Club Forms

How to Be An Approved Club

2019-2020 Annual Registration Form 

As of July 1, 2017, Sports Clubs will no longer be housed within the Clubs Office, but instead the Campus Recreation Department. If you are a Sports Club and are interested in registering for the 2019-2020 academic year as a Club Sport, please contact Alex Gebers at agebers@uvu.edu or 801-863-5804.

By submitting this form you are acknowledging that you have read the policies concerning campus clubs and agree to conduct all organizational affairs with the regulations set forth.

Even if no changes have been made and the Clubs Office has it on file already, the constitution must be submitted with this form.

General Guidelines & Information

  • Membership must be open to all UVU students.
  • Each club must have a minimum of 6 members.
  • Provide a club constitution with the Annual Registration Form.
  • At least 75% of the membership in each officially registered and recognized club shall consist of regularly enrolled students at Utah Valley University.
  • The student serving as president of the club must be a FULL-TIME student enrolled and successfully complete at least 12 credit hours and maintain a 2.5 cumulative GPA.
  • A club must establish and assess dues. Dues must be a minimum of $5 per year. Members are only considered active and official when dues are paid in full.
  • There are no private clubs. All officers must be willing to have their names published per UVU Policy 511: Freedom of Speech - "The names and address of officers are required by the University as a condition for registration or access to university funds or enjoyment of university privileges."
  • NO off-campus banking or financial accounts are permitted.
  • A Mid Annual Report will be required to be filled out by each club in order to keep registration status for spring semester.
  • Participants in clubs will be responsible for their own medical insurance and must sign waivers and statements of acknowledgment before participating in club activities. UVU does not provide any medical coverage for club participants.
  • A club presidency has the option to select a Club Mentor, however it is no longer a requirement to have a club advisor. A Club Mentor is someone who will support, offer advice and give help when asked or needed. A Club Mentor DOES NOT run or oversee the club. Club Mentors are to be selected by the student officers of the club. Mentors should be competent and capable in offering support and feedback to the club as the students make plans, set goals, host events and meetings, etc. related to the purpose and mission of the club. The number one priority of the Club Mentor will be their employment at UVU. Any responsibilities connected to their role as a Club Mentor will be considered a volunteer/service hours and should not conflict with the employees work schedule and responsibilities. All Club Mentors must fill out and complete the Club Mentor Acknowledgment Form. 

Inter-Club Council Information

Have a representative attend monthly UVU Inter-Club Council (ICC) Meetings. Schedule found below. All ICC meetings will be held in SL 114 (Council Chambers).

Fall 2019 ICC Schedule:

  • Tuesday, September 3rd at 2pm OR Wednesday, September 4th at 12pm
  • Tuesday, October 1st at 2pm OR Wednesday, October 2nd at 12pm
  • Tuesday, November 5th at 2pm OR Wednesday, November 6th at 12pm
  • Tuesday, December 3rd at 2pm OR Wednesday, December 4th at 12pm

Spring 2020 ICC Schedule:

  • Tuesday January 21st at 2pm OR Wednesday January 22nd at 12pm
  • Tuesday February 4th at 2pm OR Wednesday February 5th at 12pm | Meet the Candidates: ICC President Elections
  • Tuesday March 3rd at 2pm OR Wednesday March 4th at 12pm 
  • Tuesday April 7th at 2pm OR Wednesday April 8th at 12pm

Additional Club Funding Information

Every registered club is eligible to receive additional funding through the Clubs Office if the requirements listed below are fulfilled. In addition to fulfilling these requirements the club must fill out the Additional Club Funding Application and attend a Club Funding Hearing. Hearings are held once a month and scheduled following the completion of the application. 

  • Attend at least 75% of all UVU Inter-Club Council Meetings
  • Be a fully chartered club
  • Be in good standing with the university
  • Must not be 30 days past due on a financial obligation to any college department, vendor, business, etc.
  • Collect Dues
  • Complete one service project per semester
  • Conduct other fundraising efforts (minimum of one fundraiser) held in the semester applying for funding
  • Each club must submit a constitution outlining the governing laws for the student group
  • All clubs need to be familiar with University Policies pertaining to clubs (A copy of the Clubs Handbook may be found at www.uvu.edu/clubs)

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 facilitate the student club you are assigned to, 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.

Your supervisor will receive an email notifying them of your participation as a club mentor. PLEASE READ THE ENTIRE DOCUMENT.

Requirements and Expectations

  • 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. 
  • 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 and advise, 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. 
  • You must complete and sign this acknowledgment form. 
  • 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. 
Acknowledgment Form

Mid Annual Report

Completion of the Mid Annual Report is required to keep the club charter current for spring semester. Deadline for completion is January 18th, 2019 at 11:45 PM to receive $100 in merit money. 

Each club will be notified acknowledging the completion of the form, the charter status of the club, and if the club is eligible for $100 in merit money. Funds will be deposited into the club account a few weeks after the deadline if all requirements were met. 

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. 

Mid Annual Report Form

 

Update Club Contact Information

Current records and contact information are critical to the success of a club as it ensures the Clubs Office has the most to 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 chartering a club as the Annual Charter Form will be referred to for the necessary contact information.

Contact Info Form
Female club member sitting at a table outside, wearing sunglasses

How to Plan Your Next Activity, Event or Meeting

Scheduling Request

This must be completed at least 14 days prior to the event or the event may not be scheduled. 

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.

**This form will not be processed if your club has not submitted an Annual Charter Form for the year. Every club (even if you existed last year) must re-charter with our office every year. No exceptions. You can find the Annual Charter Form on the clubs website. Please contact the Clubs Office at 801-863-8618 with any questions.

Scheduling Request Form

 

Purchase Approval Request

Do you want to use your club funds? Fill out this form and you will receive an email with the approval stating you can use your funds. Please remember to keep all receipts and DO NOT pay sales tax when you purchase your items.

This has to be done 2 weeks in advance because it goes through a chain of approvals. Last minute requests will not be processed.

Club Approval Request

 

Digital Signage Request

Any signage must be approved through the clubs office before it can be posted around campus.

Please follow the guidelines for digital signage:

  • Each club is only permitted to display four (4) advertisements through Digital Signage each semester.
  • Only club sponsored events and/or activities are permitted to be advertised using Digital Signage. An event and/or activity is classified as a club meeting, service project, fundraiser, social event, etc. that is open to the entire student body to participate.
  • All content (language and graphics) must be appropriate for public usage and tasteful in imagery. In addition, any content that is visibly demeaning of the university or the university’s name will not be permitted.
  • Digital Signage will be denied if the content, advertisement and/or images are the same as a previous submission. 
  • The event and/or activity TITLE must be clearly visible and stated.
  • The DATE, TIME, and LOCATION of the event and/or activity must be clearly visible
  • The NAME (or logo) of the club or organization sponsoring the event/activity must be clearly visible and stated.
  • The file must be submitted as a JPEG or PNG, no other formats will be accepted.

By adhering to these guidelines clubs and organizations will be able to better utilize the resource of Digital Signage. By following these guidelines each club and organization will continue to have an opportunity to be represented and publicize their events and/or activities on campus. Events and/or activities include club meetings, service projects, fundraisers, etc. that are open to the entire student body to participate. If the event is only open to club members it is not necessary for the club to utilize Digital Signage.

Digital Signage Request Form

 

Cotton Candy, Popcorn & Snow Cone

***All machines cost $10 per hour. Please note that you may be charged $50 if you take the machines out of the SLWC and SC if there is any additional clean up needed.

If you rent more than one machine it will be $10 per hour per machine.****

Fill out the form to reserve either the Cotton Candy, Popcorn, or Snow Cone Machine at least one week before the event. Please check email regularly, reservations will be confirmed through email.

Reservation Form

 

Fundraising Approval

Must be completed 14 days before event!

Following form completion, you will be notified of fundraising approval or denial and any contact information necessary for further approval from other campus departments.

Fundraising Approval Form

 

Square Reader/Cash Box Request

Do you have an event coming up where you will be receiving money for your club? Please fill out this form to check out a cash box and/or square reader.

When checking out the cash box and/or square reader, each club must be trained on proper cash handling techniques and agree to abide by all rules and regulations. In addition, all clubs must understand that their club will be placed on probation for any violation of the guidelines to which they have agreed.

After your event is over, the cash box and/or square reader, must be returned the following day. Furthermore, all cash earned at your club event, MUST be turned into the Clubs Office. NO EXCEPTIONS. The money will then be deposited into your club account for your club to have access to.

Square Reader/Cash Box Form

Service Project Information

UVU Clubs are required to complete a minimum of one service project per semester to demonstrate civic engagement and foster active citizenship.

Please fill this form out when planning your service project to keep the Clubs office informed.

E-mail your club ambassador with any questions you may have!

Service Project Form

 

Bookstore Approval

When selling items on campus, Louise Bridge, Director of the UVU Bookstore, must approve the items being sold on campus. If the items being sold conflict with items in the bookstore, most likely the fundraiser will not be approved.

Bookstore Form

 

Social Media Request

The PR Request Form is for the Clubs Office to help you publicize your event and/or club on all the department ran social media outlets. 

Please complete this form at least TWO (2) WEEKS in advance. The Clubs Office will reach out to follow-up with PR efforts. 

Contact the VP of Clubs, Hannah Cosper (hannah.cosper@uvu.edu) for any questions. 

PR Request Form

 

Creative Design & Print Request

Fill the form out to request event or logo design assistance. All forms will be reviewed by the Coordinator of Clubs and the department Graphic Designer. 

NOTE: IF YOU ARE REQUESTING ANY DESIGN JOBS LESS THAN THREE WEEKS BEFORE YOU NEED YOUR DESIGN FINALIZED AND IN HAND, YOUR REQUEST MAY BE DENIED.  A minimum of FOUR WEEKS is standard practice and suggested to ensure quality work and to provide a reasonable time frame for the designer to complete the project given the consistant workload coming in and out of the designer's que.  

Request Form

 

Travel Authorization Request

Please complete this form if members of your club will be traveling in or out of state. To ensure the club members safety, the club MUST follow the campus travel policy. 

All travel authorizations must be submited 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 recoginize 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, rhill@uvu.edu or cassidy.tippets@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 Clubs Office within 10 calendar days. 

Authorization Request

How to Earn Additional Funding

Additional Funding Application

Funding Application to receive additional funding from UVU Clubs.

Club must complete the following before submitting for Additional Funding

  • Attend 75% of ICC Meetings (3 out of the 4 held each semester. Please note that funds can be awarded prior to the completion of the 4th ICC Meeting, however if 75% of the meetings are not attended during the course of the entire semester, the funds awarded will be retracted.)
  • Complete a Fundraiser before applying.
  • Complete a Service Project before applying.

Please remember that you MUST complete a club fundraiser and service project before applying for additional club funding. The total funds raised from the fundraiser may be matched but it does not guarantee that the full amount requested will be awarded. Funds will only be matched once per semester per fundraiser, in the semester they are raised.

CLUB CHARTER FUNDS, MERIT MONEY, CLUB DUES, COMPETITIONS, DONATIONS, UVU SPONSORSHIPS, & FUNDS FROM CAMPUS DEPARTMENTS DO NOT COUNT TOWARDS FUNDRAISING.

Following the submission of the application, you will be contacted to schedule a club funding interview. In this interview, the contents of the application will be addressed. You can bring as many or as few members as you want. You are also welcome to use any presentation media or tools as well.

Funding Application

 

Merit Money Request

This form is for clubs to request merit money from the Clubs office. This includes; Information/recruitment tables & other activities set by the Clubs Office. This will help us keep track and have record of which clubs participated in which events. We will also use this to provide further data to the administration on what clubs are really doing and participating in.

A club may spotlight their club by scheduling a table in a hallway to inform students about their club and recruit them to join. Each club participating may receive $25 for an hour of tabling, up to 4 times each semester.

Merit Money Form

A groups of club members possing for the camera in front of a UVU backdrop

Clubs Office Sponsored Events & Positions

Club Rush Fall 2019 Registration 

Club Rush is September 10th and 11th, 2019 from 10AM-2PM in the SL Plaza. 

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

This form will close FRIDAY, SEPTEMBER 6th @ 11:45PM. Club Rush spots are first come first serve -- register ASAP to ensure your club gets a table!

All pre-packaged, single served, non-perishable food items are approved.  All platter or buffet style food, must be ordered through Catering Services (catering@uvu.edu).

If you're with an on-campus department and/or organization and interested in being apart of Club Rush, please complete this form and contact Rudy Alba (ramiro.alba@uvu.edu). 

CLUB RUSH FALL 2019 REGISTRATION

 

Clubs Welcome Back BBQ 2019 

Welcomb back clubs! We're excited to kick start this year with a back to school BBQ on September 4th from 6pm to 8pm in Centre Stage. 

Club Presidenices are invited to come and meet with your Club Ambassadors to get to know them better. Training will be provided to help kick start your year right. There will be whole group trainings and breakout question/answer type trainings. This will be a great opportunity to network with other clubs and to learn how to get the most out of your year!

If you have any questions, please feel free to contact Rudy Alba at ramiro.alba@uvu.edu

CLUBS WELCOME BACK BBQ

A group of students attending club rush