Frequently Asked Questions

Please review this page before sending a question to studentclubs @umsu.ca as we may have already answered your question! Thank you!

Last Updated: September 13th, 2021

To read up about how COVID-19 effects UMSU Clubs and Associations: https://umsu.ca/student-clubs-associations/club-exec-portal/covid19/

My club did not renew for the 2020 - 2021 Academic Year because of the Pandemic. Can we still renew our club?

Yes, all clubs that were recognized from 2019 – 2021 are eligible because of a grace period provided by the UMSU Clubs Administration.

You can read more information about it at this page.

Are we able to host in-person activities for the 2021 - 2022 academic year?

As of September 1st, 2021; yes you can, but you must gain approvals from the relevant regulatory bodies. The profiles of these organizations and the necessary steps to take can be seen at this page.

 

Clubs that are not recognized by UMSU may have a harder time gaining approvals from the relevant regulatory bodies.

What is the current status of in-person activities / events for Fall 2021 and Winter 2022?

UMSU will try its very best to liaise with the relevant regulatory bodies that oversees the University of Manitoba community and relay important information that student clubs will need to know to host in-person activities and events.

 

The UMSU Clubs Administration will relay this information publicly through this page.

 

We will also relay this information privately through a mailing list that only UMSU Recognized Clubs & Associations have access to.

 

Due to the unstable nature of the environment caused by the COVID-19 Pandemic, procedures and protocols are to be expected to change at any given time of day without notice to all parties. As a result, you must always assume the information you receive can change at any time.

 

For event planners, you must always have a contingency plan in-place for any unexpected cancellations or delays.

What are UMSU's protocols and policies regarding COVID-19 and Clubs?

As of September 1st, 2021:

 

Currently as of now (it may change in the future – this is not permanent), UMSU does not have any rules or by-laws pertaining to COVID safety. As the situation changes daily, we recommend following the guidelines established by the relevant regulatory bodies.

 

The UMSU Clubs Administration will not condone in-person activities that do not follow proper COVID-19 policies and procedures established by the regulatory bodies such as the local (Winnipeg), provincial (Manitoba), and federal (Canada) governments; the COVID-19 Recovery Steering Committee; the University of Manitoba Student Affairs department; and the University of Manitoba Administration.

 

You can find some information of these policies here: https://umsu.ca/student-clubs-associations/club-exec-portal/covid19/

What are UMSU's expectations of Student Clubs and their executives?

The UMSU Clubs Administration expects Student Club executives to be informed of the COVID-19 protocols and policies issued by the relevant regulatory bodies when hosting their in-person activities.

 

We expect Student Clubs to follow the COVID-19 protocols and policies in place to protect themselves and the wider community. Feigning ignorance about protocols is not considered acceptable by us.

 

Also, due to the unstable nature of the environment, we ask for patience from our student club executives as we try to navigate through this complex pandemic in safe manner.

What services are available to UMSU Clubs?

As of September 8, 2021; currently, the available services for clubs are:

  • Club Recognition
  • Club Renewal
  • Club Directory Page Update
  • Club Funding

Many services became unavailable due to the COVID-19 Pandemic. We will announce updates to services available to recognized clubs once we know they are available.

You can see more of the other services available here.

What are the benefits of becoming an UMSU-Recognized Club?

By submitting a membership list and constitution to UMSU, you will be able to gain the following benefits from UMSU:

 

  1. Monetary support (exceptions may apply):
    1. Club Operations Funding,
    2. Club Events Funding,
    3. and Travel Grants Funding.
  2. Resource support:
    1. Coke Drink Requests,
    2. No Charge on booking rooms at facilities controlled by UMSU or other faculty buildings (exceptions may apply),
    3. No Charge on booking a table at University Centre or other faculty buildings (exceptions may apply),
    4. No Charge on equipment rentals from the Service Centre (exceptions may apply),
    5. Invoicing for orders from UMSU Businesses (available through the UMSU businesses directly),
    6. Discounts from the Digital Print & Design Centre,
    7. Letter of Direction to open up Community Bank Accounts,
    8. and UMSU Club Manuals.
  3. Operations support:
    1. Services Coordinator that can advise Club Operations,
    2. Monthly meetings to inform clubs about opportunities and new things,
    3. Social media pages to promote club opportunities,
    4. Involving clubs in Marketing Campaigns,
    5. Hosting the Club’s information and contact in the Club’s Directory Page for the public,
    6. Recognized by other companies and organizations as a Student Group,
    7. and Gain opportunities from organizations within and outside the campus for their club.

 

 

How do I start a club?

We are very excited to hear about your initiative and drive to start up a new club!

 

Before we get to that, have you checked our Clubs Directory to see if the club you have in mind already exists? If not, please check here.

 

After checking the Clubs Directory and any possibly-related club, if you feel like you want to start a new club anyways, follow the steps below:

 

Step 1: Check to see if any clubs in the Clubs Directory are closely related to the club you have in mind. If your Club is too similar to another club’s purposes, goods, and/or services. We may use our discretion to decline your Club Recognition application because it is too similar.

 

Step 2: Please review the Student Club Operations Handbook available for public viewing. Get familiar with all of the information on there.

 

Step 3: Determine student interest and demand for the club. If you mention the idea to other students (classmates, friends, etc.) and nobody seems interested then you will have a harder time with launching your club idea off the ground.

 

Step 4: If you have found people interested in your club, ask if they would like to become a club member or club executive (if you would like extra help or trust them to help). You need to gather 10 undergraduate students who are UMSU paying members to be considered eligible to have a club recognized by UMSU. These 10 students can be a member and/or an executive of the club. UMSU requires 10 full names and 10 student numbers to check the validity of your club members before issuing recognition.

 

Step 5: If your club is not similar to other clubs, attempt to gather a team of motivated people to assign them club executive roles. Ensure you and this team of people are undergraduate students at the University of Manitoba. If you cannot find people then you can do it by yourself but be warned, it will be very difficult to accomplish tasks by yourself. It is recommended you have a few executives in your caucus (2 – 4+ people) to assist you in the management of the club. Depending on your needs and objectives of the club, you can determine how many people you need.

 

Step 6 (the very hard part): Now that you have determined your team of club executives and have a list of members (includes executives) – you need 10 UMSU members. You now must create an original Club Constitution for your club. Please review the Sample Constitution available here and follow its guidelines.

 

  • At this step, think of a Club Acronym! Many club names tend to be long and having an easy shorthand name makes it better for referral in conversation especially while making a constitution.
  • At this step, once you have finished the Club Constitution, you will be able to have a description of your club to be put on the Club Directory!

 

A constitution acts like a sort of legal document and thus, clarity and thoroughness is absolutely essential. This document will set the direction of your club for months – years to come!

 

Step 7: Create a Student Club Contact email for your club. DO NOT USE YOUR PERSONAL EMAIL ADDRESS. Why? You can cause MANY club transition issues as many club executives use their personal email address and sometimes does not update the contact with UMSU when new executives are appointed. As a result, a lot of lost communications occurs and if your club does not renew, it may lose its club recognition.

 

This club email address will be your main line of communications between your club and UMSU. Many clubs utilize Google Mail, Yahoo Mail, Outlook, custom webmail addresses, etc. If your club has official recognition from the University of Manitoba (@umanitoba), you can use that email address as well… but be aware that if IST decides to remove that email address then we may not have an updated contact on file. As a result, a lot of lost communications occurs and if your club does not renew, it may lose its club recognition.

 

Step 8 (OPTIONAL)Create a website and/or social media pages for your club. Everyone is on social media! If you would like to have more students look at your club, have it on social media!

 

Step 9: You finally did it, you got all of the people and tasks completed! At this point, you have…

 

  • [Required]
    • a list of club executives to help manage the a club.
    • a list of club members (includes executives).
    • a club constitution draft for review by UMSU.
    • a club email address.
    • a club acronym and club description for your Club Directory page.

 

  • [Optional]
    • a website and/or social media pages.

 

Step 10: Submit the information and fill out the Club Recognition form at this page.

 

Step 11: Wait for the UMSU Clubs Administration to review your Club Recognition application.

 

Step 12: If you are approved, then your club is now officially recognized by UMSU. Congratulations!!

 

Do I have to renew my club with UMSU every year?

Yes, we will be sending your club a club renewal form every Summer to the group email address provided to us. We do this to check if your club will remain active for the next academic year. Once your club is renewed, its club recognition status will remain. If your club chooses to not fill in this club renewal form and the deadline passes, it will be considered inactive and unrecognized by UMSU.

 

When your club is not recognized by UMSU anymore, you must fill out the Club Recognition form available here.

 

Please be aware that due to the pandemic, a grace period has been provided to all clubs recognized in 2019 – 2021. You can see more information here.

What are the benefits of becoming an UMSU-Recognized Club?

By submitting a membership list and constitution to UMSU, you will be able to gain the following benefits from UMSU:

 

  1. Monetary support (exceptions may apply):
    1. Club Operations Funding,
    2. Club Events Funding,
    3. and Travel Grants Funding.
  2. Resource support:
    1. Coke Drink Requests,
    2. No Charge on booking rooms at facilities controlled by UMSU or other faculty buildings (exceptions may apply),
    3. No Charge on booking a table at University Centre or other faculty buildings (exceptions may apply),
    4. No Charge on equipment rentals from the Service Centre (exceptions may apply),
    5. Invoicing for orders from UMSU Businesses (available through the UMSU businesses directly),
    6. Discounts from the Digital Print & Design Centre,
    7. Letter of Direction to open up Community Bank Accounts,
    8. and UMSU Club Manuals.
  3. Operations support:
    1. Services Coordinator that can advise Club Operations,
    2. Monthly meetings to inform clubs about opportunities and new things,
    3. Social media pages to promote club opportunities,
    4. Involving clubs in Marketing Campaigns,
    5. Hosting the Club’s information and contact in the Club’s Directory Page for the public,
    6. Recognized by other companies and organizations as a Student Group,
    7. and Gain opportunities from organizations within and outside the campus for their club.

 

 

What are the items that I need to have my club be officially recognized by UMSU?

You will need the following:

  • [Required]
    • a list of club executives to help manage the a club.
    • a list of club members (includes executives) – names & student numbers:
      • 10 UMSU undergraduate students minimum.
      • No less than two-thirds are undergraduate students in your membership list.
    • a club constitution draft for review by UMSU.
    • a club email address.
    • a club acronym and club description for your Club Directory page.
    • your contact information.

 

  • [Optional]
    • a website and/or social media pages.

Where do I apply to get my club to become officially recognized by UMSU?

Please fill out the Club Recognition Form here.

Do I have to renew my club with UMSU every year?

Yes, we will be sending your club a club renewal form every Summer to the group email address provided to us. We do this to check if your club will remain active for the next academic year. Once your club is renewed, its club recognition status will remain. If your club chooses to not fill in this club renewal form and the deadline passes, it will be considered inactive and unrecognized by UMSU.

 

When your club is not recognized by UMSU anymore, you must fill out the Club Recognition form available here.

 

Please be aware that due to the pandemic, a grace period has been provided to all clubs recognized in 2019 – 2021. You can see more information here.

Do I have to renew my club with UMSU every year?

Yes, we will be sending your club a club renewal form every Summer to the group email address provided to us. We do this to check if your club will remain active for the next academic year. Once your club is renewed, its club recognition status will remain. If your club chooses to not fill in this club renewal form and the deadline passes, it will be considered inactive and unrecognized by UMSU.

 

When your club is not recognized by UMSU anymore, you must fill out the Club Recognition form available here.

 

Please be aware that due to the pandemic, a grace period has been provided to all clubs recognized in 2019 – 2021. You can see more information here.

What are the benefits of becoming an UMSU-Recognized Club?

By submitting a membership list and constitution to UMSU, you will be able to gain the following benefits from UMSU:

 

  1. Monetary support (exceptions may apply):
    1. Club Operations Funding,
    2. Club Events Funding,
    3. and Travel Grants Funding.
  2. Resource support:
    1. Coke Drink Requests,
    2. No Charge on booking rooms at facilities controlled by UMSU or other faculty buildings (exceptions may apply),
    3. No Charge on booking a table at University Centre or other faculty buildings (exceptions may apply),
    4. No Charge on equipment rentals from the Service Centre (exceptions may apply),
    5. Invoicing for orders from UMSU Businesses (available through the UMSU businesses directly),
    6. Discounts from the Digital Print & Design Centre,
    7. Letter of Direction to open up Community Bank Accounts,
    8. and UMSU Club Manuals.
  3. Operations support:
    1. Services Coordinator that can advise Club Operations,
    2. Monthly meetings to inform clubs about opportunities and new things,
    3. Social media pages to promote club opportunities,
    4. Involving clubs in Marketing Campaigns,
    5. Hosting the Club’s information and contact in the Club’s Directory Page for the public,
    6. Recognized by other companies and organizations as a Student Group,
    7. and Gain opportunities from organizations within and outside the campus for their club.

 

 

My club did not renew for the 2020 - 2021 Academic Year because of the Pandemic. Can we still renew our club?

Yes, all clubs that were recognized from 2019 – 2021 are eligible because of a grace period provided by the UMSU Clubs Administration.

You can read more information about it at this page.

What are the items that I need to have my club be officially renewed by UMSU?

You will need the following:

  • [Required]
    • a list of club executives to help manage the a club.
    • a list of club members (includes executives) – names & student numbers:
      • 10 UMSU undergraduate students minimum.
      • No less than two-thirds are undergraduate students in your membership list.
    • a club email address.
    • your contact information.
    • your club’s information.

 

  • [Optional]
    • a club constitution draft for review by UMSU.

Where do I apply to get my club to become officially renewed by UMSU?

If you have renewed with UMSU before, your club would have received an email providing your club a link to the Renewal form. Please check the Junk Mail folder. If you cannot find the email, please fill out the Club Renewal Form here.

What services are available to UMSU Clubs?

As of September 8, 2021; currently, the available services for clubs are:

  • Club Recognition
  • Club Renewal
  • Club Directory Page Update
  • Club Funding

Many services became unavailable due to the COVID-19 Pandemic. We will announce updates to services available to recognized clubs once we know they are available.

You can see more of the other services available here.

Are we able to host in-person activities for the 2021 - 2022 academic year?

As of September 1st, 2021; yes you can, but you must gain approvals from the relevant regulatory bodies. The profiles of these organizations and the necessary steps to take can be seen at this page.

 

Clubs that are not recognized by UMSU may have a harder time gaining approvals from the relevant regulatory bodies.

What is the current status of in-person activities / events for Fall 2021 and Winter 2022?

UMSU will try its very best to liaise with the relevant regulatory bodies that oversees the University of Manitoba community and relay important information that student clubs will need to know to host in-person activities and events.

 

The UMSU Clubs Administration will relay this information publicly through this page.

 

We will also relay this information privately through a mailing list that only UMSU Recognized Clubs & Associations have access to.

 

Due to the unstable nature of the environment caused by the COVID-19 Pandemic, procedures and protocols are to be expected to change at any given time of day without notice to all parties. As a result, you must always assume the information you receive can change at any time.

 

For event planners, you must always have a contingency plan in-place for any unexpected cancellations or delays.

What are the best bank accounts for clubs?

The choice of institution is up to your discretion – banking, credit unions, etc. We recommend an institution close to the University for easier access for everyone by distance. Understanding how you will be using the bank account can let you determine which account best fits your needs.

 

Be sure to look into opening COMMUNITY ACCOUNTS or the variation of the like.

 

Regular Chequing accounts can cost ($5 – $7 per month) while a Community Chequeing account can cost ($0 – $2.5 per month). It depends on the institution’s rates but community accounts are generally reserved for non-profit groups that aim to build a community which is what student clubs do!

 

I am a newly recognized club, how do I open up a Bank Account?

Step 1: Research financial institutions – banks, credit unions, etc. –  your criteria should be distance from the University, monthly rate, and how much you will be using this account in terms of transactions. Understanding how you will be using the bank account can let you determine which account best fits your needs. Ensure you are picking COMMUNITY ACCOUNT options to get the lowest monthly fee as well as additional perks for being a student club / non-profit.

 

Step 2: Pick your choice of financial institution.

 

Step 3: Request for a Letter of Direction here.

 

Step 4: Once you have received the letter, book an appointment with this financial institution and print the letter. Then get the signing authority (authorized users) signatures for the bank account.

 

Step 5: Meet with the banker at the financial institution providing the letter and the banker will set you up.

What institution do you suggest we should open a Bank Account?

As of late 2020, we suggest the Cambrian Credit Union on 60 Bison Dr, Winnipeg, MB R3T 4Z7. This is because they do not usually have service charges and have worked with UMSU Groups, Faculty Associations, and more in the past.

How do I transfer a pre-existing bank account from an old executive team to a new executive team?

A signing authority are the authorized users for a bank account. Usually, these signing authorities are the President and Finance executives of the club.

 

To transfer signing authorities aka authorized users for the bank account, you must coordinate the schedules between – the banker of the institution, the old signing authorities (old execs), and the new signing authorities (new execs). Once you are able to coordinate a meeting place, day, and time; you will be required to bring a bank transfer letter for account documentation and authorization of transfer of accounts.

 

You can find a template of this letter at the club resources page here.

 

Once you have made the letter with the relevant information and signatures of the old signing authorities and new signing authorities. Bring this letter to the financial institution’s banker when you are at the appointment.

 

At the appointment, the banker should be removing the old signing authorities and adding the new signing authorities. Ensure you are very clear that you are removing people from the account and adding new people to the account.

 

Once the people have been signed on, the banker should be able to give you the basic information about the account and its terms and conditions.

Can I transfer bank accounts from one institution's branch location to another?

It depends on the financial institution’s policy but this should be available to institutions. This process can take a few days or weeks to transfer over the accounts from one branch to another.

 

Doing this option is very convenient if you would like to move branch locations for whatever needs you have.

 

Where do I apply for Club Funding?

You can find the forms at the Resources page via the Club Executive Portal here.

I made a mistake on my Club Funding Application, how do I fix it?

Please inform us via email and we will discard that application. You can then resubmit a new one with the proper information.

When the Member Services Committee agree to fund a Club, how are the funds transferred?

As of Fall 2021, the current methodology of transferring funds from UMSU are writing cheques towards recognized clubs.

These cheques are written out to Student Clubs by name and not to any specific individual or executive of the club.

 

Can I get the cheques written out to me or an executive by name?

Current UMSU policy does not allow cheques to be written out to any specific individuals. Cheques will only be written out to club’s by name, not any specific individual.

How many rounds of funding are there?

There are multiple rounds throughout the academic year! You can apply for funding between the first day it is open to clubs until the middle of April!

 

The Member Services Committee typically meets every 2 weeks and community representatives hold Community Assemblies once a month. Therefore, the expected response time for your application is 3-4 weeks.

 

Funding Cycle dates are released to clubs once the dates are known.

None so far. Will update when something comes up.

None so far. Will update when something comes up.

None so far. Will update when something comes up.

None so far. Will update when something comes up.