Internal Regulations of Student Groups (amended on April 04, 2016)
Rights and responsibilities of clubs, services, and ISGs.
Club Processes document
A complete list of status and administrative sanctions
SSMU External Events Guide 2018-2019
In this guide, you will find important information to organize your off-campus events and activities.
Contracts & Agreements Checklist
Details to consider when signing an agreement with an external party
Both the Student Life Team and the permanent staff at the SSMU are dedicated to facilitating the day to day operation of clubs and ensuring that clubs are able to continue engaging students. Any of the following SSMU employees can be contacted with questions and concerns that are relevant to their portfolios:
As the head of the Student Life team, the Vice President (Student Life) is responsible for the coordination of Activities Night, the management of the SSMU Building, the allocation of club resources, and overall club policy.
The Club Administrative Officer is responsible for day-to-day clubs administration. For inquiries about bank accounts, signing officers, club forms, or general questions about club administration and management.
The Club Commissioner chairs the Club Committee. For inquiries about how to start a club, interim status applications, full status applications, or constitutional amendments
The SSMU front desk staff can assist clubs with general inquiries about the SSMU, provide assistance booking rooms in the SSMU Building, provide approval to poster in the SSMU building, or grant clubs mailboxes. The front desk staff can be reached at (514) 398-6800 and are available in the SSMU Office from 9am-5pm on weekdays.
The Events Administrator manages the SSMU Room Booking System (EMS). All the bookings are done by the system, but in case you encounter a problem, contact her by e-mail.
The Funding Coordinator is responsible for collecting funding applications from clubs and managing the disbursement of funds to student groups. For inquiries about the application process or about one of the many funds available to clubs.
SSMU’s 250+ clubs are represented on SSMU Council by two Club Representatives, who are responsible for representing the interests of clubs and voting in favour of clubs at Council.
SSMU’s Building Director handles security for club events, lost and found, events with alcohol in the SSMU Building, and after-hours access to the SSMU building.
In order to retain SSMU affiliation 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 three tasks, they risk being deemed inactive and losing Club Status, as per the Internal Regulations of Student Groups. A complete list of status and administrative sanctions can be found in the Club Processes document.
Club Workshops are mandatory for clubs registered with the SSMU. They cover a wide variety of topics in club administration management, including finance and audit procedures, club policies, and how to use SSMU resources effectively. Each club must send one representative from their executive council or collective to the mandatory workshop every year to maintain their club status.
Club workshops and the Service Summit are usually held the first week of November. It is required that these workshops are attended by two executives of your club in order to maintain SSMU Full Status clubs.
If you missed the club workshop, please contact the Club Administrator to schedule a one-on-one make up meeting.
When a club is granted Interim Status, each club will receive a unique @ssmu.ca email address for all correspondence with the SSMU, including:
Funding | Notices | Activities Night | Workshops and audits information | Club listserv | Room booking reservations | Bank accounts transactions | Sanctions | SSMU forms | and more!
Your club will be contacted by the SSMU team to request the email address of your choice. If your club does not provide the information required before the deadline stipulated, the SSMU will assign you an email address.
Once you receive firstname.lastname@example.org email address, please consider the following points:
If you prefer your SSMU email to be redirected to another email address:
It is your responsibility to check email@example.com email address in a regular basis. Missed communications will have a detrimental impact on your group operations.
Part of the advertising and promotion of clubs often involves cultivating an online presence, both through a website and social media as well as making your club accessible online. Clubs who are interested in creating a web presence can request a site in the SSMU domain, with a clubname.ssmu.ca address.
To request a website, student groups are required to fill out the Student Group Website Request Form.
For clubs that need assistance with the development of their website, all clubs are entitled to 10 hours of website design and website management training from the SSMU Club Website Designer. To arrange for a meeting or to make a request for website design, contact the Clubs Website Designer at firstname.lastname@example.org.
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 you club, the mailing address is:Name of the club _____
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.
Clubs have a variety of available resources, both from SSMU and otherwise, to help them grow their club’s member base.
Activities Night Registration
Activities Night, taking place during the first week of school in September and the second week of January, is one of SSMU’s largest events. Activities Night is a hub for student engagement and campus involvement, with all 250+ student groups affiliated with the SSMU and many external groups under one roof in the SSMU building!
Activities Night is an excellent opportunity for students to learn about the many opportunities to get involved and to speak to the executives of clubs they may be interested in joining.
When registration for Activities Night becomes available, the form will be posted on this page and be sent out through the Clubs and Services listserv (register for the Clubs and Services listserv to be notified as soon as registration is possible!)
For questions about Activities Night, contact the Vice-President (Student Life).
Aside from advertising on your club’s own email list, clubs can also consider submitting information about their club or their events to one of the many other listservs that reach groups of students outside of their club membership.
SSMU hosts a Clubs Listing on the SSMU Website that includes all currently registered SSMU Clubs, which allows students who are interested in getting involved on campus to browse the list of available clubs by category.
The club blurb and links to your contact information come from the information submitted by each club in the Student Group Information Form, so groups who do not complete this form will not be included in the listing.
If you already have submitted an updated Student Group Information Form and want to update the club information on your listing without re-submitting the entire form, contact the Club Administrative Officer at email@example.com with the new blurb and social media links.
If you want to put up on content on screens on McGill campus visit the following link.
Clubs that want to advertise in the SSMU building are able to do so through postering, so long as the posters are approved by SSMU before being hung in the building. For more information on how to get your poster approved, please check the Posterting page of our website. If your poster does not bear an approval stamp from the SSMU, the poster will be taken down.
All posters for club events must include both the name of your club as well as recognition that your club is “a student group of the Students Society of McGill University.”
By law, posters cannot advertise alcohol or the prices of alcohol. This means that in order to advertise for an event that may include an alcoholic drink with the ticket price, you are required to advertise a free “beverage” with the ticket, instead of identifying the free drink as alcoholic on the poster. If your club has an event where you are working in conjunction with a bar, any poster with that bar’s name on it cannot be approved for hanging in the SSMU building because no bar or pub other than Gerts may be advertised in the building.
You cannot hang posters for any commercial group external to McGill in the SSMU building, including any commercial group that may be sponsoring your club.
SSMU clubs wanting to poster in other buildings will need to follow the rules and regulations set out by each individual building. Please contact the the building directly.
Please note that while you can poster on campus with permission, clubs cannot post flyers on property owned by the City of Montreal, which includes telephone poles and street signs. Postering on city property could result in fines or legal action being taken against your club!
If you wish to poster outside of SSMU, check out the McGill website for all on-campus postering.
For most SSMU clubs, hosting events is the most common way to engage students and attract new members to their club. SSMU offers a number of resources, including funding, room bookings, and other services, to aid clubs in the planning of their events.
If you are planing an Off-campus event, make sure to read the following guide:
Insurance and Liability
The SSMU must provide proper insurance coverage to student groups for their events and activities.
All clubs are entitled to free insurance coverage for their events through the SSMU. In order to obtain insurance, clubs will need to fill out the the Declaration of Event & Insurance Request Form with detailed descriptions of each of their events.
If your club event involves alcohol or travel outside of the city of Montreal be sure to note that on the form for each event to which it applies to ensure you have the correct insurance coverage for the particular event. Activities that involve athletics or recreation may require additional insurance coverage, so after indicating that your event involves athletics on the Insurance Form it may be best to contact the VP Student Life for details on how to obtain the correct insurance for these activities.
The following regulations describe what clubs can and cannot do with respect to organizing events that include alcohol and alcohol purchasing:
If you wish to purchase alcohol, you may do so one of the following two ways;
A CSP (consommation sur place) or bar establishment permit allows the bar or restaurant to sell alcohol to the patrons of the establishment. This means that the establishment has accepted the responsibility’s and laws set for by the Quebec government.
A club or service may have a contract or agreement prepared between them and the venue, once the agreement is in place they may now make a request with SSMU to have the contract or agreement signed.
A CAD (consommation à domicile) or reunion permit is a temporary permit that may be applied to space or venue when requested on behalf of a non-profit organization. In order to serve wine, beer or any other type of alcoholic beverage at an event a reunion permit issued by the Quebec Government must be in place.
SSMU must take the responsibility of applying for the reunion permit if needed, additionally the SSMU must sign the venue space rental agreement prior to filling in the application request for the reunion permit. Due to legal liability if this type of request is needed, SSMU must supply all support staff including servers, coordinators and security to allow this type of permit.
Club funds may not be used for cannabis purchases under any circumstances.
Contracts & Agreements
All Clubs and Services are part of the SSMU and have no legal status. Therefore, Clubs and Services 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, caterers or sponsors.
Should you have any pending contractual agreements with a third party, it is compulsory to submit these agreements on Declaration of Event & Insurance Request Form as an attachment or, alternatively, send a copy to the Events Administrator for processing. Once your event has been approved and signed by an authorized signing officer, you will receive a confirmation email.
Make sure to consider all the information on the Contracts & Agreements Checklist
As a club, you are also able to take advantage of one of SSMU’s many student-run services in order to ensure the success and safety of your event. You should consider working with:
One of the many benefits of being a SSMU club is access to free room and table bookings in the SSMU Building for events, meetings, parties, rehearsals or other club initiatives.
Due to the University Building Closure, the SSMU is looking into finding other spaces on campus for our student groups. Unfortunately, there is no guarantee to accomodate your student groups requests.
Room booking in SSMU Buildings
(680 Sherbrooke & Peel 3501)
Bookings must be submitted via EMS booking system at least two business days in advance and within 2 months before the date of the event.
Any other bilding on McGill Campus
A table booking in the SSMU Building grants clubs the table from 9am to 12am on the date of their booking and they cannot be booked more 8 times in any given month. Groups tabling in the SSMU Building are not permitted to sell or give away food or drinks under any circumstances.
For more information, please visit the section of our website how to took a plan your event..
Booking and Tabling Outside of SSMU Building
Clubs are able to book rooms in other McGill buildings, but there may be a cost associated with these bookings. SSMU cannot provide support for booking these events.
SSMU clubs are also able to book tables for promotion or sales in other buildings, including Leacock, Burnside, Bronfman, and McConnell.
Clubs are also able to request room bookings in the McGill Sports Complex. Athletics offers a $15 rental rate for the rental of gyms, activity rooms, or fieldhouse courts for SSMU accredited groups. Note that the Sports Complex will contact the SSMU to verify that you are a SSMU accredited group prior to approving your requests. Contact the Administrative Coordinator at the Sports Complex for more information!
For special events, clubs are also able to book Gerts Bar. There are fees associated with booking Gerts. Gerts bookings cannot be made through the SSMU Room Booking System and must be directed to the Gerts Manager. Please visit the Gerts Bar section of this website for more information about procedures, form and catering requests.
The SSMU is committed to sustainability and encourages all SSMU clubs to work towards ensuring that their events are sustainable.
In environmentally friendly event planning, clubs should consider things like providing vegetarian and vegan food options, buying in bulk to reduce packaging waste, using recyclable materials and avoiding #6 plastic, and the availability of clearly marked recycling and compost bins at events.
There are a number of resources made available to clubs to help them plan events that are carried out in the most environmentally friendly and sustainable fashion. For more information visit the Sustainability section of our website.
In order to provide adequate oversight and to ensure compliance regarding management of student clubs financial activities, club audits are conducted on a semesterly basis. All clubs, whether interim or full status, must complete the Club Audit.
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 the club’s money. The club audits are used for the SSMU’s annual audit, which takes place every summer. Completion of the Club Audit requires the completion of the Club Audit Form and submission of your original receipts and other documentation to the SSMU front desk.
Submission and Deadline
Communication details for upcoming audit will be sent to the club SSMU email address at least 2 weeks before the submissions deadline.
No late applications will be accepted, and late applications will result in an audit score of zero. Please submit at least a few hours before the deadline in case of any potential server issues. Note that both the Club Audit Form and your original receipts must be submitted online before the deadline in order for your Club Audit to be considered submitted.
Audit workshops are held during each semester. The workshops are mandatory and will give guidance how to complete the semesterly audit that follows the SSMU standards. The workshop may also address ongoing concerns or updates on the internal regulations, thus your previous experience with club audit does not excuse you from the workshop. SSMU Club Auditor will always be available to answer questions via email at firstname.lastname@example.org or schedule a meeting with you.
The club audits are assessed by the SSMU Club Auditor and will be assigned an overall weighted score between 0 and 5. Failure to complete the audit form or to submit documentation such as receipts will result in a score of 0. The audit should reflect a fair representation of your club’s accounting policies, its financial state and transactions followed by thorough disclosures. In particular, the process will measure accuracy, compliance and completeness of the audit.
Your overall weighted audit scores will have the following results:
|Overall weighted audit score||Results|
If you receive a score in range of 3, you will be given a warning. In normal occasions, this means that either your club’s financial procedures or audit submission’s insufficiency has put your club in risk of audit failure. You will be either given a temporary pass for the semester, or you may be requested to re-submit your audit for additional evaluation.
Please note that the SSMU Club Auditor may contact you for additional questions regarding your internal control, compliance, unusual transactions and/or signs of fraud. It is your responsibility to ensure that you disclose all relevant and accurate information. Failure to do so will result in appropriate sanctions.
The club audit score is also a top criterion used by the Funding Committee to allocate funds to clubs throughout the year, and so not submitting a Club Audit, or receiving a low audit score, may have a negative impact on your club’s future funding applications.
If you have any questions, please contact the Club Auditor at email@example.com
Club Audit form
(Not available at this moment)
SSMU Clubs should keep all of the following tips in mind to ensure that they are managing their club resources efficiently:
If your club would like to receive monthly statements and/or request past statements please fill out and submit the SSMU Bank Statement Request Form.
(Form not available at this moment)
If you have any questions about your bank statements, please contact the Club Auditor at firstname.lastname@example.org.
SSMU Full Status Clubs are entitled to up to $100 worth of reimbursements per academic year for various bank related fees such as cheque purchases, transaction fees, NSF charges and more.
Please fill out the following form to begin your reimbursement process.
(Form not available at this moment)
All SSMU clubs (including Interim Status clubs) are eligible to open a free bank account through the SSMU! Please note that clubs are not allowed to open any accounts that are not SSMU branch accounts.
In order to open a bank account for your club or change your bank account’s signing officers, clubs must complete the following online forms, which will then be processed by the Club Administrative Officer and the Accounting Department. Please note this process may take 2-3 weeks during high traffic periods. .
Please be advised that only 2 persons can be listed as signing officers on a club bank account and must have proof of residence in Montreal (a lease, a utility bill, etc.) as well as 2 pieces of photo ID in order to be added to the account by the bank.
Club Bank Account Form (Form not available at this moment)
Service Signing Officer Form (Form not available at this moment)
When completing these forms, make sure that the following three conditions are satisfied for the people listed as a signing officer:
SSMU offers a variety of funding opportunities for student groups. All funds, allocated by the Funding Committee, are available to Full Status Clubs. Interim Status Clubs are eligible for every fund but the Club Fund.
To be eligible for funding, your club must be in good standing with the SSMU rules and regulations.
Funding and Fundraising
As clubs are not guaranteed any funding from the SSMU, clubs are responsible for their own fundraising in order to support their events and initiatives. There are a wide variety of funds and resources available to clubs that can be drawn upon as resources. Visit the Funding page for more information on funding opportunities.
External Funding and Sponsorship
While many clubs are interested in pursuing sponsorship agreements with external commercial groups, SSMU clubs are not legal entities and any contract signed by a club is not legally binding.
Please make sure to read the Students Groups regulations and club processes at the beginning of this page, for more information on sponsorship and contracts.