presented to a candidate who has contributed more to the student cause than any

other student. The recipient must hold a GPA of 3.0 or higher over the three most recent semesters and be enrolled in a

minimum of three courses per semester.

JM Parker (Student Councilor of the Year Award)

James Merv Parker worked at SAIT from 1962 to 1991. He began his career at SAIT as a Metals Instructor. His hard work

and dedication to students helped him become the Assistant Director of Student Services. During his time at SAIT JM

Parker was admired by SAIT Student Councils. The JM Parker Award is given out annually at SAITSA’s Awards Banquet to

honor his outstanding leadership within the SAIT community.

Criteria: The JM Parker award is presented to a student councilor who has provided exceptional contribution in the area

of leadership in student affairs. The recipient must be in good academic standing with SAIT Polytechnic.

Gold Awards

Criteria: The Gold awards are presented to candidates who have exhibited outstanding involvement with SAITSA. The

recipients of these awards must have achieved exemplary academic standard and must be enrolled in a minimum of

three courses per semester.

Silver Awards

Criteria: The Silver awards are presented to candidates who have exhibited significant involvement with SAITSA. The

recipients of these awards must have achieved high academic standard and must be enrolled in a minimum of three

courses per semester.

Bronze Awards

Criteria: The Bronze awards are presented to candidates who have exhibited strong involvement with SAITSA. The

recipients of these awards must be in good academic standing and must be enrolled in a minimum of three courses per

semester.

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Therese Murray Award

Therese Murray is an alumnus of SAIT, graduating from commercial baking in 1983 and accounting in 1991. Therese was

part of SAITSA helping run elections, a senate chair for 2 years and a student representative on Academic Council.

Therese was also part of the disability awareness committee from 1989 to 1991. During this time, the committee was

responsible for getting SAIT wheelchair ramps, automatic doors and brail around campus on elevators. The committee

won an award for their efforts beating out Harvard that year. Therese became lead official for the SAIT court sports in

1997 and continues to be an active part of the SAIT community. SAITSA presents an award each year in her name.

Criteria: This award is presented to a candidate who has displayed commitment through their volunteer work with

SAITSA. The recipient of this award must be enrolled in three courses and not a paid employee with SAITSA.

Marcel Carpenter Award

Marcel Carpenter has shown strong dedication to both SAIT and SAITSA since arriving in August of 1986. Marcel began

his SAIT career as a communications instructor and has not slowed down since, extending his expertise as a coordinator

for Educational Media Production, director of ISO9001 Registration, coordinator for the Teaching and Learning Center

and as an instructor for eight years in CALS. Marcel soon saw his career link with the goals and ambitions for students

and four years later in 1990, Marcel joined the SAITSA team as an advisor and mentor. Over the past two decades,

Marcel has been an exceptional resource to SAITSA’s executive and leaves a lasting impression on his students.

SAITSA Club of the Year Award

Criteria: The Club of the Year award is selected by the awards selection committee and is presented to a SAITSA

registered club that has demonstrated outstanding dedication, service and involvement with SAITSA, dedication to

improving student life on campus and dedication to the Clubs’ Board through participation and performance.

Part-Time Employees of the Year Award for the following departments:

-The Gate

-The Odyssey

-Retail Operations

-SAITSA Resource Centre

-The Weal

Instructor Excellence Awards

Purpose: This award is presented to one instructor in each school that students feel possess any or all of the following

qualities:

• Provides extra time and resources above and beyond the call of duty.

• Is accommodating, sympathetic and respectful to student concerns and lifestyles.

• Utilizes multiple resources to appeal to different learning styles.

• Has outstanding organization and preparation for class.

• Has interest and enthusiasm for teaching and student success.

• Has fair testing and grading.

• Embraces diversity.

• Has a willingness and appreciation for students’ input and questions.

• Fosters a positive classroom environment.

Criteria: The recipients of these awards must be Instructors at SAIT and be nominated by a student.

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ALUMNI FUNDING

On an annual basis, $5000 will be allocated from the Alumni and Development department to support approved club

initiatives.

Criteria for funding

Priority is given to proposals which are innovative and involves students and alumni participation. Events must directly

improve the education or career of students in a networking or industry night type of event. Funding may be approved

up to a maximum of $500 per event and/or application.

Eligibility

Only academic clubs that are sanctioned by SAITSA are eligible to apply. The event must be approved by the SAITSA VP

Student Life before the funding proposal will be accepted.

Application Process

Applications must be submitted to the Events and Services Coordinator, Student Engagement in Alumni and

Development after SAITSA has approved the event. Applications can be dropped off at MA113 or submitted at Clubs’

Board meetings.

Completed application and supporting documents must be included.

The Events and Services Coordinator reserves the right to decline any applications. The outcomes of funding requests

will be communicated to the primary contact for the student club within ten working days upon receipt of the funding

application.

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ANNUAL REPORT

What is an annual report?

An annual report is the best way to ensure the clubs survival. With appropriate documentation the incoming executives

have a structure to base their year on. This information is also used to further the growth and development of clubs. An

annual report is a record of a clubs’ activities, financial reports, contact information and executive membership lists for

the club year.

Elements of an annual report

- Club contact information

- Outgoing executive information

- Incoming executive information

- List of activities from previous club year

- Financial statements; income statement, cash balance and outstanding items

- Copy of the most current club constitution

Deadline

The annual report is due to the VP Student Life and Development one week following the last Clubs’ Board meeting.

For purposes of the Annual Report, the following pages in the handbook are for each club to keep track of events

throughout the year so it is easier to compile the information when writing your annual report.

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Date of event

Location of event

Purpose of event

Number attended

Revenue Expenses

Did you receive funding from SAITSA? If so, how much?

Was this event a success? Comments?

Date of event

Location of event

Purpose of event

Number attended

Revenue Expenses



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Date of event

Location of event

Purpose of event

Number attended

Revenue Expenses



Date of event

Location of event

Purpose of event

Number attended

Revenue Expenses



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Date of event

Location of event

Purpose of event

Number attended

Revenue Expenses



Date of event

Location of event

Purpose of event

Number attended

Revenue Expenses



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Notes

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