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Please note that your group’s ssmu.ca email account will be the channel for all key announcements, newsletters, updates, access to resources, and other essential information.
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In this section, you’ll find all the info you need to keep your Club running in tip-top shape.
In order to retain their Full or Interim Status, Clubs are expected to complete a number of mandatory administrative tasks at the beginning of every year. If a Club fails to complete any of these six tasks, it risks being deemed inactive and losing Club Status, as per the Internal Regulations of Student Groups (a list of status and administrative sanctions can be found in the Club Processes document).
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 semester 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:
If you missed a Club workshop, please contact the Clubs Coordinator (clubscoord@ssmu.ca) for make-up dates.
Keep an eye on all the dates and registration procedures announced in the Clubs Listserv. If your club is not receiving this communication, check your spam folder or email communications@ssmu.ca to be added to the list.
The Club audit is a self-reported evaluation of your Club’s financial status, ensuring that Clubs are accountable and transparent in handling Club money. This requires the completion of the Club Audit Form (Fall 2024 form) twice a year and 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 Governing Documents. 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 Clubs Coordinator (clubscoord@ssmu.ca). 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 SSMU Governing Documents page.
All SSMU Clubs may be eligible for insurance coverage, but accurate and timely information is essential to ensure your activities are covered. To secure insurance, you must declare all Club events using the External Events & Activities Declaration Form. Please submit your request a minimum of (20) business days before the event for processing.
This form is necessary for declaring on-campus, off-campus, and online events. Events held in the University Centre do not require submission of this form.
For further information, please consult the Events Section page.
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Beyond the administrative tasks outlined, SSMU Clubs should be mindful of additional essential requirements to ensure smooth and effective operation.
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All SSMU Clubs are part of the Society and do not have signing authority. Therefore, they cannot enter into legally binding contracts or agreements that could pose a risk or liability to the SSMU. This includes, but is not limited to, contracts or agreements (verbal or written) with venues, sponsors, service providers, or caterers.
Please visit the Events Section page for more information.
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 studentlife@ssmu.ca so they can coordinate with the DPSLL office to receive official approval from McGill.
If your name does not include “Students”, please fill out the McGill Club registration form (Office of Student Life and Learning) to request the use of “McGill” in the name of your student group.
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)”
If you would like to change the name of your Club, you will need to fill out the Student Group Name Change Request Form. Once you submit this form with an updated constitution, it will go to the Clubs Committee for initial approval. Once it has been approved there, it will be confirmed at the SSMU Legislative Council and made official in all of the SSMU’s documentation. If you have any questions do not hesitate to reach out to the Club Admin at clubadmin@ssmu.ca.
If you would like to request that a change be made to your group’s information on the SSMU website, please contact communications@ssmu.ca. If you would like to change the name of your @ssmu.ca email address, please email jcampbell@ssmu.ca.
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:
Incoming Executives:
Outgoing Executives:
Note: It is recommended that you archive all of your files in your club’s Google Drive in order to keep all executive records and important documentation/information for future years.
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.