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Clubs and Orgs: Frequently Asked Questions

General

  1. How do I start a new club on campus?

Starting a club on campus is a process that involves a few steps. On the Center for Student Engagement’s Starting a New Club page, you will find all of the necessary steps to starting your very own club. Know that this process can take two or more weeks to complete.

 

  1. How do I join a club on campus?

On the Clubs and Orgs tab of the ASUN website, you can find all clubs that have completed ASUN-recognition under “Find a club.” Search for a club you are interested in, contact their officers for their next meeting time, and attend a meeting! Certain clubs also have additional requirements for active membership.

 

  1. Who is my Club Commissioner?

Your Commissioner’s contact information, biography, and goals for the year can be found by clicking on the pictures on our Contact Page. Your Commissioner is the person assigned to be a liaison for your club coalition.

 

  1. What is the Accounting Department?

Central Station is ASUN’s main accounting office located in the ASUN Center for Student Engagement at the 3rd floor of the Joe Crowley Student Union. The Accounting Department is also responsible for managing all club accounts for all ASUN-recognized clubs and organizations. Go to the Center for Student Engagement’s Accounting Department page for more information.

 

  1. Am I allowed to have a club account outside of the Accounting Department?

ASUN-recognized clubs and organizations are allowed to have an account outside of Accounting Department in the following cases: an account affiliated with another University of Nevada, Reno department or an account tied the club’s national-level organization. Any other accounts tied to the organization outside of the University of Nevada, Reno are prohibited.

 

  1. Can any club or club member attend department meetings?

The Department of Clubs and Organizations follows Nevada Open Meeting Law (NRS 241), a state law outlining rules for public meetings. All agendas are posted at least (3) business days in advance of every meeting and anyone is allowed to attend. Agendas are posted at these locations: ASUN Center for Student Engagement offices in the Joe Crowley Student Union, Knowledge Center in front of the @one, Frandsen Humanities, the ASUN Meetings page, and on Nevada Public Notice.

 

Club Support Funding

  1. What is Club Support Funding (CSF)?

CSF is money granted to clubs by the ASUN Department of Clubs and Orgs as a means of financial support. This money is different from the money fundraised by your club or money in your club’s club account. Your club can use CSF for almost anything except for items listed on our “No-List”. This “No-List” is on the ASUN website, towards the bottom of the page, and all items your club applies for are subject to the rules outlined in the CSF Policy Manual. Think of Club Support Funding as grant or scholarship money for your organization. Just like university grants and scholarships, you must apply and go through a formal process to receive access to the money.

 

  1. What is a club account?

A club account is essentially a “bank account” created for each ASUN-recognized organization on campus. You can deposit and withdraw funds from this club account at Central Station. Keeping money in your account is very important when applying for and receiving Club Support Funding due to the 50% requirement for On-Campus and Travel tier applications.

 

  1. Who do I contact if I have a question about Club Support Funding or need help with the application?

Your first point of contact for any and all questions should be the Club Commissioner for your coalition. Go find your Club Commissioner on our website. If your Club Commissioner is unable to assist you with your question, please contact the Director or Assistant Director.

 

  1. Why is my commissioner requesting to meet with me?

ASUN recognized clubs are required to meet with their club commissioner to review funding procedures and make sure all clubs have the necessary tools to access ASUN resources. For specific inquiries outside of these meetings, clubs are welcome to reach out to their club commissioner.

 

  1. I have been approved by the Commission to get Club Support Funding. When does the money get deposited into my club’s account?

Club Support Funding is never deposited into your club account after the Commission approves it. Being granted CSF means that your club has permission from the Commission to use up to the approved amount of money from the ASUN Department of Clubs and Orgs account. Accounting Department employees are in charge of managing this process. Once you have been approved, please fill out the appropriate form underneath “Accounting (Spending Money)” on our Forms, Policies and Data page to get access to Club Support Funding.

 

  1. Can I request Club Support Funding after the event in order to get reimbursed?

Under Title II, Chapter B, Section 13 of the Club Support Funding Policy Manual, retroactive funding is not allowed. In the case of a reimbursement request, a club must have been granted CSF prior to the event taking place. A club must then fill out a reimbursement request through an Accounting Department form. Please expect to wait more than a week for reimbursement to be processed.

 

  1. How much Club Support Funding can my organization receive per year?

Under Title II, Chapter A, Sections 1-5 of the Club Support Funding Policy Manual, an organization can receive funding for items relating to (4) tiers: Operations, On-Campus, Travel, and Community Service. The tier caps are as follows: Operations-$1000, On-Campus-$6000, Off-Campus-$1000, and Travel-$2500. The Operations and Community Service tiers are 100% funded, while the Travel and On-Campus tiers are funded at 50%. Please note that clubs and organizations in the Sports and Recreations coalition receive 100% funding for Travel.

 

  1. What if I don’t have the required 50% in my club account by the assigned date on the website?

A deposit of 50% of your full application is only required if your Funding Application is classified as an On-Campus or Travel tier application. You will not be able to access ASUN Club Support Funding for On-Campus or Travel tier applications until you have deposited your club’s 50% value into your club account.

 

  1. Do I have to buy the exact item for the price listed on the supporting documentation?

Depending on what is written on the funding spreadsheet, a club must purchase the item related to the line item. A club does not have to purchase that item for the price listed. For example, if a club finds the same item for a cheaper price, a club may purchase that item. If for some reason a club needs to purchase a similar item, but not the one mentioned in the spreadsheet, the club should reach out to the Director or Assistant Director of Budget and SEAB.

 

  1. How many members have to be present at the Funding Hearing?

Under Title III, Chapter B, Sections 3 and 4 of the Club Support Funding Policy Manual, the President and Treasurer of an organization must be present during the Funding Request Hearings in which their organization is requesting funds. Should the President and Treasurer not have the ability to attend the Club Support Funding Hearing, they must submit to a member of the Commission, including Director or Funding Manager, a written or electronically written notification, including the name for the officer or member who will be acting in their stead at any point before the end of the meeting or hearing at which the request is to be heard. The club may not be heard and approved of funds until the proxy notification is received. Any ASUN appointed or elected officers may not represent their organization’s interest or serve as proxy before the ASUN Club Commission. Only undergraduate members will be allowed.

 

  1. What if I can’t make my assigned Funding Hearing time?

If your club cannot make the assigned time, please reach out to your Commissioner and the Assistant Director as soon as possible. The Commission will do their best to accommodate all clubs and organizations.

 

  1. What if I don’t spend all of the money, I requested in a Funding Period?

You have the option of asking the Commission to remit your funds. Remittance is a process established by the Commission that allows clubs to have unused funds not count against their Tier caps for the year. Unused Operations Tier funding is automatically remitted a month after the application is funded by the Commission and, after that month elapses, the funding granted at that date is rendered inaccessible. Please reach out to the Assistant Director of Clubs and Orgs to inquire about the remittance process. Remittance can be requested by the club at any time. Any funds not remitted, will count towards your club’s Tier cap.

 

  1. Can I use past invoices as supporting documentation?

Yes, you can use past or previous year’s invoices as valid supporting documentation. This is used frequently in the Sports and Recreation coalition when requesting for security and games. However, be aware that the Commission can only fund you up to the price that is listed in the supporting documentation.

 

  1. My club is requesting money for flights through Club Support Funding. How far in advance should I request?

Club should request funding for flights in the Funding Period during which they plan on spending. For example, if the Fall II Funding Period fell between November 20th and February 4th and you don’t plan on traveling until April 3rd but the day you want to buy the flights is January 29th, you should submit a Travel Tier application for the Fall II Funding Period. Otherwise, you should request for a later Funding Period.