Society Forms and Funding
Society Handbook
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The Society Handbook is a resource for society leaders and includes information about what is required to become a ratified society. It explains society responsibilities including the completion of a constitution and what is required to be included in the constitution. The handbook also explains finances and funding and SMUSA Society Policy. Also included are disciplinary actions for society non-compliance.
Society Ratification Form
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All societies must apply for ratification each academic year. The ratification of societies shall expire on April 30th of each year, regardless of when the society was ratified. Societies wishing to be active during the spring and summer semesters may apply for “Summer Ratification”, which will run from May 1st to August 31st of one year. Applications for Summer Ratification must be accompanied by a letter of intent and be submitted to SMUSA by April 1st. In these circumstances, societies must also apply separately for ratification for the regular academic year. A society’s application for ratification must be approved by the SMUSA Society Committee and referred to the SRC for Approval. Societies shall be notified by email within one week of their ratification status by the SRC.
Society Constitution Template
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All societies are required to have a constitution that will serve as the societies’ legal documentation that governs the activities of the society. The Society Handbook explains what is required to be included in the constitution and a sample constitution is attached here for your reference. The society constitution must be in support of the SMUSA constitution and its vision and mission statements. For assistance with your society constitution please visit the SMUSA Society Coordinator.
Funding Request (Special Event Grant)
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The downloadable form in Adobe PDF format. If your funding has run out or you just need some assistance getting your society's event off the ground, SMUSA allows $500 loans to societies who need them. Please submit to SMUSA's VP Finance 2 weeks prior to the deadline.
Loan Request
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The downloadable form in Adobe PDF format. Society Loan Request is meant to assist societies with event planning that do not require special event grants. Societies might need a loan to make a deposit or market an event but do not have the funds because revenue has not started to come in yet. This is for events that are expected to turn a profit and do not require any funding. The total amount available is $500 and must be returned to SMUSA 3 days after the event has taken place. The form must be completed in full in order to be considered. Please submit to the SMUSA Society Coordinator 2 weeks prior the event.
Office Space Application
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The downloadable form in Adobe PDF format. Office applications are only for the available spaces in the Student Centre on the 5th floor and are only accepted at the end of each academic year for space in the following year. Society stability, finances, and programming are all considered.
Student Event Risk Management Form - (S.E.R.M.) Form
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This form has to be completed in full and submitted to the Society Coordinator, 5th Floor , Student Centre in order for SMUSA to approval any society to have an authorized event anywhere and anytime. If the (S.E.R.M) "Student Event Risk Management Form" is not submitted for consideration or has been submitted and was "Denied", then the society event in not sanctioned.
If your event includes any of the following: Alcohol, Transportation, or Activity you must complete the entire "S.E.R.M" form.
If your event does not include alcohol, transportation or any activity you are only required to complete "Part A" of the "S.E.R.M" form.
Student Event Risk Management (SERM) Pre-Event Planning Checklist
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This resource is provided to society Primary Event Organizers (PEO’s) to aid in planning successful events that are free from risk. Please use this checklist when planning your events.
Student Event Incident Report Form
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This form must be filled out should there be any incidents that take place during your event. The primary event organizer must complete a detailed Student Event Incident Report and submit a copy to the Societies Committee on the 5th Floor ,Student Centre within one working day of the incident
First Semester Report
Click Here (pdf) - Updated 08Jan2010
The downloadable form in Adobe PDF format. Every recognized society is required to submit this report at the end of the first semester of the academic year. This form allows the Students' Association to gauge the activity levels of the society and get to an idea of how active the society is with their constituency.
Annual Report
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The downloadable form in Adobe PDF format. At the end of each academic year (April/May) every recognized society is required to submit this report summarizing the events of the past year. This form allows the Students' Association to gauge the activity levels of the society and get to an idea of how active the society is with their constituency.
Treasurer’s Handbook
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A brief guide for new and returning treasurers. The handbook highlights proper bookkeeping procedures, what SMUSA expects for financial records, how to prepare for an audit, and printable sheets for the general ledger and transaction records.
