Clubs & Course Union Days
The UVSS is hosting Clubs and Course Union Days September 15 & 16 from 10am til 4pm at the SUB . Come by the Michele Pujol Room, SUB Upper Lounge, and the Quad to find out what clubs, course unions, advocacy and affiliated groups exist! These are all groups ready to support you in academics, hobbies, sports, and culture.
Can’t join us in person? No worries, head to our Discord server to find your people!
Information for Club Execs about C&CU Days
- Tabling sign up form here for an in-person table. If you plan on being there both days, make sure to check each date individually.
- Have your materials ready to distribute. These may be club posters, flyers, handbills, and buttons. Materials are only allowed at your table and on the rolling tackboards (nothing on the walls or windows please)
- All materials distributed at the event are subject to UVSS policies and bylaws. Thus, no material that is discriminatory or constitutes harassment is allowed. Good vibes only please!
- It takes loads of energy to table the entire event. Try to have 2 people there always. You can trade two-hour shifts with a larger pool of group members to cover the whole 10am-4pm event. Pace yourself.
- Here is the link for C and CU Days Server.
- Since the link to the server is public, access is restricted (so that any new people who join the server cannot create channels and they won’t be able to send messages until the event starts). If you are a new member who is just joining the server, send me an email with your username and I will give you access to create your channel!
- On the Discord Server you will find a list of club categories on the left panel. Find the category that best suits your club, click the + sign on that category, and create a new channel with your club name (ex. Pizza Club). On your channel, make sure to include a brief description of your club and your social media links.
- Pro-tip: We love logos, old pictures you may have of your group, and upcoming events.
- Don’t worry about holding live zoom events/voice channels/etc. Just monitor your group space for any questions and reply over text.
- I strongly encourage breaking up the text into readable text blocks, using emojis (put them in your club name!), and to change your nickname in the server to something to do with your club (ex. Pizza Club President).
For UVSS Outreach
- For UVSS social media account
- TikToks + Stories + Reels
- Send us a 60-sec (max) vertical video of yourself explaining what you like best about your club, clips from activities you’ve done, or projects you have done with your club. It must be captioned! Due Sep. 10 Drop off through our Google Drive link here.
- Questions? Send Mariel an email at email@example.com
- TikToks + Stories + Reels
- VikeLabs Directory
- VikeLabs, a UVSS Club, created a webpage directory to better display all of our clubs and course unions. Your group’s details are included as soon as you register with UVSS. Make sure to send Mariel your logos at firstname.lastname@example.org
For UVic Social Media
- Get a high-quality candid photo (shows the club’s activity – not just group photos with no context. Ideally one person or a small group showing what the club does!) with a caption to https://campaign.uvic.ca/uvicclubs Due ASAP.
- Example: If a person is in the photo, include a little quote about the club in the person’s own words plus a descriptor of the club and how to get in touch/follow their insta account (ensure you write in the tags of everyone relevant handles)
- Questions about posting to UVic’s account? Reach out to Ali (she/her) at email@example.com.
Running a Club Checklist
- Remember to submit your Clubs Registration Form or Course Union Registration Form by midnight on September 10th.
- Don’t forget about the SVP exec training requirement. Here is a BrightSpaces class you can take anytime. Please keep and email a proof of your training to Mariel at firstname.lastname@example.org
- Apply for Funding
- The September 13th Council meeting will be at 12pm for Course Unions, 1pm for Clubs. Zoom link here
- Last day for Summer cheque requisitions is August 30th. While Base Funding rolls over until April 30th, 2022, all Special Projects Grants, Travel Pool, Academic, and Publication funds expire at the end of each semester. Send Mariel your cheque requisition forms at email@example.com
Questions? Doubts? Office hours are every Tues + Thurs from 9:30-10:30am on zoom!
Clubs, Course Unions, & Professional Development Unions
For any questions regarding Clubs, Course Unions, and PDUs, please email the Director of Student Affairs at firstname.lastname@example.org.
- 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.
- Clubs 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.
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 undergraduate 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 (email@example.com).
- 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.
- 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
- 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 (firstname.lastname@example.org).
Professional Development Unions (PDUs)
- The UVSS has four Professional Development Unions (PDUs), which act as quasi-autonomous societies representing the interests of students in their particular faculty.
- The four PDUs are: Commerce, Education, Engineering, and Law.
- PDUs are eligible for all the same funding as Course Unions. Their members also pay a separate fee levy towards their respective PDU as follows:
- Commerce – $50 per semester
- Education – $7.50 per semester
- Engineering – $30 per semester
- Law – $170 per semester
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 any of the following sexualized violence prevention workshops:
- Supporting a Survivor Workshop Provided by the Anti-Violence Project
- A free 2.5 hour workshop that provides some foundations for supporting survivors of sexualized violence
- Understanding Consent Culture Workshop Provided by the Anti-Violence Project
- A free 2 hour workshop that provides folks with the information, skills, and opportunity to understand and practice consent
- Tools for Change: Preventing Sexualized Violence at UVic
- A free 90 minute online workshop offered bi-weekly
- Can also be completed online as a BrightSpace training module called Tools for Change – Asynchronous Version
- Bringing in the Bystander
- A free 90 minute online workshop offered bi-weekly
- Can also be completed online as a BrightSpace training module called Step In, Speak Up – Asynchronous Version
- For any other workshop you have completed that covers similar content, contact the Director of Student Affairs at email@example.com to have it approved
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 email to firstname.lastname@example.org
- By drop-off in the Director of Student Affairs’ box in the SUB General Office
- By drop-off in the Director of Student Affairs’ box in the Board of Directors Offices
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.
Travel Pool (Clubs and Course Unions)
- 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.
- 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.
To apply, submit a Travel Pool Application the Friday before the second Course Union Council meeting of each term (see below for Important Dates).
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.
Academic Funding (Course Unions and PDUs)
- 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).
Publication Funding (Course Unions and PDUs)
- 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).
- Upon ratification, a trust account 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.
- 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!
- They can be handed in through email to email@example.com or dropped off to the Director of Student Affairs’ inbox in the SUB. Submit a cheque req by Wednesday at 9:00A.M. to receive a cheque by Friday of the same week.
See the Cheque Req page for more info!
- Deposits can only be made to your Trust Account.
- 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 firstname.lastname@example.org
- 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 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.
- 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.
Room & Equipment Booking
*Due to COVID-19, room booking in the SUB will not be allowed on weekends, and UVic will not be allowing any room bookings at this time.
Room Booking in the SUB
*Due to COVID-19, room booking in the SUB is unavailable.
- UVSS Clubs and Course Unions are able to book spaces in the SUB for free.
- For Felicita’s bookings (we reserve Wednesday nights for student groups and Saturdays for Clubs and Course Unions), contact the Felicita’s Manager (email@example.com)
- To ensure safety, please read and plan for the WorkSafe BC Plan for Club bookings in the SUB.
Room Booking at UVic
*Due to COVID-19, UVic will not be accommodating any room bookings at this time.
- 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.
For UVic recreation rentals including field rentals and gymnasium please contact Vikes Recreation at firstname.lastname@example.org.
- Resources Available to Clubs and Course Unions in the SUB:
- A projector + screen
- Clubs speakers are available for checkout at the General Office.
- Buttons – Need to make some swag for your Club? You can now book 1”, 1.5″, and 2.25” button making machines at Zap Copy at no cost. Pinback button parts are sold individually. Visit https://zapcopy.com or email email@example.com for details.
- Zap account – Planning on doing a lot of copying or printing? Get an account request form at Zap and leave it in the Director of Student Affairs’ box to have printing directly withdrawn from your account.
- Lockers – to receive a locker or update your lock information, please email: firstname.lastname@example.org
- Mailboxes – Please contact the Director of Student Affairs. Please do this if you intend on receiving a lot of mail.
Important decisions like funding, ratification, 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 2021-2022!
Course Union Council will be held at 12:00 pm and Clubs Council will be held at 1:00pm via Zoom on the following dates:
|Council Meeting Dates||Important forms, applications, and deadlines|
|Monday, May 10, 2021||To receive base funding, Registration forms are due midnight on Friday, May 7.
Special Project Grant applications are due midnight on Friday, May 7.
|Monday, June 14, 2021||Academic, Publication, and Travel Pool applications are due midnight on Friday, June 11.|
|Monday, July 12, 2021|
|Monday, August 9, 2021
|Monday, September 13, 2021||If you are seeking base funding or want to be ratified, you must submit a Registration form by midnight on Friday, September 10.
Special Project Grant applications must be submitted by midnight on Friday, September 10 and will be considered at this meeting.
|Monday, October 4, 2021||Academic, Publication, and Travel Pool applications are due midnight on Friday, Oct 1.
Registration forms are due midnight on the same Friday, Oct 1.
|Monday, November 1, 2021||Registration forms are due Friday, October 29.|
|Monday, December 6, 2021
|Monday, January 10, 2022||If you are seeking base funding or want to be ratified, you must submit a Registration form by midnight on Friday, January 7.
Special Project Grant applications must be submitted by midnight on Friday, January 7. and will be considered at this meeting.
|Monday, February 7, 2022||Academic, Publication, and Travel Pool applications are due midnight on Friday, February 4.
Registration forms are due Friday, February 4.
|Monday, March 7, 2022||Registration forms are due Friday, March 4.|
|Monday, April 4, 2022|
Agendas and minutes can be found here.