Club Renewal
Now that all your clubs are on Club Hub and they are hopefully meeting more frequently and club leaders are more organized, we want to make sure that this continues next year. Therefore it is important to have a club renewal process at the end of the year. Typically this is a form that Club Leaders fill out.
Club Hub's goal is to get rid of all external club forms. Why:
A lot of the questions you would ask in the club renewal form is already data that Club Hub has (how many meetings, how many members...)
It is difficult to track who still needs to fill out forms and remind people to fill out forms, its really simple with Club Hub
Once you approve the external club renewal form, it doesn't actually do anything. You still need to send emails updating all the club leaders and members. Club Hub makes this renewal active immediately.
As an administrator, you can activate club renewals by navigating to Settings and then clicking on Club Settings. Scroll down to the Club Approvals section. You'll now see a dedicated box with the option to manage club renewals directly within Club Hub.
Once you toggle this feature on, a few more configuration options will appear:
Require club leaders to include a logo: Enabling this will mandate that students upload a logo for their club if one isn't already associated with it. This is highly recommended as it enhances the visual appeal for prospective members, especially incoming freshmen and parents.
Budget Question: If your school has activated the club bookkeeping feature, you'll have the option to include a budget question. This allows you to gather preliminary funding requests from club leaders for the upcoming year.
Automatic Faculty Advisor Confirmation: Club Hub can automatically reach out to the faculty advisors selected in the Club Renewal form. This feature allows advisors to confirm that they have discussed their role with the club leaders and agree to advise the club.
Renewal Due Date: You'll need to specify the deadline for club leaders to submit their renewal forms. This due date will be clearly communicated in the announcement sent to all students.
Once you've configured these settings, simply click Submit to activate the club renewal process and notify all students.
Upon activation, all club leaders and their designated faculty advisors will promptly receive the following email notification, guiding them through the club renewal process:
Club Leaders will be prompted to answer the following questions as part of their renewal submission:
Who will the club leaders be for the upcoming year?
Who will serve as the faculty advisor next year? (indicating if it's the same as the previous year or a new advisor)
Provide a concise, one-sentence pitch to attract new members.
Select the most relevant category for your club.
Identify any specific student interest groups that your club might appeal to (this helps with recommendations to incoming freshmen).
Provide a detailed description of your club's purpose and activities.
What is your estimated budget for the next academic year? (This question will only appear if the budget setting is enabled).
What is the usual meeting time for your club?
On which day of the week does your club typically meet?
What is the usual meeting location for your club?
Please provide a brief overview of your club’s activities and accomplishments throughout the past year. Did you achieve the goals you set out to accomplish?
What are your club's goals and planned activities for the upcoming academic year?
Specify the member join settings for your club (e.g., open to all, application required).
Upload a logo for your club (if not already present or if the setting is enforced).
A new Renewal Dashboard will appear in your administrator menu. This centralized hub provides a clear overview of all clubs and their renewal status. You can easily see which clubs have yet to submit their renewal forms. The dashboard also includes functionalities to:
Search for a specific club to check their renewal status.
Filter the list of clubs by category.
Send a reminder notification to all clubs that have not yet completed the renewal form with a single click.
Once a club leader submits their renewal form, administrators will receive an immediate email notification. All submitted renewals awaiting your review can be accessed in a dedicated section.
Clicking on a specific club renewal will provide you with valuable insights into the club's past activity, such as the number of events held and the total number of attendees.
By clicking the button with the three dots, you'll reveal a menu with the following actions:
Renew: This option allows you to open the submitted club renewal form, thoroughly review the responses, make any necessary edits, and then submit the renewal for final approval. Please note that once you submit the club renewal form, all changes will be permanent.
View Club: This provides you with a more comprehensive report of the club's activities throughout the year.
Contact Club Leaders: Use this feature to directly message the club leaders if you require them to update any information on their renewal form before you grant approval.
Pause Club: This option allows you to temporarily suspend the club's activities on Club Hub.
Delete Club: This will permanently remove the club from Club Hub. Use this action with caution.
We sincerely hope this new Club Renewal feature enhances your administrative efficiency and contributes to the continued success of all your student clubs. Please do not hesitate to reach out if you have any questions or suggestions for further improvements.
Club Hub's goal is to get rid of all external club forms. Why:
A lot of the questions you would ask in the club renewal form is already data that Club Hub has (how many meetings, how many members...)
It is difficult to track who still needs to fill out forms and remind people to fill out forms, its really simple with Club Hub
Once you approve the external club renewal form, it doesn't actually do anything. You still need to send emails updating all the club leaders and members. Club Hub makes this renewal active immediately.
Setup Club Renewal on Club Hub
As an administrator, you can activate club renewals by navigating to Settings and then clicking on Club Settings. Scroll down to the Club Approvals section. You'll now see a dedicated box with the option to manage club renewals directly within Club Hub.
Once you toggle this feature on, a few more configuration options will appear:
Require club leaders to include a logo: Enabling this will mandate that students upload a logo for their club if one isn't already associated with it. This is highly recommended as it enhances the visual appeal for prospective members, especially incoming freshmen and parents.
Budget Question: If your school has activated the club bookkeeping feature, you'll have the option to include a budget question. This allows you to gather preliminary funding requests from club leaders for the upcoming year.
Automatic Faculty Advisor Confirmation: Club Hub can automatically reach out to the faculty advisors selected in the Club Renewal form. This feature allows advisors to confirm that they have discussed their role with the club leaders and agree to advise the club.
Renewal Due Date: You'll need to specify the deadline for club leaders to submit their renewal forms. This due date will be clearly communicated in the announcement sent to all students.
Once you've configured these settings, simply click Submit to activate the club renewal process and notify all students.
Club Leader Notification
Upon activation, all club leaders and their designated faculty advisors will promptly receive the following email notification, guiding them through the club renewal process:
Club Renewal Form
Club Leaders will be prompted to answer the following questions as part of their renewal submission:
Who will the club leaders be for the upcoming year?
Who will serve as the faculty advisor next year? (indicating if it's the same as the previous year or a new advisor)
Provide a concise, one-sentence pitch to attract new members.
Select the most relevant category for your club.
Identify any specific student interest groups that your club might appeal to (this helps with recommendations to incoming freshmen).
Provide a detailed description of your club's purpose and activities.
What is your estimated budget for the next academic year? (This question will only appear if the budget setting is enabled).
What is the usual meeting time for your club?
On which day of the week does your club typically meet?
What is the usual meeting location for your club?
Please provide a brief overview of your club’s activities and accomplishments throughout the past year. Did you achieve the goals you set out to accomplish?
What are your club's goals and planned activities for the upcoming academic year?
Specify the member join settings for your club (e.g., open to all, application required).
Upload a logo for your club (if not already present or if the setting is enforced).
Renewal Dashboard
A new Renewal Dashboard will appear in your administrator menu. This centralized hub provides a clear overview of all clubs and their renewal status. You can easily see which clubs have yet to submit their renewal forms. The dashboard also includes functionalities to:
Search for a specific club to check their renewal status.
Filter the list of clubs by category.
Send a reminder notification to all clubs that have not yet completed the renewal form with a single click.
When Club Leaders Submit Renewal Form
Once a club leader submits their renewal form, administrators will receive an immediate email notification. All submitted renewals awaiting your review can be accessed in a dedicated section.
Clicking on a specific club renewal will provide you with valuable insights into the club's past activity, such as the number of events held and the total number of attendees.
By clicking the button with the three dots, you'll reveal a menu with the following actions:
Renew: This option allows you to open the submitted club renewal form, thoroughly review the responses, make any necessary edits, and then submit the renewal for final approval. Please note that once you submit the club renewal form, all changes will be permanent.
View Club: This provides you with a more comprehensive report of the club's activities throughout the year.
Contact Club Leaders: Use this feature to directly message the club leaders if you require them to update any information on their renewal form before you grant approval.
Pause Club: This option allows you to temporarily suspend the club's activities on Club Hub.
Delete Club: This will permanently remove the club from Club Hub. Use this action with caution.
We sincerely hope this new Club Renewal feature enhances your administrative efficiency and contributes to the continued success of all your student clubs. Please do not hesitate to reach out if you have any questions or suggestions for further improvements.
Updated on: 02/05/2025
Thank you!