How to get involved with AUSU and Campus Affairs

Transcription

1 How to get involved with AUSU and Campus Affairs

2 Clubs are groups of students that share the same interests, but are not necessarily in the same academic program. All Clubs must be open to all students who wish to join, with no restrictions.

3 Banking services Free of Charge Bank Account, Bank Withdrawal, Bank Deposits & Cheque processing Event/Fundraising support including the ability to book information booths for fellow students AUSU Executives & Staff as a resource Access to AUSU contacts Free printing, copying, fax and mailing Poster & Campus Advertising/Mail-out privileges Free Locker in the CC Building $250 Annual Club funding grant Invitations to attend workshops & training sessions through AUSU Website presence Eligibility to apply for additional club funding through the new AUSU Bursary Fund Accommodations to participate in Club Day

4 The executive committee shall be comprised of four (4) elected officers: President Oversee the operations, management and success of the group Be the spokesperson for the group Hold signing officer authority along with the Treasurer for financial purposes Preside over board meetings as well as general meetings Ensure transition of office to the future Executive Vice-President Assume duties of the President in their absence Oversee the various committees Ensure that all the activities of the club meet regulations and policies of Algoma U Coordinate organizational recruitment efforts

5 Secretary Make a list of all registered members Maintain the web sites and member contact list Record notes and motions for meetings Notify all members of meetings Handle official correspondence of the organization Treasurer Record all financial transactions of the group Hold signing officer authority along with the President for financial purposes Maintain a budget of income and expenses along with receipts Advise members on financial position of the group Prepare an annual budget for the group as well as budgets for specific events The group may appoint Directors or Coordinators for various committees such as social committee, publicity committee, and so on; however, such positions do not hold executive decision making authority.

6 Have a minimum of 5 members including the Executives. No Club shall limit its membership on the basis of age, color, creed, disability, ethnic origin, gender, race, sexual orientation or social status. All Clubs are required to operate in accordance with AUSU by-laws, policies and procedures, Algoma University Policies and Code of Conduct. Clubs will not take part in initiation activities of its members. All fundraising must meet all AGCO and Municipal Lottery regulations. When conducting a campus wide event, it must be inclusive for all Algoma University students.

7 Any and all funds collected by a Clubs through donations, fund-raisers, selling of goods, selling of tickets, etc. MUST be deposited into your Club account held at AUSU, with the exception of those already grandfathered in with stand alone accounts AUSU may call mandatory meetings for Clubs. The Club Executive will be notified in advance of such meetings. If the Club is not represented, they can be suspended until the Club submits in writing a request to be reactivated and is approved by AUSU. The Club will be reactivated when the AUSU Executive passes a motion to reactivate the Club.

8 1. Come to the AUSU Office NW103 to obtain a Club Recognition Form from the Office Coordinator or request one by Return the completed Club Recognition Form to AUSU for approval. 3. Upon approval, the Club will have 2-4 weeks to recruit a minimum of 5 members 4. You will require the following documents to complete the Club Recognition Process: Full Name of Your Club Description, mandate & purpose An updated copy of your club constitution (to be renewed annually) Up to date primary contact information (please provide two) List of Current Executives and/or Directors Membership Information

9 All new Clubs & Societies are required to use the account through AUSU for the purpose of withdrawing funds and depositing all funds raised Receipts/invoices must be provided to the AUSU when withdrawals are requested. Withdrawal Request Forms must be completed prior to submission Cheque processing requires 2-5 business days, providing all documentation, forms and signing authorities completed with accuracy Deposit/donation cheques must be addressed to AUSU An annual Club Audit (an official inspection of the account and transfer of funds) must be completed by April 30th of every academic year) Funds from inactive clubs will be held for a period of one fiscal year, and then at the discretion of the Board can be redistributed to the Club Bursary Fund or donated to the Food Bank, People s Garden or WUSC.

10 You do not share your deposited funds with other clubs. Each account balance is accounted for separately By request, you can make purchases through AUSU using the company card or cheques (stipulations apply) AUSU does not control your operating budget or tell you how to spend your club money Typically, bank fees are absorbed by AUSU and not deducted from your account Centralized banking is a standard requirement by most Student Union s to prevent loss of signing authorities and access to funds due to membership transitions

11 Clubs & Societies must adhere to AUSU Policies & Procedures and Algoma University Policies & Procedures. If a Chapter/Club does not operate in accordance with AUSU by-laws, Policies and Procedures, Algoma University s Policies, Procedures and Student Code of Conduct, AUSU retains the rights to: Remove posting (media/advertising) privileges affiliated with AUSU Deactivate bank account Limit Access to AUSU resources Possibly remove Club or Society

12 Purpose: For students to have the opportunity to support or join clubs on campus.. When: Wednesday, October 24 th, 2018 Where: Time: The Speakeasy 11am-2pm