Student Organization Handbook - 2020-2021 (St. George Student Clubs)
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Student Organization Handbook (St. George Student Clubs) 2020-2021
Contents
Welcome4
Our values 5
Land Acknowledgement 5
Create a recognized student group 6
What is a recognized student group? 6
Before you apply 6
How do I create a recognized student group? 7
Benefits of Ulife recognition 8
Booking on-campus meeting/event space 8
Office space 12
Web services 12
Bank & recognition letters 13
Other types of recognition 14
University of Toronto Student Union (UTSU) 14
Recognized student organization policies 15
Key principles to consider 15
Using the University of Toronto name and logo/crest 16
Movie screenings 16
Ulife17
Updating your group’s Ulife info 17
Change group leader information: 17
Change group profile information: 18
Renewal process 18Funding19
On-campus funding opportunities 19
Co-Curricular Record 20
New groups joining the CCR 20
Renewing your CCR recognition 20
Equity, diversity and inclusion 21
Safety23
Online safety 25
Setting a guideline statement 25
Setting rules of engagement 26
Dealing with inappropriate behaviour 26
Policies to keep in mind 27
Group conflict 28
Getting started: Quick tips, professional development & resources 29
Building your team 29
UTSU Clubs Day and UTSU Street Fest 29
Other strategies 29
Retention 30
Professional development: Build your leadership skills 30
Conferences 30
Programs 31
A program for student-group leaders: Ulead 31
Transitioning 32
Transition document 32
Ulife Service Centre 334 Welcome Whether you’re thinking about starting a student group or you’re already part of one, this guide is for you. Getting involved with a student organization is an incredible way to find community and develop valuable skills. With more than 900 student groups on the St. George campus, there is something for everyone at U of T! The Student Organization Handbook is a helpful resource to get you started. You’ll find information about starting a club, and links to many of the services that will help your group operate and help you grow as a student leader. We’ve included information on our processes, as well as some tips and tricks to get you started. The team at 21 Sussex (Ulife Service Centre, Room 516) is here to support amazing student leaders like you. Feel free to email us at groups.officer@utoronto.ca or clubs@utoronto.ca throughout the year with any questions you may have. The 21 Sussex Clubhouse houses 54 club office spaces, as well as bookable meetings rooms and a student lounge. Visit us during our Ulife Service Centre hours: studentlife.utoronto.ca/service/ulife-service- centre Please refer to the website for the most up to date information pertaining to club space. Student Organization Handbook | 2020 - 2021
5
Our values
The University of Toronto values equity, diversity and excellence. The creation of an
equitable community – one that is diverse as well as inclusive and that is respectful
and protects the human rights of its members – requires the work of every member of
the community. That includes all of our sites and campuses, students, teaching staff,
administrative staff, visitors, alumni and guests.
As a leader on campus, you play an important role in shaping the University of
Toronto. What will you do to help create an equitable community on campus?
Land Acknowledgement
We wish to acknowledge this land on which the University of Toronto operates. For
thousands of years it has been the traditional land of the Huron-Wendat, the Seneca, and
most recently, the Mississaugas of the Credit River. Today, this meeting place is still the
home to many Indigenous people from across Turtle Island and we are grateful to have the
opportunity to work on this land.
Student Organization Handbook | 2020 - 20216
Create a recognized Student Group
What is a recognized student Before you apply
group? There are a number of things to consider
Student clubs or groups are formally referred before creating a student group.
to as “recognized student groups” at the
• Is there already a similar/existing group on
University of Toronto. Recognized student
campus? What makes your group unique?
groups are voluntary organizations that have The St. George campus has more than
“registered” or gained recognition from 900 student-run groups with interests
the Division of Student Life. Recognition is ranging from beekeeping to break
based on the Policy on the Recognition of dancing! Try looking on ulife.utoronto.
Student Groups (governingcouncil.utoronto. ca first to ensure a similar group does
ca/secretariat/policies/student-groups- not yet exist. Try typing keywords into the
policy-recognition-june-25-2020) and has search bar, or feel free to email the Ulife
a different process from course unions office at groups.officer@utoronto.ca or
and societies. Group leaders can apply clubs@utoronto.ca.
for recognition through the Ulife website. • Are you able to invest your time into
Student groups include cultural groups, this initiative? Starting a group is a fun
advocacy, social justice, hobby, arts and process, but can take up a lot of time!
much more. You can find a list of student Beyond the application stages, you’ll need
groups on the Ulife website (ulife.utoronto. to do a lot of administration work and
ca/organizations/list). coordination between team members.
Beyond planning meetings and events,
you’ll want to focus on development and
growth as a group. Before you get started,
be sure to think about your capacity to
dedicate time to this initiative.
• Do you have a plan for building up your
group and creating a community on
campus? Think about your execution plan
and your goals. Consider exactly how
you’re going to achieve these goals with
specific steps in mind. This information is
helpful to include in your constitution and
will provide clarity moving forward.
Student Organization Handbook | 2020 - 20217
How do I create a recognized 3. Create a group constitution
student group? Student group leaders must submit
a digital copy of the group’s current
Detailed information on creating a student constitution in an appropriate format
group can be found here: ulife.utoronto.ca/ (e.g. pdf, rtf, txt, doc, docx). For
page/view/slug/apply guidelines on how to write your group’s
constitution, please download How to
Below is a summary of the five steps to Write a Student Group Constitution
becoming a recognized student organization. (PDF) (studentlife.utoronto.ca/task/get-
1. You need an active UTORid and help-writing-your-constitution). Speed
password up the recognition process by using the
Note that the “Apply for Recognition” Constitution Template.
option is only available from the “Group 4. Gather the group’s information
Recognition” drop-down menu (in the The person submitting the application
menu bar above) once you log in using should note the following:
your UTORid and password. • Number of members (minimum of 5)
2. Understand the U of T policy • Contact information: The full name,
Leaders of student groups need to have email, phone number and role of
read and understood the University’s the group’s two signing officers (i.e.
Policy on the Recognition of Student primary and secondary contacts)
Groups. This is the first thing you • General information: A mailing
see when you click on “Apply for address with postal code, phone
Recognition”. The policy can also be number, website, etc. for the group.
found of the U of T Governing Council’s 5. Submit your application and have
website (governingcouncil.utoronto.ca/ patience!
secretariat/policies/student-groups- Leaders are asked to be patient during
policy-recognition-june-25-2020). peak times of the academic year.
Applications will be processed as quickly
as possible, with renewing groups
receiving priority during the beginning of
the term.
Student Organization Handbook | 2020 - 20218
Benefits of Ulife recognition Consider the following when looking
for space to book (campusroomfinder.
Student groups at U of T must apply for studentlife.utoronto.ca/home/
formal recognition in order to adhere to BookingGuide):
the University of Toronto’s Policy on the
• When do you need to hold your event?
Recognition of Student Groups. Recognized
Spaces have different time frames for
groups enjoy several benefits, including: booking. Some may allow you to book
• The right to use the University’s name in months in advance, while others may
their group’s name have shorter periods of 30 days.
• Use of university facilities at a no or lower • What will it cost? Some locations offer
cost than external organizations free or discounted space to students,
but not all of them. Places like colleges
• Eligibility to apply for office space
will offer special consideration to their
• Free access to web site hosting through own students. Also check for other costs,
Ulife such as audio-visual charges, charges
• Bank and recognition letters for events taking place after hours,
• Online listings on the Ulife website security or catering charges.
• Do you want to serve food/drinks? Few
Booking on-campus meeting/event space places will allow you to serve food and
many will require the use of in-house
If your Ulife recognized student group
catering. Only a few spaces at U of T
is looking for space to hold an event or will allow you to serve alcohol, so review
meeting, you have a number of options. the alcohol policy (governingcouncil.
The Campus Room Finder database utoronto.ca/secretariat/policies/alcohol-
(campusroomfinder.studentlife.utoronto. policy-june-26-2003). All alcohol served
on the St. George Campus must be
ca) has spaces offered through Hart House,
purchased by the Beverage Services
Academic and Campus Events (ACE) and
Department (food-beverage.utoronto.
Student Life, which primary and secondary
ca/beverage-services) and service staff
contacts of a group can access and book. must be trained under the University’s
Remember that U of T has many rooms that own Server Training Program with the
are not included in Campus Room Finder. only exceptions being Hart House,
For more information about room bookings the Faculty Club and the Federated
Colleges. Be sure to check the space’s
under the policy on the recognition of
policies around serving food and drinks
student groups, click here (ace.utoronto.ca/
before booking.
room_res.html)
• Is this a private event or is it open to the
public? Will you be charging admission?
How many people are expected to
attend? This is important for space
Student Organization Handbook | 2020 - 20219
managers to determine if a space will Other spaces
meet your needs and if caretaking or Visit campusroomfinder.studentlife.
security services will be required. utoronto.ca/home/OtherCampusSpaces to
• Do you need repeat bookings? Most get a better picture of where to look for other
spaces will only allow a limited number campus space. Note that colleges, faculties
of bookings per session. If you want to and departments have different policies and
hold regular, ongoing meetings, check their own administrators, so review carefully
for spaces that offer this option.
before making a request.
How to book space using the Campus Room
Finder
Sessions about online event hosting
1. Use your UTORid login to access can be found at studentlife.utoronto.ca/
the Campus Room Finder: program/ulead-workshops/
campusroomfinder.studentlife.
utoronto.ca/Login Note: Only primary
or secondary contacts listed on Ulife for
the student group can book space on
behalf of the club
2. Use the “Basic Search” or “Advance
Search” options to search for room that
matches your criteria.
3. Click the room you want to book. Review
the Room Details, Building Details, and
Booking Details before you request the
room.
4. Once you’re sure the room fits your
criteria, click “Request Room”.
5. Some rooms allow you to instantly
book space, but most rooms ask you to
submit a request form.
Most bookings will require requests to be
made at least five business days in advance.
Please note: Recognized Student Groups
may not sponsor non-university groups or
activities. The space requested is for the sole
use of the Recognized Student Group named
herein and not for any other organization.
Violation of this policy could result in the loss
of space privileges and recognition status.
Student Organization Handbook | 2020 - 202110
Did you know?
The Clubhouse is a place where recognized student groups
can hold meetings, rehearse, meet new people and get down
to business! Located at 21 Sussex Avenue, the Clubhouse
offers a sense of community with services and spaces to
support U of T’s diverse student organizations.
List of shared spaces:
Spaces that can be booked:
• Meeting rooms (415, 503)
• Rehearsal Room (406)
Spaces that don’t have to be booked:
• Student Life Resource Lounge and Library (316)
• Jim Delaney Lounge (421)
• Ulife Service Centre (516)
• Multi-faith prayer or meditation room (508)
For up to date clubhouse space information, always refer to
the website (studentlife.utoronto.ca/service/space-office-
space-for-recognized-campus-clubs-and-groups)
Student Organization Handbook | 2020 - 202111
The 21 Sussex Clubhouse Resource Lounge
This is an open space for students, staff and faculty to use along with our resources
and equipment to build community on campus.
So what do we have for you?
Non-bookable space (i.e. first come, development, learning outcomes
first served): and assessment, freedom of
expression, leadership, mentorship,
- Work space for projects (meeting access and equity, higher education
table and chairs) and more
- Small meetings (couch and chair, - team builder library: many activities
balcony) and grab n’ go kits (instructions
- Gallery walls for exhibits and and supplies) in the areas of:
showcases communication, teamwork,
problem solving, conflict resolution,
icebreakers, community building
Equipment and resources available to
and more
borrow
- photo booth accessories/props
Equipment available to USE in the
- candy table (scoops and jars)
lounge
- event supplies (folding tables, table
numbers, vases, easels, stand up - button maker
signs for wayfinding) - laminator (fee for sheets)
- board games (and rolling luggage to - Ellison Dye Cut Machine (punches
transport them to your event) out letters and shapes)
- adult colouring kit (pencil crayons - paper cutter
and printed colouring pages)
- arts and crafts supplies
- resource library with hundreds of
books in the following areas: student
Please email leadership@utoronto.ca if you have any questions or would like to set
up an appointment.
For most up to date info, go to the website (studentlife.utoronto.ca/service/space-
campus-life-resource-lounge)
Student Organization Handbook | 2020 - 202112
Office space Group points need to come from at least two
members of the group. Groups are strongly
There are various options available for
encouraged to send different executives and
office space. Before applying, consider the
members to workshops that interest them or
following:
apply to their role. (ulead.utoronto.ca).
• Does the club need office space?
Groups holding office space must fulfill the
• What are the alternative options if you following responsibilities:
don’t get office space?
• Maintain group recognition status with the
• How will you be using the office space?
Division of Student Life by September 30
21 Sussex Clubhouse of each year
The Sussex Clubhouse offers about 50 • Identify and complete three group goals
shared offices for recognized student groups that are determined in September
on the St. George Campus. Offices are • Attend any online mandatory events and
allocated annually for a one-year term by meetings as indicated by the Division of
the Committee to Allocate Student Activity Student Life
Space (CASAS) (studentlife.utoronto.ca/cld/ • Complete a digital survey
casas). Detailed information on office space
applications can be found here: studentlife. Other office spaces
utoronto.ca/cld/space. Contact colleges or departments to see
if they offer office space for clubs, if so,
Eligibility for office space includes the
ask about requirements, eligibility and the
following (more details online):
application process. And be sure to look
• Only groups recognized by the Division of into resources and spaces offered by the
Student Life through the Ulife website in University of Toronto Students Union, as
in the current academic year are eligible their physical space and location will be
to apply for office space. expanding.
• Only groups that have accumulated five
Ulead points by end of the program are Web services
eligible to apply for occupancy in the
upcoming year. The point categories The Ulife website provides an up-to-date
include: listing of all groups recognized by the
University as well as contact information and
• 1 point: Organizational Development and
links to your group’s website. By getting Ulife
Membership Engagement
recognition, your group will be listed on the
• 1 point: Executive Role Development site. As a recognized student organization,
• 1 point: Equity, Diversity and Inclusion you also have access to a web server space.
• 2 points: from any category of your
choosing
Student Organization Handbook | 2020 - 202113
Club executives listed as primary or Before your request is processed, the
secondary contact on Ulife can request a Division of Student Life will check to verify
web space by following these steps: the following:
• Login to Ulife (ulife.utoronto.ca) 1. The primary or secondary contact
• Click on “My Groups” and then on the provided in this form is the primary or
appropriate club secondary contact listed for your group
on Ulife.
• Click on “Request Group Services”
2. The email address provided in this form
Website: After approval of the web space is a valid, personal, @mail.utoronto.
request, a follow-up email will be sent ca email that is listed on Ulife for the
containing additional information on primary or secondary contact.
accessing WordPress or other changes that
3. Your group is recognized through the
may be required. Please visit Student Life current academic year.
Campus Web Groups for more details. Only
4. The primary or secondary contact
the group leaders designated by the main
provided in this form has responded
contact person as executive and signing
to the confirmation email that will be
officer may access the web space service.
sent to them after the form has been
Please direct any questions regarding submitted.
your group’s web space to groups@mail.
If any of these points do not check out,
studentlife.utoronto.ca. Be sure to check
your request will be cancelled and must be
out the website for more information on web
resubmitted and confirmed by the proper
space (studentlife.utoronto.ca/service/web-
primary or secondary contact.
space-for-recognized-campus-clubs-and-
groups). You can take these letters to the bank with
your club’s signing officers to open the
Bank & recognition letters account in person. Each student group is
responsible for selecting which financial
Student organizations can request a bank
institution works best for their group needs.
letter or recognition letter through our online
request form. A bank letter can be used to
open a new account or make changes to
existing accounts. Recognition letters can be
used to show the official status of your club
as a University of Toronto group.
Use this form (studentlife.utoronto.ca/
service/bank-and-recognition-letters-for-
recognized-campus-clubs-and-groups) to
request a bank letter and/or recognition
letter for your student group. Please read the
instructions before you proceed.
Student Organization Handbook | 2020 - 202114
Other types of recognition University of Toronto Student Union
(UTSU)
While Ulife is the primary recognition body
at the University of Toronto, there are also Student & Campus Community Development
other departments and colleges that provide (SCCD) and the University of Toronto
student groups recognition. Student groups Students Union (UTSU) both have the power
can receive recognition from multiple to officially recognize student groups, but
sources or choose to be recognized by one they aren’t the same.
governing body. It’s important to remember The SCCD recognizes student groups via
that the use of “University of Toronto” in a the Ulife website and provides a variety
group name is only permitted through Ulife of support services. Student groups
recognition. must already be recognized through
Each department and college has its own Ulife to be recognized by UTSU. While
process. To find out more, contact the UTSU recognition isn’t mandatory, many
student union, Student Life Staff member undergraduate student groups seek
or program coordinator associated with the UTSU recognition as it provides access
department/unit. to additional benefits, including funding
opportunities.
For more information regarding
UTSU recognition, please visit
utsu.ca/utsu-clubs-services
Student Organization Handbook | 2020 - 202115
Recognized student organization
policies
Student organizations are autonomous • University of Toronto Statement on
entities at the University of Toronto. This Equity, Diversity and Excellence
means that recognition as a “student (governingcouncil.utoronto.ca/Assets/
group” by the University implies neither Governing+Council+Digital+Assets/
endorsement of a group’s beliefs or Policies/PDF/ppdec142006.pdf)
philosophy, nor the assumption of legal • Policy on Sexual Violence and Sexual
liability for the group’s activities. There are Harassment (governingcouncil.
also a number of policies that pertain to lamp4.utoronto.ca/wp-content/
Recognized Student Organizations on the St. uploads/2016/12/p1215-poshsv-2016-
George campus. 2017pol.pdf)
These policies affect the way your group
These include:
operates and the way you structure your
• Policy on the Recognition of Student constitution. The constitution template
Groups already covers most of these policies.
• Policy on Open, Accessible and
Democratic Autonomous Student
Organizations (governingcouncil.
Key principles to consider
utoronto.ca/secretariat/policies/student- • There must be at least 5 members in the
organizations-policy-open-accessible- group listed on Ulife.
and-democratic-autonomous-july-1) • Groups must be open and inclusive to
• Policy on the Temporary Usage of all U of T community members (e.g. you
Space at the University of Toronto cannot restrict membership based on the
(governingcouncil.utoronto.ca/ grounds of national origin, race, religion,
secretariat/policies/space-university- colour, sex, discipline/area of study).
toronto-policy-temporary-use- • Groups must have an open and accessible
october-28-2010) election to determine their executive
• Procedures for the Temporary Use of (democratic processes are mandatory).
Space (studentlife.utoronto.ca/wp- • Groups cannot be commercial in nature
content/uploads/TemporaryUseofSpace. (e.g. cannot pay leaders a salary or sell
pdf) products/services).
• University of Toronto Statement • There must be two signing officers listed
on Freedom of Speech on Ulife & on the bank account.
(governingcouncil.utoronto.ca/Assets/
Governing+Council+Digital+Assets/
Policies/PDF/ppmay281992.pdf)
Student Organization Handbook | 2020 - 202116
Using the University of Toronto Movie screenings
name and logo/crest Most public presentations of movies must
Recognized student groups are permitted be licensed with a rights representative.
to use the University of Toronto name to It’s your responsibility to ensure that your
identify their group. They are NOT permitted event is compliant with the copyright law.
to use any official U of T logo or crest in The U of T libraries have a help form if you’re
any of their promotional/printed materials unsure of your rights or have any questions
(whether online or in publication format) pertaining to copyright. They also offer
or on merchandise without the expressed groups on campus consulting on whether
written consent of the Trademark Licensing they need a license: onesearch.library.
Office. All merchandise that bears the name utoronto.ca/copyright/film-screenings-
or marks of the University must have their campus.
designs approved before production and
Another helpful resource is their audiovisual
be ordered through a licensed supplier
guide: onesearch.library.utoronto.ca/sites/
(trademarks.utoronto.ca/licensee-list).
default/files/copyright/use_of_audio_
Organizations are not allowed to produce
visual_materials_on_campus_082018.pdf
materials with the University of Toronto logo
or name for sale/profit. For more information
or to discuss/review designs, please
contact the Trademark Licensing Office at
trademarks@utoronto.ca or 416-978-3098.
Student Organization Handbook | 2020 - 202117
Ulife
The Ulife website is the central source of a Change group leader information:
large and diverse collection of student clubs,
The primary or secondary contact can follow
organizations and activities on all three U
these steps to update and change group
of T campuses. You can browse the site or
leader information:
search by keyword and sort by campus. U of
T developed Ulife to help students benefit 1. Login to ULife using their UTORid and
from their university experience, including password.
life beyond the classroom. Ulife is also 2. Click on “My Groups.”
where you apply for recognition of a student
3. Select the appropriate group to update.
organization through your campus Student
4. Click on “Manage Group Leaders” on the
Life office.
left menu panel.
As a student leader, Ulife is your main 5. “Add” group leaders by including the
portal – it’s where you’ll update contact required information in the available
information, renew your group recognition fields and/or “edit” your group leaders
and receive messages from our office. by clicking on “edit” under the “Actions”
category (as their name will appear at
the bottom of the screen). You can also
Updating your group’s Ulife info “delete” members here.
It is very important to update your group’s 6. Under the “Roles” of a group leader,
information on Ulife, particularly if any of select and save the primary or secondary
the leaders change. The current primary contacts (or ‘Executive Member’).
and secondary contacts of a group, club or 7. Assign signing officer authority,
organization can change/update the group executive status, as required.
leaders on your ULife page. Only the listed 8. Click “Save” for each member updated.
primary and secondary contacts have the
9. When all member information is saved,
privilege to make changes to your groups also click “Save Group Leaders” at the
Ulife profile. bottom. NOTE: Any changes made to
member information will not be saved
unless you click BOTH “Saved” and then
“Save Group Leaders” when complete.
10. New primary and secondary contacts
will need to validate their identity by
following the link that is sent to them in
an email from ulife@utoronto.ca.
Student Organization Handbook | 2020 - 202118
Once the group’s leaders have been The current primary contact of the
updated, your new leaders will be able group may log in using their UTORid
to move forward with leading the groups and password and submit the following
ULife profile, requesting service based on updated information: main contact person,
recognition and renewing the group before executive, signing officer, group description
the annual September 30 expiry. They will and constitution. The “Renew Application”
become the contact people for the group. button (as seen in the leftside green menu
in the image to the right) is available only
Change group profile information: to the primary contact. Don’t submit a new
application for your group if it already exists
Only the primary or secondary contact
on the Ulife website.
person currently listed on Ulife may update
information on the group’s Ulife listing. • NOTE: The contact person for your group
should identify the new person and
The contact person can follow these steps: the group’s two signing officers in the
• Log in to Ulife using their UTORid and renewal application. Failure to provide
password such information can cause delays in
processing future requests.
• Click on the red button at the bottom of
the left-hand menu titled “My Groups” • NOTE: If you can’t get a hold of the
group’s primary or secondary contact
• Select the appropriate group to update to renew the group or update the
• Click on “Update Group Profile” item on information, you must arrange to provide
the left menu panel our office with proof/documentation that
• Make changes as necessary and fill out you are the new primary contact. We
information completely recommend the following: an email from
the past executive team stating that you’re
Renewal process the new contact or meeting minutes of
elections. This proof/documentation must
Groups are required to submit annual be sent to: groups.officer@utoronto.ca
renewal applications on Ulife in order to
maintain recognition. According to the
university Policy on the Recognition of
Student Groups, group recognition expires
September 30 of the following academic
year and should be renewed by this time. If
your group does not renew its recognition
by this time, the student group loses the
benefits of recognition, including the use
of U of T in their name and booking space
privileges.
Student Organization Handbook | 2020 - 202119
Funding
The most common questions we get from studentlife.utoronto.ca/bts/sif or email
student groups are about funding. As a sif@utoronto.ca.
student organization, the operational costs
The Hart House Good Ideas Fund (GIF):
for groups shouldn’t be coming out of pocket
Funds initiatives, events or projects that will
(with the exception of membership fees and
enhance the on-campus experience of other
event-based fees like ticket costs). Instead,
students at U of T. For more information,
groups are encouraged to fundraise (e.g.
visit harthouse.ca/good-ideas or email
bake sales). Groups also have access to a
goodideasfund@gmail.com.
number of funding sources at the St. George
campus. Heart Works Student Group Initiative Fund:
Established by the Multi-Faith Centre to
Before applying, consider the following:
provide financial support for initiatives that
• Does the club need funding? Funding may aspire to create opportunities for critical
or may not be necessary, based on what and respectful exploration of questions of
your clubs does. religious and spiritual pluralism. For more
• Do you have a bank account? information, visit: studentlife.utoronto.ca/
• What are alternative options to funding? mf/heart-works-fund or email multi-faith@
utoronto.ca.
• What are the funding policies? What are
the requirements? Are there restrictions? Community- Engaged Initiative Grant: This
• What are the different funding fund is designed to ignite and strengthen
opportunities available on campus? student and community partnerships in the
Greater Toronto Area and Peel Region. For
On-campus funding more information, visit studentlife.utoronto.
opportunities ca/ccp/grant or email amina.farah@
utoronto.ca.
UTSU funding: Student groups recognized
by the UTSU can apply for clubs funding Faculties, departments and colleges: Some
online. More information can be found faculties, departments and colleges offer
at utsu.ca/utsu-clubs-services or email funding for clubs. Please make sure to
vpcampuslife@utsu.ca. contact them to learn more about what kind
of funding they offer, eligibility requirements,
The Student Initiative Fund (SIF): Open restrictions and how to apply.
to all student groups and offers financial
support to projects that enhance the Note: For more information on funding, sign
student experience and foster a sense of up for the Writing Funding Application Ulead
community at the University of Toronto. workshop at studentlife.utoronto.ca/cld/
Projects can receive up to $3,000 in ulead-workshops
funding. For more information visit
Student Organization Handbook | 2020 - 202120
Co-Curricular Record
The Co-Curricular Record (CCR) (studentlife. To begin, groups must attend a CCR training
utoronto.ca/ote/ccr) helps students find session. The representatives who attend the
opportunities beyond the classroom and training session will be the ones required to
have their skills and experiences captured fill out the application form and complete
on an official document. Recognized clubs the CCR process throughout the year. This
and groups are eligible to apply for Co- is an additional responsibility and should be
Curricular Record validation. considered before selecting representatives.
Find out more about the CCR for student
New groups joining the CCR groups and organizations: studentlife.
utoronto.ca/service/ccr-process-training-
Note: It’s recommended that new clubs
for-recognized-campus-clubs-and-groups.
wait one year before applying for CCR
recognition.
Renewing your CCR recognition
Clubs and groups are required to have a U
of T faculty or staff member serve as their As long as you renew your group’s CCR
validator and attend a CCR training session. submissions ever year, you won’t have to
It’s the group’s responsibility to seek out its go through the application process again.
own validator. If your club or group is unable Through the renewal process, you’ll be able
to find a person to serve as a validator, to edit existing roles, add additional roles or
please connect with the CCR coordinator resubmit the existing submission.
who may be able to find you an appropriate
The renewal process takes place online
validator.
(with an in-person option) in late summer/
The CCR will: early fall. The CCR contact person in your
group will receive notification regarding the
• Help you advertise and promote your
renewal process via email.
organization. You’ll be included in the CCR
online directory.
• Help you and your organization identify
the skills you’ve developed.
• Recognize your involvement on an official
university record.
• Assist in the transition between this year’s
executives and the next year’s.
Student Organization Handbook | 2020 - 202121
Equity, diversity and inclusion
In the Student Life’s portfolio on Diversity Diversity
& Inclusion Training, we use the following
• There is variety and differences of human
definitions. They’re from Equity Studies and
experiences and identities.
the Equity Offices. Some important points
• Power has resulted in the exclusion and
about terminology:
devaluing of people based on:
• These are not solely academic concepts. o age
We understand and respect that there are o ethnicity
both common themes from and different o ancestry
understandings of these ideas in other o race
bodies of knowledge. o gender identities & expressions
• Definitions, particularly in this field, are o physical abilities/qualities
always changing. o sexual identities
• The value of any definition comes from o religious or spiritual beliefs
its resonance within the communities it o educational background
is meant to represent. That said, not all o geographic location
communities will agree. o income and social class
o marital status
• Language and knowledge are power. We
o family make-up
must be mindful of how we use these
o relationship with the criminal justice
terms to enact power over others who
system
do not have the benefit of this academic
o work experience
language.
… and more
• We are open to conversation, correction
and being challenged about these terms.
Student Organization Handbook | 2020 - 202122
Equity Anti-Racism and Cultural Diversity Office:
Located at 155 College Street, 3rd Floor
• starts with a recognition that systemic
(Faculty Offices, Room 356) Toronto
barriers to equality exist
• considers the impact of the social, • Call (416) 978-1259
economic and historic distinctions • Email antiracism@utoronto.ca
between people • Visit antiracism.utoronto.ca
• involves efforts to reduce, eliminate and • Facebook: facebook.com/ARCDOutoronto
counter systemic barriers to participation
Sexual and Gender Diversity: Located at 21
• acknowledges that people are not treated
Sussex Ave, Room 416-417
equally, do not have access to the same
resources and therefore experience the • Call (416) 946-5624
world differently • Email sgdo@utoronto.ca
• focuses on the equality of outcomes • Visit sgdo.utoronto.ca
Inclusion • Facebook: facebook.com/utorontosgdo
• Twitter: @UofTSGDO
• questions and challenges normalized
behaviours and actions that exclude Indigenous Student Services located at First
people Nations House: Located at Borden Building
• reduces or removes systemic barriers to North, 3rd Floor, 563 Spadina Ave
increase participation • Call (416) 978-8227
• reallocates resources to increase access • Email fnh.info@utoronto.ca
• creates spaces, environments and • Visit studentlife.utoronto.ca/fnh
attitudes that are welcoming, positive and
non-discriminatory • Twitter: @UofTFNH
• acknowledges both the incubation and Multi-Faith Centre: Located at 569 Spadina
innovation of ideas Avenue Toronto
This definition is from Equity Studies, the • Call (416) 946-3120
Equity Offices-ARCDO & SGDO and Student • Visit studentlife.utoronto.ca/mf
Life’s Diversity & Inclusion Training portfolio.
Student Organization Handbook | 2020 - 202123
Safety
As a student leader, you may find yourself Campus Police: Call to report urgent
in a difficult situation where a peer confides situations occurring on campus such as
in you or asks for assistance. Know that assault or immediate danger of assault,
you aren’t alone! U of T has a number fighting, suspicious persons or trespassers,
of resources and a team of supportive sexual assault, theft in progress, collision/
staff members who are trained in helping disabled vehicle, etc.
students. A full list of resources can be found
• Call 416-978-2222
in our Resource Referral Guide (studentlife.
utoronto.ca/wp-content/uploads/Feeling- • Visit campuspolice.utoronto.ca
distressed.pdf). • Located at the 21 Sussex Clubhouse, first
floor
Your safety and the safety of your peers
should be your first priority. Always trust
your instincts. Share your concerns with TravelSafer: This service offers a Campus
someone you trust if you’re unsure of what Police-provided escort to U of T community
to do. If someone approaches you with a members traveling alone or after hours
concern, it’s okay not to have the answer. between university buildings, parking lots
Listen, ask non-judgemental, open-ended and/or transit stops near campus.
questions and work with the individual to
• 416-978-SAFE (7233)
brainstorm possible solutions. If at any point
you feel unsafe, call the Campus Police and
ask for immediate assistance: 416-978- Community Safety Office: This office
2222. provides support to student, staff and faculty
The University of Toronto has departments with regards to personal safety issues (e.g.
with staff who are trained to handle difficult harassment/stalking, domestic violence,
situations. There are also community-based family violence, bullying) experienced on- or
organizations that can provide support and off-campus.
services to those who need it. Below are • Call 416-978-1485
some of the key offices you can contact:
• Visit communitysafety.utoronto.ca
Police, Fire, Ambulance – 24/7 emergency • Located at 21 Sussex Avenue, 2nd Floor
response
• Call to report fires, medical emergencies
or life-threatening situations such as
assault with a weapon or drunk driving,
whether on- or off-campus.
• Call 911*
Student Organization Handbook | 2020 - 202124
Health & Wellness: offers University of Gerstein Centre: 24-hour community-based
Toronto students a wide range of medical crisis service for serious mental health
and mental health services to help support issues.
them in achieving their personal and
• 416-929-5200
academic best
• gersteincentre.org
• Call (416) 9788070
• Visit studentlife.utoronto.ca/hwc
Distress Centre: A confidential helpline
• Located at Koffler Student Services
Centre, 214 College Street available 24/7/365 to people in emotional
distress.
• 416-408-HELP (4357)
Sexual Violence Prevention & Support
• torontodistresscentre.com/408-help-line
Centre: This office provides support to
members of the University community who
have been affected by sexual violence or Red emergency phones on campus: The
sexual harassment. red emergency phones throughout campus
• Call 416-978-2266 connect directly to the Campus Police
• Email thesvpcentre@utoronto.ca who provide immediate assistance to
those in danger. Red emergency phones
• Visit thesvpcentre.utoronto.ca
locations are available on the U of T map
• Located at 702 Spadina Avenue at map.utoronto.ca. To navigate the map:
1. Select your Campus
Good2Talk: Free, confidential helpline 2. Select Safety
providing professional counselling, 3. Select Emergency Phones
information and referrals for mental health,
addictions and well-being to post-secondary
students in Ontario 24 hours a day, 365 days
a year.
• 1-866-925-5454
• good2talk.ca
Student Organization Handbook | 2020 - 202125
Online safety
Your group may choose to engage with Setting a guideline statement
members through social media channels.
Social media accounts help student leaders If you’re creating a Facebook page,
communicate with students, organize Facebook group, any kind of group chat
volunteers, advertise events and build or an equivalent on another social media
community. Many student organizations channel, you should post a guideline
keep both public social media channels statement that remains clearly visible.
as well as private group chats for the You may wish to re-send this statement
organization’s leadership. In recognition occasionally to remind the community of its
of the widespread use of social media, expectations. If possible, keep the statement
the University of Toronto is committed to pinned or in the description of the group/
the ethical and responsible use of these page.
communication tools. The guideline should, at minimum, state
By creating social media accounts for your who the space is for, what the space is for
student organization, you’re accepting and the rules of engaging in the group. An
a responsibility to monitor all content example of a guideline statement is:
on the account. All members within the “The group is intended for University of
organization have a collective responsibility Toronto students to build community
to address and report incidents of online and explore resources on campus.
violence and harassment. Student Ensure all discussion is respectful
organizations must keep a close eye on their toward the various members of our
own content, but also on the comments community. Remember that what you
section of their own media channels. Group post may be seen by more people
administrators should remove any member than those within this group and is
who displays discrimination or harassment permanently connected with your
on the basis of race, ancestry, place of profile. Think before you post!
origin, colour, ethnic origin, citizenship,
creed, sex, sexual orientation, gender Group administrators will remove
identity, gender expression, age, marital without notice any member who
status, family status, disability, receipt of displays discrimination or harassment
public assistance or record of offences. on the basis of race, ancestry, place of
origin, colour, ethnic origin, citizenship,
creed, sex, sexual orientation, gender
identity, gender expression, age,
marital status, family status, disability,
receipt of public assistance or record
Student Organization Handbook | 2020 - 202126
of offences. Group administrators will Dealing with inappropriate
act within their purview to prevent behaviour
or remedy any action deemed as
harassment or discrimination and seek As a student leader you may have to deal
penalty through official University with inappropriate behaviour on your
channels as outlined in the Statement organization’s social media channels.
on Prohibited Discrimination and This can include hate speech, bullying
Discriminatory Harassment.” comments, sexually inappropriate
comments, or comments that any
reasonable person would see as unwanted
Setting rules of engagement or unwelcome. If you see a comment or post
The best way to avoid inappropriate that is inappropriate or that you feel violates
behaviour is to prevent it. In addition to the the rules, consider the following steps:
guideline statement, you may want to keep a • Record: Take a screenshot of the post and
list of rules for engaging in the group readily any relevant details
visible. An example of these rules is included • Report/refer: Consult with an equity office
below: or community safety for further advice,
you can also connect with the Ulife office
“In upkeep of our social media accounts and
our community, [group] will also: • React: Take steps to address the
concerning comments, attend to the
• Delete posts and comments that are needs of the community
unrelated and non-beneficial to [group]/
• Follow up: It is a good practice to let
University of Toronto students or
members of your team (i.e. executive)
considered spam (example: external event
know that you have seen the comment
listing with no relevancy to U of T or the
and are addressing it. You may wish to
group).
brainstorm with them about next steps.
• Reserve the right to edit or remove our
When reacting to inappropriate content, it’s
posts due to incorrect and outdated
information. important that you respond quickly while
ensuring any public comments are tactful
• Bring to attention to relevant staff and/
and use respectful language, but take your
or campus authorities in cases of hate-
time to think through your reply and avoid
speech and if an individual’s rights and
freedom are being discriminated against.” an emotionally-driven response. Think about
the question “What is the issue here?”
When dealing with inappropriate content, try
to distinguish between valid comments and
trolls. Trolls are individuals whose purpose
for engaging in the group is to disrupt the
community using language that elicits
Student Organization Handbook | 2020 - 202127
emotional response. Valid comments or Policies to keep in mind
complaints are real problems or issues that
an individual may be experiencing with your There are a number of University of Toronto
group activities/services and may need to be policies to keep in mind when administering a
addressed. It may be helpful to take a look student organization social media account.
at the user’s profile to help distinguish what • Code of Student Conduct
kind of content it is. If the comment is a valid (viceprovoststudents.utoronto.ca/
complaint, you may consider inviting the user students/#codeconduct).
to take the conversation into a more private • Policy on Sexual Violence and Harassment
setting. Examine the situation carefully before (uoft.me/policy-sexual-violence-and-
deciding whether or block, hide, or delete harrassment).
users or their comments.
• Relevant divisional codes: your college,
Social media moves quickly and concern faculty or residence may have specific
about the presence of inappropriate content guidelines, codes or policies to keep in
can spread incredibly fast. It’s important that mind.
you maintain a both a safe environment and For any inquiries regarding these guidelines,
the perception of a safe environment in the please contact groups.officer@utoronto.ca.
group.
Student Organization Handbook | 2020 - 202128
Group conflict
Understanding communication and conflict If you’re faced with a difficult conversation,
is important for working collaboratively with communication is the key. Think about your
your team. Creating group guidelines at the goals and your role in the situation along
beginning of the process can be effective in with assumptions of your colleague(s) and
setting the tone, norms and behaviour that common believes you share. You can find
all group members agree to. some fantastic strategies here: judyringer.
com/resources/articles/we-have-to-talk-
Group guidelines might include:
a-stepbystep-checklist-for-difficult-
- how your group deals with challenges/ conversations.php
conflicts
For more helpful strategies and tips,
- confidentiality (is this important to your attend our communication or equity Ulead
group?)
workshops: studentlife.utoronto.ca/cld/
- how your group will communicate ulead.
- deadlines/timelines/response times
For issues that involve the University of
Toronto policies, the Ulife Service Centre
should be consulted. If mediation is required,
our office is happy to support. Email groups.
officer@utoronto.ca, or call (416) 978 -
7780. We are located at 21 Sussex, Room
516.
Student Organization Handbook | 2020 - 202129
Getting started: Quick tips,
professional development &
resources
So you’ve created a club! Now what? The 50% discount for the registration fee. For
first step is to read this manual. Your next dates of events and registration times please
step is to start planning the type of activities refer to utsu.ca
your group will be involved with, recruit
members, attend leadership development Other strategies
workshops and think about transition. Below
Recruitment is personalized, as each
are some quick tips to get you thinking!
organization has unique needs. Varying
strategies must be used to accommodate
Look Through Our Resource the specific needs of specific organizations.
Library • Host recruitment events: Seminars,
The resource library is where we keep club fairs, first general meeting and/or
helpful documents for everythin clubs- partnership promotional events to create
related! (studentlife.utoronto.ca/service/ your organization’s first contact with your
clubs-leadership-development-resource- prospective member.
library) • Engage with students of interest: Target
your audience during your recruitment
campaign. Use your mission/purpose
Building your team as a starting point to target interested
prospective members within your
How can you recruit members for your
organization’s barrier of entry (specific
group? Our Ulead workshops cover a number
type of member your organization is
of creative strategies, but here are some looking for, if any).
quick tips and key events:
• Membership: Provide information on
available positions with responsibilities
UTSU Clubs Day and UTSU Street Fest and duties. Consider different recruitment
These two annual events are hosted by methods for different positions (e.g.
UTSU in September and give student groups interviews and applications for executive
the opportunity to showcase their club to members and sign-up sheet for general
members of the U of T community. UTSU- members
recognized and non-UTSU recognized Recruiting an executive team before the
student groups have the opportunity to school year starts is beneficial because they
registers for one event of their choosing or can plan events and goals for the year.
for both. UTSU recognized clubs receive
Student Organization Handbook | 2020 - 202130
Retention Conferences
Retention strategies will be unique to each Student leadership conferences are a great
club. For specific events and activities, you’ll way to meet other student leaders and
rely on brainstorming and feedback sessions enhance your skills. Each year the Student
from your members and executive team. and Campus Community Development Office
One strategy is to think of your club like a offers a series of conferences for students
volunteer organization and to treat your club looking to build their leadership skills. Pick
members as volunteers. University students the one that works for you!
lead busy lives and have to prioritize their
- Presidents’ Retreat: This conference is
time to best suit their needs and interests.
built specifically for U of T St. George
Remember, you can’t force members to stay. club presidents. The retreat provides
You need to inspire and engage them. higher-level leadership training and
For more information on building your clubs, conversations for clubs presidents, as well
sign up for the Recruitment and Retention as the opportunity for presidents across
all areas of club interests and practices to
Workshop at studentlife.utoronto.ca/
meet, share and learn from one another.
program/ulead
More information will be posted at
studentlife.utoronto.ca/program/ulead-
Professional development: presidents-retreat
Build your leadership skills - Ulead Conference: This conference
is open to all students involved with a
There are a number of fantastic student club or group at U of T St. George.
opportunities to build and develop your It focuses on developing key leadership
leadership skills. These events/workshops/ skills while making connections with
programs will help you develop as an other campus leaders on the St. George
individual and provide you with the skills to campus. You don’t need to be in an
lead your group effectively. executive role to apply. More information
will be posted at studentlife.utoronto.ca/
You can also request a custom leadership program/ulead-conference
development workshop for your team,
- Leading Together: Taking place in January,
depending on the needs of the group. Groups
this student leadership conference
will be responsible for booking a suitable
connects student leaders across U of
event space and promoting the event or
T. The conference will be planned and
session. To request and see all details about presented by students, and will facilitate
this opportunity, visit studentlife.utoronto. peer-to-peer learning and community
ca/service/workshops-by-request. building. More information will be posted
at studentlife.utoronto.ca/program/
leading-together-a-student-conference
Student Organization Handbook | 2020 - 202131
Programs the year. Find out more at studentlife.
utoronto.ca/program/safetalk-suicide-
There are a number of leadership programs alertness-for-everyone
that can help you grow in your personal and
- Re-Imagine Leadership: This weekend
professional life.
retreat takes place in early June. The
Here are a few suggestions to get you purpose is to create a supportive,
started. community-based environment where
students reflect upon their individual
- Building Your Strengths: The Clifton leadership capabilities, collaborate with
StrengthsFinder is a Web-based a team of other student leaders, and
assessment of personality from the observe how they and their team fit into
perspective of Positive Psychology. Your the wider community. More information
StrengthsQuest journey begins with a will be posted at studentlife.utoronto.ca/
30-minute online assessment, the Clifton program/reimagining-leadership-retreat
StrengthsFinder. Afterwards, you’ll receive
a customized report that lists your top five A program for student-group leaders:
talent themes, along with action items Ulead
for development and suggestions about
how you can use your talents to achieve Ulead is a program that connects student
academic, career and personal success. leaders and builds networks, skills and
Find out more at studentlife.utoronto. valuable knowledge about operating student
ca/program/explore-and-build-your- groups. Ulead activities include a one-day
strengths-using-cliftonstrengths-for- conference, orientation seminars, leadership
studentsa/ workshops and networking sessions. The
- Leadership Exchange: The Leadership Ulead workshops are incredible resources,
Exchange is a cohort-based experiential providing practical strategies for running an
leadership program that explores and effective student organization.
develops the leadership skills of U of T
students. Students will use Ottawa as the Ulead workshops provide information on
site for an immersion experience. Find out wide range of topics including:
more at studentlife.utoronto.ca/program/ • event planning
leadership-exchange
• communication
- SafeTALK: SafeTALK is a three-hour
• advertising and marketing events
training designed to ensure that people
with thoughts of suicide are connected to • fundraising and sponsorship
helpers who are prepared to provide first • budgeting and financial management
aid interventions. As part of the University
• writing funding applications
of Toronto’s commitment to creating a
suicide-safer community on campus, • recruitment and retention
the Student and Campus Community Find out more about the program at
Development Office collaborates with studentlife.utoronto.ca/program/ulead-
Health & Wellness to offer safeTALK workshops
workshops to students throughout
Student Organization Handbook | 2020 - 2021You can also read
