FLEMING COLLEGE STUDENT ADMINISTRATIVE COUNCIL CLUB PACKAGE - Fleming SAC
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FLEMING COLLEGE STUDENT
ADMINISTRATIVE COUNCIL
CLUB PACKAGE
2018-2019
1FLEMING SAC CLUB PACKAGE
TABLE OF CONTENTS
Introduction Letter from SAC…………………………………………………………………………………………………………..3
Club Reminder – Do’s and Don’ts…………………………………………………………………………………………………….4
Training & Important Dates……………………………………………………………………………………………………………..5
Starting a Club Checklist……………………………………………………………………………………………………………………6
Application Process………………………………………………………………………………………………………………………….6
Funding……………………………………………………………………………………………………………………………………………6
Membership…………………………………………………………………………………………………………………………………….7
Booking Space on Campus……………………………………………………………………………………………………………….7
Co-Curricular Record………………………………………………………………………………………………………………………..7
Club Constitution……………………………………………………………………………………………………………………………..8-12
Clubs Policy……………………………………………………………………………………………………………………………………..13-16
Clubs Policy Contract……………………………………………………………………………………………………………………….17
Appendices
Appendix #1 – By-law 35, Section 12………………………………………………………………………………….18
Appendix #2 – SAC Club Renewal Form……………………………………………………………………………..19-21
Appendix #3 – SAC Purchase Request Form……………………………………………………………………….22
Appendix #4 – SAC Club Long-Term Assets Form……………………………………………………………….23
Appendix #5 – Club Financial Report………………………………………………………………………………….24-25
Appendix #6 – Club Sponsorship Form……………………………………………………………………………….26
Appendix #7 – SAC Event Plan Template…………………………………………………………………………...27-28
Appendix #8 – SAC Posting Policy……………………………………………………………………………………….29
Appendix #9 – SAC Social Media Policy………………………………………………………………………………30-31
2WELCOME FROM SAC
Dear Students,
Welcome to the wonderful world of SAC sanctioned clubs! This package will help navigate your club
through all the steps of the application process. It will also provide you with important information
about budgeting, event planning, and how to get the most out of your club membership.
This year SAC has made changes to the clubs policy to better communicate the club rules, resources and
privileges to students. Make sure you read the Clubs Policy and sign the Clubs Policy Contract.
SAC is here to help you along every step of the way to creating your new club. Student engagement is
very rewarding and you can make friendships that last a lifetime. SAC can assist with, club start up,
constitution requirements, availability of resources, communicating to various departments in Fleming
College, accessing meeting space, club events, and funding requirements.
SAC looks forward to working with your club to help you through anything you need assistance with.
Please do not hesitate to contact us as we are here to help you make your club a success!
If your club has any ideas on how to improve any part of the current Clubs system, please share them
with us.
We wish you all the best this year,
Sincerely,
Sarah-Jayne Riley
Student Services and Clubs Coordinator (SS&CC)
Fleming College Student Administrative Council
Phone: 705-749-5530 x1576
Email: sjriley@flemingcollege.ca
3CLUB REMINDER!
DON’T: Collect club
DO: Run regular meetings
donations and keep them
off campus
DON’T: Directly or indirectly
DO: Have events accessible
spend resources on alcohol
to all Fleming students
or alcohol related events
DO: Frequently update club DON’T: Hold more than one
membership lists and keep club executive position
attendance at meetings
DON’T: Discriminate against
DO: Keep track of finances
any student. All students are
and spend your budget money
welcome in all clubs
DO: Use Aramark Catering DON’T: Have mandatory
for on campus events membership fees
DO: Attend all mandatory DON’T: Treat any SAC or
executive training Fleming space poorly
DON’T: Post any posters
DO: Reply to correspondences
around campus without
within 1-2 business days
approval from SAC
DO: Run at least one event DON’T: Allow non-
per semester Conestoga Students to join
your club
DO: Use the purchase DON’T: Hold raffles, 50/50
request form for all club draws, or any events that
purchases involve gambling
DO: Ask the SS&CC any DON’T: Solicit donations as
questions you may have mandatory
DO: Attend training sessions
DON’T: Spend more money
and make use of all
than your club has
resources available 4TRAINING & IMPORTANT DATES
The chart below states all the important Club dates that executives must attend. Be aware of these
dates as you must attend!
Item Date
Club Craze September 13th 11am-2pm All Clubs
Club Executive Training 2-3 sessions to accommodate Club Executive, all students
schedules in early October. welcome *FREE PIZZA*
Club Craze Early October
Asset Return Deadline End of Fall Term
Fall Receipt Deadline End of Fall Term
Club Craze Mid-January
Club Executive Training 1-2 Sessions to accommodate
schedules in late January
Club Craze Early Feb
Asset Return Deadline End of Winter Term
Fall Receipt Deadline End of Winter Term
5STARTING A CLUB CHECKLIST
Use this checklist to help guide you through the application process:
Read and understand the Clubs Policy, and sign the Clubs Policy Contract
o If you have any questions ask the SS&CC
Fill in the Club Constitution Template provided
o Make sure to think about your club’s vision, mission and values.
o Think about how often you want to conduct meetings; is it weekly, or monthly?
o Will you collect member fees? If so, they must be given to SAC to deposit into your club
account. The fees must not be mandatory.
o Think of how you want to engage the student population. What events do you want to
host?
Gather your membership list (minimum of 5 eligible members)
o If you are having trouble getting members you can talk to the SS&CC to help promote
your club such as, book a table in the foyer, put up posters, social media posts, etc.
Make sure the club constitution is completed, signed, and submit to the SS&CC.
APPLICATION PROCESS
Once you submit your completed Clubs Constitution, it will be presented at a regularly scheduled board
meeting. If the Club is approved, then the SS&CC will contact the club to schedule meeting for training
of the Club Executive. If the club application is rejected, the club will be notified with changes to make,
or an explanation as to why it was rejected. Refer to the Section 1 of the Clubs Policy for more
information on the application process.
FUNDING
Clubs have the privilege of accessing funding to help support their initiatives on campus. The following
information describes the funding process. Refer to the Clubs Policy Section 3 for more information.
CLUB START UP FUNDING
All clubs are provided initial funding of two hundred and fifty dollars ($250.00) per academic year.
Additional funding to a maximum of two hundred and fifty dollars ($250.00) may be obtained at a rate
of ten dollars ($10.00) per active club member in subsequent semesters during the same academic year.
Continuing clubs with an account balance of more than $250.00 will not be provided the initial club
budget of two hundred and fifty dollars ($250.00) but are still eligible for funding in subsequent
semesters. Refer to the Clubs Policy Section 3 for more information on funding and its limitations.
REIMBURSEMENT
The club funding operates on a reimbursement basis. All club purchases must be approved by the Club
Executive and the SS&CC. The Purchase Request Form (Appendix #3) must be submitted to the SS&CC
before the purchase is made. Reimbursement will only be given for preapproved purchases. Purchases
that are made without approval will not be reimbursed by the SAC.
6MEMBERSHIP
A club may be comprised of students representing a special interest within the college community.
Sanctioned clubs must have a membership that is open to every student at Fleming College, regardless
of age, race, sex, religion, ability, political beliefs, sexual orientation or any other non-merit reason. This
applies to club events as well. This should be stated in the club’s constitution. Refer to the Clubs Policy
Section 2 for more information regarding membership eligibility and requirements.
BOOKING SPACE ON CAMPUS
SAC Clubs have the privilege of booking space on campus at no cost. To book a space, email the SS&CC
the following details at least two weeks before the booking (excluding large events):
1) What type of space? – Main Foyer, Class Room, Steele Centre, SAC Boardroom, etc.
2) Do you need tables and chairs? If so how many of each?
3) How often do you need the room? – Weekly, Bi Weekly, Monthly, etc.
4) What is the room being used for? – Club Meeting, Guest Speaker, Educational Event, etc.
Note: If you request a specific room, there are no guarantees as availability depends on class schedules,
other events, etc.
For large events, the space must be booked using the Events Plan Template (Clubs Policy Appendix #7),
and must be submitted four weeks before the event.
Make sure to discuss your event with the SS&CC before you start planning.
CO-CURRICULAR RECORD
The Co-Curricular Record (CCR) is a great item to partner with your resume. It is a list of all the extra
things you did at college. From sports teams, to being on the Club Executive, the CCR tracks these items
for you to submit with your resume or show in interviews. It is important to promote all your hard work
to your future employer!
HOW TO USE THE CCR
Step 1: Log into the Fleming myCampus
Step 2: Click the Co-Curricular Record tab on the side on the page
Step 3: Search for Club Executive
Step 4: Click on Club Executive
Step 5: Scroll down to the bottom of the page and click ‘Submit for Approval’
That’s it! Then the position is approved by SAC, and it appears on your CCR!
7CLUB CONSTITUTION
Club Name: ________________________________________________________
WHAT IS THE MISSION OF YOUR CLUB? (PURPOSE)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
WHAT IS THE VISION OF YOUR CLUB? (WHERE DO YOU SEE THE CLUB IN THE FUTURE?)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
WHAT ARE THE VALUES OF YOUR CLUB? (WHAT PRINCIPLES DOES YOUR CLUB CHERISH?)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
MEETINGS:
Day(s):________________________________________________________________________
Time(s):_______________________________________________________________________
Location (s):____________________________________________________________________
MEMBERSHIP DUES: ARE YOU COLLECTING DUES?
Don’t forget that the membership dues must be submitted to the SAC for deposit in your club account.
Membership dues shall not be mandatory.
Yes No If yes, state the amount you are collecting per student: $_______
8CLUB EXECUTIVE INFORMATION
PRESIDENT: SIGNING AUTHORITY? YES NO
Name:
E-Mail Address:
Phone Number:
Student Number:
Signature:
VICE-PRESIDENT: SIGNING AUTHORITY? YES NO
Name:
E-mail Address:
Phone Number:
Student Number:
Signature:
TREASURER: SIGNING AUTHORITY? YES NO
Name:
E-mail Address:
Phone Number:
Student Number:
Signature:
COMMUNICATIONS OFFICER: SIGNING AUTHORITY? YES NO
Name:
E-mail Address:
Phone Number:
Student Number:
Signature:
9MEMBERSHIP INFORMATION
Member Name Student # Phone # Email
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
10CLUB EVENTS
Your club must hold two events per year. These events could be a fundraiser, a social event open to all
students, an educational/awareness event etc. If you need help with ideas for what event your club
could host, ask the SS&CC. An Event Plan Template (Appendix #7 in the Clubs Policy) must be submitted
four weeks prior to the event.
WHAT IDEAS DO YOU HAVE FOR EVENTS?
EVENT #1
Fundraiser Social Awareness/Educational Other
Describe the Event:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
EVENT #2
Fundraiser Social Awareness/Educational Other
Describe the Event:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Club Constitution (P. 8-12 & 17) must be handed in and approved before your club can operate.
11CLUB APPROVAL PAGE
CLUB NAME:
DATE:
Unless caused by the direct actions of Fleming SAC, the organization will not be held responsible against
any actions, claims, lawsuits, or other demands, against any costs, damages, expenses, or losses which
may be incurred due to any authorized or unauthorized activities or events by the club on or off campus.
We _____________________________________________, are liable for all unauthorized debts
incurred by the club. We agree not to enter into any contractual agreement or relationship with anyone
outside of Fleming SAC with regards to the above club. Any violations of the club policy or any other
affiliated policy, will result in the Club Discipline Process (Section 5 – Clubs Policy).
____________________________________________________
Signature of Club President
____________________________________________________
Signature of Vice-President
____________________________________________________
Signature of Treasurer
____________________________________________________
Signature of SAC Board Member
____________________________________________________
Signature of the SS&CC
Date Submitted: _____________________________________________________________
Date Approved: ______________________________________________________________
If Rejected, Reasons for Rejection: _______________________________________________
12CLUBS POLICY
Date Implemented:
Date Reviewed:
Purpose: The purpose of this policy is to govern the operation of the recognized clubs sanctioned under
the Fleming College Student Administrative Council’s by-laws and policies.
Scope: This policy applies to the students and affiliates involved in the creation, membership and
activities of sanctioned clubs operating under the Fleming College Student Administrative Council.
Club Operating Policies:
Definitions:
i. Student Services and Clubs Coordinator (SS&CC)
ii. Fleming College Student Administrative Council (SAC)
1. Club Application and Sanctioning Requirements
1.1 All clubs shall run in accordance with the By-Law 35, section 12 (Appendix #1), and this policy.
1.2 Clubs will be sanctioned throughout the year. All sanctioned club terms will end the following
September 30th.
1.3 Sanctioned clubs may extend their term subsequent years by submitting a Club Renewal Form
(Appendix #2) each academic year stating any changes in the operations of the club. These items
include but are not limited to, Club Executive, event plans, meeting structure, etc. Changes are
approved at the discretion of the SS&CC.
1.4 Clubs must submit the completed Clubs Package to the SS&CC for review and approval by the
Board of Directors.
1.5 The Clubs Package will be presented at a regularly scheduled board meeting. If the Clubs
Package is approved then the SS&CC will contact the club to schedule meeting for training of the
Club Executive. If the club application is rejected, the club will be notified with changes to make,
or an explanation as to why it was rejected.
1.6 Any changes to club structure including but not limited to, club policies, executive, and
operations must be submitted for review and approval to the SS&CC within seven (7) days of
changes. This must be submitted via email.
1.7 Club Executives must attend club training (all members welcome). This training includes AODA,
Sexual Harassment, Positive Space, Leadership Training, and Health and Safety.
1.8 Must maintain effective communications with SS&CC and attend SAC board meetings as
requested.
1.9 Mandatory attendance at Club Craze. (Once per semester)
1.10 No club shall enter into any contract without approval of the corporation.
1.11 No club shall have the word association or society in their club name.
132. Membership
2.1 Sanctioned clubs must have a membership that is open to every student at Fleming College,
regardless of age, race, sex, religion, ability, political beliefs, sexual orientation or any other non-
merit reason. This applies to club events as well. This should be stated in the club’s constitution.
2.2 In order to be sanctioned and receive funding, a club must consist of five (5) SAC members as
defined in the SAC Bylaws.
2.3 Club membership shall not be fewer than five (5) eligible members.
2.4 The club must appoint or elect the following executive positions: One (1) President, one (1) Vice
President, one (1) Treasurer, and one (1) Communications Officer. Also the club must appoint
two (2) Signing Authorities. Other executive positions may be added upon approval of the
SS&CC.
2.5 Each student can be an executive member in one club only; students can be a regular member
in many clubs.
2.6 Mandatory membership fees are not permitted.
2.7 The club must maintain and submit a current membership list each semester. SAC may also
request a current list at any time. Clubs are responsible for maintaining accurate member
records and providing up-to-date information.
2.8 All club members will be held accountable to the Fleming College Student Rights and
Responsibilities Policy. This policy can be found at https://department.flemingcollege.ca/srr/
2.9 Club membership can be revoked at any time for violating the Students Rights and
Responsibilities policy, Clubs Policy, By-Laws and other applicable policies of the Fleming College
Student Administrative Council and Fleming College.
2.10 Club advisors are permitted but are not members of the club. If a club has an advisor, they will
be used as a consultant for the club. Advisors must adhere to the same policies and guidelines
as members.
3. Funding, Budgets and Assets
3.1 All clubs are provided initial funding of two hundred and fifty dollars ($250.00) per academic
year. Additional funding to a maximum of two hundred and fifty dollars ($250.00) may be
obtained at a rate of ten dollars ($10.00) per active club member in subsequent semesters
during the same academic year. Continuing clubs with an account balance of more than $250.00
will not be provided the initial club budget of two hundred and fifty dollars ($250.00) but are
still eligible for funding in subsequent semesters.
3.2 Resources will fund full-time student members only.
3.3 Club finances must be managed through the SAC office. External financial institutions are
prohibited. There are no exceptions.
3.4 Club resources must be used in a manner that is prudent, ethical and legal.
3.5 The club funding operates on a reimbursement basis. All club purchases must be approved by
the Club Executive and the SS&CC. The Purchase Request Form (Appendix #3) must be
14submitted to the SS&CC before the purchase is made. Reimbursement will only be given for
preapproved purchases. Purchases that are made without approval will not be reimbursed by
the SAC.
3.6 Clubs fundraising on campus shall follow Fleming College’s Fundraising and Awareness
Initiatives Procedures. These procedures can be found at:
file:///H:/Downloads/Student%20Fundraising%20and%20Awareness%20Initiatives%20Documen
t.pdf
3.7 All fundraised money is to be documented and given to the SS&CC for deposit directly after the
event. If the event is in the evening, the money can be given to the Bar Manager. Money must
be received the next business day.
3.8 Membership may include the collections of dues. This is to be tracked through an excel
spreadsheet and reported to the SS&CC on a monthly basis. The membership dues shall not be
mandatory. If a student cannot pay the fee, they are still allowed to join the club.
3.9 Club funding will not subsidize the cost of membership to an outside organization or fund the
purchase of personal equipment.
3.10 Assets purchased with club funds are owned by the SAC. All club assets will be tracked using the
Club Assets Form (Appendix #4). Assets owned by the SAC must be returned to the SAC office by
the end of each academic term.
3.11 Club funds are used to reimburse Financial Signing Authorities for expenses incurred in the
planning and organization of club activities, as well as the purchase of club supplies. Club funds
shall not be used to purchase alcohol, fund non-club related outings, or pay solely for yearend
parties. Club funds can be used to provide up to 50% subsidy for ticketed events over Twenty
Dollars ($19.99) related to the club’s objectives.
3.12 Reimbursements will be issued to one of the Financial Signing Authorities only. Financial Signing
Authorities are indicated on the Club Executive Information portion of the Club Constitution in
the Clubs Package.
3.13 Clubs that fundraise for a registered charity shall deposit the funds into their club account and
request a cheque payable to the charitable organization. This request can be done by filling in a
Club Reimbursement Form.
3.13 Clubs are responsible for maintaining an accurate record of their financial transactions. Each
club is required to submit a Club Financial Report (Appendix #5) once per month to the SS&CC.
3.14 Clubs may obtain sponsors at the approval of the SS&CC. Clubs must use the Club Sponsorship
Form (Appendix #6) to ensure transparency. All donation cheques are made payable to Fleming
College SAC. Funds are then transferred into the club’s account.
154. Club Events and Advertising
4.1 The purpose of club events are to promote and encourage campus/student life, cultural and
community awareness and cultivate a sense of community and belonging for students. Events
may also be a fundraiser for the club and/or a charity.
4.2 Each club must host one (1) events in each active semester. These events could include but are
not limited to an Educational Event, Fundraising Event (pub night/Steele Centre Event), or
Awareness Event.
4.3 To host an event on campus the club must submit an Event Plan Template (Appendix #7) at least
three weeks before the event date.
4.4 Event posters must meet the SAC posting policy requirements (Appendix #8) and be approved
by the SS&CC. Submit your poster via email prior to printing at least three weeks before the
event for approval. Cost of printing will be the responsibility of the club.
4.4 All club social media activity must operate under the SAC Social Media Policy (Appendix #9).
4.5 Room Booking Requests are to be submitted via email to the SS&CC at least two (2) weeks in
advance of the booking.
4.6 Club Logos are encouraged. Before a club can use the logo, it must be approved by the SS&CC.
4.7 Use of SAC Logo must be approved by the SAC and must adhere to the Logo and Brand Identity
Guidelines as set out by SAC.
5. Club Discipline Process
5.1 Any contravention of these policies stated above will result in a five step discipline process.
These steps may be escalated at the discretion of the SS&CC.
i. Written warning sent to the Club Executive stating the contravention.
ii. Meeting request sent to the Club Executive to discuss the issue with the SS&CC. The
meeting will be documented for two (2) years. Failure to attend the meeting will put the
club onto step 3.
iii. Club activity will be suspended for a two (2) week period. This includes but is not limited
to, room bookings, club funding, on and off campus events, access to club assets, and
other club related activities.
iv. Club activity will be suspended for one (1) semester. This includes but is not limited to,
room bookings, club funding, on and off campus events, access to club assets, and other
club related activities. As well, this includes the removal of club recognition of the
organization.
v. Club activity will be suspended for one (1) full calendar year. Club recognition from the
SAC will be removed and activity is suspended until the following calendar year.
Members who contravene these policies are not eligible for Club Executive roles for one
calendar year.
166. Club Policy Contract
I _________________________________, as The President of __________________________________
club understand the above policies and full implications of contravening those policies.
Date:_____________________________ Signature:____________________________________
I _________________________________, as The Vice-President of ______________________________
club understand the above policies and full implications of contravening those policies.
Date:_____________________________ Signature:____________________________________
I _________________________________, as The Treasurer of __________________________________
club understand the above policies and full implications of contravening those policies.
Date:_____________________________ Signature:____________________________________
I _________________________________, as The Communications Officer of _____________________
club understand the above policies and full implications of contravening those policies.
Date:_____________________________ Signature:____________________________________
177. Appendices
7.1 Appendix #1 Bylaw 35, Section 12
Student Administrative Council Sir Sandford Fleming College (Sutherland/Cobourg Campus)
By-Law NO. 35
12. CLUBS AND ORGANIZATIONS
The Board of Directors shall sanction all student societies, councils, and organizations and those above-
mentioned groups shall comply with SAC’s policies and by-laws. They shall designate themselves as
Sutherland Campus organizations, which takes its membership from the members of the Corporation
and the following articles must be followed.
12.1. Obtaining Formal Recognition
Any campus organization seeking formal recognition from the Board of Directors must present a
completed application package as well as a club By-Law outlining the main intentions, actions and
conduct on a yearly basis. Any club not complying with this ruling may lose their club status and will be
deprived of use of College facilities as well as SAC services and resources.
12.2. Club Length of Recognition
Recognized clubs starting in October will run until September 30 of the following year. Recognized clubs
starting in January will run until September 30 of the same year.
Recognized clubs starting in May will run until September 30 of the same year.
187.2 Appendix #2 Club Renewal Form
SAC CLUB RENEWAL FORM
CLUB INFORMATION
Club Name: ________________________________________________________
Same purpose and mandate as the past year? Yes No
If you answered no, please outline any amendments to your club purpose:
______________________________________________________________________________
______________________________________________________________________________
Please outline how you will use your funding for the upcoming year:
______________________________________________________________________________
______________________________________________________________________________
New Meeting Time and Day:
Day(s):________________________________________________________________________
Time(s):_______________________________________________________________________
WHAT IDEAS DO YOU HAVE FOR EVENTS?
EVENT #1
Fundraiser Social Awareness/Educational Other
Describe the Event:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
EVENT #2
Fundraiser Social Awareness/Educational Other
Describe the Event:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
19CLUB EXECUTIVE INFORMATION
President: Signing Authority? Yes No
Name:
E-Mail Address:
Phone Number:
Student Number:
Signature:
Vice-President: Signing Authority? Yes No
Name:
E-mail Address:
Phone Number:
Student Number:
Signature:
Treasurer: Signing Authority? Yes No
Name:
E-mail Address:
Phone Number:
Student Number:
Signature:
Communications Officer: Signing Authority? Yes No
Name:
E-mail Address:
Phone Number:
Student Number:
Signature:
20MEMBERSHIP INFORMATION
Member Name Student # Phone # Email
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
217.3 Appendix #3 Purchase Request Form
SAC PURCHASE REQUEST FORM
CLUB INFORMATION
CLUB NAME:
FINANCIAL SIGNING AUTHORITY NAME:
PURCHASE INFORMATION
PLANNED PURCHASE DATE:
PURCHASE APPROVAL DATE:
ITEMS TO BE PURCHASED:
Item Approx. Cost Reason
LONG TERM OR SHORT TERM ASSET
Item Long Term (Must go on Short Term (used up within 1 yr)
Club Assets Form)
227.4 Appendix #4 Club L.T. Assets Form
SAC CLUB LONG TERM ASSETS FORM
CLUB INFORMATION
Club Name:
Year:
ASSETS BOUGHT THIS YEAR
Date Purchased Item Cost Returned To SAC
ASSETS CARRIED OVER
Year Bought Item Returned to SAC Storage Location
237.5 Appendix #5 Club Financial Report
CLUB BUDGET
Club Budget 2018-2019
Club Name: Date Submitted:
Signing Auth. #1 Reviewed By:
Email:
Signing Auth. #2
Email:
Estimated Budget Actual Amounts
REVENUE
Start-up Funds From SAC ($250.00)
Club Generated Roll-Over 2017-2018
Admissions, Ticket Sales, Entrance Fees
Donations
Sponsorship
Fundraising
Other (List)
Total Revenue $0.00 $0.00
EXPENSES
Donations to Charity
Supplies, Printing, Postage, Shipping
Rentals, Equipment, Facilities, Physical Resources
Food, Catering
Meetings, Training, Conferences, Speaker Gifts
Media, Technology, Website
Clothing
Other Expenses
Total Expenses $0.00 $0.00
$0.00 $0.00
Complete Club Information & Estimated Budget line, then submit to the SS&CC
Descriptions are guidelines and can be edited to allow for more detailed information or cost breakdown
Student clubs cannot receive more than the funding outlined above from SAC, overspending costs are not reimbursed
**Month by Month Spending Document must align with estimated expenses
24CLUB MONTHLY REPORT
Month by Month
September October November December January February March April Total:
ESTIMATED EXPENSES
FOR THE YEAR:
Expenses: 0
Revenue: 0
Total: 0
ACTUAL EXPENSES
FOR THE YEAR:
Expenses: 0
Revenue: 0
Total: 0
REMINDER: You cannot be reimbursed if you spend more than your club has available, make sure that your actuals add up and not just your estimates.
Please make whatever notes you need to keep track of your spending, pay attention to how much funding from SAC you are spending
CLUB EXPENSE DESCRIPTIONS
Expense Descriptions
Budget Estimate
Budget area Description Date Expected Cost
Total: 0
Budget Actual
Budget area Description Date incurred Cost
Total: 0
257.6 Appendix #6 Club Sponsorship Form
CLUB SPONSORSHIP FORM
Club Information
Club Name:
Street Address: 599 Brealey Dr
City, Province Peterbrough, ON, K9J 7B1
President:
President Email:
The ________ Club is a registered and sanctioned club through Fleming College SAC.
If you have any further questions or require any additional information regarding the clubs status please feel free to contact SJ Riley,
Student Services and Clubs Coordinator, sjriley@flemingcollege.ca or 1-705-749-5530 ext.1576
Sponsorship Level
Gold $500
Silver $300
Bronze $100
Other Value:
Sponsor Information
Company:
Street Address:
City, Province, P.C:
Contact Name:
Phone:
Email:
Agreement and Signature
Club Signature Date:
Sponsor Signature Date:
267.7 Appendix #7 Event Plan Template
SAC EVENT PLAN TEMPLATE
EVENT DETAILS
CLUB NAME:
EVENT:
START DATE & TIME:
END DATE & TIME:
LOCATION ON CAMPUS TO BE BOOKED:
CLUB EVENT CONTACT:
DESCRIBE YOUR EVENT
EVENT SUPPLIES & EQUIPMENT
List the supplies and equipment required for the event:
ITEM QTY SOURCE Cost
Total cost of items for event: _________
27FUNDING
How will you fund your event? Describe how the club will pay for costs.
Fundraising –
Sponsorship –
Club Funds–
Other –
MARKETING
The following provides details on how the event is being promoted and timelines for each.
Posters – 3 weeks before event –
Handouts – 3 weeks before event –
TV Screens – 2 weeks before event –
Social Media – Campaign –
o Facebook –
o Twitter –
o Instagram –
Do you want to use SAC Social Media Channels to promote your event? Y N
If yes, promotional material must be summited three (3) weeks before the proposed event.
QUESTIONS?
Please direct any questions/feedback to:
*NOTE: This document must be submitted at least 4 weeks before to your event date.
287.8 Appendix #8 Posting Policy
Student Administrative Council Sir Sandford Fleming College (Sutherland Campus) Operating
Policies
2.8 Posting Policy
This posting policy shall be followed when posting on; SAC bulletin boards and SAC Digital
display boards.
2.8.1 Every poster must be approved by SAC and be stamped or sealed with the SAC logo.
Advertisements for other bars will not be posted in any media formats.
2.8.2 Community events can be posted on the community page on the SAC website.
2.8.3 Non-profit/charitable organizations can be posted on SAC bulletin boards.
2.8.4 Any posting with significant educational or cultural value can be posted on SAC social media,
digital display boards, and bulletin boards.
2.8.5 All postings will be posted on identified SAC bulletin boards. These bulletin boards are identified
by the SAC Logo attached to the top of the bulletin board.
2.8.6 All social media postings will adhere to SAC Social Media Policy.
297.9 Appendix #9 SAC Social Media Policy
Student Administrative Council Sir Sandford Fleming College (Sutherland Campus) Operating
Policies
2.15 Social Media Policy
2.15.1 Purpose
The purpose of this policy is to provide direction and clarity with respect to Fleming Student
Administrative Council’s (SAC) participation in social media.
2.15.2 Scope/Limits
This policy applies to SAC’s volunteers, contractors and employees contributing in an official capacity on
social media sites.
2.15.3 Policy Statements
2.15.3.1 Fleming SAC encourages the use of social media for the purpose of promoting student success
and the overall goals of the organization.
2.15.3.2 Social media must not be used to promote businesses unless prior approval has been given.
2.15.3.3 Those who use social media must comply with any and all applicable college policies, provincial
and federal laws and regulations. Further, it is expected that those who use social media will familiarize
themselves with the Use of Social Media Code of Conduct (Appendix B).
2.15.3.4 Some individuals will be deemed as the spokesperson with the role of contributing to social
media discussions. Regardless of media being used, users must ensure that their statements and actions
do not harm the reputation of the organization.
2.15.3.5 Employees, in their capacity as private citizens, have the same rights of speech as other citizens,
however they must not represent or be perceived to represent SAC on their own social media sites.
2.15.4 Definitions
2.15.4.1 Social Media: online tools used to produce, post and interact using text, images, video and
audio to communicate, share, collaborate or network. This includes, but is not limited to, blogs, social
networks, video and photo file sharing, podcasting, wikis and other similar tools.
2.15.4.2 Official Presence: a dedicated page or channel on a social media site that has the official
Fleming SAC logo and is used for the purpose of informing or communicating on behalf of SAC with
employees, students, alumni and the general public.
2.15.4.3 Employees: persons on the payroll of Fleming SAC Students: persons enrolled at Fleming
College Volunteers: students who volunteer with Fleming SAC
2.15.4.4 Contractors: persons who are hired by SAC to execute specific work
2.15.5 Policy Supports
Procedures to Create an Official Social Media Presence - (Appendix F). Social Media Code of Conduct -
(Appendix G).
2.15.6 Legislated References
The Freedom of Information and Protection of Privacy Act (FIPPA) and legislation Canada Copyright Act
302.15.7 Other References
Fleming SAC Website Privacy Statement
2.15.8 Related Policies
SAC Posting Policy
Fleming College Alcohol Policy
Fleming College Student Rights and Responsibilities Policy Fleming College Harassment and
Discrimination Policy
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