Clubs & Course Unions

TABLE REGISTRATION FOR CCU DAYS:

Hello Clubs and Course Unions! Starting on December 19th at 12pm registration for table will be open for CCU Days occurring January 15-16. Please ensure to fill out all of the information below ASAP and note that tables will be provided on a first come, first serve basis. You will need to be ratified to attend so please ensure to submit a registration form by January 3rd (midnight) and attend the first Council meeting on January 6.

LINK TO TABLE REGISTRATION: https://forms.gle/X8DTTYtBTd98skXB9

If you have any questions or just want to chat about Clubs, Course Unions, or FSS please reach out to Hemal at affairs@uvss.ca or swing by his office hours

Tuesdays from 12-1pm

Thursdays from 1-2pm

located across from Munchie Bar in the UVSS Board of Directors offices.

Upcoming Council Meeting

Monday, December 9th, 2024

This is the fourth and final meeting of the year

No funding allocated at this meeting.

Council Zoom Link
Click above to join the meeting!
Course Union Agenda
Council Meeting Time: 11am
Clubs Council Agenda
Council Meeting Time: 1pm
SVP Training - Asynchronous
At least one executive member complete this training by NOVEMBER 15th

UPDATE ON SVP TRAINING (15/10/2024):

We are excited to announce you can now access Sexualized Violence Prevention training via the following link:

Tools for Change: Preventing Sexualized Violence at UVic – Asynchronous Version

As we want to ensure that all Clubs and Course Unions have ample time to have at least one executive member complete this training, the deadline will be NOVEMBER 15th. A reminder that the completion of this training is mandatory in order to receive funding and be ratified with the UVSS

Clubs

- The UVSS has more than 200 active clubs, which add to our dynamic and lively student community.
- There are also 25 sports and recreation Vikes Recreation Sport Clubs, which you can find more information about on the Vikes website

All active clubs and their respective meeting times are listed within the spreadsheet below:

List of active Clubs and Course Unions (September-December)

Club Registration and Starting a New Club

- At the beginning of every term, Clubs must submit a Club Registration Form by the Friday before the first Clubs Council meeting of that term. They must also send a representative to this first meeting. If the Club is ratified at this meeting, the Club is considered active and is eligible for funding. If a Club is ratified at any other meeting in the semester, they are considered active but have missed the deadline to receive funding.
- If a Club does not both fill out a registration form and have a representative attend a meeting, and does not do this process for more than two semesters in a row, they are officially inactive and are not eligible for funding.
- If an inactive Club wishes to become active, they must follow the process of starting a new Club.
Starting a New Club
- If you want to start a new Club, the first step is to ensure that there are not existing Clubs with the same purpose. You can find a list of current Clubs here. Next, you need to sign up at least 10 UVic students to your new Club and fill out the Club Registration Form. Lastly, a representative of your Club must attend a Club Council meeting to ratify your Club. If you have any questions about this process, contact the Director of Student Affairs (affairs@uvss.ca)
- To be eligible for funding, a new Club must conduct the above steps the Friday before the first Clubs Council meeting at the term. For their first active term, all new Clubs are eligible for half funding. Upon their second term as an active Club, they are eligible to receive full funding.
- Example constitution within Clubs Policy – Appendix A

Course Unions

Course Union Handbook

- Over 30 different Course Unions represent UVic’s academic departments. Membership is open to students registered in any class of that department. Course Unions plan academic events and social activities related to their area of study. Ask your department if there is a Course Union for your field of study.

List of active Course Unions (September-December)

Course Union Registration and Starting a New Course Union

- At the beginning of every term, Course Unions must submit a Course Union Registration Form by the Friday before the first Course Union meeting of that term. They must also send a representative to this first meeting. If the Course Union is ratified at this meeting, the Course Union is considered active and is eligible for funding. If a Course Union is ratified at any other meeting in the semester, they are considered active but have missed the deadline to receive funding.
- If a Course Union does not do the above process for more than two semesters in a row, they then revert to a new Course Union if they choose to register again. This means they need to follow the same process as starting a new Course Union.
Starting a New Course Union
- To create a new course union, contact the head of your department to make sure there isn’t already a Course Union for your area of study. You can also check the list of active Course Unions.
- If there isn’t one, and you’d like to start up a Course Union in your department, please fill out the Course Union Registration Form and contact the Director of Student Affairs (affairs@uvss.ca).
Course Union Constitution
- To be a ratified course union you must have a constitution that complies with Course Union policy, when you register your Course Union each semester you will have the opportunity to upload a copy of it
- Examples:
  - PDF Constitution
    - Director of Academics should be changed to Director of Student Affairs*
  - Word Constitution
    - Director of Academics should be changed to Director of Student Affairs*

Faculty Student Societies (FSS)

- The UVSS has four Faculty Student Societies (FSS), which act as quasi-autonomous societies representing the interests of students in their particular faculty.
- The four FSSs are: Commerce, Education, Engineering, and Law.
- FSSs are eligible for all the same funding as Course Unions. Their members also pay a separate fee levy towards their respective FSS as follows:
  - Commerce – $50 per semester
  - Education – $7.50 per semester
  - Engineering – $30 per semester
  - Law – $170 per semester

Please contact Hemal at affairs@uvss.ca for FSS contact information.

Authorised Sexualized Violence Prevention Workshops for Executives

In order to be eligible for ratification, at least one executive member of all Clubs and Course Unions must complete a following sexualized violence prevention workshop:

UPDATE ON SVP TRAINING (15/10/2024):

As we want to ensure that all Clubs and Course Unions have ample time to have at least one executive member complete this training, the deadline will be NOVEMBER 15th. A reminder that the completion of this training is mandatory in order to receive funding and be ratified with the UVSS.
Tools for Change: Preventing Sexualized Violence at UVic – Asynchronous Version
If you have completed approved SVP training (or are unsure if it is approved) within the past 2 calendar years then email affairs@uvss.ca with the relevant info!

Please note the date and name of the workshop you complete for your registration. We also ask that this training is updated yearly.

Policy Pertaining to Clubs, Course Unions, and PDUs

Please visit the Policy & Bylaws Page for:

Clubs Policy
Course Union Policy
Issues Policy
Safer Spaces Policy
UVSS Constitution & Bylaws

Clubs and Course Union Fees

Clubs & Course Unions are funded through student fees and receive a stipend from the UVSS every semester. They are free to join and are open to all students!
- Full-time Undergraduate Students: $2.50
- Part-time Undergraduate Students: $1.25
- Grad Students (regular & distance): $0.50

You can find a full breakdown of student fees here.

Club Complaints

Written complaints regarding clubs and/or club members can be submitted to the Director of Student Affairs (affairs@uvss.ca). They will be reviewed to determine if they disclose a breach of Clubs Policy and/or any UVSS policy. Those that disclose on their face, a basis for consideration will receive further attention.

To submit a complaint please fill out the attached form and name a clear complainant (*anonymous complaints will not be considered).

Nothing in the UVSS complaint processes limits club members, and/or the UVSS Executive members rights to seek outcomes through the University of Victoria policies if appropriate. The Director of Student Affairs has the discretion to make the appropriate referral depending on the complaint received.

Please read the full complaint process on pp.10-11 in Clubs Policy.

Download the form here

Clubs complaint form-Updated.docx

Funding

Club and Course Union funding is deposited in the Club’s or Course Union’s account and can be used to pay for any expenses except liquor or gift cards. Funding remains in your account until the end of the fiscal year in April, at which point it is rolled over into either the joint Clubs account or the joint Course Unions account. The only funds that do not roll over are those in trust accounts.

All funding applications are due the Friday before the first Clubs Council meeting and the second Course Union Council meeting of the term. For more information on deadlines, read Important Dates below.

Submit funding applications:

By using the online form below
By drop-off at the Info Booth Mon-Fri 10AM – 3PM

Base Funding (Clubs and Course Unions)

The Club/Course Union must have a representative attend the first Clubs/Course Union meeting of the semester. This is when all base funding is allocated. A representative may be any member of the Club/Course Union.
For Clubs: The amount of base funding received depends on the number of Clubs there are, but is usually between $50-$100 per Club.
For Course Unions: The amount of base funding received depends on the number of Course Unions there are and can vary, but is usually between $200-$300 per Course Union.
All Clubs and Course Unions that are ratified at their council’s first meeting of the term receive this funding, which is deposited into the budget account.

Here are meeting agendas + minutes of this process in action.

Course Union Council – Agendas + Minutes
Clubs Council – Agendas + Minutes

Special Projects Grant (Clubs)

Only active Clubs can receive Special Project Grants (SPGs). Each Club can receive a maximum of $1,500 every year (May 1 – April 30), and each individual application can only be for a maximum of $600.
SPG money must be spent in the semester it was received, and will not roll over past the first Clubs Council meeting of the next term.

To apply, submit a Special Project Grant Application form the Friday before the first Clubs Council meeting of each term.

Here are approved SPG Applications for May-August 2024.

Travel Pool (Clubs, Course Unions & UVic Students)

These funds may be used for any travelling that your Club, Course Union, or a student not associated with a Club or Course Union plans on doing.
- Applications are restricted to academic conferences or events that are not hosted by a religious group or political party.
The Travel Pool grants may give up to: $100 for individuals and $300 for groups of three or more individuals. Anything over this amount must pass a 2/3 vote at Course Union Council.
Individuals or group representatives must attend the Course Union Council meeting where their application is considered

To apply, submit a Travel Pool Application the Friday before the second Course Union Council meeting of each term (see below for Important Dates).

Here are approved Travel Pool applications for May-August 2024.

Academic Funding (Course Unions and FSS)

Academic Funding is available to groups to host events relevant to the group’s academic community, on campus or in the greater Victoria area.
This funding cannot be used to host events by religious groups or political parties.

To apply, submit an Academic Funding Application the Friday before the second Course Union Council meeting of each term (see below for Important Dates).

Here are approved Academic applications for May-August 2024.

Publication Funding (Course Unions and FSS)

Publication funding can be used to publish publications of any sort, including journals, zines, compilations, and more.
Publication funding cannot be used towards religious or partisan publications.
Publication funding of $500 or more must pass by a 2/3 vote at Course Union Council.
Upon publication, please submit a copy of the publication to the Director of Student Affairs.

To apply, submit a Publication Funding Form the Friday before the second Course Union Council meeting of each term (see below for Important Dates).

Here are approved Publication applications for May-August 2024.

Trust Accounts

Upon ratification, a trust account (0200) is opened for each Club and Course Union. A trust account is essentially a savings account. Clubs and Course Unions are encouraged to fundraise and deposit these funds into their trust account. This is the only account in which Clubs and Course Unions are allowed to make deposits.
The funds in trust accounts are the only funds that are not emptied at the end of April (end of fiscal year).

Cheque Requisitions

Submit your completed cheque request and itemised receipts here
All Club and Course Union funding must be accessed through cheque requisitions. After you buy a good or service for your Club or Course Union, submit a cheque req form with itemized receipts and invoices to receive reimbursement through a cheque from the UVSS. The only things you cannot be reimbursed for are alcohol and gift cards.
Cheque Req Forms are available online, in the General Office, and in the Board of Directors Offices.
Here is a sample Cheque Req Form to get you started!
- Submit a cheque req by Tuesday at 3 p.m to receive a cheque by Friday of the same week (if everything is filled out correctly).
- Cheques will be held at the General Office for pick-up for six months. If they are not picked up during that time, there will be a $5 reissuing fee.

See the Cheque Req page for more info!

If you have guest speakers and are giving them an honorarium, use this honorarium form.

Deposits

Deposits can only be made to your Trust Account (0200)
- Please ensure you indicate your 0200 account on the form
To make a deposit, fill out a deposit form in the General Office.

If you have received a donation, the cheque must be payable to The University of Victoria Students’ Society, NOT the name of your Club or Course Union. Put the name of your Club or Course Union in the memo.

How to Check Balance

Check your Club’s or Course Union’s balance or email the Director of Student Affairs at affairs@uvss.ca
For a record of transactions, submit an account summary request form available in the General Office. This must be filled out by a signing authority and submitted to the accounting office. Please allow for a two-day turnaround for account summaries.

Signing Authorities

Signing authorities are the legal stakeholders of your Course Union or Club and assume responsibility for the finances and liability of your group.
Signing authorities must be updated every semester through email to the Director of Student Affairs.
Signing authorities are the only members of your Course Union or Club who have the authority to book rooms, request account summaries and expense reimbursements, and deposit funds, among other things. Each Course Union and Club is required to have two signing authorities, but may have up to three.
- All signing authorities must be UVic Students
For Course Unions, signing authorities are outlined in the constitution.
You can update your signing authorities at the beginning of every semester when you register. At any other point in the semester, contact the Director of Student Affairs.

Cheque Requisitions

Online Submission Form - Click HERE

Cheque Requisition Form

All itemized receipts MUST be attached. If an itemized receipt is not possible, attach an itemized invoice with the Club/Course Union or member name, items purchased, date, total amount, and business/merchant contact information.

Documentation

Upload COMPLETED Cheque Request Form(Required)

Drop files here or

Max. file size: 100 MB.

Make sure it is signed!

Upload ITEMIZED receipts(Required)

Drop files here or

Max. file size: 100 MB.

If an itemized receipt is not possible, attach an itemized invoice with the Club/Course Union or member name, items purchased, date, total amount, and business/merchant contact information.

Upload Honorarium form

Drop files here or

Max. file size: 100 MB.

Contact Information

Your Email(Required)

Your Name:(Required)

First Last

Verification

I verify that....(Required)

I am a signing authority of the respective Club/Course Union requesting reimbursement

That the cheque request is FULLY completed

I have attached ITEMISED receipts

CAPTCHA

Post Custom Field

Room & Equipment Booking

For room, equipment, and table bookings in the SUB, please complete the Room & Equipment Form.

Room Booking in the SUB

UVSS Clubs and Course Unions are able to book spaces in the SUB for free.
For Felicita’s bookings, contact the Felicita’s Manager (manager@felicitas.ca)

Room Booking at UVic

Clubs, Course Unions, PDUs, and advocacy groups must be ratified and have at least one signing authority prior to requesting rooms
Rooms, indoor table bookings and Simpson Property requests can be reserved online
- Note: when booking space for bake sales – it is only the space you’re booking, a folding table can be booked via the UVSS online booking system here.
Outdoor space bookings can be requested here.
Please allow a few days for turnaround following your club/course union’s ratification.

For UVic recreation rentals including field rentals and gymnasium please contact Vikes Recreation at atrsbook@uvic.ca.

Equipment Booking

Resources Available to Clubs and Course Unions in the SUB:
- A projector + screen
- Tables
- Tents
- Square reader
- Clubs speakers are available for checkout at the General Office.
- Pinback buttons – Want to make some swag for your Club? You can now book 1”, 1.5″, and 2.25” button making machines at Zap Copy for free! Button parts are sold individually. Visit zapcopy.com or email zaporders@uvss.ca for details.
- Zap account – Need printing or stationery supplies? Signing authorities can have Zap Copy products and services billed directly to your Club or Course Union account so you don’t have to pay out of pocket!
- Lockers – to receive a locker or update your lock information, please email: affairs@uvss.ca
  - Please empty and return keys by the date indicated on your waiver when you collected your key. All materials left behind will be donated in order to allow for new locker assignments.
- Mailboxes – Please contact the Director of Student Affairs. Please do this if you intend on receiving a lot of mail.

Lockers in the SUB

All UVSS clubs and course unions are able to reserve and use a storage locker located in the basement of the SUB, subject to availability. Clubs and Course Unions may not use their locker privileges for purposes that would violate Clubs, Course Union, Room Booking, and/or other University or UVSS policies or to secure space for other organisations that plan to conduct non-club related business.

Clubs and Course Unions will receive one key to the locker which will be signed out by a signing authority.
- Failure to return keys will result in a charge to the club/course union
- Storage lockers must be renewed every year.
- Vikes Clubs may not reserve or use storage lockers.
Locker Sign up here
- Once you will fit out the form a signing authority from your club/course union will need to go to the General Office located in the SUB to sign out the key- please bring your one card.

Important Dates

Important decisions like funding, ratification (active status), and policy are all passed at Clubs Council and Course Union Council. If you want to start a new club or course union, will represent your group at Club Council or Course Union Council Council, or are an executive for a club or course union, it is important that you know these dates!

Here’s the schedule for 2024-2025!

LINK TO ZOOM CAN BE FOUND AT THE TOP OF THIS PAGE!

Course Union Council will be held at 11:00 am and Clubs Council will be held at 1:00 pm via Zoom on the following dates:

Important Dates	What you need to prep:
Monday, May 13, 2024 1st Council meeting of Summer semester	Registration forms are due midnight on Friday, May 10. Special Project Grant applications are due midnight on Friday, May 10.
Monday, June 3, 2024 2nd Council meeting of Summer semester	Academic, Publication, and Travel Pool applications are due midnight on Friday, May 31st.
Monday, July 8, 2024
Wednesday August 14, 2024
Friday, August 23, 2024	Last day to submit summer cheque requisitions at 9am
Monday, September 9, 2024 1st Council meeting of Fall semester	Registration forms are due midnight on Friday, September 6. Special Project Grant applications are due midnight on Friday, September 6.
Wednesday & Thursday, September 11-12, 2024	Clubs and Course Union Days
Monday, October 7, 2024 2nd Council meeting of Fall semester	Academic, Publication, and Travel Pool applications are due midnight on Friday, October 4th. No SPG or base funding allocated.
Monday, November 4, 2024 3rd Council meeting of Fall semester
Monday, December 9, 2024 4th (and final) Council meeting of Fall semester
Friday, December 13, 2024	Last day to submit fall cheque requisitions at 9am
Monday, January 6, 2025 1st Council meeting of Winter semester	If you are seeking base funding or want to be ratified, you must submit a Registration form by midnight on Friday, January 3. Special Project Grant applications must be submitted by midnight on Friday, January 3. and will be considered at this meeting.
Wednesday & Thursday, January 15-16, 2025	Clubs and Course Union Days
Monday, February 3, 2025 2nd Council meeting of Winter semester	Academic, Publication, and Travel Pool applications are due midnight on Friday, January 31st. Registration forms are due Friday, January 31st No SPG or base funding allocated.
Monday, March 3rd, 2025
Monday, April 7, 2025 4th (and final) Council meeting of Winter semester
Friday, April 18th, 2025	Last day for spring Cheque Requisitions is April 18th at 9am. *Base funding/any special funding will not rollover into the Summer semester

Agendas and minutes can be found here.