1 CSA Clubs General Meeting Fall 2016
2 Schedule 6:00 – 6:15 Introductions and Pizza6:15 – 6:30 General Clubs Information 6:30 – 8:00 Anti-Oppression and Inclusivity Training 8:00 – 8:30 Gryph Life Review/Accreditation on GryphLife 8:30 – 8:45 Accreditation Requirements 8:45 – 9:15 SRM Changes and Updates 9:15 – 9:20 UC Room Booking Policy Changes/Updates 9:20 – 9:30 Questions?
3 Introductions Fall Office Hours Mondays 10:00 am – 1:00 pmJennifer Halden – Clubs Administrative Coordinator Main contact for accreditation questions Fall Office Hours Mondays 10:00 am – 1:00 pm Tuesdays 10:00 am – 1:00 pm
4 Introductions Jack Wang – Clubs Programming Coordinator Main contact for questions about running events and SRM Fall Office Hours Tuesdays & Thursdays 2:30 – 4:00 pm Wednesdays & Fridays 12:30 – 2:00 pm
5 Where to find us online! Main website: Facebook Twitter
6 New Clubs - Important Steps!Review: Forming a New CSA Club online at Review Clubs Handbook – also on clubs website Prepare Accreditation requirements prior to completing Accreditation Complete New Clubs Accreditation Form online on CSA Clubs Gryph Life Page.
7 CSA Club Privileges Use of space on campusEligibility for financial assistance from the CSA Access to printing services through the CSA front office Clubs Address Clubs Mailbox Use of CSA equipment – (Projector, Button Maker, etc..) Access to CSA Boardroom Possible Office Space and Locker Space
8 Mailboxes and Emails MailboxesAccredited clubs will be assigned a mailbox in the CSA front office Please include your clubs name if you are ordering items and having them delivered to the front office Please check it on a weekly basis! s Please check club s at least every 48 hours If you would like please request this in your accreditation application and I will submit all requests to CCS
9 Advertising more info can be found in Clubs HandbookPosters/Banners – the CSA employs a graphics designer to help create posters and banners. If you contact Maureen with enough notice CSA employs two poster runners who can hang your approved posters up across campus. More information on both of these services can be found here: https://csaonline.ca/services/promotional-services
10 Financial Assistance more info can be found in Clubs HandbookYou can PDR the CSA for money. Forms are available at https://csaonline.ca/services/petitions-delegations-and- representations You can also PDR the college governments and Interhall Council directly Check out the Student Affairs website for information on their Special Grants Fund and the Student Life Enhancement Fund (Deadline early October) You can run a referendum question during an election period to request a portion of student fees
11 Booking Equipment more info can be found in Clubs HandbookButton Maker – requires a $20.00 deposit and purchase of buttons ($0.10/button) Projectors/Projector Screen, DVD player, extension cords, megaphone etc.. (minimum two days notice) Booking other equipment such as projectors or speakers in MacKinnon Remember! Only booking officers (indicated in accreditation application form) will be permitted to book space on campus
12 Booking Space Stay Tuned … This will be reviewed later tonight as some major policies have changed around booking space in the UC!
13 Second Floor Space The lounge space on second floor of the UC is for ALL clubs to share. It is not a quiet study space but please be conscientious of noise levels Keep the space clean so that everyone can use it
14 Office Space If you currently have an office on the second floor of the UC please ensure you are maintaining these expectations: Upholding your posted office hours (a minimum of 5 hours/week) Maintaining cleanliness and health and safety requirements for the space Do not store your belongings in the hallway outside of your office Failure to uphold your office hours or misuse of office space will result in a warning and/or loss of office space Office space is very limited and highly desired. If you are not using your office we will give the space to another club who desperately needs it.
15 Keys Office keys are to be kept in the locker boxes by the second floor elevator at all times. The cost is $50 to replace a lost key. If you get locked out of your office, only club executives will be allowed back in (and only during Clubs Coordinator’s office hours!) Basically, don't lose your keys!
16 CSA Club ResponsibilitiesReceive Anti-Oppression Training every year Complete Accreditation Application correctly every semester Comply with all CSA policies and bylaws Keep accurate records of club funding and spending Must inform the Clubs Office of any contract you may enter Be open to all members of University of Guelph Community Have a minimum of 25 members, 2/3 of which must be undergraduate students
17 CASL (Canadian Anti-Spam Legislation)New, was passed summer 2015 If you are sending s through a listserv, you must obtain explicit consent to add them to the listserv – such as signing up to receive clubs s Right now clubs have implicit consent and have two more years to get explicit consent Please save all listserv sign up sheets (as proof of consent) Please include an unsubscribe option in every mass
18 Ethical Purchasing “The CSA (CSA) is committed to upholding the values and principles of Ethical Purchasing. Recognizing that oppressive working conditions are the reality of workers worldwide, the CSA is committed to bringing these issues to light and standing in solidarity with workers both locally and internationally in their struggle to have fair and just working conditions. In addition, the CSA is committed to being a more sustainable organization by making environmentally conscious purchases. We recognize that by changing the way we purchase, we are contributing to the overall demand for ethically made products; this in turn benefits the global health of workers and the environment. The purpose of this policy is to ensure that the CSA and all services, clubs and organizations accredited through this organization are making environmentally sound purchases and supporting workers locally and internationally by purchasing from suppliers that maintain a positive and ethical working environment.”
19 Ethical Purchasing A list of resources for your purchasing needs can be found:
20 Ethical Purchasing In the case that the committee finds that one of the companies used to purchase goods are not in compliance with the University of Guelph’s Code of Conduct and/or the CSA’s Ethical Purchasing policy, the committee must follow the following steps: Informal Warning: A constructive and informative letter from the Committee that provides the purchaser with information about the importance of Ethical Purchasing and how the purchaser can improve. This informal warning will be kept on file, but will be removed after 18 months if the purchaser improves their purchasing practices. Formal Warning—Level 1: Written warning on file. Formal apology to the CSA Board of Directors. The next purchase that is made by the purchaser must be ethical. This warning can only be issued if an informal warning has already been issued. Formal Warning—Level 2: Notice of Hearing. Recommendations made from a hearing, must be submitted to the board of directors within 3weeks after the hearing date
21 Punishments more info can be found in Clubs HandbookCSA reserves the right to revoke a Club’s accreditation status and deny clubs privileges if our requirements are not met. Funds from clubs that are inactive for three semesters will be absorbed into the CSA budget. You have one week to rectify situations warranting a letter of warning from the Clubs Coordinator, or you will lose your accreditation. for help
22 CSA Clubs Conduct TribunalCalled by the CSA Clubs Coordinator, made up of The Human Resources and Operations Executive Commissioner and two CSA Board members The Tribunal will be responsible for reviewing accreditation status of a CSA Club to deem whether a student club’s accreditation status or club privileges, including use of space on campus, club space, access to PDRs/funding, collection of student fees, will be revoked, denied and/or subject to any limitations Don’t let it get to this point!
23 Anti-Oppression and Inclusivity Training!Up Next!
24 Accreditation ApplicationsAccreditation Applications will be due Friday October 7th at 5:00pm No extensions will be given Please start your application as soon as possible!
25 Accreditation ApplicationsAccreditation will be online on GryphLife very shortly! New clubs will have a separate accreditation form. Returning clubs need to ensure they have a GryphLife page prior to completing accreditation application Do not wait until the night before the deadline to set up your GryphLife account. This process can take a few days and will prevent you from completing your accreditation application on time!
26 Accreditation Application RequirementsWill be reviewing accreditation later this evening but a quick summary of requirements needed for the accreditation application are below: Attend General Clubs Meeting Complete Anti-Oppression Training Minimum of $25 in club internal bank account Signed SOP deposit form Completed internal and/or external financial officer banking forms Completed a Clubs Membership list with minimum of 25 members’ names, central logins and Gryph Mail addresses Up to date club’s constitution Have copies of every contract your club is currently a part of Completed a financial report and forecast Completed an event timeline proposal for the current semester Read the CSA Policy Manual, Appendix G and Clubs Handbook Lockbox/Locker codes if you have one Club’s Office Hours for the Semester (if you have a club’s office)
27 Finances A minimum of $25 deposit required in CSA internal banking account at all times. See Business Manager Lee Anne to sign SOP Deposit form* If your club receives or spends more than $1000 in one month, you are required to submit a financial statement to the clubs office asap. Clubs that hold bank accounts from the previous semester must submit External Banking Account Form* on their accreditation application If you are doing many transactions in one semester you should open up an external banking account. Come speak to me during office hours to chat about this process!
28 September 21st $53.40 = Three large pizzas NOT Approx. $50 on foodFinancial Statements Any income received through PDR, fundraising, merch sales, Student Fees, Membership Fees, etc. must be recorded in a financial statement document Any spending must be recorded (include date, amount, and what it was spent on – be specific September 21st $53.40 = Three large pizzas NOT Approx. $50 on food If you receive funding from any source other than your membership or a campus organization the Clubs office must be informed ASAP. A financial statement of last fiscal year and a financial forecast of this fiscal year is required in your accreditation application form
29 Financial and Events Statement Example – found online
30 Clubs Constitution Date of creation/last amendment (last time updated)Must be updated at least every 5 years Statement of Purpose and Mandate of the Club Statement of Compliance with all CSA Policies and Bylaws Membership Information – how to join, membership fees and privileges, etc.. List of executive positions and duties Other important details such as: elections process, meeting structure, etc..
31 SRM Changes Up Next!
32 Booking Rooms more info can be found in Clubs HandbookBullring – Brass Taps – CSA Boardroom – Branion Plaza, MACN Foyer and WarMem – Science Complex Atrium directly at: EXT Classrooms – Only booking officers (indicated in accreditation application form) will be permitted to book space on campus
33 UC Room Bookings Booking rooms in the UC – Room Cancellation Penalties 15+ working days in advance No Penalty 10+ working days in advance 50% of room rate Under 10 working days in advance 100% of room rate Room rates range from 15.50/hour to 65.00/hour
34 UC Policies Food and BeveragesAll events with food and beverage service must arrange for service through a recognized food service provider as per University of Guelph and University Centre Policies. For UC meeting rooms, food and beverages must be provided by Hospitality Services, UC Services or Brass Taps Pub Sales and Solicitation As long as your accredited you are allowed to promote any events or services your club provides If you are planning on selling or raising funds within the UC you must submit a sales and solicitation form prior to the event More information found online at
35 Questions?