The Clubs Handbook provides clubs with knowledge to aid in their success. Get important dates and deadlines, learn the information to complete forms, and know policies and procedures for clubs at Utah Valley University.

Clubs Handbook

Every club is required to submit a constitution when registering. Your club constitution is the set of rules and guidelines that govern the club.

Constitution Requirements:

• Mission/Purpose of the club
• President and club officer requirements
• Leadership election/selection process
• Leadership removal/vacancy process
• By-laws describing how the club functions
• Club dues, if charged and amount
• UVU non-discrimination policy

Formal Constitution

Simple Constitution

Every club constitution must include the UVU Non-Discrimination Policy. You can copy and paste the policy text into your constitution as the last paragraph.

UVU Non-Discrimination Policy

The Gift Transmittal & Donation form must be completed and accompany cash, checks, or gifts giving to the club by a business when the club submits the gift/donation to the Clubs Office. 

This form is not needed when the donor is paying with a credit card, online through the donation portal.

Gift Transmittal/Donation Form

This form is used most often by clubs. You will need the business to complete this form when they are giving the club items or money for a service the club provided. An example of when you would use this form, a business gives the club items to auction off at an event in exchange for the club add the company’s logo to printed materials, like a program, at the event.

The total value of the gift cannot exceed $5,000.

Small Gift-In-Kind Form

This is for gifts valued over $5,000 and is rarely used by clubs. If a business wants to give the club a high valued gift, the club will need to contact the Clubs Office before accepting the gift. The downloadable Large Gift-In-Kind form lists the steps the UVU Foundation requires with large gifts.

Large Gift-In-Kind Form

Companies will ask for this form when you set up a fundraiser with them. The form helps businesses obtain important information about the University in order to make a payment.

Utah Valley University W-9 Form

The Clubs Office has expanded the publicity options available to clubs. Those low cost or no cost options can be selected as one of our publicity packages or as individual options on the a la carte menu.

• Designed Publicity
  • Club designs – Designs created by the club for their event.
  • Design Library – Thirty (30) designs made specifically for UVU clubs by the Student Leadership and Involvement department graphic designers. These requests take about 7-14 days to complete and do not include printing time.
  • Custom graphic designs – Unique designs made by the Student Leadership and Involvement graphic designers. Custom design requests are free and take up to 8 weeks to complete, which does not include printing time.
• Digital Publicity
  • Digital Signage – Digital displays throughout campus that run graphics for 14 calendar days.
  • Clubs social media – Clubs can have the Clubs Office post event graphics on our social media platforms, Instagram, Facebook, and Twitter, or we can repost your event by tagging us.
• Printed Publicity
  • Flyers – Quarter sheets, 4.25”x5.5”, with event details that are passed out in hallways.
  • Posters – Event posters, 11”x17”, can be hung in designated spaces throughout campus. One (1) to twenty-five (25) posters can hang for two (2) months, while twenty-six (26) to fifty (50) posters can hang for one (1) month.
  • A-Frames – Double-sided plastic boards that holds 24”x36” laminated signs. Up to two (2) A-Frames can be placed outside by Campus Connection.
  • Banners – Printed paper 42”x60” event banners that hang from the hallway ceiling in various locations throughout campus. There is no cost for banners, but these are only available for events open to all students.
  • Yard Signs – Double-sided corrugated plastic signs displaying horizontal 17”x11” event posters. They are placed outdoors by Campus Connection. Up to 19 yard-signs can be placed around campus and the cost to print the 38 posters is approximately $25.
• Publicity Check-Outs
  • Tablecloths – Clubs Office logo tablecloths for banquet length tables. These are for check-in tables at events or tabling in the hallway.
  • Backdrops – Double-sided 10’ backdrop with Clubs Office & Do More of What You Love logos.
  • Pop-up Banners – Do More of What You Love vertical pop-up banners.

The Student Leadership and Involvement department graphic designers created 30 design specifically for UVU clubs. Clubs can select a design from the library and the graphic designers will add the event information and send you the design in 7 to 14 days.

Clubs Design Library

The Clubs Office offers four (4) packages and an al a carte menu based on the size of your club's event. The chart below will show you the items available in each package, the size event each package is designed for, and the estimated cost of the package.

Downloadable Publicity Packages

The UVU Clubs Medallion needs to be on all print and digital publicity club’s create and use. The medallion also needs to be on your club shirts.

Download PNG - Mascot Black 

Download PNG - Mascot White 

Download PNG - Mascot Green 

Download PNG - Monogram Black

Download PNG - Monogram White

Download PNG - Monogram Green

When creating print or digital media to advertise your event or club, you need to submit the graphics in the correct size. Here is the chart of publicity templates or you can download the page.

Downloadable Publicity Templates

An independent contractor is an individual that provides a service to the club for an agreed upon price and is not an employee of the University.

Independent Contractor Form

Clubs are required to complete the Activity Participation Agreement for any of the following club activities.

• Activities where someone may be injured
• Physical activities
• Activities involving physical contact like material arts or sparring
• Travel, within or out-of-state

Adobe Sign - Activity Participation Agreement

Activity Participation Agreement

Activity Participation Agreement (Spanish)

Clubs with approved travel requests must have each member traveling complete the travel agreement. This form, along with the Activity Participation Agreement, are required for all students traveling. 

Adobe Sign - Clubs Travel Agreement