Forming a New Club: A Step-by-Step Guide
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The Clubs office staff will be working remotely during the Fall 2020 and and holding virtual office hours over Microsoft Teams. Scroll down for hours and access links!
So you want to form a new club? If you are reading this you are headed in the right direction! Make sure to read each step closely and feel free to email the Clubs Administrative Coordinator at email@example.com if you have any questions or concerns!
Step One: Do Your Research
Before jumping right into the new club creation process it is important that you do your research first:
- Develop a firm idea of what you want your club to represent, what activities or events your club may run, how you will recruit club members etc.
- Make sure to review the CSA Clubs Directory spreadsheet (available via sidebar) to ensure that a similar club does not already exist. The CSA will not approve the creation of a new club if it is too similar to a pre-existing club.
- Review this Step by Step Guide, Clubs Handbook, and Appendix G of the Central Student Association Policy Manual to become familiar with the expectations and requirements of being a club accredited under the CSA.
- Be familiar with all deadlines in the CSA club accreditation process. Failure to complete the process before the semester deadline will prevent you from forming a club under the CSA.
- Please keep in mind that CSA clubs must be of potential interest to all undergraduate students. Any clubs of interest to specific colleges or academic programs should seek accreditation from their individual college government.
Step Two: Form Your Club
Once you have an idea of what your club will be, it is time to begin recruiting club members.
- To become an accredited CSA Club you are required to submit a club membership list during the accreditation process. This list will include names, ID numbers, and student emails of all club members.
- Every CSA club is required to have a minimum of 25 members to become and remain an active CSA club. At least two thirds of the membership of all CSA clubs must be undergraduate students.
- Club membership must be open to all members of the University of Guelph community including undergraduate and graduate students, faculty members, employees of the University and alumni.
- Clubs Days: A great way to recruit members is to participate in CSA Clubs Days, which takes place on the Thursday and Friday of the second week of the Fall and Winter semesters. New clubs are strongly encouraged to attend Clubs Days to assist with membership recruitment and club advertisement. Please note you will need to attend sign up in order to receive a table space. For the Fall 2020 semester, Clubs Days are going to take place over Microsoft Teams Live. Please check the Clubs Days page for more information!
Step Three: Complete required training sessions
At least one member of each CSA club must attend and / or complete the following training sessions prior to the accreditation deadline:
- Clubs General Meeting: Every semester prior to the Accreditation deadline date.
- Anti-Oppression Training: Only required once per year.
- Student Risk Management (SRM) Training: Although only one club member is required to be SRM trained in order to become accredited, it is recommended that several members complete this training as only SRM trained members are allowed to organize and run events.
Step Four: Complete Accreditation Requirements
When completing the accreditation process online you will be asked to submit several documents listed below. Make sure to complete all required documents prior to submitting your accreditation application.
1. Membership List: Refer to step two for specific requirements of club membership list.
2. Members with Specific Privileges: You will need to select 2 members for each of the following positions:
- Primary Contacts: Members who will be the first to be contacted regarding club issues and will be posted as primary contacts on the clubs list (published online)
- Booking Officers: Members who will be able to book space for club use (ie. UC, clubs hallway, etc.
- Signing Officers: Members who will be allowed to withdraw/deposit funds from the CSA club bank account
Please note it may be the same people for each position and any one person may hold multiple positions.
3. Constitution: All clubs must create and continually update a Clubs Constitution or Charter; a sample constitution can be found on the Accreditation page. This constitution must be updated a minimum of every 5 years and should include the following:
- Club name
- Purpose and mandate
- Statement of compliance with all CSA policies
- Membership information (how to join, restrictions, membership privileges etc.)
- List of executive positions and their duties
- Meeting structure
- Voting procedures
- Procedure for elections
- Procedure for constitutional amendments
- Terms of Member Removal
4. Proposed budget and list of activities for the semester: This can be purely tentative and should reflect accurately what financial support your club expects to receive from outside sources. A sample budget can be found on the Accreditation page.
5. SOP Deposit Signature: Traditionally, in order to become an accredited club, you must deposit a minimum of $25 into an internal banking account at the CSA Front Office. This can be paid in cash. Once this is submitted the Front Office Manager will provide you with a receipt and sign your SOP Deposit form (available on the Accreditation page.) However, for the Fall 2020 semester, the Clubs Office is accepting e-transfers as an alternative to cash or cheque. For more information, please email firstname.lastname@example.org.
Step Five: Set up a GryphLife Page for Your Club
Once you have prepared all required documents you must email them to the Clubs Administrative Coordinator at email@example.com for approval. If the documents are deemed acceptable, you will be given access to set up a new GryphLife page for your club. Please note a club GryphLife page is required to access the accreditation form. You will not be able to complete accreditation unless your club has a GryphLife page.
Please note only the primary contact of the club GryphLife page will have access to the accreditation form.
Step Six: Complete Accreditation
Once you have completed all previous steps you can complete the accreditation application online via GryphLife. All CSA clubs are required to complete this during the Fall and Winter semesters. Make sure to complete this application before the posted deadline.
If you are unable to complete the accreditation by the posted deadline, please contact the CSA Clubs Administrative Coordinator before the deadline to request assistance and/or alternate arrangements.
Failure to complete and submit this application prior to the accreditation deadline will result in denial of CSA Clubs accreditation status. Once the accreditation deadline has passed the CSA will review/approve all new club submissions. The CSA Clubs Administrative Coordinator will then send out a list of accredited clubs.
Page updated: August 2020