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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 order to retain their status, Services are expected to complete a number of mandatory administrative tasks at the beginning of every year. If a Services fails to complete any of these six tasks, it risks being deemed inactive and losing its status, as per the Internal Regulations of Student Groups.
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 academic 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 – such as room bookings and financial assistance – will be suspended until completed.
It is important to note that details in the Executive Contact Information section must match your Service’s constitution. For example, you cannot have executive members in positions not outlined in your constitution; the SSMU would not recognize those positions or those executive members.
The form is also used to update your Service’s information in the Service Listing on the SSMU website, so make sure to complete the form all the way to the very end!
Two executives from each Service must attend a number of SSMU-run workshops every year to maintain their Service Status. For the Gendered and Sexual Violence Workshop, 5 or 50% of executives must attend (whichever would require the smallest number of people to attend). These workshops provide information about requirements, finances, resources, contacts, accessibility, and other matters related to the operation of Services. Services will receive information about workshop dates via the Services Listserv sent to their ssmu.ca email addresses.
The workshops are:
If your group has missed a workshop, please contact the Service Administrative Coordinator at services@ssmu.ca for make-up dates.
Keep an eye on all the dates and registration procedures announced in the Student Group Listserv. If your club is not receiving this communication, check your spam folder or email communications@ssmu.ca to be added to the list.
Your constitution will describe the purpose, structure, high-level procedures, and mechanics of the Service. Keep in mind that all constitutions must reference and defer to the SSMU Governing Documents. For guidelines on what your constitution should include, please see the Constitutional Requirements for Services. Any modification to the constitution or other governing document of any Service must be submitted in writing to the Service Administrative Coordinator at services@ssmu.ca. The Services Review Committee will review all proposed amendments and recommend to the SSMU Legislative Council for approval and the Board of Directors for ratification.
There are several important SSMU policies that you need to consider when running your Service. Below, you will find a list of the most relevant documents and resources that your Service executives must review:
For a complete collection of the Society’s policies, visit the SSMU Governing Documents page.
All SSMU Services may be eligible for insurance coverage, but accurate and timely information is essential to cover your activities. 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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Besides the administrative tasks outlined above, SSMU Services must be aware of certain requirements to operate properly. These requirements are outlined below.
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To ensure that all volunteers of your Service are registered under the SSMU administration, please request that all volunteers, including all executives, complete the SSMU Service Volunteer Form.
Additionally, please provide all your volunteers with the printed or electronic version of the SSMU Volunteer Manual. This manual can also be found in the confirmation message after completing registration. A copy of each form submission will be sent to your group’s SSMU email to keep for your records.
If your Service requires any additional information be added to this form (i.e., specific requirements) please contact the Service Administrative Coordinator at services@ssmu.ca.
All SSMU Services are part of the Society and have no independent legal status. As such, they 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 or agreements (verbal or written) with venues, sponsors, service providers, or caterers.
Please visit the Events Section page for more information.
To respect the SSMU’s Memorandum of Agreement with McGill, all SSMU Services 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 “Student,” 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 following note in all Services communications which include but are not limited to, your website, social media , 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 Service, you will need to email the Services Administrative Coordinator a copy of your constitution with the updated name of your group. It will go to the Services Review Committee for initial approval. Once approved there, it will be confirmed at the SSMU Legislative Council and made official on all SSMU documentation and platforms. If you have any questions, please get in touch with the Service Administrative Coordinator at services@ssmu.ca.
If you would like to request that your group’s information on the SSMU website be changed, 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, the executives of a Service must fulfill specific requirements and ensure a smooth turnover for the following year. These requirements include organizing and keeping records of certain documents and ensuring new executives can access your Service’s finances and financial history. The steps outgoing and incoming executives must carry out each year are outlined below.
Incoming Executives:
Outgoing Executives:
Note: You should archive all of your files in your service’s Google Drive to keep all executive records and important documentation/information for future years.
We do our best to ensure the site is as up to date as possible, but new developments in Service processes may take time to go live. Please take note that the information listed above may not reflect the most recent changes.