Css clubs policy

css club application and approval process

As we prepare for the upcoming 2024/2025 school year, the President and Executive team have set goals to reinstate our clubs policies as they have become dated over the years. Previously, all current umbrella clubs were required to go through an approval process for the next academic year, but the steps were not clearly defined. We have now made explicit changes to our guidelines to offer a better understanding of this process. The updated CSS Clubs policy includes a detailed, step-by-step guide on how to secure approval for the 2024/2025 school year. 

We believe ensuring that all clubs reapply and obtain approval from the CSS Executive Counsel is essential. This process helps maintain clarity, organization, and accountability within our overarching Gustavson community.

Please note that failure to complete this process by the specified deadline may result in your club not receiving financial subsidies.

Deadline to apply: August 15th for the 2024/2025 school year.

Below are the steps for reapplying or applying for a new club:

1. Requirement, Responsibilities, and Approval Process

   • Ensure aligned purpose with that of the CSS.

   • Not controlled financially or operationally by an external organization.

   • Not a for-profit business or recruiting students for employment.

   • Initial application: The club’s Executive team must consist of atleast 50% Business students (BCom of Business Minor).

   • The President or equivalent must attend the CSS Club’s Council meeting each semester.

   • Approval to become a new CSS Recognized Club will be granted by the CSS Executive Council.

   • Club representatives must attend all CSS EDI workshops.

   • The club must hold and organize at least one event a semester.

   2. Application Submission - Please complete the application form below, providing updated information on your clubs mission, goals, activities, annual budget, marketing plan, and leadership/governance process for the new academic year before August 15th 2024.

• Link to application: HERE

3. Pitch to the CSS Executive Council

• All new and existing clubs are required to attend a meeting with the CSS Executive Council to present their club and discuss the expectations of affiliation with the CSS. This presentation will assist the Executive Council in their approval vote, which will be decided by a majority.

• At a minimum, the club’s President or equivalent must be present to deliver the presentation.

• The club must present a slide deck that includes all information covered in the previously submitted Google form. Additionally, the slide deck should outline the club’s target audience and ideal corporate sponsors.

• There will be a question-and-answer period at the end of the presentation for both the club representatives and the CSS Executive Council.

• The presentation should be no longer than 5-10 minutes.

• The club will receive the results of the vote along with feedback after the Executive Council meeting.

• A minimum of two-thirds of the CSS Executive Council must be present at the pitch. The vote will occur at the next Executive Council meeting

4. Approved Benefits for CSS Recognized Clubs

All CSS Recognized Clubs will be entitled to the following:

• Marketing via CSS social media, with the discretion of the CSS Co-Executives of Marketing.

• Eligibility for a financial subsidy as outlined in section 5.

• The ability to use the CSS office as the official mailing address of the club.

• Assistance from the CSS financial team to improve financial organization.

• The CSS will handle room bookings on behalf of the club.

• Access to a BCOM-wide events Calendar; which features events from all umbrella clubs, the CSS, and the BCOM office.

5. Financial Subsidy for Clubs

Financial subsidy shall be delivered upon approval of the line item in the CSS annual budget.

• The Commerce Students’ Society shall assume no financial liability of the operations of the club.

• Funding for the CSS clubs shall go towards primary operations of the club and not towards any substantial conference or event beyond traditional operations of the club.

• Alcohol will not be subsidized.

6. CSS Responsibility to a CSS Recognized Club

• Ensure that all financial subsidies are delivered to clubs in a timely manner.

• Ensure clubs have access to CSS marketing channels.

• Allocate time for additional funding requests at CSS Executive Council meetings.

7. CSS Clubs Council

The CSS Clubs’ Council shall advise the Executive Council in areas of concern of CSS Clubs. Membership on the Clubs’ Council shall consist of the Executive of Internal and the Presidents or official proxies of all CSS Clubs.

8. Annual Registration of CSS Recognized Clubs

All CSS Clubs must register on an annual basis.To re-register as a CSS Club, each club must go through the approval process again as outlined in sections 1,2,3.

** Failure to comply with the policy may risk the club’s approval for the following year.