Step One: Find three members
Clubs need a minimum of three members to be recognized as a legitimate club. A club needs a President, Vice President, and a Treasurer.
Step Two: Create a constitution
A constitution must describe the mission of the club, duities, and the transition process from year to year.
You may create your own or use the Sample constitution provided by CAB.
Step Three: Find an advisor
An advisor must be a CMU Staff or Faculty Member. Their role is to ensure operations run smoothly, while letting the students lead the direction of the club. They are encouraged to attend one meeting a month, oversee year to year transitions, and receive club training.
Step Four: Register your Club on Presence
From the Presence Web app in MAVzone, select forms at the top of the screen, then select the Organization Registration form.
Step Five: Wait for an email from [email protected]
The club advisory board will email you when they approve your club.
Creating Events:
Go to Presence and press the "+" button in the top left corner from the menu press create then select event.
This will open the event registration form.
When creating your meetings always put your club name before, EX Accounting Club meeting.
Please fill out the form as detailed as possible as this helps expedite the event process and insure your event has all required aspects.
Please enter your events at least two weeks prior to allow time for processing.
Creating reoccuring meetings:
When creating reoccuring meetings please select the reoccuring meeting button next to the date and time. Type all dates your event is to reoccur.
Event Confirmation:
Please note: until you receive email confirmation, you do not have the space reserved and cannot hold your event. If your event has not been approve one calander week prior to your event, please contact [email protected]
Each club has an account associated where money can be deposited and spent. To receive your account balance please use the Account balance request form.
To deposit money:
Bring Cash or checks to the Student Life front desk; the desk attendant will deposit the money for you.
Student Life also has credit card readers available for check out. To receive the money to your account you will need to bring all receipts and the settlement totals.
When hosting a fundraiser on campus you can take cash, check, or credit card. CMU cannot take Venmo or other forms of money transferring services.Sales tax will be applied to transactions that involve a sale. donations and club dues are not taxed.
To use club money:
Shopping Request: Submit a shopping request for items you would like, They will be waiting for you in Student Life on the date requested. Please provide at least one week notice to allow time to shop, and/or shipping.
Food Order Form: If you are ordering from Dominos or Jimmy Johns for your club, use the food order form. The food will be ordered and pre-paid, you will just need to pick it up. Once picked up please send a copy of your receipt to [email protected]
Reimbursement Request: If you purchased items for your club using personal funds, you are eligible to get reimbursed. Please submit a copy of your itemized receipt. CMU will not reimburse tax or if there is alcohol on the receipt.
Invoices: If your club requires and invoice to be paid, please email the invoice to [email protected]
Prior to traveling:
-Do not make any purchases prior to Student Life approval- Any purchases prior to approval cannot be reimbursed.
- Schedule a travel meeting at least three weeks prior to any domestic travel.
- Six weeks prior to international travel.
Fill out the Travel Questionnaire; at the end of this form you will be prompted to set up a meeting with Student Life Pro-Staff, this meeting is where your airfare, rental car, hotels etc. will be booked.
Have an idea of how to cover the costs of the trip prior to scheduling a travel meeting.
During the trip, you will be able to make out-of pocket purchases for reimbursement once you return. This can be for food, rideshare, bus tickets and other expenses that couldn't be purchased in advance.
Upon returning:
Look over Travel Expense report to ensure expenses were accurate, turn in hotel folios and receipts to Student Life pro-staff to process your reimbursement.
You may use your club funds for printing posters and other materials you need for your club.
8.5X11-$.05 per page
11X17- $.07 per page
Please email your documents to [email protected] to be printed.
Fundraising
Clubs are encouraged to fundraise, many are successful with bake sales, charging for events, restaurant nights etc.
Clubs can also earn money by driving for MAVrides ($80 per car) or by hanging stall street journals ($50 per campus quadrant)
When approaching businesses to ask for donations always check with Student Life prior, as many businesses already donate to CMU and we want to maintain positive relationships in the community.
To request funds from the Associated Student Government you must first fill out the House Funding Request form. The requirements to be able to request funds is dependent on the current administration but as a rule of thumb, it is better to go to ASG after fundraising at least some of your initiative.
Once the funding request is filled out, you will meet with the CFO to discuss your request, then you will attend and present at the House of Representatives meeting, Monday at 7:00, if your bill passes in the house you will present in the Senate Wednesday at 7:00. Your bill will then go to the president for signing.
This is not a guaranteed funding source, and may result in your request getting partially or fully denied.
All Clubs are set to Transition to the following years leadership team on April 1st of each year.
All elections and incoming club leadership must be selected by April 30th.
When Presence goes into Transition club leaders and advisors will receive an email to update the Presence page. You will need to mark members as active or inactive, add new members and select new leadership. Once this is completed, the club's presence page will function normally.