Executive Tools
Your all-in-one resource centre to help you confidently plan events, manage finances, collaborate with partners, and keep your student group running smoothly.
Rubric Overview
Get started with setting up your club on the platform where all clubs and societies are managed.
Event Planning
Plan ahead and properly! It's important to know what level your event falls into and how early you need to be submitting your request.
Level 1
On-campus events
Under 100 Attendees
No external guests allowed
5 Business Days Processing Time
No additional documentation required
Level 2
On-campus events
100 - 200 Attendees
External guests allowed with prior approval
20 Business Days Processing Time
External Guests documentation if applicable
Level 3
On-campus and off-campus events
Over 200 Attendees
External guests allowed with prior approval
45 Business Days Processing Time
External Guests & Off-Campus documentation if applicable
External Guests Documentation
Off-Campus Documentation
Event Form Library
Centralized access to all event submission and marketing forms.
Event Form
This form helps ensure proper coordination of campus resources, room availability, and necessary approvals for your event.
For additional instructions on submitting an event, please refer to the Executive Handbook (page 19, steps 1-2).
Print & Digital Media Approval
When you need to promote your approved event, you may need some physical or digital marketing help! Any media used to promote your event must be submitted via this form to be approved.
Prize Claim Form
Each Prize Claim form has to be submitted alongside a Prize/Award and Gift Reimbursement form if you purchased the prize yourself.
As a note, executives of your group cannot win prizes, the true prize is simply getting involved!
Finance Form Library
Process reimbursements, payments, transfers, and prizes correctly.
Reimbursement of Funds
We are going to need:
- All original and applicable receipts attached and submitted in hard copy
- Two signing executives (which cannot be the same person to whom the cheque is payable)
Third Party Payment
This form allows your group to request that the Clubs and Societies Department pay a third party (venue, service provider, etc.) on your behalf. Before we can process this form, we will require:
- An invoice from the third party
- The third party' contact information
Purchase Request
This form is designed to minimize out of pocket spending on your end by having us purchase items on your behalf.
Be sure to fill out the Form at least 5 business days before the purchase needs to be made.
Transfer of Funds
If you're looking to collaborate on an event with another Club, you can transfer your Club's funds using the Transfer of Funds form.
It may take up to 10 business days to process, so make sure you are submitting early!
Prize/Award & Gift Reimbursement
If you have purchased prizes, awards, or gifts that qualify for reimbursement, please complete this form. Additionally, prize recipients will need to complete a Prize Claim form. For any non-prize related expense reimbursements, please use the standard Reimbusement of Funds form instead.
Prize Claim Form
Each Prize Claim form has to be submitted alongside a Prize/Award and Gift Reimbursement form if you purchased the prize yourself.
As a note, executives of your group cannot win prizes, the true prize is simply getting involved!
Charitable Donations
Follow these steps when donating proceeds from approved fundraising initiatives. Base funding cannot be donated.
1. Choose a Licensed and Approved Charity
Ensure the charity is licensed and approved in Canada. You can verify this through the Canada Revenue Agency (CRA) website or the charity's official website.
2. Use Fundraiser Profits Only
You are not allowed to donate your base funding. Funds used to create your fundraiser (e.g., purchasing ingredients for a bake sale) must come from the funds raised, not from your base funding.
3. Reach Out to the Charity
Contact the charity you wish to donate to. Obtain written acceptance from the charity confirming the amount being donated.
4. Confirm Charitable Receipt and Direct Deposit Information
Ensure the charity provides a confirmation that they will issue a charitable receipt in the name of the Ontario Tech Student Union (OTSU). Obtain the charity's direct deposit information that matches the charity's name for sending the funds.
5. Documentation and Submission
Submit a third-party payment request form to OTSU, and provide PDF copies of the following documents:
- Acceptance letter
- Receipt confirmation
- Deposit information
6. Sending the Funds
Once all documentation is received and verified by OTSU, the funds will be sent to the charity's provided direct deposit information.
Additional Resources
Sponsorship Agreement Template
This agreement outlines the terms, conditions, and mutual obligations between student organizations and sponsoring entities. It ensures a clear understanding and smooth collaboration between both parties.
Submission Instructions
Once you have completed the Sponsorship Agreement Form, please email it to the Member Engagement Coordinator for review and signature coordination.
Ledgers
Review the latest financial records and transaction history for your club or society.
Financial Procedures
Managing your club or society's finances effectively is crucial for successful operations. Review our financial procedures and access all necessary forms to manage your funding properly.
Get In Touch
Can't find what you're looking for? Submit your question here (monitored by C&S assistant).