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ContentsImportant Dates..........................................................................................................................................4
Fall Dates.................................................................................................................................................4
Winter Dates...........................................................................................................................................4
Application Process.....................................................................................................................................5
Advertising..................................................................................................................................................5
Printing................................................................................................................................................5
Digital..................................................................................................................................................5
Graphic Design.....................................................................................................................................5
Communications Request Form...........................................................................................................6
Booking Space on Campus...........................................................................................................................6
Sanctuary.............................................................................................................................................6
Classroom............................................................................................................................................6
Lockers in CSI Service Hub...................................................................................................................6
Table Request on Campus...................................................................................................................6
Funding........................................................................................................................................................7
Budgeted Funds...................................................................................................................................7
Deposits...............................................................................................................................................7
Expenses..............................................................................................................................................7
Fundraising/Donation/Sponsorship Procedure...................................................................................7
Resources....................................................................................................................................................8
Leadership Conference........................................................................................................................8
Ambassador Program..........................................................................................................................8
Co-Curricular Record...........................................................................................................................8
Clubs Policy..................................................................................................................................................9
Operating Policies....................................................................................................................................9
Club Approval........................................................................................................................................10
Membership Policy................................................................................................................................10
Events Policy..........................................................................................................................................10
Club Funding Policy...............................................................................................................................11
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Forms.........................................................................................................................................................12
Clubs Application Form......................................................................................................................12
Executive Information...........................................................................................................................13
Club or Association Membership...........................................................................................................14
Club Locker Request Form.....................................................................................................................15
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Dear Students,
Welcome to your CSI Club Manual 2016-2017! 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 year CSI has made changes to the Clubs manual, training available, and spaces available with the intention to maximize and improve the overall Club experience. Please ensure that you read this document thoroughly before submitting an application.
There are Club Lockers located in the CSI Service Hub (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 you this year with anything you need assistance with. Please do not hesitate to contact me at any time for any reason; 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 all your Club endeavors.
Sincerely,
Darcee CarnesStudent Engagement CoordinatorPhone: (519) 748-5131 x 3140Email: [email protected]
Conestoga Students Inc.
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Important Dates
Fall Dates
Wednesday September 21, 2016.........................................Clubs Day
Thursday September 29, 2016.............................................Clubs Day
Tuesday October 4, 2016.....................................................All Presidents Meeting*
October 5th – 14th, 2016........................................................Clubs Training Weeks
Tuesday October 18, 2016...................................................CCR Tutorial
Wednesday October 19, 2016..............................................CCR Tutorial
Thursday October 13, 2016 .................................................Clubs Day
Friday October 28, 2016.......................................................Final day to submit to get fall funding
Winter Dates
Tuesday January 17, 2017....................................................All President’s Meeting*
January 18th – 20th, 2017.......................................................Clubs Training Brush Up
Wednesday January 25, 2017..............................................Clubs Day
Thursday January 26, 2017...................................................CCR Tutorial
Friday February 10, 2017.....................................................Final day to Submit Clubs Applications
April 2017.............................................................................Year End Rewards Banquet
April 2017.............................................................................CCR Recognition Meetings*
Friday April 28,, 2017............................................................Receipt Deadline
*Indicates dates that are mandatory to attend for Club executives.
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Application Processa. Log onto 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 your campuses CSI office. 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 $100.00 printing credit. After the initial $100.00 is used the Club will be responsible for paying the regular printing rate of $0.15 for Black and White copies and $0.30 for Color copies. To obtain your club printing account card 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 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.
Digitala. Advertising on the CSI website is available to all Clubs; please see Darcee Carnes,
Student Engagement Coordinator, (2A100) for more information. b. Clubs can promote their club events and maintain an accurate list of their members
through the Co-Curricular Record (CCR). Login to myConestoga.ca with your network ID.
Graphic Designa. 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.
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Communications Request Forma. 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 any request at any time.
Booking Space on Campus
Sanctuarya. The Sanctuary 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 (Sanctuary, Den) once per week. No exceptions.d. Please see the Forms & Documents section for the Event Request Form.
Classrooma. 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:
NameClub NameNumber of people attending meetingDate NeededTime NeededDo you need the room the same time/Day for the entire semester? Yes / No
Lockers in CSI Service Huba. 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 Campusa. 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, and then CSI will submit all paper work on behalf of the Club.
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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.
FundingAs a sanctioned CSI Club, you have access to two types of funds:
1. Budgeted Funds - $200.00 per semester up to $400.00 each academic year - To receive budgeted funds a club must complete and submit their estimated budget to Darcee Carnes.
2. Club Generated Funds - Funds that are raised through club events, sponsorship, donation, etc.
Budgeted FundsBudgeted funds will be disbursed for the following items only:
i. Food and beverages (meetings & events)ii. Facilities rental costs
iii. Prizesiv. Event Suppliesv. Security
Depositsa. No clubs are 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. These funds will be added to your operating funds. Unspent club generated funds will rollover but must be spent during the following year.
Expensesa. 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 Procedurea. Any donations to be made to outside agencies must come from funds raised by the club.
These donations will not be paid for by CSI out of the clubs 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 check for payment will be sent to the associated charity or agencies on the Clubs behalf.
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 of 30 days’ notice is required when booking space in the College.
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ResourcesLeadership ConferenceThis two-day conference is held annually for students to evolve their leadership skills and style in a fun and interactive environment. With wildly energized professional speakers from all across North America, and interactive challenges where you take on real-world leadership roles, CSI’s Leadership Conference will leave you feeling excited and motivated to continue your personal leadership development.
The conference is held in a professional environment at Bingeman’s Conference Centre, with four meals and snacks provided to you. Upon completion you will receive a leadership certificate that you can put on your resume and in your portfolio. This experience is just one step towards developing your leadership skills and preparing you for your future.
Key Information:CSI Leadership ConferenceNovember 5-6, 2016Bingeman’s Conference CentreLeadership certificate post conference
Ambassador ProgramCSI encourages all students to sign up to become a Leadership Ambassador. By joining the Leadership Team, you are showing a commitment to your personal development as a leader, a socially conscious volunteer and a member of a dedicated team that will fill a vision through passion and service.
Co-Curricular RecordThe Co-Curricular Record enhances your success by recognizing and recording your experiences.
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 screen3. Submit your Reflection and add your Experience.
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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, a list of policies that all Clubs must follow in order to become a sanctioned Club and to set guidelines for Club funding.
Operating Policies1. Clubs and Associations will be sanctioned from September to August each academic year. Each
September, Clubs will have to re-apply and be approved before they are considered sanctioned for each 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. Clubs and Associations 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 Clubs and Associations events must be open to all Conestoga College students.
7. Resources will exclusively fund students.
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.
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Club ApprovalAll members and executives of campus Clubs and Associations must be students of 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 purposeb. Proposed budget for the academic yearc. A list of elected officers d. Proposed meeting schedule for the academic year.
3. All Clubs must have a full-time faculty advisor.a. Any full time member of the faculty is eligible to serve as an official advisor to a CSI
Club. b. An advisor should take an active interest in the organization and be familiar with the
policies and procedures of the CSI club. The advisor should ensure that the club attempts to fulfill the Purpose as stated in the organization constitution and ensures there is a transition policy in place.
c. Club executives should keep advisors well informed of activities and programming initiatives. Courtesy copies of minutes, request forms, and reports should be submitted to the Advisor.
4. All returning clubs must submit a new membership and constitution each academic year.
Membership Policya. 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 Clubs purpose and objectives.
b. It is mandatory that clubs host a minimum of one (1) event per semester that is open 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 Request Form to the Student Engagement Coordinator. The Club will be contacted via email regarding the Request. CSI reserves the right to approve or deny a Club Event Request Form at any time.
d. The Request Form must be completed and submitted in to the Student Engagement Coordinator a minimum 30 days before the proposed event date. Please note that
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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 (Sanctuary, Den) once per week. No exceptions. If this space is misused in any way (i.e. vandalized, out of order, 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 8:00am-4:30pm, Monday to Friday, your event must be open to ALL Conestoga students.
h. If you are hosting an event after 4:30 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 Sanctuary 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 Policyb. Once the Club or Association has been approved, expenditures from that date forward may
be submitted for reimbursement under the following conditions:i. Each Club will assign a Club Treasurer who will administer all club funds.
Reimbursement checks will only be made payable to the Club Treasurer.ii. 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.
iii. Club funds cannot be used for the sole purpose of a year-end party.iv. Reimbursement will not be given for alcohol receipts.v. Receipts will be reimbursed for expenses and activities that occurred during
the fall and winter semesters only. vi. 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.
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Forms*All forms 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.
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Executive Information
Name of Club or Association:
PresidentName:E-Mail Address:Phone Number:Student Number:Signature:
Vice-PresidentName:E-mail Address:Phone Number:Student Number:Signature:
TreasurerName:E-mail Address:Phone Number:Student Number:Signature:
Full-time Faculty AdvisorName: Extension:Signature:
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Club or Association Membership
Name Student # Signature Conestoga Email
12
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
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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:______________________________________________________________________________
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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 FORMClub 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 [email protected] or 519-748-5131 ext. 3140
Sponsorship Level
Gold $500
Silver $300
Bronze $100Other Value:
Sponsor Information
Company:
Street Address:
City, Province, PC
Contact Name
Phone:
Email: Agreement and Signature
Sponsor Signature Date:
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CLUBS DEPOSIT FORMPlease complete this form, save a copy for your records, and send to Darcee Carnes at [email protected]
Contact InformationClub 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:
CoinsPennies ________ @ 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
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Date Submitted: Amount:
Received By:
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Notes:
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