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.
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.
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|
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 firstname.lastname@example.org
Club Audit form
(Not available at this moment)
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.