Council Zoom Link
Click above to join the meeting!https://uvic.zoom.us/j/82709621283?pwd=S1wAA4H2M4oEqw2PYlYhktzwT1PPyH.1
If you have any questions or just want to chat about Clubs, Course Unions, or FSS please reach out to Katie at affairs@uvss.ca or stop by during office hours:
Tuesdays from 3:30-4:30pm
https://uvic.zoom.us/j/89243280253 Thursdays from 1-2pm
https://uvic.zoom.us/j/84119594753
located across from Munchie Bar in the UVSS Board of Directors offices.
Upcoming Council Meeting
Monday, July 7th, 2025
This will be our Third council meeting of the summer semester. In Course Unions council (11 am) reviwing proposed amndments to Course Unions Policy. In Clubs council (1 pm) we will be ratifying any clubs that were unable to attend our first meeting and reviwing proposed amndments to Clubs Policy.
SVP TRAINING:
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
A reminder that the completion of this training is mandatory in order to receive funding and be ratified with the UVSS
Clubs
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- The UVSS has more than 150 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:
Club Registration and Starting a New Club
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- At the beginning of every term, Clubs must submit a Club Registration Form by the Monday 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
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- 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.
Course Union Registration and Starting a New Course Union
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- At the beginning of every term, Course Unions must submit a Course Union Registration Form by the Monday 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*
- PDF Constitution
Faculty Student Societies (FSS)
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- 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 Katie 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 (12/5/2015):
- 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 June 2nd. 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.
Clubs complaint form-Updated.docxFunding
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 Monday 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-$150 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-$350 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.
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 Monday before the first Clubs Council meeting of each term.
Here are approved SPG Applications for May-August 2025.
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 Monday 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 Monday 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 Monday 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.
- Fillable Cheque Req Form
- 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).
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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.
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.
- First get a locker contract by emailing affairs@uvss.ca
- After filling out the contract, fill out the locker form 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 12, 2025
1st Council meeting of Summer semester |
Registration forms are due midnight on Thursday, May 8.
Special Project Grant applications are due midnight on Thursday, May 8. |
| Monday, June 2, 2025
2nd Council meeting of Summer semester |
Academic, Publication, and Travel Pool applications are due midnight on Monday, May 26. |
| Monday, July 7, 2025 | |
| Monday August 4, 2025 |
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| Friday, August 15, 2025 | Last day to submit summer cheque requisitions at 9am |
| Monday, September 8, 2025
1st Council meeting of Fall semester |
Registration forms are due midnight on Monday, September 1.
Special Project Grant applications are due midnight on Monday, September 1. |
| Wednesday & Thursday, September 10-11, 2025 | Clubs and Course Union Days |
| Monday, October 6, 2025
2nd Council meeting of Fall semester |
Academic, Publication, and Travel Pool applications are due midnight on Monday, September 29th.
No SPG or base funding allocated. |
| Monday, November 3, 2025
3rd Council meeting of Fall semester |
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| Monday, December 8, 2025 4th (and final) Council meeting of Fall semester |
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| Friday, December 6, 2025 | Last day to submit fall cheque requisitions at 9am |
| Monday, January 5, 2026
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 Monday, December 29.
Special Project Grant applications must be submitted by midnight on Monday, December 29. and will be considered at this meeting. |
| Wednesday & Thursday, January 14-15, 2026 | Clubs and Course Union Days |
| Monday, February 2, 2026
2nd Council meeting of Winter semester |
Academic, Publication, and Travel Pool applications are due midnight on Monday, January 26th
Registration forms are due Monday, January 26st No SPG or base funding allocated. |
| Monday, March 2rd, 2026 | |
| Monday, April 6, 2026
4th (and final) Council meeting of Winter semester |
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| Friday, April 10th, 2025 | Last day for spring Cheque Requisitions is April 11th at 9am.
*Base funding/any special funding will not rollover into the Summer semester |
Agendas and minutes can be found here.