Be an Approved Club

2022-2023 Annual Registration Form

All clubs must register with the Clubs Office before they can be active on campus. Existing clubs must re-register each semester they plan to be active on campus, even if no changes have been made from your last registration.

General Guidelines & Information

  • Membership must be open to all UVU students.
  • Each club must have a minimum of 6 members.
  • Provide a formal or simple club constitution with the Annual Registration Form.
  • At least 75% of the club members must be enrolled as UVU students.

Club President Requirements

  • Must be a current FULL-TIME student enrolled in at least 12 credit hours.
  • Maintain a 2.5 cumulative GPA.
  • In good standing with the University (financially, academically, conduct, etc.)

Club Officer Requirements

  • Must be a currently enrolled UVU student, either full or part time.
  • In good standing with the University (financially, academically, conduct, etc.)

Additional club registration information can be found in the Clubs Handbook.

Annual Registration Form

Club Mentor Acknowledgment

Thank you for your willingness to serve as a UVU Club Mentor. Please understand that the purpose of a mentor is to help develop students' leadership skills and connect them to industry and the community, not to govern or run the club. The mentor should provide support and offer help and advice when needed, but the students are charged with organizing and running the club.

Mentor Requirements:

  • You must be a full time exempt UVU employee.
  • Your employment at UVU should always be your priority and come first before any involvement with a club.
  • Your immediate supervisor must approve you being a club mentor.

Mentor Expectations:

  • You must be willing to comply with the UVU Clubs Handbook and Procedures.
  • You must be willing to allow the students to organize and run the club, and be willing to instead mentor, as explained above.
  • The club mentor is not responsible for managing the club account, purchase approvals, club funds, travel costs, or other financial forms. Nor is it your responsibility to plan events or meetings, to schedule facilities or to collect dues for the club.
  • If you become aware of violations by the club or its members of the UVU Clubs Handbook of Procedures, the UVU Student Code, UVU's Title IX/Sexual Misconduct Policy (UVU Policy 162), UVU's Discrimination Policy (UVU Policy 165), or any financial concerns, please notify the UVU Clubs Office of such concerns immediately.

Club Mentor Acknowledgment Form

Mid Annual Report

Completion of the Mid Annual Report is required to keep the club registration current for spring semester. Deadline for completion is February 12, 2023 at 11:45 PM to receive $100 in merit money.

The Mid Annual Report provides the necessary information the Clubs Office needs to continue and further support efforts for your club. The form must be filled out completely, with full answers, in order to qualify for the $100.

Form opens November 28, 2022

Update Club Contact Information/Dues Information

Current records and contact information are critical to the success of a club as it ensures the Clubs Office has the most up-to-date information for communication purposes. Please complete this form if the contact information for the club changes any time during the semester. Do not fill out this form when registering a club as the Annual Registration Form or Mid Annual Report will be referred to for the necessary contact information.

Contact Info Form

Plan Your Next Activity, Event or Meeting

Scheduling Request

As soon as you decide you are hosting an activity, meeting, practice, or event you will need to submit a scheduling request. It is best practice to complete this form at least three (3) weeks prior to the event. All club events, including co-sponsor, on or off campus, hybrid, and virtual events, need to have a Scheduling Request form submitted.

Following the submission of your request, the Clubs Office will process the form and submit it to the Event Services Office. Once finalized, your club will be notified of the event approval and final confirmation of scheduling will be given.

Scheduling Request Form

Purchase Approval Request

Clubs can use their funds to purchase food, club shirts, office supplies, printing, national dues, travel, and other things needed to run the club.

All purchases must be pre-approved through the Clubs Office and the club must receive an email confirming the approval before any purchase is made. Failure to do so will result in a violation and the club will lose all purchasing privileges.

Please allow a minimum of three (3) weeks for the Clubs Office to complete the approval process. The best practice is submitting your request four (4) weeks before you need to make your purchases.

The Clubs Office cannot reimburse purchases made with personal funds.

Purchase Approval Request Form

Service & Civic Engagement Approval Request

Clubs at UVU are required to complete a minimum of one (1) service project or civic engagement event per semester. This demonstrates civic engagement and fosters active citizenship, which aligns with the core values of the University and the Department of Student Leadership and Involvement.

Remember that service is unpaid and civic engagement cannot be part of a course or assignment. There should be no exchange of goods or grades received for your club's activity.

This form should be completed 2-3 weeks before your service or civic engagement project.

Please provide the following information in the form for approval.

  • Event information like date, location, start and end time
  • Scheduling information for on campus projections

The Clubs Service & Civic Engagement Approval Request form allows you to schedule both on and off campus events with the Clubs Office.

If a club does not complete a service or civic engagement activity during the last semester, they were active, they will receive half of the merit money awarded for annual Registration and/or Mid Annual Report.

Service & Civic Engagement Approval Form

Fundraising & Donation Approval

Clubs at UVU are encouraged to plan and implement fundraisers to meet the needs and functions of their club for the year. It is best practice to submit this form 3-4 weeks in advance to ensure enough time for processing or your event may be declined.

You can complete the following requests through the Club Fundraising & Donation Approval form without submitting any additional request forms.

  • Schedule space on campus.
  • Purchase items needed for your fundraiser.
  • Receive approval of on-campus sales.
  • Set up contactless payments.

Fundraising & Donation Approval Form

Club Publicity Request

Clubs have access to a variety of ways to promote their club or events.  This form includes requests for graphics, print and digital publicity, four publicity packages, and event check-outs.

This form should be complete six (6) - eight (8) weeks, in advance of when you need to advertise your event, for custom logos and graphic designs. Best practice for all other requests is four (4) weeks before you need to start promoting your event.

This form includes the following options:

  • Designed Publicity
  • Digital Publicity
  • Printed Publicity
  • Publicity packages 
  • A La Carte options
  • Clubs Office event check-outs

Club Publicity Request Form

Payment Request

Contactless payments are the easiest and safest way for your club to set up event tickets, collect dues from club members who are not UVU students, and sell club shirts or fundraising items. Payments are set up through Campus Connection and funds will be deposited into your club’s index.

Payment Request Form

Travel Authorization Request

All travel authorizations must be submitted to the Travel Office by the Clubs Office at least one month PRIOR to traveling, regardless of the destination. By submitting authorizations in advance, the university is able to recognize the travel as official campus business and more effectively protect students in the case of an emergency.

In addition to filling out this form, every club member who will be traveling will be required to complete the Risk Management Waiver (found here) OR by contacting the Clubs Office at clubs@uvu.edu or andrea.betts@uvu.edu

When traveling the club may use a departmental credit card designated specifically for travel to pay for conference registration fees, hotel costs, flights and rental cars. During the trip the club will have to pay for all other expenses such as gas, food, entertainment and other miscellaneous items. Once the club has returned from traveling all receipts must be submitted to the Club Office within 10 calendar days.

Authorization Request

Cotton Candy, Popcorn, & Snow Cone

Clubs can reserve cotton candy, popcorn, or snow cone machines for their on-campus events at no charge.

Fill out the form to reserve either the Cotton Candy, Popcorn, or Snow Cone machine at least two weeks before the event. Machines can be used in the SLWC and SC buildings only and cannot be used off campus. There will be a $50 cleaning fee if the machines are properly cleaned when returned.

Please check email regularly, reservations will be confirmed through email.

Machine Rental Request Form

Funding & Donations

Club Grant Request Form

Grant Application to receive additional funding from UVU Clubs.

Club Grant Program Requirements:

  • Active club registered with the Club Office.
  • Have a positive balance or zero-dollar amount in your club's UVU financial account.
  • Attend 75% of the monthly ICC Meeting based on Grant Program Presentation Schedule.
    • The club is allowed one make-up meeting, per semester, if they notify their ambassador prior to the ICC Meeting.
  • Completed a services a civic engagement project requirement for the semester you are applying OR have your service or civic engagement project planned and the form submitted.
    • Project must be completed before funds are transferred to the club's index.

Following the submission of the application, you will be contacted to schedule a time to give a 5-7 minute presentation to the ICC Administrative Board. Here is the list of questions to cover in your presentation.

  • What are you planning on using the money for? Give specifics.
  • How will using this money be in line with the purpose of your club?
  • How will these funds help you club?
  • If you have done a service or civic engagement, what did you do?

Grant Request Form

Clubs Office Sponsored Events & Applications

ICC Presidential Election Packet

As the Inter Club Council President, it is your job to chair the ICC Funding Board and ICC Executive Board. The ICC President also oversees the Club Ambassadors who play a vital role in helping clubs be successful on and off campus. As ICC President you are responsible to resolve club disputes, identify solutions for greater club success, and coordinate Clubs Office sponsored events. If you're interested in applying, you can submit an online application or download the application and return it to SL 122.

If you have any questions, please feel free to contact Andrea Betts (clubs@uvu.edu).

 

Club Ambassador Application - 2022-2023

As a Club Ambassador, it is your job to represent the interests and passions that clubs bring to UVU. Every Ambassador plays a vital role in helping clubs be successful on and off campus. If you're interested in applying, you can submit an online application or download the application and return it to SL 122. 

If you have any questions, please feel free to contact Andrea Betts (andrea.betts@uvu.edu).

 

Club Rush Fall Registration

CLUB RUSH is September 14-15, 2022 and will be in-person in the Courtyard with the fountain!

Club Rush is an opportunity for you to tell people about your club, recruit members, and support the cause of doing more of what you love.

All registered clubs participating in 8-hour event, that also enrolled by the September 7th deadline, will be eligible for $100 Merit Money for your club.

This form must be submitted by 11:45pm on September 7th.

If you have any questions, please feel free to contact Mery Deilaire (mdeilaire@uvu.edu).

Club Rush Registration Form