CSA Clubs How Tos - Recently Updated Pages

CSA Clubs List

yuebee — Fri, 09 Oct 2009 00:56:26 CDT

Club Name	Club Email	Club Website
African Society of Guelph	asg@uoguelph.ca
AIESEC Guelph	aiesec.guelph.ca@gmail.com	http://www.aiesec.org/AI
Asian Christian Fellowship, Guelph Asian Focus	gacf@uoguelph.ca asnfocus@uoguelph.ca
Association for Baha'i Studies	bahai@uoguelph.ca	http://www.uoguelph.ca/~bahai/
Best Buddies Bicycles for Humanity	matt@bicycles-for-humanity.org
Blitz Bollywood Dance Crew Campus Chat	campchat@uoguelph.ca
Campus for Christ	c4c@uoguelph.ca	http://www.guelphc4c.com
Carousel	carouselbook@yahoo.ca

Catholic Community, University Chess Club College Royal	uog_catholic@googlegroups.com chess@uoguelph.ca colroyal@uoguelph.ca	http://www.collegeroyal.uoguelph.ca
Curtain Call Productions	curtain@uoguelph.ca

Cycling, University of Guelph Dance Club ESL Club Free The Children	arahim@uoguelph.ca afedynak@gmail.com azaki@uoguelph.ca ndreher@uoguelph.ca
French Club Global Youth Network	gyninfo@uoguelph.ca	http://www.globalyouthnetwork.ca

Games Club	games@uoguelph.ca	http://www.uoguelph.ca/~games
German Culture Society Habitat for Humanity	germancs@uoguelph.ca habitat@uoguelph.ca	http://www.uoguelph.ca/~habitat
Heavy Metal Club Hong Kong Student Society Indian Student Association	hkss@uoguelph.ca isa@uoguelph.ca	http://www.uoguelph.ca/~hkss
Ismaili Muslim Students' Association	imsa@uoguelph.ca	http://www.uoguelph.ca/~imsa
Israel Affairs Committee	israel@uoguelph.ca
Japanese Culture Club	jcc@uoguelph.ca
Jewish Debaters' Society Jewish Student Organization	dcormier@uoguelph.ca jso@uoguelph.ca	http://www.uoguelph.ca/clubs/jso/
Journalists for human rights	jhr@uoguelph.ca

Jugglers of the University of Guelph (JOUG) Mature Students Association	prabidea@uoguelph.ca otas@uoguelph.ca	http://www.uoguelph.ca/~otas/
Medieval and Renaissance Society Methodists, The Muslim Student Association	msa@uoguelph.ca

OCUS
Oxfam Guelph Chapter	oxfam@uoguelph.ca
Pagan Society, Guelph Photo Arts Club	guelphpagansociety@yahoo.com paclub@uoguelph.ca http://www.uoguelph.ca/~paclub
Pre-Med Club Rotaract	pmc@uoguelph.ca rotaract@uoguelph.ca	http://www.uoguelph.ca/~pmc/ http://www.uoguelph.ca/~rotaract
SALSA Save the Children	lcs@uoguelph.ca children@uoguelph.ca
Sign Club	sign@uoguelph.ca
Skeptic Society	guelphskeptics@gmail.com
Snow Collective South Asian Student Association STAND (Students Taking Action Now: Darfur)	guelph@standcanada.org

Students for Environmental Change, Guelph Students for the Ethical Treatment of Animals, Guelph Students for Literacy, Guelph Taiwanese at Guelph Student Association (T@GSA)	gsec@uoguelph.ca gseta@uoguelph.ca madeline@uoguelph.ca tagsa@uoguelph.ca	http://gsec.ca http://www.uoguelph.ca/~gseta http://www.uoguelph.ca/~tagsa
Tamil Students' Association of the University of Guelph	tsag@uoguelph.ca	http://www.uoguelph.ca/~tsag/
Vagina Monologues Vietnamese Student Society	uogvss@gmail.com
West Indian Student Association	wisa@uoguelph.ca	http://www.uoguelph.ca/clubs/wisa
World University Service of Canada Young Communist League, Guelph	wusc@uoguelph.ca gycl@uoguelph.ca	http://ycl-ljc.ca/en/

****if there is a club listed and their email is not here, please contact the

clubs coordinator (csaclubs@uoguelph.ca) so that you can get that

email and contact the club of your choice. :)

Office Hours

csaclubs — Mon, 26 Jan 2009 12:01:44 CST

Hello everyone! Hope that you had a great holiday vacation and welcome back to school. Here are my new office hours for the winter semester:

Monday 12pm-5:45pm, Tuesday 1pm-2pm, Wednesday 3pm-4:30pm, and Thursday 1pm-2pm. Please feel free to stop by! If these office hours are inconvenient please email me for an appointment at csaclubs@uoguelph.ca .

The clubs administrators office hours are: Monday 11:30-12:30pm and Tuesday 1-2pm.

The office room is: UC room 245. My door is bright red and to the left of the elevators. See everyone soon :)

New How To Ideas

csaclubs — Tue, 25 Nov 2008 10:46:15 CST

How do I write a mission statement?
How do I host a meeting?
How do I host an event?
How do I raise money for my club?
How do I fill out an SOP form?
How do I advertise an event?
How do I print banners?
How do I get more information about something?

How do I request storage space or an office?

csaclubs — Tue, 25 Nov 2008 10:39:47 CST

To request office or storage space, visit the CSA clubs coordinator or the Finance and Human Resource commissioner. The policies for club space is changing and clubs will be able to lease space yearly. As of right now, there is no waiting list for clubs space. Please contact csaclubs@uoguelph.ca or csaadmin@uoguelph.ca for more information.

What services does the CSA offer for clubs?

csaclubs — Tue, 07 Oct 2008 16:30:14 CDT

The CSA offers:

Overhead projector
LCD Projector
CSA Boardroom (useful for meetings)
TV & VCR
Cheap printing (including banners)
Email / website sponsorship
Stage rental
Transparency printing
Public computer
Public phone (in the CSA office)
Club mailboxes (in the CSA office)
button maker (in the CSA office)

Many of these are available to all students and several are exclusive for clubs.
For details, please contact the Clubs Coordinator at csaclubs@uoguelph.ca

How do I participate in Clubs Days?

csaclubs — Mon, 08 Sep 2008 12:55:39 CDT

When: to be announced 10am - 4pm (show up earlier to set up): Thursday and Friday September 11th and12th
Where: UC Courtyard
How: Sign-up sheet at the CSA Front Office before Wednesday, September 10th
What I Need: A poster highlighting your club & printed sign up sheet(s)

If you are an aspiring club or an existing club, you are eligible to participate in Clubs Days.
Clubs Days are hosted in the UC every semester so that the students can get a taste of the clubs available on campus.
As a club, your primary goal is to enlist at least 25 members so that you may qualify as an accredited club for the rest of the semester.
A sample sign-up sheet that you may keep at your booth is attached to this post.
I recommend that you create a poster board that is self standing and attend to it through the whole day.
Table spots will be assigned however they will be given to other clubs if group does not set up before 10:30am. Several clubs like to give away pamphlets and other memorabilia at their booths to attract students.
In that respect you are free to act as you please.

SIGN UPS FOR CLUB DAYS ARE HAPPENING NOW, in room 245 in the UC. You can also email or call the clubs coordinator at csaclubs@uoguelph.ca and extension 56941

How do I set up a Listserv for my club?

csaclubs — Thu, 28 Aug 2008 15:23:39 CDT

With the new webmail system, it may seem difficult at first to set up a listserv for your club. However, if you follow the instructions on this website: http://www.uoguelph.ca/ccs/email/lists/create.shtml , everything should work out perfectly. To create a listserv, you will need to fill out the online form (given on this website) so that your request can be approved.

How do I track my club's expenses?

csaclubs — Fri, 22 Aug 2008 15:14:13 CDT

Check out the How to on tracking your budget. Remember to keep a record of all the clubs transactions because the clubs budget will need to be submitted by the end of the semester. Keeping an up-to-date bank book or recording account of everyday expenses is a great way to keep track of where the clubs money is going.

How to use a PDR?

csaclubs — Fri, 22 Aug 2008 15:09:01 CDT

A PDR (Petitions, Delegations and Representations) is a form used by CSA accredited clubs to request funding.
The following is an article generously written by Tommy Lau, a former Board of Directors member.
Please read this whole document thoroughly and contact the Clubs Coordinator if you have any questions.

Why should clubs request a PDR?

To provide:

Financial grants
Financial assistance
Other resources
Office space

The purpose of the PDR is to assist clubs/organizations to organize events for all students.

PDR helped clubs/organizations to “break-even” for the budgets of their events.
PDR provided financial assistances for clubs/organizations to help their events run smoothly if needed.
Financial assistance to cover some of the expenses that is related to the events, such as sounds/equipments, etc.

Filling out the Form

Name of Applicant

The applicant is responsible for giving a brief presentation to the CSA Board in regards of the request.
If the applicant cannot attend the CSA Board Meeting, he/she has to find a representative of the club/organization to give a brief presentation.
PDR will not be granted if the applicant or a representative of the Club/organization fails to show up to the CSA Board Meeting, and/or not able to give a presentation in regards of their request.

Organization

Student Clubs
Independent Organizations
Organizations that is affiliated with the College.
Such as the Engineering Society.
Interhall Council
Residence Life Staff

Phone#, Ext., Email, Address

Detailed Contact Information of the Applicant and/or the Organization.

Date of Request

The Date you filled out of the form.

Date of Event, Time of Event, and Location of the Event

The Finalized date, time, and location of the Event.
If there are changes and cancellations of the event, the applicant should notify the CSA. If the event is confirmed to cancel, the applicant should return the grants back to the CSA.

Description of Event

What kind of events is it?
Charity/fundraising event
Cultural show
Entertainment
Social/Educational event or conference

Approximate participants expected in the event.
How much the participant has to pay to participate in the event?
Is the event inclusive to all students?
Were the location and/or the venue of the event accessible to all students? If not, what would the organization do to accommodate that?

Does your organization collect student fees?

Only Independent organizations, colleges, Interhall Council, and Residence Life Staff collect student fees. CSA Clubs do not collect student fees.

Other Sources of funding

Were there any external sponsors for the event?
Has the organizations requested PDRs from any other groups or organizations besides the CSA?
If so, please state the groups and/or organizations which the applicants received the PDR from, and the amounts.

Cover Letter

Information about the clubs or the organizations
Objectives
Mandates
Events in the past. (optional)

The event
Time, date, and location.
The nature of the event.
The purpose of the event
If this is a non-profit or charity event, which non-profit organizations would receive the profits of the event?

The purpose of the funds
Office space/resources
What would the offices/resources be used for in the events?

Financial Aid
The purpose of the financial aid
To alleviate some of the expense costs.
To anticipate net loss from the events.
To minimize the price of the ticket or to make the event free for all students.
To increase attendance.
To increase awareness of the clubs or the organization.
To increase awareness of the issues that the event attempts to bring.

How does the university students benefit from the events?
To increase awareness and educate students in regards of certain social issues.
To promote inclusiveness.
To provide entertainment.

Tips for Clubs/Organizations during the presentation at the Board Meeting

It is required for clubs/organizations to provide a brief presentation in the CSA Board Meeting when requesting a PDR from the CSA.

During the presentation, a presenter should state:

Name of the presenter
The club which he/she represents
Brief explanation of the mandate/objective of the club/organization.
Events:
Types of events
Charity
What non-profit/charity organizations would be benefit from the event?
Cultural
Entertainment
Objectives of the events

Accessibility
Is the location accessible for all students?

How does the PDR from CSA help the clubs/organizations?

To cover a portion of expenses that is related to the events
Equipment rentals, supplies, etc.
To cover net loss

Why should the clubs/organizations deserve the PDR from CSA, besides financial assistance?

The importance of the event
Annual and/or traditional event of U of G.
Raise social awareness.
Educational
Cultural events to promote unity and inclusiveness.

Questions that might beasked by the CSA Board

Other than CSA, has the club/organization request PDR from other groups, such as Colleges, Interhall Council, etc?

If so, state the amounts received from these groups.
If not, why?

Is the event accessible for all students?

If not, what would the organizer do to address this issue?

Can the club/organization raise the price to make up for the loss?
How does the university students benefit from these events?

Post-Event Report

State

The planning process
How did the event go at the actual date?
How does the PDR help for the event and/or the organizer?
Will the event occur in the future?

How do I start my own club?

csaclubs — Thu, 14 Aug 2008 11:12:16 CDT

Want to start your own club? Here is a three-step guide:

What kind of club is it?

If it is an academic club, like the biomed student association, or the marketing student organization, then you should look for accreditation with the Student College Governments.
If it is a general interest group, then CSA is the right organization to become accredited with.

Download the SOP form for Fall or NEW clubs

Many club organizers rush to call or email the clubs coordinator about what to do to start a new club - instead, download the SOP form first - available on the CSA Clubs Help site (it is labeled theStudent Organization Policy (Fall)).
Most of what you need to be accredited is contained in this form, and if you read through it carefully you will have a very good idea of what you need, and how long it would take you to get everything together (and of course, this varies from club to club).

Come and see the clubs coordinator

The best way to answer all your questions regarding the SOP forms is to tell you in person. I would prefer to see you in person instead of using email.
Before you come, please be prepared and read through the SOP form carefully. Many of your questions might be answered by the form!

To help you further, there is also a sample constitution on the CSA Clubs Help site for you to have an idea of what you might want to include in yours. Note that this is not a perfect constitution and is thus not error-free!

How do I book equipment and services?

csaclubs — Wed, 27 Feb 2008 14:56:27 CST

To book any part of the University Centre (rooms, banner space, or courtyard space), please contact Room Reservations - UC at x58384 or email them at ucreserv@uoguelph.ca.

To book the Atrium in the Science Complex, please contact Tony at x53343.

To book War Memorial Hall or for food services, contact Hospitality Services.
They have a pricing guide (applicable if you want to book War Mem) here.
Their contact information is available on this website.

To book projectors, TVs, VCRs and the like, contact Teaching Support Services.

To book the Bullring, contact Katrina Lindsay at thering@uoguelph.ca.

For classroom booking in other buildings, contact Cathy Tutton at x53015.

For book the Foyers of buildings or the Branion Plaza, contact Conference Services at x52353

How do I get a website or email address for my club?

csaclubs — Sun, 14 Oct 2007 15:29:14 CDT

Here are the steps that you should follow if you would like an email address and potentially a website for your club.

1. Ensure that your club is registered with the CSA by checking for your club's name here.
2. Print out and fill in the CCS Application for an Organizational Account. The fields that you will need to fill out are: "Name of Organization/Group", "Account to appear in campus directory", "Preferred Login Id" and "Requested Duration of Id". Be original in creating a preferred login id and pick something relevant to your club.
3. Visit the CSA Office to meet with one of the executives. If they are unavailable you may book a meeting with them.
4. Ask the CSA executive to fill out the empty fields of the form and leave them with a copy of your contact information.
5. Submit the form as you are instructed to on it.
6. The CSA executive with whom you collaborated on the form will contact you via email when your request is approved or rejected.

If you followed those steps correctly, you should have created an official email address for your club. To continue further and create a website for your club read on.
CCS has set a wonderful tutorial on how to activate and publish your website here.

How do I use the Reg System?

csaclubs — Thu, 11 Oct 2007 12:14:17 CDT

There is a new registration system in use at the University of Guelph to promote events.
The Student Affairs Registration System is used to promote events of an educational nature.
If you would like to use the Reg System to promote your event, please make sure that your event is of an educational nature.
Here are the steps you should follow to use the reg system:

Pick up a copy of the application form at the Clubs Coordinator Office (UC 233).
Fill out the form completely and submit it to the Clubs Coordinator.

How to track your budget?

rmathai — Mon, 01 Oct 2007 13:42:57 CDT

Every club needs to submit a budget to the clubs co-ordinator. How often the budget is to be submitted depends on how much money your club has handled. If your club has had over $250 in transaction in one month, then you will need to submit your club’s budget at the beginning of the next month. Every club, however, will have to submit a budget at the end of every semester. This budget accounts for every financial transaction your club has made. It will show the clubs co-ordinator all of your club’s expenses/revenues and briefly describe the reason for it. So always keep track of how your club spent its money and how it made it. If you ever write a cheque, record the cheque number, the amount written, and the date in a cheque book. Do the same for any cash transactions. Update your bank book (if you have a bank account) and make sure you know where the money was spent for every transaction. With that done, you can easily write the budget. Just open the attached excel file. There are two of them; one is a sample income statement and the other is a blank income statement where you can input your revenues and expenses as well as a little description. There are comments inserted into both files. They appear as red triangles at the top right hand corner of certain boxes.

How do I book space in the UC?

csaclubs — Sun, 23 Sep 2007 10:07:28 CDT

To book space (rooms, banner space, or courtyard space) in the UC, contact Betty, her information is listed below.
She is only available in the mornings & works at the UC Administration Office (next to the CSA office).

Room Reservations - UC

University Centre Administration - Building Management

ucreserv@uoguelph.ca

UC Rm:266

519-824-4120 x58384

How Do I use SRM?

csaclubs — Wed, 19 Sep 2007 12:16:41 CDT

SRM, Student Risk Management, is a global insurance policy for all University of Guelph students..
As an accredited club, you are required to submit an SRM form for all of your events.
SRM now has online forms at http://csaonline.ca/srm.
They are due 2 weeks prior to your actual event.
This is a necessary precaution so that the SRM committe has time to review your event and assist you.

Here is an example of how to use SRM.
Event: A bus trip to a driving range.
Steps:

Pick up an SRM form at the CSA Front Office, or visit http://csaonline.ca/srm.
Mark the event as a Risky event because it includes an off campus site and physical activity.
Fill out all the information details of the event as outlined on the form (be sure to read the form thoroughly because there are a lot of details on it).
Fill out a Primary Organiser form with your personal information.
Because the event is a Physical Activity, you will need to have the participants fill out physical activity waivers.
Also, because it is an event using busses, you will need to include Bus Monitor Contracts.
Submit the form to the CSA Front Office at least 2 weeks prior to your event.

Here are a few things to keep in mind:

Risky events are allowed as long as you take the necessary precautions.
There is a zero-tolerence policy on SRM this year, so do not submit them late.
The Clubs Coordinator can approve a non-risky event if they think it is filled in properly.
If your forms are not completed properly, we will contact you with suggestions and ask you to finish it properly.

Home

csaclubs — Fri, 31 Aug 2007 15:14:11 CDT

Welcome to the CSA Clubs How To Wiki!

If you are new to Wikis, please refer to the Wetpaint Orientation on the bottom right hand corner of this page or visit the Wikipedia article on Wikis here.
Below you will find a list of new How Tos, Recently Updated How Tos, and the Most Active How Tos.
If you have a question, or if you have been referred here by the CSA Clubs Coordinator, please use the navigation panel on the left or the search on theright hand of this page to search for your solution.
I hope that you enjoy this wiki, feel free to edit this wiki and to add your own pages so that others might benefit.
If you would like to help with the site, here are a list of How Tos that I would like to see on the website. I will be incrementally working on writing a few at a time and would appreciate your help. Feel free to add to that list as well.

Thank you.

If you have further questions, please email me at csaclubs@uoguelph.ca or visit me during my office hours.

How do I add my club to the Campus Organizations list?

csaclubs — Thu, 30 Aug 2007 17:02:56 CDT

If you would like your club's name and website to appear on the list at http://www.uoguelph.ca/organizations/ please email the CSA Clubs Coordinator at csaclubs@uoguelph.ca with your request as well as your club name and website address.

How Tos

csaclubs — Thu, 30 Aug 2007 16:50:22 CDT