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2 0 1 7 - 2 0 1 8H A N D B O O K

ABOUT SAMU | 4

CLUBS | 4

SUPPORT SERVICES FOR CLUBS | 6

ROLES AND RESPONSIBILITIES | 8

GOVERNANCE | 10

CODE OF CONDUCT | 11

CLUB MANAGEMENT | 12

FINANCIAL MANAGEMENT | 14

FUNDRAISING | 18

EVENTS | 19

RISK MANAGEMENT | 21

MARKETING AND PROMOTION | 22

CLUB FORMS | 24

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“Being involved with SAMU Clubs both as a member and an executive has been one of the greatest and most memorable parts of my university experience. Student clubs give you a way to connect with peers who share similar interests to your own, and a way to create lifelong friendships. When you join a club at MacEwan the support you receive from other students, as well as from the Clubs Department at SAMU, enhances your university experience in ways you can’t imagine. I would recommend that every MacEwan student check out what clubs there are on campus and attend a meeting or two.”

- Chelsa Simpson, VP Finance InQueeries & Jack Mental Health Chapter

ABOUT SAMUSAMU is a non-profit organization that was created by the Post-Secondary Learning Act of Alberta and is supported by student fees. The purpose of SAMU is to provide support and advocacy services to the students at MacEwan University. SAMU represents students and is the only body authorized to speak on behalf of the entire student body. SAMU is its own separate entity, though we are grateful for our partnership with MacEwan University.

SAMU provides a complete health & dental plan, a universal transit pass, represents students on MacEwan University’s Board of Governors and provides excellent entertainment, events and programs for students on both campuses. SAMU also provides key services such as Safe Walk, Peer Support and the Food Bank. These services are available to all SAMU members.

CLUBSSAMU clubs are approved student groups that share a common interest or purpose. Each is led by a student club executive team selected by, and from, the members of the club. Clubs must consist of at least 60% MacEwan University students.

SAMU believes that clubs enhance the student experience by providing meaningful programs and events for MacEwan University students, as well as allowing students to connect and pursue interests. Clubs provide a safe environment for people to interact, make new friends, learn new skills and improve existing skills. We encourage students to dream big and think about the possibilities that exist for student groups on campus.

For a look at all the active clubs on campus, check out our Clubs Listing page at samu.ca/clubs/club-listing.

A full-time Clubs Manager and a part-time coordinator and marketing assistant support the day-to-day running of the Clubs Program. Feel free to contact us by phone, email or schedule an appointment.

Clubs Department Contact Information

Maureen Workman, Clubs Managerworkmanm@macewan.ca780.497.4362

Ryan Roth, Clubs Coordinatorclubscoordinator@samu.ca780.633.3529

Jessi Agbulos, Clubs Marketing Assistantclubsmarketing@samu.ca780.633.3590

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TIP: Student clubs are not permitted to approach Facilities about set-up until you have confirmation from the Clubs Department that your event is approved. If your club is hosting an event past 10 p.m., you may be charged fees to keep the building open, cleaning fees and security fees. Please make sure you have identified your need to have an event past 10 p.m. on the Club Event Approval Form.

TIP: SAMU’s bake sale tables book up quickly Make sure you pre-book the bake sale table with our front desk staff prior to filling out the Bake Sale/Fundraiser Approval Form. All bake sales must be pre-approved by the Clubs Department and be approved by Campus Services. This can take up to five days, so plan accordingly.

TIP: Book early and have some alternate dates in mind. Confirm the venue before committing to any other expenses.

Equipment BookingsClubs may sign out certain SAMU equipment from the front desk and by following booking instructions (available online at samu.ca/club-forms). Currently, bookable equipment includes button makers, a sound system and a TV.

On Campus Service CoordinationIf you are planning an event or activity on campus that is a little more complex, involves food or drink, or audio visual, or is happening outside regular hours, contact the Clubs Department. The Clubs Department will help get you connected with the right people.

SUPPORT SERVICES FOR CLUBSVarious resources are supplied on the clubs webpage for clubs to consult and use, along with workshops and training sessions during the year to provide clubs with additional support.

The Clubs Department is available for clubs to consult on any topics relating to the club, its activities, event planning, management, governance, etc.

Room Bookings Designated SAMU gathering spaces are available for clubs to book. These spaces include the SAMU Lounge (7-297), as well as a large (7-297E) and small (7-297F) boardroom located in the same area. These bookings are requested by contacting the SAMU front desk and are subject to restrictions. When booked, the Lounge is yours to use exclusively. Without a booking, all students are welcome to use the space in a respectful and accommodating manner.

Other spaces on campus are available for bookings by clubs as well. These bookings can be for executive meetings, club general/social meetings, activities and events. For classrooms and on campus event space bookings, use the online form at samu.ca/clubsresources. For conference spaces for an event, talk to the Clubs Department contact working with you on the particular event.

Table BookingsTables can be booked for activities such as bake sales, fundraisers and awareness campaigns. SAMU tables located in buildings 9 and 6 are booked through the front desk. Tables near the Griffins Landing in the building 6 foyer are booked directly with Griffins Landing and may be subject to a table rental fee. Tables can be booked elsewhere on campus in display areas by using the university’s myMacEwan student portal system.

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Quick Reference for Bookings

Booking Request Go To

Classroom Online Booking Form samu.ca/clubsresources

Campus Conference / Event Space NEW: Online Booking Form samu.ca/clubsresources

SAMU Boardrooms Front Desk saadmin@macewan.ca or 780.497.5631

SAMU Lounge Front Desk saadmin@macewan.ca or 780.497.5631

SAMU Equipment Front Desk saadmin@macewan.ca or 780.497.5631

Facilities (special set up) NEW: University Facilities Department facilities@macewan.ca or 780.497.5500(Please let the Clubs Department know too!)

AV/Technology Equipment or Technician Clubs Department (These requests should be included on the event form.)

Bake Sale Table (Building 6 and 9) Front Desk saadmin@macewan.ca or 780.497.5631

Griffins Landing Table Griffins Landing griffinslanding@macewan.ca or 780.497.5463

Other Table (various campus locations) NEW: myMacEwan student portal system (instructions are available at samu.ca/clubsresources)

Specific Room Requests Capacity Room Number

Kule Theatre 200 9-323

CN Theatre 140 5-142

Heart of the Robbins 250 9-100

Multi-Purpose Room 251 6-106

Atrium 150 9-212

Gray Gallery Nook 12 9-113C

Paul Byrne Hall 100 9-115

Building 6 Outdoor Patio 100 6-000

Towers 100 6-101

Cafeteria Stage Area 30 6-121

Building 6 Foyer/Corridor 100 6-157

General Room Types Capacity Room Number Examples

Flat, Small 20 to 30 5-141 (20); 5-204 (30); 7-172 (20)

Flat, Medium 40 to 60 5-175 (40); 7-278 (60); 9-211 (50)

Flat, Large Over 60 7-284 (80)

Tiered, Small - - - -

Tiered, Medium 40 to 50 6-133 (40); 9-101 (50)

Tiered, Large Over 50 6-152 (84); 6-212 (116); 9-201 (100)

ROLES & RESPONSIBILITIESSAMU Executive CommitteeThe Executive Committee is comprised of five elected student leaders: the President, Vice President Academic, Vice President Operations and Finance, Vice President External and Vice President Student Life. The Executive Committee initiates projects, provides vision and direction, and oversees the logistical and financial operations of SAMU. The Executive Committee approves the Clubs and Grants procedures, approves all clubs on campus, closes clubs when they wind down or are inactive, sets club procedures and may take disciplinary action for a club violating policy or procedure. The Grant Allocation Sub-Committee, which reports to the Executive Committee, reviews and approves club event grant applications.

Role of the Vice President Student LifeThe Vice President Student Life (VPSL) is a member of the Executive Committee and a member of Students’ Council. The VPSL is knowledgeable about clubs and advises the Executive Committee and Students’ Council on matters pertaining to clubs. The VPSL also chairs the Grant Allocation Sub-Committee.

Role of the Clubs DepartmentThe Clubs Manager is responsible for approving club events, approving operational grants, acting as liaison with the Executive Committee, providing handbooks and resource materials for clubs and developing training sessions for clubs. The Clubs Manager is

responsible for all SAMU Clubs. Making sure clubs are active, inclusive, safe, accountable and professional throughout the year and from one year to the next are important parts of the Clubs Manager’s role. The Clubs Coordinator assists with approvals and planning support, as well as oversees the daily operations and administration of clubs. The Clubs Marketing Assistant promotes engagement with the SAMU Clubs program, helps keep clubs up to date with the Clubs Department and helps promote your clubs and activities to students.

Role of the Club AdvisorMany clubs have an advisor who works with, and provides support and mentorship to, a club’s executive members. Advisors are staff or faculty of the university with an interest in supporting the club and helping it succeed. They attend club meetings, assist with recruitment, share best practices and advocate for the club to the broader MacEwan University community. Advisors do not book rooms, are not involved in any financial matters relating to the club account and do not approve events. An advisor’s primary focus is to provide support for the club. The advisor may work with the Clubs Manager and help the club facilitate its operations.

Role of the Club ExecutiveEach club requires the following executive officers: President, Vice President, Secretary and Treasurer. Executives must be MacEwan University students. The members of the club executive provide leadership and management

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of the club. They also make sure the club meets all approval and reporting requirements.

Clubs may have more than just these four executive positions, and they may choose to call these four by a different name. Just ensure everyone is clear on what their role and responsibilities are, and include them in your constitution.

Role of President: To oversee the development of the club, foster club unity, preside at all meetings and ensure the club functions properly, follows procedures and meets its obligations. Role of Vice President: To assist the President in running the club and to act as the President if he/she is unable to fulfill the role. This position helps to foster club unity.

Role of Secretary: To record and send out the minutes to all club members, to keep the club contact information current and updated and to keep a secure, accurate membership list.

Role of Treasurer: To receive all club monies and deposit it into the club account, and ensure all cheque requisitions are completed correctly and have the appropriate documentation attached. You are also responsible for ensuring that your club account balance is correct and to ensure that any grants that your club receives are accounted for.

Responsibilities of SAMU Clubs• Represent your club professionally. Keep

in mind that the actions of your club reflect SAMU and the University.

• Learn about policy and procedures that affect your club.

• Check SAMU website at www.samu.ca/clubs• Check the SAMU Clubs Facebook page at

facebook.com/SAMUclubs to stay up-to-date on club events and deadlines.

• Check your club email at least two times per week.

• Ensure that you are keeping your members informed of meetings and happenings within your club.

• Organize at least 1 event per academic term (fall and winter).

• Complete Event Approval Form before organizing a club event.

• Complete a year-end report. • Attend club training.• Follow SAMU policy and procedures,

university policy and procedures, and laws that govern the province.

• Follow the Clubs Code of Conduct and any specific conduct rules the club has set for itself.

• Ensure the Clubs Department knows about any changes to executives or signing authorities.

• Have fun.

ReportingClub Presidents report to the Clubs Manager. It is the responsibility of the club President to lead their club and ensure all reporting obligations are met. This includes submitting the annual year-end report and an evaluation report if the club receives an event grant. The year-end report, submitted for the end of the winter term each year, gives the Clubs Manager a snapshot of things the club has been involved in doing over the past year. It is also a transition piece that can be handed off to the next President. Not submitting reports can result in suspensions, penalties or loss of privileges and eligibility for grants or supports.

TrainingThere will be mandatory training sessions for club executives. The Clubs Manager will notify club Presidents when these will be taking place. Failure to participate in the mandatory sessions may result in your club being suspended.

Any negative or positive actions taken by a club are the direct responsibility of the club executive. The best way to avoid trouble is to know the policies and procedures of SAMU and MacEwan University; if you have questions, ask the Clubs Manager.

TIP: SAMU’s bylaws, policies, and procedures are available online at samu.ca under “Who We Are”.

TIP: MacEwan University policies are all available online at macewan.ca under “Board of Governors”. An example of a University Policy is the Bake Sale Guideline Policy.

Executive ChangesAfter electing the new executives, adding a new executive position or filling a vacancy, it is important to promptly submit these changes to the Clubs Department. Club executive information needs to be kept current so we know who is responsible for what, who can act for the club and who are signing authorities.

CLUB GOVERNANCEGovernance for clubs dictates who is responsible for decisions and how decisions are made. It also relates to the expected conduct in decision-making and carrying out those decisions.

ConstitutionEach club must create a constitution. A template is available online, or you can contact the Clubs Department for assistance in developing or changing a constitution for your club’s needs. The purpose of the constitution is to ensure the club has a stable, transparent structure and decision-making process. It also helps members of the club executive have a clear idea of their roles and responsibilities that are particular to the club. The club must follow its constitution. If what you currently have is no longer working well for your club, contact the Clubs Department to consider amending it.

Elections Once a year each club must hold an election for the club executive positions. Candidates must agree to accept the position if elected. Club executives may approach members individually and ask them to run, but there should still be an election vote by the members. Written ballots or secret electronic voting should be used whenever there is more than one candidate running for a position. If you need help with running an election, contact the Clubs Department and we will go through the steps with you.

Due Diligence and LiabilityAs a club executive, you are responsible for the operations of your club. You will decide what your club does throughout the year, how it spends its resources and how it contributes to the MacEwan University community.

Making wise, considered decisions is the best way to effectively run a club. It is important for you, as an executive, to realize the amount of liability you hold for your club.

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CODE OF CONDUCTEach club is encouraged to create their own Code of Conduct for their executives and members. Please contact the Clubs Manager if you have any questions when creating a Code of Conduct. Additionally, it is required that all club executives follow a general set of code of conduct principles, which are outlined below:

It is an expectation of all clubs, club executives, members and guests to conduct themselves in a respectful and professional manner at all times. This includes, but is not limited to, use of spaces; non-interference or use of equipment for which you haven’t received permission or authorization; respectful communication with members, employees or other venue users. Your actions and words reflect on the club, your members, SAMU and MacEwan University. If you encounter problems or difficulties with other people or notice damages of any sort, promptly report it to the Clubs Manager for information, taking note and resolution.

Within the context of campus, remember that MacEwan University is first and foremost an educational institution. Maintaining an environment and attitude that does not infringe on learning pursuits should always be held with great regard. Issues such as disruption from excessive noise, damages to or theft of property, adjusting settings or improper use of equipment/technology could result in costs to the club, suspension of activity, club probation or club closure.

Honour your agreements and service/product orders. This includes ensuring that bills and invoices are paid appropriately and in a timely manner.

Follow all approval and reporting responsibilities, as well as uphold the expectations set by SAMU policy and procedure and MacEwan University policy and regulations.

If you or members of your club are treated unprofessionally by university or SAMU employees, report the interaction to the Clubs Department. We are all here to help a club achieve its potential.

Clubs are open to all MacEwan University students.

CLUB MANAGEMENTAs a club executive, it’s important to ensure that your club is active on campus. Some techniques to keep your members engaged are: holding regular meetings, hosting socials and mixers and establishing social media outlets. The more effort you put into involving and engaging your members, the more informed and excited they will be.

Running MeetingsMeetings are an essential part of running a club effectively. Meetings allow for your club to make democratic decisions, gather information, report back to the members, coordinate actions, create and apply accountability and make your club’s work is transparent. Without input, or everyone being on the same page, it is difficult to stay coordinated and keep members involved.

If a meeting has no direction or purpose, members view it as a time-waster. Clubs are volunteer-run, so be especially mindful of your members’ time.

When you’re running a meeting, here are a few things to remember:• Decide who needs to be at the meeting.• Choose time, place and date.• Prepare an agenda.• Start on time and end on time.• Have a person taking minutes.• Encourage participation. • Control interruptions.

Tips on Team Building • Delegate tasks to your executives. Many

hands make light work!• Establish short-term and long-term goals for

your club.• Organize social events for your members.• Organize regular meetings. • Keep members informed of tasks that you

need help with.• Ask for ideas from members.• Create committees and assign people

tasks.• Find out what skills/talents your executives

and members have.

• Tips on Member Recruitment and Retention• Prepare newsletters, emails and/or phone

calls to inform members about what’s happening and send them your meeting minutes.

• Include members in decision-making.• Thank them.• Produce a reference letter.• Be organized and have fun. • Provide an orientation for new club

members. • Keep your activities interesting by constantly

checking in with your members. • Keep your Social Media pages updated.• Be visible and active on campus throughout

the year.

Club Status RenewalAll SAMU clubs are required to renew their active status with the Clubs Department by October 31st. For information about renewal and to get the form, go to samu.ca/club-forms.

Annual General MeetingAn annual general meeting is an effective and transparent way for clubs to hold the yearly elections to fill executive positions. Amendments to the constitution or other major decisions are also effectively done at an annual general meeting.

Transition DocumentsWhen you hand over the leadership of your club, the following documents must be provided: a copy of the club mandate, an updated membership list, available minutes, a year-end report and the club account number. Be sure to include account information and passwords for email, social media, etc. If your club has any other material for transitions such as job descriptions, list of previous events or annual activity schedule, provide these to your successors. A transition checklist and sample binder are available from the Clubs Department.

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ContractsIf a club is required to sign a contract, the contract must be submitted to the Club Manager for review. The club must allow a minimum of four weeks for this review. Any club member signing a contract on behalf of the club will be responsible for honoring the terms of the contract.

SponsorshipClubs are encouraged to seek out sponsors to subsidize the cost of an event or to operate their club. The club must receive permission to seek out this sponsorship from the Clubs Manager to avoid potential conflicts. Clubs may offer some of the following benefits to potential sponsors: logo placement on printed materials, displaying the company’s banner, mention on social media and verbal mentions at the events.

Four important things to remember in writing your sponsorship proposal letter:

1. Address your written sponsorship proposal letter to the appropriate person.

2. Call your potential sponsor’s organization and find out the name of the person who deals with charitable giving and sponsorships.

3. Find out if the company has guidelines for charitable giving/sponsorships and if so, request a copy. Only appeal to the company for a sponsorship if your organization falls within the giving guidelines.

4. Follow up your sponsorship proposal letter with a phone call to assess interest and to seek an appointment to discuss the sponsorship. Getting a face-to-face meeting with your potential sponsor makes a huge difference in whether or not you get your sponsorship.

PROTECTION OF INFORMATIONSAMU is committed to protecting personal information entrusted to us by our members. We manage your personal information in accordance with the Alberta Freedom of Information and Protection of Privacy Act and in accordance with other applicable laws. This legislation outlines the principles and practices we follow in protecting your personal information.

TIP: What is personal information and how does it relate to student clubs?Personal information means information about an identifiable individual. This includes an individual’s name, address and phone number, age, sex, gender, marital or family status, an identifying number (such as a student ID number), financial information, educational history, etc.

TIP: What personal information do student clubs collect?Clubs can collect only the personal information necessary for the purposes of providing services to students. You may use it only for that purpose and must keep the information safe. Membership lists should only be accessible to the club executive and the Clubs Department.

If you have any further questions, contact the Information and Privacy Commissioner of Alberta.

FINANCIAL MANAGEMENTSAMU Clubs may not operate in a deficit. Executives are responsible to ensure the club does not end up in a deficit position or end up with debt. All club finances are held and administered through SAMU’s club accounting system. No external bank accounts or holdings are permitted for clubs. All clubs are non-commercial/non-profit.

Grants Available for ClubsClubs can apply for funding to assist them in the operations of their club. There is an Operational Grant of $300 available for eligible clubs once per academic year. Additionally, there is an Event Grant available up to a maximum of $2000 per club per academic year. The Grant Allocation Sub-Committee decides event grant applications. Apply early.

Grants cannot be used for certain types of expenses. Please refer to the Grants procedure on samu.ca or contact the Clubs Departments regarding these restrictions. To be eligible for an event grant, the club must demonstrate that it is making a minimum contribution of at least 10% of the event costs to funding the event through other means. This can be in the form of sponsorship, confirmed donations, fundraising, or an amount coming from the regular club account.

Grants do not carry over from one academic year to the next. Operations grant monies must be used by May 31. Any unused grant monies are returned to SAMU. Unused monies from an event grant expire 3 months after the event has been held. An Event Grant Evaluation Form is required from a club that has received an event grant. The evaluation form is due 30 days after the event has occurred. Failure to submit this evaluation results in a club being ineligible for further grant funding for a period of 6 months.

NEW: To apply for an event grant, submit the Event Grant Application form to the Front Desk. It must be received no later than 30 days before the planned event date to be considered.

Receiving Donations and PaymentsSAMU (Students’ Association of MacEwan University) must be identified as the “payable to”. If the cheque is issued to the club, it cannot be cashed and you will have to get it reissued. If you are having a cheque mailed to SAMU, please notify the Front Desk so they know to expect it and that it should go into your club account. Similarly, let us know if the cheque will be in a foreign currency (e.g. US dollars). If possible, have the issuer include the club’s name in the memo section of the cheque.

NSF Cheques If a cheque is deposited and is returned as non-sufficient funds (NSF), the NSF fee is the club’s responsibility. An NSF fee will be debited from the club’s account. Clubs Paying Clubs If your club is paying another club or vice versa, have an invoice letter prepared for the receiving club and request an internal club transfer by contacting the Clubs Department.

Making DonationsIf a club wishes to raise funds and donate them to a charity, an invoice from the charity outlining the amount of donation may be submitted with the Cheque Requisition Form. The other option is to prepare a letter to the donation recipient from the club specifying the donation amount and signed by two executives. A copy of the letter can be submitted as documentation for the cheque requisition. No more than one executive signature can be on both the letter and the cheque requisition. Talk to the Clubs Department about how to arrange adequate documentation for donations.

Clubs FinancesOnce the club has been approved, you will be assigned an account number. This number is to be used on all financial transactions done with SAMU.

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NEW: If you’d like a or copy of a receipt from a previous cheque requisition, please allow 3 business days for the Finance Department to prepare your request.

DepositsNEW: Deposits are now made at the SAMU Front Desk.

Roll your coins in full, correct rolls. Rolled coins, cash and cheques (payable to Students’ Association of MacEwan University) can be submitted along with the deposit form at the same time to the Front Desk of the SAMU office, located at City Centre Campus, 7-292.

DocumentationProper documentation must accompany any cheque requisition form. Only expenses with itemized receipts will be reimbursed. For example, itemized receipts — not credit card receipts — are acceptable. Companies may also invoice your club for services. If the club is offering a cash prize, talk to the Clubs Department about preparing a request letter as documentation.

Components of an Itemized ReceiptAll these components must be present.• Business’ or Vendor’s Name• Date of Purchase• Specific, Discrete Item(s) Purchased• Price of Each Item• Total Amount of Bill• Method of Payment

TIP: All club financial forms are located on the wall near the clubs information board, by the Students’ Lounge (Rm. 7-297).

PaymentsClubs are to pay expenses and liabilities to vendors or service providers promptly. If expenses are not paid in a timely manner, the

club’s future activities may be suspended. All payments from clubs are made by cheque from SAMU.

TIP: Give yourself enough time to complete the Cheque Requisition Form and allow 5-7 business days for processing. Cheque requisitions go through several levels of review and approval. Marking ‘Rush’ doesn’t change the number of steps in the process or allow us to get around SAMU financial controls.

Keeping Track of your Club FundsAs a club, it’s your responsibility to keep track of what you are spending. • Make sure that you appoint a treasurer to

keep track of your club’s funds; a simple Excel spreadsheet will suffice. Keep copies of your financial forms and documentation.

• Keep in mind that you are accountable to your members and they can ask for regular updates. To request an update of your account balance, contact the Clubs Department. These are updated and available on Fridays.

• Allow approximately five business days for processing club financial transactions.

• You can deposit cash, but you can only withdraw money in the form of a cheque.

• The club will have a detailed ledger report emailed to it twice each year, once in November and once in March.

Signing Authorities• Once your club has been approved, the only

people authorized to deposit or withdraw money from your club account are the people you have listed as having signing authority. It is recommended that a club have four signing authorities. If at any time you want to change or add a signing authority, a Club Executive Update form must be filled out and signed by the new executive. This form is available online.

How it works• SAMU handles clubs’ financial transactions

to save clubs the cost of cheques and banking fees. This service also provides a high degree of safety for the club’s funds.

• SAMU’s Executive Committee may request a follow-up report or meeting and may also request proof of expenditures for any grant approved for a club. The Grant Allocation Sub-Committee informs the Clubs Manager of grant amounts and any conditions placed on the grant funding (such as having a SAMU banner onsite, recognizing SAMU on promo materials, etc.).

• The Executive Committee has the right to revoke a club’s status if they are not managing their finances appropriately.

• Unfortunately, we are currently unable to support electronic funds transfers, mobile point-of-sale systems, automatic payments, direct deposit and direct debit for clubs.

TIP: Club President, Vice President, Secretary and Treasurer are recommended signing authorities. These executives need to be full-time MacEwan students.

TIP: The Front Desk does not accept loose change. All coin must be rolled in order for it to be deposited into the club account.

NEW: The Finance Department will not process internal transfers for clubs if it’s due to a club error. Make sure you’re selecting the correct account!

BudgetingA budget is required to be submitted with each event approval form. It is encouraged that clubs consider in advance the level of activity

they would like to do in a given year and have a general sense of how much funds they’ll need for the year. Fundraising can be done throughout the year rather than at the last minute in a rush.

Considerations for BudgetingAs you plan your event, always ask how much each component is likely to cost. • Potential Location Costs• Prizes• Insurance • Potential Audiovisual / Entertainment Costs• Decorations and Supplies• Potential Rental Needs• Potential Lighting Costs • Security• Food and Beverage• Printing Banners, Table Cards• Marketing Materials

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Item Revenue ($) Expense ($)

Donation from Faculty 250

Ticket Sales (50@$10) 500

Poster Printing 60

Poster Design 50

Insurance 180

Catering 300

Bakesale 300

Totals 1050 590

Total Revenue $1050 – Total Expense $590 = $460

After this fundraising event, the club in this example would have $460 available to donate or use towards future events/programming.

Sample Budget

FUNDRAISINGClubs are not permitted to hold casinos. Clubs are permitted to hold silent auctions, host bake sales and sell merchandise for an outside company. They may also apply for a raffle licence, but must let the Clubs Department know first. Any fundraising initiative must be approved by the Clubs Manager and have the appropriate forms completed.

Bake Sales/PotlucksIf your club is having a bake sale, it must comply with the university’s food handling policy (see Bake Sale/Potluck Guidelines online). If you have any questions, contact the Clubs Manager. Bake sale items are not to be offered if they are in direct competition with food for sale on campus. A list of desired items needs to be included on the approval form for confirmation. Bake sales need approval from both the Clubs Department and the university, so give 5-10 business days for approval. A club that wants to hold a potluck is expected to follow the potluck guidelines. This includes food handling and members-only requirements.

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EVENTSFor clubs to hold an event or activity, the club needs to ensure that the event is approved by the Clubs Department after submitting the Event Approval Form. Once the approval form is received and reviewed, the Clubs Department will email you with either a confirmation, indicating that your event has been approved, or that more information/alternatives are required. Plan and submit the approval form well in advance of the target event date.

The approval form prompts you to consider a variety of event requirements and gives the Clubs Department the information needed to help coordinate your requests. Trying to plan an event, like a party for example, can’t be done in two months as there are other factors such as: getting space, getting food, booking entertainment, invitations, audio visual and security bookings that need to be arranged.

Every time there is a club activity or event, there must be an event approval in place. This helps keep you protected and the Clubs Department aware of your event in case there are any issues or incidents. If your club arranges a lot of regular, repeating activities that all have the same purpose and details, you may submit one approval form to cover all instances. On the form, indicate that it is a recurrent activity and make a note of the expected frequency details.

Event OrganizerEach event or activity the club does needs to have one designated person responsible for it. Specific duties can be delegated and assigned, but one person should be overseeing the progress of the event overall. It is this organizer that completes the event approval form and is in communication with the event’s assigned Clubs Department contact.

Considerations for Event PlanningAs you plan your event, think of the event itself, event-day preparations, debrief and all the planning and preparation that happens in advance:

• Name of event• Date, time, and duration• Location• Event organizer • Target audience• Attendance numbers• Message and purpose of event• Objectives and goals• Event description• Risk assessment/management, insurance• Evaluation• Finances and budget

InsuranceMany event types involve obtaining additional insurance coverage. Clubs are responsible for completing the insurance application in addition to the event approval form. Clubs are responsible for paying the additional costs of coverage. This requirement applies to all events that involve alcohol and are off campus. The club event organizer will be advised if additional insurance coverage is required. Special event insurance requires the Clubs Department to coordinate your event and insurance application details with our insurance broker agent.

NEW: We need to receive the correctly completed documents no later than 2 full weeks before the event. If this is not done, the event will need to be cancelled or rescheduled for a later date.

Off Campus EventsClubs may decide to hold events off campus but need to consult with the Clubs Department to make sure that the required insurance and liability obligations are dealt with. Clubs are responsible for the behaviour of guests. Make sure you have your event approved before committing to venue-booking terms.

Pub-crawls are not permitted.

TravelIf your club is arranging group transportation services to an event the club is hosting or attending as a club, you may need to complete additional travel forms to meet university regulations.

NEW: When a club is travelling internationally, the club members who are going abroad will need to attend an information session provided by MacEwan International prior to departure.Talk to your Clubs Department contact for the event to determine if this is required and to help coordinate completion of the forms and waivers.

WaiversIf you are holding an event off campus, students that are participating must sign a waiver form. It’s up to the club to ensure that the students understand what they are signing and why they are signing it. Contact the Clubs Manager for more information.

On Campus EventsConsult with the Clubs Department to make sure that you have completed all the necessary paper work for your event. Connecting with us will make your life a lot easier!

CateringIf your club is holding an event in the Students’ Lounge, you may purchase and bring in outside food for that event. You cannot, however, bring in outside catering or liquor services. If your club is holding an event elsewhere on campus, you must use the university’s on-site catering company, Aramark. To set up an appointment, you can call the catering department directly at 780-497-5028 or catering@macewan.ca. Make sure you know how much money your club wants to spend on food and the catering manager will be able to suggest menu items for you.

SecurityIf you are hosting an event where alcohol is being served, or if your event extends past normal building access hours, it’s your responsibility to ensure there is security present. This information is required on the Club Event Approval Form. The Clubs Manager will inform the President of the security costs for your event.

TIP:To contact Security in a case of emergency, call 780-497-5555

To contact Security (non-emergency), call 780-497-5554

Facilities and Audiovisual (AV) / Technology RequestsAll Facilities and AV/Technology requests (such as podiums, televisions, microphones, etc.) are to be made via the Club Event Approval Form. AV equipment and some facilities set up requests come with a charge. Clubs are not to move or use the university’s equipment/furniture without authorization or assistance from a booked technician servicing the event.

Guest LecturerIf you are bringing in a speaker, it’s your responsibility to ensure that the Clubs Manager is aware via the Club Event Approval Form. The Clubs Manager can contact campus security on your behalf to ask if additional security is required. Keep in mind that if the lecture goes past 10 p.m., your club may be charged a facilities fee and security fee.

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RISK MANAGEMENTAs a club, you are responsible for your members and their behavior while they are attending events held by your club. Please give serious thought as to what the worst-case scenario could be and make sure you take steps to minimize anything that could go wrong. Risk management gets your club to think about worst-case scenarios so you can ensure the safety of your fellow students.

One of the most important goals of SAMU is to ensure that students participate in events that are safe and enjoyable. It’s important for student clubs to ensure that students participating in club activities do so in a safe manner. It is the responsibility of the club to ensure that all safety precautions are in place.

Clubs are required to complete a risk management section on the Club Event Approval Form. For large or complex events, they may also be required to complete a Post-Event Summary Form. Events that have a degree of high risk include any activity involving alcohol, transportation off campus, physical activity, fire, water activities, crowds of 100 or more people and food preparation.

It’s the responsibility of the club to identify risks, manage the risks, implement safe practices and evaluate risk management strategies. The key is to make sure that your club has done everything that a reasonable person would do in a situation. A club who fails to inform the Clubs Manager of their risk management strategy could be put on probation or closed.

Be sure to include a response plan and emergency notification process as a part of your event planning. This allows you to have a plan ready in case there is an incident that occurs.

MARKETING & PROMOTIONIt’s up to each club to promote itself. You may like to get some tips from other clubs who focus on or do well in their own marketing. Clubs are also able to promote themselves at Club Days in the fall and winter terms, as well as appear on the Clubs Listing on samu.ca.

PostersAll club posters must be approved by the Clubs Department. After approval, they need to be stamped at the SAM Centre. The stamp gives you permission to display the poster on SAMU’s club boards. To see where you can put up posters, refer to the poster locations below.

All posters must meet a minimal standard of professionalism and must comply with federal advertising standards. Each club is responsible for designing and printing its own posters. Any design or printing costs are the responsibility of the club.

Poster ProcessTo avoid wasting time and money due to posters being taken down, follow this poster approval process:

1. Email the finished poster PDF to the Clubs Department for electronic approval or revisions.

2. You will receive an email confirming the poster design is approved. This email also goes to the SAM Centre.

3. Print your required number of approved posters.

4. Take approved posters to the SAM Centre to be stamped.

5. Place stamped posters on approved SAMU CLUBS poster boards only. Do not interfere with other clubs’ posters.

6. When your event is done, remove the posters to make space for other clubs’ upcoming posters.

SAMU Clubs designated poster boards at City Centre Campus: Building 5: 2nd floor across from Bean’s ListBuilding 6: across from the cafeteriaBuilding 6: next to the Parking Services office (6-122)Building 6: next to Campus Convenience (C-Store)Building 7: 1st floor near 7-141Building 7: 2nd floor near 7-227Building 7: 2nd floor near 7-231 Building 7: 2nd floor near 7-233Building 7: 2nd floor near 7-286Building 8: 2nd floor across from Tim Horton’sBuilding 9: 2nd floor near 9-203

TIP: Social media, word of mouth, and posters tend to be the most effective ways to promote your event.

LogosAs a club, you are permitted to design your own logo, but you are not permitted to use SAMU’s or MacEwan University’s logos. You are permitted to use the university name in your logo, but be sure to reference it as “MacEwan University”. No abbreviations can be used. The university name must appear in a font that is significantly different than that used in the official logo.

Reproductions of the MacEwan University logo or any SAMU logo may not be used in club logos. Clubs are not permitted to use the MacEwan University Griffin on any of their clothing and no likeness thereof is permitted. Logos are submitted to the Clubs Manager for approval.

the griff Advertising space is available with the griff. Contact their advertising partner for details and be sure to mention you’re a club on campus for reduced rates.

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Social MediaClubs are encouraged to establish club Facebook pages and Twitter accounts, as well as free websites. It is up to you to keep this information updated.

Social Media Guidelines• Use these sites to showcase the best of

your club and what it is doing.• Think about what you’re posting and how

others may perceive it.• Behave online as you would offline.• Always treat people with respect.• Be professional.• Do not use your club’s social media account

to vent if you are angry.• Remember: what you post stays online

forever.• Under no circumstances are you to give out

any club members’ personal information. • Be sure to change your password regularly

to ensure your account remains secure. Don’t share your password.

• Be aware of messages from hacked accounts. If the message is coming from someone you know but seems out of character or suspicious, delete it.

• Don’t violate copyright laws. Do not use other people’s intellectual property unless you have their permission to do so.

• Clubs may face disciplinary action if they are found posting pictures, videos or comments of a discriminatory nature on their social media accounts.

• Make sure that what you post does not reflect badly on SAMU or MacEwan University.

Note: For more information, please refer to the Clubs Social Media Procedure at samu.ca/clubs.

TIP: Make sure you keep the Clubs Department updated if there are any changes to your event details so we can let people know when we share events on social media.

WebsiteYour club is able to set up a website for itself. If doing so, please let the Clubs Department know the address. We’ll be able to include it within SAMU’s Clubs Listing page, where all active clubs are included.

Website Presence Guidelines• All SAMU clubs are permitted to have

a website. Website development is the responsibility of the club.

• The website is to be used to promote and inform people about the club.

• A club may be de-ratified if it is found using discriminatory behaviour on its website.

TIP: Spread the word about your club through various forms of media such as Twitter, Facebook, Instagram and samu.ca.

TIP: Clubs may want to consider putting posters at the Residence. It is up to club executives to print enough copies (usually 30) and bring them to Residence administration for review, approval and distribution after having them first approved by the Clubs Department.

CLUB FORMSFinancial forms are available in the wall folders outside the SAMU Lounge and at the Front Desk. Travel forms, if required, can be coordinated with your Clubs Department contact or found on the university’s website. All other forms are available at samu.ca/club-forms.

Forms for Club ActivitiesBake Sale/Fundraising FormThis form is to be completed whenever you want to have a bake sale or organize a fundraiser. Remember to fill out the form correctly, especially if you are having a bake sale. You will need to include the items you will be selling on the form.

Event Approval FormThis form is to be completed when your club is planning to hold general meetings, activities or an event. If you would like to request an event grant, you must also submit a completed Event Grant Application Form.

Movie / Film Approval FormThis form is used in lieu of the event approval form when the club is just showing a movie internally for members.

Post-Event Summary FormThis form is to be completed after an event with large participation has been held, such as a graduation party, an off-site event, a fundraising event or an event that had alcohol involved. The Clubs Manager will inform you if this needs to be completed, in which case it is required You are free to complete and submit it for any event if you want to, even if it’s not required, as a good way to debrief and evaluate your event.

Incident ReportThis form is to be completed in the event of an emergency. This report is to be submitted within 24 hours of the emergency occurring.

Supplemental Event FormsThe following forms may be required for a club’s event, depending on the event details: travel, insurance and general waiver. The Clubs

Department will let you know if you need to complete them.

Equipment Booking FormsIf you would like to book the TV or sound system, complete this equipment booking request form and submit it to the Front Desk. Make sure you know and follow the guidelines on the forms.

Forms for Club Finances Cheque Requisition Form This form is to be used to withdraw money from your account. Remember, SAMU will only issue cheques. You must have appropriate documentation when submitting the form.

Deposit Form This form is to be used to deposit money into the club’s account.

Missing Receipt Reimbursement FormAs a last resort, if there is a gap in documentation, this form can be used once authorized by club executives. It can only be used for reimbursements from the club’s regular account.

Purchase Order FormThis form can be used rather than the regular reimbursement process when the club will be incurring an expense of $5000 or more. Submit it along with appropriate vendor documentation and executive approval.

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Forms for Club GrantsEvent Grant Application FormThis application form is required when you would like to request event grant funding for an event. You must complete the Event Approval Form as well to have the grant application considered. This form must be submitted no later than 30 days before the scheduled event date.

Event Grant Evaluation FormThis form is to be filled out if you have received and used event grant funds. This form must be completed 30 days after the event has been held.

Operational Grant Application FormThis form is to be completed if you are applying for some start-up money for the year.

Forms for Club ManagementApplication FormThis is the form used to request approval of a potential new club. If you’re reading this handbook, you’ve probably already got this one covered!

Executive Update FormThis form is to be used whenever you change executive or signing authority of your club.

Club Status Renewal AgreementThis form is completed and submitted each year to confirm that the club will be active.

Year-End Report This form compiles information for executive transitions and provides information to SAMU to help with planning and problem solving. It is required for all clubs and must be submitted by the noted deadline.

Clubs ProcedureClubs are required to follow the regulations found in the Clubs Procedure. The Clubs Procedure outlines the rules for startup and appeals processes; membership eligibility and recruitment; constitutions and executive officers; rights and responsibilities; grants, events, travel and finances; disciplinary measures and club closure. All clubs are encouraged to read and have a firm understanding of the Clubs Procedure, which can be found at samu.ca/clubsresources.

“Being a member of a club whether an executive, an event manager or even a general member is an incredible university experience. You meet so many incredible people, and build lasting connections. You learn and apply your knowledge in real world scenerios with real world people and sponsors. I have learned and gone through more personal growth than I could have imagined. A club and the people challenge you and push you beyond your limits. But when you’re pushed beyond the line you grow stronger. Join a club today and start your MacEwan journey.”

- Scott Beard, President Enactus

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RationaleA policy that outlines the responsibilities and benefits of clubs protects the interests of both SAMU and its recognized clubs by mandating their responsible creation and administration.

Definitions

Expectations

1. The existence and activities of clubs must not impose a legal liability on, or damage the interests of SAMU.

2. club activities are subject to SAMU approval.

3. clubs ensure that a majority of their membership is composed of MacEwan University students.

4. clubs maintain only those financial resources that are within SAMU control.

5. clubs are responsible for compiling and submitting an annual report to the Clubs Manager at the end of each fiscal year.

6. clubs receive benefits including:

6.1 the opportunity to apply for grants to support club operations and event initiatives;

6.2 assistance with club administration, financial resources, and event planning and promotion; and

6.3 assistance in obtaining resources from MacEwan University.

CLUBS POLICY

/SAMacEwanClubs @SAMUClubs @SA_macewan SA_macewansamu.ca/clubs