The Student Group Information Form is how the SSMU determines if your group is active. All SSMU Clubs, Services, and Independent Student Groups must fill out the form every year at the beginning of the fall semester, or when any change occurs in their executive structure or contact information. If the form is not submitted, access to SSMU services will be suspended until it is completed.It is important to note that details in the Executive Contact Information section must match your Club’s constitution. For example, you cannot have executive members in positions that are not outlined in your constitution; the SSMU would not recognize those positions or those executive members.
The form is also used to update your Club’s information in the Club Listing, so make sure to complete the form all the way to the very end!
Two executives from each Club must attend a number of SSMU-run workshops every year in order to maintain their Club status. For the Gendered and Sexual Violence Worshop, 5 or 50% of executives must attend. These workshops provide information about requirements, finances, resources, contacts, accessibility, and other matters related to the operation of Clubs. Clubs will receive information about workshop dates via the Clubs Listserv sent to their ssmu.ca email addresses. The workshops are:
The Club audit is a self-reported evaluation of your Club’s financial status, which serves to ensure that Clubs are accountable and transparent in their handling of Club money. Completion of the Club audit requires the completion of the Club Audit Form as well as the online submission of your original receipts and other documentation. All Clubs, whether Interim or Full Status, must complete the audit.Details on an upcoming audit will be sent to your SSMU Club email address at least 2 weeks before the submission deadline.
For more details on the auditing process, please head to the Finance and Funding section.
Your constitution must be in line with the Club Constitution templates (Executive Structure Template or Collective Structure Template) and all constitutions must reference and defer to the SSMU Constitution and Internal Regulations. Your Club executive positions must all be recognized in your Club Constitution. Any constitution or action of the Club that violates the SSMU Constitution and Internal Regulations, McGill policies, or legal statute will result in sanctions and/or status revocation.
To update a Club Constitution, you first need to make sure your new constitution contains all of the mandatory clauses a SSMU Constitution must contain. You must then ratify the new constitution with your Club membership and send it, along with a list of changes you are making, to the Club Administrative Coordinator at firstname.lastname@example.org. The Coordinator will take your constitution to the Club Committee and to the SSMU Legislative Council for approval and the Board of Directors for ratification. It is important to note that any amendments made to your constitution cannot be acted upon until the new constitution has completed the approval and ratification process.
There are several important SSMU policies that you need to consider when running your Club. Below you’ll find a list of the most relevant documents that must be read by your Club executives:
For a complete collection of the Society’s policies, visit the Constitution, Internal Regulations, and Policies page.
All SSMU Clubs may be eligible for insurance coverage, but the SSMU needs up-to-date information to ensure that each activity is covered under our insurance policy. Any Club event or activity must be declared via the Declaration of Event & Insurance Request Form prior to its commencement and promotion. We recommend that you submit your events well in advance to ensure your event will be properly covered (~20 days).
For more information, please head to Insurance and Liability.
All SSMU Clubs are part of the Society and have no independent legal status. As such, they cannot enter into legally binding contracts or engage in activities that would pose a risk or liability to the SSMU. This includes, but is not limited to, contracts and/or agreements (including verbal agreements) with venues, sponsors, or caterer services.
Should you wish to enter into contractual agreements with a third party, it is compulsory to submit these agreements (as an attachment) by filling out the Declaration of Event & Insurance Request Form or contacting the Operations Department (email@example.com) for processing.
Also, make sure to consider all the information on the Contracts & Agreements Checklist.
To reflect the SSMU’s Memorandum of Agreement with McGill, all SSMU Clubs must use the word “Students” when using “McGill” in their name. If you choose to have “McGill” in your group name, please email the Vice-President (Student Life) at firstname.lastname@example.org so they can coordinate with the DPSLL office to receive official approval from McGill.
Please ensure that you include the note below in all Club communications. These include, but are not limited to, your Club website, social media (Facebook, Twitter, Instagram), and printing materials (banners, posters, flyers): “A Student Group of the Students’ Society of McGill University (SSMU)”
At the end of every academic year, it is necessary for all Club executives to fulfill certain requirements to ensure a smooth turnover for the following year. These requirements include organizing and keeping records of certain documents as well as making sure that new executives are able to access your Club’s finances. Below are outlines of the necessary steps outgoing and incoming executives must carry out each year:
Note: In order to keep all executive records and important documentation/information for future years, it is recommended that you archive all of your files in your Club’s Google Drive.
Clubs are allowed to organize events that include alcohol and alcohol purchasing only if the SSMU approves them first. Clubs must submit a description of their event request via the SSMU EMS portal (University Centre events only) or directly to the SSMU Events Administrator at email@example.com a minimum of 5 business days prior to the event.
If Club funds are used for alcohol purchases that are not permitted within these regulations, sanctions will apply.
Please see the Alcohol section for more details
Club funds may not be used for cannabis purchases under any circumstances.
If your Club has received a sanction, you may wish to appeal the decision. An appeal may be helpful for your Club if you have additional information that may change the context of the original sanction. You can submit an appeal here:
We do our best to ensure the site is as up to date as possible, but new developments in Club processes may take time to go live. Please take note that the information listed above may not reflect the most recent changes.