Club office space
The Sussex Clubhouse offers about 50 shared offices for recognized campus groups at St. George. Offices are allocated annually for a 1-year term by the Committee to Allocate Student Activity Space (CASAS).
The allocation of space is determined by CASAS according to the following requirements:
Only groups recognized by the Office of Student Life through the Ulife website in 2018/19 year are eligible to apply for office space.
In addition, only groups that have accumulated 5 Ulead Points by the application deadline are eligible to apply for 2018/2019. Groups must have 1 Ulead point in each of the Ulead coloured categories (purple, green, orange, yellow). The five points can be earned by attending Ulead workshops. Please note that the Blue category is optional for office space applications. Groups can get their 5th point from any of the other coloured categories.
Ulead runs until March 30, 2019, if your group is planning to attend workshops throughout March please include that you are registered for these. You must be registered for the workshops at the time of the application deadline (March 5, 2019). 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 Ulead 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 Ulead points are eligible to apply starting January 14. Applications are due March 4. Results are announced at the end of April.
2018 - 2019 Application Timeline (for occupancy July 2019 - June 2020)
Monday January 14, 2019: Office applications open and posted online.
Monday March 4, 2019 by 5pm: Applications are due. Applications must be submitted online. No hardcopies or email.
March 4 – April 2019: Committee to Allocate Student Activity Space (CASAS) will meet 3 times. 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.
April 30, 2019/early May 2019:
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 in July
July 2018: Office Move in Day and Occupancy Agreement takes effect (expires June 2020)
Occupancy agreement and maintenance of office space
Groups holding office space for 2018-2019 must fulfill the following responsibilities:
Maintain group recognition status with the Office of Student Life by September 30 of each year.
Identify and complete 3 group goals that are determined in September.
Attend two (2) meetings with all groups of the 21 Sussex Clubhouse per academic term
Attend and actively participate in the annual Open House
Complete a survey and short reflection (1-2 paragraphs telling us about your amazing work) – due at the end of your Occupancy Agreement
Being part of the Clubhouse community means there are certain participation requirements clubs are expected to fulfill. Please review the following to get a firm understanding of what it means to be a part of the Clubhouse community at 21 Sussex:
- Read this sample 21 Sussex Occupany Agreement
- Clubs are required to work towards completing 3 identified group goals throughout the academic year. We will provide coaching and support along the way to help you fulfill this Occupancy Requirement.
- Clubs at 21 Sussex are required to send one representative to two, 2-hour mandatory meetings per academic year.
- Clubs at 21 Sussex are required to actively participate in an annual Open House which is designed to promote the clubs in the community
- Office space is meant to enhance the community of membership you are building on campus through your club. It is not meant to be a storage space for clubs, but rather a hub for club leaders to connect with each other and their membership.
- Single occupancy offices are limited, and most clubs at 21 Sussex are sharing offices. This is especially true for new applicants to the clubhouse.
Applications and all supporting documents must be submitted through the online form by March 4, 2019 at 5 p.m. Applications will not be accepted by email, and late applications may not be accepted.
Note that your application must include a detailed club operations budget (can be submitted via the form), which you should prepare before you apply. The CASAS Application Form should be completed by the group’s contact person(s) and are required to answer all fields below as accurately and completely as possible.
All the applications are ranked according to a set of criteria established by the Committee to Allocate Student Activity Space (CASAS).
For more information on the application process, please contact Jennifer Galley, Groups Officer at firstname.lastname@example.org
Applications for office space are now closed. Check back in January 2019 for the 2019 - 2020 cycle.
You may also contact:
Office of Student Life
21 Sussex Avenue, Room 514