Club Ratification

New Club and Returning Club Documents are Due March 24th at 11:59PM. Please find all forms hyperlinked on this page. Documents can be submitted here.

It is mandatory for new and returning clubs to fill out club registration including the uploading of complete constitution, year/budget plans & cover letter. Late applications will not be reviewed.

Templates for constitution, year/budget plan are now available below. The completed template files must be uploaded to the registration site.

A club must be able to demonstrate:

- Uniquness: the club must not have the same or similar mandate to other existing clubs or groups on campus;
- Distinctiveness: the club must be readily distinguishable from all other existing clubs;
- Maintain significant student interest and
- Produce positive impacts on the McMaster community.


i) Starting a new MSU club is a THREE (3) step process: 1) Application and Constitution; 2) Interview with MSU Clubs Administrator; 3) Ratification by the MSU Student Representative Assembly (SRA). All clubs must be ratified by the SRA to be recognized as an official MSU Club.

ii) Applications for new clubs and returning clubs consists of THREE (3) sections: 1) Administrative Information; 2) Cover Letter; 3) Year-Plan/Budget and a Constitution.

Section 1 – Administrative Information: This section allows club executives to indicate basic information about the club, such as: name, category, email request, primary contact person, and executive information.

Please ensure that at least FOUR (4) executives are listed and TEN (10) members. Remember: Executives and Members can not be the same – it takes at least FOURTEEN (14) people to start a new MSU club.

Mission Statement - statement which is used as a way of communicating the purpose of the organization.

Section 2 – Cover Letter: This section allows club executives to explain and outline their club. It is important that the executives address the following THREE (3) areas: 1) Who/What the club is about? What are its goals, purposes, intentions? 2) Why is the club unique? What academic, culture, religion, recreational activity, or social issue does it represent/address that is not currently being represented/addressed? 3) How will the club contribute to the McMaster University student community?. Cover letter must be uploaded on registration page.

Section 3 – Year Plan/Budget: This section allows club executives to outline the event programming they wish to enact in the academic year. Please note that the MSU does not expect each club to have its programming 100% ready for next year – we understand any plans are tentative and subject to change – however, it is important that executives have a general idea of the programming they wish to implement. While event programming should be diverse and creative, it should also generally complement the purpose(s) of the club (For example: charity-based clubs will likely focus on fundraisers; academic-based clubs will likely focus on study sessions and professor meet’n’greets; social issue-based clubs will likely focus on informational and awareness campaigns; etc). Click here  to download a copy of the Year & Budget Plan (updated Feb 2016).

Constitution: The club constitution is the governing document of each and every club. It generally outlines the responsibilities and duties of each executive position as well as rules and regulations for elections and other club operations. A basic constitution template is provided, but MUST be personalized by club executives to suit the needs of the club. Instructional notes have been posted within the club constitution document. Click here to download a copy of the constitution template.

Ratification Schedule

**Ratification will happen in early January at the earliest SRA meeting.**

**ALL clubs (both returning and new) MUST apply for ratification by the 2nd term deadline.**

ALL club applications MUST be reivewed by the Clubs Administrator before being put forward to the SRA.

The Clubs Administrator may provide recommendations to the organization in an effort to assist in ratification. The Clubs Administrator may make recommendations that are additional to or above the requirements stipulated within the Clubs Policy. Any assistance from the Clubs Administrator does not guarantee that the club will be ratified.

The Club Administrator shall provide recommendations to the SRA with respect to whether or not ratification is recommended for each applicant club. 

For any other inquiries contact the MSU Clubs Administrator, Jonathan Davis at clubs@msu.mcmaster.ca

Icon-twitter Tweets for #McSU
Follow @MSU_McMaster