Frequently Asked Questions
Frequently Asked Questions
The questions below are questions that tend to come up quite a bit so please check here first if you have a question so that it will free up valuable time for YFS Executives and Staff to continue to work on serving your needs as effectively as possible.
Is being ratified by SC&LD and the YFS the same thing?
SC&LD Ratification is different than YFS Ratification.
Some benefits to SC&LD Ratification are:
-Official York University recognition
-Ability to post banners and posters on campus
-Ability to book space and table on campus
-Ability to apply for office space around campus
Some benefits to YFS Ratification are:
-Free use of Popcorn and Cotton Candy Machines
-$100 in free printing/photocopying
-One free banner per year
It is possible and encouraged for clubs at York University to become ratified by both the YFS and SC&LD in order to have the maximum benefit for a club.
What resources does the YFS provide for ratified clubs?
The YFS provides many services for ratified clubs. Please view the Club Services section to the left for more details.
How do I know if you received my application?
After submitting your application online, you will see two types of messages. If it says “Your submission was sent successfully” everything should be fine. If it has an error message, please try again. If the form was submitted successfully, you will recieve an automatic e-mail to the first e-mail address stated in the application saying that it was submitted successfully. If you are having trouble submitting an application, please contact firstname.lastname@example.org.
When will I receive a cheque or notification that my event funding form has been approved?
You will receive a response after the next clubs committee meeting has taken place. Clubs will be notified via e-mail of the decision made by the Clubs Committee. Since the clubs committee meets approximately on a monthly basis, we request that clubs submit funding forms at least a month and a half before the event in order for it to be processed before your event takes place.
What is the clubs committee?
The clubs committee is comprised of some YFS Executives, Board of Directors and Club Executives. The clubs committee is the body that deals with club funding and ratification requests. Only the clubs committee can approve or deny applications. The clubs committee meets approximately on a monthly basis and processes thousands of applications each year.
When is the next Clubs Committee Meeting?
The Clubs Committee meets approximately on a monthly basis therefore it is important to apply for club funding at least a month and a half in advance in order for your application to be reviewed by the Clubs Committee before your event takes place. Applications for Club Ratification for new clubs and Club Funding submitted during the summer months won’t be heard until the first Clubs Committee meeting of the year sometime in August or September.
How do I ratify my club?
The Club Renewal and Ratification applications are now closed for the 2012/2013 year. The deadline was September 30, 2012.
How do I open a Bank Account?
All YFS Ratified Clubs require a bank account in the name of the club. Normally the signing authorities on a club will change from year to year. To request a bank letter to open a new account or to change the signing authorities of a club please fill out the online Bank Letter Request Form. You will then be able to take this letter to your bank in order to change your signing authorities. Your club must be registered and in good standing with the YFS in order to receive a bank letter.
How does printing work for YFS Ratified Clubs?
If the order is a small order (under 100 copies), you can come to the YFS Printing Resource Centre, located in Room 346 Student Centre to get the order completed. Please make sure to bring a USB key in order to get the items printed.
If the order is a large order (over 100 copies), you must e-mail what needs to be printed to our Clubs Coordinator at email@example.com at least two business days in advance from when you need the material printed.
Any items printed for your club will be deducted from the $100 that each club is eligible to receive in printing and photocopying through the YFS. Printing balances expire on April 30 of each year for all clubs. The printing balance becomes active once a club gets ratified or renewed with the YFS.
What is SWAG?
SWAG consists of many different promotional items (t-shirts, water bottles, lanyards, buttons, pens, etc.). All of the SWAG items available through the YFS come from an Ethical Purchasing Network that are sweatshop-free, environmentally friendly and sustainable.
How do I order SWAG, and is it covered by the YFS?
SWAG ordering for the 2012/2013 year is now closed. The deadline to order was November 23.
I would like to obtain SWAG from a private party, would the YFS cover the cost under the club SWAG service?
Unfortunately we will not be able to cover any expenses for SWAG items purchased outside of the bulk-purchasing network that we offer. The YFS has a sustainability policy that requires the YFS to purchase environmentally friendly and sustainable products and the only vehicle that SWAG can be covered through the YFS is through the Ethical Purchasing Network that we offer.
How do I book the Popcorn and/or Cotton Candy Machine?
Please download and read the Popcorn and Cotton Candy Machine Booking Guidelines in the Club Services Section.
How do I obtain a free banner for my club?
All YFS Ratified Clubs are eligible to receive one free club banner per year. The banner size can either be 2’x5’ or 3’x5’. If your club can create the design, please send us the finished image to firstname.lastname@example.org and email@example.com and we will review the image and be in touch with you. If your club cannot create the design, our graphic designer can assist in the creation of a design. Please keep in mind that the file must be in either .ai or .pdf format, the file must be vectorized and have all fonts outlined. There are no restrictions in regards to the amount of colours allowed on a banner.
If you require a banner to be created by our graphic designer, please set up a meeting with our Clubs Coordinator at firstname.lastname@example.org to discuss the design concept. The Clubs Coordinator will then pass on the information to our graphic designer. Clubs will have the opportunity to approve proofs, after which the banner will be printed.
How long would it take to get the banner done?
If you can provide us with the design, we can get the banner ready in a minimum of two weeks. If you need our help designing your logo, it would depend on the amount of graphic design requests in front of yours. Graphic design requests are filled on a first come first served basis.