• Clubs Operating Policy
• Clubs Constitution Template
• Clubs Constitutional Amendment Procedure
• Clubs Code of Conduct
• Clubs Ratification Procedure
• Clubs De-Ratification Procedure
• Clubs and Faculty Council Event Approval Procedure
• Clubs Election Procedure
• Clubs Finance Procedure
• Club Hearings and Sanctions Procedure
• External Affiliation Acknowledgment Form
• USC Best Practice (Controversial Events, Advertising, Food Regulations, Fundraising, Grants and Financial Assistance, Sales on Campus, Transportation, Sponsorship, Waivers and Emergency Contact Forms, Space Bookings on Campus, other relevant material for running your events)

• Club Presidents have access to Club Google NotebookLM to query or summarize all relevant Club policies and procedures. Note that AI can made mistakes; please review the linked content to ensure accuracy.

Please read the Clubs Finance Manual (pdf). While this manual is mainly geared towards the Vice-President Finance of your club, it is useful for all club executives to understand how to be fiscally responsible and aware of the resources provided by the USC.

Understanding these concepts will ensure that your club remains in good financial standing, while providing the highest level of value to your members. This manual provides a comprehensive guide covering the topics of:

• Budgeting: How to create a year-long budget for your club
• Financial Review: How to prepare for the annual financial review of clubs
• Financing: How to apply for sponsorship, grants, and fundraising
• USC Procedures: Protocols that describe how to pay for purchases and deposit club funds

Budget Submissions:

Please download the following documents: Club Annual Budget Template (XLSX) and Event Proposal Budget Template (XLSX). 

Reimbursement for club expenses:

While we offer support through the Clubs Office to avoid executives having to make club purchases out-of-pocket, sometimes you will need to do so. To be paid back for those costs, you must make sure:

• the expense is for an approved event, with a submitted budget
• two Club Signing Officers approve the purchase
• you upload the invoice / receipt to the Request for Payment form

Grant Applications:

Grants are available for Club initiatives that seek to improve the student experience at Western University. More details and application instructions can be found on the Grants and Recognition page.

Needs Based Bursary:

To reduce financial barriers associated with access to the clubs system, the USC has established a bursary program to cover the cost of membership in up to two clubs. Direct interested students to this form.

The following guides have been created to assist you in fulfilling your duties as a Club Executive.

Events:

• Holding a successful Fashion Shows
• Conference and Case Competition Guidelines
• Planning a Trip outside London
  
• Large Event Checklist

Merchandise:

• Ordering Custom Clothing & Merchandise 
• Products can be sold online through Rubric or the USC Storefront, and in-person using Rubric tap-and-pay, USC provided Square Reader, or a cashbox from USC Finance. Contact helpdesk@westernusc.ca for support.

Rubric:

• Submitting an Event Proposal in Rubric
• Creating an Election in Rubric
• Tap & Pay

• Invoice Request Form
• Sponsorship Proposal
• Information Systems Portal
• Request for Payment
• Faculty Council Request for Payment

Code of Conduct:

Club Executives are expected to conduct themselves according to these standards: Respect and Inclusion, Professionalism, Participation, Communication and Collaboration, Compliance with USC and Western University Policies, Financial Responsibility. Should you have any concerns about the ability of another Club Executive to fulfill their obligations, or about their behavior, Clubs members and Executives have a number of options: 

• Formal resolution using any process that may be outlined in your Club’s Constitution
• Informal resolution through a meeting with the Student Community Manager
• Formal complaint to the Clubs Governance Board requesting the removal of the Club Executive.

Remember that full details can be found in these PDF files:

• Club Finance Manual
• Club Executive Manual
• Club Google NotebookLM (limited to Club Presidents)