PURPOSE OF POLICY
This policy is intended to uphold the interests of club members, the campus community, and IGNITE by establishing the principles and guidelines to be followed and the context within which all activities of IGNITE sanctioned clubs will take place. This policy outlines the formation, operation, and development of clubs and to make clear the obligations a club has to IGNITE and its members. For simplicity, the term “club” will serve to mean both clubs and associations.
Clubs recognized by IGNITE shall represent Members with similar interests, backgrounds, ambitions to gather for educational, informational, and social purposes. Students interested in creating a club must submit a New Club Application form online for verification and approval.
Key rule: Clubs must operate in alignment with IGNITE’s guidelines, fulfilling their responsibilities to both members and IGNITE.
Key rule: A club must be approved by IGNITE through the official application process before it can operate.
KEY TERMS & PHRASES
Additional Club Officers: Clubs may appoint additional officer positions such as treasurer, secretary or other roles as determined by the President and Vice President. These club members support the operation of the club. Additional Officers must be familiar with the Club Policy and Club Handbook as they will be held accountable for club conduct.
Club: An approved student-led organization recognized by IGNITE that brings students together through shared interests, identities, cultures, hobbies, academics, or experiences.
Club Event: Any meeting, activity or social gathering that has been scheduled, publicized and is inclusive of all Humber Polytechnic and the University of Guelph-Humber Students’.
Club Member: A currently registered student who has formally joined a club in accordance with established club registration process and participates in club activities, events, and initiatives.
Club Officer: A leadership position within a club that is either appointed, elected or acclaimed during club registration. IGNITE requires two officer positions, the President and Vice President who are both responsible for the administration, operation and governance of the clubs.
Club Training: A club onboarding experience required for Club Officers (President and Vice Presidents) to ensure they are familiar with and understand IGNITEs club policies and procedures.
Club Year: The annual operation period that Clubs are recognized. This is typically between May 1 to April 31.
External Partner: Any organization, business, agency, community group, or individual that collaborates with, supports, or participates in club activities but does not necessarily act as a Sponsor or hold an ongoing relationship with the club.
Institutional: Humber Polytechnic and the University of Guelph-Humber, including their respective departments, campuses, services, and official governing bodies.
Probation: A temporary club status assigned to a club that has newly registered or does not meet an operational or policy requirement. During a probationary period, a club may be subject to restrictions.
Sponsor: An external organization, association, business, community group, or other third party that agrees to support a club in an advisory, financial, operational, educational, or other approved capacity. A Sponsor may provide expertise, resources, mentorship, programming opportunities, funding, networking connections, or organizational affiliation that contributes to the club’s purpose and activities.
Student: An individual who is currently enrolled in a full-time or part-time program at Humber Polytechnic or the University of Guelph-Humber.
CLUB RESPONSIBILITIES
Club responsibilities to IGNITE and to their membership include:
- All club practices and activities must adhere to the Clubs Handbook, and all IGNITE and Institutional policies and procedures.
- No club activity or event shall include the sale or consumption of alcohol.
- All club meetings and events must be approved by a member of the IGNITE Student Wellbeing Team.
- All deadlines outlined by IGNITE are met.
- Mandatory training sessions are completed by specified deadlines.
- Adherence to the club’s mandate as approved by IGNITE.
Key rule: All club activities must be approved, compliant, and submitted on time. Unapproved actions may result in penalties or unreimbursed costs.
CLUB MEMBERSHIP
IGNITE adheres to the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. As such, all clubs must demonstrate that its membership is open and non-discriminative to all students.
All club members, as a condition of membership, agree to treat all individuals with respect, dignity, and fairness, in compliance with all applicable human rights related legislation and in furtherance of a campus culture that is free from violence and harassment.
No membership fee may be charged to any student.
Each club requires a minimum of two Club Officers. A Club Officer is either a President or Vice President of a club who is responsible for the club operations and will submit requests on behalf of the club to the IGNITE Student Wellbeing team.
All Officer members are responsible for adhering to the Club policy and handbook.
All Officers and club members must be full-time or part-time students currently enrolled at Humber Polytechnic or the University of Guelph-Humber.
Club recruitment practices need to be respectful of students’ personal space, time, and identity. Recruitment practices must refrain from any form of coercive (mental, social, and/or emotional) pressure to join the club.
Institutional or IGNITE alumni and full-time staff cannot hold a club membership position, however they can attend as guests for certain club events; at the invitation and discretion of the club and the IGNITE Student Wellbeing Team.
Any Board of Director or appointed executive of IGNITE shall not hold any Officer positions of an IGNITE club.
A student may only hold an Officer position of one (1) IGNITE-sanctioned club at a per academic.
Key rule: Membership must be open, non-discriminatory, and limited to currently enrolled students, with respectful and non-coercive recruitment practices.
CLUB STRUCTURE
Clubs shall be approved on a probationary status and will adhere to the requirements and responsibilities of probationary clubs as outlined in the Clubs Handbook. To advance to a ratified club status, each club must meet the specific requirements and responsibilities outlined in the Clubs Handbook.
No club shall be sanctioned where club activity is associated with course grades or course credits.
Club affiliation with any sponsor or external partner must be approved by a member of the Student Wellbeing Team. A sponsor or external organization would include any external partner (ex. Toastmasters, TEDx, Jack.org, etc.) who supports a club’s operations in any way.
Student clubs affiliated with external organizations must prioritize student needs, ensuring programming, leadership opportunities, and activities are designed primarily for the student audience and their campus experience. While the external partner may provide structure or resources, the club’s core focus should remain on enriching student engagement, learning, and community.
Key rule: Clubs must meet probation and ratification requirements and ensure all external affiliations are approved and student-focused.
CLUB OFFICER TRAINING
IGNITE will provide mandatory training for a minimum of two (2) Club Officers to outline in detail the contents of this Policy and the Club Handbook.
Any Officer found to be in violation of any IGNITE or institutional policies may be removed from holding an officer position, at the discretion of the IGNITE Student Wellbeing team.
Key rule: Mandatory training must be completed before any club activity begins, or the club will not be permitted to operate.
CHANGE OF STATUS
IGNITE, at its sole discretion, reserves the authority to change a club’s status based on the club’s adherence to this policy, the Clubs Handbook, IGNITE and Institutional policies and procedures, and the responsible use of IGNITE services and privileges.
Key rule: A club’s status may be changed at any time based on its compliance with policies and responsible use of IGNITE resources.
CLUB RENEWALS
Clubs are recognized for a single academic year between May 1 to April 30 and must complete the annual renewal process by deadlines established by IGNITE. For a club to remain active from one academic year to the next, the club officers must complete the renewal process by the given deadline.
Clubs that fail to complete renewal requirements may lose access to funding, booking privileges, promotional support, and club recognition.
Key rule: Clubs must complete the annual renewal process by the deadline to remain active and retain access to resources.
TRADEMARK USE
Clubs must be granted IGNITE approval for the use of the IGNITE name and logo and/or the IGNITE Clubs name and logo.
Clubs must be granted approval from the Institution and any third party for the use of their respective names and logos.
Any Club failing to comply with this provision will be subject to penalty at the discretion of IGNITE’s Student Wellbeing Team and may include suspension and de-ratification.
Key rule: Approval to use names and logos must be obtained separately from IGNITE, the institution, and any third parties.
CLUB FUNDING
IGNITE has the discretionary authority to approve funding for clubs wishing to promote and run activities that enhance student life.
To access club funding, club officers must complete a Budget and Payment Request tied to an Event Application detailing the approximate amount required. Only the approved amount on a Payment Request will be reimbursed, not exceeding the approved amount.
Budget and Payment requests are to be submitted by deadlines outlined by IGNITE.
Club finances must be maintained within IGNITE’s control; therefore, external bank accounts are prohibited.
The handling of cash, cheques, or personal digital payments (such as e-transfers, EFT transfers or third-party payment apps) for fundraising, sponsorships, or any other activity is strictly prohibited.
Club officers are liable for any unapproved expenses.
IGNITE may approve the purchase of equipment using club funding where it supports student engagement and long-term club programming. All approved equipment remains the property of IGNITE and will be managed as a shared resource for the benefit of current and future recognized clubs.
Key rule: Only pre-approved expenses tied to submitted requests will be reimbursed; unauthorized spending is the responsibility of the club.
CLUB ACTIVITIES & RISK MANAGEMENT
Clubs and their members are expected to conduct all activities (events, meetings, tabling, digital communication, etc.) in accordance with the following:
- The Ontario Human Rights Code
- Humber Polytechnic and the University of Guelph-Humber policies and procedures;
- Other relevant institutional policies.
- IGNITE policies and procedures; and
- Applicable municipal, provincial, and federal laws
All club events require approval from IGNITE. IGNITE reserves the right to cancel or modify any event at any time due to unforeseen risks or liability.
Clubs are responsible for submitting complete and accurate forms and budgets to IGNITE by specified deadlines.
Any unapproved events held by clubs may result in penalties at the discretion of IGNITE’s Student Wellbeing team, including suspension or de-ratification.
All club events and meetings must take place on campus. Digital and off campus club events are not permitted.
Clubs must inform the Coordinator, Student Wellbeing of any external guests, speakers or organizations participating in a club activity on campus. IGNITE reserves the right to deny participation of any external individual or organization due to risk or liability concerns.
Clubs are encouraged to foster respectful and meaningful dialogue that supports the exchange of diverse viewpoints in a manner that promotes learning, inclusion, meaningful engagement and prioritizes wellbeing and safety.
While IGNITE supports freedom of expression, club activities must not:
- Disrupt academic activities, college operations, or authorized campus events;
- Interfere with the rights, safety, dignity, or wellbeing of others;
- Promote or engage in discrimination, harassment, intimidation, hate speech, violence, or exclusion;
- Damage institutional or personal property; or
- Create unreasonable health, safety, legal, or reputational risks for students, IGNITE, or the Institution.
IGNITE acknowledges that club events and activities may involve physical actions that are recreational in nature (ex. running, dancing, or sports). Participation in such activities is voluntary, and individuals assume personal responsibility for any associated risks.
Club members agree to indemnify and hold harmless IGNITE, Humber Polytechnic, The University of Guelph-Humber from any claims, actions, losses, damages, or expenses arising from club activities or the use of institutional premises.
Key rule: All activities must be approved, on campus, compliant with policies and laws, and must not create risk, harm, or disruption.
Key rule: Participation in club activities is voluntary and at individual risk; members assume responsibility for their involvement.
SUSPENSIONS AND DE-RATIFICATION
IGNITE has the authority to suspend and/or de-ratify any club that is in breach of the Clubs Policy, Clubs Handbook or any IGNITE or Institutional policies and procedures, at its own discretion. Clubs may be subject to penalty for misuse of IGNITE services and/or privileges.
Clubs should be cognizant of the penalty process IGNITE uses. Written warning may be given to clubs who are in violation of the Clubs Policy, Clubs Handbook, or any IGNITE or Institutional policies and procedures. Should the violation be severe in nature, a member of the IGNITE Student Wellbeing Team shall determine immediate suspension or de-ratification of a club.
Key rule: Clubs that violate policies may face warnings, suspension, or de-ratification at IGNITE’s discretion.
