Resources

After submitting the Student Group Information Form, you may email the Systems Administrator at itsupport@ssmu.ca to create your email for the first time. This is the email address that the SSMU will keep on file for your Club and will use to contact you for all communications. This includes, but is not limited to:

• Funding
• Notices 
• Activities Night
• Workshops and Audits Information 
• Clubs Listserv
• Room Booking Reservations 
• Bank Accounts Transactions 
• Sanctions
• SSMU forms

Tip: Keeping all important information and documents in your Club email / G Suite space will ensure that all of your executives have access to the Club’s information with every year of executive turnover.

Once you receive a ssmu.ca email address, please

• Transmit the account’s credentials to the necessary Club members
• Keep your credentials safe

It is your responsibility to check your ssmu.ca email address on a regular basis. Missed communications will have a detrimental impact on your group’s operations including important dates of mandatory workshops and documentation as well as updates to processes and procedures..

If you prefer your SSMU email to be redirected to another email address:

1. Login to your SSMU Gmail account.
2. Click the gear icon near the top right and choose “Settings”.
3. Click the “Forwarding and POP/IMAP” and choose “Add Forwarding Address”.
4. Add the address you would like your email account to be forwarded to.

The Vice-President (Student Life) sends important updates regarding events, administrative tasks, and announcements via the Clubs Listserv.

All SSMU Clubs receive the listserv via their ssmu.ca email addresses. However, if you would like to subscribe with an additional email address, please fill out the following form.

Note: Due to the high rate of Club executive turnover, our list is recreated each academic year. If you would like to continue receiving the listserv at an additional email address (besides ssmu.ca email addresses), you will need to subscribe manually every year via the form linked above.

Make sure to follow the SSMU Clubs and Services Facebook page to stay tuned regarding important updates for your Club! 

One of the many benefits of being a SSMU Club is having access to room and table bookings in the University Centre for events, meetings, parties, rehearsals, and other Club initiatives.

nterim Status Club

As an Interim Club, you will receive:

• Subsidized Room Rentals:  5 hours per week
• Subsidized Tabling: 2 hours per week

Full Status Club

As an Full Status Club, you will receive:

• Subsidized Room Rentals:  8 hours per week
• Subsidized Tabling: 5 hours per week

After the subsidized hours are exceed, rooms and tables can be booked at an houly rate with a 50% discount.

For more information about organizing events and booking spaces, please visit the Organizing Events page of the website.

Part of advertising and promoting your Club means building an online presence, both through active social media accounts and having an accessible website. Clubs who are interested in creating a web presence can request assistance in building a site, having their site hosted on the SSMU server, and even having a SSMU subdomain if they wish (which will look something like clubname.ssmu.ca). For any of these requests, student groups are required to fill out the Student Group Website Request Form.

 If your Club needs assistance with the development of their website, please contact the Clubs Website Designer at clubweb@ssmu.ca to schedule a meeting.

Please note that all Club websites must identify the Club as “a student group of the Students’ Society of McGill University.”

If mail needs to be delivered to your Club, please direct any letters or parcels to:

Name of the Club _____

Students’ Society of McGill University

3600 rue McTavish, Suite 1200

Montreal, Quebec, Canada

H3A 0G3

When Clubs have a package sent to their mailbox, it will be accepted by the SSMU front desk and the Club will receive a notice via email to pick up the package. Only an executive member recognized in the Executive Contact Sheet is eligible to pick up a package on behalf of the Club.

Each Club will use a CANVA login, depending on their category. Credentials will be shared directly by the VP Student Life.Credentials are reset each year to use CANVA by the VP Student Life at the end of August. Make sure to back up your visuals each academic year.

Recommendations
Since the Pro account per category is shared to different clubs, please consider the following:

1. Create a folder with the name of your club (Full name, avoid acronym) under PROJECTS.
2. Make sure to save all your artwork in your folder.
3. Do not use the content planner. Logins of your channels should not be shared on CANVA.

Feel free to contact the SSMU Communications Department if you need any help with the Graphics or to share your event/message on the main social media channels.

Canva PRO GuideFor any questions about accessing CANVA Pro, please contact commsmanager@ssmu.ca 

Should you require assistance with creating your event, we have various preferred venues, caterers, and bars that would be happy to offer you their services and collaborate! Please submit all inquiries to the Events Coordinator (eventscoord@ssmu.ca).

External sponsorship can be a great way to raise funds for your Club and help finance some of your activities and events. Though SSMU Clubs have the authority to seek and negotiate sponsorship, they must do so within the guidelines prescribed in the External Sponsorship Guide. 

• Clubs may seek out their own sponsors and then provide the Operations Department with their proposal and the required information needed for processing. 

The Process for Club Sponsorship

1. If your Club has a sponsorship agreement opportunity, your Club must first declare it to the SSMU by submitting the Sponsorship Declaration Form, detailing all you have agreed upon in your meeting with the sponsor.
2. Once the form has been received and your declaration is approved, the Operations Department will create a sponsorship contract on behalf of your group.
3. Lastly, once the contract has been approved and signed by all respective parties, an invoice will be sent to the sponsor to collect all monetary sponsorship. For accountability and transparency purposes, all earnings made from sponsorship contracts shall be deposited into their respective bank accounts upon receipt. 

Please note:

• SSMU Clubs are not permitted to sign any contracts on behalf of themselves as they are not considered independent legal entities. It is therefore imperative for club executives to remember to fill out the form for sponsorship deals pertaining to specific events 21 days prior to the date of the event in order to give enough time to the operations department to process the contracts. 
• Please be advised that this includes external parties tabling at your internal and external events. Sponsorship of any kind must be verified and approved by the Operation Department as there may be a conflict of interest due to existing contracts between the SSMU and certain suppliers (i.e., Promoting Coca Cola at your event when the SSMU has an existing contract with Pepsi) or a potential policy violation.
• For any in-kind sponsorship (such as t-shirts, water bottles, granola bars, etc.), it is your group’s responsibility to make arrangements to receive these items from the sponsor. 
• Please note that all sponsorship sums received are subject to GST and QST.

Should you require additional information, please contact the Operations Department at operations@ssmu.ca

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.