Clubs Policy and Procedures (Item)

Clubs & Associations Policy and Procedures

Approving Authority: Vice President: Clubs & Associations

Administrative Responsibility: Director, Policy Research & Advocacy

Original Approval Date: July 24th, 2019

Date of Most Recent Review/Revision: September 14th, 2023

Related Policies, Procedures, and Documents:

Executive Limitation #1 - Global Executive Constraint
Executive Limitation #2a - Treatment of Consumers
Executive Limitation #2d - Financial Conditions & Activities
Executive Limitation #2f - Asset Protection
Clubs & Faculty Associations Payment Method Policy
Expired E Transfers, Stale Cheques and Petty Cash Letter Policy

1. Introduction

1.1 As a member of the Students’ Union, every undergraduate student has the opportunity to support, participate in, and form a club. There are a multitude of benefits available to SU-based clubs, faculty associations, and faculty-based clubs, including:

1.1.1. An official listing as a SU-based club, faculty association, or faculty-based club with the Students’ Union.

1.1.2. Inclusion in the Students’ Union liability insurance policy program.

1.1.3. The use of university facilities, subject to Wilfrid Laurier University’s Booking of University Space and Facilities policy (4.10) and existing agreements between the University and the Students’ Union.

1.1.4. The ability to obtain permission from the proper authorities to make use of certain names and logos, including:

1.1.4.1. Wilfrid Laurier University

1.1.4.2. Laurier

1.1.4.3. The Students' Union

1.1.4.4. The "Hawk"

1.1.5. The opportunity to participate in all Clubs & Associations fairs and any other promotional initiatives undertaken by the Clubs & Associations Department.

1.1.6. Attendance at any events or workshops facilitated by the Clubs & Associations Department.

1.1.7. Access to funding provided by the Students’ Union or an affiliated faculty association.

1.1.8. Assistance with club or faculty association finances, including the preparation of financial statements.

1.1.9. The facilitated use of a Students’ Union corporate credit card as a payment option, subject to the approval of the Clubs & Associations Department.

1.1.10. Promotion of events using the marketing resources of the Clubs & Associations Department.

1.1.11. Clubs & Associations Department assistance and support with events, activities, etc.

2. Purpose

2.1. The purpose of this procedures manual is to expand on the guidelines established by the Clubs & Associations Policy and provide clear direction for the management of all SU-based clubs, faculty associations, and faculty-based clubs.

3. Scope

All SU-based clubs, faculty associations, and faculty-based clubs must adhere to the requirements of these procedures.

4. Membership

4.1. All Wilfrid Laurier University undergraduate students are eligible to be members of a SU-based club if they are a member of the Students’ Union in good standing and have paid all relevant fees.

4.2. All Wilfrid Laurier University undergraduate students are full members of their faculty association if they are a member of the Students’ Union in good standing and have paid all relevant fees.

4.2.1. Executive members of faculty associations must be undergraduate students registered in programs of study in that faculty as defined by the Undergraduate Calendar.

4.3. All Wilfrid Laurier University undergraduate students eligible to be members of a faculty-based club if they are a member of the Students’ Union in good standing and have paid all relevant fees.

4.3.1. Faculty-based club memberships must include a majority (50% plus one) of undergraduate students from that faculty.

4.4. Students’ Union clubs and faculty-based clubs must maintain a membership of at least twenty (20) undergraduate student members on the Waterloo campus and ten (10) undergraduate student members on the Brantford campus.

4.4.1. Multi-Campus Clubs must maintain a membership of at least twenty (20) undergraduate students with a minimum of five (5) undergraduate student members from each campus.

4.4.2. In order to qualify for club membership undergraduate students must be members of the Students’ Union in good standing who have paid all relevant fees

4.5. Any membership restrictions not outlined in this policy must be approved by the (A)VP: Clubs & Associations.

4.6. Mandatory membership fees levied by individual clubs are prohibited.

4.7. Supplementary club or faculty association fees may only be sought under the following conditions:

4.7.1. With the prior approval of the (A)VP: Clubs & Associations, and after completing any required documentation.

4.7.2. If the fee is optional.

4.7.3. If the member receives a direct and tangible benefit for their financial contribution.

5. Starting a Club

5.1. New club applications are assessed during two review periods, as specified by the VP: Clubs & Associations ahead of the Fall and Winter terms.

5.2. All Wilfrid Laurier University undergraduate students who have paid all relevant fees are eligible to submit a new club application.

5.3. The (A)VP: Clubs & Associations will provide the final approval for all new SU-based clubs.

5.4. Faculty-based clubs must complete the Students’ Union New Club Registration process:

5.4.1. The (A)VP: Clubs & Associations will complete an initial review of applications before distributing to the relevant faculty association.

5.4.2. The relevant faculty association will confirm the final approval for faculty-based clubs.

5.4.3. Unsuccessful faculty-based club applications can still be accepted as a SU-based club with the approval of the (A)VP: Clubs & Associations.

5.5. In order to be ratified, all potential clubs must:

5.5.1. Open general membership to all Wilfrid Laurier University undergraduate students subject to the requirements of faculty-based clubs or other exemptions for faculty associations as determined by the (A)VP: Clubs & Associations.

5.5.2. Add value to the Laurier community by serving a unique purpose or role not already available through an existing club, Laurier department, or service on each campus.

5.5.3. Establish an executive structure with a president and at least two (2) executive members, one of which must be responsible for club finances.

5.5.3.1. Multi-campus clubs must establish a co-president structure with one (1) president from each campus, or an alternative structure approved by the VP: Clubs & Associations.

5.5.4. Responsibly manage club finances.

5.5.4.1. Clubs may exist without an allocated budget.

5.6. Newly ratified clubs seeking funds will be required to complete a budgeting process before commencing activities and in advance of incurring expenses.

5.7. Appeal Process for Denied New Club Proposals

5.7.1. Students may appeal the denial of a new club registration proposal.

5.7.1.1. An appeal letter must be submitted that provides relevant information or clarification to adequately demonstrate how the proposed club meets the new club registration criteria.

5.7.1.2. Potential clubs have five (5) business days from receipt of their notice of denial to submit an appeal.

5.7.1.3. Appeals must be submitted to the provided electronic form.

5.7.2. After the submission of an appeal a review meeting will be scheduled with the New Club Registration Review Panel.

5.7.2.1. The New Club Registration Review Panel may consist of:

5.7.2.1.1. Vice-President: Clubs & Associations.

5.7.2.1.2. At least one (1) designated full-time continuing staff members who support the department.

5.7.2.1.3. If applicable, an Associate Vice-President: Clubs & Associate.

5.7.3. The Review Panel may request that the potential club leadership attend a meeting to discuss their appeal.

5.7.4. The Review Panel will inform the potential club leadership of its final decision within five (5) business days.

6. Multi-Campus Clubs

6.1. Only SU-Based Clubs are eligible to operate as Multi-Campus Clubs.

6.2. Consistent with SU-Based Clubs, Multi-Campus Clubs will operate with a single Clubs & Associations bank account for their allocated and generated funds.

6.3. In order to maintain active multi-campus status, clubs must:

6.3.1. Run at least two (2) programmed event on each Laurier campus with enrolled undergraduate students during the academic year.

6.3.1.1. Exceptions may be approved by the (A)VP: Clubs & Associations.

6.3.2. Maintain a membership of at least twenty (20) members with a minimum of five (5) members for each campus.

6.3.3. Establish a leadership structure with at least one (1) representative from each campus.

6.3.4. Multi-Campus Clubs are responsible for following all other policies and procedures applicable to SU-Based Clubs.

7. Active Status

7.1. Active club status and funding is a privilege and not a right.

7.2. In order to maintain active status, clubs must:

7.2.1. Run at least four (4) programmed events or activities during the academic year, with at least two (2) open to all Laurier undergraduate students.

7.2.1.1. Exemptions may be approved by the (A)VP: Clubs & Associations.

7.2.2. Adhere to the Finances and Budgeting guidelines as outlined in Section 9.

7.3. Clubs seeking to remain active must complete all required club transition procedures as directed by the Clubs & Associations Department.

7.4. Any club that fails to renew by the provided deadline may not be eligible for active status and must wait until the completion of the New Club Registration process before their club transition will be reevaluated.

7.5. Any club that is not renewed and remains inactive for one full academic year will be considered dissolved.

8. Managing a Club or Association

8.1. All clubs and faculty associations are subject to all policies and procedures of the Students’ Union and Wilfrid Laurier University, and must obey all municipal bylaws, the laws of the Province of Ontario, and the laws of Canada.

8.2. No club or faculty association shall willfully misrepresent or slander the Students’ Union or Wilfrid Laurier University.

8.3. Any club or association that requires or plans to establish a formal advisory relationship with a Wilfrid Laurier University faculty or staff member, must annually complete a “Clubs & Associations Staff or Faculty Advisor Agreement” during club transition.

8.3.1. The Clubs & Associations Staff or Faculty Advisor must be a Wilfrid Laurier University faculty or staff member.

8.3.2. The Clubs & Associations Staff or Faculty Advisor is not a member of the club or faculty association and is not the primary contact person for that group.

8.3.3. The Clubs & Associations Staff or Faculty Advisor is ineligible for any compensation from a club or association unless approved in advanced by the (A)VP: Clubs & Associations.

Storage Guidelines

8.4. SU-based clubs will have limited access to storage for capital expenditures, subject to the approval of the (A)VP: Clubs & Associations.

8.4.1. Items that may be granted storage space include, items that require capital investment.

8.4.2. Any items not properly stored in the assigned plastic storage bin with a matching lid or locker will be disposed.

8.4.3. Any items in storage not approved by the (A)VP: Clubs & Associations may be disposed.

8.4.4. Faculty associations must use their own dedicated storage space and provide access as available to faculty-based clubs.

8.5. Every Club and Faculty Association must:

8.5.1. Adhere to the purpose and mandate as stated in their club or faculty association constitution.

8.5.2. Reply within 48 hours to all correspondence from Clubs & Association Department staff and volunteers.

8.5.3. Ensure they have proper representation (President, Treasurer/VP Finance, Events Executive) unless notice is given otherwise at all required meetings, including attendance at all Clubs & Associations Executive Training and/or Presidents’ meetings.

8.5.4. Hold an Annual Meeting, or incorporate an Annual Meeting into an existing event, for the purposes of fulfilling the requirements of the Club or Association’s constitution.

8.5.5. Only use approved Students’ Union logos as directed by the organization’s brand standards.

8.5.5.1. Use of any Wilfrid Laurier University logo is not permitted.

8.5.6. Ensure all advertising and promotional materials adhere to the Laurier Poster Regulations and are approved by a designated Students’ Union staff member and stamped by the Dean of Students’ Office in Waterloo or Brantford.

8.5.7. Ensure all published materials clearly display the name of the club or faculty association, and the Students’ Union logo.

8.5.8. Utilize allocated resources in a manner that ensures all funded activities are prudent, ethical, legal, and exclusively fund undergraduate students.

8.6. Every SU-based and Faculty-Based club must:

8.6.1. Maintain active status as outlined in Section 7.

8.6.2. Maintain an up-to-date roster of all members and executives.

8.6.2.1. Designated executives are required to regularly monitor their club's membership roster status.

8.6.2.2. The (A)VP: Clubs & Associations must be consulted before any student is prevented from joining a club, recognizing that all undergraduate students are generally permitted to join any club.

8.6.2.3. Up-to-date rosters are required for Laurier Experience Record (LER) verification.

8.7. Clubs and Faculty Associations are NOT permitted to:

8.7.1. Conduct any activities that violate the regulations of the Alcohol Gaming Commission of Ontario. Examples include, but are not limited to:

8.7.1.1. Gambling.

8.7.1.2. Raffles.

8.7.1.3. 50/50 draws.

8.7.2. Operate any type of commercial enterprise designed to generate profit.
8.7.3. Promote a position on any referendum question or endorse any candidate running in Students’ Union elections or faculty/program association elections.

8.7.3.1. Clubs and faculty associations are not permitted to use their access to space on campus, their club or faculty association resources, or any financial assets to support a referendum position or endorse a candidate running in any election facilitated by the Students’ Union.

8.7.4. Promote external events that encourage the consumption of alcohol without the prior approval of the Clubs & Associations Department.

8.7.5. Use funds to purchase, or facilitate the purchase of, alcohol or alcohol paraphernalia; or smoking products as defined by Wilfrid Laurier University’s Smoke Free Policy (7.8) without the prior approval of the (A)VP: Clubs & Associations.

8.7.5.1. Use of club funds for the purchase of alcohol must be limited to events taking place in establishments properly licensed by the Alcohol and Gaming Commission of Ontario.

8.7.5.2. Alcohol purchased with club funds at properly licensed establishments must be served through drink tickets and limited to a maximum of two drink tickets per event attendee.

8.7.5.3. Approved alcohol purchases must only be made with generated funds.

9. Finances and Budgeting

9.1. Funding for clubs and faculty associations comes from the levy of the following non-tuition ancillary fees:

Students’ Union Campus Clubs Fee (Brantford & Waterloo)
Undergraduate Faculty Association: Brantford
Undergraduate Faculty Association: Waterloo (excluding LSBE)
Undergraduate Faculty Association: Lazaridis SBE

9.2. The Students’ Union facilitates and manages three sources of funding for use by all clubs and faculty associations:

Budgeted amount allocated by the Clubs & Associations Department to SU-based clubs.
Budgeted amount allocated by faculty associations to their faculty-based clubs.
Revenue generated by a SU-based club, a faculty association, or a faculty-based club.

9.3. All Clubs and Faculty Associations must:

9.3.1. Use the Students’ Union finance department to facilitate all financial exchanges and dealings.

9.3.1.1. All online sales (including event tickets) must be sold through the Students’ Union SU-Desk ticketing system, unless otherwise authorized by the VP: Clubs and Associations.

9.3.2. Adhere to the May 1st to April 30th fiscal year, to remain consistent with the Students’ Union and Wilfrid Laurier University.

9.3.3. Hold all monies within a designated Students’ Union registered bank account.

9.3.3.1. Faculty associations and faculty-based clubs will be provided a holding account for their allocated budget funds and a separate holding account for their generated revenue.

9.3.3.2. SU-Based clubs will be provided with a single holding account for their allocated budget funds and their generated revenue.

9.3.4. Maintain up-to-date records of all club or association spending.

9.3.5. Receive prior approval from the (A)VP: Clubs and Associations to authorize direct invoicing (internal transfers) from Wilfrid Laurier University.

9.4. The Budget Allocation Process

9.4.1. The budget allocation process occurs twice per academic year for SU-based clubs and will be determined by the (A)VP: Clubs & Associations.

9.4.2. The budget allocation process for faculty-based clubs will be set by the respective faculty association.

9.4.3. No club or association is guaranteed a specific funding amount.

9.4.3.1. Budgeting may reflect spending or deficit trends from previous years, carry-over balances, and available funding.

9.5. In order to receive funding, clubs must:

9.5.1. Hold active status.

9.5.2. Complete all mandatory Executive Training by the stated deadline.

9.5.3. Submit a budget template by the stated deadline.

9.5.3.1. SU-based clubs must submit a budget allocation form.

9.5.3.2. Faculty-based clubs must follow the budget allocation process required by their faculty association.

9.5.3.3. Failure to do so may jeopardize the club’s access to funding.

9.5.4. Adhere to all policies and procedures of the Students’ Union and Wilfrid Laurier University, and obey all municipal bylaws, the laws of the Province of Ontario, and the laws of Canada.

9.6. Using funds allocated by the Students' Union or a Faculty Association

9.6.1. Clubs and faculty associations are prohibited from funding activities, equipment, or events that contribute to course credit requirements for undergraduate students.

9.6.2. Clubs and faculty associations must make all reasonable efforts to ensure expenses are paid at reasonable market value.

9.6.3. SU-based clubs are permitted to spend up to a maximum of $150 of their allocated funds on club member clothing unless otherwise approved by the (A)VP: Clubs & Associations.

9.6.4. Each SU-based club must budget for their own annual printing costs.

9.6.4.1. No more than one hundred and fifty (150) dollars may be allocated for printing and copying services.

9.6.5. SU-based clubs are permitted to spend $15 per member, per academic year, to a maximum of $150 on food and beverage expenses for club social events (e.g. Wilf’s).

9.6.6. Clubs and faculty associations are not permitted to purchase capital expenditures unless otherwise approved by the (A)VP: Clubs & Associations.

9.6.6.1. Approved capital assets must be returned to the (A)VP: Clubs & Associations at the end of the academic year to ensure the proper transfer from year-to-year.

9.6.7. SU-Based clubs should plan to utilize their allocated funds during the fiscal year that they are received, but unused amounts will be automatically carried over to the next year.

9.6.7.1. The Clubs & Associations Department may revoke allocated funds from a SU-Based club if there is no reasonable plan for their use.

9.6.7.2. If a SU-Based club remains inactive for two (2) academic years any balance of funds will be revoked.

9.6.7.3. Revoked funds will be returned to the Clubs & Associations Department for redistribution.

9.6.8. Faculty-Based clubs are expected to utilize their allocated funds during the fiscal year that they are received, unless previously approved by the faculty association president and the (A)VP: Clubs & Associations.

9.6.8.1. Faculty associations may revoke allocate funds from a faculty-based club if there is no reasonable plan for their use.

9.7. Generated Revenue

9.7.1. All generated revenue must be received by the Clubs & Associations Department within one (1) business day.

9.7.2. All clubs and faculty associations must ensure any items they offer for sale clearly state the profit margin and the intended purpose of the revenue generated.

9.7.3. If a club’s mandate includes the donation of generated revenue, those funds must be transferred by the end of each academic term.

9.7.4. SU-Based clubs are instructed to utilize their generated revenue during the fiscal year it is produced, but any unused amounts will be automatically carried over to the next year.

9.7.4.1. The (A)VP: Clubs & Associations must approve any carry forward of surplus funds.

9.7.4.2. The Clubs & Associations Department may revoke generated revenue from a club if there is no reasonable plan for its use.

9.7.4.3. If a SU-Based club remains inactive for two (2) academic years any balance will be revoked.

9.7.4.4. Revoked funds will be returned to the Clubs & Associations for redistribution.

9.7.5. Faculty associations and faculty-based clubs are expected to utilize their generated revenue during the fiscal year it is produced.

9.7.5.1. Faculty Associations must meet with the VP: Clubs & Associations Department to approve the carry forward and future use of any generated revenue.

9.7.5.2. Faculty Associations and the (A)VP: Clubs & Associations must approve any carry forward of faculty-based club generated revenue.

9.7.5.3. Faculty Associations, in consultation with the (A)VP: Clubs & Associations, may revoke allocated funds from a faculty-based club if there is no reasonable plan for their use.

9.7.5.4. If a faculty-based club remains inactive for two (2) academic years any balance of funds will be revoked.

9.7.5.5. Revoked funds will be returned to the faculty association for redistribution, in consultation with the (A)VP: Clubs & Associations

9.8. Expenditures

9.8.1. Clubs and faculty associations must not spend more than is available to them from any of their sources of funding.

9.8.1.1. Clubs and faculty associations will be required to reimburse any deficits accrued with generated revenue according to a debt agreement repayment schedule developed in consultation with the Clubs & Associations Department.

9.8.1.1.1. Failure to adhere to the required debt agreement will jeopardize the club or association’s active status.

9.8.2. Clubs and faculty associations must request petty cash floats as part of the event registration process.

9.8.2.1. All petty cash floats must be returned no later than one (1) business day after the event.

9.8.2.2. Petty cash floats or digital payment terminals are not available for off-campus events

9.8.3. Clubs and faculty associations are permitted to use their funds to provide prizes, but must adhere to the following guidelines:

9.8.3.1. Cash, or prizes redeemable in their full monetary value (e.g. OneCard or LORIS credit), are not an acceptable prize.

9.8.3.2. Pre-paid credit cards are not an acceptable prize.

9.8.3.3. Any products that enable gambling of any kind.

9.8.3.4. Alcohol, or any alcohol-related products are not acceptable prizes.

9.8.3.5. Smoking products as defined by Wilfrid Laurier University’s Smoke Free Policy (7.8), are not an acceptable prize;

9.8.3.6. Drug paraphernalia is not an acceptable prize.

9.8.3.7. Prizes must not include any dangerous objects or substances as defined by the Non-Academic Student Code of Conduct.

9.8.4. The Clubs & Associations Department reserves the right to critically review all club and faculty association budgets to ensure expenditures are consistent with this policy.

9.8.5. Any faculty association or faculty-based club that has not spent its allocated budget funds by the beginning of the Winter term may be asked to provide a revised allocation request outlining its intended use for the remainder of the year.

9.8.5.1. Failure to provide an adequate budget update may result in the loss of allocated funds.

9.8.6. The Clubs & Associations Department must approve all expenditures submitted.

9.8.6.1. Faculty association presidents, or their designate(s) must approve all expenditures submitted by their faculty-based clubs.

9.8.7. All clubs and faculty associations must provide the Clubs & Associations Department with invoices, itemized receipts, and/or proof of purchase for every expenditure, unless otherwise approved by the (A)VP: Clubs & Associations.

9.8.8. Expenditure requests must be submitted within thirty (30) days of the expense purchase date.

9.8.8.1. Failure to submit an expenditure request within thirty (30) days will jeopardize repayment.

9.8.8.2. Clubs or faculty associations that do not submit all expenditure requests by the deadline provided by the (A)VP: Clubs & Associations, will not be reimbursed without prior authorization from the (A)VP: Clubs & Associations.

9.8.9. Only the individual being reimbursed is permitted to receive a payment from the Clubs & Associations Department.

9.8.10. Club or faculty association representatives receiving reimbursements have from the date of issuance to the remainder of that current fiscal year plus one (1) additional fiscal year to redeem any outstanding expenditures.

9.8.10.1. E-transfers that are not accepted within the first 30-day window will be re-issued one additional time.

9.8.10.1.1. Following a second 30-day window the e-transfer will not be re-issued unless requested by the student being reimbursed.

9.9. Special Event Funding

9.9.1. Special Event Funding is reserved for active SU-based clubs.

9.9.2. Special Event Funding is reserved for an event that does not generally occur on an annual basis, is open and accessible to all Wilfrid Laurier University students, and supports:

9.9.2.1. Events unique to Wilfrid Laurier University that academic year.

9.9.2.2. Events that enhance the educational or cultural experience of undergraduate students at Wilfrid Laurier University.

9.9.2.3. Events with a clearly identified focus and substantive plan of implementation.

9.9.3. Special Event Funding does not include event approval, each club remains obligated to complete the Clubs & Associations event approval process.

9.9.3.1. Failure to obtain event approval will result in the revocation of Special Event Funding.

9.9.4. The (A)VP: Clubs & Associations will determine the distribution of Special Event Funding.

9.9.5. Special Event Funding will be available on a first come, first serve basis until the fund runs out.

9.9.6. Clubs will have one opportunity per academic year to apply for Special Event Funding.

9.9.7. Special Event Funding applications will be accepted during defined submission periods communicated by the Clubs & Associations Department.

9.9.8. Special Event Fund applications must be received a minimum of six (6) weeks in advance of the event start date.

9.9.9. Special Event Funding applications will include:

9.9.9.1. General club information.

9.9.9.2. Event details

9.9.9.3. Itemized event budget request.

9.9.9.4. Disclosure of additional funding applied for, or obtained, from sources other than the Students’ Union

9.9.9.5. Itinerary

9.9.9.6. Unique characteristics that differentiate it from other events.

9.9.9.7. What additional funding is required.

9.9.9.8. Impact on the Laurier community.

9.10. Guidelines for the use of special event funding

9.10.1. Funding for guest speakers will be approved at the discretion of the Clubs & Associations Department.

9.10.2. SU-based clubs are obligated to acknowledge the contribution of Special Event Funding both during the event, and in all event advertising and communications.

9.10.3. Special Event Funding is not eligible to fund external charitable organization but may be used for events that increase awareness of philanthropic issues.

9.10.4. The Clubs & Associations Department will revoke Special Event Funding not used for its approved purpose

9.10.5. Unused Special Event Funding will be forfeited back to the Clubs & Associations Department.

9.10.6. Unsuccessful applicants to the Special Events Funding may appeal the decision.

9.10.6.1. One formal appeal per application will be accepted.

9.10.6.2. Appeals must be received by the (A)VP: Clubs & Associations within five (5) business days of the original Special Event Funding decision.

9.10.6.3. Appeals must indicate a basis for the application to be reconsidered.

10. Events and Activities

10.1. All proposed events must be directly related to the purpose or mission of the club or faculty association as outlined in their approved constitution.

10.2. The Clubs & Associations Department recommends against the use of personal vehicles for travel.

10.2.1. If another mode of transportation is unavailable, club members may use personal vehicles within the province of Ontario with the prior approval of the (A)VP: Clubs & Associations and the senior full-time continuing staff support.

10.2.2. If personal vehicle use is approved, club members (drivers and passengers) are required to complete waivers prior to any travel.

10.2.3. All clubs and faculty associations must submit proposed event requests at least three (3) weeks prior to the event.

10.2.3.1. Formal event approval decisions will be sent via email.

10.3. Clubs and associations holding events that require a participant waiver are responsible for ensuring participant completion and when applicable are returned to the (A)VP: Clubs & Associations or designate within the timeframe provided.

10.3.1. Failure to provide the necessary event form(s) and participation waivers may result in the cancellation of the event, and the withdrawal of event funding.

10.4. The main emphasis of an event must not be the promotion or consumption of alcohol (e.g. brewery tour, pub crawl, etc.), or smoking products as defined by Wilfrid Laurier University’s Smoke Free Policy (7.8).

10.4.1. Any approved events that are licensed must adhere to the regulations of the Alcohol Gaming Commission of Ontario.

10.4.2. Alcohol consumption is permitted under the following circumstances:

10.4.2.1. The event is fully approved.

10.4.2.2. The event is taking place in a fully licensed establishment.

10.4.3. Any event licensed for alcohol service must utilize drink tickets, with a maximum of two (2) tickets per attendee.

10.5. If an event is being organized in conjunction with another club, faculty association, institution, or organization, the club or association must complete a memorandum of understanding with the Clubs & Associations Department that details a funding breakdown specific to each event partner and any other relevant responsibilities or expectations.

10.6. On Campus Events

10.6.1. On campus events are subject all Wilfrid Laurier University policies, including but not limited to:

10.6.1.1. Booking of University Space and Facilities (4.10);

10.6.1.2. Prevention of Harassment and Discrimination (6.1);

10.6.1.3. Animals of Campus (7.2);

10.6.1.4. Workplace Violence Prevention Policy (7.18);

10.6.1.5. Non-Academic Student Code of Conduct (12.3);

10.6.1.6. Gendered and Sexual Violence Policy and Procedures (12.4).

10.6.2. On campus licensed events can be held at Wilf’s or the Turret on the Waterloo campus, The Belmont on the Brantford campus, or any other venue properly licensed by Wilfrid Laurier University.

10.6.2.1. Licensed events must first be approved by the Clubs & Associations Department.

10.6.3. Clubs and faculty associations offering hospitality services at on campus events must observe the following:

10.6.3.1. Students’ Union Hospitality Services (Wilf’s) have first right of refusal in the Fred Nichols Campus Centre.

10.6.3.2. Wilfrid Laurier University Food Services has first right of refusal for events held in Waterloo outside of the Fred Nichols Campus Centre.

10.6.4. Clubs and associations are responsible for ensuring that any event spaces used are left as they were found, with all clean-up completed as required.

10.7. Off Campus Events

Local

10.7.1. All off campus events and travel must be registered and approved by the Clubs & Associations Department.

10.7.2. Participation in off campus licensed events is limited to Wilfrid Laurier University students and their guests in a venue exclusive to the participants of that event.

International

10.7.3. Travel outside of Canada must be reported to the Clubs & Associations Department at least ninety (90) days prior to departure and is subject to the following conditions:

10.7.3.1. Travel to the continental United States requires the extension of the Students’ Union general liability insurance coverage, at an additional cost to the travelling club:

10.7.3.1.1. Five hundred ($500) dollars or fifty ($50) dollars per student travelling.

10.7.3.2. Chartered transportation services must be used for travel within destination countries.

10.7.4. The Students’ Union general liability insurance does not cover personal travel or emergency medical insurance, and each participant MUST provide proof of additional coverage prior to departure.

10.7.5. Club or association members intending to travel outside of Canada must meet with the Clubs & Associations Department prior to the booking of travel (e.g. plane tickets) and accommodation.

10.7.6. Club or association members must sign waivers and any other required forms within the timeline provided by the Clubs & Associations Department.

10.7.7. Clubs and associations may be required to complete training as defined by the Clubs & Associations Department prior to travel outside of Ontario.

10.7.8. International travel (outside the continental United States) is subject to the following conditions:

10.7.8.1. Travel is limited to destinations that the Government of Canada has indicated hold a “Take normal security precautions” travel advisory risk level.

10.7.8.2. Activities must be restricted to conference events, educational pursuits, and general sightseeing.

10.7.8.2.1. No high risk athletic or adventure activities or sports are permitted.

10.7.8.3. The purchase of travel medical insurance is required for all travelers.

10.7.8.4. All in-country transportation must be with qualified commercial operations, including busses, limousines, trains, and airlines.

10.7.8.4.1. Renting and operating motor vehicles is not permitted.

10.7.8.5. All trips must be pre-approved by the Students’ Union’s insurance provider.

10.7.8.6. All trips must be organized and/or managed by a Students’ Union’ preferred travel provider.

Online Events

10.7.9. Clubs and faculty associations may host events online.

10.7.10. Online events must be limited to Wilfrid Laurier University students.

10.7.11. Club or association members participating in an online event must register ahead of time in order to participate.

11. Digital Platforms

11.1. Club or association members utilizing digital or social media platforms are expected to adhere to the following behaviour expectations in addition to Laurier’s Non-Academic Student Code of Conduct (12.3) and all other relevant policies and procedures:

11.1.1. Respectful communication: All interactions should be respectful, inclusive, and free from derogatory language, bullying, or any form of harassment.

11.1.2. Appropriate Content: The sharing of offensive, inappropriate, or content not related to the club or association’s purpose or event is prohibited.

11.1.3. Privacy and Consent: Personal information must not be shared without explicit consent, and any recorded or streamed activities must be disclosed in advance to all participants.

11.1.4. Collaboration and Inclusion: Activity should foster an inclusive environment where all members feel welcome and value.

11.2. Any behavioural concerns related to digital platforms must be reported directly to the Clubs & Associations Department.

12. Partnerships and Contracts

External Student Groups

12.1. Clubs and faculty associations may partner with similar student groups at other post-secondary institutions on an event-by-event basis as approved by the Clubs & Associations Department.

12.1.1. Clubs and faculty associations are not permitted to amalgamate with similar student groups from other institutions.

External Third-Party Affliations

12.2. Any club or faculty association that requires or plans to establish a third-party affiliation must complete an “Affiliate Form” and receive approval from the Clubs & Associations Department prior to formalizing this relationship.

12.3. Clubs and faculty associations must follow all financial policies and procedures for any money (e.g. donation, deposit, etc.) exchanged between a club account and any third-party affiliation.

12.4. Clubs and associations are not permitted to book any university space for third-party usage.

12.4.1. All club and faculty association use of university space, including in conjunction with third-party affiliates, must adhere to Wilfrid Laurier University’s Booking of University Space and Facilities policy (4.10).

12.5. Individual volunteer activities on behalf of a third-party affiliate may be considered official activity of a club or faculty association at the discretion of the Clubs & Associations Department.

12.6. All contracts (including but not limited to sponsorship agreements, venue commitments, or catering and entertainment contracts) must be signed by the Clubs & Associations Department and NOT a club or association representative.

12.7. The Clubs & Associations Department may review or terminate a third-party affiliation at its discretion.

13. Sponsorship Programs

13.1. Clubs and faculty associations are prohibited from soliciting monetary sponsorships or donations without the prior approval of the Clubs & Associations Department.

13.1.1. All clubs and faculty associations seeking sponsorships must first complete any documentation required by the Clubs & Associations Department.

13.2. The Clubs & Associations Department will ensure any proposed sponsorships adhere to the provisions of the Students’ Union’s Sponsorship Policy.

13.2.1. The Clubs & Associations Department can approve proposals, including gifts-in-kind, valued under $1,000.

13.2.2. Sponsorship proposals valued over $1,000 must proceed through the formal approval process outlined in the Sponsorship Policy.

13.3. Clubs and faculty associations are not permitted to make reciprocal agreements that guarantee access to campus in order to obtain a sponsorship agreement.

13.4. Sponsorship agreements are subject to all policies and procedures of the Students’ Union and Wilfrid Laurier University, and must not contravene municipal bylaws, the laws of the Province of Ontario, or the laws of Canada.

14. Donations

14.1. Clubs and faculty associations may make donations to registered charitable and non-profit organizations with the prior approval of the Clubs & Associations Department.

14.2. Clubs and faculty associations are only permitted to make donations with generated revenue funds.

14.3. Clubs and faculty associations are prohibited from soliciting mandatory donations as part of any activity or promotion.

14.4. All funds (donations) collected for the purpose of charitable giving must be submitted to the Club & Associations Department for deposit within one (1) business day of collection.

15. Conduct

15.1. All club and faculty association activities are subject to the Clubs & Associations policy, the Student Code of Conduct: Academic Misconduct (12.2), the Non-Academic Student Code of Conduct (12.3); the Prevention of Harassment and Discrimination (6.1) policy; the Workplace Violence Prevention Policy (7.18); the Gendered and Sexual Violence Policy and Procedures (12.4), and any other law or relevant Students’ Union or Wilfrid Laurier University policies/guidelines;

15.1.1. The Clubs & Associations conduct process acts independently of any other related individual student conduct or legal investigations or proceedings.

15.2. Club and faculty association members are responsible for their personal actions and are subject to the expectations and accountability measures outlined in Appendix B.

15.3. The failure to adhere to the Clubs and Association policy, the Club and Faculty Association Member Code of Conduct, or any other relevant policy or guideline, will result in conduct measures as outlined in Appendix C.

15.4. All participants of clubs and faculty associations must:

15.4.1. Be respectful of all Students’ Union staff members and club or faculty association volunteers and members.

15.4.2. Act in a professional manner at all times while engaged in club activities and recognize that they are public representatives of Wilfrid Laurier University, the Students’ Union, and the general student body.

15.5. Club and Association Accountability process:

15.5.1. The (A)VP: Clubs & Associations, in consultation with the relevant full-time continuing staff support, will determine the existence and severity of club or faculty association violations.

15.5.1.1. Faculty Associations will work with the VP: Clubs & Associations to coordinate conduct related to faculty-based clubs.

15.5.2. Level One Accountability measures

15.5.2.1. Examples include, but are not limited to:

15.5.2.1.1. Failure to submit mandatory documents

15.5.2.1.2. Failure to attend mandatory meetings.

15.5.2.1.3. Failure to respond to emails within forty-eight (48) hours.

15.5.2.2. A level one accountability measure may result in:

15.5.2.2.1. An email from the Clubs & Associations outlining the issue and any requested follow-up.

15.5.2.2.2. A meeting with the (A)VP: Clubs & Associations, the club or faculty association president, the club member in question, and any other representatives deemed necessary, and will be documented and remain on file for a minimum of three (3) years.

15.5.3. Level two accountability measures

15.5.3.1. Examples include, but are not limited to:

15.5.3.1.1. Failure to report off-campus events.

15.5.3.1.2. Failure to complete required waiver forms.

15.5.3.1.3. Verbal Abuse

15.5.3.1.4. Mismanagement of club funds, including holding an overdraft balance in either club account.

15.5.3.2. A level two accountability measure may result in:

15.5.3.2.1. A meeting with the (A)VP: Clubs & Associations; the senior full-time continuing staff support; the club or faculty association president; the club member in question; and any other representatives deemed necessary. This meeting will be documented and remain on file for a minimum of three (3) years.

15.5.3.2.2. A sanction applied to the club or association’s status.

15.5.3.2.3. Suspension for up to a maximum of one full academic year.

15.5.4. Level three accountability measures

15.5.4.1. Examples include, but are not limited to:

15.5.4.1.1. Knowingly running events in contravention of the Clubs & Associations Policy.

15.5.4.1.2. Holding an off-campus bank account.

15.5.4.1.3. Submitting fraudulent finance information.

15.5.4.1.4. Withholding club funds.

15.5.4.2. A level three accountability measure may result in:

15.5.4.2.1. A meeting with the (A)VP: Clubs & Associations; the senior full-time continuing staff support; the club or faculty association president; the club member in question; and any other representatives deemed necessary. This meeting will be documented and remain on file for a minimum of three (3) years.

15.5.4.2.2. A review of club status, potentially resulting in the revocation of active status.

15.5.4.2.3. The removal of a club president, executive(s), and/or member(s).

15.6. Appeals Process

15.6.1. Any club or faculty association wishing to appeal a violation can appeal to the (A)VP: Clubs & Associations.

15.6.1.1. Appeals must be received by the (A)VP: Clubs & Associations within five (5) days of a conduct violation or sanction notice.

16. Related Policies, Procedures, and Documents

Wilfrid Laurier University Students’ Union
- Clubs & Associations Policy
- Risk Management Policy
Wilfrid Laurier University

Definitions

Academic term: The Fall, Winter, or Spring/Summer semesters as defined by the Wilfrid Laurier University Undergraduate Academic Calendar.

Club(s): References to a “club” or “clubs” indicate guidelines that are inclusive of both Students’ Union clubs and faculty-based clubs.

Faculty Association: A group that collects a dedicated student levy to fund discipline-specific initiatives and operations, including Faculty-based clubs.

Faculty-based club: A discipline-specific sub-group of Faculty Associations.

Laurier Experience Record: A comprehensive student record of involvement in curricular and co-curricular experiential learning at Laurier.

SU-based Club: A club funded by the Students’ Union Campus Clubs fee that provides opportunities for groups to form around common interests, including recreation, social justice, mental health, entrepreneurship, and personal faith.

Undergraduate Calendar: The Wilfrid Laurier University Academic Calendars contains official information regarding program requirements, course offerings, and academic regulations. There are three academic calendars: undergraduate, graduate, and part-time/online learning/continuing education.

Appendix A

Social Media Usage

A.1 All use of social media by clubs and faculty associations is subject to the Clubs & Associations policy, the Student Code of Conduct: Academic Misconduct (12.2), the Non-Academic Student Code of Conduct (12.3); the Prevention of Harassment and Discrimination (6.1) policy; the Workplace Violence Prevention Policy (7.18); the Gendered and Sexual Violence Policy and Procedures (12.4), and any other relevant Students’ Union or Wilfrid Laurier University policies and guidelines.

A.2. Social media activity should reflect the purpose and mission statement of the club or faculty association.

A.2.1. Social media posts that significantly depart from the purpose or mission statement of a club or faculty association must only be shared or published following a formal consensus decision made by the group’s executive team.

A.2.1.1. This includes content from other clubs, faculty associations, third-party entities, or external groups.

A.2.2. The Clubs & Associations Department may be consulted to deal with conflict arising out of the proposed posting or sharing of content that significantly departs from the purpose or mission statement of a club or faculty association.

A.3. The (A)VP: Clubs & Associations reserves the right to direct that any club or faculty association remove content from social media feeds that is deemed unacceptable and in violation of the above policies or this procedural manual.

A.4. The (A)VP: Clubs & Associations reserves the right to direct that any club or faculty association require active and/or live moderation of social media platforms that facilitate instant messaging and the digital distribution of voice, video, text, or any other form of media.

A.5. All clubs and faculty associations must refrain from:

A.5.1. Posting content that is inaccurate, graphic, hostile, threatening, abusive, or discriminatory in any way.

A.5.1.1. The (A)VP: Clubs & Associations, with the assistance of the relevant full-time continuing staff support, will determine if social media content violates this policy.

A.5.1.2. Advertising or promoting any illegal activity.

A.5.2. Using the name or logo of the Students’ Union without prior authorization.

A.6. Clubs and faculty associations utilizing the Students’ Union and Clubs & Associations Department social media feeds must ensure that:

A.6.1. All content is accurate and provides accurate detail.

A.6.2. All materials are provided in advance to the Clubs & Associations Marketing Committee

Appendix B

Club and Faculty Association Member

Expectations and Accountability

B.1. The Students’ Union values student participation in clubs and faculty associations and is committed to facilitating safe and accessible opportunities for social connection and personal development within a culture of inclusivity. When club or faculty association member behavior fails to meet the standard set out in this code of conduct the Students’ Union will, when possible, incorporate principles of restorative justice to respond to and find meaningful solutions to instances of harm with a dignified emphasis on dialogue, negotiation, and accountability.

B.2. Clubs & Associations acknowledges the mitigating or aggravating factors that necessitate conduct procedures, including but not limited to:

B.2.1. Whether or not the problem has arisen as an intentional action/inaction on the part of the member.

B.2.2. Whether or not the member accepts responsibility for their actions.

B.2.3. Whether or not the problem is recurring.

B.2.4. The prior participation and engagement of the member.

B.3. Club and Faculty Association Member Expectations and Standards

B.3.1. While participating in a club or faculty association, students should:

B.3.1.1. Treat all fellow participants with kindness and respect.

B.3.1.2. Be intentional with their communication to their club or faculty association leadership.

B.3.1.3. Honour personal commitments, including attendance or voluntary duties or responsibilities.

B.3.1.4. Follow all relevant safety guidelines.

B.3.1.5. Take good care of any shared equipment or resources.

B.3.2. Club and faculty association members are required to adhere to all requirements of the Clubs & Associations Policy and Clubs & Associations Procedures Manual.

B.3.3. All club or faculty association activity is subject to the provisions of Wilfrid Laurier University’s Non-Academic Student Code of Conduct.

B.4. Reporting Club or Faculty Association Member Issues

B.4.1. Anyone who witnesses a Students’ Union club or faculty association member exhibit or partake in unprofessional or disreputable behaviour is required to fill out a Students’ Union Reporting form.

B.5. Accountability Measures directed by a Club or Faculty Association

B.5.1. Clubs and faculty associations are permitted to have their own accountability measures for members, so long as they are approved in advance by the Clubs & Associations department.

B.5.1.1. Member expectations must be included alongside any accountability measures.

B.5.1.2. Accountability measures should stress the following:

B.5.1.2.1. An established framework that measures expectations.

B.5.1.2.2. An initial opportunity for discussion or coaching before accountability measures are escalated.

B.5.1.2.3. A tiered sanction structure that clearly outlines escalating accountability measures.

B.5.1.2.4. The circumstances that would result in a member being asked to no longer participate in club or faculty association activities.

B.5.1.3. Clubs and faculty associations are required to inform the Clubs & Associations department prior to issuing accountability measures beyond a coaching conversation.

B.6. Accountability Measures directed by the Students’ Union

B.6.1. Under the direction of the Clubs & Associations Department, conduct procedures will be automatically commenced by the Students’ Union following a disclosure or reporting of the following circumstances regardless of the club or faculty association’s own policies:

B.6.1.1. Harassment or discrimination: Any action or activity that constitutes discrimination as defined by the Ontario Human Rights Code, or contravenes Students’ Union or Wilfrid Laurier University policies, including but not limited to:

B.6.1.1.1. Prevention of Harassment and Discrimination (6.1)

B.6.1.1.2. Workplace Violence Prevention Policy (7.14)

B.6.1.1.3. Non-Academic Student Code of Conduct (12.3)

B.6.1.1.4. Gendered and Sexual Violence Policy and Procedures (12.4)

B.6.1.2. Misconduct: An action that is contrary to the efficiency and safety of the member activities (e.g. Person of Concern disclosure).

B.6.1.3. Negligence: Knowingly neglecting a duty that results in unacceptable situation, including but not limited to role performance, general misconduct, or unwittingly putting other members at risk of physical or emotional harm.

B.7. Accountability measures or conduct sanctions may include one of the following outcomes, directed by Students’ Union best practices:

B.7.1. A restorative justice process where opportunities are provided for meaningful engagement and accountability.

B.7.2. Coaching conversations.

B.7.3. A sanction, which may take the form of a suspension from club or association activity, or an exclusion.

8. Student Exclusions

8.1. Formally excluding a student from club or faculty association activities should only be considered after all other accountability measures have been exhausted.

8.1.1. Recognizing that student ancillary fees fund clubs and faculty associations, any student exclusions must be considered a last resort and unless extenuating circumstances exist, for a time-limited period.

8.2. A club or faculty association must obtain the approval of the Clubs & Associations Department before excluding a student from activities.