HR Forms

Student Group Information Form 2023-2024

All SSMU Clubs, Services, and Independent Student Groups are required to fill out this form in full and recognize at least two executive members each year. Completion of the Student Group Information Form is one of the requirements for maintaining active status for SSMU affiliated groups.

SSMU affiliated groups must submit a new copy of this form any time their executive or collective members change throughout the year or any time there is need to update contact information with SSMU.

Enter your official name as recognized by the SSMU and as outlined in your group’s constitution. Do not enter an acronym in this field.
If your group has changed names recently, please let us know! For internal SSMU groups, if you want to change your group’s name, contact the Clubs and Services Administrative Assistant.
Note that On Campus Student Groups (non-SSMU groups) are not required to fill out this form. If your group is unsure of your SSMU affiliation status, please email the Clubs and Services Administrative Assistant.
For internal groups, this is the email that will be publicly available on the Club, Services, or Independent Student Group Listing. For SSMU Clubs and Services, please provide your assigned @ssmu.ca address. For SSMU Full Status Clubs and Services, please provide your assigned @ssmu.ca address. For SSMU Interim Clubs, the credentials of your new SSMU email address will be sent to the Executive Member 1 listed in this form. If you’re a new Interim Status Club, please enter your desired @ssmu.ca email address.
If your group has an email address that is external to SSMU, such as @gmail.com or outlook.com, please add it here.

Executive Contact Information

Please list all of your executive or collective members for the 2023-2024 year. All SSMU groups must recognize at least two executive or collective members every year to be considered active for that year. If we need to get a hold of your executive team, we will contact them based on the order they are listed in this form. If your group has a designated SSMU contact person, be sure to list them first!


The personal member information provided will not be released to external parties without previous signed authorization from all the members mentioned. Only the Vice President Student Life and the Clubs and Services Coordinator will have access to this information.

Primary Member – (e.g Executive Member/ Signing Officer 1, President, Main Coordinator)

Make sure that the position listed here is consistent with the positions listed in your group’s constitution!
This information will not be made public but will be used solely by SSMU Office staff for the purpose of contacting you if necessary.
Please note that only members of the SSMU or the PGSS are eligible to hold executive roles in SSMU student groups. Continuing education and MacDonald Campus students may not be executives of SSMU Clubs or Services.

Secondary Member – (e.g Executive Member 2/ Signing Officer 2, Vice-President Finance, Secondary Coordinator)

Make sure that the position listed here is consistent with the positions listed in your group’s constitution!
This information will not be made public but will be used solely by SSMU Office staff for the purpose of contacting you if necessary.
Please note that only members of the SSMU or the PGSS are eligible to hold executive roles in SSMU student groups. Continuing education and MacDonald Campus students may not be executives of SSMU Clubs or Services.

Executive or Member 3

Make sure that the position listed here is consistent with the positions listed in your group’s constitution!
This information will not be made public but will be used solely by SSMU Office staff for the purpose of contacting you if necessary.
Please note that only members of the SSMU or the PGSS are eligible to hold executive roles in SSMU student groups. Continuing education and MacDonald Campus students may not be executives of SSMU Clubs or Services.

Executive or Member 4

Make sure that the position listed here is consistent with the positions listed in your group’s constitution!
This information will not be made public but will be used solely by SSMU Office staff for the purpose of contacting you if necessary.
Please note that only members of the SSMU or the PGSS are eligible to hold executive roles in SSMU student groups. Continuing education and MacDonald Campus students may not be executives of SSMU Clubs or Services.

Executive or Member 5

Make sure that the position listed here is consistent with the positions listed in your group’s constitution!
This information will not be made public but will be used solely by SSMU Office staff for the purpose of contacting you if necessary.
Please note that only members of the SSMU or the PGSS are eligible to hold executive roles in SSMU student groups. Continuing education and MacDonald Campus students may not be executives of SSMU Clubs or Services.

Executive or Member 6

Make sure that the position listed here is consistent with the positions listed in your group’s constitution!
Please note that only members of the SSMU or the PGSS are eligible to hold executive roles in SSMU student groups. Continuing education and MacDonald Campus students may not be executives of SSMU Clubs or Services.

Executive or Member

Make sure that the position listed here is consistent with the positions listed in your group’s constitution!
Please note that only members of the SSMU or the PGSS are eligible to hold executive roles in SSMU student groups. Continuing education and MacDonald Campus students may not be executives of SSMU Clubs or Services.
For all additional executives, list their legal and preferred names, their position, their contact information, whether they are a SSMU or PGSS member, and their faculty.

Finance Contact

Please list the email address that you would like the SSMU to use for correspondence related to finance.

For Clubs, your bank statements will be sent to this email address, as will correspondence related to Club Audits. For Services, this email will be used to schedule budget meetings and communicate issues related to payments for your Service.

Membership

Tell us about your group members! This information gives us a better idea of how many undergraduate and graduate students SSMU groups are reaching!
Check out article 6 of your club constitution to determine whether or not you are permitted to have a fee as per your constitution!
If you’re not sure, just give us your best estimate!
If you’re not sure, just give us your best estimate!
Click or drag a file to this area to upload.
Your club’s constitution in .docx format.

Social Media Information

Help us help you! Provide a blurb about your organization as well as your group’s social media information so we can promote your group on SSMU’s online Club, Service, and Independent Student Group listings!


Please note that after this initial submission, you can update your information in our online listing at any time by submitting new blurbs and links to the Communications Team.

Let us know where we can find your group online!
Please enter only the handle and not the full link (ie. @ssmu).
Write a short paragraph about your group to update your group’s information on the SSMU website. Please note that this description will appear on the SSMU website exactly as it is written on this form. You do not need to include your email or social media links in this blurb as they will be included elsewhere in your listing.
Click or drag a file to this area to upload.
Please note that only files of type png and jpg will be accepted. Maximum file size 10MB

Co-Curricular Record Information Release (Optional):

The Co-Curricular Record (CCR) is an official document administered by McGill University that recognizes student involvement in extra-curricular activities, including workshop attendance, leadership experience, and involvement in SSMU’s student groups! Students are able to generate a customizable Co-Curricular Record that lists past involvement in student activities along with the learning opportunities and responsibilities associated with participation in that activity.


Because the Co-Curricular Record is an initiative of McGill Student Services and is not administered nor controlled by the SSMU, in order for SSMU groups to be included on the CCR the SSMU must share the list of executives of the student group with staff members at McGill University in order to recognize the participation of executive members.


Note that the information on executive members will not be publicly available after being provided and will be available only to staff within McGill Student Services and the individual student on their Co-Curricular Record.


Prior to submission of any executive information to McGill Student Services by the SSMU, the SSMU must first obtain the consent of the group to share executive information. Groups that do not agree to the sharing of their information below will not be included on the record.


RELEASE OF INFORMATION (OPTIONAL):


“I am aware that in order to recognize students on the Co-Curricular Record, the SSMU must share the legal names, McGill emails, and executive positions of the members of this student group with staff at McGill University”.


Prior to submitting this form, student groups should receive approval from their executive teams for sharing this information about their involvement with the University.


In order for this form to be processed by the SSMU, groups must confirm that all executives consent to the release of their information through checking the box below:

If consent to release executive or collective member information is not given, your club’s executive information will not be released to the University and the executives will not receive credit for their participation on the Co-Curricular Record.

RELEASE OF INFORMATION (OPTIONAL): McGill App

“I am aware that in order to appear on and access the functions of the McGill App as a promotional tool for my group, the SSMU must share the legal names, McGill emails, and executive positions of the members of this student group with staff at McGill University.”


Prior to submitting this form, student groups should receive approval from their executive teams for sharing this information about their involvement with the University.


In order for this form to be processed by the SSMU, groups must confirm that all executives consent to the release of their information through checking the box below:

Release on the Information

“I am aware that all the information provided in this form will only be released to the SSMU HR Department”


Prior to submitting this form, student groups should receive approval from their executive teams for sharing this information about their involvement with the University.


In order for this form to be processed by the SSMU, groups must confirm that all executives consent to the release of their information through the box above.