Forms

How to Be An Approved Club:

2017-2018 Annual Charter 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 2017-2018 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 organizations and agree to conduct all organizational affairs with the regulations set forth.

Unless 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 Charter Form.
  • At least 75% of the membership in each officially charted and recognized club/organization shall consist of regularly enrolled students at Utah Valley University.
  • Every officer in each officially chartered and recognized club/organization shall be a regularly enrolled student at Utah Valley University. The student serving as president of the club/organization 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/organizations. 
  • 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 chartered 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 2017 ICC Schedule:

  • Tuesday, September 5th at 2pm OR Wednesday, September 6th at 12pm
  • Tuesday, October 3rd at 2pm OR Wednesday, October 4th at 12pm
  • Tuesday, November 7th at 2pm OR Wednesday, November 8th at 12pm
  • Tuesday, December 5th at 2pm OR Wednesday, December 6th at 12pm

Spring 2018 ICC Schedule:

  • Tuesday January 9th at 2pm OR Wednesday January 10th at 12pm
  • Tuesday February 27th at 2pm OR Wednesday February 28th at 12pm | Meet the Candidates: ICC President Elections
  • ICC Meeting will not be held in March 2018. Please plan on attending the Club Ambassador Open House on March 27th at 12pm in SL 122E
  • Tuesday April 3rd at 2pm OR Wednesday April 4th at 12pm

Additional Club Funding Information: 

Every chartered 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 fund-raising 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 and Advisors need to be familiar with University Policies pertaining to clubs. (A copy of the Clubs & Organizations Handbook may be found at www.uvu.edu/clubs)

By submitting this form you are acknowledging that you have read the policies, procedures, and guidelines concerning campus clubs and agree to conduct all club affairs within the regulations set forth.

Utah Valley University does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law, in employment, treatment, admission, access to educational programs and activities, or other University benefits or services.

Fill out the 2017-2018 Annual Charter Form

Club Mentor Acknowledgment Form

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. 

To be a club mentor, you must meet the following 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. 

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

Utah Valley University does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law, in employment, treatment, admission, access to educational programs and activities, or other University benefits or services.

Fill out the Club Mentor Acknowledgment Form

Mid Annual Report

Completion of the Mid Annual Report is required to keep the club charter current into the Spring semester. Deadline for completion is February 1. If completed by January 12, 2018 at 11:45pm the club will 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. 

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. 

Fill out the Mid Annual Report

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. 

Fill out the Update Club Contact Information Form

How to Plan Your Next Activity, Event or Meeting:

Scheduling Request Form

To Scheduling Request Form

Must be completed 14 days prior to the event!

Following your request, Tracy Aubrey or Connie Bond 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 801-863-8820 with any questions.

Purchase Approval Request

To Purchase Approval Request Form

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.

Digital Signage Request

To Digital Signage Request Form

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.
  • 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.

Cotton Candy, Popcorn & Snow Cone Reservations

To Cotton Candy, Popcorn & Snow Cone Reservations Form

***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.

Fundraising Approval

To Fundraising Approval Form

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.

Service Project Information Form

To Service Project Information Form

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!

Bookstore Approval

PR Request Form (Social Media)

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 Kim Feldman at kfeldman@uvu.edu for any questions. 

Fill out the PR Request Form

How to Earn Additional Funding:

Additional Funding Application

To 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.

Merit Money Request Form

To Merit Money Request Form

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.

Clubs Office Sponsored Events:

Club Rush-Spring 2018 Registration

Club Rush will held on January 17th & 18th, 2018 from 10am-2pm in the SC Grande Ballroom.

To participate in Club Rush, the Mid-Annual Report form must be filled out and submitted PRIOR to registering for Club Rush. If the Mid-Annual Report form is not completed your Club Rush registration will not be processed.

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

This form will close FRIDAY, JANUARY 12, 2018 at 11:45PM. Club Rush spots are limited and assigned on a first come first serve basis -- 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 Brett Gonzalez (bgonzalez@uvu.edu) for additional information. 

Fill out the Club Rush Registration Form