H A NDB OO K A Guide To Everything Clubs REVISED AUGUST 2022 www.brockbusu.ca/clubs@brockbusuclubs
Table COntentsOF WELCOME LETTER ELECTIONSRATIFICATIONWelcome Letter from Your VPSS WHAT IS BUSU? • Mission • Vision • Values • The Importance & Benefits of Clubs • Club System WHAT ARE BUSU CLUBS? • Club Pillars • Perks of Running a Club • Club Contacts RESOURCES • Walk in Hours • Creating a Strong Team • Funding • Budget and Funding Presentations • Event Planning • ExperienceBU • Clubs Training • Social Media Guide YEARPOLICIESCLUBEVENTSPAGESATAGLANCE • Risk Management • Contact Information • Event Time Frames • Events with Food • Fundraising • Partnerships 01
Sincerely, The BUSU Clubs Team
Yasmine,Kindly, Vice President, Student Services WELCOME LETTER FROM YOUR VPSS 02
The BUSU Clubs team has created this handbook to assist you in navigating and understanding the policies and procedures surrounding clubs. Returning and new clubs will find this handbook useful as it contains information on the BUSU Clubs policy, event planning, risk management (SERMA) and other BUSU services. We thank you for your dedication to BUSU clubs and we are looking forward to embarking on this journey with you.
BUSU Clubs is home to over 100+ student run clubs. Clubs are an essential component of the Brock student life and one of the most important services given by BUSU. As a member of our clubs’ community, you will have access to services including bookings, funding, graphic design and many more!
WELCOME LETTER
Hello Clubs! My name is Yasmine Hejazi, and I am thrilled to serve as your Vice President, Student Services for the 2022-23 academic year. Clubs have played a key role during my time at Brock, I served as a Club Executive for three years and then as the Clubs Coordina tor the year following. As the Club Coordinator, I was able to see all the fantastic things that clubs do throughout the year and I am excited to spend this year working with this outstanding Clubs Team to continue supporting clubs in any way possible. I am looking forward to seeing what you have in store for the students this year, and if there is anything I can do to help, please feel free to email me at vpss@brockbusu.ca.
Hello and welcome to the world of BUSU Clubs! The Brock University Students’ Union is so happy to embark on this journey with you to help you get the most out of your Brock experience!
The Brock University Students' Union (BUSU) is a student-powered not-for-profit organization that represents the over 19,000 undergraduate students at Brock University.
VISION To cultivate a generation of students that intently shape our world. The ultimate work of BUSU is the realization of our vision. All our efforts, objectives, and resources aim to foster generations of students with the mindset, skillset, and tools to be transformative global citizens. During their time at Brock and much after, students continue to intently create a positive impact on the world that echoes into future generations. VALUES We are diverse, inclusive, & equitable. We understand that people have unique lived experiences, seeing and thinking about the world through different intersectional lenses. We’re leaders. We set the pace, stand up for what we believe, and won’t settle for mediocrity. We’re accountable. Trust us to be transparent and always prioritize the needs of students. We’re fun. Expect us to bring the excitement and show up with enthusiasm every day. We’re here to do good. We do the right things for the right reasons and uphold the highest of integrity. MISSION 03
WHAT IS BUSU?
Tobrockbusu.cafosteranever-improving Student Experience that is transformational, enriching, and empowering. Our singular focus at BUSU is to create the best student experience ever. However, the word best leaves us unde fined, so we will instead improve the student experience every day to achieve being the best. The student experience encompasses the personal, social, and educational journey we all go through at Brock.
Each year, an election is held to create the Board of Directors, Brock University Students' Administrative Council (BUSAC) and the executive team. Along with a full-time staff and part-time student staff in various roles, BUSU aims to serve it's members by providing a variety of services such as transit, health and dental, events, food services, advocacy campaigns and, best of all, clubs, to make the best student experience possible. For more information, please visit
4. Skill Building Joining student clubs allows you to meet a diverse group of people, allowing you to broaden your horizons and interests. It promotes personal growth by encouraging conversation and the exploration of various interests.
2. Resume Builder
3. Teamwork Being a member of a student organization teaches you how to work within a team by putting you in scenarios where you must both accept and give guidance. Joining a club can help you expand your network while also teaching you valuable skills.
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Networking Opportunities: Networking allows a student to meet other students and professionals who share similar goals and interests. Students can also get knowledge and tools that will help them achieve their current and future interests and ambitions.
Clubs and organizations are formed based on leisure and recreational interest. Students may wish to pursue membership in these types of clubs for personal enjoyment, as well as an opportunity to meet people with the same interest.
1. Share New Ideas
Being in a club is a great piece experience to put on your resume. After your graduation, when you apply for jobs, you will stand out amongst your peers.
Participating in clubs and organizations can provide you with useful expertise in implementing procedures and regulations. These systems aid in the comprehension of organizational structure as well as the development of these crucial skills.
THE IMPORTANCE & BENEFITS OF CLUBS
STUDENT-AT-LARGE 05
The Clubs Policy Committee (CPC) is the BUSAC committee that oversees club ratification, funding, and disciplinary hearings for clubs. CPC is guided by the rules and policies under the Clubs 500 policy that all clubs are expected to follow and adhere to. CPC also plans club events, including the year end training day and banquet.
The club system is comprised of full-time staff, student staff, BUSAC members and Student-at-Large members who all work together to manage the club system to ensure success for all clubs.
THE CLUBS POLICY COMMITTEE To read more about the club policies, please visit www.brockbusu.ca/clubs BUSAC
The Brock University Students' Administrative Council (BUSAC) is a branch of the elected student government within BUSU. BUSAC is an electoral body that governs over decisions such as club funding, capital requests, political policies, elections and has many committees that do great work across a number of spectrum's that BUSU oversees.
The Clubs team is comprised of the Clubs Manager, Clubs Coordinator, Clubs Graphic Designer, Vice President, Student Services and the Senior Manager of Student Engagement. They run the day-to-day operations of clubs, managing club activities, finances, event planning, bookings, and training for club leaders.
THE CLUBS TEAM
The Student-at-Large position (SAL) is a opportunity for students to get involved in the decision making processes of BUSU. Student-at-Large members have voting rights on all BUSU committees (including CPC and BUSAC) and help set the direction of BUSU's Governance.
CLUB SYSTEM
BUSU Clubs are student run groups overseen by the BUSU Clubs team. As a student run organization, we empower club leaders to create and build programming for students based on your club’s interests, goals and, providing fun and engaging experiences. BUSU provides training, resources, funding, and perks for club leaders to use to successfully run their club. With over 100+ student clubs ranging from academics to general interests, there is something for everyone to get involved in. WHAT ARE BUSU CLUBS? CLUB PILLARS If you want to join or run your own club, visit the BUSU website and learn how to get involved at We have 9 club pillars that identify areas of interests for students. To see a full list of BUSU Clubs, please visit the BUSU Clubs Directory. POLITICALCULTURALACADEMIC COMMUNITYADVOCACY RELIGIOUS/FAITHDEVELOPMENT GENERALARTS WELL-BEINGINTERESTS 06 www.brockbusu.ca/clubs
PERKS OF RUNNING A CLUB FUNDING FOR CLUBS ENCOMPASSES: FUNDING Club funding is accessible to BUSU ratified clubs. All undergraduate students pay into a Clubs Levy which provides funds for clubs to access throughout the school year. 1. • How to access funding • Navigating the BUSU reimbursement system • Timeframe for funding requests, approvals and reimbursements For information on how to request for funding, please visit the BUSU website at www.brockbusu.ca/clubs Have a Question? Email our Clubs Coordinator clubs@brockbusu.ca SOME ITEMS CLUBS CAN UTILIZE TO PROMOTE YOUR CLUB ARE: PRINT AND DESIGN Digital and print media is a great way to promote your club, recruit members and advertise for events. 2. • Club logo • Club banner • Posters • Social media Visit the BUSU website to learn more about accessing printing and design perks at www.brockbusu.ca/clubs Have a Question? Email our Graphic Designer clubs@brockbusu.ca POSTERS All clubs are entitled to 250 free poster prints a year. Posters can be used to advertise your club or promote an event! Please learnbrocku.ca/student-life-success/main/campus-promotions/visittoabouttherulessurroundingposterpromotionsoncampus. LOGOS, BANNERS AND DESIGN Clubs have free access to our student Graphic Designer who can assist with digital design, poster design/print, logo design and banner design/print. Each club is entitled to one (1) printed banner as part of their ratification. Replacement banners can be purchased for a fee at the club’s expense.$ 07
8. To learn more about marketing opportunities please visit www.brockbusu.ca/clubs. CO-CURRICULAR RECORD
VOLUNTEERING OPPORTUNITIES
3.
4. • Union Station Food Court
BROCKTV Clubs can create one (1) promo video for free with the help from BrockTV. Please visit the BUSU office to learn how to access this perk. 6. BUSU website: www.brockbusu.ca/clubs
As a club, you can be added to a list of volunteers for future BUSU events and promotions.
APPROVED COMMUNITY PARTNERS BUSU works with many community partners to provide a variety of services available to students. Please visit the BUSU website to learn about community spaces that are available to clubs to book for meetings and events.
• The Club House: New location in Thistle! (TH252A)
7. To learn more about volunteer opportunities please visit brockbusu.ca/volunteer. MARKETING The BUSU Clubs Instagram is your social media hub for all things BUSU Clubs. Follow us on Instagram @brockbusuclubs to stay up to date on the latest club news and tag us to be featured!
Club activities help develop skills that are required in the next steps of a student’s career journey.
Brock’s new co-curricular record (CCR) provides students with a platform to document experiences, reflect and develop a deeper understanding of skills and competencies which offers a competitive advantage when engaging in recruitment activities.
LOCKERS Clubs are allowed one (1) locker free of charge to house their club items on campus. Please visit the BUSU office to learn how to access this perk. 5. As a BUSU club, you also have access to book rooms on campus such as lecture halls, seminar rooms, theatres and tabling areas. Please note, a space on campus must be booked and confirmed before submitting a SERMA form on ExperienceBU.
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BUSU website: www.brockbusu.ca/clubs BUSU website: www.brockbusu.ca/clubs
As a club, you can use BUSU spaces for free! Spaces are used for club promotion, meetings and/or events.
• Tabling: Set up outside Union Station or in the new retail space in the Student-Alumni Centre. Visit the BUSU website to learn more about accessing BUSU and Brock space at www.brockbusu.ca/clubs
SOME SPACES INCLUDE: ACCESS TO BUSU AND BROCK SPACES
To learn more about the CWC, please visit brocku.ca/experiencebu/co-curriculum CAMPUS WIDE CO-CURRICULUM The CWC represents a guide to help you identify and navigate the wide range of co-curricular and extracurricular experiences and opportunities available at Brock and offers structure to these experiences so that you can maximize both your personal development and your Brock experience. 10. Club Leaders – did you know that you can document the work you do to plan events and activities for your club. Is your club involved in volunteering, community events, professional development, case competitions and/or conferences? Talk to the CCR team in Career Education to learn how we can track these activities for your membership. Email the CCR team at ccr@brocku.ca View your co-curricular record on careerzone.brocku.ca JOINUS! 09
serma@brocku.ca EMAIL THE SERMA FOR: SERMA (RISK MANAGEMENT) • All inquires pertaining to risk management of events and club activities • Questions about the approval process • Rules, policies and waivers surrounding club events clubsmgr@brockbusu.ca CLUB CONTACTS EMAIL THE CLUBS MANAGER FOR: CLUBS MANAGER • Questions about event planning and risk management • Inquires about club financial management • The ratification, election, club training and transition process • Questions about club policies and rules clubs@brockbusu.ca EMAIL THE CLUBS COORDINATOR FOR: CLUBS COORDINATOR • All inquires pertaining to clubs (first point of contact) • Clubs Portal and ExperienceBU questions • Questions surrounding the club funding process • Inquiries about starting and managing a club vpss@brockbusu.ca EMAIL THE VPSS FOR: VICE PRESIDENT, STUDENT SERVICES • All inquires pertaining to CPC (funding and approvals) • Club event partnership with BUSU • General club support mscott@brockbusu.ca EMAIL THE BROCKTV FOR: BROCKTV • Video creation for clubs (see club perks for details) clubsdesign@brockbusu.ca EMAIL THE CLUBS GRAPHIC DESIGNER FOR: CLUBS GRAPHIC DESIGNER • All social media inquires • Design assistance such as logos, posters, banners, etc. • Creation of marketing plans • Updates on the BUSU website (Clubs Page and Clubs Directory) rbauman@brockbusu.ca EMAIL THE SENIOR MANAGER OF STUDENT ENGAGEMENT FOR: SENIOR MANAGER OF STUDENT ENGAGEMENT • Club event partnership with BUSU experiencebu@brocku.ca EMAIL THE EXPERIENCEBU FOR: EXPERIENCEBU • All inquires pertaining to ExperienceBU personal and club use • Questions about page management and functionality of ExperienceBU 10
RESOURCES
Club walk in hours are available for clubs to drop in and ask the clubs team any questions you have about clubs.
Open 11
www.brockbusu.ca/clubs
WALK IN HOURS
www.brockbusu.ca/clubs
Visit the BUSU website to learn more about the walk-in hours.
Visit the BUSU website for the latest resource materials and training for clubs.
The Clubs team is here to support you through your club journey with resources and tools for all club leaders.
Creating a Strong Team LYNDA.COM Lynda.com is a great resource for clubs as it provides hundreds of professional development presentations such as Communication with Teams, Think Like a Leader, Inclusive Leadership, Managing Stress and many more. Please use your Brock ID to access the presentations. 1. GOAL SETTING When creating goals be sure to keep in mind the mandate of the club as well as the perspective of club members. Some goals can be geared toward specific events, campaigns, and recruitment. 2. • How will we measure club success? • Are these goals achievable? • What is our general expectation of the year? All these items are listed in a Transition Document available on the BUSU website. See the BUSU website for more details at Be sure to review your goals once a semester to ensure your club in on track for success! 16 PERSONALITIES & THE FOUR TENDENCIES Looking for ways to better your team? Perhaps initiate personality quizzes such as the 16 Personalities or the Four Tendencies. Here you will learn personality traits of your executive team as well as yourself. Is it s a great strategy to get the executive team rolling! 3. 16personalities.com quiz.gretchenrubin.com Creating a strong team will set the foundation of group work and success within your club. Adapting your leadership style and learning about your club members will ensure club goals are met. WHEN DISCUSSING GOALS WITH YOUR EXECUTIVE TEAM INCLUDE THE FOLLOWING: TRANSITION DOCUMENT Upon your executive team adjourning and welcoming the new set of executives at the end of the school term, it is important to pass on all documents and resources that the new club leaders will need to continue the success of the club. 4. • Email account information • Social media login • Membership lists • Access to ExperienceBU club page management SOME IMPORTANT ITEMS TO TRANSITION ARE: www.brockbusu.ca/clubs 12
5. Wait for confirmation from the Clubs Coordinator on a prestation date. 2. Attend a CPC presentation.3. Funding is available for clubs to use for their initiatives and activities throughout the school year. To access funding please follow the steps below. Creating a plan and a budget for your club will ensure success for your club. By submitting a funding request early, your club will be set up a solid foundation for event/meeting planning. The Clubs Policy Committee reviews funding requests on a weekly basis. To access the Funding Request Form and the Budget/ Presentation template, please visit the Clubs Portal on PleaseExperienceBU.note,clubs are allowed to present to CPC once a semester. Be sure to plan your events and finances ahead of time (28 days in advance) to receive a timely response from CPC.
www.brockbusu.ca/clubs
FUNDING Budget PresentationsFundingand
www.brockbusu.ca/clubs
Your club is responsible for keeping track of all financial matters. Be sure to keep accurate records for your executive team.
4. Upon purchasing your club items, your club can submit for reimbursement. The reimbursement process is 7-10 days upon receiving your receipts and completed Cheque Requisition form (your approval email will have all the forms needed for reimbursement).
Submit a budget and presentation using the Funding Request Form in the Clubs Portal on ExperienceBU (10-21 days in advance before you need to use approved funds).
Event Planning Event planning is fun and exciting for clubs. It gives your club a chance to bring awareness to the Brock community, make new friends and recruit club members. Depending on the scope and size of your event, clubs will need to prepare ahead of time to ensure event success. See the BUSU website for more details at Visit the BUSU website for event planning templates and resources for clubs. 13
1. The Clubs Manager will send over an approval via email 1-3 business days after your presentation. Upon approval, your club may spend the approved funds. Please read the approval carefully for instructions on the reimbursement process.
ExperienceBU ExperienceBU is the hub for club management. On your club ExperienceBU page, you can manage your club roster, post events and much more. Be familiar with the Clubs Portal on ExperienceBU as it is a resource hub exclusive to club leaders. There you will find forms to access club perks such as room bookings and poster printing. To learn and watch how to navigate through ExperienceBU, please visit Brock Student Life and Success at youtube.com/user/BrockSLCE Clubs Training Every March, the Clubs team provides clubs leaders with training on how to run a club at the Clubs Summit. The Clubs Summit is designed to engage club leaders in areas of training that will aid in the successful execution of club activities for the next school year. Clubs Summit Training is mandatory for all clubs who want to ratify or re-ratify for the next school year. Social Media Guide Social media is a great way to promote your club. Want to be featured on our BUSU Clubs Instagram page? Visit the BUSU website and fill out the Club Diaries Feature Form. www.brockbusu.ca/clubs To read about tips and tricks regarding social media use, please visit the BUSU website. BUSU@brockbusuclubsClubs: 14 www.brockbusu.ca/clubs
Club ratification is the official signing agreement between the Brock University Students’ Union and the club. Each year, there are two periods where clubs can ratify to become and official BUSU club. All clubs must review the Clubs Handbook, Clubs 500 Policy prior to ratification and must meet the minimum criteria to be a ratified or re-ratified club: RATIFICATION 15 Have a minimum of 3 executives (president, vice president and treasurer) 1. Executive members must be undergraduate students (or graduate students if identified as a Graduate Student club) 4. Adhere to the rules and regulations in the Clubs 500 Policy 5. A minimum of 10 members (including the 3 executives)2. 80% of club membership must be current Brock University students 3. Please visit the BUSU website to learn about the ratification process for new and existing clubs. www.brockbusu.ca/clubs
ELECTIONS
To learn more about the election process and the rules surrounding club elections, please visit the BUSU website at www.brockbusu.ca/clubs
Elections are also important for longevity of the club. Having an annual election will ensure that your club will be able to grow and prosper after you finish your time at Brock.
Like BUSU elections, club elections occur every year in February to elect the next set of executives for your club.
16 VOTEVOTEVOTE
Club elections are held to ensure that members are democratically elected to positions that are required to operate the club. Correctly running an election allows the members to vote in the students they believe are best suited to the role, which can result in the club operating more professionally and remaining active and engaging on campus.
Events play a large part in enhancing the student experience. As club leaders, you have the opportunity to create events that cater to your club that benefit all Brock students. The Clubs team is here to support your club from brainstorming event ideas to event execution. EVENTS To learn more about the event planning process, please visit 17 www.brockbusu.ca/clubs
All students and student clubs must adhere to the SERMA process to use University resources and to conduct/promote events and activities as a student organization.
Risk Management is your responsibility as a student organization. You are expected to plan your events in advance and to consider and understand all associated risks with your event and take steps to prevent or mitigate them. You are also responsible for ensuring you adhere to Brock University policies. IS RISK MANAGEMENT?
SERMA
Brock University strives to strike a balance between providing space for meaningful, fun, engaging and inclusive activities, and ensuring that the potential for harm to students is low. The Student Event Risk Management and Approval (SERMA) process has been established to create an awareness of planning/safety issues and to protect both the attendees and the organizers of the event.
*SERMA must be completed 10-21 days in advance prior to your event/meeting. Events/meetings cannot be advertised until SERMA approval is received. SERMA PROCESS Visit the SERMA website to learn about the rules and policies surrounding student activities. website: brocku.ca/experiencebu/serma/*
Risk Management
THE
Risk management is the process of planning, leading, organizing and controlling your activities to minimize risks, including injury or harm to students, event participants, or property.
WHAT
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If you do not receive event approval, your event cannot move forward.
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The risk management process for clubs is built right inside your club ExperienceBU page. Each time you create an event in ExperienceBU, your club will be guided through the SERMA process in the event creation form.
Upon approval of your event, your club can promote it through social media, email marketing or through approved posters on campus.
WHAT HAPPENS IF I DON’T GET AN EVENT APPROVED? Have a question about risk management, policies, rules and approvals?
Email or visit the SERMA website atserma@brocku.ca brocku.ca/experiencebu/serma/ In the top right, click on the ‘waffle’ icon, which will bring up the Explore/Manage menu and click on Manage 1. Click on Create Event4. As you complete the event submission on ExperienceBU, not only will you be submitting your event for approval through the required channels, but your event will also be advertised on ExperienceBU. 5. Click on your club/group under My Memberships2. From the organization menu (at the top left of the page), click on Events 3.
Failure to adhere to the SERMA process, including a failure to properly risk manage your event, promoting your event prior to approval, or holding an event without approval, is a violation of the Student Code of Conduct and as such can result in a Class A offence notice, possible de-ratification and/or charges under the Student Code of Conduct.
HOW DO I SUBMIT A RISK MANAGEMENT FORM?
Contact information Below is contact information of departments on campus who may aide in the event planning process for your club. Be sure to specify what club you belong to and provide as much detail as possible for your inquiry. BROCK UNIVERSITY CONTACTS ROOM AND TABLE BOOKINGS WALKER COMPLEX BOOKINGS SERMA (RISK MANAGEMENT) Visitbrocku.ca/experiencebu/serma/brocku.ca/recreation/facility-rental-form/theClubsPortalonExperienceBU–Fill out the Room Bookings CATERING SERVICES AV POSTERSERVICESAPPROVALS brocku.ca/conference-services/event/catering-services/brocku.ca/student-life-success/main/campus-promotions/brocku.ca/information-technology/info/audio-visual-services/ BUSUCLUBTABLEISAAC’SCONTACTSBOOKINGSBOOKINGSHOUSEBOOKINGS www.brockbusu.ca/clubswww.brockbusu.ca/clubswww.brockbusu.ca/clubs 20
Event Time Frames If you are planning an event for your club, please keep in mind the time frames needed to use the services provided by Brock and BUSU. SERMA SUBMISSION BROCK ROOM BOOKINGS BROCK AND BUSU TABLE BOOKINGS 10-21 days in advance 10-21 days in advance Minimum 10-21 days in advance (4-10 days for virtual events) Events outside of the Niagara Region (28 days in advance) BROCK AND BUSU EVENT SPACE BROCK AV SERVICES BROCK CATERING 21 days in advance 21 days in advance 10-21 days in advance BUSU POSTER PRINTING CPC FUNDING REQUESTS 7 days in advance Minimum 10-21 days in advance 21
Events with Food Please visit the SERMA website to read about the rules and policies surrounding catering and food on campus for events. SERMA website: brocku.ca/experiencebu/serma/ If you are using BUSU space for your event (Isaac’s or The Club House), please email clubsmgr@brockbusu.ca to inquire about the foods that can be approved for serving at your event. BUSU Event Space Fundraising Looking to generate funds for your club? Try fundraising! Many clubs have great success with fundraising for their club or charity. Please be sure to connect with SERMA and the Clubs Manager for fundraising approvals or recommendations. CONTACT INFORMATION: SERMA: serma@brocku.ca Clubs Manager: clubsmgr@brockbusu.ca 22
Partnerships Partnerships is another great way to raise funds for your club. Below are some tips and tricks to assist you when seeking partnerships. Understand what you have to offer1. Keep your proposal short and sweet6. Be sure to get any transaction in writing7. Follow up with partners8. Be sure to say Thank You9. Create a wish list of partners, once created send to the Clubs Manager 2. Contact the right person from the company3. Build a relationship with your partner Know the partner’s marketing objectives5.4. 23
Visit our club pages to find the latest updates and resources regarding clubs. CLUB PAGES Instagram: @brockbusuclubs Our BUSU Clubs page is a resource hub for club leaders and those who are interested in joining/starting a club. The goal of the Instagram page is to provide helpful information that is quick and accessible to the students. On our Instagram you will see events, workshops and news updates posted weekly. Tag us in stories for re-shares or email our fill out the Club of the Week Feature Form in the Clubs Portal on ExperienceBU. BUSU CLUBS INSTAGRAM Website: www.brockbusu.ca/clubs On our website, you will find detailed documents, resources and instructions that will help new and experienced club members to success fully run their club. The website also has links to emails for all BUSU ratified clubs on the Clubs Directory. If you are looking to start a club, our website has a step-by-step guide on how to get started. BUSU WEBSITE Clubs Portal: experiencebu.brocku.ca/organization/busuclubs ExperienceBU is exclusive to Brock students where you can manage your club ExperienceBU page. Your club page is used to manage events, your club membership and more! From your personal ExperienceBU account, you can manage your cub page and join the Clubs Portal. The Clubs Portal will give you access to important forms such as room bookings and funding request forms. EXPERIENCEBU – CLUBS PORTAL 24
Clubs Policy 5001. Accessibility (AODA)5. Respectful Work and Learning Environment6. Sexual Assault and Harassment7. BUSU Code of Conduct2. Brock University Student Code of Conduct3. Brock University Alcohol Policy4. All clubs must abide by the BUSU and Brock University policies. Below are specific policies clubs should be familiar with. All the policies listed are available for viewing on the BUSU website. POLICIES BUSU website: brockbusu.ca/government/documents/legislation/ Brock University website: brocku.ca/policies/ 25
Club Strategic Planning - Start to decide on the events and programs you would like to run during the upcoming year. BUSU's office is open all year round and we would love to help! Start to Think of what you will need from BUSU for the year (funding, supplies, etc.).
OCTOBER Clubs Week – Clubs week is built to help promote clubs across campus. Sign up for Clubs Week will start in the Fall semester.
SUMMER (MAY – AUGUST)
Requests for funding for the Fall semester will open in the summer months prior to the first week of school.
Fall President Meeting – All club presidents are required to attend an information session in September. We will review what to expect for the upcoming year.
DECEMBER Last Call for Funding – Clubs who want to request for funding for club activities have until mid-December to submit a budget and presentation. All approved funding requests must submit for reimbursement before the end of the Fall term. Exams/Holiday Break – Club activities and funding to resume in the Winter term.
YEAR AT A GLANCE 26
The Clubs year runs from May 1 – April 30.
Fall Ratification – The ratification period for new clubs will be open for 3 weeks. Upon approval, the club is considered ratified for the 2022-23 school year.
SEPTEMBER BadgerFest Clubs Fair – The main club event of the year. Your opportunity to advertise your club to the 4,000 first year students. Sign up for the Clubs Fair will be in the summer months.
FEBRUARY Executive Elections Open – Each year clubs are required to elect their executive members for the upcoming year. For more information on club elections, please see the Clubs 500 Policy.
Winter President Meeting – All club presidents are required to attend an information session in January to prepare for club election season.
Clubs Summit Training – Full day summit for all newly elected club executives. Attendance is mandatory for all new and existing clubs.
Winter Ratification – The ratification period for all new and existing clubs will be open for 3 weeks. Upon approval, the club is considered ratified for the upcoming school year (official start date is May 1).
Clubs Banquet – End of year celebration and awards show! An opportunity to thank the clubs for their dedication to BUSU and the student Exams/Endexperience. of School Year – Club activities to resume in the Fall term. 27
APRIL Last Call for Funding – Clubs who want to request for funding for club activities have until early April to submit a budget and presentation. All approved funding requests must submit for reimbursement before the end of the Winter term.
MARCH Executive Elections Close – All club elections must conclude before March 1.
JANUARY Frost Week Clubs Fair – An additional mini Clubs Fair to help new clubs advertise.
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WWW.BROCKBUSU.CA/CLUBS@BROCKBUSUCLUBS