Clubs Policy

Last Updated February 25th, 2011

As per Article XII of the MUS Constitution, relations and responsibilities of the MUS Recognized Clubs are defined by this Clubs Policy. MUS Recognized Clubs are responsible for catering towards the specific needs of students within the specific specializations of the Bachelor of Commerce degree and expose students to unique areas of business that are outside the academic realm. Deviations from this policy shall be the decision of the MUS Board of Directors or the Vice President of Internal Affairs.

  1. Club Classification
    1. All clubs classified as a “MUS Recognized Club” shall be sub-classified upon their status within the MUS and each sub-classification shall have different requirements to maintain their status as a MUS Recognized Club
    2. All clubs shall be sub-classified as one of the following
      1.  A MUS Interim Club
      2. A MUS Chartered Club
      3. An Inactive Club
    3. Any club that is listed as “inactive” must have valid reasons for that classification
    4. Club classification will be granted by the Executive Council by a simple majority vote
  2. Club Roster
    1. The following clubs, in conjunction with their club status, are considered to be MUS Recognized Clubs
      1. MUS Interim Clubs
        1.  MUS Consulting Association
        2. MUS International Management Society
        3. MUS Information Systems Association
        4. MUS OUTlook on Business
        5. MUS Public Relations Club
      2. MUS Chartered Clubs
        1. MUS Investment Club
        2. MUS Accounting Society
        3. MUS Marketing Network
        4. MUS Organizational Behavior/Human Resources Network
        5. MUS Entrepreneurs’ Society
        6. MUS Sustainability Network
      3. MUS Inactive Clubs
    2. Section 2 of the Clubs Policy may be updated without the approval of the MUS Board of Directors
  3. Requirement, Responsibilities and Approval of a MUS Recognized Club
    1. To become a MUS Recognized Club, all applicant clubs must meet the following requirements:
      1. Have a purpose that is aligned with the MUS Mission Statement
      2. Not controlled financially or operationally by an external organization
      3. Not a for-profit organization or recruiting students for employment
      4. Executives for the club must at least be 2/3 Management students, where the number of executives does not exceed 10% of the total membership of the club
      5. A minimum club membership of 20 members
      6. All materials as outlined in Section 4 of the Clubs Policy are submitted and approved by the MUS Vice President of Internal Affairs
      7. A presentation must be made to the Executive Council outlining the club and purpose, stating whether they would like to be classified as an Interim or an Chartered Club
    2. Approval to become a new MUS Recognized Club will be granted by the Executive Council
      1. Approval for a MUS Chartered Club must be ratified by the MUS Board of Directors
  4. MUS Interim and Chartered Clubs Approval Process: Materials Submissions
    1. To be recognized as a MUS Interim Club, the following materials must be submitted to the Vice President of Internal Affairs seven (7) days prior to the Executive Council meeting where approval may be granted:
      1. A one-page statement of purpose
      2. A list of the current Executive Committee, including name, position, student number, faculty, and contact information
      3. A statement of the club membership and club membership fees
    2. To be recognized as a MUS Chartered Club, all materials described in Section 4a of the Clubs Policy must be submitted to the Vice President of Internal Affairs in addition to the following materials seven (7) days prior to the Executive Council meeting where provisional approval may be granted, unless specified otherwise:
      1. A yearly programming plan outlining club activities and social events for the coming year
      2. A one-year budget completed in the MUS budget template
      3. A brief marketing plan outline of how the club and their events will be promoted
      4. A copy of the club’s current constitution
  5. Approved Benefits for MUS Interim Clubs
    1. All MUS Interim Clubs will be entitled to the following:
      1. A financial subsidy as outlined in Section 8 of the Clubs Policy
      2. 2nd priority on all marketing via MUS official marketing channels as outlined in the Branding and Communication Policy
      3. A non-voting representative to the Clubs’ Council
    2. All MUS Interim Clubs will not be entitled to the following:
      1. Access to MUS Corporate Relations or the ability to contact any type or sponsor of the MUS, as outlined in the MUS Corporate Relations Policy
      2. Liability approval and room bookings on behalf of the MUS via SSMU Room Bookings
      3. Any funding above and beyond the financial subsidy provided by Section 8 of
      4. A mailbox in the MUS office
      5. The ability to use the MUS office as the official mailing address of the club
  6. Approved Benefits for MUS Chartered Clubs
    1. All MUS Chartered Clubs will be entitled to the following:
      1. A financial subsidy as outlined in Section 8 of the Clubs Policy
      2. 1st priority on all marketing via MUS official marketing channels as outlined in the Branding and Communications Policy
      3. Access to MUS Corporate Relations and the ability to assign a representative to the MUS Corporate Relations Team
      4. Liability approval and room bookings on behalf of the MUS via SSMU Room Bookings
      5. The ability to request additional funding above and beyond the financial subsidy provided by Section 8 of the Club Policy
      6. Office and storage space with the Management Undergraduate Society
      7. A mailbox in the MUS office
      8. The ability to use the MUS office as the official mailing address of the club
      9. The Club President, or an official designate, will be an official voting member of the Clubs’ Council
  7. MUS Chartered Club Operations
    1. All finance, sponsorship and club membership fee transactions will be handled by the Management Undergraduate Society and appear as a line item on the MUS annual budget
      1. In terms of sponsorship and club membership, handling transactions not give responsibility of obtaining sponsorship or club membership to the Management Undergraduate Society
  8. Financial Subsidy for Clubs
    1. MUS Interim Clubs will be entitled a $1000 fixed contribution towards the club and $2 for every member of the club, delivered at the end of September or within one (1) month of approval of Interim classification
    2. MUS Chartered Clubs will be entitled to submit a budget to the Management Undergraduate Society, outline a subsidy request and/or membership subsidy, where the total does not exceed $5,000; any granted subsidy will be delivered at the end of September, or within one (1) month of approval of Chartered classification
  9. MUS Responsibilities to MUS Interim Clubs
    1. The MUS shall be responsible for the following:
      1. Ensuring that all financial subsidies are delivered in a timely manner as outlined in the Clubs Policy
      2. Ensuring access to MUS marketing channels
      3. Providing a copy of the MUS Restricted List of Sponsors
      4. Providing a copy of the Branding and Communications Policy, the Corporate Relations Policy and the Clubs Policy
  10. MUS Responsibilities to the MUS Chartered Clubs
    1. The MUS shall be responsible for the following:
      1. Ensuring that all financial subsidies are delivered in a timely manner as outlined in the Clubs Policy
      2. Ensuring access to MUS marketing channels
      3. Providing a copy of the MUS Restricted List of Sponsors
      4. Providing a copy of the Branding and Communications Policy, the Corporate Relations Policy and the Clubs Policy
      5. Allocating time for additional funding requests at the MUS Executive Council meetings and/or MUS Board of Directors meetings
      6. Freely accessible storage space for club materials
      7. An accessible mailbox in the MUS office
      8. Inclusion of the President or the official designate of each Chartered Club in the Clubs’ Council
  11. Clubs’ Council
    1. The Clubs’ Council shall advise the Executive Council in areas of concern of MUS Recognized Clubs
    2. Membership on the Clubs’ Council shall consist of the President, the Vice-President of Internal Affairs, and the Club President or other official designates of all MUS Charted Clubs
    3. Clubs’ Council Meetings
      1. Quorum is achieved by a two-thirds (2/3rd) majority of the members of the Clubs’ Council
      2. All Clubs’ Council members representing MUS Charted Clubs have the right to one (1) vote
        1. Members representing MUS Interim Clubs will not have voting powers
      3. No Clubs’ Council member shall hold more than one (1) voting position on the Clubs’ Council
      4. The Speaker of the Clubs’ Council shall be the President
        1. Should the President not be present, the Vice-President of Internal Affairs shall chair the meeting
      5. Clubs’ Council meetings may be called by the President or Vice President of Internal Affairs at any time
      6. The President or Vice President of Internal Affairs shall convene a Clubs’ Council meeting if petitioned to do so by a quorum of Clubs’ Council members
      7. Clubs’ Council meetings shall be convened at least twice per academic term
      8. All Clubs’ Council meetings shall be open to all members of the MUS unless specifically deemed in camera. Only a simple majority (50% plus one) vote of Clubs’ Council can deem a meeting to be in camera
    4. Clubs’ Council Representative to the Board of Directors
      1. The Clubs’ Council shall elect from its voting members one (1) Board of Directors representative prior to the first Board of Directors meeting and after turnover
        1. The President and the Vice President of Internal Affairs may not be the Clubs’ Council Representative to the Board of Directors
      2. The Clubs’ Council Representative will report to the Board of Directors on events and issues pertaining to clubs
      3. The Clubs’ Council may remove its Clubs’ Council Representative from the Board of Directors by a simple majority (50% plus one)
    5. Responsibilities of the Clubs’ Council
      1. Coordinate the events and activities of clubs
      2. Provide a forum for recommendations and feedback on MUS and club activities
      3. Ensure the sustainability of all clubs
      4. Accurately and faithfully represent the interests of their constituents
  12. Annual Registration of MUS Recognized Clubs
    1. All MUS Recognized Clubs must register on an annual basis after approval
    2. MUS Interim Clubs will not be eligible to be re-registered as a MUS Interim Club and must re-apply for approval by the submission date
    3. To re-register as a MUS Chartered Club, each club must submit the following to the Vice President of Internal Affairs no later than May 1st of the upcoming fiscal year:
      1. A one-year budget of the previous fiscal year
      2. An operating budget for the next fiscal year
      3. A yearly programming plan outlining club activities and social events for the coming year
      4. A brief marketing plan outlining how the club and their events will be promoted (updated versions of the previously submitted copies will be accepted)
      5. A copy of the club’s current constitution
      6. A list of the new Executive Committee, including name, position, student number, faculty and contact information
      7. A statement of the club membership and club membership fees
    4. If a club fails to re-apply or re-register as a MUS Interim Club or MUS Chartered Club, the club will be considered an Inactive Club, subject to the opinion of the Executive Council
  13. MUS Policy Application
    1. MUS Policies shall be enforced on MUS Chartered Clubs, subject to specific application within the Clubs Policy and the constitution of a MUS Chartered Club

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