Student Organization Handbook - 2020-2021 (St. George Student Clubs)

Student Organization Handbook - 2020-2021 (St. George Student Clubs)
(St. George Student Clubs)
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
  Updating your group’s Ulife info                      17
     Change group leader information:                   17
     Change group profile information:                  18
     Renewal process                                    18
   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
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                                              33

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 or
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:

Please refer to the website for the most up to date information pertaining to club space.

Student Organization Handbook | 2020 - 2021

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 - 2021

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 or
and societies. Group leaders can apply
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 - 2021

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:     (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) (
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 (        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 - 2021

Benefits of Ulife recognition                     Consider the following when looking
                                                  for space to book (campusroomfinder.
Student groups at U of T must apply for 
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             
(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 (
                                                      before booking.
                                                  •   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 - 2021

    managers to determine if a space will            Other spaces
    meet your needs and if caretaking or             Visit campusroomfinder.studentlife.
    security services will be required.     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
                                                     Sessions about online event hosting
1. Use your UTORid login to access                   can be found at
   the Campus Room Finder:                           program/ulead-workshops/
   campusroomfinder.studentlife. 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
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 - 2021

      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 (

Student Organization Handbook | 2020 - 2021

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
      - photo booth accessories/props
                                                  Equipment available to USE in the
      - candy table (scoops and jars)
      - 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 if you have any questions or would like to set
up an appointment.

For most up to date info, go to the website (

                                                Student Organization Handbook | 2020 - 2021

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
                                               apply to their role. (
• 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) (    • Complete a digital survey
casas). Detailed information on office space
applications can be found here: studentlife.   Other office spaces                         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

Student Organization Handbook | 2020 - 2021

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 (               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, 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 (
                                                   primary or secondary contact.
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 (
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 - 2021

Other types of recognition                     University of Toronto Student Union
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

                                               For more information regarding
                                               UTSU recognition, please visit

Student Organization Handbook | 2020 - 2021

Recognized student organization
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                 (
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  
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        • 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
  (                     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 (               • 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.

                                                  Student Organization Handbook | 2020 - 2021

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
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
Organizations are not allowed to produce
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 or 416-978-3098.

Student Organization Handbook | 2020 - 2021

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

                                                 Student Organization Handbook | 2020 - 2021

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:
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

Student Organization Handbook | 2020 - 2021

The most common questions we get from   or email
student groups are about funding. As a 
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 or email
bake sales). Groups also have access to a
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:
• What are alternative options to funding?       mf/heart-works-fund or email multi-faith@
• 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@
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 or email          funding for clubs. Please make sure to                            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
Projects can receive up to $3,000 in             ulead-workshops
funding. For more information visit
                                                Student Organization Handbook | 2020 - 2021

Co-Curricular Record
The Co-Curricular Record (CCR) (studentlife.      To begin, groups must attend a CCR training 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.
Note: It’s recommended that new clubs
wait one year before applying for CCR
                                                  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
                                                  (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 - 2021

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
  do not have the benefit of this academic
                                                       o work experience
                                                       … and more
• We are open to conversation, correction
  and being challenged about these terms.

                                                 Student Organization Handbook | 2020 - 2021

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
  between people                                   • Visit
• involves efforts to reduce, eliminate and        • Facebook:
  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
• focuses on the equality of outcomes              • Visit
Inclusion                                          • Facebook:
                                                   • 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
• creates spaces, environments and                 • Visit
  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
Life’s Diversity & Inclusion Training portfolio.

Student Organization Handbook | 2020 - 2021

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.            • Visit
distressed.pdf).                                   • Located at the 21 Sussex Clubhouse, first
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
Police, Fire, Ambulance – 24/7 emergency           • Located at 21 Sussex Avenue, 2nd Floor
• 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 - 2021

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
• Call (416) 978­8070
• Visit
                                               Distress Centre: A confidential helpline
• Located at Koffler Student Services
  Centre, 214 College Street                   available 24/7/365 to people in emotional
                                               • 416-408-HELP (4357)
Sexual Violence Prevention & Support
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               who provide immediate assistance to
                                               those in danger. Red emergency phones
• Visit
                                               locations are available on the U of T map
• Located at 702 Spadina Avenue                at 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

Student Organization Handbook | 2020 - 2021

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 - 2021

     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
                                                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 - 2021

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      (
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       (
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

                                                  Student Organization Handbook | 2020 - 2021

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.
Group guidelines might include:
- how your group deals with challenges/         conversations.php
                                                For more helpful strategies and tips,
- confidentiality (is this important to your    attend our communication or equity Ulead
- 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.
                                      , or call (416) 978 -
                                                7780. We are located at 21 Sussex, Room

Student Organization Handbook | 2020 - 2021

Getting started: Quick tips,
professional development &
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
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! (           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 - 2021

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
                                                     meet, share and learn from one another.
                                                     More information will be posted at
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
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

Student Organization Handbook | 2020 - 2021

Programs                                            the year. Find out more at studentlife.
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
  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        • event planning
                                                  • 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  
  Health & Wellness to offer safeTALK             workshops
  workshops to students throughout
                                                 Student Organization Handbook | 2020 - 2021
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