Clubs Training 2011
Club Administration
Mallory Drumm
Clubs Administrator
Karina Redick
Assistant Clubs Administrator
MUSC Room 215
905-525-9140 x21134
Clubs@msu.mcmaster.ca
clubsasst@msu.mcmaster.ca
Office Hours 9:00am – 5:00pm
Ratification
Congratulations on receiving MSU Club Status!
Applications for 2012-2013 will be due on Friday March 9, 2012.
- Make sure you hold elections before then.
What does it mean to be a recognized MSU
club?
According to the Clubs Operating Policy 1.9.9
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Recognition as an “MSU Club” is a privilege based
upon observance of certain procedures and
acceptance of certain responsibilities. It follows that
this privilege can be withdrawn if these procedures
are neglected or responsibilities abrogated by the
organization or group.
Responsibilities of an MSU club
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To maintain a positive image of not only your club
but the MSU as well. Follow the Student Code of
Conduct!
To maintain your club and run it to the best of your
ability. Be aware of all policies that apply.
As an exec, you are setting an example for all the
general members of your club. Please be
informed and responsible!!
Always check the clubs website
www.msu.mcmaster.ca/clubs
Always check mailboxes, emails, and keep
lockers/offices clean
Privileges of being an MSU club
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Room Bookings
Use of MSU bulletin boards
Use of the MSU name
Funding from the MSU and the Student Services
Committee
Use of Compass Information to sell your tickets (at a
reasonable rate of 3%)*, or advertise your event free of
charge
Have a mailbox/office/locker in ClubSpace
Have risk management liability for events (as per policy)
Advertise events on the MSU Page (listserv) in The
Silhouette, and Public Service Announcements on
CFMU-FM 93.3 free of charge
Do billing and credit at the Underground
*3% covers cost of staff labour, organization and administration re: ticket handling, counting and processing.
Who can be a club member?
Membership in clubs shall be open to all MSU
members.
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[Except where it jeopardizes the integrity of the club’s purpose,
as determined by the Clubs Administrator in consultation with
said club’s executive.]
Non-MSU members (part-time or grad students, staff, community
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members)
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May hold club membership upon invitation of the club
May not hold executive office, or any position which gives them
the authority to expend MSU Club funds.
MSU membership = Full time (18 units+) Undergraduate student
ClubSpace
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ClubSpace is located in MUSC Room 215 and is a
general and positive space for ALL club members
to meet in and discuss club business.
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Contact the Clubs Administrator to book out the
general ClubSpace or either 215b, 215c for a
club meeting.
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Daily bookings are posted in the Clubs Admin
office window
Always open, never closed
ClubSpace can be used for…
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Brief Club related meetings
Preparations for events
Special events and meetings (book with Clubs Admin)
A meeting spot to gather before moving to a room or
event
Studying
Friendly chit-chat
OR anything that adds to the inclusion of all students
using the space
Club Office Space
9 offices x 3 clubs = 27 club office spaces
Office Space Application and Lottery process
 Applications Due: Friday September 23, 2011
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Office Hours Negotiated among groups sharing the space
Lockers
Clubs without offices have priority
 Lockers will be assigned by the Assistant Clubs Admin. The size of
locker will be given based on use and need described in your application
 Applications are Due: Friday September 23, 2011
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Sign locker contract
$10 refundable lock deposit
Locks provided and managed by Clubs Admin
Mailboxes
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Every club will receive a mailbox
Assignments posted next to mail boxes and online
Check your mail on a weekly basis
Boxes are not secure (open area)
Mailing Address:
Your Club Name
c/o MSU Clubs Administrator
MUSC 215, McMaster University
1280 Main Street West,
Hamilton, Ontario L8S 4S4
Email Addresses
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Each club has a McMaster e-mail address
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Login at http://univmail.mcmaster.ca
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Login is the alias (part before @)
Password: New clubs received password in summer.
Returning clubs use the same password as last year.
Keep password secure!
Only the McMaster email address are considered official
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Listed as contact email for club on MSU website
All communications from the Clubs Admin will be through this
email
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Provides continuity
Can be redirected but must log in at least once a month!
Having problems? Contact Clubs Admin
Finances
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McMaster Students Union is a not-for profit organization
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Therefore so are clubs
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The MSU is not charitable, and neither are its clubs
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Charitable receipts are not available
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We must be Transparent and Accountable
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Clubs may be subject to audits by the MSU
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All transactions must be accounted for with receipt
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All money raised by the club must go to its programming or directed to a charity
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It’s important to manage all your bills and make timely payments
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Payments to establishments and companies are made through the club bank account.
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Clubs are responsible for all of their own finances. Any debt becomes the executive’s.
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Therefore it is in your best interest to be financially responsible
The MSU assumes no responsibility for financial debts incurred by a Club.
MSU Funding
The MSU has funds directed to the support of club
activities. Unfortunately, this funding is not unlimited.
Therefore, this funding must be secondary to funds
raised from membership fees, ticket sales,
sponsorships, etc.
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New and probationary clubs: maximum $100
All other clubs are considered on an individual basis
Clubs must submit budget requests for the 20112012 academic year by ***September 28th ***.
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To be submitted electronically (.xsl file) saved with club name
Sample Budget Request Form
Allocation of funds
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Clubs will be notified of their budget allocation in early-October
2011
Higher allocations are given to budgets that show:
- larger and more expensive events
- events/activities that generate greater exposure for your club, the MSU,
and McMaster
- collaborative events with other clubs
- greater fundraising from other sources.
**Submitting a false budget to be allocated more funds will result in loss of all funding
Claiming Money
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Grants are paid out on a reimbursement basis only
(no advances)
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To get reimbursed for an event clubs MUST submit:
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A completed claims form
Attach all original receipts
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(store, items, paid)
Proof the event has taken place
Submission must be made by no later then Wed April
19th 2012
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No claims can be made for salaries, monetary gifts, alcohol
or miscellaneous items not recognized as necessity
Receipts must match items from the original request
Claims Form- Sample
MSU Club Claims Form
Club Name: _________________________
Club President: ______________________________
Club Treasurer: _____________________________
Date Submitted: _______________________
Bank & Account Number: ______________________________
Signature: __________________________
Signature: __________________________
Cheques for Clubs
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Clubs will hand in their receipts along with the claim form to the Club
Administrator who then submits the request for reimbursement to the MSU
Accounting office
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Cheque requests are submitted to accounting every 2 weeks (on
Wednesday)
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Club reimbursements will only be made payable to the club’s name (not in
an individual’s name)
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therefore they must be deposited into the club’s bank account
Cheques are available for pickup in the accounting office (MUSC 201)
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the person picking up the cheque (executive of the club) will have to sign for the cheque
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Cheques are valid for 6 months only. After that they become stale-dated and
are not re-issued.
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There are no direct deposits to club bank accounts
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The MSU’s financial year ends on April 30th, funds not claimed before that
date will not be available the next year
Clubs Banking
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MSU Club banking done at CIBC in Westdale
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Non-personal chequing accounts
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Two signatures minimum
New accounts or Change signing on existing accounts
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Fill out a form and include all signatures
Submit to Clubs Admin for signature
New Signing officers will take the completed form to the bank
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2 pieces of ID, one with photo (student card not valid)
MSU Accounting Office
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Located in MSU Main office (MUSC room 201)
For work done at the Underground or for advertising
placed in the Silhouette, you are able to set up a charge
account.
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Charge Account Application available on the clubs website
Clubs are responsible for paying their own accounts.
All of these charge accounts must be paid in full by the
end of each term. Clubs with outstanding balances will
not be allowed to charge work in the following term or
receive any reimbursement cheuqes while their account is
outstanding
Special Project Funding
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For projects and events that promote clubs and the
MSU to the public and are developed through the
collaboration of several clubs
Application form available online
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Must be submitted at minimum a month before event
* Claim Special Projects Funding in the same way as clubs
funding *
Student Service Program Support Fund
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Funds allocated by the Student Service Committee for
MSU club events.
All MSU recognized clubs can apply.
Activities to be funded must have significant
educational/cultural value and be of interest and benefit
to McMaster students/faculty/staff.
All applications must be submitted in writing to the Office
of the Associate Vice-President (Student Affairs) and Dean
of Students by the advertised dates.
Applications for events to be held in term 1 are due
September 30th.
Event Planning
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Research
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Design
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Time line, Budget, Manage Risks, Promote, 5Ws
Coordinate
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Creative, Theme, Audience
Plan
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Past, Goals, Needs…
Day of activities, Religious Holidays
Evaluate
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Participants, volunteers, reflection, documentation
Space Bookings
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MUSC
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Conference Services
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University Club
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Health Sciences Centre, Wentworth House, & Institute of
Applied Health Science
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ClubSpace
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Off-Campus
MUSC –
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Booking Requests
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Room 311, 313, 318
CIBC Hall, Marketplace, MUSC/Mills Plaza, 3rd floor lounge and Terrace
Club Tables
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All catering has to be provided by Paradise Catering (catering@mcmaster.ca)
EOHSS Forms needed for the following
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24 Hour Notice
Catering
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Must be done online at musc.msumcmaster.ca
Privilege forms must be submitted BEFORE any booking requests are processed.
Cancellations
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follow them on twitter @musc_mcmaster
Bake sale tables
Meeting Rooms
Special Event Rooms
Charity Fridays
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First one to be held on Friday October 21st. Applications due October 7th by
4:00pm
Risk Management.
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Every event must have risk evaluated
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It is your responsibility as an event planner and as a
Student Leader to evaluate all potential risk
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Student Code of Conduct
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Student Event Approval form must be submitted at
LEAST 7 days prior to event/meeting
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Access this form online through the clubs website
Risk Management Forms
Online System
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Access the Risk Management Form online at
studentevents.mcmaster.ca
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Must send request email to Clubs Admin to receive PIN
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Email request must be sent from McMaster email address
Paper forms can still be used if problems occur
Planning for
Accessibility &
Inclusion:
A Checklist
Office of Human Rights & Equity
Services (HRES)
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Presented by Raihanna Hirji-Khalfan,
Accessibility Specialist

September 13, 14 & 15, 2011
 About Office of Human Rights &
Equity Services (HRES)
AGENDA
 Accessibility & Inclusion
 Checklist
 HRES Contact Details
About the Office
of Human Rights
& Equity Services
(HRES)
About HRES
HRES works with campus community members
to ensure that McMaster is a community where
all students, staff and faculty can learn, work
and live in an inclusive and barrier-free
environment that fosters equality, respect and
accessibility.
HRES Program Areas
•Human Rights Program
•Harassment
•Discrimination
•Bullying
• Equity Services Program
•Proactive Education
•Workshops
•Partnerships
• Accessibility Program
•Accessibility for Ontarians with Disabilities Act (2005)
•Coordination of University-wide accessibility initiatives
•Accessibility Resources
Accessibility
&
Inclusion
Physical Integration
Social Acceptance
INCLUSION
The Checklist
Planning for Accessibility & Inclusion
 Budget – forecast accessibility costs
 Scheduling – consult Faith and Spirituality Day
Calendar and provide sufficient notice of event
 Getting to Event– route is accessible
 Meeting Facility & Space – obstacle free
Planning for Accessibility & Inclusion
 Registration – identify needs i.e. dietary, prayer, scentfree, disability etc.
 Signage – clear wording and design
 Advertising & Promotion – positive images, respectful
language, accessibility promotion
 Menu – variety of options
Planning for Accessibility & Inclusion
 Serving Alcohol – cognizant of personal/religious
observances
 Activities – relevant to a diverse range of students
 Volunteers – available, identifiable, training,
representative
 Evaluation – tips on how to improve
FEEDBACK!
QUESTIONS, CONCERNS, COMMENTS
Office of Human Rights
& Equity Services
McMaster University
Student Centre (MUSC)
Second Floor, Room 212
(905) 525-9140, Extension
27581
hres@mcmaster.ca
www.mcmaster.ca/hres
THANK YOU!!
Film Showing on Campus
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The MSU has two licenses! They are as follows:
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http://www.acf-film.com/
http://www.criterionpic.com
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Films not found here i.e.. documentaries or independent
films can only be shown with permission from the
director or film/distribution company.
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A completed Film Event Form MUST be submitted with
EOHSS forms.
Film Event Form
Booking a projector
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The Clubs Department now has a projector!
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Free of charge to rent
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Email the Clubs Administrator at clubs@msu.mcmaster.ca
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First come First Serve Basis
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If the projector is not available you can always rent one
from AvTek (av@msu.mcmaster.ca)
Advertising Your Club/Event
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Governed by MSU Operating Policy 2
Include the MSU logo and the Club Poster Stamp on
your promotional material
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Posted on the MSU website
Must identify your club clearly
Take all posters to the MSU Underground for approval.
Posters must be in good taste (The Underground has a
checklist which is used for each and every poster)
Posters that violate the rules will be removed by the
Poster and Advertising Committee (poster monkeys),
and clubs can be fined.
MSU Operating Policy 2: Promo &
Advertising
General Rules
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Promotional material can only be placed on bulletin boards
Must have the MSU approval stamp from Underground
No more than one poster on any public board
Posters may be no larger than 11” x 17”
All non event postings with no expiration date are valid for only
two weeks after the date on which they are stamped
Notices may NOT be posted more than two weeks prior to the
event advertised. (This is also in effect for ticket sales)
Posters may not be placed in whole or in part of other posters
Posting Club Posters
Poster and Advertising Committee (PAC) AKA Poster
Monkeys
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Form can be picked up at the main MSU office (MUSC 201)
Poster Monkeys will take 43 posters and post them around campus
Posting in MUSC
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Take 8 posters to MUSC 222 and MUSC admin will post them for you in
glass cases.
Posters due every Friday before noon
Posters can not be placed anywhere else in MUSC
Posting in Residence Media Screens
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You are able to advertise events on digital screens in
residence buildings!
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Create a digital file
Fill out the media request form
Take your digital poster (via USB) or email it to Underground
along with your request form to be approved and they will
send it off for you
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Takes two business days for your advertisement to appear
on the screens
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Refer to clubs website for detailed information
Union Market Coffee Cup Advertising
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Now offering advertising options for Clubs
Union Market will supply Clubs with 1300 of their coffee
sleeves for clubs to attach their ADS to them
Fee: $75 for 1300 sleeves
OR you can provide Union Market with your
advertisements and they will handle the labour for an
additional $50 ($125 total)
Will advertise one department/club per week
Advertising Guide and Advertising Form can be found
online
If interested, visit Union Market or e-mail:
unionmarket@msu.mcmaster.ca for more info
Other Forms of Advertising
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Clubs Events Calendar/Website
 www.msu.mcmaster.ca/events:
Free ads in:
 MSU ListServ
 The Silhouette
 CFMU – Radio Promotions
 MSU Events calendar
Compass, contact the Internal Coordinator at
compassic@msu.mcmaster.ca
Daily News Calendar
Paid advertising on campus through the Central
Advertising Bureau
MUSC table display
Flyer distribution is not acceptable hand to hand.
Club Executive Council
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Governed by Operating Policy 1.9.9.1
Composed of:
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Clubs Administrator (council chairman)
5 Divisional Chairs:
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*Chair of Recreational Clubs
Chair of Cultural Clubs
Chair of Religious Clubs
*Chair of Academic Clubs
Chair of Social Issues Clubs
2 SRA members
1 MSU member at-large
MSU Diversity Services Director
MSU President (ex-officio)
Club Executive Council
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Council Responsibilities:
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Facilitating communication and cooperation between clubs
Advising the clubs administrator on all areas of club operations
Acting as a judicial body for clubs (ie. dealing with any sanctions to be
applied to clubs)
Divisional Chair Responsibilities
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Hold weekly office hours in MUSC 215a
Chair periodic meetings of the club presidents in your division
Distribute information to the clubs in your division
Represent the clubs in your division
Attend monthly CEC meetings
Applications are available on the Clubs Website and are due
Thursday September 22nd.
Mandate:
MSU Diversity Services aims to build and maintain a
campus that celebrates, advocates and ensures that the McMaster
campus is an inclusive and diverse community in areas including, but
not limited to, ethnicity and culture, faith and spirituality, gender,
ability/disability and sexual orientation.
Director: Siobhan Stewart
Office: Refectory B204A
Phone:905-525-9140 x26603
Email: diversity@msu.mcmaster.ca
What are we doing this year
We run events that link to our five pillars which
are:
• Multiculturalism
• Interfaith
• Indigenous Affairs
• Abilities
• Gender & Equity
What are we doing this year (2)
Some examples of events that we run if people are curious
•Multiculturalism: Black history month, Indian film festival
•Interfaith: World Religions Day & Try on a Spiritual Practice
•Indigenous Affairs: Beehive collective and the Pow Wow
•Abilities: Disabilities Awareness Day and the Soulfood fair
•Gender & Equity: December 6th Memorial for Violence against Women and Pride
Week
Who our Partners Are.
And Many
More!
How you can get your club involved!
•DiversifyMe
•Night Market on October 11, 2011
•Become our Friend on FB: MSU Diversity
Services
• follow us on Twitter: MSUDiversity and use the
Hashtag!  #MSUDiversity
Communication

Clubs Admin will email @mcmaster.ca emails once they are all
in place. No personal emails will be used.
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MSU Clubs web site is your primary source of information,
check there first.
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Please do not use acronyms
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When emailing, calling, or stopping by the office please
introduce yourself “Hi, I’m Johnny President of the Jelly Bean
Club…”
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with over 250 clubs it’s difficult to remember you all
Clubs department now has twitter!
Follow us @Msu_Clubs
Useful Contacts
Compass Internal Coordinator
905-525-9140 ext. 26021
compassic@msu.mcmaster.ca
Duncan Thompson: MSU Vice-President Finance
905-515-9140 ext. 24109
vpfinance@msu.mcmaster.ca
Cindy Creemer: Accounts Payable/Payroll
Administrator
905-525-9140 ext. 23254
payables@msu.mcmaster.ca
Marn Lawton: Accounts Supervisor
905-525-9140 ext. 23253
mlawton@msu.mcmaster.ca
Promotions and Advertising
Coordinator
905-525-9140 ext. 27202
pac@msu.mcmaster.ca
MSU Office
905-525-9140 ext. 22003
oclerk@msu.mcmaster.ca
MUSC Administration
905-525-9140 ext. 22722
musc@mcmaster.ca