UTSU Clubs Policy Overview
Click HERE to download the most recent UTSU Clubs Policies.
The Union must maintain a policy and mechanism for the recognition of campus organizations. For the purpose of this policy, all such organizations, wishing to use “University of Toronto Students’ Union” or “UTSU” in their names, and all groups wishing to access Union services and to participate in Union sponsored events, must first be recognized by the Union.
Union “members” are defined as University of Toronto Students’ Union (UTSU) members as outlined in UTSU By-Laws, unless otherwise specified. Campus club(s), group(s), and campus organization(s) are used interchangeably and only refer to St. George campus-recognized clubs.
The responsibility for the implementation of this policy is delegated to the Vice- President Campus Life, and/or their designate, as well as the St. George Clubs Committee (hereafter known as “Clubs Committee”). All administrative decisions to deny or withdraw recognition or funding will be reported regularly to the Clubs Committee for discussion and ratification. In the case of denial or withdrawal of recognition, a statement of reasons will be provided.
It is the responsibility of the Union to notify the previous year’s clubs listserv, the Arts and Sciences Students’ Union and the Engineering Society to reapply for recognition.
The Union will host at least one (1) Clubs Executive Training session in both the Fall and Winter terms and at least two (2) Club Executive Training sessions in the Summer term.
The Clubs Committee has the right to request an independent evaluation of a clubs budget or conduct an audit of a club if it wishes.
Union sponsorship recognition on all promotional and advertising materials regarding the event may be requested by the committee. Minimum fulfillment of the requirement will be the following: the display of the Union logo and the words “Sponsored in part by the UTSU, your Students’ Union” and the display of a Union banner and/or promotional materials at the event. It is the responsibility of the campus club to obtain said promotional materials from the Union.
Funding, services, and other support for campus clubs are a vital aspect of the operations and budget of the UTSU. As such, campus clubs are expected and encouraged to participate in the democratic decision-making processes of the UTSU, including, but not limited to, the UTSU Commissions and the UTSU Annual General Meeting.
Union recognized clubs must apply for recognition annually to maintain clubs status. The UTSU recognition period begins on April 1 and ends on March 1 of any given year. Recognition requires clubs to submit a completed clubs recognition form, a copy of the club’s current constitution and confirmation of having received Office of Student Life recognition.
Recognition of campus groups shall be assessed annually according to the following constitutional criteria:
1. The objectives and activities of groups seeking recognition should be seen as attempting to contribute to the educational, recreational, social or cultural values of the University of Toronto community.
2. Recognized clubs must uphold the Canadian Human Rights Code. This includes policies that uphold discrimination against race, national or ethnic origin, colour, status, creed religion, sex, sexuality, gender identity, gender expression, age, class, mental or physical ability or political orientation. This is not an exhaustive list.
3. Campus clubs must obtain recognition by the Office of Student Life, Arts and Sciences Students’ Union, or the Engineering Society prior to applying for UTSU recognition.
4. Recognized campus groups may not engage in activities that are commercial in nature. This is not intended to preclude the collection of membership fees to cover the expenses of the organization, charges for specific activities, programs or events, or to prohibit groups from engaging in legitimate fundraising and sponsorship. However, a recognized campus group cannot:
• Have as a major activity a function that makes it an on-campus part of a commercial organization.
• Provide services and goods at a profit when that profit is used for purposes other than to benefit the organization.
• Provide individual financial compensation to some or all of its officers/executives
5. Union recognized groups must have a minimum of 30 members, comprised of at least 50 per cent Union members.
6. The Union requires a club’s constitution to include:
• An organizational name
• An mandate/purpose
• An organizational structure (including executive structure)
• An definition of membership
• An election procedure
• An financial and administrative procedures The Union will provide constitution templates to groups on the Union website.
7. Union members must fill at least 75 per cent of leadership positions of a campus club.
8. If a club acts in a manner that is inconsistent with its constitution, the Union may revoke its recognition. The club may apply for recognition status at the start of the next academic year. Clubs will be given at least one month’s notice to make any necessary changes to avoid removal of recognition from the Union.
9. The Union will not recognize a club that replicates the function, principle, or name of another recognized club as determined by the Clubs Committee. A proposed club that bears similarities to another recognized club, but can provide proof of difference for the purpose of recognition, may appeal to the Clubs Committee as to why the proposed club should be recognized and be considered to receive funding.
10. Union recognized clubs should aim towards implementing the Union’s Sustainability Policy during club events.
11. UTSU Service Groups automatically receive access to clubs services excluding clubs funding.
CLUBS FUNDING GUIDELINES
The UTSU disperses clubs funding to campus clubs to cover operational costs for hosting campus activities. The Clubs Committee determines clubs funding. The UTSU offers five types of clubs funding: Funding Level One, Funding Level Two, Funding Level Three, summer-term and reconsideration. Applications for funding will be reviewed by the Clubs Committee on a first-come, first-served basis. Clubs are encouraged to apply early to avoid disappointment.
Clubs Funding Requirements
The Union’s Clubs Committee will assign funds to clubs in accordance with the established guidelines outlined below.
1. Any groups applying for funding must be a UTSU recognized club.
2. Groups receiving student levies are ineligible for clubs funding.
3. Initiatives that receive funding shall be done in such a way that they adhere to Section 4 of the UTSU Clubs Recognition policy, are not aimed at generating profit, and that they maintain a limited amount of corporate involvement.
4. A group has attended 100% of at least one Clubs Executive Training session.
5. Clubs funding is determined on a case-by-case basis. Relevant criteria include, but are not limited to:
• Projected participation rate of Union members
• The existence and/or significance of other funding sources
• Diversity of activities and programs
• Levels of outreach and promotion
• Past funding and receipts received
• Other criteria as determined by the Clubs Committee as they see fit
6. Each grant request shall include:
• A completed application funding form.
• An itemized budget and expense statement. The submitted budget must follow the UTSU budget template.
• Descriptions of events including sample promotional material, if available, from current or previous years.
• The current membership list of the group. This includes, but is not limited to, name, phone number, e-mail, student number, university status, program and/or faculty of each campus club member.
• When a campus club can demonstrate the need for anonymity of its members, a campus club may request bypassing membership lists.
7. The Union will generally not subsidize the following expenditures:
• alcoholic items and/or beverages
• capital assets, including, but not limited to:
• Electronic equipment
• business cards
• club apparel
• honoraria, personal compensation and gifts
8. Clubs must rely on non-Union funding sources for at least 50% of their total expenses for long-term or start-up application’s operating budget. Clubs must also rely on non-Union funding sources for at least 50% of the total campus club’s short-term or summer-term application’s event budget.
9. Failure to comply with the above guidelines in full will result in a group being ineligible for funding for a term determined by the Clubs Committee.
Funding Levels One, Two, and Three are intended for campus clubs that operate throughout the year, hosting multiple events with varying expenses and revenues. If this is the first year that a group is applying for UTSU clubs funding, or if they have not applied for clubs funding in the previous two (2) years, they must begin at Funding Level One.
To be eligible for Funding Level One a club must be recognized for the current year and must have attended a Clubs Executive Training prior to submitting a funding application.
Funding Level One allocations shall not exceed $1000.00.
The deadline to apply for Funding Level One is the first Friday of February in any academic year.
Refer to Schedule A
Funding Level One excludes:
• Funding Level Three allocations
• Funding Level Two allocations
• Multiple Funding Level One allocations
To be eligible for Funding Level Two a club must be recognized for the current year and must have attended a Clubs Executive Training prior to submitting a funding application. In addition, the group must have participated in at least one UTSU Commission.
• Additional 250 UTSU photocopy credits per term.
• 50% off the cost of a clubs banner through the UTSU Discounted banner Printing Service.
Funding Level Two allocations shall not exceed $5,000.00
The deadline to apply for Funding Level Two is the third Friday of January in any academic year.
Refer to Schedule A
Funding Level Two excludes:
• Funding Level Three allocations
• Funding Level One allocations
• Multiple Funding Level Two allocations
To be eligible for Funding Level Three a club must be recognized for the current year and must have attended Clubs Executive Training prior to submitting a funding application. In addition the group must have participated in at least one UTSU Commission, and have participated at the UTSU Annual General Meeting.
• Additional 500 UTSU photocopy credits per term.
• One (1) free club banner through the UTSU Discounted Banner Printing Service.
Funding Level Three allocations shall not exceed $15,000.
The deadline to apply for Funding Level Three is the third Friday of October in any academic year.
Refer to Schedule A.
Funding Level Three excludes:
• Funding Level Two allocations
• Funding Level One allocations
• Multiple Funding Level Three allocations
Summer-term clubs funding is intended for campus clubs that host events during the summer term. Funding is intended to provide an early reimbursement for clubs that are applying for Funding Levels One, Two, or Three later in the year.
To be eligible for summer-term funding the club must be recognized for both the previous and current clubs recognition period and have attended the previous year’s Club’s Executive Training.
Summer funding allocations shall not exceed more than $250.
The deadline to request summer funding is the first Friday of July in any given year.
Refer to Schedule B
Expenses must occur between May 1 and August 31 of any given year.
Upon reviewing all applications received in good standing, the Clubs Committee may revisit applications for Funding Levels One, Two, or Three that have submitted receipts totaling their allocation. Funding is intended to provide additional funds to clubs that have shown responsible use of Union funds and a need for additional financial resources in the fiscal year. Reconsideration funding is limited and shall not effect the campus clubs application in the following year. Funding is considered limited and not guaranteed to exist year-to-year within the clubs budget.
To be eligible for reconsideration funding, campus clubs must have produced receipts for the total funding allocated through previous UTSU clubs funding as well as produced additional receipts indicating financial need. Funding is allocated based on the remaining funds in the clubs budget.
Reconsideration funding has no maximum allocation.
The deadline to request or be considered eligible for reconsideration funding is the first Friday of March in any given year.
Refer to Schedule B.
Reconsideration funding cannot be used to increase a Summer-Term funding allocation.
Upon the approval of the Board of Directors, funding distribution will occur according to the following schedule and criteria:
70 per cent of the grant will be forwarded to the campus group. Each campus group that receives a grant must submit a final financial statement of account for the project funded, including receipts, pictures of the event if available and a brief description of the event within one month of the completion of the event. Upon receipt of this documentation, the group shall receive the final 30 per cent of the grant. However, should the group fail to comply with any of the guidelines in this policy; the second installment of the grant will be withheld.
50 per cent of the grant will be forwarded to the campus group. Each campus group that receives a grant must submit a final financial statement of account for the project funded, including receipts, pictures of the event if available and a brief description of the event within one month of the completion of the event. Upon receipt of this documentation, the group shall receive the final 50 per cent of the grant. However, should the group fail to comply with any of the guidelines in this policy; the second installment of the grant will be withheld.
40 per cent of the grant will be forwarded to the campus group. Each campus group that receives a grant must submit a final financial statement of account for the project funded, including receipts, pictures of the event if available and a brief description of the event within one month of the completion of the event. The second installment shall be issued once receipts have been submitted for 40 per cent of the allocation. The final and remaining 30 per cent of the installment will be received once all receipts are submitted. However, should the group fail to comply with any of the guidelines in this document; the second installment of the grant will be withheld.
Submission of receipts to receive balance of funding as per Schedule A must be received at the UTSU office by May 15 in any given year.
No clubs funding cheques that remain uncashed after 6 months and become stale-dated, shall be re-issued.
Distribution of funds is contingent upon the campus club providing 100 per cent of the receipts for their funding allocation.
UNITY THROUGH DIVERSITY
The Clubs Committee will also fund Unity Through Diversity, which will focus on campus engagement with different cultures and communities through collaborations that showcase our campus clubs.