Club Winter Ratification Workshop

Jan 8^th 2026 5:00PM – 6:00

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Purpose of this workshop

1. To ensure that applications are not being rejected based on NOT meeting the requirements (save us the time)

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• The purpose is to NOT guarantee ratification (Ratification Decisions are made collectively of the Club Advisory Committee)

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Please ensure this information is correct, only AMS/SGPS members are eligible to create clubs (Full Time students are typically this)

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When we mean Ratified its ratified with the AMS. If you are a club that was ratified with a faculty society (Engsoc, HSS, Comsoc), you are a New club in the eyes of the AMS

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How do I know if my club has operated for 2 semesters: we DO not count a semester as operational if there has not been an event within the mid-week of the semester.

• Fall (you needed to have your first event/initiative by Nov 15^th)
• Winter (you needed to have your first event by March 15^th)
• If you were established after these cut off dates, than you are automatically considered operational for the next semester

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Supplementary Activity- Club Initiation

• If you are a faculty ratified club, we need a letter from the Faculty society’s clubs commission or equivalent validating it has been a club and follows their policies.
• If you are a chapter of the organization/organization: I need a letter stating when the club was established and letter of confide
• If none of those apply and you are entirely student run, we just use SM posts to establish

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• If you’re initiatives are online you need to provide proof of people engaging it with, surveys, Reponses.
• Events need to have like attendance, sign ups. All events needed to be marketed on your social media to count, unless they were through emails or publicly available posters.

So, what do we check

1. SM, or letters that the club is from their parent organization/society
2. AT LEAST two events one in each semester that has marketing, attendance and or other engagement. This is up to the discretion of the club advisory committee

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Budgets – By Event

Budgets – By category

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This is constitution, think of it, If you only had one club document, this is . Anyone who reads this should know what the purpose of this club is, how its structured and general rules

• notes, constitutions need to be complete, NOT perfect. We’re looking at effort and to ensure that it makes sense.

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• We grade based on completeness, personalization and feasibility

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• We would only deny a club based on the constitution if are major issues.

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• We will be releasing a walk through on how to complete a constitution on the 12^th which will be posted on our website and link tree, so watch out!

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Everything is tied to your mandate

• We don’t need picture perfect, but authentic answers
• Sample

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Everything is tied to your mandate

• We don’t need picture perfect, but authentic answers
• There should be explicit reasons on why it’s different.
• Sample

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Next Process

• After you submit your application, you will receive an email on whether you passed the initial stage. It’s a yes/N so if you were not successful you can’t appeal it.
• If you do you will receive an email booking link to book a time
• After the interview stage it will take 3 weeks to render a decision
• If you were not successful you can appeal within 30 after, 30-day period you will hear back within 3 weeks. You can’t appeal that decision

Feedback

Any questions ..?

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