ContentsImportant Dates..........................................................................................................................................4

Fall/Winter Dates....................................................................................................................................4

Application Process.....................................................................................................................................4

Advertising..................................................................................................................................................5

Printing................................................................................................................................................5

Digital..................................................................................................................................................5

Graphic Design.....................................................................................................................................5

Communications Request Form...........................................................................................................5

Booking Space on Campus...........................................................................................................................6

The Venue............................................................................................................................................6

Classroom............................................................................................................................................6

Lockers in CSI Leadership Office..........................................................................................................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

Forms.........................................................................................................................................................12

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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 2018-2019! 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 CarnesStudent Engagement CoordinatorPhone: (519) 748-5131 x 3140Email: dcarnes@conestogac.on.ca

Conestoga Students Inc.

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DOs & DON’Ts

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DO: Run regular meetings

DO: Attend all mandatory presidents meetings

DO: Apply for special event funding to facilitate new ideas

DO: Keep track of finances and spend your budget money

DO: Reply to correspondences within 1-2 business days

DO: Frequently update club membership lists and keep attendance

DON’T: Collect club donations and keep them

off campus

DON’T: Directly or indirectly spend resources on alcohol

or alcohol related events

DON’T: Hold more than one club executive position

DON’T: Discriminate against any student. All

students are welcome in all clubs

DON’T: Have mandatory membership fees

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

Conestoga space poorlyDON’T: Post any posters around campus without approval from facilities

DON’T: Allow non-Conestoga Students to join

your club DON’T: Hold raffles, 50/50 draws, or any events that

involve gambling

DON’T: Solicit donations as mandatory

DON’T: Spend more money than your club has

DO: Use Chartwells Catering for on campus events

DO: Have all events accessible to all Conestoga students

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

DO: Run at least one event per semester

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

Important Dates

Fall/Winter Dates

Clubs Mandatory All Presidents meeting.............................October 3rd, 2018

Clubs Presidents Training..................................................... October 4th – 12th, 2018

Clubs Showcase Prep............................................................October 11th, 2018

Clubs Showcase Week..........................................................October 16th – 18th, 2018

Deadline for clubs application first semester.......................November 9th, 2018

Clubs Mandatory All Presidents meeting.............................January 29th, 2019

Clubs Presidents Training/Performance Reviews ................January 30th – February 8th, 2019

Clubs Showcase Prep............................................................January 30th, 2019

Clubs Showcase Week..........................................................February 5th – 7th, 2019

Deadline for clubs application second semester..................February 8th, 2019

Clubs one on one close out..................................................April 15th – 19th, 2019

Clubs receipts due................................................................April 19th, 2019

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Application Processa. 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. Alternatively you can 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.

FundingAs 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 semesterTier Two: 25 – 39 student members – 300 dollars per semesterTier 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 FundsBudgeted funds will be disbursed for the following items only:

i. Food and beverages (meetings & events)ii. Prizes

iii. Event suppliesiv. Promotional Suppliesv. Security

Depositsa. 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.

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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.

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 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.

Booking Space on Campus

The Venuea. 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 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

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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. 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.

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 8:00am-4:30pm, 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 4:30 pm you must arrange a time with a CSI representative to set up equipment before 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.

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AdvertisingPrinting

a. Each club will be given an account at the CSI self-serve areas where they will receive a $60.00 printing credit each semester. After the initial $60.00 is used the club will be responsible for paying the regular printing rate. 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 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.

Digitala. 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 Record (CCR). Login to myConestoga.ca with your network ID.

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 requests at any time.

Clubs PolicyThe 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 Policies1. 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.

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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 Conestoga 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.

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 ApprovalAll 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 purposeb. Proposed budget for the academic yearc. A list of elected officers d. Proposed meeting schedule for the academic year.

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

Membership Policya. All CSI Fee paying students of Conestoga College are eligible for club membership.

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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.

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

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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 toyour 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:

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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:

Club or Association Membership

Name Student # Signature Conestoga Email

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Club Locker Request Form

Club Name: ____________________________________________________________________Semester: _________________________________

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

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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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