Office space for student clubs and groups

Space allocation is determined by the Committee to Allocate Student Activity Space (CASAS) according to the following requirements:

• Only groups recognized by the Office of Student Life through the Student Organization Portal in the 2020-21 year are eligible to apply for office space.
• Only groups that have accumulated 5 Clubs Essential Training (formally, ULead) points by the end of the program (March 31, 2021) are eligible to apply for office space for the 2021-2022 academic year.
• To be eligible for office space, groups are required to earn 5 Clubs Essential Training points from the following categories:
  • 1 point: Organizational Development and Membership Engagement
  • 1 point: Executive Role Development
  • 1 point: Equity, Diversity, and Inclusion
  • 2 points: from any category you choose
• Group points must be earned by at least two members of the group. Groups are strongly encouraged to send different executives and members to workshops that interest them or that apply to their role.
• Ulead runs until March 31, 2021. If your group is planning to attend workshops throughout March, please say that you are registered for these. You must be registered for the workshops at the time of the application deadline (March 14, 2021). Please note that workshops may be cancelled due to low registration or facilitator illness, therefore it is important to plan effectively and not leave workshops until the last minute.

Groups submitting applications not meeting this requirement will not be evaluated by the Committee.

Groups should also be aware that earning the requisite 5 points does not guarantee office space. Obtaining more than 5 points does reflect increased organizational capacity and is seen more favourably by the CASAS committee but does not guarantee office space.

Application timeline and deadlines

Office space is allocated on an annual basis.

Groups with the required 5 Clubs Essential Training (formerly ULead) points are eligible to apply starting February 12, 2021. Applications are due April 6, 2021. Results are announced in early May 2021.

2020 – 2021 application timeline (for occupancy July 2021 – June 2022)

Friday, February 12, 2021: Office applications open and posted online.

Tuesday, April 6, 2021 by 11:59 p.m.: Applications are due. Applications must be submitted online. No hard copies or email.

May 2021: Applications from current office space holders will be reviewed by the student life coordinator and student life officer. The coordinator and officer will determine that applications of current 21 Sussex clubhouse occupants have met the “maintain good standing” criteria.

June 2021: Campus Organizations staff will notify the group contact person listed on the application about the results. If the application is successful and the group has met the “maintain good standing” criteria, the group will maintain their previously allocated office space.

Due to COVID-19, any new club applications for office space will be reviewed once the University announces our safe return to campus. The CASAS committee will convene regarding new applications once an estimated date of return to campus has been announced.

Once we have received confirmation from the University that we may resume use of club office space in 21 Sussex, the Committee to Allocate Student Activity Space (CASAS) will meet. The committee is comprised of 7 students and 3 staff representatives. They will meet to review group applications and rank them in order of a set of objective and subjective criteria. Campus Organizations staff will notify the group contact person listed on the application about the results. If the application is successful, the office space will be allocated and the group will be expected to sign an occupancy agreement upon move-in. Office move-in day and occupancy agreement takes effect (dependent on access dates).

Club locker space

If you are part of a recognized student group that requires storage space (but not an office) at the 21 Sussex Clubhouse, please apply for a locker.

Policy on the Recognition of Student Groups

What does “maintain good standing” mean for student groups?

• fulfill occupancy goals
• collect minimum 5 Clubs Essential Training (formerly ULead) points (1 from ODME, ERD, EDI and 2 extra)
• attend mandatory open house, fall and winter meetings
• submit application form to indicate you want office space for 2021-22 academic year