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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 New Club Applications will be open from June 1 – 30, 2020:

Fill out the New Clubs Application form.

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 25 UBC signatures (can be either digital or manual)
  • New Club Application Form (deadline passed)
  • Tip: Copy and Paste the questions from the New Club Application Form as the form doesn’t save answers and will timeout.
  • 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.

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)
60 days after receiving notice of a successful club application

60 days after receiving notice of a successful club application, we require that clubs:

1. Host an Inaugural General Meeting (IGM) and ensure proper minutes are taken.

  • Tip 1: Proper minutes must be taken at an IGM including the student numbers of all members in attendance
  • Tip 2: The bylaws and executive elections must be passed by a recorded majority vote
  • Tip 3: It is always good practice to create meeting agendas to be sent out prior to the meeting
  • Tip 4: Quorum must be met (please refer to the Operations Committee Policy Manual for rules regarding quorum)

2. Create a set of club bylaws

3. Create a club page on CampusBase

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 (Bylaws and IGM minutes) 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”

If you have any questions about these orientations please email clubsadmin@ams.ubc.ca

STEP 5 – Reflection
Event reflection due 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