Creating a Club

In order to create an officially recognized Club or Departmental Graduate Association and be eligible for funding from the GSA, you will need to complete the following steps:

      1. Recruit executives and members
      2. Create a constitution (see sample here)
      3. Submit an Application to Register form to the GSA

      4. Create a Club bank account
      5. Create a rough budget for the year (see sample here) 
      6. Meet with the WLUGSA to complete and sign your GSA-Club Registration Agreement

Once these steps are complete, you will receive your automatic Start-up and Operational Bursaries. View the Clubs Policy for more details on what is required for each of these steps.

Booking & Running Events

Resources regarding booking, running, and advertising events on campus are available in the Clubs Resources section.

Event Notification

Clubs are required to let us know about their upcoming events at least two weeks in advance. To let us know about an event - and how you'd like us to help promote it - fill out the Event Notification Form.

Renewing Your Registration

There are a couple of simple things you need to do in order to stay registered and get your Operational Bursary each year:

• Submit your Annual Report, generally three weeks before the GSA's Annual General Meeting. Your Annual Report  should include new executive contact info, a description of your activities over the past year, and basic information about your current membership and financial situation. This is just to give us an idea of what the Club has been up to, and to help us promote your Club. 
• Renew your GSA-Club Registration Agreement (these typically expire after 12 months; you just have to sign a new one).
• Submit a draft budget for the upcoming year.

Events Funding

In order to fund events, Clubs are eligible to receive an Event Grant of up to $300 per event (max. $700/academic year). Event funding applications can be submitted at any time during the year, provided that they are received at least 3 weeks prior to the event. Clubs will receive a response within one week.

All events funding is done on a reimbursement basis only (get the cheque requisition form here).  Expenses such as food, beverages, room and equipment rental fees, prizes, and advertising are eligible for reimbursement. Off-campus events are not currently eligible for reimbursement, as they are not sanctioned or insured by the GSA.

Prize Requests

The GSA may be able to provide prizes for Club events and initiatives. Products and prizes available from the GSA will vary from year to year, but may include: mugs, pens, shirts, and Grad Lounge gift certificates. To request prizes, please fill out and submit the Prize Request Form.