Clubs Registration Form

Clubs and Groups Registration Form 2017-2018


This form is intended for returning and new clubs to apply to be a recognized club at Trent University through the Trent Central Student Association and Trent University.

Clubs must adhere to the requirements included in the TCSA Clubs Handbook, all Trent University Policies, and must complete risk assessments for all their events.

Club Approval Risk Assessment Information:

Student groups must be approved by the Trent University Clubs and Groups Committee, and complete an approved Risk Assessment Form for any event or activity, in order to be covered by Trent University’s liability insurance. The Clubs and Groups Committee may request a meeting with a club or group to clarify or address any issues in the application. The committee reserves the right to refuse approval of a club’s application; prior to such refusal, the TCSA President and Associate Vice President Students will be consulted. Once a club is approved, it may apply for funding only after completing Clubs and Groups Training (Leadership Assembly).

GENERAL CLUB/GROUP INFORMATION

Student organizations are required to complete the registration process in order to receive recognition from the Trent Central Student Association and/or Trent University and to be eligible for the benefits and services offered.


First Question:
Are you a New or Returning Club?

Please indicate if your organization is New or Returning:
Note: Returning clubs have been active during the past academic year.



New Club Mandate

Please describe the purpose of your club:

Please note: Groups with mandates similar to those already in existence may be declined.

Contact Information:

Please note that all clubs will be added to our emailing list for the purposes of sending updates, including information regarding funding opportunities, new services, event information, and other relevant announcements.







Primary Contact/Signing Officer
(MUST be a Trent Undergraduate Student)












Secondary Contact/Signing Officer
(MUST be a Trent Undergraduate Student)












Is your club affiliated with any organization(s) outside of TCSA/Trent University? If so, which organization(s)?



Is your club applying for the use of the Trent University name and/or logo?:


Funding


Note: If your club will receive funding/in-kind contributions from any external organization or individual please identify this in your budget.

Method of Funding (choose one of the following):




Clubs will only be reimbursed for expenses to a personal account for up to a total of $500 per year, and cheques can only be written to the primary or secondary contacts. Returning clubs with a pre-existing bank account are encouraged to continue to use it.

**NEW** for 2017-2018

In an effort to avoid waste of student funding, the TCSA will be implementing the following in the upcoming year:

By choosing to apply to become a registered Clubs and Groups, [ORGANIZATION NAME] recognize that we are required to indicate a new executive team by the end of the school year to show continuation of our organization in the next school year.

In the case that our organization does not continue into the upcoming year, the TCSA reserves the right to shut down the bank account indicated previously in the application with the funds retrieved returned to the Clubs and Groups Funding line to be used for other student groups. The bank that hosts the account for [ORGANIZATION NAME] will provide the TCSA with a closing bank balance which will be kept on file. The amount indicated will be returned to a new executive team should a new group of individuals choose to revive the club in the future to aid in their event planning for the organization.

Events and Activities

Please indicate some major events with proposed dates planned by your organization for the upcoming year:

NOTE: All club events must have a related Risk Assessment form filled out for them. Risk Assessment forms are to be filled out at least two weeks prior to the event to be approved by the Office of Student Affairs.

Risk Assessment forms can be found at My Trent: Click on "Student Event Risk Assessment Form", or on myTrent under "Tools" and "Student Event Risk Assessment"

Resources

Please indicate if your organization requires the following resources:






Please indicate the names of the individuals (maximum of 4) who are authorized to access the resource allotment provided by the Trent Central Student Association as a benefit of registration, including free photocopying, faxing, and use of supplies.

Clubs Membership

Please list your club's executive members (ie. President, Vice President, Co-Chair, etc.)

Note: All of your club executives and at least 80% of your club membership must be currently registered Trent undergraduate students.

# Name Student Number Position in Club
1.
2.
3.
4.
5.

Club Endorsement

For new clubs, please list ten students who support and endorse the creation of this club:

# Name Student Number Position in Club
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

RELEASE OF LIABILITY, WAIVER OF CLAIMS AND INDEMNITY AGREEMENT

WARNING: By singing this form you may give up important legal rights.

PLEASE READ CAREFULLY

The application process of distributing funds to various student organizations does not in any way imply liability for successful applicants. Trent University and the Trent Central Student Association do not assume responsibility for any student organization, activity, or event which has not been sanctioned by Trent University and the committee appointed to approve student organizations and activities. 1) I, [NAME], waive any and all claims that any member of the [ORGANIZATION NAME] have or may have in the future against the Governors of Trent University, its members, officers, employees, students, agents, volunteers and independent contractors and / or against the Directors of the Trent Central Student Association, its members, officers, employees, agents, volunteers and independent contractors (all of whom are hereinafter collectively referred to as "the Releases") 2) To release the releases from any and all liability for any loss, damage, injury or expense that any member of the group may suffer, or that the next of kin may suffer as a result of participation in [ORGANIZATION NAME] or any of its events or activities, due to any cause whatsoever including NEGLIGENCE, BREACH OF CONTRACT, OR BREACH OF ANY STATUTORY OR OTHER DUTY OF CARE, INCLUDING ANY DUTY OF CARE OWED UNDER THE OCCUPIERS’ LIABILITY ACT. RSC 1980 c 0-3 on the part of the releases; 3) To hold harmless and indemnify the releases from any and all liability for any damage to the property of, or personal injury to, any third party, resulting from participation in [ORGANIZATION NAME] or any of its events or activities; 4) This agreement shall be effective and binding upon heirs, next of kin, executors, administrators, agents and representatives in the event of death or incapacity. DECLARATION: By entering into this agreement, I am not relying upon any oral or written representations or statements made by the releases other than what is set forth in this agreement. I have read and understood this agreement and I am aware that by signing this agreement I am waiving certain legal rights which I or my heirs, next of kin, executors, administrators, agents or representatives may have against the releases. I guarantee that this document will be shared with all participants and members of the student organization named above.

Declaration

I understand that the information I have provided above shall be used only in relation to the student organization listed above. I hereby authorize and consent to the use, release and exchange of the above information between the Trent Central Student Association and Trent University only. I understand that for the purposes of insurance coverage that Trent University may be required to share the information provided with its insurance carrier. I understand that the information relating to individual members (i.e. student numbers, phone numbers, etc) will be kept secure and will not be released to any unauthorized persons or organizations. I further understand that from time to time the Trent Central Student Association may publish or release information related to the student organization above (name, email address, function and mandate, mailing address) for the purposes of informing Trent Central Student Association members of the various organizations available on campus. I confirm that all information provided in this application is accurate.

Uploads

For All Clubs:

Constitution (required)

On the Trent Central - Clubs page (www.trentcentral.ca/clubs) there is an example of a sample constitution to assist you.
Your constitution must include your mission statement, that your club is open to all Trent University undergraduate students, as well as information about how club officers are selected, decisions are made, your financial management, and your adherence to all applicable TCSA by-laws and policies and Trent University policies.

Budget (required)

The budget should include your final budget from last year, as well as a proposed budget for the upcoming year with events planned for the year. Please also include a Breakdown of all events over $200. A sample budget can be found on our Clubs page (www.trentcentral.ca/clubs).

Sports Clubs ONLY:

Participation Waiver

View a sample Participation Waiver on our Clubs page.

Instructor Information

Information includes first aid certificates, certificate levels, etc.

Risk Assessment form Proof of completion

Form can be found at: https://trentu.qualtrics.com/jfe/form/SV_a9GMU9g9NRwwK57


Questions:

For more information in regards to the TCSA, Student Organizations, or the policies that govern Student Clubs, Groups and Societies, please contact:

Heather Litster, Clubs Coordinator 705-748-1000
Clubs@TrentCentral.ca
Molly Hu
TCSA Vice President
Clubs & External Affairs
vpexternal@trentcentral.ca
705-748-1011 ext.6174
The Office of Student Affairs 705-748-1011 ext.7125
Physical Resources
Risk Management Department
705-748-1011 ext. 7372


Clubs