ContentsImportant Dates4Summer Dates4Application Process4Advertising5Printing5Digital5Graphic Design5Communications Request Form5Booking Space on Campus6The Venue6Classroom6Lockers in CSI Leadership Office6Table Request on Campus6Funding7Budgeted Funds7Deposits7Expenses7Fundraising/Donation/Sponsorship Procedure7Resources8Leadership Conference8Ambassador Program8Co-Curricular Record8Clubs Policy9Operating Policies9Club Approval10Membership Policy10Events Policy10Club Funding Policy11Forms12Clubs Application Form12Executive Information13Club or Association Membership14Club Locker Request Form15

Dear Students,

Welcome to your CSI Club Manual 2018 Summer Manual! This manual will help you through every step of the application process and will provide you with helpful information about budgeting, event planning, and getting the most out of your club membership.

This Clubs Manual aims to help you learn about the training available, resources, and spaces, and we work toward improving your overall club experience. Please ensure that you read this document thoroughly before submitting an application.

There are club lockers located in the CSI Leadership Office (room 2A100) that are available to be reserved for the academic year on a first come first serve basis.

I look forward to working with you and your club and helping with anything you need assistance with. Please do not hesitate to contact me; I am here to make sure your club is successful!

If you have any ideas or suggestions to improve the current clubs system, please share them with me.

I wish you all the best in your club endeavors.

Sincerely,

Darcee Carnes

Student Engagement Coordinator

Phone: (519) 748-5131 x 3140

Email: dcarnes@conestogac.on.ca

Conestoga Students Inc.

DOs & DON’Ts

DON’T: Collect club donations and keep them off campus

DO: Run regular meetings

DON’T: Directly or indirectly spend resources on alcohol or alcohol related events

DO: Have all events accessible to all Conestoga students

DON’T: Hold raffles, 50/50 draws, or any events that involve gambling

DON’T: Allow non-Conestoga Students to join your club

DON’T: Post any posters around campus without approval from facilities

DON’T: Treat your clubs locker, any CSI or any Conestoga space poorly

DON’T: Spend more money than your club has

DON’T: Solicit donations as mandatory

DON’T: Have mandatory membership fees

DO: Apply for special event funding to facilitate new ideas

DO: Reply to correspondences within 1-2 business days

DO: Keep track of finances and spend your budget money

DO: Attend all mandatory presidents meetings

DO: Frequently update club membership lists and keep attendance

DO: Refer to your president’s manual and the website for most questions

(Brantford)

DO: Run at least one event per semester

DO: Use Chartwells Catering for on campus events

DON’T: Discriminate against any student. All students are welcome in all clubs

DON’T: Hold more than one club executive position

DO: Attend training sessions and make use of all resources available

Important Dates

Fall/Winter Dates

Clubs Mandatory All Presidents meetingJune 27th, 2018

Clubs Presidents Training July 9th – 13th, 2018

Deadline for clubs application summer semesterJuly 20th, 2018

Clubs receipts dueAugust 17th, 2018

Application Process

a. Head to the CSI website and request to start a club, the request will go to the Student Engagement Coordinator who will then approve or deny the request.

b. Complete the attached application forms within this package for approval and submit it to the Student Engagement Coordinator at the CSI office on your campus. You will be contacted via e-mail when your status is confirmed and you are an official CSI sanctioned club.

AdvertisingPrinting

a. Each club will be given an account at the CSI self-serve areas where they will receive a 60 dollars a semester in print credit. If the club uses all 60 dollars in a semester the club members will be responsible for paying the regular printing rate. To obtain your club printing account number please see the Student Engagement Coordinator.

b. Posters for club meetings, events, recruitment, etc. can be posted on the clubs board in the Service Hub and must have the CSI logo on them.

c. Any postings not on the CSI board must be approved by Facilities Management. Please see attached Posting Policies document (page 22 - 23).

d. All advertisements not located directly on CSI boards must be placed using green painter’s tape.

Digital

a. Advertising on the CSI website and social media is available to all clubs; please see Darcee Carnes, Student Engagement Coordinator, (2A100) for more information.

b. Clubs can promote their events and maintain an accurate list of their members through the Co-Curricular Portal (CCP). Login to myConestoga.ca with your network ID.

Graphic Design

a. All clubs must have a logo; the logo can be designed by the club or you can submit a Communications Request Form to have the CSI graphic designers create your club logo.

b. You will have the opportunity to provide design information regarding look, style, colour scheme, etc. but the graphic designer will develop the final logo based on the information provided. You must allow 15 business days for any graphic design request.

c. If you do not have a logo created, CSI will create a generic logo that includes your club name.

Communications Request Form

a. Clubs can request to have their information posted through CSI social media outlets.

b. Clubs can also submit one (1) design request per semester. You must allow 15 business days.

c. CSI internal communications requests supersede clubs communications requests; the Student Engagement Coordinator can deny requests at any time.

Booking Space on Campus

The Venue

a. The Venue can be booked for club meetings or club events.

b. The Event Request Form must be filled out and submitted to the Student Engagement Coordinator 30 days prior to the event.

c. Clubs can only book a CSI space (The Venue, Den) once per week. There are no exceptions.

d. Please see your USB or the CSI website for form.

Classroom

a. To book a classroom for your club meetings, please email the Student Engagement Coordinator five (5) days prior to the day you require a room. Please include the following information in the e-mail:

Name

Club name

Number of people attending meeting

Date needed

Time needed

Do you need the room the same time/day for the entire semester? Yes / No

Lockers in CSI Leadership Office

a. Any club wishing to gain access to a locker for the semester must fill out the Clubs Locker Request Form, explaining the need for the locker.

b. The Student Engagement Coordinator will then review the applications and assign the lockers to clubs based on needs.

To reserve a locker please see the Forms & Documents section.

Table Request on Campus

a. In order to reserve tables or book out space, clubs will need to schedule a meeting with the Student Engagement Coordinator and complete the corresponding paper work. CSI will then submit the paper work on behalf of the club.

b. Upon approval, CSI will contact the appropriate party.

c. Please note that this should be done a minimum of 30 days before the event date.

Funding

As a sanctioned CSI club, you have access to two types of funds:

1. Budgeted Funds – Budgeted funds are allotted in a tiered system:

Tier One: 7 – 24 student members – 200 dollars per semester

Tier Two: 25 – 39 student members – 300 dollars per semester

Tier Three: 40+ student members – 350 dollars per semester

To receive budgeted funds a club must complete and submit their estimated budget to Darcee Carnes.

To receive higher tiers of funding a club must present first meeting attendance to obtain first semester funding, and must bring at least 3 first semester attendances to guarantee second semester funding.

2. Club Generated Funds - Funds that are raised through club events, sponsorship, donation, etc.

Budgeted Funds

Budgeted funds will be reimbursed for the following items only:

i. Food and beverages (meetings & events)

ii. Facility rental costs

iii. Prizes

iv. Event supplies

v. Security

Deposits

a. Clubs are not permitted to have money at any off-campus financial institution. This is for risk management and safety purposes. Keeping club funds and not depositing the money is grounds for club probation and possibly de-ratification.

b. All funds raised (club generated funds) must be deposited to CSI. The money will be added to your operating funds. Unspent club generated funds will rollover but must be spent during the following year.

Expenses

a. Clubs will receive funding on a reimbursement basis.

b. You must submit all receipts along with the Clubs Expense Form, outlining the purpose of the expense.

Fundraising/Donation/Sponsorship Procedure

a. Any donations being made to outside agencies must come from funds raised by the club. These donations will not be paid for by CSI out of the club’s funding budget.

b. All money raised at the fundraiser(s) for outside agencies must be given to CSI and a Deposit Form must be filled out. A cheque for payment will be sent to the associated charity or agencies on behalf of the club.

c. Approval from CSI must be obtained before seeking sponsorship for club activities.

d. Location of fundraising events for clubs must be booked through the CSI office. Please note a minimum 30 day notice is required when booking space in the College.

ResourcesLeadership Ambassador Program

CSI encourages all students to sign up to become a Leadership Ambassador. By joining this program you are showing a commitment to your personal development as a leader and a desire to be a socially conscious volunteer. Upon signing up, you will be member of a dedicated team that will fulfill a vision through passion and service.

Co-Curricular Record

The Co-Curricular Record (CCR) enhances your success by recognizing and recording your experiences and involvement as a student.

How to use the CCR:

1. Login to myConestoga.ca with your network ID (jsmith-cc).

2. Click on the CCR logo, found on the LaunchPad on the left hand side of the screen.

3. Submit your reflection and add your experience.

Clubs Policy

The CSI Clubs Policy was implemented to ensure that all clubs within the Conestoga College community have access to a document that clearly outlines the requirements for becoming a club. Included is a list of policies that all clubs must follow in order to become sanctioned.

Operating Policies

1. Clubs and associations can be sanctioned year-round. Clubs will have the opportunity for renewal in April which would be effective in May of the same year.

2. Clubs and associations shall not require its members to become involved in any activity incompatible with scholastic attainment or acceptable general development.

3. Club and association resources must be utilized in a manner that ensures all funded activities are prudent, ethical and legal.

4. No student or group of students will be permitted to use mental, verbal or physical violence against another student or in any way jeopardize the health, morals, scholastic standing, or liberties of another student or college personnel.

5. Clubs and associations shall not discriminate on the basis of race, sex, national origin, disability, religion, political beliefs, sexual orientation, age or other non-merit reasons for membership.

6. All club and association events must be open to all Conestoga College students.

7. Resources will exclusively fund students only.

8. Clubs and associations will not fund activities that are course credit requirements for students.

9. Clubs and associations will not have any type of off-campus banking system, including but not limited to: bank, personal banking system, a safe, etc. All funds will be circulated within the Conestoga Students Inc. banking system. There are no exceptions.

10. No club or association can sign a contract of any kind. Any contracts must be reviewed and approved by the Student Engagement Coordinator.

11. The CSI Students Events Policy supersedes the CSI Clubs Policy and will be the governing document for all CSI Clubs events.

12. Club Executives are responsible for positively representing CSI at all times, including; social media, on and off campus events, and daily interactions with peers, staff, and the public.

Club Approval

All members and executives of campus clubs and associations must be students at Conestoga College of Applied Arts and Technology at any of its satellite campuses as well as the Doon campus.

1. All clubs and associations must have a membership of at least seven (7) students.

2. All clubs and associations must submit proper documentation to the Student Engagement Coordinator by the specified deadline. The documentation should include:

a. Statement of purpose

b. Proposed budget for the academic year

c. A list of executives

d. Proposed meeting schedule for the academic year.

3. All returning clubs must submit updated membership lists and information each year.

Membership Policy

a. All students of Conestoga College are eligible for club membership.

b. Mandatory membership fees are not permitted.

c. The membership of any club or association will be no fewer than seven (7).

d. Each student can only be an Executive (ie. President, Vice President, Treasurer) for one club; students can be a regular member for any club.

Events Policy

a. Clubs can host an event on any of the Conestoga campuses that is related to the club’s purpose and objectives.

b. It is mandatory that clubs host a minimum of one (1) event per semester that is open and accessible to all Conestoga College students in order to maintain their sanctioned status as a CSI club.

c. The club must fill out and submit a Club Event Plan Form to the Student Engagement Coordinator. The club will be contacted via email regarding the event. CSI reserves the right to approve or deny a Club Event Planning Form at any time.

d. The Planning Form must be completed and submitted in to the Student Engagement Coordinator a minimum of 20 business days before the proposed event date. Please note that space on campus gets booked up quickly and CSI cannot guarantee that the space requested is available.

e. Clubs can only book a CSI space (The Venue, Den) once per week. There are no exceptions. If this space is misused in any way (i.e. vandalized, out of order, left dirty, etc.) the use of this space will no longer be granted. This is up to the discretion of the Student Engagement Coordinator.

f. Depending on the type of event the club has requested, after approval the club may need to work with the Student Engagement Coordinator to fill out college event paperwork.

g. If you are hosting an event in a CSI space between the hours of 8:00 am - 6 pm, Monday to Friday, you will not be able to block off the area specifically for your event.

h. If you are hosting an event after 6 pm you must arrange a time with a CSI representative to set up equipment between 3:00-4:00 pm on the day of your event.

i. The Venue Bar is a restricted area and only CSI staff are to be behind the bar at any time.

j. All furniture must be put back in its original location if you choose to rearrange the floor layout for your event.

k. It is the responsibility of the individual hosting the event to ensure the space is cleaned. Cleaning supplies can be provided by CSI.

Club Funding Policy

Once the club or association has been approved, expenditures from that date forward may be submitted for reimbursement under the following conditions:

b. Each club will assign a Club Treasurer who will administer all club funds. Reimbursement checks will only be made payable to the Club Treasurer.

c. A club budget will be set up to record all revenue generated by each club and will ensure that funds are being used for the sole purpose of developing the club who raised the funds.

d. Club funds cannot be used for the sole purpose of a year-end party.

e. Reimbursement will not be given for alcohol related receipts.

f. Receipts will be reimbursed for expenses and activities that occurred during the fall and winter semesters. Summer reimbursement will occur only after a club has renewed their sanctioned status.

g. All receipts must be original and must contain the date, amount, and details of the purchase. The actual receipts must accompany debit or credit card transactions.

Special Events Funding:

Special events funding will be granted only in cases where the funding form is properly filled out, submitted, and outlines an on campus accessible event which enriches student experience. The Student Engagement Coordinator reserves rights to approve or deny any Special Events Funding request.

Forms

*All forms are available at www.conestogastudents.com/clubs-societies/

Clubs Application Form

Purpose:

Outline the purpose of your club and the plan of operation. Use second sheet if necessary.

Activities:

Outline some of the activities that your club or association is planning.

Funding:

Briefly detail your club or association’s intentions for the use of the funding received when your approval is granted by CSI. Upon approval you will create a budget outline that will be provided to

your club in order to better organize your spending.

Proposed Meeting Dates:

Briefly detail your club or association’s proposed meeting dates and times. Please note that the designated CSI Clubs Meeting Room will be booked on a first come first serve basis.

Executive Information

Name of club or association:

President

Name:

E-Mail Address:

Phone Number:

Student Number:

Signature:

Vice-President

Name:

E-mail Address:

Phone Number:

Student Number:

Signature:

Treasurer

Name:

E-mail Address:

Phone Number:

Student Number:

Signature:

Club or Association Membership

Name

Student #

Signature

Conestoga Email

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

Club Locker Request Form

Club Name: ____________________________________________________________________

Semester: _________________________________

1. Do you currently have a locker? Yes No (please circle one)

2. Is this your first application for locker space? Yes No (please circle one)

3. If no, when did you last have a locker? ________________________________________

4. Please list why you feel your club needs a locker:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

There are only a limited number of club lockers available and they will be distributed based on a need basis.

Name: ________________________________________________________________________

Position: ______________________________________________________________________

E-mail: ________________________________________________________________________

Please submit this to Darcee Carnes, Student Engagement Coordinator (room 2A100)

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CLUBS SPONSORSHIP FORM

Club Information

Club Name:

 

Street Address:

 

City, Province, PC:

 

President:

 

President Email:

 

The __________________ Club is a registered and sanctioned club through Conestoga Students Incorporated.

If you have any further questions or require any additional information regarding the clubs status please feel free to contact Darcee Carnes, Leadership Development Coordinator at dcarnes@conestogac.on.ca or 519-748-5131 ext. 3140

Sponsorship Level

Gold $500

Silver $300

Bronze $100

Other Value:

 

Sponsor Information

Company:

 

Street Address:

 

City, Province, PC

 

Contact Name

 

Phone:

 

Email:

 

Agreement and Signature

Sponsor Signature

Date:

 

 

 

 

 

CLUBS DEPOSIT FORM

Please complete this form, save a copy for your records, and send to Darcee Carnes at dcarnes@conestogac.on.ca

Contact Information

Club Name:

 

Date Submitted:

 

Deposited By:

 

Contact Name:

 

Contact Email:

 

PLEASE CHECK ONE

To be deposited into Club bank account as operating funds.

Fundraising Dollars to be made payable to:

 

Coins

Pennies

________ @ 0.01 =

 

Nickels

________ @ 0.05 =

 

Dimes

________ @ 0.10 =

 

Quarters

________ @ 0.25 =

 

Loonies

________ @ 1.00 =

 

Toonies

________ @ 2.00 =

 

Bills

________ @ 5.00 =

 

________ @ 10.00 =

 

________ @ 20.00 =

 

________ @ 50.00 =

 

________ @ 100.00 =

 

Cheques

# ________ Total:

 

TOTAL FUNDS:

 

Internal Use Only

Date Submitted:

 

 

 

Amount:

 

 

 

Received By:

 

 

 

Notes:

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