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SSMU for Dummies? General Information

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SSMU for Dummies? General Information 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.
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