JOIN A UWSA STUDENT GROUP!
A UWSA student group can be either a club or society, each with its unique niche on campus. With over 150 student clubs and societies, student groups play a crucial role in our community, enriching campus life with a diverse array of activities. From scholarships and social events to trips and fundraisers, there's something for everyone. Join a UWSA club or society today and contribute meaningfully to our campus community!
Clubs vs. Societies: Understanding the Differences
At the heart of campus life, UWSA student groups are categorized into two main types: clubs and societies, each with distinct features and operational guidelines.
-
Clubs are formed based on shared interests and are ratified on a year-to-year basis without the need for elections. Membership is selective, and while clubs do not collect ancillary fees, they have access to financial support from the UWSA. This support ensures that clubs are not financially dependent and can maintain autonomy in their activities. Additionally, clubs have access to event insurance, facilitating a wide range of activities and events safely and effectively.
-
Societies, on the other hand, represent faculties and large departments, with 13 recognized societies on campus. Unlike clubs, societies are required to conduct yearly elections to determine their executive team. They are also ratified annually but differ significantly as they collect ancillary fees from their members. This financial structure supports the broader scope of activities and administrative needs. Societies operate under an approved constitution alongside UWSA governing regulations, and have access to UWSA-issued credit cards and event insurance, which helps in managing larger and more formal events.
Both clubs and societies play vital roles in enriching the university experience, offering students opportunities to engage with the community, develop leadership skills,
Start Your Own UWSA Club
Can't find a student group that suits you? Start your own club!
If the group you wish to create does not yet exist, please email studentgroups@uwindsor.ca with your interest. Be sure to include as many details as possible regarding your new student group.
If your new student group is approved by the Student Groups Coordinator then you must follow the ratification procedure.
-
If you are a previously ratified UWSA student group and wish to ratify your student group for the 2026/27 fiscal year, you must submit a Signature Form to the Student Groups Coordinator. Your group will be approved by the Student Groups Coordinator.
In order to proceed with the ratification process, you are required to complete and submit the attached package in full. Kindly review and adhere to the following guidelines:
All submission packages must be fully completed and submitted in PDF format to studentgroups@uwindsor.ca.
Each student may serve as a signing authority for only one student group. Any attempt to act as a signing authority for multiple groups will result in rejection of the application, and a new package will be required for consideration.
All signing authorities must be undergraduate students.
All signatures must be written by hand or with an iPad. Digital or typed signatures are not accepted.
The member list must exclude the three signing authorities.
Each student group must consist of a minimum of 80% undergraduate students.
Societies are not required to submit a member list.
The ratification package submitted for the 2026–2027 academic year will remain valid only until July 1, 2027.
Ratification for the 2026–2027 academic year is valid from May 1, 2026, to April 30, 2027.
*New Requirement
All student groups are now required to submit a constitution that includes, but is not limited to, the following components:
The purpose and objectives of the club.
A clear hierarchy of positions.
Financial policies (including guidelines for out-of-pocket expenses and reimbursements)
Election and appointment procedures.
Processes for the removal of members or executives
Amendment procedures
The Student Groups Handbook should be used as a reference when drafting your constitution. The final deadline to submit your student group’s constitution is September 30, 2026. Failure to submit a constitution by this date may result in the de-ratification of your group. If you are seeking ratification after September 30, 2026, your constitution will be required as part of your ratification package at the time of submission. Key components of the constitution and the drafting process will be reviewed during the Annual Student Groups Summit.
Questions? Email studentgroups@uwindsor.ca.
-
Student Groups can request funding for an event or cause. Generally, the UWSA will consider events or causes which are related to and will benefit the student body. The UWSA is proud to provide funding to Student Groups in order to enhance the student life experience and foster a positive campus community. If you are interested in seeking funding from the UWSA, you must fill out this Club Funding Request Form.
All information regarding club funding will be found in the Club Funding Request Form.
-
A perk of being a ratified UWSA student group is free off-campus insurance. All off-campus events held by ratified UWSA student groups must have a certificate of insurance (COI).
To retrieve a certificate of insurance for your event, please fill out this off-campus insurance form and email it to studentgroups@uwindsor.ca.
-
As a member of a UWSA club or society, you can get a 15% discount off printing at the University Print Shop!
Student Group Resources/Forms
All Student Groups are subject to the UWSA’s Student Groups Policy (hyperlink).
CHEQUE REQUISTION PROCEDURES:
-
All student groups are able to submit four types of cheque requisitions.
Reimbursement payments, which is typically for an expense that was paid for out of pocket by a member of the group.
Vendor/PO payments, which is when a group wants to pay an external vendor for their services (ex: florist for a gala, Dj services, t-shirts/jackets, etc.)
Donation to a charity.
Payments to other student groups via internal transfers.
-
To be approved, cheque requisition forms must include the following:
The group MUST be a ratified group with the UWSA. If you are not ratified, please follow the steps under Ratification Procedure.
The completed cheque requisition form:
Name and information of the individual submitting (top right of the form)
Name of the individual/company/vendor/student group to whom it is payable.
The total amount requested.
Signatures from 2/3 group signing authorities approving the cheque requisition.
*These signatures must be consistent with the signature form that was submitted.
*A signing authority cannot sign off on their own cheque requisition.
Supporting Documents for your Cheque Requisition
A signing authority must email the completed and signed form, along with the relevant supporting documents to chequerequwsa@uwindsor.ca using the subject line “CHEQUE REQUISITION – GROUP NAME”
The other two signing authorities MUST be CC’d on the email.
Once you send, the VPFO will respond with whether the cheque requisition is approved or whether there are missing documents or insufficient funds in your student groups account.
All cheque requisitions will be ready 3-5 business days after the approval email is sent.
*If submitting multiple cheque requisitions, an individual email submission must be made for each one. The UWSA will not approve or respond to any cheque requisition email that has more than one requisition at a time. *
Ex: If you are submitting two cheque requisitions, you must send two separate emails. One for each cheque requisition
-
The complete cheque requisition form.
Receipts, an invoice indicating a balance of $0.00, bank statement, or equivalent proof of payment that shows that the amount being requested is consistent with the amount that was spent.
If the amount exceeds $1,000.00, meeting minutes or a motion reflecting approval of the payment,
Meeting minutes are documents that provide an instant written record of a meeting. Any expense over $1,000.00 must be approved by all voting members of a student group. An approved motion can either be presented during a meeting with the voting members or be an electronic message seeking approval from the members. If you are providing a copy of the approved motion, please ensure that the names of the members who approved it are included.
-
The complete cheque requisition form.
An invoice from the vendor.
If the amount exceeds $1,000.00, meeting minutes or a motion reflecting approval of the payment.
Meeting minutes are documents that provide an instant written record of a meeting. Any expense over $1,000.00 must be approved by all voting members of a student group. An approved motion can either be presented during a meeting with the voting members or be an electronic message seeking approval from the members. If you are providing a copy of the approved motion, please ensure that the names of the members who approved it are included.
-
The complete cheque requisition form.
Meeting minutes or a motion reflecting approval of the payment.
Meeting minutes are documents that provide an instant written record of a meeting. Any expense over $1,000.00 must be approved by all voting members of a student group. An approved motion can either be presented during a meeting with the voting members or be an electronic message seeking approval from the members. If you are providing a copy of the approved motion, please ensure that the names of the members who approved it are included.
-
The complete cheque requisition form.
Meeting minutes or a motion reflecting approval of the payment.
Meeting minutes are documents that provide an instant written record of a meeting. Any expense over $1,000.00 must be approved by all voting members of a student group. An approved motion can either be presented during a meeting with the voting members or be an electronic message seeking approval from the members. If you are providing a copy of the approved motion, please ensure that the names of the members who approved it are included.
WHAT WILL NOT BE APPROVED:
Cheque requisition is submitted by a group that is not ratified.
Cheque requisition is submitted by someone other than a signing authority.
Cheque requisition does not have two correct signatures from two signing authorities.
Cheque requisition is missing supporting documents such as receipts, invoices, minutes, etc.
Cheque requisition was sent to an email other than chequerequwsa@uwindsor.ca
Cheque requisition is requesting an amount higher than what the receipts indicate.
Cheque requisition is requesting an amount higher than what the student group has in their account.
Cheque requisition requests the reimbursement of alcohol. Student fees cannot be used to pay for alcohol.
More than one cheque requisition was included in a single email.
Contact us.
My name is Zeina Abou Haidar I’m your Student Groups Coordinator. Fill out the form bellow to get in contact with me.