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Clubs Handbook 2011/2012


Table of Contents Welcome Letter

Page 3

What is SAITSA?

Page 4

History of SAITSA

Page 4

Student Government

Page 5

Recruiting and Retaining Members

Page

Planning an Event

Page 7-8

Types of Events

Page 9

Finances

Page 9-10

Clubs’ Board Meetings

Page 11

Meeting Etiquette/Robert’s Rules of Order

Page 12-14

SAITSA Awards

Page 15-16

Alumni Funding

Page 17

Annual Report

Page 18-21

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WELCOME! Welcome Club Executives, Congratulations on taking the first step to a more heightened post-secondary experience that gets better with every moment. Now that you have started a club, it is time to have some fun! It is time to create some wild and new memories by planning events and experiencing what SAITSA services can offer your club. You can book the Gateway for an Ice Breaker for your incoming club members and enjoy a Gateway show at the same time! On the other hand, if you are looking for a more relaxed atmosphere there is always the Odyssey Coffeehouse, where we have great lounge space for a laid-back event with some local art setting the mood. Now that you have some ideas on the go for your club, you are one more step closer to beginning planning events. In addition, talk to your fellow club executives at the bi-weekly clubs board meetings to get ideas and possibly even collaborate on events. I will be chairing all those meetings, so feel free to ask me whenever you have a question. And if you don’t have time to ask me at clubs board you can always e-mail me or call me, and don’t be shy either if you want to pop by my office for a quick chat. My door will always be open to you. Thank you for taking the time and interest in starting up a club, I cannot wait to see what exciting events you will come up with this year. Caroline Mackenzie VP Student Life

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WHAT IS SAITSA? SAITSA is a representative organization that every full-time, part-time and apprentice student at SAIT Polytechnic is automatically a member of. Founded in 1922, SAITSA is an incorporated not-for-profit organization with annual revenues of $6 million generated from various operations, services and fees. SAITSA is governed by the Students’ Legislative Council and Students’ Executive Council who are elected annually by the membership. Overseen by the General Manager, SAITSA is run by approximately 20 full-time staff members and even more part-time and casual staff. Working year-round, SAITSA staff work closely with SEC to ensure that SAITSA’s businesses, programs and services are consistently of the highest quality possible and they meet student needs in an affordable and effective manner. The association operates a variety of cost driven services and profit driven operations. Services include the SAITSA Resource Centre, volunteer opportunities, an awards banquet, federal and provincial lobby groups and a marketing and communications department. Operations include a campus bar; The Gateway, a coffeehouse; The Odyssey, two retail outlets; The Station Market and Sensations Express, a second hand consignment bookstore; SAITSA Seconds, locker operations, and a publications department that offers a yearbook, an annual agenda and a weekly campus newspaper; The Weal. The student health and dental plan is also managed by SAITSA and provides exceptional coverage for a majority of its members. SAITSA’s Mission The SAIT Students’ Association is a representative organization dedicated to enhancing student life by providing rewarding leadership opportunities and quality services. SAITSA’s Vision SAITSA will foster a positive and memorable experience for every SAIT student.

HISTORY OF SAITSA A lot has changed since the formation of SAIT’s first Students’ Association in 1922. Enrolment was 811 students when the original SA was formed for the purpose of ‘promoting intellectual and physical improvement and a better social intercourse among the student body.’ The eight governing members of the Association, including a President, Vice President, and Secretary, fulfilled their mandate by organizing a literary society, an athletic association and by hosting biweekly debates for students. The annual association fee was $2. In 1926 the SA established The Emery Weal, a monthly publication that sold for five cents a copy. (Today SAITSA’s Publications department prints both The Weal newspaper and Emery magazine.) In the years that followed, the Association toiled through financial losses during the Great Depression and a temporary relocation to the Stampede Grounds during the Second World War when the government took over the campus as a wireless training base. As new tensions developed between students and administration, SAIT’s first Students’ Council was formed in 1967 with representatives from each of the academic departments. It was Council’s job to enhance communication between students and administration and to bolster school spirit alongside their Students’ Association co-workers. SAITSA grew to manage several operations on campus over the years, including the Spartacus Lounge (now The Gateway). Back in the day they brought in many small acts for student concerts that would later become famous (including Joni Mitchell, Kiss, and Bryan Adams – we so called it). Today SAITSA has grown to become a busy and effective revenue-generating organization that works tirelessly both onand off-campus to serve the best interests of SAIT students. 4|Page SAITSA Clubs’ Handbook 2010/2011


STUDENT GOVERNMENT Students’ Legislative Council The Students’ Legislative Council serves as SAITSA’s governing body, in accordance with the Post Secondary Learning Act of Alberta. They are responsible for overseeing the business and affairs of SAITSA, and councilors are elected from the members of SAITSA (namely, SAIT students). SLC elections are held each fall for terms that continue until the end of the academic year in April, and members are elected to represent each school at SAIT. SLC meets twice a month with the Students’ Executive Council (SEC) to discuss student concerns and new business. Students’ Executive Council The Students’ Executive Council is elected in the spring and takes office in May each year. Any student who pays SAITSA fees is eligible to run for an SEC position. Comprised of four executives, SEC meets weekly and works full-time to ensure that SAITSA is serving students as well as possible. President The President is responsible to the Students’ Legislative Council for providing the overall direction and management of SAITSA within the confines of the SAITSA bylaws. The President is accountable for monitoring and directing all SAITSA activities to ensure that SAITSA goals and objectives are met and that the services provided to SAITSA student members are effectively delivered. VP Finance The VP Finance is responsible for the finance and human resource programs of SAITSA, as well as for overseeing the student Health & Dental Plan. The VP Finance also plays a strong role in ensuring that SAITSA’s Policies & Procedures support the achievement of SAITSA goals and objectives. VP Academic The VP Academic is responsible to act as an advocate on behalf of students at SAIT as well as to facilitate the resolution of student concerns. This is the person to talk to on campus if you have an academic concern of any kind. VP Student Life The VP Student Life implements programs and events to promote student life on campus. Working closely with the Events & Programming department and the VP Finance, the VP Student Life also facilities the start-up and administration of student clubs on campus. If you would like to get involved with the student government; go to www.saitsa.com!

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RECRUITING AND RETAINING MEMBERS The following are some suggestions on recruiting members for your club and how to retain them once they are a member. Recruiting Members Classroom talks - Talk to instructors to see if they’ll let you speak in their class Get faculty involved - Talk to your instructors Advertising for your club via poster boards, the Weal etc. Inviting guests to events - Facebook is a great way to get invites out Hosting small daily events to get your club name out there Make a brochure for your club - Use your monthly printing with SAITSA to have your brochure printed Online media (Facebook, web page etc.)

Retaining Members Gratitude Give kudos Celebrate after a success Offer to help someone out when they seem to be overloaded Host social events

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PLANNING AN EVENT “What Do I Do?”

Submit Event Proposal/ meet with VP Student Life •

Event Proposal: o Submitted 6 weeks prior to event (recommended in case of complications with bookings) o Make sure all information is as accurate as possible

Funding Proposal •

Detailed information regarding your funding: o Submitted 5 Business days prior to next Club’s Board meeting o Outline of event budget o Decided by Clubs Board whether or not funding will be approved o Social Events:  50% of the total cost of event to a maximum of $500 o Industry/Networking Event:  100% of total cost of event to a maximum of $500

Submitting Cheque Request/ Receiving Cheques •

Cheque Request: o Proof to back up your request:  Receipt  Invoice o 2 signatures of people with signing authority Receiving Cheques: o All cheques must be made to SAITSA o Memo section of cheque should have your Club name

Tickets •

Custom Ticket Printing/ Admission Tickets o Need to order tickets 4 weeks prior to event o Example: 1-300 tickets could cost $30-$70

Posters •

Poster Process: o Submitted 4 weeks prior to event for approval o Must be approved by VP Student Life o Once approved printing time takes 2 business days o Poster take-down 2 business days after the event

Catering •

Booking catering: o Fill out catering form 10 business days prior to event o Services available in Gateway or Odyssey 7|Page SAITSA Clubs’ Handbook 2010/2011


Entertainment •

Booking Entertainment: o First thing that should be booked. o Do the research on any extra fees:  SOCAN fees for DJ  ACF or Criterion Films for licensing fee for movies

Insurance Coverage: o Research insurance companies that offer the proper coverage for event o Submit to VP Student Life 5 business days before event

Chits: o

Insurance

Taxi Chits Pick up in V204 from VP Student Life

Contracts •

Contract Signing: o All contracts that are needed for an event can only be authorized by the VP Student Life o All contracts must be handed to the VP Student Life as soon as they are received by the club

Deposits after an event: o If the event took place at the Gateway or Odyssey the deposit is handed to management at the end of the event o Deposit into club account within 2 business days after the event if elsewhere

Float for the Odyssey or Gateway: o 1 week notice to VP Student Life if a float is required for your event

Deposits

Float

Sponsorship •

Approaching Sponsorship: o Before talking to any sponsor you need approval from VP Student Life o Do not guarantee a sponsor a spot on campus to promote or sell their product/service without discussing with the VP Student Life first

Report •

What to report on: o Quick report of the event should be e-mailed to VP Student Life within 5 business days after the event o Was a positive or negative event o How the SAITSA Staff did staff:  If any errors occurred what should be improved

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TYPES OF EVENTS Networking/Industry Event A networking or industry event can be defined as an event where current students can meet alumni and professionals from their area of study or interest. This would provide an opportunity to speak with them about their own experiences within the industry, make important future contacts and to possibly secure future employment/practicum. Examples of networking/industry events Plant/Company Tour, Alumni Luncheon, Industry Showcase/Expo, Industry Meet & Greet, Industry Seminars, Industry Recruitment (Job Fair) Social Event A social event is one that can be defined as an event where a club can get together with members of their club and/ or other clubs in a social atmosphere. The purpose of these events is not for networking or industry purposes; but more for fun and socializing. Examples of social networking 1st & 2nd Year Meet & Greet, Festivus, Super Bowl/Grey Cup, Concerts, Grad Parties, Banquets, Pizza Party Fundraising Event A fundraising event can be defined as an event where a club or clubs get together to raise funds in order to generate publicity and/or generate funds for the club(s). Examples of fundraising events Shave Your Lid for a Kid, Raffles, Casino Night, 50/50 draws, Bottle Drives, Auctions

FINANCES When you register your club with SAITSA a bank account is set up for you. It is against Policies and Procedures to have your own bank account outside of SAITSA. How to deposit money into your club account When depositing money, clubs are required to bring their deposit to the SAITSA Main Office (V204, Campus Centre building). The Office Manager (or delegate) will count the money with the club, issue a receipt and have the money deposited into the club account. How to withdraw money from your club account When withdrawing money clubs are required to submit a ‘Club Cheque Request’ form. These forms are available on SAITSA’s website (SAITSA.com) or you can pick one up via the SAITSA Main Office (V204).

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Once filled out and signed by the appropriate people the form is to be submitted to the VP Finance via the SAITSA Main Office (V204). Club Cheque Request forms are due at noon on Tuesdays in order to have the cheque ready for the Thursday of the same week. It is imperative that all information (including two signatures) is filled out on the form and all backup paperwork is included in order for your cheque request to go through.

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CLUBS’ BOARD MEETINGS What is the purpose of a Clubs’ Board meeting? Clubs’ Board meetings are a time for the Clubs’ Board to get together to give a report on what is going on within their club and for funding requests to be approved. Who attends these meetings? SAITSA VP Student Life; Chair SAITSA VP Finance; Vice Chair An Executive member of each club; Voting Member SAITSA Office Manager; Recording Secretary SAITSA Events and Programming Manager (or designate); Resource Representative of Alumni and Development; Resource for Alumni and Development When and where are these meetings held? The VP Student Life will email each club with the meeting room number and time for the year. Clubs’ Board meeting attendance If none of your executive members will be attending a Clubs’ Board meeting an email must be sent to the VP Student Life in advance. As stated in the SAITSA Clubs Policies and Procedures: No club may miss two consecutive meetings without just cause, three meetings over the course of the academic year without just cause, three consecutive meetings with just cause or six meetings over the course of the year with just cause. Only Club Executives may attend a meeting as a voting member. It is encouraged to have a first year club member attend each meeting as a guest.

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MEETING ETIQUETTE/ROBERT’S RULES OF ORDER Agenda packages The agenda for Clubs’ Board meetings will be available for pick up at the SAITSA main office (V204) the day before the Clubs’ Board meetings. It is important to pick up the agenda before the meeting in order to read over its contents in advance. If, for some reason, you cannot pick up an agenda package it will be brought to the meeting. Minutes Minutes for all Clubs’ Board meetings are taken by the Office Manager (or delegate). Included in your agenda package will be the minutes from the previous meeting as they need to be adopted each meeting. What is Robert’s Rules of Order? Robert’s Rules of Order is a set of rules for conducting meetings. Robert’s Rules can be confusing to those who have never used them before however it is the most efficient way to handle business at a large meeting. The following is a small guide to Robert’s Rules of order and how it works. Motions A motion is a proposal put forward on which a group takes a specific action or stand. A motion should be introduced by saying ‘I move to…’ Once a motion has been made it requires a ‘seconder’. Once a motion has been made and someone has seconded it a discussion can take place around the motion and then a vote must be made to see if the motion passes. Voting Once a motion is ready to be voted on the chair will ask for everyone to vote in favor for, opposed to or who would like to abstain to the motion. Raise your placard for which you would like to choose when the opportunity arises. Tabling an item To ‘table an item’ means to make a motion to postpone a business item until a future meeting or further in the current meeting. A motion for tabling an item can be introduced by saying ‘I move to table…’ This motion requires a seconder and there is no debate. Once this motion has been made it must be brought to an immediate vote. The person who makes the motion may be asked a reason as to why they would like it tabled. Amending a motion Once a motion has been put forward and discussion is taking place a motion can be amended. The motion to amend a motion can be introduced by saying ‘I move to amend the motion by…’ Amendments must be relevant to the proposed motion and not introduce unrelated business. 12 | P a g e SAITSA Clubs’ Handbook 2010/2011


Calling a Question A member who wishes to end debate on a topic can ‘call the question’. Calling the question halts debate immediately and forces a vote. In order to call the question you must raise your placard and wait for recognition from the chair. Once the question has been called the chair will put the motion to an immediate vote. Adjourning a meeting A meeting must be adjourned before it is over. In order to adjourn a meeting it requires a motion. This motion is not debatable and requires a seconder. This motion can be introduced by saying ‘I move that we adjourn the meeting at (time)’ The agenda The agenda is a general order of meetings and will include the following points: 1. Call to order This is where the chair will start the meeting. 2. Approval of the agenda This is a chance to add something to the meeting that is not on the agenda. If it is a business item that is being added it must have the approval of the Chair prior to the meeting to be added. 3. Adoption of minutes This is the time where the minutes from the previous meeting will be adopted and approved. Should there be something wrong with the minutes, this is the time to speak up to let the recording secretary know. 4. Reports Each club will give a verbal report during this time. This is a chance to let other clubs know what is going on within your club; past events, events coming up etc. 5. Business Items This is where Funding Proposals are approved. 6. Information/Discussion This is an informative part of the meeting where any items on the agenda during this part are not voted upon but are strictly for information purposes.

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7. Questions/Adjournment This part of the agenda is a chance for any questions that a club may have. If there are no questions a motion can just be made to end the meeting. CLUBS’ BOARD MEETINGS Throughout the year you will need to hold meetings within your club. SAITSA manages a meeting room space in the Campus Centre building in room V128. Should you need to utilize this space your club can hold two meetings a month in this room. The capacity of room V128 is 18 people. Should you need a meeting room that accommodates more people you can work with the VP Student Life to find a suitable space. To book V128 for a meeting contact your VP Student Life.

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SAITSA Awards In order to recognize the hard work of students, SAITSA hands out thousands of dollars worth of awards at the end of each year. These awards are handed out at the awards banquet held in April. The main criteria of all awards are the students’ involvement with SAITSA. The following is a list of awards given out annually: DC Fleming Award (Student of the Year Award) Donald C Fleming worked at SAIT from 1937 to 1967. He began his SAIT career as an Electrical Instructor two years after he graduated from the University of Alberta with a science degree. 29 years in to his career he took over as principal of SAIT, just 18 months before his retirement. While Principal of the institution he spent a lot of time in the media dispelling the beliefs that SAIT was `just a trade school for those who couldn’t handle the demands of University`. SAITSA remembers DC Fleming by presenting an annual award in his name to an outstanding student each year. Criteria: The DC Fleming award is presented to a candidate who has contributed more to the student cause than any other student. The recipient must hold a GPA of 3.0 or higher over the three most recent semesters and be enrolled in a minimum of three courses per semester. JM Parker (Student Councilor of the Year Award) James Merv Parker worked at SAIT from 1962 to 1991. He began his career at SAIT as a Metals Instructor. His hard work and dedication to students helped him become the Assistant Director of Student Services. During his time at SAIT JM Parker was admired by SAIT Student Councils. The JM Parker Award is given out annually at SAITSA’s Awards Banquet to honor his outstanding leadership within the SAIT community. Criteria: The JM Parker award is presented to a student councilor who has provided exceptional contribution in the area of leadership in student affairs. The recipient must be in good academic standing with SAIT Polytechnic. Gold Awards Criteria: The Gold awards are presented to candidates who have exhibited outstanding involvement with SAITSA. The recipients of these awards must have achieved exemplary academic standard and must be enrolled in a minimum of three courses per semester. Silver Awards Criteria: The Silver awards are presented to candidates who have exhibited significant involvement with SAITSA. The recipients of these awards must have achieved high academic standard and must be enrolled in a minimum of three courses per semester. Bronze Awards Criteria: The Bronze awards are presented to candidates who have exhibited strong involvement with SAITSA. The recipients of these awards must be in good academic standing and must be enrolled in a minimum of three courses per semester.

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Therese Murray Award Therese Murray is an alumnus of SAIT, graduating from commercial baking in 1983 and accounting in 1991. Therese was part of SAITSA helping run elections, a senate chair for 2 years and a student representative on Academic Council. Therese was also part of the disability awareness committee from 1989 to 1991. During this time, the committee was responsible for getting SAIT wheelchair ramps, automatic doors and brail around campus on elevators. The committee won an award for their efforts beating out Harvard that year. Therese became lead official for the SAIT court sports in 1997 and continues to be an active part of the SAIT community. SAITSA presents an award each year in her name. Criteria: This award is presented to a candidate who has displayed commitment through their volunteer work with SAITSA. The recipient of this award must be enrolled in three courses and not a paid employee with SAITSA. Marcel Carpenter Award Marcel Carpenter has shown strong dedication to both SAIT and SAITSA since arriving in August of 1986. Marcel began his SAIT career as a communications instructor and has not slowed down since, extending his expertise as a coordinator for Educational Media Production, director of ISO9001 Registration, coordinator for the Teaching and Learning Center and as an instructor for eight years in CALS. Marcel soon saw his career link with the goals and ambitions for students and four years later in 1990, Marcel joined the SAITSA team as an advisor and mentor. Over the past two decades, Marcel has been an exceptional resource to SAITSA’s executive and leaves a lasting impression on his students. SAITSA Club of the Year Award Criteria: The Club of the Year award is selected by the awards selection committee and is presented to a SAITSA registered club that has demonstrated outstanding dedication, service and involvement with SAITSA, dedication to improving student life on campus and dedication to the Clubs’ Board through participation and performance. Part-Time Employees of the Year Award for the following departments: -The Gate -The Odyssey -Retail Operations -SAITSA Resource Centre -The Weal Instructor Excellence Awards Purpose: This award is presented to one instructor in each school that students feel possess any or all of the following qualities: • Provides extra time and resources above and beyond the call of duty. • Is accommodating, sympathetic and respectful to student concerns and lifestyles. • Utilizes multiple resources to appeal to different learning styles. • Has outstanding organization and preparation for class. • Has interest and enthusiasm for teaching and student success. • Has fair testing and grading. • Embraces diversity. • Has a willingness and appreciation for students’ input and questions. • Fosters a positive classroom environment. Criteria: The recipients of these awards must be Instructors at SAIT and be nominated by a student.

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ALUMNI FUNDING On an annual basis, $5000 will be allocated from the Alumni and Development department to support approved club initiatives. Criteria for funding Priority is given to proposals which are innovative and involves students and alumni participation. Events must directly improve the education or career of students in a networking or industry night type of event. Funding may be approved up to a maximum of $500 per event and/or application. Eligibility Only academic clubs that are sanctioned by SAITSA are eligible to apply. The event must be approved by the SAITSA VP Student Life before the funding proposal will be accepted. Application Process Applications must be submitted to the Events and Services Coordinator, Student Engagement in Alumni and Development after SAITSA has approved the event. Applications can be dropped off at MA113 or submitted at Clubs’ Board meetings. Completed application and supporting documents must be included. The Events and Services Coordinator reserves the right to decline any applications. The outcomes of funding requests will be communicated to the primary contact for the student club within ten working days upon receipt of the funding application.

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ANNUAL REPORT What is an annual report? An annual report is the best way to ensure the clubs survival. With appropriate documentation the incoming executives have a structure to base their year on. This information is also used to further the growth and development of clubs. An annual report is a record of a clubs’ activities, financial reports, contact information and executive membership lists for the club year. Elements of an annual report -

Club contact information Outgoing executive information Incoming executive information List of activities from previous club year Financial statements; income statement, cash balance and outstanding items Copy of the most current club constitution

Deadline The annual report is due to the VP Student Life and Development one week following the last Clubs’ Board meeting. For purposes of the Annual Report, the following pages in the handbook are for each club to keep track of events throughout the year so it is easier to compile the information when writing your annual report.

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Date of event Location of event Purpose of event Number attended Revenue

Expenses

Did you receive funding from SAITSA?

If so, how much?

Was this event a success? Comments?

Date of event Location of event Purpose of event Number attended Revenue

Expenses

Did you receive funding from SAITSA?

If so, how much?

Was this event a success? Comments?

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Date of event Location of event Purpose of event Number attended Revenue

Expenses

Did you receive funding from SAITSA?

If so, how much?

Was this event a success? Comments?

Date of event Location of event Purpose of event Number attended Revenue

Expenses

Did you receive funding from SAITSA?

If so, how much?

Was this event a success? Comments?

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Date of event Location of event Purpose of event Number attended Revenue

Expenses

Did you receive funding from SAITSA?

If so, how much?

Was this event a success? Comments?

Date of event Location of event Purpose of event Number attended Revenue

Expenses

Did you receive funding from SAITSA?

If so, how much?

Was this event a success? Comments?

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Notes

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Clubs Handbook