UMSU Recognition

This page details information about how to start a new club, how to recognize your club, how to annually renew your club, and how to officially disband your club.
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How to start a New Club

This is a general guide aimed to assist future student leaders who want to start a new club! We hope this is clear and easy to understand, if you have any questions about anything, please do not hesitate to contact us!

Phase 1: Research other Clubs & Documents

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. When contacting them, make sure to check your junkmail folder. 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.

Phase 2: Determine Interest in the Club Idea

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.

 

Please note that International College of Manitoba students and Graduate students are not considered UMSU members.

 

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.

Phase 3: Develop your Club's Identity

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!

Phase 4: Apply for Club Recognition

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: Email Student Group Services that you have submitted the application because Microsoft Forms have glitched in the past. Then, wait for the Student Group Services to review your Club Recognition application.

 

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

How to Recognize your Existing Club

This is a general guide aimed to assist future student leaders who want to recognize their existing club! We hope this is clear and easy to understand, if you have any questions about anything, please do not hesitate to contact us!

How do I get my club recognized?

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.

 

Once you have the items above, please fill out the Club Recognition Form here.

How to Annually Renew your Club

All clubs that were recognized from 2019 – 2021 are given a grace period from Student Group Services. The club renewals are due by January 31st, 2022.

This is because the COVID-19 pandemic severely affected club activity.

If your club needs a club renewal form, please reach out to us here.

If your club is struggling to renew by January 31, 2022 and does not attempt to communicate with us about the circumstances, Student Group Services will label your club as active and remove club recognition status.

Clubs that were recognized in the 2018-2019 academic year (April 2018 – April 2019) or before April 2018 are not considered eligible and are considered inactive. To gain club recognition again, please click here.

This is a general guide aimed to assist future student leaders who want to annually renew their existing club! We hope this is clear and easy to understand, if you have any questions about anything, please do not hesitate to contact us!

How do I renew my club?

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.

 

If your club was recognized before, your club would have received an email from Student Group Services about renewing and a link to the renewal form. Please check your Junk Mail folder.

 

If you do not have the email, please reach out to us for a Club Renewal form here.

How to Officially Disband your Club

We are sorry to hear about your club disbanding. It is understandable if no one in the club wants to continue operating the club anymore. Please ensure you think long about this decision because of the club’s history .

When you do this, please be aware that your club recognition will be removed and your club’s records will be private as a result.

If you plan to do this, please follow the steps below:

  1. Please reach out to us regarding the intent to disband the club through your official club email that you registered with us.
  2. Once we receive your request, we will process the request.
  3. You will receive an email regarding the completion of the request.

 

Thank you for your contributions to student life at the University of Manitoba, it is well-appreciated.