Embedded Files
START OF YEAR Operations
START OF YEAR Operations
There are a few things we have to do at the beginning of every year. The top priority is re-registering with SCLD and YFS. If we’re not registered with them, then we can’t run UPSC because we’ll be blocked from accessing our bank account, booking rooms for events, tabling, putting up posters, etc.
So our first priority is to register with SCLD and YFS before the deadline in September!
WHO GIVES US WHAT
WHO GIVES US WHAT
Access to booking rooms and event spaces on campus
Access to promotional talbing on campus
Permission to put up posters on campus (except the Student Centre -- that comes from YFS)
Helps us when we need TV ads on the campus information screens
Access to our bank account
Promo access for YorkFest and FrostWeek
$125 credit for printing posters every year
100 free business cards every year
1 free club banner (the horizontal one, not the roll-up)
Graphic design service if we need it (notice: they require 2 weeks advance notice)
Access to room booking in old and new student centres
Can apply for club office space in old or new student centre
Prerequisites
Prerequisites
A valid constitution (it's in our Google Drive. Read it.)
A real election where we take attendance, write down student numbers and names, and count votes by ballot. (see section 13 of our constitution)
To attend two workshops (Clubs 101 workshop for SCLD, Town Hall workshop for YFS) and sign our name and student numbers at the workshops to prove we attended
After we complete those three things, we're allowed to register with SCLD & YFS by the September deadline.
After we complete those three things, we're allowed to register with SCLD & YFS by the September deadline.
Notes: 1. Yes it has to be an actual election with paper ballots. YFS and SCLD don't accept us interviewing and choosing people.
2. The workshops are required by SCLD & YFS but they're also useful and our job much easier.
3. SCLD = Student Community & Leadership Development. It's part of York University itself. Their website is here: http://scld.yorku.ca/
4. YFS = York Federation of Students. This is the student union at YorkU. They own the Student Centre buildings. The YFS general website is here: http://www.yfs.ca/ and the YFS Student Clubs website is here: http://www.yfs.ca/clubshome
5. Also, applications for YFS base funding, and YorkFest tabling have to be in by early September. If you’re delayed in doing elections, submit your YFS applications anyway and they can process the applications after you re-ratify. Check with YFS for more info.
2. The workshops are required by SCLD & YFS but they're also useful and our job much easier.
3. SCLD = Student Community & Leadership Development. It's part of York University itself. Their website is here: http://scld.yorku.ca/
4. YFS = York Federation of Students. This is the student union at YorkU. They own the Student Centre buildings. The YFS general website is here: http://www.yfs.ca/ and the YFS Student Clubs website is here: http://www.yfs.ca/clubshome
5. Also, applications for YFS base funding, and YorkFest tabling have to be in by early September. If you’re delayed in doing elections, submit your YFS applications anyway and they can process the applications after you re-ratify. Check with YFS for more info.
TOP PRIORITY CHECKLIST
TOP PRIORITY CHECKLIST
Top Priority Checklist
Top Priority Checklist
The Top Priority checklist is stuff we MUST DO ASAP before September deadlines or else UPSC loses our registration with the University. Note: all items in this checklist can be done at the end of the previous year - highly recommended to make your life easier!
Run elections (if not done yet)
Announce elections on social media and website
Make a document of all the people running for the Exec Team -- with their names, student numbers, contact info, academic major, year, etc.
Book room for election event. You can make the event into a pizza party to encourage more students to participate.
Create Whatsapp Group for the New Executive Team
Register with SCLD & YFS
SECONDARY CHECKLIST
SECONDARY CHECKLIST
Secondary Checklist
Secondary Checklist
This secondary checklist is also important but most items on it can wait a few weeks.
Request bank letter from YFS for new executives
Budget. Make budget and plan events for the year. Submit budget to department. Receive money.
Book an Executive Team Meeting and read through both the UPSC Constitution and this Training Wiki together.
Make sure to go through the End-of-Year Checklist together during this meeting
Photo & Website Update. Take new photos of the Executive Team and update the website
Passwords. Change passwords and note them in the Passwords spreadsheet
Get first-year class schedules from the Politics department
Begin classroom announcements to get first-year students to sign up. Remember to bring the UPSC banner & business cards to each classroom announcement.
Other Registrations:
Register with McLaughlin College (LA&PS College)
Register with York University Student Centre (so we can book rooms and hold events there)
Plan the Ottawa Trip early with PPASA
Clean up our office
up next: where to find stuff
up next: where to find stuff
Next up: Where To Find Stuff
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