Starting a New Club:
Step 1: Create a Constitution
A constitution should outline the mandate and goals of your group and how the group will operate. This may include elections, roles of the executive and other processes vital to the groups operation.
Complete Clubs and Societies operating manual: Clubs and Societies Manual
Complete guide on how to create a constitution: Constitution Guidelines
Step 2: Contact VP Finance and Operations
Provide the constitution and any other pertinent information to the VP Finance and Operations of the UNBSRC to ensure that the club meets all the requirements to become ratified. This is also an opportunity for the group to solicit advice, and get any questions answered by the VP Finance and Operations. Contact the VP Finance & Operations here.
List of required documents for ratification:
List of Executives (3-7 people)
List of Members (Minimum of 10 excluding the executives)
Constitution
Step 3: Become Ratified by Council
As per the UNBSRC Clubs and Societies Policy, any new group must be reviewed and approved by the VP Finance and Operations. The VP Finance and Operations will present the new group to council to be voted upon. Members of the group’s executive are welcome to attend council and help present to council.
Documents needed in running the club/society once ratified
In the event your Club/Society was ratified by UNBSRC, you will need the following documents to operate.
Student Event Contract Form: Click here : When planning an event, the first step is to complete the Student Event Contract Form and submit it to the VP Finance and Operations for approval. You do not need to book the space yourself, as the VP Finance and Operations will initiate the booking process on your behalf. This form must be submitted at least 14 days prior to the event to allow sufficient time to determine whether insurance will be required.
Food Order Form: Click here : When planning an event that involves food, the Food Order Form must be completed and submitted along with the Student Event Contract Form to the VP Finance and Operations for approval. Both forms must be submitted at least 14 days prior to the event to ensure proper processing. If you anticipate challenges meeting this timeline, do not hesitate to contact the VP Finance and Operations to discuss possible accommodations.
Chartwells is the accredited food provider for all events held on campus, and their menu can be viewed at https://unb-saintjohn.catertrax.com. However, if a club or society chooses to order pizza from an outside vendor (e.g., Domino’s, Greco, Costco, etc.), they are permitted to do so by sending an email to the VP Finance and Operations requesting a food service waiver. This waiver application must be submitted at least 10 days before the event. Please note that pizza waivers do not apply to events held at the Pizzeria during its operational hours.
Special Event Liability Application: Click here : If it is determined that your event requires insurance, you will be asked to complete the Special Event Liability Form. This form is prepared after submitting the Student Event Contract Form and upon confirmation from the VP Finance and Operations that insurance is necessary. Examples of events that have required insurance in the past include the Gala, Banquet, Yoga Event, Board Games, Tropical Party, and Kick for Tuition. The VP Finance and Operations will guide you through this process if your event qualifies.
Expense Reimbursement Form: Click here : The Expense Reimbursement Form must be completed and submitted within 14 days after the event to ensure reimbursement. Any expenses not filed within this timeframe will not be reimbursed. Additionally, receipts are required for all expenses submitted—without a receipt, UNBSRC reserves the right to refuse reimbursement. It is important to keep all receipts and documentation related to your event expenses and submit them promptly to the VP Finance and Operations along with the completed form.
* Funds are allocated by the Finance Committee
*For probationary period the club/society will be receive $150 for an academic year as per manual