Current Clubsigners

This page is a resource to help current Clubsigners navigate leading your RSO. Here, you can find important dates for the current fiscal year, training videos and tutorials, and helpful forms and links (including contact information).

Hello 2025-2026 Clubsigners, welcome to the "Current Clubsigners" page! Here you will find helpful tools and resources as you move along your Clubsigner journey. 

Feel free to dig into resources, but know that they are subject to change as we update for this upcoming academic year. This message will go away once things are finalized. 

If you have any questions, please reach out to uvmsga@uvm.edu.

People to Know

SGA Office Staff

Body
NamePositionWhat do they do?
Ana Sola (she/her)Associate Director for SGA OperationsAdvises SGA Club Affairs Committee
Bethany Wolfe (she/her)SGA Business ManagerAdvises SGA Finance Committee
Doug Stewart (he/him)SGA Business AssociateManages credit card purchases, club dues, Fleet cards (gas cards) 
Grace Peterson (she/her)Assistant Director for Club Sports and Student OrganizationsSupports ClubSigners and RSO members, manages coach hiring
Jshauna Tilton (she/her)SGA Business AssociateManages purchase orders (POs)
Meg McCormack (she/her)SGA Office CoordinatorSupports SGA community, manages the Galaxy Space, manages the SGA vehicle fleet

SGA Committee Chairs

Body
Chair NameCommitteeWhat does their Committee do?
Eloise MurphyFinance CommitteeResponsible for managing the SGA RSO budgets.
Emily GarciaCommittee on Legislative and Community Affairs (COLCA)Acts as the student link between UVM and the local, state, and federal communities.
James SurakCommittee on the Environment (COE)Promotes awareness of environmental sustainability through communication with UVM administration and by holding informative events.
Lauren KnoppAcademic Affairs CommitteeAddresses matters of student interest related to academic policy, curriculum, and faculty-student relations.
McKenna HalvorsonClub Affairs CommitteeManages communication to all RSOs and supports new groups through the recognition process.
Merrick ModunPublic Relations CommitteeResponsible for SGA's branding, marketing, and outreach to the UVM student body.
Rubi EspejoCommittee on Diversity, Inclusion, and Equity (CODIE)Committed to ensuring that all UVM students are heard, supported, and included.
Cat JonesCommittee on Student Action and Wellbeing (CSAW)Dedicated to helping propel student initiatives and spreading awareness of resources available.

Other Campus Partners

Body
Department of Student Life - Student Life and Davis Center Operations and Events
NamePosition
Lina BalcomDirector of Student Life
Jerome BudomoAssociate Director of Student Life
Heather PenaAssociate Director for Davis Center Operations and Events
Maddie WhiteAssistant Director for Marketing
Devin FarkasAssistant Director for Outdoor Programs
Izzy LazarusCoordinator for Outdoor Programs
Aimee AlexanderAssistant Director for Civic Engagement
Rinzin SonamCoordinator for Civic Engagement
Madeleine AbornAssistant Director for Campus Programs
Nina SklarCoordinator for Campus Programs
Patricia PfendeGraduate Assistant for Campus Programs
Mister ClemmonesAssistant Director for Fraternity and Sorority Life
Jasmine SamanoCoordinator for Fraternity and Sorority Life

 

Department of Risk Management
NamePosition
Doug ConnellyOutdoor and Student Programs Analyst

Events

What is an Event, according to SGA?

Body

An Event in SGA is any formal RSO activity, on- or off-campus, that will require use of SGA and/or university resources, namely space and/or funding.

Examples of events include:

  • RSO Travel (local/in-state, domestic, and international)
  • Club Sport practices, games, tournaments
  • On- or off-campus fundraisers
  • Bringing speakers to campus
  • Large-scale, university-wide or ticketed events

Off-Campus Events

Body

Every time your RSO does some kind of organized activity off-campus, you'll need to put in some time to plan out the details: 

  • What are you doing?
  • Where are you going?
  • Who's participating?
  • Are you spending RSO money to get there or to partake? 

These details also need to be submitted to the SGA Office via UVM Clubs for review. It's our job to help you make sure your proposed Event is adhering to UVM policies as you represent the university away from campus.

You'll submit those details to SGA by creating an Event Submission (which you can learn more about in the UVM Clubs section of this page). 

From there, we'll work with you to make sure you've addressed all the details needed to get your Event off the ground.

Planning, submission, and review all take time. It's crucial that you allow yourself enough time to plan for any Event, but especially an off-campus Event. We recommend planning at least 6 weeks in advance for smaller-scale, off-campus Events, and at least 10 weeks in advance for Events requiring contracts or traveling.

Off-Campus Event Resources

UVM Clubs Event Submission Checklist and Timeline (PDF)

On-Campus Events

Body

On-campus events come in all shapes and sizes. Events as small as tabling outside of the Davis Center and as large as SpringFest are all scheduled and managed by one of two offices at UVM, depending on the exact location:

All on-campus events are collected and organized on UVM's Event Management Software (EMS) Portal (links to EMS website). Each RSO has exactly two members (both must be ClubSigners) who need to go through an online training on how to use the EMS Portal before their EMS account can be activated. Once an EMS account is activated, ClubSigners can request to reserve spaces* on campus for their RSO's events.

*Athletic spaces are the only locations that cannot be reserved through EMS. Instead, you can contact Grace Peterson, Assistant Director for Club Sports and Student Organizations, by emailing her at Grace.Peterson@uvm.edu and scheduling a meeting to discuss making an athletic space reservation.

On-Campus Event Resources

 

UVM Clubs

What is UVM Clubs?

Body

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)

Manage Organization

Body

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.

Event Submissions

Body

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

Body

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.

Re-Registration

Body

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.

Travel

Travel Planning

Body

Is your RSO going on a trip? We've compiled some resources for travel planning to help get your trip off the ground.

There are so many things to consider when planning your RSO's travel, including: 

  • How are you getting there?
  • How long will you be there?
  • Where are you staying? 

We highly recommend starting the planning process as soon as possible, as it can often take 6 weeks or more for payments (for example, to Hertz so you can rent a car) to be made.

The guide linked below is specifically tailored to planning travel with your RSO - please review it.

How To Travel With Your RSO (.pdf)

Travel Mode - Driving

Body

Driver Certification

UVM Driver Certification (Risk Management)

Many clubs choose to drive to their destination. Any individual transporting UVM students for UVM-sponsored activities must be authorized to do so by completing the Department of Risk Management's Driver Authorization training (we refer to this as "driver certification").

In addition to making sure your club has at least two (ideally more than two!) certified drivers traveling on your trip, you'll want to consider which type of vehicle they'll be driving:

Personal Vehicles

Students driving their personal vehicles to transport other UVM students must submit a Personal Vehicle Driver Agreement form on UVM Clubs.

Hertz/Enterprise (also known as 3rd party or external vendors)

RSOs choosing to rent from an external vendor, such as Hertz or Enterprise, must submit a purchase order spending request at least six weeks in advance of travel.

SGA Vehicles

RSOs choosing to request to rent an SGA vehicle must submit a Request - SGA Vehicle Rental form within a 2-5 week window from the date of travel (no sooner than 5 weeks from the event, no later than 2 weeks from the event).

Buses

All chartered buses come with a bus driver (students are not permitted to drive these buses). RSOs choosing to rent a chartered bus must submit a purchase order spending request at least six weeks in advance of travel.

More detailed information about driving with your RSO can be found on the SGA Vehicle Rental webpage, linked here.

Travel Mode - Flying

Body

For distances over 1000 miles from campus, RSOs may choose to fly to their destination. To successfully plan flights for your group members, you'll need to collect the following information:

  • Participants' legal first, middle, and last names
  • Participants' sex as listed on legal identification
  • Participants' date of birth
  • Airport of departure
  • Airport(s) near your destination

All RSO flights are paid for with SGA credit cards (also known as PurCards), so you'll need to submit a credit card spending request prior to purchasing flight tickets.

Information about flying with your RSO can be found at SGA vehicle rentals.

Lodging

Body

Any domestic travel where your RSO will be staying off-campus overnight requires travel authorization, which is generated from your event submission.

RSOs may choose to stay in any of the following types of lodging:

  • Hotels
  • Short-term rentals*, such as AirBnB or VRBO
  • Personal lodgings, such as staying in a group member's family home

*Any short-term rentals must adhere to specific safety guidelines.

Approval Timelines

Event Submission Timeline

Body

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?

Spending Request - Credit Card

Body

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).

Spending Request - Purchase Order

Body

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.

 

SGA Vehicle Rental Timeline

Body

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.

Definitions of Terms

RSO

Body

Recognized Student Organization: a group that has met all the requirements of the SGA recognition process and is responsible for operating their group within the articles set in their constitution.

Active RSO

Body

An active RSO is an organization that has successfully re-registered for that academic year. They have 2 ClubSigners, an updated constitution, and an advisor.

Inactive RSO

Body

An inactive RSO is an organization that has not successfully re-registered for that academic year or informed SGA that they do not want to be an active RSO anymore.

ClubSigner

Body

RSO Officer with financial and/or operational responsibilities (may differ from President, Vice President, etc.). 

Every RSO is required to have 2 ClubSigners. ClubSigners are required to attend all trainings hosted by SGA and are the only ones authorized to fill out forms or spend money on behalf of their organization. RSO’s are allowed to have an optional third ClubSigner.

Advisor

Body

Every RSO is required to have an advisor; an advisor can be a professor, staff member, or graduate student that will serve as support for the RSO.

Club Officer

Body

Club Officers are any other student led position for RSOs that are not considered ClubSigners. RSOs have full autonomy over their club officers and positions as they are not regulated by SGA.

Re-Registration

Body

Re-Registration is a process each RSO goes through every academic year. It consists of filling out a form on UVM Clubs indicating their ClubSigners, Advisor, and other organizational information for the next year.

De-Recognition

Body

De-Recognition is a process where the SGA Club Affairs Committee decides that the RSO is not contributing positively to the UVM campus. To de-recognize an RSO, a member of the SGA Club Affairs Committee must sponsor a bill for the Senate Body to vote on.

Club

Body

A club is any student run organization on campus that operates independently of a governing organization. There are clubs on campus that are not RSOs.

Spending Request

Body

Online form found in UVM Clubs used to request use of RSO funds.

Chartstring

Body

A set of numbers that serve as an account number that is unique to your RSO.

Source Number

Body

The six-digit number that is specific to your RSO. It usually looks like this: 800XXX

Spending Appointment

Body

Appointment with the Business Office after a spending request has been approved to use RSO funds (mainly credit card purchases).

Purchase Order

Body

The method of payment for goods & services over $2,500, or to an individual for any dollar amount.

Frequently Asked Questions and Other Resources

Question: Why don't I have EMS access?

Body

Has your RSO recently been recognized by SGA?

  • If you answered "yes," please be aware that it can take at least two weeks for us to set up your RSO's chartstring, and EMS will not work for your RSO without that chartstring.

Are you listed as Clubsigner 1 or Clubsigner 2 in your RSO's (re-)registration?

  • If you answered "no," please be aware that each RSO can have only two Clubsigners assigned to use EMS. SGA asks you to identify these Clubsigners when your club registers or re-registers - any additional Clubsigners (aside from Clubsigner 1 and Clubsigner 2) have all Clubsigner privileges except EMS access.

Have you taken the EMS training and passed the quiz?

  • If you answered "no," please complete the EMS training and follow the steps to take the quiz. Quizzes are reviewed every three days, so activation of your EMS account will not be instantaneous.

Need-To-Know Documents

Body
DocumentDetails
ClubSigner Manual 2024 - 2025 (PDF, opens file in new window)Basic information on how to operate an RSO
UVM Student Organization Handbook - AY25 (PDF)Rules and regulations that pertain to student organizations
Club Constitution Template 2025 (.docx)Reach out to sgaclubs@uvm.edu with questions 

Training Videos and Tutorials

Body
TrainingDetails
Welcome to Being A ClubSigner (PDF)Slides from the April 29, 2024 ClubSigner training.

Important Dates

Body
Fall 2024
DateEventTime/Location

Saturday, 8/24/2024 

Student Involvement Fair

Time: TBD 

Andrew Harris Green 

Monday, 9/2/2024 

Labor Day (University Offices Closed) 

 

Tuesday, 9/3/2024 

ActivitiesFest: Arts and Leisure RSOs and Clubs Sports 

11 AM – 2 PM  

Andrew Harris Green 

Wednesday, 9/4/2024 

ActivitiesFest: Academic and Diversity RSOs 

11 AM – 2 PM  

Andrew Harris Green 

Thursday, 9/5/2024 

ActivitiesFest: Environmental, Media, Outdoor, Political, and Service RSOs 

11 AM – 2 PM  

Andrew Harris Green 

Thursday, 9/5/2024 

Mandatory ClubSigner Training 

(Current Club Signers must attend) 

5 – 7 PM Grand Maple Ballroom 

Friday, 10/11/2024 

Fall Recess (No Classes – SGA Business Office Open) 

 

Wednesday, 10/30/2024 

Last day to submit New RSO Application for Fall 2024 review.  Any applications submitted after may result in delay of recognition to Spring 2025. 

 

Friday, 11/1/2024 

Last day to submit spending requests that require a purchase order.  

 

Thursday, 11/7/2024 

Fiscal Year '25 (FY'25) Budget Workshop 

5 – 6:30 PM Grand Maple Ballroom 

FY’25 Budget Request Forms Available 

6:30 PM (UVM Clubs – Finance Committee) 

Friday, 11/22/2024 

Last day to submit spending requests for credit card purchases.  

 

Monday–Friday, 11/25-11/29/2024 

Thanksgiving Recess 

 

Thursday- Friday, 11/25-11/29/2024 

Thanksgiving Recess – SGA Business Office Closed 

 

Friday, 12/6/2024 

RSO Winter Check-In Available 

9 AM (UVM Clubs) 

Monday-Friday, 12/9-12/13/2023 

Final Exams Days 

 

*Dates may be subject to change.  

Spring 2025 
DateEventTime/Location

Friday, 1/10/2025 

RSO Winter Check-In Due 

4:30 PM (UVM Clubs) 

Monday, 1/13/2025 

First Day of Classes 

 

Monday – Wednesday,  

1/13/25- 2/5/2025 

Finance Committee Budget Advising Sessions 

 

By Appointment 

Tuesday, 1/21/2025 

Winter ActivitiesFest: Arts and Leisure RSOs and Clubs Sports 

11 AM – 2 PM (Davis Center Atrium) 

Wednesday, 1/22/2025 

Winter ActivitiesFest: Academic and Diversity RSOs 

11 AM – 2 PM (Davis Center Atrium) 

Thursday, 1/23/2025 

Winter ActivitiesFest: Environmental, Media, Outdoor, Political, and Service RSOs 

11 AM – 2 PM (Davis Center Atrium) 

Wednesday, 2/5/2025 

ClubSigner Deadline:  

FY’26 Budget Requests Due 

By 3 PM  (UVM Clubs – Finance Committee) 

Saturday– Friday, 2/8-2/21/2025 

Budget Review Begins 

ClubSigners will be contacted 

Monday, 2/17/2025 

President’s Day Holiday (University Offices Closed) 

 

Monday – Friday, 2/24-2/28/2025 

Budget Appeals Process Begins 

Appeals by appointment

Thursday, 3/3/2025 

FY’ 26 Budget sent to SGA Senate for final approval. 

 

Monday-Friday,  

3/10-3/14/2025 

Spring Recess 

 

Friday, 3/21/2025 

Last day to submit New RSO Application for Spring 2025 review.  Any applications submitted after may result in delay of recognition to Fall 2025. 

 

Friday, 4/4/2025 

FY 25 ClubSigners (President and Treasurer) Identified 

Last day to submit spending requests that require a purchase order. 

 

Friday, 4/25/2025 

Last day to submit spending requests for credit card purchases. 

 

Monday, 4/28/2025 

Spending Closes for the Year 

 

Thursday, 5/1/2025 

ClubSigner Transition Training: Preparing to Be First Day Ready 

  • Introductions of Club Affairs Committee 

  • UVM Clubs 

  • Re-Registration Process 

  • Event Submissions 

  • Preparation for Fall Spending 

  • Van Certification Process 

4:30 – 6 PM 

Grand Maple Ballroom 

Thursday, 5/1/2025 

Re-Registration Available.

ActivitiesFest Registration Available 

6 PM (UVM Clubs) 

Thursday, 5/1/2025 

Online Financial Trainings Available 

9 AM (Blackboard) 

Friday, 5/9/2025 

Outgoing Club Signer Deadline:  

Transition Primary Contact to New President 

By 4:30 PM (UVM Clubs) 

*Dates maybe subject to change. 

Body
Form or LinkDetails
Club Affairs Committee FAQ (PDF)Frequently asked questions (and answers!) regarding your RSO and the Club Affairs Committee.
EMS Access (PDF)Opens the EMS User Training on SharePoint.
Driver Training Status PageReview your driver certification status.
Purchase Portal Template (MSExcel)Fill out and submit to request a Purchase Portal.
Chartstring Guide (PDF)Review chartstring components.
Travel Spreadsheet (MSExcel)Tool for planning travel.
AirBnB Checklist (PDF)Tool for planning lodging at short-term rentals (AirBnB, VRBO, etc.).
Short-Term Rental Selection Template (MSExcel)Fill out and submit when requesting to purchase lodging at a short-term rental (AirBnB, VRBO, etc.).
International Travel Roster Template (MSExcel)Fill out and submit when requesting international travel.

Have questions? Need to chat in person?

Contact Us