FAQ – Building, Events, Getting Involved

FAQ – Building, Events, Getting Involved

Frequently Asked Questions

For information about how COVID-19 is affecting McGill University and its operations, please refer to McGill’s Coronavirus FAQs.

If you have specific questions related to COVID-19 and how McGill University will be operating, please direct them to COVID-19.info@mcgill.ca. If you have specific questions related to COVID-19 and how the SSMU will be operating, please direct them to covid.info@ssmu.ca. You can also find information on our Coronavirus Preparedness webpage.

University Centre

1. Is it safe to be in the University Centre? What safety precautions do I need to take when inside the building?

Your health and safety are paramount to us at SSMU. As such, we’ve implemented health and safety protocols that will reduce the risk of virus transmission and are stringent enough to allow for events and activities to happen in-person at the University Centre in the safest way possible.

When inside the University Centre, you must wear a mask or face covering where 2 metres of physical distancing cannot be achieved, as per the Government of Quebec’s mandate. This includes all common areas (internal corridors, entryways, washrooms, etc.). You may only remove your mask once you are seated in your booked room and can maintain a 2 metre distance from others. Moreover, please follow Public Health recommendations and frequently wash your hands with soap and water. We also encourage folks to use the hand sanitizer stations provided on each floor of the University Centre, as well as at the main entry and exit points.

Additionally, the SSMU has enhanced daily cleaning of common touch points such as door handles, elevator buttons, stair rails, etc. along with other recommendations provided by Public Health. All students and staff who are using offices or rooms must wipe down their individual stations and equipment in their office or rented space both upon arrival and before departing with the provided cleaning supplies.

Information for Student Groups

If you are part of a SSMU Club, Service or ISG and you have questions about SSMU’s protocols for the Fall, please refer to the communication emailed to all groups on August 17th that details how we are adjusting our operations to reflect this new reality.

1. Will student groups be able to hold in-person events?

Although we strongly recommend that groups hold online events wherever possible, we will be approving some in-person events based on the criteria provided in the communication sent on August 17th. In-person events, meetings and activities must take place only in the University Centre or on McGill campus. We will also be significantly limiting the capacity of our bookable spaces to allow for safe distancing and a list of each room and its new capacity limit will be made available in the coming weeks. Additionally, all events and meetings happening on campus must adhere to McGill and SSMU protocols and procedures, including our new approval process.

2. How do I get my event approved?

Before holding an event either online or on-campus, your group must submit an Event Declaration form here. Each event submission will be carefully triaged by the Events Administrator and then sent to the Events Committee for approval. Upon approval, your group will be notified and sent a confirmation email outlining protocols for space use and the terms and conditions of your space rental. Please note that all events must be submitted a MINIMUM of (20) business days prior to allow for sufficient processing time.

Our other forms related to events such as Sponsorship, Guest Speakers, and Independent Contract Agreements must be completed if necessary, regardless of whether your event(s) are online or in person. If you have any questions regarding what forms will be required for your event, you can contact Rebecca at eventsadmin@ssmu.ca.

3. What activities and events will be allowed in the University Centre?

Unfortunately, not all activities will be able to resume safely during this time. Large scale events and activities >15 people, as well as all activities deemed high risk by the Quebec Government and Health officials in which increased respiration and close contact is present, will not be processed until further notice. Event types such as meetings, small conferences, workshops, classes, presentations, training and lectures are suggested.

4. Will activities with food or beverages be allowed?

At this time, sales of food by student groups on or off campus will be prohibited. However, in rented spaces and common areas, we will permit pre-packaged or personal lunches.

5. How many free hours of booking will student groups receive in the University Centre?

SSMU Clubs and Services will be allotted 5 free bookings hours and Independent Student Groups will get 3 free hours. Additional hours will be offered at a 50% discount off the room rate.

6. Will external/off-campus bookings by student groups be allowed?

No groups will be allowed to operate in person events off campus. Any events must be on McGill Campus or in the University Centre and have gone through the procedure to get it approved. Should you have any concerns or your group requires specific accommodations/rehearsal space please contact Maheen (studentlife@ssmu.ca).

Getting Involved at SSMU

SSMU is working to ensure that your student life experience is as fulfilling and as safe as possible.

1. What is Activities Night and will it be held this year?

Activities Night is SSMU’s bi-annual fair that features SSMU Clubs, Services, ISGs and community organizations! Once a semester, all of SSMU’s 250+ student groups showcase what campus has to offer. Each group is able to speak with attending students directly and communicate their activities, goals, and the ways that students can engage with them. This year, it will be held on an online platform on September 9th and 10th from 4pm to 8pm. More information about Activities Night can be found on the official event page here. Student groups can register here and it is free for both SSMU-affiliated and McGill-affiliated groups to virtually table. For attendees, it will also be free.

2. How do I join a Club, Service or ISG?

The best way to join a Club, Service or ISG is by getting in contact with the groups you are interested in via email, social media or at Activities Night! All clubs, as well as some Services and ISGs, have ways for general members to get involved in their activities and take on leadership roles.

3. Will Clubs be operating in the Fall term since classes will be delivered remotely?

Clubs are encouraged to be active in the Fall term and hold accessible remote or virtual events. We are also anticipating that some in-person activities may resume at a limited capacity. If you are interested in whether a specific Club will be active, you can find them at Activities Night, on their social media pages or you can email them directly! All Clubs will carry out their activities differently and upcoming events for Clubs can be found in the SSMU’s weekly email newsletter, as well as the SSMU’s central calendar which advertises student events.

4. Will Services be operating in the Fall term since classes will be delivered remotely?

All 16 SSMU Services will be providing their Services this Fall in some capacity! Whether online or in-person, each Service will be adapting their activities differently. You can find more information on their websites and social media pages.

5. Can I create a Club that does not already exist at McGill?

Yes! The SSMU website outlines the process by which you can start your own Club, which begins with making sure your Club has no or limited overlap with others. You are in fact encouraged to consider creating your own Club if there is no existing equivalent!