Registration:

All clubs must re-register online every semester. Doing so makes you eligible for status and funding.

Registering your club requires you to do the following:

  1. Complete the necessary documentation – register your club online with updated contact info and signing authorities, and your most up to date constitution.
  2. Attend the first Clubs Council of the semester. The date and time of the meeting will be sent over the clubs email list, but are also posted on our website! Any member from your club is able to attend on your behalf. Clubs to be ratified as well as semesterly funding are then approved by Clubs Council and a recommendation is made to the UVSS Board.
  3. The UVSS Board votes to approve club ratifications and funding. This happens at the first board meeting after Clubs Council.

Click the button below to register online:

Register Your Club

 

 

 

 

 

The three phases of clubs status:

  1. New – First semester registered. Eligible for probationary funding.
  2. Probationary – Second semester registered. Eligible for probationary funding.
  3. Established – Third semester registered and onward. Eligible for established funding.

When you register, please be sure to pay attention to whether or not you are requesting funding. By clicking “yes” you are eligible to receive semesterly base funding (see the “Funding” page for more info!).

Registration FAQ:

Q: If we don’t register for a semester do we revert back to being a new club?
A: As long as you are inactive for no more than two semesters you simply assume the status you left on.

Q: Who can register my club?
A: Any of your club’s executives.

Q: How do I change any of the information on our registration form after I’ve submitted it?
A: Email the Director of Student Affairs at affairs@uvss.ca

Q: Do we need to update a membership list every semester?
A: No, only when registering a new club.

Signing authorities:

Signing authorities must be updated every semester and are to be chosen with the utmost care. Your signing authorities are the legal stakeholders of your club and assume responsibility for the finances and liability of your club. Signing authorities are the only members of your clubs who have the authority to book rooms, request account summaries and expense reimbursements, or deposit funds, among other things. Each club is required to have two signing authorities, but may have up to three. Of your signing authorities at least two must be UVSS members (undergraduate students).

Signing authority FAQ:
Q: Who in our club should be given signing authority?
A: Your signing authorities should be outlined in your constitution. Typically, signing authorities include the president or coordinator and treasurer.

Q: If we need to change our signing authorities at any point, how do we?
A: You can update your signing authorities at the beginning of every semester when you re-registration. At any other point in the semester, please contact the Director of Student Affairs and submit the online registration form again.

All special funding requests can be submitted in person to the Director of Student Affairs’ mailbox or electronically to affairs@uvss.ca

Accounting:

Account statements:
If you simply wish to know the balance of your accounts, please email the Director of Student Affairs at affairs@uvss.ca and they can provide you with your balances.

If you would like an account ledger, an account summary request form is available in the General Office. This must be filled out by a signing authority, and is submitted to the accountants. Please allow for a two-day turnaround for account summaries.

Deposits:
To make a deposit, please fill out the deposit forms, found in the General Office.

Complaints Policy:
All clubs must adhere to all aspects of clubs policy, the constitution and bylaws of the UVSS, and the University of Victoria’s policies of general application, including Discrimination and Harassment Policy GV0205-1150, or such policies as may be in force. If you feel like a club has breached harassment policy please contact the Director of Student Affairs who can help mediate the situation. In most instances of harassment, you will be directed to the university’s Equity and Human Rights office.

Non-harassment and discrimination related complaints regarding clubs can be made to the Director of Student Affairs. If an informal mediation is not successful, the complaint will go to the Board of Directors for adjudication

“How do I X the Y?”

How can I start a club with the UVSS?
To start a club with the UVSS, you will need to rally at least 10 undergrad members. From there, you will go online to the UVSS website and fill out the “New Club Registration Form,” which requires your contact information, signing authorities, a list of ten members and their emails and student numbers, and a constitution. Then you need to attend the first Clubs Council of the semester, where your club is ratified for the semester. Clubs are probationary for their first two semesters.

Once I’ve founded my club, do I need to register again every semester?
All clubs need to register for every semester – to do so, go online to the “Returning Clubs Registration Form.” All clubs must also attend the first Clubs Council of the semester for which they are registering.

How do clubs become ratified?
1.Demonstrated membership and a Constitution.
2.Online club registration form completed.
3.Club must attend first Clubs Council.
4.Clubs council must vote to ratify club.
5. The UVSS Board of Directors votes to accept Club Council’s recommendations for ratification.

What do the signing authorities do?
Signing authorities are the only people in your club with the privileges to book rooms and A/V, and to sign cheque requisitions on behalf of your club. Choose them wisely!

How do I access funding/complete a cheque req form?
All of your funding must be accessed via the cheque requisition process. Cheque Req Forms are available in the General Office or in the Students’ Society Centre (both in the SUB). Cheque req forms must be signed by signing authorities and the Director of Student Affairs.

Cheque reqs are due Tuesday afternoon by 4pm to the Info Booth, not the Director of Student Affairs’ box, in the SUB. Cheques are still available for pick-up on that Friday afternoon in the General Office (if everything is filled out correctly).

How do I become a Vikes Club?
You must first be a UVSS club for two semesters. Then, contact Jason Wright from Vikes Rec at jwright@uvic.ca

How do I get in touch with a club I’m interested in?
You can browse the list of current clubs on the main clubs page.  You can also check out Clubs and Course Union Days at the beginning of each semester in the SUB.

How do I book rooms for my club?
Please see “Room Bookings.”

Can my club receive corporate sponsorship?
Clubs can partner with businesses and corporations in order to finance various projects, conferences, and events. The UVSS encourages these partnerships and urges club execs to familiarize themselves with the different sponsorship opportunities and regulations found on campus. In particular, the UVic Office of Corporate Relations has various sponsorship tools and opportunities found on their website, including product and prizing requests and a sponsorship toolkit. Furthermore, companies listed as UVIC Strategic Alliance Partners and Sponsors may have sponsorship opportunities for UVSS clubs. Companies listed as Strategic Alliance Partners and Sponsors should only be contacted via the office of Corporate Relations, and not directly by club execs/members.

For any other questions please contact the Director of Student Affairs at affairs@uvss.ca. Good luck and have fun!