Club Membership ResourcesThese club resources include policies and forms related to club membership. Forms specific to planning club events and programs can be found in the Event Support section.
To start a new club, follow these steps:
Email Club Support if you have additional questions!
If you have changes with your club's description, photo, leadership, or membership roster, remember to make updates to your club page on Presence. If you have questions about making updates in Presence, please email Student Activities.
If your club makes changes to your club name or constitution, you will need to contact the Senate and attend a senate meeting. Email the club support committee chair and let them know what you would like to change. They will provide further directions and have your present your case at a senate meeting. If your changes are approved, make sure to update your club information in Presence.
At the end of the semester, Student Activities initiates Club Transition on Presence. Club Leaders will receive an additional email with the subject line, “It’s Time to Transition Your Organization”. What this means is that each club is required to update their officers and entire membership within Presence. All clubs, regardless of when they hold elections, must update their rosters to make sure that they are accurate.
When you complete your club transition, you will be asked several questions. One being, “When do you transition your officers?” Please be sure to answer all questions accurately. This will allow us to schedule club transitions each semester for the appropriate clubs and have accurate records of membership.
All club members listed in Presence after the semester closes will be added to the Club Leader Listserv. This will provide us a more accurate mailing list for all users.
Please review the Club Transition Checklist below:
Update your Presence account with any leadership changes including removing e-board members no longer active in the Fall semester and confirming all e-board members are listed.
Add new club members to the Presence. You can invite them through the site.
Add/update e-board members to Presence and make sure current e-board members have administrative access.
Add/update your constitution in Presence.
Share any important passwords or logins for your club’s social media accounts and/or websites with new officers.
Share Slate login information with your new treasurer/president.
Share club constitution, meeting minutes, financial information, etc. with active e-board members (creating a folder that all e-board members have access to for important club documents could be extremely useful!)
Confirm all paperwork for contractors/vendors is completed or passed along including ICA's, payments, etc. Train/share helpful information to your new treasurer.
Update Student Activities with access needed for office space, romper room access, or storage areas (club lockers, East Quad Storage).
Introduce new e-board members to the advisor and administrators that work with your organization if applicable.
Clubs can use Brandeis mailing lists (a.k.a. listservs) to send email to a group of subscribers with similar interests. Clubs that have listservs manage their own lists. Lists of lists and addition information are available at https://lists.brandeis.edu/wws.
It is imperative that members of your club be subscribed to the Club Leaders listservs to receive important emails regarding Allocation Board submission information, Treasury deadlines information, and other information imperative to being a club leaders at Brandeis. This is also where registration for the Fall and Winter Involvement Fairs will be announced.
Listservs have been created specific to Presidents, Treasurers, Club Officers and All Club Members and these email addresses are listed below. Individuals listed in specific positions in Presence will be manually added by Student Activities staff members. To join these listservs, you need to be listed in Presence in the specific position. Please take a moment to check your page in Presence to make sure you are listed in the correct club leader position and all of your club leaders are listed. Those not listed may miss important information that might not be shared out with all club leaders.
Each individual listserv will only include the names of students listed in Presence. Be sure to list all of your active members in Presence by having them sign-in and clicking “Join” for your club or sending them an invite through the site and encourage them to sign up for all the clubs they are members.All messages can be sent to these specific email addresses and all submitted messages will be moderated.