Clubs Accreditation

To become or remain a CSA Club you are required to complete the accreditation application each semester, by the posted deadline. This deadline is typically by the end of the first month of each semester, and will be posted online plenty of time in advance. Failure to complete accreditation requirements and the accreditation application by the posted deadline will result in denied accreditation status.

Accreditation Application

Fall 2017 Accreditation Application Deadline is Friday October 13th at 11:59pm

For Active CSA Clubs (accredited in the previous semester):

Please have the primary contact for your club log in to your Club's GryphLife page, there will be a blue bar at the top of your organization's homepage asking them to complete the registration process. 

If your primary contact needs to be updated on GryphLife you can do this through the manage roster page. There is a how to document to walk you through this process found under "files" at the bottom of this page.

For New CSA Clubs or Inactive CSA Clubs (not accredited in the previous semester): 

If you have a GryphLife Page, you can complete your accreditation application form here: CSA GryphLife Page.

Please ensure to submit only one accreditation application per club. If a mistake occurs on your application contact the Clubs Administrative Coordinator at csaclubs@uoguelph.ca.

You MUST have a GryphLife account to access the accreditation form. If you are starting a new club you must see the clubs administrative coordinator (csaclubs@uoguelph.ca) for club idea approval and accreditation preparation. To create a GryphLife page (eg. For a new club) you must submit a "New Organization Information Form" on GryphLife first, (and have it approved by Student Life) before you can have access to the accreditation form. Inform the clubs coordinator of your plan to accredit your new club before submitting form to GyphLife. Please do this in plenty of time prior to the accreditation deadline as it can take a few days to process.

 

Required Meetings/Trainings

Clubs General Meeting:

Monday September 25th 6-9PM in PCH (UC basement)

A minimum of one representative from each club must attend the Clubs General Meeting each fall and winter semester.  If you are unable to attend this meeting it is your responsibility to contact the Clubs Programming Coordinator (csasrm@uoguelph.ca) no later than 48 hours after the Clubs General Meeting to make alternate arrangements.

We will be reviewing:

  • Accreditation Applications
  • SRM information
  • Clubs Space 

Anti-Oppression/ Inclusivity Training

**To be completed at the F17 Clubs General Meeting**

A minimum of one representative from each club must attend an Anti-Oppression/Inclusivity training session per academic school year. If you have not completed this training yet this academic school year, please contact the Clubs Programming Coordinator (csasrm@uoguelph.ca) to have a training session scheduled.

Accreditation Requirements

When completing the accreditation process online you will need the required information and documents listed below. Make sure to complete all required documents prior to submitting your accreditation application.

Required documents or example documents will be noted in red and can be found at the bottom of this page, under “File Attachments”.

Required Accreditation Application Information/Documents:

  1. Membership List Document
    This list should include the names, @uoguelph.ca emails and positions of each member of your club. You are required to have at least 25 members, 2/3 of which must be undergraduate students of the University of Guelph.
    A sample membership list can be found below under “file attachments”.
  2. Primary Club Contact Information
    You are required to have the name and @uoguelph.ca email address for the two main primary contacts for your club. The first of these two contacts will be listed online publicly as the main primary contact for your club
  3. Booking Officers Information
    You are required to have the name and @uoguelph.ca email address for the two booking officers for your club. These two members will be the only ones able to rent equipment or book space on campus
  4. Financial Officers Information
    You are required to have the name and @uoguelph.ca email address for the two financial signing officers for your club. These two members will be the only ones able to withdraw or deposit finances into your clubs banking account.
  5. External Banking Account Information Form
    If your club uses an external banking account outside of the CSA you must also upload the external banking account information form completed and signed. This form includes your branch name, bank address, transit and account number and two signing officers information and signatures.
    This form can be found below under “file attachments”.
  6. Minimum Internal Banking Account Deposit
    As a CSA Club you are required to submit and maintain a minimum of $25.00 balance within your clubs internal banking account to be accredited. If you are a new club, you are required to submit this deposit at the CSA Front Office prior to submitting your accreditation application. It is your responsibility to ensure that your internal banking account includes this $25.00 minimum balance at all times. To ensure your accreditation application is processed correctly, it is strongly recommended that you visit the CSA Front Office prior to the accreditation deadline to ensure your Clubs Balance is at or above the required minimum.
  7. Up to Date Clubs Constitution/ Charter Document
    All clubs must create and continually update a Clubs Constitution or Charter. This must be updated a minimum of every 5 years and should include:
    i.Club name
    ii.Purpose and mandate
    iii.Statement of compliance with all CSA policies
    iv.Membership information (how to join, restrictions, membership privileges etc.)
    v.List of executive positions and their duties
    vi.Meeting structure
    vii.Voting procedures
    viii.Procedure for elections
    ix.Procedure for constitutional amendments
    A sample constitution can be found below under “file attachments”.
  8. Completed Financial Report Document for the Previous Semester
    Your club is required to submit a detailed financial report outlining all income/expenditures your club experienced in the previous active semester. This includes all PDR funding received, all fundraising earnings collected, and any and all purchases. If your club does not experience any financial activity, your document should still outline the current balance of your clubs internal bank account on a monthly basis to demonstrate the lack of financial activity experienced by your club.
    A sample financial report can be found below under “file attachments”.
  9. Proposed Event Timeline and Budget Document for the Upcoming 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 below under “file attachments”.
  10. External Contract/Agreement Documents
    If your club has made an agreement with an external organization, signed an external contract or is chapter of a larger organization, we require all official documentation regarding said agreement.
  11. Clubs General Meeting Attendee(s) Information
    Name and Email of club member(s) who attended the Clubs General Meeting for that semester
  12. Anti-Oppression/Inclusivity Training Attendee(s) Information
    Name and Email of club member(s) who completed Anti-Oppression Training with the CSA within the current academic year