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Student Society Guidelines
The University of Guelph-Humber encourages students to Get Involved! Be Informed!
The Student Life department, in collaboration with Faculty Advisors and the Program Heads for each University of Guelph-Humber program, provide support for student initiatives which foster a sense of school spirit and awareness both on campus and in the greater community.
Any University of Guelph-Humber student group whose activities are directly related to an academic program will be considered to receive society status.
All societies must be officially approved. Applications for approval will be reviewed by the Student Life department in collaboration with the appropriate Program Head.
Proposals for new societies must be received each year by December 1. If approved, executive positions for the society will be developed and advertised starting in the winter semester, for students to officially start the society in May of that year.
All approved societies require a Faculty Advisor and Student Life staff advisor. Faculty Advisors provide industry knowledge directly related to the society’s purpose. Societies will be appointed a Student Life staff advisor who ensures societies are following university guidelines, oversees society’s budgets, and provides mentoring and support.
Approved societies will be provided with a University of Guelph-Humber email account and a mailbox in the Student Services office, GH 108, for all official communication. A limited amount of storage space is available for society supplies.
Society Executives and Membership
Membership must be open to all University of Guelph-Humber students. Every society must have a President, Vice President of Activities and Vice President of Communications. Societies can create additional executive positions in consultation with their Student Life staff advisor. Society executives cannot also be an executive of another society. Society executives must be in good academic and disciplinary standing. Executive terms run from May 1- April 30. Executives wishing to continue in their role must re-apply. Executive positions are filled annually via an application process in the winter semester. Applications can be found on GHworks, and are due February 1. All executive positions for the following term are finalized by March 31.
Duties of President
- Assume responsibility for the society, ensuring it is operating efficiently and effectively
- Meet with Student Life staff advisor and Faculty Advisor on a regular basis
- Attend and chair all society meetings
- Coordinate filling executive positions for the following term
Duties of Vice President of Activities
- Plan and execute all society events in collaboration with the executive team
- Responsible for submitting the Semester Activity Plans by specified deadlines
- Maintain detailed documentation of all events and initiatives
Duties of Vice President of Communications
- Assume the duties of the President in their absence
- Manage the society email account and all online communications, ensuring both executives and members are kept informed
- Maintain all records for the society including a membership list and meeting minutes
- Must submit all of the society’s electronic documents to Student Life staff advisor for archival purposes
Society executive members are expected to consistently contribute to the society in a positive manner and fulfill all of their duties. If there is a concern over another member’s ability to fulfill their role or responsibilities, the following steps should be followed to address the concern:
Step 1 – Address the member or involved parties in person
Step 2 – Communicate the situation to your Student Life Advisor
Step 3 – Student Life Advisor meets with the member or involved parties (if necessary)
Step 4 – Goals for performance enhancement are mutually agreed upon
Step 5 – Timely follow-up is done by the Student Life Advisor
Step 6 – Consequences will occur if the member’s behaviour has not improved
Elected University of Guelph-Humber Senators are the only students recognized by the University of Guelph Senate to advocate on behalf of the University of Guelph-Humber student body with respect to academic issues.
As such, academic societies and their membership are prohibited from representing University of Guelph-Humber students on academic related issues.
A mandatory training for society executives will be provided in the spring by Student Life. Additionally, society executives are responsible for scheduling mandatory transition meetings at the beginning of their term with their predecessor and end of their term with their successor.
Semester Activity Plan (SAP)
All events and initiatives must receive approval by the Student Life department before proceeding. Events and initiatives should be related to the society’s mission statement. The Vice President of Activities must submit the Semester Activity Plan by the following deadlines:
- Fall semester is due by June 15
- Winter semester is due by December 1
The Student Life department will provide societies with a Semester Activity Plan template to be completed for each activity.
At no time will a student enter into any negotiations with a third party without the express consent of the Student Life staff advisor. Students must adhere to the Code of Student Conduct and follow all University policies and procedures.
Funding requests must be included in the Semester Activity Plan for each activity. Students are not permitted to handle cash, fundraise or manage funds through external bank accounts. Purchases of goods or services should not be made without prior approval from the Student Life department
Funding for the following will be considered:
- Supplies and refreshments for events
- Leadership development opportunities including, but not limited to; non-academic conferences & workshops (conference fees, travel, accommodation, etc.)
- Promotional materials (banners, specialized signage, website hosting fees, etc.)
- Specialized networking and employer events (beyond what Career & Placement Services currently offers)
- Guest speakers (including gifts, food, travel, etc.)
- Conference and competitions specific to academic programs (membership and registration fees, accommodations, travel, etc.)
Updated December 2017