Club Policies

The YFS has two main policies relevant to clubs: The Club Ratification Policy and the Club Funding Policy. It is important that these policies are read, understood and followed in order to remain in good standing, and to be eligible for club funding.

Club Ratification Policy

Preamble

The York Federation of Students (YFS) recognizes the rights of students to form clubs and associations at York University as a forum for expressing their views and to meet academic, social, religious, and cultural needs at York University. The YFS provides a variety of services to student clubs in order to assist them in achieving their goals and provide support for their initiatives, which enhances the experience of students at York University.

To ensure the appropriate and efficient distribution of YFS services, the YFS has adapted the following policy as the Club Ratification Policy.

General Description

The YFS will provide its services only to clubs that have been ratified by the YFS, by meeting the requirements listed in the Club Ratification Policy.

1.0 Requirements for Ratification

The YFS will ratify clubs in accordance with established guidelines as outlined below.

1.1 The objectives and activities of groups seeking recognition should be seen as attempting to contribute to, but not limited to, educational, recreational, social or cultural values of the York University Community.

1.2 All applications for club ratification must agree to all YFS policies, by-laws and the constitution.

1.3 Student levy groups are not eligible for ratification by the YFS.

1.4 YFS ratified clubs must be open to all York University students. This inclusive policy is all encompassing and reflects on every aspect of club policy.

1.5 The YFS will not support clubs that partake in activities that are against the law of Ontario and Canada.

1.6 The YFS does not support, promote or fund activities that are discriminatory as defined by the Ontario Human Rights Code and YFS policies.

1.7 The YFS will not ratify any groups that practice any form of coercive (persistent mental, social and emotional pressure to join the group) techniques of their membership or potential membership, nor any student groups who are found to be associated with an outside body who practices coercion, or knowingly violates any of the procedures listed above.

1.8 The YFS will not ratify any clubs who threaten, are rude or antagonizing to YFS Staff, Board or Executive Members.

1.9 Clubs seeking ratification must maintain a bank account in the club’s name. If not, the YFS can help facilitate creating a new bank account.

1.10 Clubs seeking ratification must have a constitution on file at the YFS office, which meets all the YFS’ constitutional requirements.

1.11 Ratified clubs will provide membership benefits to the YFS VP Operations including addition to the club’s e-mail list serve.

1.12 Student clubs seeking ratification must have a membership of majority YFS members.

1.13 Clubs seeking ratification must submit a detailed and fully completed YFS Club Ratification Form with the required documents including an updated constitution and financial statements each year.

1.14 The YFS will not ratify all clubs who seek ratification. Ratification is only granted to clubs that meet the appropriate requirements as listed above.

2.0 Ratification Procedures

2.1 All clubs seeking ratification must submit the following information to the YFS VP Operations:

• A detailed and fully completed YFS Club Ratification Application with the required documents.
• A list of the club executive, including telephone numbers, address, working e-mail address’ and
• student numbers.
• The names of student signing authorities.
• The names and affiliations of any volunteers or employees of the club who are authorized to work
• on behalf of the club.
• Disclosure of faculty, college or departmental affiliations, linkages or sponsorships.
• Disclosure of any formal affiliation or linkages with external groups.
• The clubs most recent constitution that adheres to the requirements; as outlined in section 7.0 of
• this policy.
• The name of the club’s bank account, account number, address and a statement of the current
• bank balance containing the clubs name.
• Outline of events and projects for the year.
• A membership list of a minimum of 15 voting members, including names, student numbers and
• e-mail addresses.

Clubs must also submit a detailed budget, using the YFS template as a starting point, and must include the following information:

• Total projected costs of operations for the upcoming year.
• Total projected costs for events and projects for the year.
• Disclosure of membership fees.
• Disclosure of any external funding support expected and received in the past year.
• Disclosure of all other sources of revenue expected and received in the past year (include college donations, private contributions et cetera).

2.2 The deadline to submit the Club Ratifications Application is September 30 of every year.

2.3 The YFS may also open up the ratification process from Jan 1 to Jan 30 on an as-needed basis.

2.3 The YFS Club Ratification Application is located on the YFS website at www.yfsclubs.ca

2.4 All YFS Ratified Clubs will be granted renewal upon receipt of a fully completed Club Renewal/Elections Results Application for the following academic year starting May 1.

2.5 Renewal of YFS Ratified Clubs at the end of each academic year will be dependent upon the submission of a Club Renewal/Election Results Application including the requirements listed above upon request as well as a detailed year end financial statement.

2.6 Failure to ratify a club will result in a denial of access to YFS services for clubs including club funding.

2.7 All ratified clubs are required to report all changes of signing authorities, executive members, advisors and contact information on an ongoing basis.

3.0 Club Ratification Approval Process

3.1 All applications for YFS Ratification will be approved/ denied by the Clubs Committee.

3.2 If ratification is granted, the organization will be sent an approval letter to the mailing and e-mail address provided.

3.3 All sections of the Club Ratification Form must be completed in full and must be legible in order for it to be considered.

3.3 The Clubs Committee will not recognize more than one club of the same name and or similar mandate. The committee shall exercise discretion when reviewing applications.

3.4 The Vice-President Operations may ask for a resubmission of applications if the application is deemed inaccurate or does not follow requirements as stated.

4.0 Conditions for De-ratification

4.1 Complaints

Should a complaint arise about a specific YFS Ratified Club, the Clubs Committee will review the complaint. Should the club be found at fault the club will be put on probation and if a second infraction were to occur the club will be de-ratified by resolution of the Clubs Committee. After probation and de-ratification, the club will have a chance to appeal the decision by sending two people to make a presentation to the following Clubs Committee meeting.

4.2 Causes for De-ratification

Any one or combination of the following will be cause for de-ratification:

• Failure to comply with the language or the spirit of the Club Ratification policy in any way
• Abuse of any YFS services or privileges
• Failure to abide by the club’s constitution as approved by the Clubs Committee
• Failure to take adequate precautions to limit liability while hosting or participating in events or activities
• Committing an offence that is contrary to federal, provincial, municipal laws or YFS policies and procedures
• Failure to attend at least one Clubs Town hall meeting
• Not following appropriate club funding procedure
• Failure to hold a fair election for positions of the board and executive
• Failure to submit elections results

4.3 Notice of De-ratification

Notice of de-ratification shall be served through e-mail to the executive of the club. A de-ratified club can apply for ratification at the start of the following academic year.

5.0 Clubs Town Hall and Clubs Skills Symposium

There shall be at least one YFS Clubs Town Hall and one YFS Clubs Skills Symposium per year. All YFS Ratified Clubs are required to send at least one executive. The purpose of the Clubs Town Hall is to bring executives from all campus clubs together into an open forum for the purposes of communicating changes in policy and items of interest. The YFS Clubs Skills Symposium serves as a series of sessions designed to equip club executives with valuable tools, skills and resources required to successfully run a club.

If it is not possible for any executive of a club to attend, written requests for alternate arrangements must be submitted prior to the date of a Clubs Town Hall or Clubs Skills Symposium. Failure to attend or make alternate arrangements will result in a warning, suspension of YFS Club Services and Funding, or both.

6.0 Student Club Privileges

Student clubs ratified by the YFS will have access to many YFS services including, but not limited to:

• Up to a maximum of $800 in Club Funding per event;
• Up to $300 in Base Funding;
• Up to $300 in Club Merchandise Funding;
• Advocacy Services;
• Opportunities to table at YFS events;
• Club Listing on the YFS website;
• YFS liability insurance (upon request)
• Free booking of YFS Rentals;
• Printing Credit of $125;
• Assistance with constitution writing, event planning, financial planning, and running elections;
• Free graphic design services;
• One (1) free vinyl banner per year;
• 100 free Business Cards;
• Anti-Oppression Training;
• Active Bystander Training

7.0 Event Promotion

Club Events receiving funding have the right to be advertised on the YFS office billboard right outside of the YFS office, which is 336 Student Centre. A poster must be dropped off at the YFS office, 336 Student Centre, to receive advertising in YFS space.

8.0 Constitutional Requirements

All YFS Ratified Clubs require a constitution that meets the following minimum requirements. A sample constitution is available upon request.

Article I: Name

State the full name of the club; this may include abbreviations.

Article II: Purpose

Outline the purpose or goals of the club; this may include any cultural or academic objectives.

Article III: Membership criteria

Membership must be open to all York University students. Each club is required to define a membership fee or lack thereof for a student to become a member.

Article IV: Board Roles and Duties

List all executive titles and outline the duties of each. This list should include an uneven amount of executives as well as the list of non-executive board members.

Also include who will be the signing authorities. Executive positions can include Chairperson/ President, Treasurer/ Vice-President Finance, Secretary/ Vice President Internal, Events Coordinator, Community Outreach, Membership Development/ Vice-President External.

Indicate the length of the term and the date that it will begin for all positions.

Article V: Committees

List any committees that exist in the club, the composition of the committee (whether it is open to all members or if certain board positions are required to sit on the committee or voting members).

Committees can include: executive committee, finance committee, and events committee. Keep in mind that all committees aside from the executive committee must be open to all members and minutes from all meetings must be available to the membership of the club.

Article VI: Meetings Requirements and Procedures

Indicate frequencies of executive meetings, board meetings and General Meetings open to all members of the club. Clubs must have one General Meeting for its members within the academic year to show financial statements as well as discuss the work of the club.

The amount of notice that will be given before each meeting should be stated in the constitution.

It should also be indicated the level of quorum for each meeting. It should also be stated how the meetings will be conducted, for example Robert's Rules of Order.

Article VII: Elections

Indicate election timelines including nomination and campaigning periods as well as voting days. Elections must be held at least once a year. To have the most membership participation, it is suggested to have the elections before the end of the academic year.

• All elections must have a CRO (Chief Returning Officer) supervising the electoral process. The CRO must be unbiased and must be approved by the club Board
• At least one week notice shall be given before the election
• Only registered club members are eligible to vote
• Voting shall take place by secret ballot
• Elections are to be open to all interested candidates that are members of the club
• A nomination period should include all those interested in positions getting nomination signature of eligible voters
• The nomination period should be followed by a campaign period
• A person shall be considered elected if s/he receives a majority vote cast by members of the club
• A person shall be considered acclaimed if s/he runs unopposed during the election
• In the case of a by-election, the above regulations must still be followed

Article VIII: Removal from Office

Indicate the process at which board and executive members can be removed from office if a board member is not fulfilling their responsibilities. Board members can be removed from office by members of the board for failing to perform her/his duties as defined by the club constitution, and by- laws.

Article IX: Amendments

Indicate the process by which the Constitution and By-laws of the club can be changed. For the most accountability and transparency, it is encouraged that the final vote on the changes of the by-laws and constitution should be done at a General Meeting of the members. Also, state the amount of quorum required to pass constitutional amendments.

Club Funding Policy

Preamble

The York Federation of Students (YFS) recognizes the rights of students to form clubs and associations at York University as a forum for expressing their views and to meet academic, social, religious and cultural needs at York University. The YFS provides funding for student clubs at York University to provide support for their initiatives, which enhances the experience of students at York University. The YFS is dedicated to supporting all inclusive and accessible events at York University.

To ensure accountability and efficiency for the distribution of club funding, the YFS has adopted the following policy as the Club Funding Operations Policy.

General Description

Club funding is provided to clubs that have been ratified by the YFS. Ratification will only occur when a club has met the requirements listed in Operations Policy 16 - Club Ratification Policy and the requirements listed in the Club Funding Policy.

1.0 Terms of Funding

2.0 Types of Funding

3.0 Application Process

4.0 Adjudication

5.0 Funding Pick-Up

6.0 Event Promotion

1.0 Terms of Funding

Funds will be assigned to clubs in accordance with established guidelines outlined below:

1.1. All clubs applying for funding must be ratified clubs of the YFS (Operations Policy #14 - Club Ratification Policy).

1.2. All applications for club funding must be in accordance with all policies, bylaws, and the constitution of the YFS.

1.3. The YFS reserves the right to refuse any application and retains sole discretion to determine approved funding amounts in order to accommodate all requests received and anticipated throughout the year.

1.4. The YFS will not fund activities that are against the law in Ontario and Canada.

1.5. The YFS does not support, promote, or fund activities that are discriminatory as defined by the Ontario Human Rights Code and YFS policies.

1.6. The YFS does not support, promote or fund activities that encourage gambling, illegal activities, or where individual members of the club stand to have personal or financial gain.

1.7. The YFS will not consider alcohol or drugs an eligible expense to receive funding.

1.8. The YFS will not fund levy-funded organizations.

1.9. The YFS will not provide funding for staff, alumni, faculty events or activities that are not for the benefit of the constituents of the specific student group without prior exceptions.

1.10 Funding cannot be used to cover more than the costs involved in a proposed project.

1.11. The YFS will only fund events that will have a minimum of 51% York undergraduate student attendance.

1.12. Club funding requests can only be made during the Fall and Winter semesters (September 1st to April 30th) in which the event is taking place. Funding will not be granted to events taking place during the summer.

1.13. Club funding provided by the YFS will be used for the approved uses only. Misuse of club funding can lead to probation under YFS Operations Policy #14 - Clubs Ratification Policy.

1.14. Clubs that require a try-out or audition in order to become a member and/or participate in an event will be ineligible for funding by the YFS.

1.15. Event funding will not be granted for any type of fundraising event.

1.16. Club funding will not be granted to fund political campaigns (i.e. canvassing).

1.17. The YFS will not fund capital purchases.

1.18. The maximum a club can receive in club funding is $120 per person (up to a total amount of $800), for events with food and disposable serving materials (such as plates, cups, cutlery or utensils). These events may include dinners, galas, volunteer appreciation, etc., with the exception of General Members Meetings.

1.19. The maximum a club can receive in club funding is $5 per person (up to a total amount of $800), for General Members Meetings.

1.20. The maximum a club can receive in club funding is $50 per person (up to a total amount of $800), for conferences, overnight trips and travel.

1.21. The YFS will not fund club executive meetings.

1.22. The maximum a club can receive in club funding is $30 per event for parking.

1.23. The maximum a club can receive in club funding is $30 per event for transportation (car rentals, gasoline, taxi, Uber and public transportation).

1.24. The maximum a club can receive in club funding is $75 per event for honoraria. Funding for honorariums to club executives will not be granted.

1.25. The maximum a club can receive in club funding is $75 per event for prizes and gifts.

1.26. All clubs hosting off-campus events must provide an attendance list, including student names and student numbers in order to receive funding.

1.27. The maximum a club can receive in club funding is $100 per event for media production equipment and material rentals, including but not limited to microphones, speakers, cameras, video cameras, mixing/editing software, etc.

1.28. The maximum a club can receive in shipping and handling costs is $25 per event.

1.29. The maximum a club can receive in software/platform funding is $50 per year.

1.30. The maximum a club can receive in club funding is $300 for Club Merchandise per year, including but not limited to t-shirts, hats, jackets, sweaters, costumes, water bottles, mugs, or pens; any other items can be applicable upon approval from the Clubs Committee.

1.31 The maximum a club can receive in club funding is $50 per event for athletic equipment rentals, including but not limited to, racquets, balls, skates, etc.

1.32 The maximum a club can receive in space booking fees is $50 per event.

2.0 Types of Funding

YFS ratified clubs can apply for four types of funding to suit their various needs.

2.1. Base Funding
All YFS ratified clubs are eligible for Base Funding, provided they have met all club requirements as listed in YFS Operations Policy #14 - Clubs Ratification Policy. All YFS ratified clubs are eligible to receive up to $300 in base funding.

Base Funding is a resource to be used primarily for start-up expenses. Items eligible for funding include, but are not limited to capital purchases (ie. equipment, supplies, advertising and other operational expenses etc.).

Base Funding applications are due on October 30 for the Fall semester and February 28 for the Winter semester. Clubs ratified/renewed in the Fall semester cannot apply for Base Funding in the Winter semester. Clubs wishing to receive Base Funding must apply for it on the YFS website.

2.2. Event Funding
All YFS Ratified Clubs are eligible to receive a maximum of $800 through event funding, per event. Priority will be given to new applicants. In order to receive club funding, the appropriate application procedure must be followed as listed under Section 3.0, Application Process, found in this policy.

Clubs approved for Pre-Event Funding above $200 will be given the funding in two installments. Initially, 40% of the amount of funding will be given prior to the event applied for. In order to receive the final 60% of the amount of funding, a Post-Event Funding Application must be completed within 28 days of the event taking place. Clubs approved for Pre-Event Funding under $200, will receive the full amount up front. However, receipts must still be submitted electronically with a Post-Event Funding Application in order to remain a club in good standing with the YFS. The YFS will only provide Event Funding if receipts have been submitted due to financial protocols for Not-for-Profit Corporations.

The Post-Event Funding Application must include:

• A detailed final financial statement of expenses and revenues
• Scanned itemized receipts of all expenses, including proof of payment in electronic format
• A brief description of the event.

Upon the receipt of the Post-Event Funding Application, the club shall receive the final 60% of the funding. Should the group fail to comply with any of the guidelines in this document, the second installment of the funding will be withheld. Should the club fail to provide appropriate receipts to support their event after Pre-Event funding has been allotted, the club funding must be returned to the YFS via cash or cheque. Should the club fail to provide payment by the end of the YFS fiscal year (April 30), the club account will be flagged and future funding will be deducted by the amount owing.

All funding exceeding 50% of the event budget will require an indication on all posters and all major pieces of promotional materials (including web-based promotions) stating: Funding provided by the York Federation of Students.

2.3. Relief Funding
Relief Funding is to aid clubs who have taken a significant loss on an event. The maximum amount of Relief Funding that can be given to clubs is $800. Eligible Relief Funding expenses must still fall under the specifications of Section 1.0, Terms of Funding, found in this policy. Each club may apply for Relief Funding once throughout the entire year.

2.4. Printing
All YFS ratified clubs are eligible for a $125 printing credit to be used in the YFS Members’ Services Office, as of May 1. Balances from previous years will not be carried over from one year to the next and will expire on April 30.

Club printing credits can only be used for club printing purposes. Individual use printing is forbidden through club printing credits. Club printing credits can also only be used for printing in colour or black and white on regular letter, legal or tabloid paper.

Laminating, binding, cardstock, and other services of the Members’ Services Office are not covered under the $125 printing credit.

3.0 Application Process

3.1 YFS Club Funding Applications are available on the YFS Clubs website.

3.2 Applications for Pre-Event Funding must be received before the event with some approved exceptions.

3.3 The Club Funding Application shall include:

• a) A detailed and completed YFS Online Club Funding Application;
• b) A detailed financial statements including a budget with expenses and revenues; and
• c) A description of the event as well as sample promotional material, if available.

3.4 All sections of the Club Funding Application must be completed in full and must be legible in order for it to be considered.

3.5 Pre-Event Funding Applications should be submitted a minimum of a month before the event to guarantee consideration by the Clubs Committee. If the Pre-Event Funding Application is submitted less than a month before the event; there will be no guarantee that the request will be considered before the event occurs.

3.6 All clubs that have applied using the “Pre-Event Funding Application” and have been approved for funding must complete the “Post-Event Funding Application” within 28 days of the completion of the event.

For clubs that have been approved for over $200 in preevent funding, and the Post-Event Funding Application is submitted later than 28-days after the event, the final 60% will not be released. Clubs that have been approved for less than $200 in club funding will receive the full amount up front.

However, receipts must be submitted with the Post-Event Funding Application in order to remain a club in good standing with the YFS. Clubs must submit Post-Event funding applications within 28-days after the event. Applications submitted after 28-days will not be accepted, except during the first Clubs Committee Meeting in the Fall term.

3.7 All clubs receiving funding are encouraged to engage as much of the York student population in participating in the events approved for funding.

3.8 All clubs must be open to all York undergraduate students on the Keele and Glendon campuses.

3.9 Completed Club Funding Applications can only be submitted electronically from the YFS Clubs website, www.yfsclubs.ca.

3.10 Multiple clubs hosting a joint event must submit one Club Funding Application together.

4.0 Adjudication

The YFS Clubs Committee is responsible for the appropriate distribution of Club Funding to all YFS Ratified Clubs. The YFS Clubs Committee will only consider detailed and complete Club Funding Requests.

4.1 The distribution of club funding will be based on the outlined criteria and procedures set out in YFS Policies, By-laws and the YFS Constitution.

4.2 The YFS Clubs Committee will meet regularly on an as-needed basis.

4.3 The YFS Clubs Committee shall consider Club Funding Applications according to the following regulations:

• a) Any clubs applying for funding must be a YFS Ratified Club;
• b) Groups receiving levies are ineligible for funding;
• c) A detailed and complete Club Funding Application is submitted;
• d) Relevant criteria including, but not limited to, projected number of YFS members
• participation, the existence and/or significance of other funding sources, and expected
• revenue/loss;
• e) If there are outstanding receipts or documentation required from previous granted Club
• Funding Requests, future funding requests may be withheld; and
• f) First time applicants will be given priority.

4.4 Decisions by the YFS Clubs Committee will be received by e-mail.

5.0 Funding Pick- Up

5.1 Upon approval for the funding by the YFS Clubs Committee, cheques will be made out only to the club in question.

5.2 Cheques will be available for pick up in the YFS office, Room 336 Student Centre upon receiving an email confirmation from either the Clubs Services & Outreach Coordinator or the Clubs Assistant.

5.3 In order to be picked up, cheques must be signed for by a club signing authority listed in the Club Ratification Form.

5.4 Photo identification may be used to confirm the signing authority at the time of cheque pickup.

5.4 Notification should be given by the club to the YFS Clubs Services & Outreach Coordinator of a pick-up date and time in order to ensure that cheques will be received when required.

5.5 Cheques not picked up from the YFS Office within 6 months of issuance, or by the fiscal end of year (April 30) of the school year the club is ratified for, whichever is earlier, will be made void and will not be reissued.

5.6 The YFS may decide on a specific day of a week for cheque pick-up.