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UMSU Student Clubs FAQ

 

Last Updated: May 15th, 2024

[/vc_message][/vc_column][/vc_row][vc_row][vc_column][vc_tta_accordion style=”outline” color=”blue” active_section=”a” collapsible_all=”true”][vc_tta_section i_type=”entypo” i_icon_entypo=”entypo-icon entypo-icon-box” add_icon=”true” title=”Club Recognition Process” tab_id=”1635359287919-968533e7-9b01″][vc_toggle title=”I have a great idea for a club! How do I start?” color=”blue” css=””]Firstly, you should check that no similar clubs already exist. A list of UMSU clubs can be found (here). Then, email studentclubs@umsu.ca to signal your intent to start a club.

You will need to have a few things in place before you’re ready to start becoming registered.

  1. A club constitution. A template for that can be found (here).
  2. A club registry check. You must have a minimum of 10 other club members, and your club membership must be 66% UMSU affiliated students.

Once you have met the requirements for both of those, you can formally start your club approval request (here). If this is approved, then you club will be pre-approved for 2 weeks, giving you access to all club benefits (except funding) for that time.

The final stage is to have your executive team complete a Sexual Violence Prevention Workshop. This can be done in two ways:

  1. On UMLearn. Under the “self-registration” tab, find the “UMSU Sexual Violence Prevention Course” (SVPW_022023)
  2. Through the Sexual Violence Resource Centre in-person workshop. They can be contacted at svrc@umanitoba.ca

Once this has been completed by all executives, send all your completed certificates to studentclubs@umsu.ca or mchomyn@umsu.ca to receive your fully approved status for the remainder of the academic year![/vc_toggle][/vc_tta_section][vc_tta_section i_type=”typicons” i_icon_typicons=”typcn typcn-gift” add_icon=”true” title=”Club Events” tab_id=”1635359287919-43069cdc-f760″][vc_toggle title=”Where are the best places to host events?” css=””]The best place to host an event for your student group will vary depending on your needs. As a recognized UMSU club you would have a couple options:

Helen Glass UMSU meetings rooms (capacity 4-8).

    • The link to book these rooms can be found (here).
    • Alternative arrangements can be made by emailing vpsl@umsu.ca and mchomyn@umsu.ca

Through Conferences and Catering

    • As they have multiple spaces with various availability, it would be best to touch base with them to see what they have to offer
    • https://umanitoba.ca/campus-services/event-planning
    • conference_catering@umanitoba.ca

Clubs that are recognized by UMSU will have the room booking fees waived for our rooms.[/vc_toggle][vc_toggle title=”I need a permanent space for my club! How can I go getting one?” css=””]Unfortunately there are no permanent rooms that UMSU can offer at this time. We do offer bookable spaces free of charge for student clubs that are recognized by us.[/vc_toggle][/vc_tta_section][vc_tta_section i_type=”material” i_icon_material=”vc-material vc-material-attach_money” add_icon=”true” title=”Club Finances” tab_id=”1635359316704-002016e3-a56e”][vc_toggle title=”How much funding is available to my club?” css=””]Each year, fully approved UMSU clubs are eligible for up-to $1700.00 in funding per fiscal year (May 1st – April 31st of the following year).

This is broken down into a $200.00 club operations grant and then $1500.00 for events.

Please note that funding is not guaranteed and subject to the checks and balances of the Membership Services Committee (MSC).

For more information, please view this document.[/vc_toggle][vc_toggle title=”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![/vc_toggle][vc_toggle title=”How do I open up a Bank Account? (New and Existing Clubs)”]

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 from Student Group Services.

 

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.

[/vc_toggle][vc_toggle title=”What financial institution do you suggest for opening Bank Accounts?”]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 Clubs and Associations in the past.[/vc_toggle][vc_toggle title=”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 executive portal documents here.

 

After 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.

[/vc_toggle][vc_toggle title=”Can I transfer my bank account’s branch location to another location?”]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.[/vc_toggle][vc_toggle title=”Where do I apply for Club Funding?”]You can find the forms at the Club Executive Portal in the UMSU Support Services Section.[/vc_toggle][vc_toggle title=”I made a mistake on my Club Funding appplication, 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.[/vc_toggle][vc_toggle title=”When a Club Funding application is approved, 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.

[/vc_toggle][vc_toggle title=”Can I get the cheques written out to an individual?”]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.[/vc_toggle][vc_toggle title=”When should I deposit the cheques?”]Ideally, as soon as you get the cheque because it confirms to us that your club has received the funds.

 

The final deadline is the last day of April of the academic year. Afterwards, these cheques will be cancelled and you will not be refunded the amounts. Do not procrastinate on cashing the cheque please.[/vc_toggle][vc_toggle title=”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.

[/vc_toggle][/vc_tta_section][/vc_tta_accordion][/vc_column][/vc_row][vc_row background_style=”dark-wrapper” css=”.vc_custom_1553687777562{background-color: #ffffff !important;}” el_class=”with-cus-banr new-fonts”][vc_column width=”1/2″][vc_single_image image=”7804″ img_size=”full”][/vc_column][vc_column width=”1/2″][vc_column_text css=””]Have any questions that still need to be answered? If so, please contact any of the following:

Vice President Student Life – vpsl@umsu.ca

UMSU Student Clubs – studentclubs@umsu.ca

UMSU Service Centre – servicecentre@umsu.ca[/vc_column_text][/vc_column][/vc_row]