UVM Clubs is our official RSO management system. This software is a tool designed to help you manage your RSO's roster, create event submissions, request to spend your RSO funds, reserve an SGA vehicle, check out other RSOs, and so much more!

We recommend logging in to your UVM Clubs account and checking out all the features available to you as a ClubSigner. Don't worry, nothing that you change, whether on purpose or by accident, can't be undone!

UVM Clubs (UVM NetID required)

As a ClubSigner, you'll want to get to know the ins and outs of your RSO's Organization page. This is the page that current and prospective UVM students will view when searching for more information on your club or organization. 

You can see the organizations that you are a member of by taking these steps:

• Log in to UVM Clubs
• Select your account icon (a gray circle with your first-name initial at the top right-hand corner of the screen)
• Select "My Organizations"
• A list of the organizations where your account is on the roster will appear

Anthology, the parent company that developed the UVM Clubs software, has some excellent guides for using Engage (the product name of the UVM Clubs software). Their guides include basic info on how to manage your UVM Clubs Organization page, including: 

• Updating rosters
• Uploading documents
• Creating forms

You can find those guides on Anthology.

Again, we recommend that you take the time to review the many functions of your Organization Site/Action Center. In the future, we may choose to create UVM Clubs-specific guides if the need arises.

ALL off-campus Events and some on-campus Events require an Event Submission. 

The purpose of the Event Submission process is to:

• Verify (the SGA Office and related campus partners will review) that your organization is adhering to university policies and procedures when organizing and partaking in an Event
• Ensure that all RSO off-campus Events are safe for students to participate in.

To create an Event Submission:

1. Navigate to your RSO's "Manage Organization" page.
2. In the left hand column, select "Events" to get to the Manage Events page.
3. In the top, right-hand corner, there will be a link for you to Create Event.
4. Fill out the details and reach out to uvmsga@uvm.edu with any questions you may have.

Depending on the type of Event, your submission will be reviewed by folks in the SGA Office as well as by folks in other departments on campus. It's your job to check on your submission and respond to any comments sent to you. Help us help you!

Events must be approved before any activity can commence. This includes:

• Leaving campus to travel

Event submissions created within 14 days of the event will not be approved.

ClubSigner Support Hub

The ClubSigner Support Hub is a digital filing cabinet of all the documents, spreadsheets, and other files that will help you operate your RSO.

All previously recognized RSOs are required to annually re-register with SGA between May and August (deadline subject to change). The re-recognition process allows SGA to collect any updated information about your RSO and assess which RSOs are planning to operate in the following academic year.

Re-registration is a crucial step in making updates to your RSO's:

• Profile
• Roster
• Risk Management designation
• Contact information

Your RSO's re-registration link can be found at the blue button on your RSO's Manage Organization page (also known as the Action Center) during the re-registration period.

Best practice for creating event submissions is to plan early. 

If your event requires you to purchase goods and/or services (think decorating supplies or a tent rental), estimate those costs and submit spending requests for every purchase you intend to make. Purchase orders, for items over $4,999, can take at least 6 weeks to be created. If you have any questions about planning your event, do not hesitate to email uvmsga@uvm.edu with any concern.

We know you want to get the details of your event solidified as soon as possible! Here are some questions to consider when wondering, "Why hasn't my event submission been approved yet?"

• Did you create your event submission at least 14 days prior to the start date of the event?
• Have you responded to any comments in the event submission that may be asking for:
  • Participant rosters
  • Updated driver list
  • Personal vehicle agreement forms
  • Agreement to participate forms
  • Other relevant documents
• Did you need to make changes to your event submission details?

From the time you submit a spending request to the moment you make the purchase, here is the outline for how long that process can take.

• After using the UVM Clubs form to submit a credit card spending request, it will be reviewed.  This review takes place a few times per week, and most requests not connected to travel will be approved within 3 days.  
• When a request is connected to an event with travel, there are additional approvals that will need to take place, and the approval can take up to 4 weeks.  The event is reviewed, and the travel for the event is approved early on in the review process so that spending for the travel can be approved.  While this spending my be approved, clubs cannot leave for an event until the entire event is approved.  
• Any requests to pay for AirBnB or VRBO lodging, do require additional approvals and time.  
• TL;DR: get your spending requests connected with travel submitted as soon as you can, and keep on top of any comments that are made on your spending requests and/or event submission(s).

You'll get the best result when you submit your spending request for a Purchase Order 5 to 6 weeks before you want the purchase/payment to be made.

After your spending request for a Purchase Order has been reviewed, there are many additional documents our office may need from you before the purchase can be made. 

Review the Table of Purchase Descriptions for more information (.docx, downloads in browser)

Things to keep in mind:

When paying an individual (i.e. a referee or a presentation speaker) - Once the PO is created, it can take an additional 30 days for the individual to receive their payment.

For Hertz, Enterprise, Costco, & Market32 - After your first PO request, please submit your PO change request for any subsequent payments 2 to 3 weeks in advance.

Higher-risk clubs/events, purchases over $10,000, or any purchase requiring a contract - Since UVM's legal team needs to be involved in these situations, plan for the process to take longer than expected.

The reservation request window is open 2-5 weeks before your event. For example, if you're hoping to travel on the weekend of October 18, you'll need to submit your rental request form no later than October 4 and no sooner than September 13.

You should receive confirmation of approval or denial of your request within 1-2 weeks of your travel. The closer to 5 weeks from your event that you submit the form, the sooner you'll know if you can reserve an SGA vehicle.