• Club Recognition Application 2024-2025

    PLEASE READ THIS APPLICATION AND THE BYLAWS CAREFULLY

  • What is Club Recognition? 
    If you are part of a student club looking to expand its impact and promote its development within the University of Toronto campus, specifically St. Michael’s College, you are welcome to apply for club recognition by the St. Michael’s College Student Union (SMCSU).  

    Obtaining SMCSU club recognition allows for: 

    • Greater student outreach (including participation in Club Fair) 
    • Authorized use of SMC facilities and space 
    • Receival of financial funding from SMCSU  

    Club Recognition Timeline & Deadlines for the Academic Year 2024-2025 

    • Applications open on September 6th, 2024 
    • Deadline to submit applications is September 22nd, 2024 @11:59pm 
    • Clubs will be notified of a decision on their application by end of September to early October

    Important Points

    • Carefully read the Club Recognition Bylaws as many changes were made
    • Letter to club recognition board answers ALL the questions (check section ii)
    • Club constitution MUST include points about equality and inclusivity, sustainability, and UofT code of conduct (check section iii)
    • All calculations for financial statements MUST be done in excel
    • AT LEAST 5 executive members with AT LEAST 1/2 being members of SMCSU
    • AT LEAST 25 student petitioners, ALL MUST be members of SMCSU
    • Ensure that the chosen faculty petitioner is aware of their endorsement of your club

    Review and/or Download a Copy of These Files

    • Club Recognition Bylaws 2024-2025
    • To help new clubs, here is a Club Constitution Template 2024-2025
    • Financial Statement Template 2024-2025
    • Executive and General Members 2024-2025
    • Student Petitioners 2024-2025

    Documents to Complete

    • Letter to the Board (PDF)
    • Club constitution (PDF)
    • Club financial statement (EXCEL)
    • List of executive and general members (EXCEL)
    • List of student petitioners (EXCEL)

    Additional Information 

    Club representatives/student petitioners can ask questions and seek support throughout the club recognition process by emailing studentorg.smcsu@gmail.com. 
     

  • SECTION I: General Club Information

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  • SECTION II: Letter to the Clubs Recognition Board

  • A letter on the nature and objective of constituency should be addressed to the Club Recognition Board, answering the following questions: 

    • What is the purpose of your club? 
    • How does your club benefit the SMC community and students? 
    • What are your goals for the upcoming year? 

    500 words max

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  • SECTION III: Constitution

  • Constitution Requirements (from Article II Section ii in the Club Recognition Bylaws)  

    1. The applicant club must submit a complete copy of its Constitution and must commit itself to making the Board aware of any additions or deletions made to their Constitution. 
    2. The Constitution of the applicant club must include clauses which support and enforce: 
      1. Equity and inclusivity; as well as full and equal opportunity to those of all races, creeds, or genders.
        1. Ex: “Our club is open to all students at St. Michael’s College regardless of abilities, culture, gender identity, race, religion, and sexual orientation. Our club celebrates diversity and strives to create a comfortable and safe environment for all students.” 
      2. Sustainability; maintaining the values of stewardship to the environment. 
        1. Ex: “Our club is committed to protecting our planet and recognizes our social and environmental responsibility to minimize community and environmental impact. This includes practicing sustainability by reducing our waste, energy, and carbon footprint.” 
      3. The University of Toronto’s Student Code of Conduct. 
        1. Ex: “Our club will adhere to the University of Toronto’s Student Code of Conduct.” 
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  • SECTION IV: Financial Budget

  • Please complete the Club Financial Budget, which will include disclosure of any reserve funds held by your club and outside funding your club receives (eg. UTSU funding, donors, fundraising). 


    All expenditures from the previous year (i.e. 2023-2024) must be included in this document. This will serve as your “financial statements from the previous year.” 
    This document will include your event budget for 2023-2024. Each item you are planning to purchase must be listed. 


    Note: if you are planning a new event that was not hosted in 2023-2024, input “$0” for the “2023-2024 Actual”.  


     All calculations and input of data must be done and accessible through Excel. 

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  • SECTION V: Executive and General Club Members

  • The applicant club must compile and submit an accurate and complete list of Executive and general members registered with the club (note: Executive members must have an official position title and brief position description on the list).

    Executive Members

    • There must be an Executive body of at least 5 members. At least one-half (1⁄2) of the Executive members must be members of the St. Michael’s College Students’ Union, and all executive members must be registered full-time or part-time student at the University of Toronto. 

    ** where there is an odd number of executives, more than 1⁄2 need to be SMCSU members, (ex. for 5 executives, at least 3 must be members).**  

    General Members

    • At least half (1/2) of the general members must be members of the St. Michael’s College Student Union.
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  • SECTION VI: Student Petitioners

  • The applicant club must submit a petition with the valid student numbers of a minimum of twenty-five (25) students who are members of the St. Michael’s College Students’ Union.

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  • SECTION VII: Faculty or Dean of Students Office Staff Petitioner

  • The applicant club must include the name and corresponding signature of one (1) faculty member or Dean of Students Office Staff member, who will be recognized as a petitioner. (A faculty member is an individual registered with the University of St. Michael’s College, including those holding the title of Professor, Assistant Professor or Instructor.)

    Your faculty petitioner will be contacted by SMCSU to confirm their endorsement, please speak with them prior to submitting this form to confirm they agree to serve as your petitioner. 

    ** If your club is unsure who to ask to be a petitioner, please email smc.studentlife@utoronto.ca and someone in the Dean’s Office will connect with you to support. ** 

  • SECTION VIII: Club Recognition Agreement

  • Please have your club name and the student petitioner's legal name in the respective fields below: 

  • As the principal Student Petitioner of  *   , I   * hereby agree as the undersigned to abide by the Terms and Conditions set forth within this Agreement. I understand that the Terms and Conditions of this Agreement are made binding by the Constitution of the St. Michael’s College Student Union (“SMCSU”), and are highlighted in Article II Sections I-XIII in the Club Recognition Bylaws. I acknowledge that I have read the Club Recognition Bylaws and that failure to comply fully with any of the terms may result in the revocation of Club Recognition and the associated privileges.  

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