Important Contact Information: 2008-2009

SSMU Front Desk Receptionists 398-6800 M-F, 9:00-5:00

Samantha Cook VP Clubs and Services SSMU 398-8944 [email protected]

Sarah Olle Interest Group Coordinator [email protected]

Lisa Kirsch Administrative Assistant for 398-6804 [email protected]

Barbara MacDonald Office Manager 398-6809 [email protected]

Pauline Gervais General Manager DUMMIES 398-6803 [email protected]

Monique Bélanger Accounts Payable/Payroll 398-6805 [email protected] (Everything you ever wanted to know about Wendy He Accounts Receivable 398-6808 [email protected] SSMU and running your Tanya Stevens Gert’s Manager organization) 398-8966 [email protected]

John Campbell IT Support

398-6893 [email protected]

Matthew Ward Communications & Publications 398- 6835 [email protected]

Wallace Sealy Head of Security 398-5989 [email protected] SSMU Executives 2008-2009 Index President: Kay Turner Office hours: By appointment Important Contact Info Finances & Accounting 398-6801 [email protected] SSMU Executive Club Bank Accounts Index Service Accounts VP Clubs & Services: Samantha Cook Intro- What is SSMU for Change/Float Request Office Hours: Wednesday 11am-1pm/ Thursday 12:30-2:30 (fall) Dummies? Cash Boxes and by appointment General Information Invoicing 398-8944 [email protected] Club Registration Funding To Do SSMU Full Club Subsidy VP Finance & Operations: Tobias Silverstein What kind of group am I? Campus Life Fund (CLF) Office Hours: by appointment Clubs Rep to Council Green Fund 398-6802 [email protected] The McGill Name Fundraising Ideas and Starting a New Club Deals VP Internal: Julia Webster Important Dates Budgets Office Hours: Mon to Thu 3:00-5:00 (fall) Resources Account Numbers 398-6799 [email protected] Building Hours/Access Financial Management Mail Club Audits VP External: Devin Alfaro Cheque Pickup Services: Office Hours: by appointment Posters in the Building Petty Cash 398-6798 [email protected] Office Space, etc Cheque Requisitions Environnemental Audits Purchase Orders VP University Affairs: Nadya Wilkinson Lockers Stipends Office Hours: Monday 4:00-5:00 (fall) and by appointment A/V List of Full Clubs, Interim 398-6797 [email protected] Porters Clubs, Services, and Bookings and Events Independent Student Groups Table Bookings Room Bookings Rooms & Capacity Bookings Elsewhere *An email should be send to the SSMU listserv any time an Parties executive changes office hours. You can also always call the front Server Training desk to get the most updated office hours for anyone in SSMU. Gert’s Closing Schedule Advertising & Misc.

Introduction – What is SSMU for Dummies? General Information

In an attempt to make your experience with the Students’ Society Club Registration of McGill University (SSMU) as glitch-free and rewarding as All Students’ Society recognized groups possible, we have compiled a brand spankin’ new Clubs and (including clubs, interim clubs, services, Services Handbook. It’s designed to answer many of the common publications, and independent student groups) questions you might have during the year. We know SSMU can be must complete a club executive contact form each year in order to a maze and a hassle; this handbook should provide a map for you be acknowledged as active and eligible to make use of the resources through the tangled web we lovingly call SSMU. provided by SSMU. If you did not fill it out in April, please fill out Please do not hesitate to contact the SSMU front desk, the this form at the SSMU Front Desk ASAP. If there are any changes Interest Group Coordinator, Sarah Olle, the Vice President of in your executive, please keep the Front Desk updated. This is Clubs & Services, Samantha Cook, the Vice President of Finance & mandatory. If it is not handed in by September 30th, your group will Operations, Tobias Silverstein, or anyone else in the SSMU office. be considered inactive. We are here to help. To Do What is the SSMU office and what can I do there? At the start of each year, there is a list of things The SSMU office is open Monday through Friday, 9-5 and is you should do and check. located in suite 1200 of the Brown Student Services Building. We • Fill out an exec contact form are also accessible via the first floor of the SSMU building. We • Have at least two people from your group have many resources for you: a phone for local calls, room sign the postering Memorandum of Agreement. bookings, forms, mail distribution, a paper cutter, etc. This is also This states that your group will not poster on city property, as where you will find all of the important people mentioned doing so is illegal. throughout this handbook. • If you have an office in the SSMU building, at least two people from your group must sign the Memorandum of Agreement on office space. We will not give out office codes unless this is signed.

• Ensure that at least one person is receiving the listserv emails.

If no one is, please email [email protected] to be added (and

remember- if you’re not getting the listserv, we probably don’t

have your exec contact form). • (Clubs only) Open up a bank account if you don’t already have one. If you do, ensure that your signing officers are up to date and that the VP Finance has your account number. The change of signing officer form is at the front desk. are there to represent the club/service to Council. Thus these reps ensure the VP C&S's accountability to all clubs and services. What kind of student group am I? Interim Club: You are a group that has been approved by Council, Please feel free to contact these reps if you have any questions or but has not yet existed for at least three months, held three or more concerns regarding your group, how to bring a concern to the events, or gathered 25 members. You are allowed to have a SSMU attention of the VP C&S or Council, or anything else. bank account, mailbox, email address, and webpage, apply for Your Club Reps for 2008-2009 are: Campus Life Funding, book rooms in Shatner for free, and Jose Diaz participate in activities night at no charge. Cameron McKeich Full Status Club: You are a group that has been approved by Alex Brown Council after getting 25 or more members, had at least three You can reach them at [email protected]. events, and existed as an interim club for three months or more. You are allowed to do everything an interim club can, as well as The McGill Name apply for a SSMU subsidy and office space. Official SSMU student groups are only allowed to use the McGill Service: You are extensions of SSMU. You provide a service to the name if they have permission from the McGill Secretariat. To apply entire undergraduate McGill population that is not already offered for permission, visit http://www.mcgill.ca/secretariat/ceremonial/ by SSMU, while focusing on support, referral, education and permission/. awareness. You are resource oriented with an end goal of supplying Please do not use “McGill” in your name, even if it is “at a tangible asset to student life for the undergraduate student McGill” or “McGill Chapter” until you know for certain that you community. You receive funding from SSMU coffers or from a have permission from McGill and SSMU. student fee referendum and are guaranteed office space, but are subject to more regulation than any other type of SSMU group. Constitutions Independent Student Group (ISG): You are a separately While the SSMU constitution and by-laws have the final word on incorporated group that has a relationship with SSMU allowing you how things should be governed and how they function, every to have similar rights as SSMU clubs. ISGs all very different from group must have their own constitution detailing the group’s one another. mandate, who will be in charge, how decisions will be made, who can be a member, and generally outline how the group will work. Full lists of each group are at the end of SSMU for Dummies. This To change your existing constitution and/or by-laws, you list will be updated as new groups appear and old ones die. must submit proposed changes to the interest group coordinator at [email protected]. All proposed changes must go through the Clubs and Services Reps to Council Clubs and Services Committee and Council before they go into These students represent clubs and services to council. If the VP effect. CS ever feels conflicted between a club/service and SSMU and need to represent their own or SSMU’s course of action (for Starting a New Club example, if SSMU is taking away a club's privileges because it has Visit http://www.ssmu.mcgill.ca/index.php/student-groups- committed an infraction and the claim is disputed), the C&S Reps activities/clubs/start-a-club or email Sarah Olle, the Interest Group Coordinator at [email protected]. Important Dates Resources

September Mini Courses registration and classes start Building Access and Hours Service Executive Training meetings* Monday- Friday 7:00am - 1:00am 7 Office moving Day Saturday 9:00am - 1:00am 11 Activities Night, fall semester Sunday 9:00am - 5:00pm 18 Council Meeting 30 Executive Contact Lists due* Mailboxes October Club Executive Q&A sessions with VP C&S To get a club mailbox on the fourth floor, fill out the appropriate 2 Council Meeting form at the front desk. 3 Fall and Full-Year Club Subsidy Applications due If you have problems with the mailboxes, please inform the 3-12 Campaign/Referendum Period front desk as politely as possible. Maintenance and organization of 7 General Assembly, 2pm, in the Three Bares Park the mailboxes is not easy. However, we will do our best to make 16 Council Meeting sure things are working effectively. 20-24 Advance Room Booking for Winter `09 27 Culture Shock begins Receiving Mail 30 Council Meeting PLEASE give your mailing address correctly. It is important for all November 7 Culture Shock ends mail to be addressed directly to your club. You would not believe 13 Council Meeting how many people we direct mail for – so “help us help you.” 27 Council Meeting Your mail should be addressed to: January Mini Courses registration and classes start 15 Activities Night, winter semester Your Club Name c/o SSMU front desk 15 Mid-year Audits due* 3600 McTavish, Suite 1200 + your mailbox # 19 Winter Subsidy Applications due Montreal, Quebec H3A 1Y2 February Social Justice Days March SSMU Campaigning and Elections ** If you receive a parcel, you will get a package notification slip in 9-13 Advance Room Booking for Fall ‘09 your mailbox. Bring it to the front desk to pick up your parcel as Last Council of the Year soon as possible. If you are expecting a large shipment, please April Club Rep Elections inform the front desk. SSMU Awards Banquet Our address is: Office and Locker Space Applications due 3600 McTavish suite 1200 May 31 Year-end Audits due* Montreal, Quebec H3A 1Y2

*Items marked with an asterisk are mandatory Sending Mail (Items without exact dates have not been set yet- keep an eye out If you want to send mail to another club, service, or McGill entity, for announcements on the listserv!) the Front Desk can take care of it for you.

Cheque Pickup at the Front Desk Please share the space and amenities with the other groups Bring a McGill ID to pick up checks and reimbursements. You in the office. Respect other groups and keep the space clean. The must pick up in person and sign for all cheques. After six months, offices are meant for working; please do not use them just for if a cheque has not been picked up or deposited, it will only be storage. reissued upon request. If you request a payment to be stopped, the Changes to the physical structure of the office must be cost to do so will be deducted from the cheque (generally between approved by SSMU and made by the Porters. Furniture such as $15-20). desks, file cabinets and chairs are property of SSMU and must remain in the room. Let us know if you need new furniture. Posters in the Building ****If you have an office, you MUST sign the The Front Desk will post all posters and flyers in the building. Just Memorandum of Agreement regarding the proper use of office bring your posters to the Front Desk and they will be stamped and space, available at the front desk. Office space is a privilege, not a put up. Posters must be approved by the front desk- any right. Please be sure to know your responsibilities. unauthorized posters will be removed and might lead to future posters being rejected. The SSMU will allow two 8.5 by 11 posters Office Combinations or one 8.5 by 14. If you forget your office combination, only an executive may By law, posters cannot advertise alcohol or alcohol prices. request it. In addition, executives may also request a change of the For example, you can mention “beverages” but not “beer”. We also combination. Combinations will only be changed if all groups in usually do not permit advertisements for any bars other than Gert’s that office have been informed. in the building. The by-laws also state that posters cannot advertise Combinations will only be given out at the start of the year anything that can compete with any SSMU related operation. So, once the group has signed the Office Space Memorandum of you cannot put up posters that will conflict with SSMU businesses. Agreement. If there are any problems with your lock, please let the Stickers may not be put up in the washrooms, unless front desk know as soon as possible. specific permission is given by SSMU (this is for services only). If you are a service make sure to bring your stickers to the SSMU Office Phones front desk so that the porters know not to take them down. Any See the Office Manager for new installations, jacks, and other stickers found in washrooms will be removed. troubleshooting. To access voice mail dial 398-8227, enter the mailbox Office Space number (your club phone number) and the password. Please post Room allocations are decided over the summer and late voice mail passwords by the phone so that other members and applications in the summer or fall will not be accepted. Requests clubs are able to access voicemail as well. are received at the end of the school year for the following school There is a $25 charge by McGill Telecom to retrieve lost or year. Each request requires your club or service to fill out a form, forgotten voice mail passwords. explaining the need for office space and an approximation of how many hours the room will be used weekly. Groups that already Environmental Audits have offices are required to fill out an office space review to be This year, SSMU will be doing a basic environmental audit of the eligible to re-apply for space. student group offices. This means that someone will be going around to each office, hopefully at the end of each semester, to keep track of the groups’ environmental impacts. While there will SSMU Audiovisual Equipment be no punishment for a poor audit, a good audit reflects positively SSMU now provides some audiovisual equipment for use in the upon your group and might have some future benefits. Some Shatner building. You must book this equipment at the front desk environmentally-friendly practices to keep in mind: when you book a room. Otherwise, you must arrange for your own • Messes are likely to turn into waste if they are disposed of equipment. If we don’t have what you need, visit McGill hastily and improperly. Equipment Loans in the Redpath Library, room 22, or call 514- • Appliances should always be turned off when not in use. 398-8833. • If you have broken appliances that belong to either SSMU or your club, please let us know and we will help you dispose of them properly. • SSMU Audiovisual Inventory: Paper should be 100% post-consumer recycled when possible.  Also, reuse paper and always keep one-sided paper around for TV/VCR/DVD  your printer or for notepaper. Extension cords  • Use your recycling bins! If you don’t have one, let us know. Megaphone  • Reusable mugs and dishes are a great investment for use in the P.A. System office or for events. The Plate Club is happy to supply groups  Stereo with these for events.  Flipcharts • When you order merchandise (t-shirts, mugs, etc), ensure that  Blackboard/whiteboard they are fair labour and preferably organic/made of recycled  Podium materials/etc. Apply to the Green Fee to make these products  Piano more affordable for your group.  Projector and screen • The Environment Commissioners are here to help! If you have questions or would like some more resources, contact them at [email protected] Porters Lockers Porters can be called from the front desk or in Gert’s. Remember- th Lockers are available on the 4 Floor of Shatner. Applications for they are here to assist you, not clean up after you or do your work. lockers are taken at the same time as for offices. However, some lockers wind up free or with extra space. Check with the VP Clubs Bookings and Events & Services for availability. To get the key to your locker, a $25 deposit must be paid, Table Bookings and the key must be returned at the end of the year to get the Tables are located in the SSMU lobby, and outside the cafeteria on deposit back. Make an appointment with the Office Manager to fill the second floor. These may be booked for free by all SSMU out the form and pay the deposit. accredited groups. If you are selling food or other items at the table, this must be approved in advance. These are booked on a first come, by either the Office Manager or Administrative Assistant. 301 N, C, S (Ballroom): Third floor capacity 478 (meaning if there are 100 people in Players Theater, the Ballroom capacity is Room Bookings 378); the Ballroom may be booked in sections for a 1/3 Please come to do room bookings in person at the front capacity desk. We only deal with rooms and tables in this building. All materials, such as tables and chairs, stay within this building. 302: Capacity 60 Rooms may only be booked two weeks in advance. No clubs can 403: Capacity 20 book rooms for more than 10 hours per week. The ballroom can 433A: Capacity 20 be booked no less than one month in advance and can be used for Clubs Lounge: Capacity 75 up to 10 hours per week. To book a room, you must be on the executive contact list on file at the front desk. Make sure to bring Bookings Elsewhere your confirmation sheet to all of your room bookings. If there are When you can’t get the room you need in SSMU, try these any issues about the room booking, the confirmation sheet is proof resources: that you in fact booked the room. - Redpath Library Tables: To book a table outside the library, Advance room booking period happens once per semester pick up a form at the SSMU front desk. for the following semester. Advance booking for winter semester - Newman Centre: The Catholic Student Centre at 3484 Peel will 2009 will be October 20-24, 2008 and for fall semester 2009 will be often let you book their hall free of charge when they are not March 9-13, 2009. The priority list is as follows: using it for their activities. Call 398-4106 for more details. They First Day: SSMU Activities and Projects are being very nice to let groups use this, so please do not Second Day: SSMU Services & Publications abuse the privilege Third and Fourth Days: SSMU Clubs - RVC Room: If someone in your organization lives in RVC, that Fifth Day: Dept. Associations and ISGs student can request to book the reception room. There will be a reminder announcement sent on the listserv before - McGill Booking: This is the place to go to book rooms in most advance room booking period. other buildings on campus, including classrooms, reception Please communicate! If you need to cancel a room, tell the areas, lobbies, external areas, etc. Contact Debbie Yacoulis at front desk immediately. You must cancel a room booking at least 398-5433 or visit http://www.mcgill.ca/ancillary/booking. 24 hours in advance, preferably 48 hours in advance, to give other - Other Buildings on Campus: A few buildings do not book clubs the opportunity to book the room you had. In case of a through Ancillary Services. If this is the case for the location ballroom cancellation, two weeks prior notice must be given. you want, go to the building and speak to someone directly.

Rooms and Capacities Parties B-29: Capacity 50 Please see the Office Manager to discuss your needs as soon as B-30: Capacity 50 (is also used for coat check) possible. For large parties, it is important to arrange for extra electrical needs since SSMU does not normally support the higher Lev Bukhman: Capacity 60 electrical demands. These extra services are subject to cost. (with projector, screen, sound). No food or drink allowed All beer and wine must be ordered through the Office There is a fund called Gerts Student Life Fund which may Manager. Alcohol must be served in plastic cups as no glass or provide extra help with the costs of an event in Gerts. You can bottles are allowed per municipal laws. All alcohol must remain in apply once a year. (For other funding opportunities, see the the room and all leftover alcohol must be left for the porters to funding section under “Finances and Accounting”). pick up, so don’t open bottles until they are needed! No alcohol is allowed to be stored in club offices. Bar Hours If alcohol is going to be served, or if there are going to be Monday- Friday 11:30am - 11:00pm a lot of people, security must be present. The cost is $20/hour per Saturday 7:00pm - 1:00am security guard, or $25/hour for Head of Security. The number of Sunday Closed security guards will be determined based on the size and type of party by the Head of Security, Wallace Sealy. Depending on the size To have an event in Gerts past the normal operating hours, it will and nature of the event, a Bar Server Coordinator will also be cost $50/hour to keep the porters later. Additional charges may required at $15/ hour. They enforce building and provincial laws apply. and regulations and coordinate between volunteer servers, security, *Bar Hours are subject to change and the porters. Please make an appointment to meet with Wallace at least two weeks in advance of the party to arrange security. Advertising and Miscellaneous To have an event in the building past the normal operating - SSMU Listerv: These weekly emails are sent to all SSMU hours, it will cost $50/hour to keep the porters later. members. Email Julia, VP External, to have your event publicized in the next listserv email. Server Training - Clubs and Services Listserv: These emails are sent to most, if In order to serve alcohol at an event in this building or anywhere not all, SSMU groups. Samantha, VP Clubs and Services, takes on campus, your club members that will be working the bar must be some requests for callouts for events, volunteers, etc. server trained. These workshops are provided by the First Year - CKUT: CKUT 90.3 FM, your campus radio station, might be Office on a regular basis. Visit willing to join with your organization for co-promotions (you http://www.mcgill.ca/firstyear/leadershiptraining/servertraining/ help advertise the show that will advertise your event). Call for more information and dates of training. 398-6787 for more info. - The McGill Tribune and The McGill Daily: these publications Gerts offer cheaper advertising prices to student groups. You can also Parties may also be held in Gerts Bar. These should be booked get a short event description into the “Campus Calendar” in the with Tanya Stevens, Gerts Manager. Open hours Trib, or into “What’s the Haps?” in the Daily for free. may be extended for events, but charges may apply. - Drivesafe: This SSMU Service is great to book for parties. It Groups must arrange their own coat check for events. This will encourage more Montrealers to come, as everyone should be arranged with Tanya at the time of booking Gerts for the appreciates a safe and free ride home at the end of the night. event. Generally, 50% of coat check proceeds goes to the group, Email [email protected] for more info. and 50% goes to Gerts for use of the space, hangers and coat check tickets. Finances and Accounting Change/Float Request If your group is having an event that will need change for Club Bank Accounts admissions or sales, please contact Accounts Receivable as soon as All SSMU accredited groups have the right to a bank account under possible. SSMU’s at Scotia Bank. More importantly, to receive any money Requests for float should be 4-5 days in advance. Request from SSMU (whether it be a subsidy, Campus Life Funding, or forms must be received on Wednesday before 9:00 am for delivery Green Funding), groups must have an account under SSMU. We on Friday or on Friday before 9:00 am for delivery on Tuesday. encourage all groups that have any funds to open an account. Please understand that last minute requests will not be Groups under SSMU may not have bank accounts open at any considered because the SSMU does not keep cash on hand for such other institution. purposes. To open an account, pick up the Change of Signing Change is only available in full rolls. In addition, when Officers form at the front desk (and make sure to check to box that returning the float, it has to be in bills or complete rolls of says new account). Groups must have no less than two, but no respective denominations. more than three, signing officers. Once the form is submitted, the VP C&S will write the group a letter to bring to the bank. It should Cash Boxes be ready to be picked up at the front desk within a week. Then, We have a limited number of cash boxes; they are issued on a first make an appointment at the ScotiaBank on Sherbrooke and come first served basis. Metcalf to open the account. Every person who is going to be a signing officer must be present when the letter is brought to the Invoicing bank. If you need to issue an invoice for work with an outside Groups may change signing officers at any time, also using organization, please come see Accounts Receivable. They will need the Change of Signing Officers form. Always be sure to write every the following information in a typed letter: signing officer down, even if only one of them is being changed. - The full name of the organization to be invoiced Bank statements are sent to SSMU monthly, so be sure to - Amount of the invoice (please note if tax is included) check your mailbox! You will not receive a bank statement if there - Full postal address of the organization to be invoiced is no activity in your account for that month. (See “Mailboxes” - Telephone and fax number of the organization above for information on how to get a mailbox). - Name of the organization’s contact person - Date when you expect to receive payment of the invoice Services’ Accounts: Please also provide us with a contact person from your group Services have their accounting done through SSMU. It is vital for all Services’ finance and administrative coordinators to attend the Funding Services training at the beginning of the academic year in order to There are three types of funding available from SSMU: understand how to properly create a budget, get reimbursed for • Annual SSMU subsidies expenditures, and order things through SSMU. There is a brief run- • down of relevant accounting forms at the end of this section. Campus Life Funding • Green Fund

Application forms for all three can be found online at: semester requests. They should be submitted to the front desk to http://www.ssmu.mcgill.ca/index.php/benefits-for-you/funding. the attention of the VP Finance and Operations.

Who is eligible? Campus Life Fund (CLF) Interim status clubs are not permitted to apply for subsidies, but The Campus Life Fund exists to support events on campus being may apply for funding for events through the Campus Life Fund thrown by or in conjunction with McGill student groups. Money and The Green Fund. You must have a SSMU bank account to from the SSMU Campus Life Fund may be issued to projects, apply to these funds. Full status clubs may apply for all of the events, conferences, publications, productions or activism above. consistent with the existing policies of SSMU. Groups may not submit a single application for more than one event (meaning if SSMU Club Subsidy you have multiple events, you must submit multiple applications). The Club Fund is the annual fund allocated to SSMU’s Full Status To apply for CLF, please submit a CLF request form, a Clubs. Applications may be submitted for the Fall Semester, Winter comprehensive budget overview, showing all revenues and Semester, or the full academic year. Forms can be found at the expenses, and a letter of introduction, clearly detailing the initiative SSMU front desk. and its goals. This may be submitted to the front desk to the Please submit a Club Fund request form, a comprehensive attention of the VP Finance and Operations. The form is available budget overview, showing all revenues and expenses, and a letter of at the front desk and online introduction clearly detailing the Club's mandate and operations. (http://www.ssmu.mcgill.ca/index.php/benefits-for-you/funding) Please include the chief officer’s name and the finance officer’s name and contact information. Also include a comprehensive Green Fund breakdown of events and activities planned for the year. This is The Green Fund of SSMU was created to fund sustainable necessary to justify your expenses and request. It should include a initiatives by student groups and promote a culture of sustainability financial breakdown of each event by account number (found at on campus. The initiative must adhere to the SSMU Sustainability the end of this section). Policy and musts strive toward the minimization of the group’s The SSMU Finance Committee will review your application environmental impact. and determine funding according to the following criteria: To apply for the Green Fund, please submit a request form, • Contribution and relevance to the McGill community and the a comprehensive budget overview, showing all revenues and group’s mandate. expenses, and a letter of introduction, clearly detailing the initiative • Number of students involved in the club. and its goals as well as the environmental impact. This may be • Club’s financial performance and level of activity in the previous submitted to the front desk to the attention of the VP Finance and year. Operations. • Financial soundness of the proposal. The Sustainability Policy is on page 12 of the SSMU Policy • Revenue-generating capabilities, history, and previous audit Manual, which can be found here: scores. http://www.ssmu.mcgill.ca/index.php/your-students- SSMU Subsidy applications are due by October 3,, 2008 for the first society/policies-aamp-research. For more information regarding semester or full-year requests, and by January 19, 2009 for second what constitutes an environmental initiative, please contact the SSMU Environment Commissioners, Maggie Knight and Nathan Helpful Hints in Preparing Your Budget DeBono, at [email protected]. As soon as the school year stars, sit down with your executive and plan out the year (including events, meetings, publications, regular Fundraising Ideas and Deals operations, outreach, fundraising, etc). Once you have decided • Sales: Bake sales, samosa sales, or any other kind of sales are a what you want to do, research the costs for the events and very easy way to make some money. This is also a great way to initiatives. Try to think of all the costs needed and find ways of advertise your club. Book a table in a building on campus cutting costs and saving money. Write down what these costs are during classes, or have a table at an event. going to be. These will be your expenses for the year. There is a • Faculty Associations, Departments, and other student groups: sample budget on the website to help you plan this out. Almost all sections of the University and student government As an executive, sit down and brainstorm where you are have discretionary funds that you can apply for on a case-by- going to get the funds to pay for your events. This will be your case basis. Lots of student groups are also willing to co-sponsor revenue for the year. Don’t overestimate the amount of revenue – events or donate money to causes with similar mandates. it is better to be conservative. • Sponsorship: Almost every activity that has an expense has the Include as much detail as possible in your budget. Provide opportunity for sponsorship. You can also sell advertising support for each expense and revenue. This will provide a clear space in any printed material (including posters, often!). picture for Finance Committee if you apply for SSMU funding. Do not pad your budgets. Your financial requests should realistically Budgets reflect the objectives and needs of your organization. Interim Clubs do not need to submit a budget to SSMU – they only Contact the VP Clubs & Services if you have any budget thing they need to submit is audits (more on those later). Full Clubs problems during the year. Samantha Cook has access to a vast only need to submit budgets as part of subsidy applications, and in amount of valuable information that can be very helpful. participating in audits. Services need to go over their budgets with the VP C&S and the VP FOPs at the beginning of the Fall and Account Numbers Winter semesters. Here is a description of what kinds of transactions should be coded One of the key reasons some clubs fall into financial difficulty is to specific account numbers. This can be found in greater detail at because of neglecting the planning and budgeting process at the the Front Desk or by asking the VP Clubs & Services or Accounts beginning of the year. Budgets are easy to prepare if you are Payable. organized and have a clear picture of what your club wants to accomplish in the year. Your budget should include your club’s Revenue Accounts proposed events, and the expected expenses and revenues. 4902 Interest Income Budgets: 4908 Event Revenue/ Admissions - Help you to plan 4910 Advertising - Provide a framework to better understand and utilize resources 4913 Membership Dues and your club’s financial performance 4914 Donations - Promote communication and coordination between executives 4915 Fundraising Events 4917 Tournament/Conference Revenue 4929 Sales – Food and Beverage - Running Balance 4939 Miscellaneous Revenue Also be sure to keep all receipts, invoices, and bank statements. 6994 Campus Life Fund This will all make doing your audits far easier, and will provide us 6999 SSMU Subsidy will a better picture of your finances. Example: Expense Accounts Date Description of 6100 Material and Supplies expense 6109 Purchases – Food/Beverages Acct. Acct. Name Amount Balance to 6111 Food and Beverages – Non saleable # date 6130 Administrative Costs 6131 Miscellaneous Expenses 6133 Fundraising Events Audits – mandatory 6140 Books and Publications Each club must submit a financial report of 6160 Membership Training activities undergone by the club at the middle 6180 Publishing and at the end of the academic year. 6330 Tournament & Conferences The mid-year income statement summarizes all transactions from 6340 Event Costs/ Entertainment June 1st to December 31st and the year-end summarizes all transactions from June 1st to May 30th. An income statement lists 6411 Donations the year’s revenues and expenses and shows whether your club 6420 Bank Charges & Interest made a profit or loss for the year. It flows from your daily

transaction log by combining all amounts entered under each ** You can get a budget worksheet from the Front Desk. specific amount number.

Income mid-year statements are due on January 15th, 2009 Day-to-Day Financial Management and the year-end statements are due on May 31st. Clubs that do not You should keep track of all transactions your organization incurs. submit an income statement may lose their good standing with the Doing so will not only give you a clear idea of available cash SSMU and be ineligible for funding from SSMU. You must submit balances on a daily basis, but will also help you in compiling your the following: year-end income statement. One simple way of tracking • transactions is by keeping a transaction log and updating it as soon An income statement covering the mid-year and year- as transactions are incurred. A typical log would include the end transaction up to December 31st 2008 and May following information: 31st 2009 (a blank form is available at the Front Desk). • - Date A copy of your transaction log for the year • - Entry Number A copy of receipts for all expenditures • - Amount A list of any amounts receivable, payable and petty - Description cash. - Account Number - Bank Account Accounting Forms (Services only) Monique issues these checks manually every Thursday. You can expect your refund by the Thursday after you have handed in Services, which are a close part of SSMU, must use the SSMU your requisition form, and the same week if handed in by Monday Accounting Department to hold and process all of their money. at 5pm. Neither Clubs nor ISGs should use any of these forms. Please be sure that you have the proper funds in your Please ensure that Monique in Accounts Payable always has account before spending money. an updated list of signing officers before using any forms. Go to see her to check who is an official signing officer, or email her at Expense Requisition - The Pink Form [email protected]. This form should be used for major purchases, as a Purchase Order (PO). This means submitting the form before Petty Cash - The Yellow Form purchasing the goods, so no one in your club has to pay up front. This form is for all expenditures for up to $50 only. Turn this sheet The best way to handle purchase orders is to obtain permission in with the original receipts from the expenditure. Interac receipts from the VP Finance before bringing the form to Monique. This are not accepted because they are not itemized. No detailed receipt, will help you to keep expenses within your budget. THEN, give the no money. PO to Monique who will try to return it to you within the same When filling out the form, please be complete. Explain working day. As long as you bring in a PO with a quote (and the what exactly was purchased and its purpose. For example, if you company’s information), it should be processed within a day. made $15 worth of photocopies, write down what they were for. In We encourage services and publications to do POs (rather addition, include account and department numbers whenever than paying upfront and being reimbursed) as much as possible for necessary. If you don’t know which numbers to put, contact larger orders. It is easier for everyone involved, it ensures the Monique and she will happily help you. money is in your budget, and it doesn’t require anyone to front Monique is usually able to reimburse you immediately for money. Groups should avoid paying money up front whenever petty cash, but please make an effort to come during her office possible. hours. The money is reimbursed in cash form, not as a cheque.

Cheque Requisition - The Green Form Stipends/ Paying people This form is for all expenditures for over $50 only. You may put Remember Services, if you want to pay anyone for teaching a multiple >$50 expenditures together into one cheque req instead of course, coming to speak, or anything else, under Quebec law their receiving many petty cash reimbursements. This method is payment must go through SSMU payroll. This means that you need preferred by accounting. to have a contract between the person who will render the services The same person who makes an expenditure is not allowed and SSMU. The VP C&S has sample contracts and can help you to sign for the same expenditure. Another executive must sign off. draw up a legally binding contract, and explain what else needs to For these expenditures, a SSMU Executive must also sign, in happen to pay someone. Please start this process as soon as you addition to a signing officer of the group. know you want to hire someone, and make sure you have enough money budgeted, or SSMU might not OK it.

Full List of Student Chinese Students and Scholars Habitat for Humanity New Democratic Party of McGill Groups Association Healthy Minds New Earth Voices Hellenic Students' Associaton Newman Students' Society

Hillel Jewish Student Society, North Korea Freedom Network Full Clubs Chinese Students' Society, McGill Orthodox Christian Fellowship Advancing Canadian McGill Hong Kong Students Ass. Outdoors Club, McGill Entrepreneurship (ACE) Choral Society, McGill I.C.O.N. St. Cyril Coptic OXFAM African Students Society, MASS Christian Fellowship, McGill Orthodox Association Pakistani Students' Association Ahmadiyya Muslim Students Classical Music Club I*Create Peace by PEACE Association Classics Club Improv, McGill Pearson House Amnesty International Club of World Domination In Africa, McGill Photography Society, McGill Animal Liberties Comite Souverainiste Indian Students' Association University Anime Club Community Outreach for Indo-Pak Student Association Plate Club, The Anti-Racist Coalition (MARC) Immigrants (MIPSA) Polish Students' Association Arab Students' Association Compassion United Inertia Modern Dance Collective Political Issues Club Arab-Israeli Peace Alliance Conservative Society, McGill Inter-Greek Letter Council Punjabi Association, McGill Armenian Students Association, University International Student Soccer Radius McGill Crisis Relief Association Association Red Herring, The Art of Living Club Cystic Fibrosis Society, McGill Investment Club Redpath Museum Club Ashraya Initiative for Children Debating Union Iranian Students' Association Religious Studies Graduate Association for Psychology and Dignitas Youth Club Ismaili Students' Association Society International Development Educate! Israel in Montreal Rotaract Students' Club, McGill Studies EERT Japanese Student Association University Baha'i Studies Association Effusion Acappella Journalists for Human Rights Russian Language and Culture (ABS) Engineers Without Borders Korean Students' Society Club Bangladeshi Students' Esperanto Club L'action independantiste SALSA Association Ex-Yugoslav Society Lebanese Students' Association Salseros Best Buddies, McGill Students Fantasia Liberal McGill Santropol Roulant, McGill Big Buddies Tutoring Club Feel Good Day Making Waves Students' Borderless World Volunteers Filipino-Asian Students' Malaysian and Singaporean Savate Kickboxing Club Brazilian Association of Students Association, McGill University's Students' Association (MASSA) Save the Children Bridge club (MUFASA) MANABA Scottish Highland Dance Society Burma Solidarity Collective Financial Markets Group Mauritian Students' Association Shelter Wakadogo Campus for Christ Fine Arts Club Medicins Sans Frontieres Simply Sweetly Choir Cancer Society, McGill Fit or PHAT Moroccan Student Network Ski Team CANFAR Flintknappers Club Mosaica Snowboard Club Car Tuning Club Free the Children Musicians' and Performing Solidarity for Palestinian Human Caribbean Students' Society French Students' Community Artists' Network Rights (SPHR) Central America Relief Program Friends of Thailand Muslim Students' Association Soulstice Acapella (CARP) Gamers' Guild National Society of Black South Asian Women's Aid Ass. Chess Club Global Aids Coalition, McGill Engineers STAND (Students Taking Action China care Green Party Naturalists' Club Now: Darfur) Students for Literacy, McGill Cognitive Science Student Our House Music Society Midnight Kitchen Students for Obama Society (CSSS) (OHM) McGill Nightline Swing Kids Society Cricket Club Paper Shapers Organic Campus Swiss Club Cunning Linguists Positive Authentic Learning Players' Theatre Table Tennis Club Dream Corps Canada (PAL) Queer McGill Taiwanese Students Association, Edible Karma Save A Child's Heart Savoy Society McGill Education Without Borders Scotch Appreciation Club Sexual Assault Centre of McGill Theatre de la Grenouillle Electronic Gaming Org. Soka Gakkai International Student Society (SACOMSS) Think Pink End Poverty Now Student Club (SGI) McGill Tribune Tonal Ecstasy Epilogue Soup Kitchen TV McGill Trivia Club Fencing Club Student Microfinance Union for Gender Empowerment Turkish Students' Society, Film Society Organization (UGE) McGill University Fondation pour l'Amour de Sarah Students for DC Vote SSMU Volunteer Program Ukrainian Students' Association (FPAS), McGill Chapter Students for Global Health McGill Walksafe Ultimate Club Geographic Information Systems Students for International Rights UNICEF Club (GIS) and Equality (SIRE) Independent Student Urban Groove Hip Hop Dance Go Club Students for the Exploration and Groups Ensemble Green Party of McGill Development of Space (SEDS) AIESEC V-Day Headspace Students with Buduburam Youth CKUT Water Polo Club Himalaya Sarvodaya Supporting Parents and Reaching Daily, McGill WaterCan Indonesian Student Association Kids (SPARK) First Year Committee of Council White Ribbon Club Jewish Experience University Symphonic Band Golden Key Society Women Without Borders Junior Hong Kong Canada Tackle Football in the Snow Gorilla Composting WUSC (World University Business Association Club Inter-Residence Council Service of Canada) Keep a Child Alive Teaching Tomorrow IRSAM Youth Action International Kesher The Club of World Domination Karate Club Korean Martial Arts Club Traditional Chinese Martial Arts Legal Information Clinic, McGill Interim Clubs Korle-Bu Neuroscience Club QPIRG Abhilasha Foundation Unitarian Universalists at Student Office of Alumni American Democrats Labrar La Tierra University Unite Relations (SOAR) Anarchy Latter Day Saint Student Toastmasters' Club, McGill Animal Rescue Network Association Association of Alternative Liberated Bodies Services & Publications Energy Resources (AAER) LPQ (Quebec Liberal Party) Bike Collective (The Flat) Thank you for reading! Live in the City Badminton Club Black Students' Network SSMU for Dummies is a Billiards Association Make-A-Wish, McGill Drivesafe Canadian Nursing Students' Management Foosball Elections McGill flexible manual open to Association (CNSA-NUS) Association McGill First Aid Service suggestion and Centre for International Med-Specs Harm Reduction Centre clarification – if you see Relations Musical Theatre Club McGill International Students' mistakes or omissions, or Children of Ankasina, Neglected Tropical Diseases Network (MISN) have ideas, please email Madagascar Society Mature and Re-entry Students' Opera da Camera Association (MRSA) [email protected]

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