Compliance

Below you can find general requirements, annual requirements, warning and sanctions for SSMU Clubs, Services and ISGs.

Clubs

Contracts

  • All SSMU Clubs are part of the Society and do not have signing authority. Clubs cannot enter into legally binding contracts or agreements that could 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.

Naming Conventions

  • All SSMU Clubs must use the word “Students” when using “McGill” in their name.
  • If your group name includes “McGill,” email the Vice-President (Student Life) at studentlife@ssmu.ca to coordinate official approval with the DPSLL office.
  • If your name does not include “Students,” fill out the McGill Club registration form (Office of Student Life and Learning) to request the use of “McGill” in your student group’s name.
  • Include the following note in all Club communications, including your Club website, social media, and printed materials: “A Student Group of the Students’ Society of McGill University (SSMU)”
  • To change your Club name: Submit the Student Group Name Change Request Form with an updated constitution. The request will go to the Clubs Committee for approval, then to the SSMU Legislative Council for final confirmation
  • To request updates to your club’s information on the SSMU website, contact communications@ssmu.ca. To change your @ssmu.ca email address, contact jcampbell@ssmu.ca.

Executive Transition

  • At the end of every academic year, outgoing and incoming executives must complete steps to ensure a smooth transition.
  • Incoming Execs:
    • Complete the Student Group Information Form 2025-2026 (ensure two executives are registered as Signing Officers)
    • Complete the Student Group Banking Resource Contract if your Club has or wants a bank account
    • Attend all required workshops (Club, Audit, Finance, GSVP, and Sustainability) during the fall semester or as required
  • Outgoing Execs:
    • Keep records of Interim and Full Status applications
    • Archive the Constitution and any updates
    • Create exit reports for each executive position
    • Create a database of online credentials (passwords, usernames, etc.)
    • Outline any additional information that future executives may find helpful (activities, calendars, etc.)
    • Ensure all outstanding invoices, bills, and subscriptions have been paid in full
    • Return credit cards, bank tokens, unused cheques, and deposit slips to the SSMU office
    • It is recommended to archive all files in your Club’s Google Drive for future reference

Cannabis

  • Club funds may not be used for cannabis purchases under any circumstances.

To remain active and in good standing, SSMU Clubs must complete all annually requirements outlined in the Club Processes. Clubs that fail to meet these obligations risk being deemed inactive and may lose Club Status under the Internal Regulations of Student Groups.

Student Group Information Form (SGIF)

  • The SGIF (2025–2026) is the primary tool used by the SSMU to confirm that a Club is active. All Clubs must complete this form at the beginning of each fall semester, or whenever there are updates to executive structure or contact information.
  • Key notes:
    • Failure to submit the SGIF will result in suspension of SSMU services until the form is completed.
    • Executive roles listed in the form must match those outlined in your Club’s constitution.
    • Positions not defined in the constitution will not be recognized by the SSMU.

Mandatory Workshops

  • Each semester, Clubs must send two (2) executives to SSMU-run workshops to maintain Club status.
  • For the Gendered and Sexual Violence Workshop, the requirement is five (5) executives OR 50% of the executive team (whichever number is lower).
  • Workshops include: Club Workshops, Audit Workshops, Finance Workshops, Equity Workshops, Sustainability Workshops, Gendered and Sexual Violence (GSVP) Workshops.
  • Workshop dates and details are shared through the Clubs Listserv and sent to each Club’s ssmu.ca email. If your Club misses a workshop, contact the Clubs Coordinator (clubscoord@ssmu.ca) for make-up options. More information can be found in Onboarding.

Club Audits

  • Clubs must complete the audit process twice per year. The audit is a self-reported financial evaluation ensuring transparency and accountability in the Club’s financial operations.
  • Audit requirements include: Completing the Club Audit Form, Uploading original receipts and financial documentation, Meeting deadlines sent to your Club’s SSMU email (at least 2 weeks’ notice is always provided)
  • Both Interim and Full Status Clubs must complete every audit cycle.

Constitution Requirements & Updates

  • Clubs must operate in accordance with: Their approved Club Constitution, SSMU Governing Documents, including the SSMU Constitution and Internal Regulations, McGill policies, and Applicable legal statutes.
  • Constitutions must follow the appropriate template: Executive Structure Template and Collective Structure Template.
  • Updating your constitution: Ensure your updated document includes all mandatory SSMU clauses, ratify the revised constitution with your Club membership, submit the updated version and a list of all changes to the Clubs Coordinator.
  • Your constitution will then be reviewed by the Clubs Committee, approved by the SSMU Legislative Council, and ratified by the Board of Directors. Changes cannot be enacted until final approval and ratification are complete. 
  • Violations of the governing documents or acting outside constitutional authority may result in sanctions or loss of Club Status.

Policy Compliance

  • Club executives must review and abide by the following key resources:
    • Club Resources Portal – Centralized hub for all documentation, forms, and support tools
    • Internal Regulations of Student Groups – Outlines rights and responsibilities of Clubs, Services, and ISGs
    • Club Processes – Details administrative processes and includes the complete list of sanctions
    • Events Section – Guidance on planning and executing off-campus events
    • Contracts & Agreements Checklist – Requirements for working with external vendors or partners
    • Sponsorship Section (Events) – Rules and processes for all sponsorship agreements

Event Declarations & Insurance

  • To ensure insurance coverage, Clubs must declare all events using the External Events & Activities Declaration Form.
  • Requirements:
    • Submit declarations at least 20 business days before the event.
    • Applies to on-campus, off-campus, and online events.
    • Events held in the University Centre do NOT require this form.
  • Accurate and timely submissions are necessary for insurance coverage and event approval.

If a Club does not fulfill the required criteria or misuses SSMU services, sanctions may apply. Such activity may lead to the loss of Club status.

If a Club loses Interim Status

  • The Club ceases to be an SSMU Club and loses all associated privileges
  • The Club will no longer be included in the SSMU Club Listings
  • The Club will lose access to the SSMU Club Fund
  • The Club’s SSMU bank account will be terminated
  • The Club will not be able to book rooms in the University Centre or a table at Activities Night for free

In certain cases, Full Status Clubs may be moved to Interim Status. They must then complete all necessary procedures to return to Full Status.

Warnings

  • Issued for first-time offenses such as declaring an event late, submitting the declaration after the event, proceeding without formal approval, providing false information, or failing to follow SSMU Events Department instructions.
  • Warnings do not carry immediate consequences.
  • The Club will receive a formal notice by email explaining the issue and indicating that repeated behavior may result in a sanction.

Sanctions

If your Club has received a sanction, you may appeal the decision. An appeal can be useful if you have additional information that may change the context of the original sanction.

You can submit an appeal here

  • Applied for more serious violations, including unauthorized purchases (such as alcohol), violating SSMU or McGill policies, failing an audit, neglecting affiliation requirements (SGIF submission or required workshops), misusing booking privileges, or receiving multiple warnings in the same academic year.
  • When a sanction is issued, the Club will lose access to specific resources directly related to the violation.
  • Suspensions can last from up to 30 days for minor cases, or up to one year for more serious violations.
  • The Club will receive a formal notice by email describing the sanction, the reason, and the duration of the suspension.
Services

Human Resources

  • Services may not recruit, select, or engage employees or contractors without approval from the SSMU Human Resources Department at hr@ssmu.ca.

Contract Signing

  • All SSMU Services are part of the Society and have no independent legal status. 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 or agreements (verbal or written) with venues, sponsors, service providers, or caterers.

Naming Conventions

  • All SSMU Services must use the word “Students” when using “McGill” in their name to respect the SSMU’s Memorandum of Agreement with McGill.
  • If your group name includes “McGill,” email the Vice-President (Student Life) at studentlife@ssmu.ca to coordinate official approval with the DPSLL office.
  • If your name does not include “Students,” fill out the McGill Club Registration form (Office of Student Life and Learning) to request the use of “McGill” in your Service’s name.
  • Include the following note in all communications, including your website, social media, and printed materials: “A Student Group of the Students’ Society of McGill University (SSMU)”.
  • To change the name of your Service, email the Services Administrative Coordinator a copy of your constitution with the updated name. The request will go to the Services Review Committee for initial approval, then to the SSMU Legislative Council for final confirmation. Contact services@ssmu.ca with questions.
  • To request updates to your Service’s information on the SSMU website, contact communications@ssmu.ca. To change your @ssmu.ca email address, contact jcampbell@ssmu.ca.

Executive Transition

  • At the end of every academic year, Service executives must complete steps to ensure a smooth turnover.
  • Incoming Executives:
    • Complete the Student Group Information Form (ensure two executives are registered as Signing Officers – see Finance and Funding for more information)
    • Attend all required workshops (Service, Equity, GSVP, and Sustainability) during the fall semester or as needed
  • Outgoing Executives:
    • Keep records of your status application
    • Archive the constitution and any updates
    • Create exit reports for each executive position
    • Create a database of online credentials (passwords, usernames, etc.)
    • Outline additional information future executives may find helpful (activities, calendars, etc.)
    • Ensure all outstanding invoices, bills, and subscriptions are paid in full
    • It is recommended to archive all files in your Service’s Google Drive for future reference

Cannabis

  • Service funds may not be used for cannabis purchases under any circumstances.

To retain active status, Services must complete a set of mandatory administrative annual requirements at the beginning of every academic year. Failure to complete these tasks may result in the group being deemed inactive and losing access to SSMU resources, as outlined in the Internal Regulations of Student Groups.

Student Group Information Form (SGIF)

  • The Student Group Information Form (SGIF) 2025–2026 is how the SSMU determines whether your group is active. All SSMU Clubs, Services, and ISGs must complete the form every academic year at the start of the fall semester or whenever executive structure or contact information changes.
  • If the form is not submitted, access to SSMU services (room bookings, financial assistance, etc.) will be suspended until completed.
    • Executive information must match your Service’s constitution.
    • Positions not listed in your constitution cannot be recognized by the SSMU.

Workshops

  • Two executives from each Service must attend mandatory SSMU-run workshops each year to maintain Service Status.
  • For the GSVP Workshop, 5 executives or 50% (whichever is fewer) must attend.
  • Workshop information is shared through the Services Listserv.
  • Required workshops:  Service Workshop (Service Summit), Equity Workshop, Sustainability Workshop, Gendered and Sexual Violence Policy (GSVP) Workshop.
  • If your group misses a workshop, contact the Service Administrative Coordinator at services@ssmu.ca for make-up sessions. If your group is not receiving Listserv emails, check your spam or contact communications@ssmu.ca to be added.

Constitution

  • Your constitution defines the purpose, structure, and core operational procedures of your Service, and must defer to all SSMU Governing Documents.
  • For guidance, refer to the Constitutional Requirements for Services.
  • Any amendment to the constitution or governing documents must be submitted in writing to services@ssmu.ca.
  • Proposed amendments are reviewed by the Services Review Committee, then recommended to the SSMU Legislative Council for approval and the Board of Directors for ratification.

Policies & Regulation

  • All Service executives must review the following key documents and pages:
    • Service Resources Portal (primary location for documentation, processes, and links)
    • Internal Regulations of Student Groups (rights and responsibilities)
    • Events Section (guidance for planning off-campus events and activities)
    • Contracts & Agreements (information for engaging external parties)
    • Sponsorship Section (guidelines for sponsorship agreements)

Events & Insurance

  • Services are eligible for insurance coverage, but must provide accurate and timely event information.
  • To secure insurance, all Service events must be declared using the External Events & Activities Declaration Form.
  • Submit at least 20 business days before the event.
  • Required for on-campus, off-campus, and online events.
  • Not required for events held in the University Centre or Gerts Bar.

Budget

  • All Services must coordinate the development of their annual budget with the Vice-President (Finance) at finance@ssmu.ca (or the General Manager if the VP Finance is unavailable).
  • Budgets must be submitted for review and approval in September of each fiscal year.

Services that do not fulfill the obligations may be designated inactive, resulting in:

  • Removal from the Service Listing
  • Loss of recognition and related privileges

ISGs

To retain active status, Independent Student Groups (ISGs) must complete a set of mandatory administrative annual requirements at the beginning of every academic year. Failure to complete these tasks may result in the group being deemed inactive and losing access to SSMU resources, as outlined in the Internal Regulations of Student Groups.

Student Group Information Form (SGIF)

  • The SGIF is how the SSMU determines whether your ISG remains active. All ISGs must submit this form every fall semester, or whenever there is a change in executive structure or contact information.
  • Key notes:
    • Groups that do not submit the SGIF may be marked inactive and may lose access to SSMU services (e.g., room bookings, space access, funding).
    • Executive roles listed on the SGIF must match the positions outlined in your ISG’s constitution. Unrecognized positions will not be accepted.
    • The SGIF is also used to update your group’s public profile on the ISG Listing on the SSMU website. Ensure the form is completed fully and accurately.

Adherence to SSMU & McGill Policies

  • ISGs must comply with all relevant SSMU and McGill regulations. The following resources must be reviewed by your executive team:
    • ISG Resources Portal – Central hub for documentation, links, and support tools for ISGs.
    • SSMU Policy and Plan Book – Contains all SSMU-mandated policies applicable to student groups.
    • Internal Regulations of Student Groups – Outlines ISG rights, responsibilities, and operational standards.

Gendered and Sexual Violence Policy (GSVP) Workshop

  • In accordance with the Gendered and Sexual Violence Policy, ISGs must ensure that:
    • Five (5) executives OR 50% of the executive team (whichever requires fewer people) attend the Gendered and Sexual Violence Workshop each year.
    • If your ISG misses a scheduled workshop, contact the Clubs and Services Coordinator at cscoord@ssmu.ca to arrange a make-up session.

Submitting Governance Changes

  • Any updates to your ISG’s constitution or other governing documents must be submitted to the Vice-President (Student Life) for review and approval.
  • ISGs that do not fulfill the obligations may be designated inactive, resulting in:
    • Removal from the ISG Listing
    • Loss of recognition and related privileges