Clubs Training 2011

1. Clubs Training 2011

2. Club Administration Mallory Drumm Clubs Administrator Karina Redick Assistant Clubs Administrator MUSC Room 215 905-525-9140 x21134 Clubs@msu.mcmaster.ca clubsasst@msu.mcmaster.ca Office Hours 9:00am – 5:00pm

3. Ratification Congratulations on receiving MSU Club Status! Applications for 2012-2013 will be due on Friday March 9, 2012. - Make sure you hold elections before then.

4. What does it mean to be a recognized MSU club? According to the Clubs Operating Policy 1.9.9 • Recognition as an “MSU Club” is a privilege based upon observance of certain procedures and acceptance of certain responsibilities. It follows that this privilege can be withdrawn if these procedures are neglected or responsibilities abrogated by the organization or group.

5. Responsibilities of an MSU club • To maintain a positive image of not only your club but the MSU as well. Follow the Student Code of Conduct! • To maintain your club and run it to the best of your ability. Be aware of all policies that apply. • As an exec, you are setting an example for all the general members of your club. Please be informed and responsible!! • Always check the clubs website www.msu.mcmaster.ca/clubs • Always check mailboxes, emails, and keep lockers/offices clean

6. Privileges of being an MSU club • Room Bookings • Use of MSU bulletin boards • Use of the MSU name • Funding from the MSU and the Student Services Committee • Use of Compass Information to sell your tickets (at a reasonable rate of 3%)*, or advertise your event free of charge • Have a mailbox/office/locker in ClubSpace • Have risk management liability for events (as per policy) • Advertise events on the MSU Page (listserv) in The Silhouette, and Public Service Announcements on CFMU-FM 93.3 free of charge • Do billing and credit at the Underground *3% covers cost of staff labour, organization and administration re: ticket handling, counting and processing.

7. Who can be a club member? • Membership in clubs shall be open to all MSU members. • [Except where it jeopardizes the integrity of the club’s purpose, as determined by the Clubs Administrator in consultation with said club’s executive.]   • Non-MSU members (part-time or grad students, staff, community members) • May hold club membership upon invitation of the club • May not hold executive office, or any position which gives them the authority to expend MSU Club funds. MSU membership = Full time (18 units+) Undergraduate student

8. ClubSpace • ClubSpace is located in MUSC Room 215 and is a general and positive space for ALL club members to meet in and discuss club business. • Contact the Clubs Administrator to book out the general ClubSpace or either 215b, 215c for a club meeting. • Daily bookings are posted in the Clubs Admin office window Always open, never closed

9. ClubSpace can be used for… • Brief Club related meetings • Preparations for events • Special events and meetings (book with Clubs Admin) • A meeting spot to gather before moving to a room or event • Studying • Friendly chit-chat • OR anything that adds to the inclusion of all students using the space

10. Club Office Space Lockers 9 offices x 3 clubs = 27 club office spaces Office Space Application and Lottery process • Applications Due: Friday September 23, 2011 • Office Hours Negotiated among groups sharing the space Clubs without offices have priority • Lockers will be assigned by the Assistant Clubs Admin. The size of locker will be given based on use and need described in your application • Applications are Due: Friday September 23, 2011 • Sign locker contract • $10 refundable lock deposit • Locks provided and managed by Clubs Admin

11. Mailboxes • Every club will receive a mailbox • Assignments posted next to mail boxes and online • Check your mail on a weekly basis • Boxes are not secure (open area) • Mailing Address: Your Club Name c/o MSU Clubs Administrator MUSC 215, McMaster University 1280 Main Street West, Hamilton, Ontario L8S 4S4

12. Email Addresses • Each club has a McMaster e-mail address • Provides continuity • Login at http://univmail.mcmaster.ca • Login is the alias (part before @) • Password: New clubs received password in summer. Returning clubs use the same password as last year. • Keep password secure! • Only the McMaster email address are considered official • Listed as contact email for club on MSU website • All communications from the Clubs Admin will be through this email • Can be redirected but must log in at least once a month! • Having problems? Contact Clubs Admin

13. Finances • McMaster Students Union is a not-for profit organization • Therefore so are clubs • The MSU is not charitable, and neither are its clubs • Charitable receipts are not available • We must be Transparent and Accountable • Clubs may be subject to audits by the MSU • All transactions must be accounted for with receipt • All money raised by the club must go to its programming or directed to a charity • It’s important to manage all your bills and make timely payments • Payments to establishments and companies are made through the club bank account. • Clubs are responsible for all of their own finances. Any debt becomes the executive’s. • Therefore it is in your best interest to be financially responsible The MSU assumes no responsibility for financial debts incurred by a Club.

14. MSU Funding The MSU has funds directed to the support of club activities. Unfortunately, this funding is not unlimited. Therefore, this funding must be secondary to funds raised from membership fees, ticket sales, sponsorships, etc. • New and probationary clubs: maximum $100 • All other clubs are considered on an individual basis • Clubs must submit budget requests for the 2011-2012 academic year by ***September 28th ***. • To be submitted electronically (.xsl file) saved with club name

15. Sample Budget Request Form

16. Allocation of funds • Clubs will be notified of their budget allocation in early-October 2011 • Higher allocations are given to budgets that show:- larger and more expensive events - events/activities that generate greater exposure for your club, the MSU, and McMaster - collaborative events with other clubs - greater fundraising from other sources. **Submitting a false budget to be allocated more funds will result in loss of all funding

17. Claiming Money • Grants are paid out on a reimbursement basis only (no advances) • To get reimbursed for an event clubs MUST submit: • A completed claims form • Attach all original receipts • (store, items, paid) • Proof the event has taken place • Submission must be made by no later then Wed April 19th 2012 • No claims can be made for salaries, monetary gifts, alcohol or miscellaneous items not recognized as necessity • Receipts must match items from the original request

18. Claims Form- Sample MSU Club Claims Form Club Name: _________________________ Club President: ______________________________ Signature: __________________________ Club Treasurer: _____________________________ Signature: __________________________ Date Submitted: _______________________ Bank & Account Number: ______________________________

19. Cheques for Clubs • Clubs will hand in their receipts along with the claim form to the Club Administrator who then submits the request for reimbursement to the MSU Accounting office • Cheque requests are submitted to accounting every 2 weeks (on Wednesday) • Club reimbursements will only be made payable to the club’s name (not in an individual’s name) • therefore they must be deposited into the club’s bank account • Cheques are available for pickup in the accounting office (MUSC 201) • the person picking up the cheque (executive of the club) will have to sign for the cheque • Cheques are valid for 6 months only. After that they become stale-dated and are not re-issued. • There are no direct deposits to club bank accounts • The MSU’s financial year ends on April 30th, funds not claimed before that date will not be available the next year

20. Clubs Banking • MSU Club banking done at CIBC in Westdale • Non-personal chequing accounts • Two signatures minimum • New accounts or Change signing on existing accounts • Fill out a form and include all signatures • Submit to Clubs Admin for signature • New Signing officers will take the completed form to the bank • 2 pieces of ID, one with photo (student card not valid)

21. MSU Accounting Office • Located in MSU Main office (MUSC room 201) • For work done at the Underground or for advertising placed in the Silhouette, you are able to set up a charge account. • Charge Account Application available on the clubs website • Clubs are responsible for paying their own accounts. • All of these charge accounts must be paid in full by the end of each term. Clubs with outstanding balances will not be allowed to charge work in the following term or receive any reimbursement cheuqes while their account is outstanding

22. Special Project Funding • For projects and events that promote clubs and the MSU to the public and are developed through the collaboration of several clubs • Application form available online • Must be submitted at minimum a month before event * Claim Special Projects Funding in the same way as clubs funding *

23. Student Service Program Support Fund • Funds allocated by the Student Service Committee for MSU club events. • All MSU recognized clubs can apply. • Activities to be funded must have significant educational/cultural value and be of interest and benefit to McMaster students/faculty/staff. • All applications must be submitted in writing to the Office of the Associate Vice-President (Student Affairs) and Dean of Students by the advertised dates. • Applications for events to be held in term 1 are due September 30th.

24. Event Planning • Research • Past, Goals, Needs… • Design • Creative, Theme, Audience • Plan • Time line, Budget, Manage Risks, Promote, 5Ws • Coordinate • Day of activities, Religious Holidays • Evaluate • Participants, volunteers, reflection, documentation

25. Space Bookings • MUSC • Conference Services • University Club • Health Sciences Centre, Wentworth House, & Institute of Applied Health Science • ClubSpace • Off-Campus

26. MUSC – follow them on twitter @musc_mcmaster • Booking Requests • Must be done online at musc.msumcmaster.ca • Privilege forms must be submitted BEFORE any booking requests are processed. • Cancellations • 24 Hour Notice • Catering • All catering has to be provided by Paradise Catering (catering@mcmaster.ca) • EOHSS Forms needed for the following • Room 311, 313, 318 • CIBC Hall, Marketplace, MUSC/Mills Plaza, 3rd floor lounge and Terrace • Club Tables • Bake sale tables • Meeting Rooms • Special Event Rooms • Charity Fridays • First one to be held on Friday October 21st. Applications due October 7th by 4:00pm

27. Risk Management. • Every event must have risk evaluated • It is your responsibility as an event planner and as a Student Leader to evaluate all potential risk • Student Code of Conduct • Student Event Approval form must be submitted at LEAST 7 days prior to event/meeting • Access this form online through the clubs website

28. Risk Management Forms

33. Online System • Access the Risk Management Form online at studentevents.mcmaster.ca • Must send request email to Clubs Admin to receive PIN • Email request must be sent from McMaster email address • Paper forms can still be used if problems occur

34. Office of Human Rights & Equity Services (HRES) Presented by Raihanna Hirji-Khalfan, Accessibility Specialist September 13, 14 & 15, 2011 Planning for Accessibility & Inclusion: A Checklist H R S E

35. About Office of Human Rights & Equity Services (HRES) • Accessibility & Inclusion • Checklist • HRES Contact Details AGENDA

36. About the Office of Human Rights & Equity Services (HRES)

37. About HRES HRES works with campus community members to ensure that McMaster is a community where all students, staff and faculty can learn, work and live in an inclusive and barrier-free environment that fosters equality, respect and accessibility.

38. HRES Program Areas • Human Rights Program • Harassment • Discrimination • Bullying • Equity Services Program • Proactive Education • Workshops • Partnerships • Accessibility Program • Accessibility for Ontarians with Disabilities Act (2005) • Coordination of University-wide accessibility initiatives • Accessibility Resources

39. Accessibility & Inclusion

40. Physical Integration Social Acceptance INCLUSION

41. The Checklist

42. Planning for Accessibility & Inclusion • Budget – forecast accessibility costs • Scheduling – consult Faith and Spirituality Day Calendar and provide sufficient notice of event • Getting to Event– route is accessible • Meeting Facility & Space – obstacle free

43. Planning for Accessibility & Inclusion • Registration – identify needs i.e. dietary, prayer, scent-free, disability etc. • Signage – clear wording and design • Advertising & Promotion – positive images, respectful language, accessibility promotion • Menu – variety of options

44. Planning for Accessibility & Inclusion • Serving Alcohol – cognizant of personal/religious observances • Activities – relevant to a diverse range of students • Volunteers – available, identifiable, training, representative • Evaluation – tips on how to improve

45. FEEDBACK! QUESTIONS, CONCERNS, COMMENTS

46. Office of Human Rights & Equity Services McMaster University Student Centre (MUSC) Second Floor, Room 212 (905) 525-9140, Extension 27581 hres@mcmaster.ca www.mcmaster.ca/hres

47. THANK YOU!!

48. Film Showing on Campus • The MSU has two licenses! They are as follows: • http://www.acf-film.com/ • http://www.criterionpic.com • Films not found here i.e.. documentaries or independent films can only be shown with permission from the director or film/distribution company. • A completed Film Event Form MUST be submitted with EOHSS forms.

49. Film Event Form

50. Booking a projector • The Clubs Department now has a projector! • Free of charge to rent • Email the Clubs Administrator at clubs@msu.mcmaster.ca • First come First Serve Basis • If the projector is not available you can always rent one from AvTek (av@msu.mcmaster.ca)