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Clubs Training 2011
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Clubs Training 2011
Club AdministrationMallory Drumm
Clubs Administrator
Karina Redick
Assistant Clubs Administrator
MUSC Room 215
905-525-9140 x21134
Office Hours 9:00am – 5:00pm
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 It follows that this privilege can be withdrawn if these procedures are neglected or responsibilities abrogated by the organization or group.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 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 ClubSpace 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
ClubSpace ClubSpace 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 ClubSpace or either 215b, 215c for a club meeting.
Daily bookings are posted in the Clubs Admin office window
Always open, never closed
ClubSpace 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
Lockers
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
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 Namec/o MSU Clubs AdministratorMUSC 215, McMaster University1280 Main Street West, Hamilton, Ontario L8S 4S4
Email Addresses Each club has a McMaster e-mail address
Provides continuity
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 McMaster 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
Can be redirected but must log in at least once a month!
Having problems? Contact Clubs Admin
Finances McMaster 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 2011-
2012 academic year by ***September 28th ***.◦ 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 McMaster- 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 19th 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- SampleMSU 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 30th, 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 McMaster 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 30th.
Event Planning Research
Past, Goals, Needs… Design
Creative, Theme, Audience Plan
Time line, Budget, Manage Risks, Promote, 5Ws Coordinate
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
ClubSpace
Off-Campus
MUSC – follow them on twitter @musc_mcmaster
Booking Requests Must be done online at musc.msumcmaster.ca Privilege forms must be submitted BEFORE any booking requests are
processed. Cancellations
24 Hour Notice Catering
All catering has to be provided by Paradise Catering ([email protected])
EOHSS Forms needed for the following Room 311, 313, 318 CIBC Hall, Marketplace, MUSC/Mills Plaza, 3rd floor lounge and Terrace
Club Tables Bake sale tables
Meeting Rooms Special Event Rooms Charity Fridays
First one to be held on Friday October 21st. Applications due October 7th by 4:00pm
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 McMaster email
address
Paper forms can still be used if problems occur
Office of Human Rights & Equity Services (HRES)
Presented by Raihanna Hirji-Khalfan, Accessibility Specialist
September 13, 14 & 15, 2011
AGENDA
About Office of Human Rights & Equity Services (HRES)
Accessibility & Inclusion
Checklist
HRES Contact Details
About the Office of Human
Rights & Equity
Services (HRES)
About HRES
HRES works with campus community members
to ensure that McMaster 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
Budget – forecast accessibility costs
Scheduling – consult Faith and Spirituality
Day Calendar and provide sufficient notice of
event
Getting to Event– route is accessible
Meeting Facility & Space – obstacle free
Planning for Accessibility & Inclusion
Registration – identify needs i.e. dietary,
prayer, scent-free, disability etc.
Signage – clear wording and design
Advertising & Promotion – positive images,
respectful language, accessibility promotion
Menu – variety of options
Planning for Accessibility & Inclusion
Serving Alcohol – cognizant of
personal/religious observances
Activities – relevant to a diverse range of
students
Volunteers – available, identifiable, training,
representative
Evaluation – tips on how to improve
FEEDBACK!QUESTIONS, CONCERNS, COMMENTS
Office of Human Rights
& Equity Services McMaster University Student Centre (MUSC)Second Floor, Room 212
(905) 525-9140, Extension 27581
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 [email protected]
First come First Serve Basis
If the projector is not available you can always rent one from AvTek ([email protected])
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 PostersPoster 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:
[email protected] for more info
Other Forms of Advertising Clubs Events Calendar/Website
www.msu.mcmaster.ca/events: Free ads in:
MSU ListServ The Silhouette CFMU – Radio Promotions MSU Events calendar
Compass, contact the Internal Coordinator at [email protected]
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 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 215a 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 22nd.
Mandate: MSU Diversity Services aims to build and maintain a campus that celebrates, advocates and ensures that the McMaster 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 StewartOffice: Refectory B204APhone:905-525-9140 x26603Email: [email protected]
What are we doing this yearWe 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 6th Memorial for Violence against Women and Pride Week
Who our Partners Are.
And Many More!
How you can get your club involved!
•DiversifyMe
•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. [email protected]
Duncan Thompson: MSU Vice-President Finance
905-515-9140 ext. [email protected]
Cindy Creemer: Accounts Payable/Payroll Administrator
905-525-9140 ext. [email protected]
Marn Lawton: Accounts Supervisor
905-525-9140 ext. [email protected]
Promotions and Advertising Coordinator
905-525-9140 ext. [email protected]
MSU Office
905-525-9140 ext. [email protected]
MUSC Administration
905-525-9140 ext. [email protected]
