Club Staff for 2017-2018 Mac MacIntosh Student Programs Officer Tamara Kljakic Associate Clubs Clubs Policy Coordinator Gauri Angrish
Compliance Staff Vicki Macauley Senior Manager, Financial Services Shari McIntyre Student Organizations Advisor Robin Kirk Compliance Coordinator
Student Programs Officer Associate Clubs Clubs Policy Coordinator Clubs Support Team Student Organization Advisor Compliance Coordinator
Topics include. 1) Overview of the Department 2) Signing authorities & USC financial accounts 3) Club Events and proposals 4) Submission time frames 5) Sponsorships 6) Merchandise 7) Clubs Week 8) Fall exec training
Responsibilities The Compliance Department is responsible for overseeing all club events and the club s financial transactions to ensure compliance requirements are being met. This is also the responsibility of every club executive! Executive responsibilities: Safeguard the safety of every club member Safeguard the reputation of the club as well as the USC and Western Safeguard the contractual agreement the USC has with its insurer Please remember We are here to provide support to you and your club to ensure safe and successful events
Signing Authorities Special authority is assigned to individuals in the following positions: President VP Events VP Finance This allows you to access the Club financial account, request cheques and refunds for club purchases. Signing authority is not transferrable between club members. If a signing officer resigns from their position your club would need to host a bi-election. NOTE: Clubs are not permitted to have Co-Presidents
Financial Accounts The USC provides each club with a financial account and number. The USC oversees and helps to maintain these accounts by entering club transactions, processing cheques, reimbursement requests and purchase orders. Clubs are not permitted to use an external bank account Only Signing officers/authorities can have access to their club financials (called General Ledgers) The USC has online payment portals such as Tilt, Eventbrite and e-commerce sites for sales so revenues can flow directly into your USC account Most clubs have one account. For those clubs that have requested a secondary account *, the USC will continue to treat these 2 accounts as one. Only the original signing officers will have access to, and be responsible for the sub-account. * Secondary accounts are set up for the sole purpose of making expenses easier to track especially if the club hosts a large fundraising event.
Proposals. WHAT is a proposal? - Any activity your club members do for, on behalf of the club WHEN do you submit a proposal? - sports tournaments, trips, conferences, socials, fundraisers, volunteering, etc. - Purchase of club items (clothing, banners, etc.) called merchandise WHY do you submit proposals? - Proposals are required so the Compliance Staff can assist you with planning and provide support HOW do you submit proposals? - If your event is in USC space: complete an event form (link on homepage of Western Link) - If your event is outside of USC space (classrooms, other buildings, off campus): proposals are submitted on our system called Western Link (information in following slides) WHO can submit a proposal? - The President, VP Events, VP Finance, VP Communications
Submission timeframes When should event proposals be submitted? Meetings = minimum 3 business days prior to the meeting Bar events with alcohol = minimum of 10 business days prior Travel outside the city = minimum of 15 business days prior Events with contracts/waivers = minimum of 10 business days prior
Events in USC space USC space includes the following: Spoke Atrium Concrete Beach McKellar Theatre Council Chambers Wave UCC Basement Conference rooms Mustang Lounge Community rooms
USC space Other Event form Western Link event proposal
Exceptions to the rule. Even if your event is being held in USC space there are some details that need to be submitted via an event proposal on Western Link. A proposal is required if you are: - Purchasing merchandise for your event - Travelling out of town
Western Link www.westernlink.ca USC Club Portal for Events Elections Messaging members
www.westernlink.ca Click on the Sign In Now button
Enter your UWO email (do not add the @uwo.ca) and password (provided by Western).
Click on the Organizations link or the magnifying glass to search for your club. Or click on your name and then My Involvement to choose your club.
Alert boxes contain important information
Click on the Events link in the grey bar.
Click the blue Create Event tab to begin.
You can now create your event! Depending on the complexity of your event you will be asked certain questions that will provide the Compliance department with the information we require to assist you with your event. The more complex the event, the more information you will be asked for. Even if you do not have the full details of the event please submit your proposal within the required time frame. The Compliance staff can assist you with finalizing the details.
Sponsorship & Fundraising Sponsorship All agreements are tentative until they are approved by the USC. Students are NOT permitted to sign any agreements or contracts. Complete a sponsorship proposal to get approval: https://westernu.collegiatelink.net/form/start/434 Donations Fundraising Raffles of any kind are not permitted Charities must be a Registered Canadian charity. Set a fee for your club that is sufficient to carry out activities that can achieve the goals of your club to reduce the need to fundraise. When seeking donations, please note that clubs cannot offer charity receipts for donations. The USC is not a registered charity.
3 rd Party Advertising If your club wishes to display flyers, banners, etc. provided by an external organization because they contain important information relevant to your club, you must ensure that any contact information, website address, email address, logo or slogan of the external organization is not visible to the public. Eliminating this information can be achieved by putting a sticker, duct tape, or using a black marker to cover the contact information.
B A N N E R Club Merchandise All club merchandise must be pre-approved by Compliance Staff. This includes, but is not limited to: clothing, mugs, banners, membership cards, etc. In order to request approval for these purchases please submit a PROPOSAL on Western Link. Please Note: Clubs are not permitted to own equipment or have inventory. This would include items such as cameras, lighting equipment, sound systems, costumes, etc.. If you are unsure if your purchase would be considered inventory, please contact the staff.
Club Activities in the summer Clubs may continue to host activities in the summer under certain circumstances. Please NOTE: Executives must continue to submit event proposals for their events using the outlined proposal timeframe. Events may be denied due to lack of information, training or restrictions set out by our insurers. Each proposal will be reviewed on an individual basis.
Who can be a USC club member? Anyone? Any Western students? Any Western undergrad students? Answer: Only Western undergraduate students Why? Only undergrad students pay fees into the club system and are covered by the USC insurance.
Club Memberships CAN BE PURCHASED: During clubs week at designated stations Online USC main office RM 340 UCC CANNOT BE PURCHASED: At the club booth during clubs week At a club meeting Through an executive member After January 31st
Preparations for Clubs Week September 2017 Complete online application form Club Week 2017 (August) If you do not register you will not be able to participate. Submit proposals on Western Link for the purchase of banners, tshirts, etc. you want to purchase for clubs week Submit copies of handouts, banners, giveaways that will be on display at your booth during clubs week
What NOT to do at Clubs week 1) sell any merchandise or memberships at your booth. 2) wander around to solicit membership. 3) have more than 3 members at a booth. 4) obstruct other club booths. 5) have any third parties at your booth (non-club members). 6) advertise the club name as anything other than the name approved by the USC 7) display any materials or logos of external parties at your booth.
USC Office Summer Hours Regular: Monday Friday 830-430 June 1 Aug 4: Monday Thursday 830-430
Clubs Executive Training September 2017 President, VP Events, VP Finance Mandatory attendance/completion Watch email for registration (August) If an executive fails to attend or complete fall training, that club will not be permitted to participate in clubs week.
Contacts as of May 1: Associate Clubs Tamara Kljakic Associate.clubs@westernusc.ca Clubs Policy Coordinator Gauri Angrish clubpolicy@westernusc.ca Shari McIntyre sthompso@uwo.ca 519-661-3116 Robin Kirk rkirk22@uwo.ca 519-661-3094 Beginning June 1 st Mackenzie McIntosh Student Programs Officer studentevents@westernusc.ca 519-661-2611 USC Club Website: http://westernusc.ca/clubs/