Forming a Club/Applying for Recognition:
Any member of University College may form a club. Application forms for recognition and Budget Request Forms (if necessary) must be filled out and submitted to the UC Lit c/o Sarah Ubbi. This may be done at any time during the academic year. Recognition may be revoked if an organization acts in a manner that is inconsistent with its constitution, or with the UC Lit Policy on Clubs Recognition. A group which has had its recognition revoked may apply again during the next academic year. Note: Recognition of 2008/2009 clubs will automatically be renewed if the club submits an audit- a financial statement of how much money it received and spent in the previous year- the application form, constitutional amendments, and new membership list (including executives and contact person) to the Lit in the spring of 2009.

UC Clubs Recognition Policy

Preamble:
The policy endeavours to ensure that clubs are formed to be of maximum service to the students of University College, and that the UC Literary and Athletic Society is able to play a supportive role in their function.

Membership Requirements
- Minimum of 10 persons or 50%+1 of the total club membership must be University College students: a member list must be regularly updated and submitted to the Literary and Creative Arts Commissioner.
- All members must have full visiting rights in general meetings and elections.
- The club must participate in all “clubs” days during the year as a regular recruitment drive.
- No fewer than three executive members and a contact person should be named, a mailing address, phone number, and e-mail address should also be given. Please note that the information relating to the contact person will be made available to the general public.
- Club members must actively sign up each year in order to be counted for membership. Clubs can not assume individuals are members of their club due to membership in a program, course, cultural group, religion, previous club membership, or other.

Club Duties
- Clubs must hold at least two meetings during the academic year. If applicable, informal minutes (attendance list, summary of proceedings) may be requested.
- Club must hold at least one of the following events per year: Cultural, Educational, Fundraising, Lit Related.
- Clubs must be accessible to the entire UC community. Accordingly, clubs are expected to advertise all events, meetings, etc. to all University College students.
- Clubs must submit the following each year:

• Current membership list, including a list of the executive board (please specify whether or not the member is a UC student)
• A budget for the year and calendar of events
• Constitution or charter
• Accounting procedures, receipts, etc.
• An information sheet and sign up sheet for the Lit office

Club Privileges
- Clubs are qualified to make budget submissions to the UC Lit summer and fall budget meetings.
- Club are permitted to use the Lit office copier/fax at a minimal cost.
- Clubs may use the Lit office as a mailing address.
- Clubs may request advertisement of events on the UC Lit website.
- Clubs may rent Lit-controlled facilities without a fee.
- Clubs may rent Lit-controlled equipment at a minimal cost.

Budgeting:
If your club wants to request money from the Lit, it’s important to make sure you’ve got a clear idea of how much you want and where the money will be going. Do your homework- if you have a billiards club and want a pool-table form your club, be prepared to tell the Lit where you’re getting it from, various prices, and even where you’re planning to store the table if/when you get it. Clubs may submit budget requests to Literary and Creative Arts Commissioner Sarah Ubbi. Each Club will be assigned a clubs code for budget purposes; please mention this code on all financial correspondence. Budget requests forms are available in the Lit office. Keep all your receipts because you’ll need them if you want to be reimbursed for anything you get.

Final Note:
Relax. It’s not as hard as it may sound to form and maintain a recognized UC club. It may sound like a lot of bureaucracy, but the recognition policy is designed to ensure that all clubs get treated fairly and have full access to the resources available to them.

If you have any questions or concerns, please contact the Literary and Creative Arts Commissioner, Sarah Ubbi, at sarah.ubbi@utoronto.ca