MSU CLUBS TRAINING 2014

1. MSU CLUBS TRAINING 2014

2. Introduction • Club Status, Privileges and Responsibilities • Event Planning • MacLEAD, EOHSS approval, EOHSS portal, Room Bookings • ClubSpace • Bookings, Lockers, Offices, Mailboxes • Finances • Budget Requests, Banking Forms, Claim Forms, USIF + SPF • Administrative • Email, EOHSS pin, Clubs Directory, Clubza • MSU Services • Clubs Executive Council • Final Words AGENDA

3. INTRODUCTION

4. McMaster University has the largest club listing in Eastern Canada, with over 300 clubs and funded by the MSU with over $100 000 CLUBS

5. Mr. Griffith Dias Clubs Administrator clubs@msu.mcmaster.ca MUSC 215N 905.525.9140 x24113 Monday – Friday Appointment Only: 10am – 11am Drop-In Hours: 1pm – 3pm Miss SudeshnaDhar Assistant Clubs Administrator clubsasst@msu.mcmaster.ca MUSC 215A Monday 9:30 – 11:30 Wednesday 10:30 – 11:30 Thursday 9:30 – 12:30 Friday 3:30 – 5:30 CLUBS ADMINISTRATION

6. Congratulations on successfully completing the ratification process and officially obtaining McMaster Students Union Club Status for the 2014-2015 academic year RATIFICATION

7. According to the Clubs Operating Policy 1.9.9, recognition as an “MSU Club” is a privilege based upon observance of certain procedures and acceptance of certain responsibilities. It follows that this privilege can be withdrawn if these procedures are neglected or responsibilities abrogated by the organization or group. MSU CLUB STATUS

8. Room bookings across campus – lecture halls to CIBC Hall • Use of MUSC bulletin boards • Use of the MSU name • Funding from the MSU • Have a mailbox/office/locker in ClubSpace • Have risk management liability for events (as per policy) PRIVILEGES

9. Use of Compass Information to sell your tickets (at a reasonable rate of 3%)*, or advertise your event free of charge • Advertise events on the MSU Event Calendar, in The Silhouette, and CFMU-FM 93.3 free of charge • #McSU will automatically show up on the MSU website • Do billing and credit at the Underground • *3% covers cost of staff labour, organization and administration re: ticket handling, counting and processing. PRIVILEGES

10. Ratification is contingent on attending Club Training and passing the Test • All presidents must read thoroughly the Clubs Operating Policy, Student Code of Conduct and Student Event Risk Management Policy • Follow the Club Constitution and inform the Clubs Administrator of any organizational changes RESPONSIBILITIES

11. To maintain your club and run it to the best of your ability. • As an Executive Member, you are setting an example for all the general members of your club. Please be informed and responsible as you are student leaders in our community! • Always check the MSU clubs website for current information • Always check mailboxes, emails, and keep lockers/offices clean RESPONSIBILITIES

12. Membership in clubs shall be open to all MSU members • Except where it jeopardizes the integrity of the club’s purpose, as determined by the Clubs Administrator in consultation with said club’s Executive CLUB MEMBERSHIP

13. Non-MSU members (part-time or grad students, staff, community members) • May hold club membership upon invitation of the club • May not hold executive office, or any position which gives them the authority to expend MSU Club funds • An MSU Member is defined as an Undergraduate McMaster student, who is enrolled into 18 units or more CLUB MEMBERSHIP

14. EVENT PLANNING

15. An ‘event’ is anything that an MSU club does on- or off-campus • You and your friends having coffeeand talking about your club – NOT an event • Executives and members having a meeting, general meeting, getting registrations, going to a venue, promoting, hosting or planning – IS an event! • Clear distinction: • Are you doing this as YOU the person, or are you doing this as a CLUB? • Are you spending any financial resources which you plan to claim funding for? EVENT PLANNING

16. Accessibility is the degree to which all people can access devices, services and environments that are barrier-free • Accessibility is also a process. It is the proactive identification, removal and prevention of barriers to persons with disabilities ACCESSIBILITY

17. Happens when places and spaces are physically and socially accessible. • Is felt when individuals feel included when they feel safe in expressing all aspects of their identity as they engage in the life of the community INCLUSION

18. Budget – forecast accessibility costs • Scheduling – consult Faith and Spirituality Day Calendar and provide sufficient notice of event • Getting to Event– route is accessible • Meeting Facility & Space – obstacle free • Registration – identify needs i.e. dietary, prayer, scent-free, disability etc. • Signage – clear wording and design • Advertising & Promotion – positive images, respectful language, accessibility promotion • Menu – variety of options CHECKLIST

19. The McMaster Leadership Education and Development (MacLEAD) workshops are offered specially for clubs at McMaster University. They provide you with the resources in how to successfully and easily run a club while fulfilling your academic requirements. For more information about the MacLEAD workshops, which are offered through the Student Success Centre, check out here. Registration for the five (5) free 50 minute workshops is done via OSCARplus. Brief Videos Mastering the Art of Meetings Budgeting Like a Boss Empowered Event Planning Getting the Word Out Passing the Torch MACLEAD WORKSHOPS

20. Hosting an event is a two step process • Step 1: Get the event approved • EOHSS, Waivers, Bus Monitor Contracts, Film Showings • Step 2: Book space for the event • Conference & Event Services • McMaster University Student Centre (MUSC) Administration • Faculty of Health Sciences • Miscellaneous • Off-Campus EVENT & SPACE APPROVAL

21. Before ANY event can be held on- or off- campus – it MUST be approved by Griffith and EOHSS • To receive your PIN please contact Griffith • The ONLY time you do not need to submit an EOHSS form is if you are having an event in any of the meeting rooms on the 2nd floor of MUSC or MUSC 215 STEP 1 – EOHSS APPROVAL

22. Why do I have to have my event approved? • Ensures that event organizers are taking into account any risk associated with the event (planning a SAFE, INCLUSIVE and ACCESSIBLE event for all attending is HIGHEST priority) • Allows you to book space on campus • Insurance and liability • MUST READ: Student Event Risk Management Manual STEP 1 – EOHSS APPROVAL

23. Access the Risk Management (EOHSS) Form online at studentevents.mcmaster.ca • Use your @mcmaster.ca club email address and your EOHSS PIN code to fill out online form and submit (attach bus monitor contracts and/or film showing forms) • Form gets approved by, first, MSU Clubs Administrator and, second, EOHSS risk management staff • Once approved – event can proceed (book space on/off-campus) • Your club cannot have the event if it is not approved STEP 1 – EOHSS APPROVAL

24. Clubs must complete an EOHSS form, and include all Waivers, Bus Monitor Contracts, or Film Event forms • Waivers • Waivers are required for specific events • Alcohol, Sports, Bus Trips, Social/Cultural Events • Organizers need to ensure that attendees complete the waivers. • Online at studentevents.mcmaster.ca “Print Waivers” STEP 1 – EOHSS APPROVAL

25. Bus Monitor Contracts • Any trip involving bus travel • Hamilton Street Railway (HSR) does NOT require Bus Monitor Contract • Must be submitted with EOHSS form • Online at studentevents.mcmaster.ca “Manage your Bus contracts” STEP 1 – EOHSS APPROVAL

26. Not completing EOHSS forms or hosting events without approval can have SERIOUS repercussions and can result in: • Suspension of Club status • Monetary fines • Disbandment • Suspension from the University • Expulsion from the University • Recorded on your permanent record UNAPPROVED EVENTS

27. The MSU has a movie license with Criterion Pictures • Films not found here • Documentaries or independent films can only be shown with permission from the Director or Film/Distribution company • A completed Film Event Form MUST be submitted with EOHSS forms, which is found on the MSU Clubs website SHOWING FILMS

28. Only Paradise Catering is allowed on campus • 3 main Departments which book space on-campus: • MUSC Administration • The Student Centre: Meeting rooms, CIBC Hall, Banner Spaces, Information Tables, Bake Sale Table, Posters • Conference & Event Services (C&ES) • Outdoor spaces, Classrooms, Lecture Theatres, Lobbies (except for those booked through MUSC and FHS) • Faculty of Health Sciences (FHS) • MDCL and HSC STEP 2 – ON-CAMPUS SPACE BOOKINGS

29. Before you can book anything with MUSC Administration, you MUST complete the “Student Group Privilege Form” • Visit website: www.muscmcmaster.ca • Look under the “Reservation” tab • Fill out form, and send details • Please note the two Event Contacts are the ONLY people who can book space this year • Must be filled out once per semester! MUSC BOOKINGS

30. To book space • Visit website: www.muscmcmaster.ca • Click on “Reservations” • Requests MUST be made by one of the Event booking contacts who filled out the Group Privilege Form • Requests for meeting rooms MUST be made at least 5 business days in advance • Requests for tables MUST be made by the 15th of the previous month. • Choose what you would like to book (Meeting Rooms, Club Information Table, Bake Sale Table, Banner Space) MUSC BOOKINGS

31. Meeting Rooms – 5/month • Rooms must be clean and set to its original layout before leaving. • All CATERING must be provided by Paradise Catering • Please note you DO NOT need to submit an EOHSS form for rooms on the second floor. • For rooms on the third floor you WILL need to submit an EOHSS form. All bookings for rooms 311, 313, and 318 will not be confirmed until an approved EOHSS form is submitted to their office. • For rooms on the third floor you MUST fill out a Meeting Room Request/Special Event request, to see if the space is available and THEN, after it is put on hold, your group will fill out an EOHSS form, and send it to MUSC. AFTER the EOHSS form is APPROVED they will confirm your room booking. • Keys must be returned to the MUSC office (Rm. 222) by 12:00 pm on the first business day after the booking. • A fine of $10/day will be applied for each key that is late, to a max. of $125. MUSCBOOKINGS – MEETING ROOMS

32. Bake Sale Table- 1/month • Bake sale items must be homemade baked goods • Bake sale items are to be offered in exchange for a donation to the beneficiary and must not have a set price but may have a suggested donation. • ALL Tables must be booked by the 15th of the previous month. Club Information/Music Table • For information purposes ONLY • Food, drink, or merchandise may NOT be sold or handed out at these tables • Tickets for events may NOT be sold at these tables • Donations may NOT be collected at these tables • Music volume must be appropriate for space and should not inhibit people at other tables from have a normal conversation Banner Space • 3 locations- Food Court, MAPS Lounge, MSU Lounge • Banner space is booked on a weekly basis from Monday-Sunday. Clubs are allowed one banner space per week for no more than two weeks per month MUSCBOOKINGS – TABLE + BANNER SPACE

33. Prior to booking ANY space with Conference & Event Services, your club MUST have an APPROVEDEOHSS form for your event. • Visit website: http://conference.mcmaster.ca/student_booking.html • Submit EOHSS form • By email: meet@mcmaster.ca • In-person: McKay Hall 124 • Provide URL link to online approved form in the booking form • Clubs MUST have an APPROVED EOHSS form prior to booking space • Remember EOHSS approval can take up to maximum of 5 days • IMPORTANT: Conference & Event Services cannot advise on availability of space until a copy of the approved EOHSS form is received. C&ES BOOKINGS

34. Fill out booking form (https://conference.mcmaster.ca/Forms/Space_booking/space_request.php) • Requests must be made a minimum of 10 (ten) business days, in advance, of the event • During the first 3 weeks of September and/or January it is not possible to book from Monday to Thursdays due to the time required by the Office of the Registrar, Scheduling, to finalize the undergrad schedule and room assignments. It is possible to submit requests for Fridays, Saturdays and Sundays providing the requests are submitted a minimum of 10 (ten) business days in advance of event. • One executive member to submit requests throughout the year using a mcmaster.ca address only. • Requests for space, when the University is officially closed, will not be accepted. • To arrange access to existing AV in classrooms/lecture theatres, please email: Equipment Booking equipbkg@univmail.cis.mcmaster.ca C&ES BOOKINGS

35. Faculty of Health Sciences (FHS) • Choose either MDCL or HSC • Requests must be made a minimum of 10 (ten) business days, in advance, of the event • Clubs MUST have an APPROVED EHOSS form prior to booking ANY Space in FHS • Please note Clubs can no longer book out space on the 3rd floor of MDCL • Charge is $10.00/per hour. Payment MUST be received 48 hours prior to booking • Student Groups booking the Ewart Angus centre, and lecture theatres (1A1, 1A3, 1A4, 1A5 and 1A6) after regular business hours will be charged a $25 housekeeping fee • Requests and rates for audiovisual equipment and microphones need to be referred to CAVS. Note: 24 hours notice is required or booking will be cancelled. • Complete form and submit Miscellaneous • University Cub • Celebration Hall • Clubs MUST have an APPROVED EOHSS form prior to booking space FHS BOOKINGS

36. CLUBSPACE

37. To book ClubSpace, the Boardroom or the Meeting Room, please contact Miss Dhar at clubsasst@msu.mcmaster.ca five (5) business days in advanced • Clubs cannot book reoccurring events for the entire semester (ex: every Thursday 7-10) • You do NOT need an EOHSS form to book ClubSpace • Daily bookings will be posted on the Boardroom window • Clean up the room once you are done with it • To book out the projector, email Miss Dhar five (5) business days in advanced • Only one club can have a projector in the evening 215 + PROJECTOR BOOKINGS

38. Brief club related meetings • Preparations for events • Special events and meetings • A meeting spot to gather before moving to a room or event • Studying • Friendly chit-chat • OR anything that adds to the inclusion of all students using the space CLUBSPACE

39. ClubSpace is equipped with 168 lockers ranging in size from small, medium and large. • The size of locker will be given based on use and need described in your application. • You will receive the application link shortly. Clubs can apply for lockers by completing the application and submitting it no later than 11:59 pm on Friday October 3rd, 2014. • Locker assignments will be available mid October. LOCKERS

40. Locker Contract Steps • Make an appointment to sign the Locker Contract with Miss Dhar • Pay the $10 refundable lock deposit at the MSU Accounting window (MUSC 201) • Bring receipt back to Miss Dhar who will then provide you with a lock and your locker LOCKERS

41. There are 9 (nine) offices in ClubSpace with three (3) clubs sharing each office. • I will send everybody an email with the link to the Club Locker Application. Clubs can apply for offices by completing the application and submitting it no later than 11:59 pm on Friday October 3rd, 2014. • Office assignments will be available mid October. OFFICES

42. Office Contract Steps • Set up a meeting with Mr Dias to sign the Office Contract • Set up a meeting with Miss Victoria Scott, MSU Administrative Assistant (does not do same-day appointments) to obtain the keys • Arrive 10 minutes earlier than your appointment to pay the $50 refundable key deposit at the MSU Accounting window (MUSC 201) • You must have your Office Contract signed (Griffith Dias) and have a Key Deposit Receipt (MSU Accounting) in order to obtain your keys from Victoria OFFICES

43. Every club will receive a mailbox • Assignments posted next to mail boxes and online in October • Check your mail on a weekly basis • Boxes are not secure (open area) Mailing Address: Your Club Name c/o MSU Clubs Administrator MUSC 215, McMaster University 1280 Main Street West Hamilton, Ontario L8S 4S4 MAIL BOXES

44. FINANCES

45. McMaster Students Union is a not-for profit organization, and therefore so are clubs. • The MSU is not charitable, and neither are its clubs, thus, charitable receipts are not available • We must be Transparent and Accountable and clubs may be subject to audits by the MSU at any point • All transactions must be accounted for with an ORIGINAL receipt, and proof the event took place • All money raised by the club must go to its programming or directed to a charity FINANCES

46. It’s important to manage all your bills and make timely payments (ex – Underground Media and Design) • ALL CLUB RELATED FINANCES are made through the club bank account (payment to external organizations) • Clubs are responsible for all of their own finances. Any debt becomes the Executive’s • It is in YOUR best interest to be financially responsibility • The MSU assumes no responsibility for financial debts incurred by a club FINANCES

47. When submitting the 2014-2015 Club Application, clubs completed a tentative budget outlining basic revenue and expenses for their proposed fundraisers and events. • Clubs MUST now complete a FINAL budget, outlining in more detail their revenue and expenses for their planned fundraisers and events for the 2014-2015 academic year. • A budget template (Microsoft Excel) is available on the MSU Clubs website • You can create your own budget, but please use the template if you are uncomfortable with accounting • ALL Clubs MUST submit a budget REGARDLESS of whether or not they are requesting MSU Funding. • Clubs that do not submit a MSU Funding Request to the MSU, will not receive funding past the deadline • New and probationary clubs: maximum $100 • All other clubs are considered on an individual basis • Budget and MSU Funding Requests are due Sunday September 28th at 11:59pm and sent as an .xls file (Microsoft Excel) to the Clubs Administrator’s email MSU FUNDING REQUEST ‘14-’15

48. BUDGET TEMPLATE

49. MSU Clubs can bank with two different institutions • CIBC in Westdale • Fee – $5/month • PACE in Westdale • Fee– $3/month • Please note Clubs can claim these fees for reimbursement • New Account Opening/Change of Signing Authority • Fill out the form and include all signatures • Submit to Clubs Admin for signature • Once signed, new Signing Officers will make an appointment to go into the bank to set up account • NOTE– 2 pieces of ID, one with photo (student card not valid) are needed • ONLY executive members, listed on your Club Application, can have financial authority. BANKING

50. All MSU clubs can request a funding amount from the MSU as (partial) reimbursement for operating costs related to the club • Club funding amounts are determined on an individual basis – there is no guarantee you will receive the amount requested • Clubs will be informed of their funding amounts in MID-OCTOBER • Club funding is provided as a reimbursement system. Club executives must first expend the funds, then utilize receipts to submit a claim form to the Clubs Administrator. • Club claim forms are available on the MSU Clubs website • Funds are issued by cheque, made out in the club name • Cheques can be picked up at the MSU Accounting Office (MUSC 201A) MSU CLUB FUNDING