Frequently Asked Questions

The YFS provides many services for ratified clubs, from funding to rentals and much more! Please view the Club Services section of this website for more information.

After submitting your application online, you will see two types of messages. If it says “Your submission was sent successfully” everything should be fine. If there is an error message, please try again.

If the form was submitted successfully, you will receive an automatic e-mail to the first e-mail address stated in the application saying that it was submitted successfully. If you don't receive a confirmation email, it is possible you entered your own email wrong. If you are having trouble submitting an application or are unsure if it was sent, please contact clubs@yfs.ca.

SC&LD Ratification is different than YFS Ratification.

Some benefits to SCLD Ratification are:

• Official York University recognition.

• Ability to post banners and posters on campus.

• Ability to book space and table around campus.

• Ability to apply for office space around campus.

• Club mediation services.

Some benefits to YFS Ratification are:

• Club Base Funding and Event Funding.

• Access to Free YFS Club Services such as:

  • Free use of Popcorn and Cotton Candy Machines, YFS Xbox One, Playstation 4, board games, water coolers and projectors.

  • $125 in free printing and photocopying at the Members’ Services Office

  • One free printed vinyl banner per year.

  • Access to free Graphic Design services for all of your design needs.

  • Club listing on the YFS website.

• Ability to post banners and posters in the Student Centre.

• Ability to book space and table in the Student Centre.

• Ability to apply for office space in the Student Centre.

It is possible and encouraged for clubs at York University to become ratified by both the YFS and SCLD in order to receive the maximum benefits for a club.

The YFS Clubs Committee is comprised of YFS Executives, YFS Board of Directors representatives and Club Executives. It is the body that deals with all club funding and ratification requests.

Only the Clubs Committee can approve or deny these applications. The Clubs Committee meets every few weeks upon availability and processes thousands of applications each year, distributing hundreds of thousands of dollars to clubs to put on the great events that you do.

The Clubs Committee meets every few weeks therefore it is important to apply for Pre-Event Funding at least a month in advance of your event in order for your application to be reviewed by the Clubs Committee before your event takes place. Otherwise you will receive communication requesting a Post-Event Funding Application before the next Clubs Committee Meeting.

Applications for Club Ratification for new clubs during the summer months won’t be assessed until the first Clubs Committee Meeting of the year, normally in late August or early September.

You will receive a response after the next clubs committee meeting has taken place. Clubs will be notified within the Rubric portal of the decision made by the Clubs Committee, once your approved payment has been processed. In order for your club to recieve funding, you will need to input your Direct Deposit information directly into Rubric. You may only do this once. Please fill out the Direct Deposit form here.

Please note, all Clubs Committee decisions are final. The YFS has a practise of only notifying clubs once your payment has been processed.

Please visit our Club Forms section of this website to fill out a Club Renewal Application (if you are an existing YFS club trying to renew for another year) or Ratification Application (if you are starting a new club).

Please note the deadline for ratification & renewal for the Fall Semester is September 30 of every year. If you miss this deadline, the Winter Ratification period runs from January 1 to January 30 of every year.

If the order is a under 100 copies, you can come to the YFS Members’ Services Office, located in Room 106 First Student Centre to get the order completed. The cost of the order will be deducted from your club's account balance. Please make sure to bring a USB key in order to get the items printed.

If the order is over 100 copies, you must e-mail what needs to be printed to clubs@yfs.ca at least two business days in advance from when you need the material printed. The cost of the order will be deducted from your club's account balance.

Printing balances expire on April 30 of each year for all clubs and does not carry over. The printing balance becomes active once a club gets ratified or renewed with the YFS. Printing balances can only be applied to printing, not to laminating, binding, additional banners or other items offered in the Members’ Services Office.

This year we are offering a new wireless Speaker with Microphone, in addition to a PS4, XBOX ONE, water coolers, Popcorn, Cotton Candy, and Snow Cone Machines.

In order to book the machines you must take the following steps:

1. Read the rental guidelines for all machines

2. Fill out the online form, with signature (also found under Forms.

3. Bring in the cheque deposit for the item you are renting.

4. Return the equipment in a clean and undamaged condition in order to receive your deposit back.

If your club can create the design yourselves, please submit the finished file with the following specifications to the Clubs Banner/Business Cards request form for review and printing:

• Size should be 48x60" inches

• File must be a high resolution PDF and have all fonts outlined

• Unlimited number of colours

If your club cannot create the design, our graphic design department can assist. To do so, you will need to submit a Graphic Design Request Form on Rubric.

All YFS-ratified Clubs are eligible to receive 100 free business cards per year.

If your club can create the design yourselves, please submit the finished file with the following specifications to the Clubs Banner/Business Cards request form for review and printing:

• Size should be 3.5x2" inches with a 0.125” bleed on each side

• File must be a high resolution PDF and have all fonts outlined

• Unlimited number of colours

Note: all 100 cards will be the same.

If your club cannot create the design, our graphic design department can assist. To do so, you will need to submit a Graphic Design Request Form on Rubric.

Any additional cards will incur costs for your club.

If your club can create the design, please send the finished image to clubs@yfs.ca and we will review the image and be in touch with you.

Please be advised that funding is never 100% guaranteed. The YFS ratifies hundreds of clubs each year, all of whom are active and hosting events.

That said, you can learn more about what the YFS can and cannot cover financially by reading the YFS Club Funding Policy, found here.