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Clubs

Starting a Club

How to Start A Club

Starting an AMS club is a 5-step process. We’ve organised the steps into a handy table below. Following this guide will help you stay on top of deadlines and ensure you submit a complete application. 

As an AMS constituted club, you receive many benefits including free room bookings in the Nest, financial services, the ability to apply for funds, boothing opportunities, equipment rentals, and other ongoing resources. If you have further questions, please contact the Clubs & Societies Team: clubquestions@ams.ubc.ca. Or, visit us in NEST 3501.

Step 1 –
Cycles for New Club Applications

AMS Club Application form due via AMS Clubhouse by4:30pm on:

  • Jan 5th- 30th
  • May 1st- 30t
  • Sept 1st- 30th

*Dates are subject to change based on Term Dates

Operations Committee Policy Manual is used to certify or deny new potential clubs. We recommend you thoroughly read “Section 4-Clubs Policy” prior to submitting your application.

Your application will consist of a petition attached to an application form with details of your proposed club.

  • Petition with 50 UBC signatures (can be either digital or manual)
  • New Club Application Form under “General Forms”. Sign in using your CWL
  1. Tip: Copy and Paste the questions from the New Club Application Form as the form doesn’t save answers and will timeout.
  2. Tip: Spell and grammar check

After receiving the applications, the Clubs and Societies Working Group will recommend to the Operations Committee which clubs to certify.

By the end of October, emails will be sent out detailing if the club was successful or unsuccessful.

If your club’s application was approved, all rights, responsibilities of a certified club apply immediately upon notification of the decision

If you have any questions about stage 1 please email clubsadmin@ams.ubc.ca

Step 2 – IGM, Constitutions & Bylaws (including election of executives)
One month proceeding notification of successful club application

We recommend you read the Clubs Handbook paying particular attention to III, XII & XIII.

You must complete your IGM in a very specific way. If you do not follow the instructions from the Clubs Handbook we may ask you to repeat the IGM. Which is a timely mistake.

  1. Constitution
  2. Bylaws
    1. Tip: Include Attendance & tally for voice on bylaws.
    2. Tip: Constitution and Bylaws must be passed by a recorded vote.
    3. Tip: Assign someone to make an extensive agenda so attendees know what to expect.
    4. Tip: Assign someone to take minutes for your IGM as they may be required by C&S in their review.
  3. Create Group on Clubhouse
    1. Add 10 members to the new group (Two must be added to the Leadership Board as President and Treasurer)
    2. Constitution must be uploaded
    3. Once page is approved clubs must submit their documentation to the form “New Club IGM Minutes and Bylaws”

    If you have any questions about stage 2 please email clubsadmin@ams.ubc.ca

Step 3 – Review (C&S, OC)
Two months after notification of successful club application

The Clubs and Societies Working Group with review your documentation (Constitution and Bylaws) to ensure it complies with the AMS’s frameworks.

If you pass this stage, you will be a fully certified club. If you do not pass, you will receive feedback from the CSWG.

Step 4 – Orientation
Typically from April-September
*Exact dates are subject to change each year

Your club’s treasurer must attend a “Treasurers Orientation”.

Your club’s president plus one other executive must attend an “Executive Orientation”

You will find sign-ups for these orientations on Clubhouse. If you have any questions about these orientations please email clubsadmin@ams.ubc.ca

STEP 5 – Reflection
Event reflection due via AMS Clubhouse within the term the club was certified.

You will need to reflect on your journey through this process, this is useful for your club but also can provide us with feedback.

Reflection is considered heavily when reconsidering club’s status after the probation period.

Failure to hold an event and Submit a reflection form in the first term of being certified may result in decertification.

Please send all questions and concerns to clubsadmin@ams.ubc.ca or vpadmin@ams.ubc.ca