Club Resources

Your one-stop-shop for all the forms and formalities of being a UVM club.

Clubsigner Resources| Business & Policies | Planning & Marketing |

Clubsigner Resources

Advising Agreement 2017-2018

Click HERE for the advising agreement for the 2017-2018 year form.

Code of Conduct

The Code of Conduct provides guidlines for clubs to stay in good standing with the SGA.

Clubsigner Manual

The Clubsigner Manual further outlines financial policies and procedures for clubs.  Club signers must read the Treasurer's Manual before they can access their club's funds.

Clubsigner Workshop Presentation

Every fall, the SGA Treasurer and Business Accounting Specialist present a workshop for all clubsigners.  In this workshop, the financial policies and procedures and forms are explained.  You can download the presentation from the most recent workshop here.

Clubsigner Quick Reference Guide

Check out this quick reference guide for all your Clubsigner needs.

Hazing Presentation Workshop

View this Hazing Prevention Workshop which gives an overview of the University hazing policy for all clubs and organizations.

Social Justice Workshop

View this Clubsigner Social Justice Presentation to learn how you can create an inclusive club environment.

Source Numbers

Can't remember your club's source number? Search no further.


Budget

FY 19 Budget Materials (Not available at this time)

Budget Request           
DUE: , Emailed to: uvmsga@uvm.edu NO LATER THAN 3:00PM
Inventory Form            
DUE: , Emailed to: uvmsga@uvm.edu NO LATER THAN 3:00PM
Food Budget Request   
DUE: , Emailed to: uvmsga@uvm.edu NO LATER THAN 3:00PM, This form is for clubs which qualified as having a need for food in their organization based on the guidelines set out in the SGA Financial Policies.
Contractual Agreement
DUE: , Hard copy turned in to the SGA Front Desk, NO LATER THAN 3:00PM.  All Signatures Required.

To determine which tier your club is considered please use this chart.


FY18 Budget Workshop Presentation

Budget Workshop Quiz
If you missed the Budget Workshop on 1/26 and 1/27, you must take the Budget Workshop Quiz. The quiz should be emailed to Jake Guarino, Jake.Guarino@uvm.edu. You will also need to email him a working draft of your budget request.  

FY 18 Financial Calendar

The Financial Calendar is important dates for budgeting, workshops, and deadlines.
FY18 Financial Calendar

Budgeting Workshop Presentation

This presentation will help you navigate creating your FY17 budget.
FY17 Budget Presentation

Treasurer's Account Ledgers

The Treasurer's Account Ledgers are for recording club expenses.  They should be updated regularly and will be collected and reviewed by the Finance Office during budget season.

Chartstring

The chartstring number is used for internal charges to your club's account.  The source number identifies your club, and the fund number indicates which account the funds should come from.

Supplemental Funding Request Forms

All supplemental funding requests must be submitted online. Read the instructions for each form carefully. You must be logged into The Lynx to view and submit these forms.

Transaction Reports

Transaction reports are sent out to clubsigners about once a month.  It is the clubs duty to check these reports to make sure there are no errors in the clubs budget.  
This How To Guide will help you be able to read the transaction reports that are sent out.  For further explanation, please stop in to the SGA to speak with Blanka, Sara, or the SGA Treasurer.


Business & Policies

SGA Constitution & Operational Documents

The SGA Consititution and SGA Operational Documents provide guidelines by which the Senate and Clubs must operate.

SGA Financial Policies 

The SGA Financial Policies document outlines all SGA financial policies and procedures.

SGA Transportation Policy

Risk Management guidelines for travel and transportation.

SGA Leadership Development Fund 

The SGA Leadership Development Fund form should be filled out and turned in to the SGA Office Coordinator, Sara Gabaree, she will set up a meeting for you to meet with the SGA Treasurer when you turn it in.
Leadership Development Fund

SGA Loan Request Form

Loan Request Form

User's Guide for The Lynx

What is The Lynx and how can you use it to your club's advantage? Check out this step-by-step guide for all Lynx users.

Event Planning & Marketing

Davis Center Event Planning Checklist

Check out these guidelines and helpful hints for planning events and meetings in the DC. Be sure to start planning early!

Licensing  Requests

Products such as clothing, uniforms, furniture, or other items (excluding letter-head, envelopes, recruitment and/or departmental materials subject to publications) using the University's names, marks, logos, seals and/or symbols made for the sole use of a department or student froup for fund raising purpuses consistent with the department's or student group's mission are sunject to a 4% royalty to be paid by the licensee and can only be produced by a UVM approved vendor.  The approval form must be completed and approved by the Licensing Coordinator.  Once the design and vendor are approved, the form must be submitted with the credit card order form or Purchase Order form to the SGA Office. You MUST have your waiver approved before you allow a vendor to make your product. 

The waiver can be filled out online.  You should receive and email back when it is approved and this is the form you will have to provide to the SGA when you make your purchase. Click here to access the waiver: Waiver

Catering Requests

Catering requests are filled out when you request space through Virtual EMS.  If you have questions or concerns, please contact Conferences and Events, conferences@uvm.edu.

Catering Waivers

A catering waiver is required to serve food from off-campus at UVM sponsored events. The waiver must be filled out and submitted online a minimum of 14 days prior to the event.

You can go directly to the Conference and Event Services website and fill out a catering waiver.

Reserving Space on Campus (Virtual EMS)

SGA Organizations may reserve space on campus for meetings and events by filling out an online form. This form can be used to reserve rooms as well as tables in the Davis Center and in front of the Library.  All space requests must be made at least ten business days prior to the event. 

Clubsigners are the only club members that are allowed access to this site.  For first time clubsigner use, you will have to take a short quiz and you will receive an email when you are granted access.  First time users should go HERE, watch the Prezi, and take the quiz at the end.  Once you have done this you should receive and email within a day or two granting you access to use EMS.  

Please Note: All space reservations may be subject to charges for set-up and clean-up time.

***If you are having trouble still accesing EMS and you know that you are a clubsigner and have taken the quiz, please email caes@uvm.edu