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Nuts and Bolts Training Manual

For Departmental Student Union, Faculty Student Union, and Constituency Group Executives

7th Edition

Updated May 1, 2015

In memory of Michael McDonnell, the former President of Sociology and Anthropology Student Union (SASU) who tirelessly defended the rights of students and workers.



Student Union Handbook3

Table of ContentsWelcome to Your Role as an Executive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Who Are Your Resources? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

An Introduction to your Student Union . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6The Structure of the Simon Fraser Student Society . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8What are Student Unions and Constituency Groups? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Roles and Responsibilities of the Student Union . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8The Student Union Executive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9The Membership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9MeetingS, Motions, and Quorum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9The Constitution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Meeting Minutes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

The Executives and the Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9The Executives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Recruiting Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Elections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Council . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

The Constitution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Copies of the Constitutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Amending the Constitution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Ratification of the Constitution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Basic Elements of a Constitution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17How to Hold Your First Meeting: A Flow Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Preparing the Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Meeting Minutes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Meeting Efficiency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Budget Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Core Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Grant Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Trust Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Travel & Conference Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Getting Reimbursed: How to Fill Out an SFSS Cheque Requisition Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Projects: What’s Next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Event & Project Ideas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Serving Food: Catering & Health Permits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Working with Volunteers for Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Icebreaker Games . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Generating Publicity: Getting the Word Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Certification Programs and Workshops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

SFSS Service Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31




Hello and welcome, new executive!

The Organising Office would like to extend a warm welcome and congratulations on your election onto the executive team of your Faculty Student Union, Departmental Student Union and/or Constituency Group!

You are now part of a legacy of active student involvement at SFU, a tradition that started since 1967. As of May 1, 2015, there are 59 groups consisting of Faculty Student Unions, Departmental Student Unions and Constituency Groups on multiple SFU campuses.

This “Nuts and Bolts Training Manual” is one of the tools of support the Student Union Organising Office offers to new Executive members.

The Organiser also coordinates workshops: “Nuts and Bolts Training”, Marketing Communications workshops, free Foodsafe workshops by the Fraser Health Authority, Activism workshops, and many more.

There is support for promotion: Organiser staff can help your FSU, DSU or Constituency Group with classroom speaking and brainstorming other activities. There are handouts listed at the end if this book to help you with various event planning process.

One-on-one appointments can be set up easily. Training as a new Treasurer? Navigating SFSS committees? Executives fighting during meetings? Wondering how Robert’s Rules works? Drop me an email at [email protected].

FSUs, DSUs and Constituency Groups activities range from planning socials to developing curriculum changes. Overall, FSUs, DSUs and Constituency Groups are the foundation of the Simon Fraser Student Society: an effective advocacy body with 26, 000 members that address undergraduate students’ needs at SFU.

Looking forward to working with you this year!

Sincerely,Antonio Daling & Katie MaiStudent Union Organising OfficeSimon Fraser Student SocietyCUPE 3338 Unit 5

Original production 2007Revised Jan 1, 2015




Who Are Your Resources?

The Student Union Organising Office:

We are your go-to for all your student union needs!MBC 2238 | Mon-Fri from 10:00am – 3:00pm

[P] 778.782.3131[E] Antonio Daling: [email protected] & Katie Mai: [email protected] USE US TO:

• Get resources for your projects (i.e. merchandise, pub nights, and more)

• Register to the SFSS web database system• Ask about your student union finances

The SFSS General Office

MBC 2250 | Opens Mon-Fri from 10am – 4pm[P] 778.782.3181 | [E] [email protected] USE US TO:

• BOOK ROOMS (MBC conference rooms, Forum Chambers, Convocation Mall, Harbour Center, etc.)Pick up cheques

• Set up Audio Visual Equipment• Get posters stamped • Reserve the portable sink, the SFSS button maker, and

many other utilities• Health Permits (for public events with food- Food Safe

training needed)• Move furniture to a common room, rent tables/chairs

and other equipment temporarily with Facilities Management

The SFSS Copy Centre

MBC 2260 | Opens Mon – Fri, 9am – 4pm[P] 778.782.3186 | [E] [email protected] USE US TO:

• Print posters, brochures, banners, journal etc (and pay through a core/trust account or through grant funding)

• Grant approval must go through Organising Office first

The Highland Pub General Manager:

[P] 778.782.4334 | [E] [email protected] USE US TO:

• Reserve the Highland Pub for your events

The Peak Newspaper

[W] www.peak.sfu.caUSE US TO:

• Advertise meetings/events, in print and online

SFSS Catering

[W] www.sfss.ca | [E] [email protected] US TO:

• Cater your events (and pay with core account)• To order catering, go through the Organising Office

SFU IT Services

USE US TO:• Set up or manage email lists, or set up a website at

http://www.sfu.ca/itservices.html




Your Student Union




Above: The SFSS consists of the Board of Directors, the committees, the staff, and YOU – the Departmental Student Unions, Faculty Student Unions, and Constituency Groups. Council meetings and Annual General meetings are places for Student Unions and all other members of the SFSS to come together, discuss, vote, and move forward with changes.

*For more information on Council, turn to page 12




Your Student UnionThe Structure of the Student SocietyThe Simon Fraser Student Society (SFSS) represents all students at SFU. Every Student Union is part of the Student Society. The SFSS funds your projects, pays the staff that assists Student Unions, and sets the policies that govern Student Union activities.

The SFSS Organising Office in MBC 2238 is run by Antonio Daling, the Organiser, and Katie Mai, the Outreach Worker. The Office’s role is to advise and assist all Student Unions and Constituency Groups. If you need information about Student Union, projects and resources, or help with the activities of your Student Union, contact us at:

[email protected] for Antonio Daling, and [email protected] for Katie Mai.

What are Student Unions and Constituency Groups?DEPARTMENTAL STUDENT UNION (DSU): A student organization that represents the interests of students in their department. DSUs bridge the gap between the average student and their department. There are currently 53 DSUs within the SFSS.

FACULTY STUDENT UNION (FSU): A student organization that represents the interests of students in their faculty. FSUs bridge the gap between the average student and their faculty. There are currently 4 FSUs within the SFSS.

CONSTITUENCY GROUP (CG): Constituency Groups are campus groups that represent and advocate on behalf of students under-represented at SFU to ensure that all members have a voice in the society and broader community. These groups include women, First Nations, students with disabilities, international students, LGBTQ+ students. There are currently 2 CGs within the SFSS: International Students Group (ISG) and Students United for Disability Support (SUDS).

*Note: Mention of Student Unions in this manual will refer to Departmental Student Unions, Faculty Student Unions, and Constituency Groups.

Roles and Responsibilities of the Student UnionROLE: To REPRESENT, ADVOCATE FOR, and SERVE all undergraduate students in their membership.

RESPONSIBILITIES:

RepresentationBe the voice of their students! Student Unions & Constituency Groups act as the bridges between the student population and the decision makers of the SFSS (as shown in the diagram above)

ProjectsOrganize projects in the best interests of your students! Student Unions & Constituency Groups can run film and speakers series, publish journals, keep exam files, refurnish their common rooms, and publish newsletter – to name a few! You get a chance to work together with fellow students, develop new skills and represent and serve your membership.

SocialsUniversity can be a cold and competitive place: Student Union socials make it warmer and friendlier. They provide an opportunity for students to meet each other and network!

Photo: Science Undergraduate Society handing out Periodic Table Cupcakes at Geek Week 2015




Your Student UnionThe Student Union ExecutiveStudent Unions are run by democratically elected executives from the student body. The Student Union Constitution will specify the executive positions and the way in which they are elected. The executives are responsible for the day-to-day running of the Student Union, and for ensuring that the provisions of its constitution are followed.

*For more information on executive roles, turn to page 14*For more information on conducting elections, turn to page 11

The Membership: WHO is considered a Member?Anyone who is a major, minor, or taking at least 1 course in your department or faculty in the current semester is a member of your Student Union.

To see who qualifies as a member of the Constituency Groups, refer to the Constitution page on page 13.

Meetings, Motions and QuorumMeetings: Student Unions must hold regular general meetings that are advertised and open to all of their members. Only at meetings can motions be passed and decisions be made.

Motions: A proposal made to the members at the meeting. For decisions to be made, a motion needs to be proposed, supported, and passed.

Sample motion: Be it resolved that $50.00 be released from the core fund to reimburse Katie Mai for the purchase of pizza at the meeting on August 19th, 2013.

The motion shown needs to be moved and seconded before being voted on by the membership. 2/3 of the membership needs to vote in favor of the motion in order for it to pass. The names of the mover and the seconder must be recorded as well as whether the motion ‘carried’, ‘failed’, or was ‘tabled’.

Quorum: The minimum number of members needed to

be present at a meeting for it to make binding decisions by passing motions. Quorum varies from student union to student union depending on the size of their membership.

*To find out your Student Union’s quorum, check the constitution

ConstitutionsEach Student Union has its own constitution, to be approved by the Organising Office. The Constitution includes the details of the membership, quorum, roles of the executives, election of officers, and other provisions.

*For more information on constitutions, turn to page 13

Meeting MinutesMinutes are records of the meetings. In particular, decisions and motions made at the meetings. Attendance also must be recorded.

*For more information on minutes, turn to page 19

FundingThe SFSS is funded by student activity fees and distributes some of these funds to Student Unions for them to serve their memberships. Four types of funds available to Student Unions are:

• Core Fund• Trust Fund• Grant Fund• Travel and Conference Funding

*For more information on funding, turn to page 22

The ExecutivesThe typical composition of Student Union executives:

The Chair/PresidentThe TreasurerThe SecretaryThe CouncilorThe Departmental RepresentativeThe External Relations Officer

*For more information on these positions, turn to page 13




Above are the primary positions required for the smooth function of your student union.

However, depending on your Student Union’s focus, more positions can be added!

Some examples: Event Coordinator(s), External Relations Officer(s), Recruitment Coordinator

Fact: Did you know that in 90s’ the Earth Science Student Union passed the constitution approving the following executive positions and its duties:

The Emperor To represent our sacred Union to the department in general (noting that ideas expressed by the emperor do not necessarily represent those of the clasts of our sacred Union

or indeed any rational human being)

The Herald

To assist the Emperor whenever the Emperor needs help. To step in as Emperor while the Emperor is absent from a Grand Confluence or an event run by our sacred Union

The Pebble Counter

To maintain all financial records of our sacred Union and to prepare a budget To make regular reports to the clastship To provide liaison between our sacred Union and all sources of funding

The Executive Assistant

To keep minutes of meetings To be literate or to make genuine attempts to become so. E-mail said minutes to the clastship

The Bearer of the Brunton

To see that the “Bruntons” have been properly distributed to all deserving clasts at events which require the “Bruntons” To bear and be responsible for our sacred Union’s Brunton collection (should we ever get one). To be the cruise director on the Love Boat, which is our education (plan entertainment).

Recruiting MembersThe primary goal of your student union is to represent and serve your membership (anyone doing a major, minor, or taking at least one course in your department). Thus, it is

crucial that you try to recruit as many members as possible!

Orient new members ASAP! The sooner they are oriented and become involved in your Student Union or Constituency Group, the greater the chance they will stay around for a long time.

Some tips on recruiting members:

Equal Opportunities

• The SFSS requires for all Student Union & Constituency Group executives run their groups in a way that is non-discriminatory.

• Every student MUST have an equal opportunity to participate in all Union activities. Although this seems obvious, it is sometimes hard to be inclusive of everyone when we are all so different.

Set Goals and Have a Plan

• Students are attracted to groups when they have solid plans and visions.

• No one wants to join a group that hasn’t decided what it wants to do yet.

Classroom Presentations

• The best way to get your word out to students specifically in your department is to go to their CLASSES!

• After you’ve set your goals and created plans, you can present what your group is about in lectures.

Establish a Presence on Campus

• Students are not going to come to you, YOU have to go to THEM

• Use flyers and posters around campus• Send out mass emails• Book a table at CLUBS DAYS and WEEK OF WELCOME!• Set up a table in the AQ (Academic Quadrangle) and

WMC (West Mall Complex) • And of course... HOLD PUBLIC EVENTS!

Make it FUN to be a member!

• Plan social events and plan them often• People work best when they are friends with their

colleagues• When it is FUN to be involved, the enthusiasm and

passion will spread via word of mouth

Executives and Members





ElectionsYour constitution will state what the term of office, or nomination period is (how long someone is to hold their position after being elected). It is time for an election when the term of office has expired.

Preparing for Elections• Identify the positions that need to be filled. Check your

constitution!• Announce it!• The key to elections is DEMOCRACY! Thus, try to get

as MANY members out to vote as possible (minimum one week in advance)

• Thoroughly advertise your election, including: » What positions are open » Responsibilities of each position » Location, date, and time

• Election meetings must be quorate• Free food pulls people in! Have free food and beverages

at your election meeting

Gather Nominations• Nomination: The process in which names of candidates

are put forward for election.• Candidates can nominate themselves for a position, or

someone else can nominate them• Absent nominations: If you want to run for a position,

but you cannot make it to the meeting, you may send a written notice to one of the student union executives that you are interested in being nominated. A person cannot be nominated or elected without either prior

written agreement, or being at the election meeting in person.

Hold the Election Meeting• Hold a properly constituted meeting of your student

union (meeting must be quorate, meaning the minimum number of attendees are present).

• Check with the Organising Office if you’re unsure about quorum.

Speeches and Questions• Candidates should motivate for themselves (give a

short speech) about who they are, why they want the position, and why members should vote for them.

• The floor is then open for questions, and the candidates are expected to answer them.

• If a candidate cannot make the election meeting, they can send in their speech and have it read out loud.

Voting• Ways to vote:

» Show of hands (ask candidates for contested positions to leave the room)

» Secret ballot » Electronic voting (Websurvey)

• If positions are UNCONTESTED (only one candidate running), then members would vote either ‘Yes’ or ‘No’.

• Proxy votes: proxy voting is not allowed. Members have to be physically present at the election for their vote to count. Teleconferencing (i.e. Using Skype) is allowed.

Following up with the Organising Office• Inform the Organizing Office as soon as possible one

the new executives have assumed their positions• Their names and contact information must be on file

with the Student Society and it may be useful for you to discuss how Student Unions function, what resources are available to you, and what is going on in the SFSS

Your Voices within the Student Society• There are 2 positions that are especially important to fill

because they are your voice within the SFSS » The Councilor » *Note: Councilor can be elected into their

positions either: » The Faculty Representative » Each Faculty has an elected student

representative who sits on the SFSS Board of Directors

» Faculty Reps are elected during the SFSS General Election in March (or By-Election if applicable).

Photo: Biomedical Physiology and Kinesiology Student Union at Fall Clubs Days 2014




Council

The SFSS Council is made up of representatives from each Student Union & Constituency Group, the Board of Directors, and some staff. Council is a great place to share information about what’s going on at SFU and make the SFSS a more effective student advocacy body.

What is Council?Council is a campus-wide dialogue coordinated by the SFSS. Usually twice a month, discussion happens on issues that affect students across campus. A new Student Union Building? Changes to parking and the U-Pass? Another tuition fee increase? Elected representatives can speak out at the bi-weekly Council meeting.

What can Council do? • Council can suggest actions for the Board of Directors

to take (i.e. oppose certain changes to the university, advocate for more buses, ask for certain programs, etc.)

• Council can direct that letters be written to the university

• Council can take votes that display its position (i.e.: “the SFSS Council voted unanimously to oppose the privatization of student residences at SFU”)

• Share updates between departments• Overall, allow all students from each department and

constituency group to have a VOICE in the issues that affect them, and VOTE

Who sits on Council?Students are elected from their Departmental Student Union or Constituency Group. The Board of the SFSS sits at Council as non-voting members.

Photo: Fall 2010 Council Meeting

What are Roles and Responsibilities of Councilor?

My ROLE as an elected a Councilor include:

• Act as an advocate for students’ rights• Bring students’ needs and priorities to the attention of

Council• Engage in dialogue with students from all other

disciplines at the university• Advise the elected SFSS Board of Directors as

necessary

My RESPONSIBILITIES as a Councilor include:

• Attend all regular Council meetings and the SFSS

Annual General Meeting• Attend and report Council business back at

Departmental Student Union meetings• Actively participate in Council meetings• Review Council agendas, topics, and attachments prior

to Council meetings, and gauge your DSU/FSU/CG for input

• Review Council minutes• Attend regular meetings of SFSS Committees as an

elected Council member or as a student-at-large

Is there a stipend for my contribution?A stipend of $35 per Council meeting is tied to the requirements listed above. Stipend Eligibility forms must be picked up from and returned to the SFSS General Office (MBC 2250) before any stipends can be paid. Canada Customs and Revenue Agency requires us to see your Social Insurance Number (SIN) when you submit your form.

When does the term of office begin?After a Student Union or Constituency Group elects a Councilor, the term of office starts from the first Council meeting the candidate attends. The term of office will end on April 30th of the following year.

How are members elected to Council?There are 2 ways. Refer to the ‘Elections’ section on page 11

Email the results: The elected individual must be ratified by Council following the candidate’s election. The chair must forward election results to the Organising Office, who will then coordinate with the elected VP Student Life to send an invitation to attend Council to the newly elected Councilor.


Photo: SFSS Council Meeting in 2014.




The ConstitutionEvery Departmental Student Union of the Simon Fraser Student Society has an existing Constitution to guide its members in decision-making, elections, procedures and structural change. The Constitution provides a permanent reference for the membership. When altering a Student Union Constitution, consideration of the long-term effects on the membership should be taken into consideration.

Copies of ConstitutionsThe Student Union Organising Office has copies of existing Constitutions on file. Please contact us for a copy of your constitution or if you need any help amending it (MBC 2238, [email protected]).

Amending The ConstitutionConstitutions may be amended according to the wishes of the membership.

Step one:

Give adequate notice to the membership advertising the meeting where constitutional amendments will take place.

Step two:

Send proposed amendments to the Organiser at [email protected] for initial feedback- it might save time in the long run!

Step three:

Hold the meeting. A two third majority vote is required to pass constitutional change. Ensure changes are consistent with the overall language and term of SFSS constitution.

Step four: Send the version of the Constitution that is approved by the membership to the Organiser for final ratification

Ratification of the ConstitutionIdeally, the student union or constituency group should send the changes to the Organiser before the membership votes. This way, the Organiser can assist with correcting any disallowed amendments before the membership votes. To ratify the Constitution, send the version that was approved by the membership to [email protected].

Basic Elements of the Constitution

Format

Although the SFSS provides a template for each Departmental Student Union constitution, it is within your right and responsibilities to personalize the Constitution as you see fit. Earth Science doesn’t have a Treasurer, they have a “Pebble Counter”; Business has the longest constitution on file because of detailed job descriptions, etc. Your constitution is a working document; so make it work for your group.

Below is a guideline for student union to develop a constitution to guide its member in decision-making, elections, procedures and structural changes. By developing a strong constitution, it would provide the membership a permanent and lasting reference

Name

The name should directly reflect the departmental or academic affiliation of the membership. “Simon Fraser Student Society” must preface the name of the organization in which a bank account is registered. Some of the names of SFSS Departmental Student Union include: Economics Student Society, Physics Students Association, Political Science Student Union, etc.

Objectives

Objectives vary with the focus of the Union, but should always include a clause relating to the role of the Union at department & university levels to represent its members’ interests. This clause must be built into the Objectives section: “the aims and objectives of the union shall be consistent with those of the Simon FraserStudent Society (SFSS) Constitution & policies.”

The objectives of most Student Unions are as follows:

1. To promote activities that foster learning in areas of academic study relevant to their field of study

2. To provide an organization to represent the academic welfare and interests of its members, to promote and represent student interests on campus and within the SFSS as a whole

3. To democratically undertake projects and activities to benefit the members

4. The aims and objectives of the union shall be consistent with those of the Simon Fraser Student Society.




MembershipUnion membership automatically extends to all majors, minors and honors in a department, as well as to any student enrolled in a departmental class in any given semester. The typical clauses used are:

1. Automatic membership in the Student Union shall be extended to all students registered in this department’s classes or in the Major, Minor, or Honors program.

Typical Executive Structure and ResponsibilitiesThis is the section where all executive and representative positions are listed, and a job description outlined for each one, including requirements for reporting back to the membership. Councilor, and Departmental Committee Representatives are typically included here. Sometimes, groups include Social Coordinators, Website Managers, Outreach Coordinators, etc.

There is usually a guiding or core Executive Committee consisting of:

1. President / Co-Presidents; Chair/ Co-Chairs2. Secretary / VP Communications Coordinator Role3. Treasurer / VP Finance Role4. Special Events Coordinator5. University Relations Coordinator6. Departmental Committee Representatives7. Councillor

The Responsibilities of the Executive Committee shall be to:

1. Officially represent members2. Convene all necessary meetings, giving proper notice to

the membership3. Ensure that the membership is kept informed of all

matters affecting the group4. Conduct the day-to-day operations of the group

5. Initiate project and/or appoint members to undertake special projects as required.

The Duties of the Executive Members: Normally, each constitution outlines the responsibilities of each of these roles in detail. Below are summary of duties of each officers.

The Chair/President’s Duties:Preparation of agendas for and chairing of all General and Executive Committee Meeting, coordination and continuity of activities within the group, acting as primary liaison with the School and coordination of all executive committee efforts

The Secretary’s Duties:Record all minutes of meetings, receive and file all written communications, committee reports, and electronic communications specific to the internal functioning, coordinate all forms of campus advertisement, liaise with the SFSS Student Union Organiser and be responsible for maintaining and updating the website and email lists.

The Treasurer’s Duties: Keep records of allocation of Union funds, report on the financial state of the Union to the Executive and General Meetings, and present a budget at the General Meeting each semester, be in charge of coordinating all financial aspects of the group’s fund-raising initiatives and events plus be responsible for the submission of all grant proposals and funding requests be they to the SFSS, or to outside institutions

The Special Events Coordinator’s Duties:To coordinate and direct special events including, but not limited to, guest speakers, debates, trips, and socials, and shall be responsible for all room bookings, catering, and sponsorship and to liaise with the executive committee to coordinate all aspects of events planning that fall under other executive jurisdiction.

The University/External Relations Coordinator’s Duties: To liaise with clubs and student unions on campus that share interests, values and objectives with the group, to liaise with the SFSS on Constitutional matters, and matters of university regulation as regards the group, and to act as official liaison when coordinating events with the department when possible and/or necessary.

The Departmental Committee Representative’s Duties:Attend such Departmental or Faculty Committees as exist with voting or non-voting student representative’s seats on

The Constitution




them, as specified by the Faculty, Department, or Program constitution, to report on the business of the Committees on which representatives sit, to the Executive and to the membership at general meetings on a regular basis, to take the direction of the general membership in attending to the business of the Committee to accomplish the aims and interests of the Union and to notify the membership of student vacancies on the Committee.

The Councilor’s Duties:Consult with and take the direction of the general membership concerning the issues and business before Council, to represent the best interests of the Union and liaise between the SFSS and the Student Union and to attend all Simon Fraser Student Society’s Council meetings.

Signing Officers Each constitution will delegate signing officers, and notify the SFSS of the signers. These people are authorized to requisition reimbursements, book rooms, order audio/visual equipment on campus, etc.

Meeting Frequency and Notice Period

Meetings

Minutes shall be recorded for all meetings. General Meetings are specified in the constitution for how many meetings happen each semester, how notice of that meeting is given to the campus community, and how an individual student can petition for a meeting individually if the Executive fails to call a meeting. There should be a minimum of three general meetings per semester, but Unions are encouraged to schedule meetings every two weeks during classes. This helps to build an active membership and maintain momentum. The standard period for a notice of meeting is one week, or 5 working days.

Notice should be posted in the PEAK; through social media; through posters in the department, in classrooms and in the Union’s common room; on the A.V. monitors, and on Union email lists as membership builds. Elections, Constitutional amendments, and funding or planning discussions must always be indicated on the notice of meeting.

Annual General Meetings are specified in the constitution in the same way. Annual General Meetings are often the “election” meetings.

Executive Committee Meetings for most groups are the regular, weekly meetings. Some groups choose to have weekly General Meetings instead of weekly Executive meetings.

QuorumQuorum is the minimum number of members that must be present in order for a meeting to be considered legitimate. The number cannot be so low as to defeat the democratic decision-making structure of the Union, but shouldn’t be so high as to discourage active membership from taking initiatives. Quorum is typically set between 3 to 10 members.

Conduct of all Meetings:The Chair shall adopt Robert’s Rules of Order. Proxy votes are not allowed, including electronic balloting. Voting on any motion or in any internal election must be done at a meeting called for that purpose, and be done by either a show of hands, or by secret ballot on the request of any member. A sign-in list must be kept at the meeting and be appended to the minutes of the meeting. It shall include names of all voters. Members’ e-mail addresses may be included with their permission.

Terms of Office, Executive Appointments, and General Elections

Terms of Office of the Executive CommitteeTerms of office are elected for one year. All Executive Committee members must run for re-election if they wish to pursue terms beyond their first term. Any members in good standing of the group are eligible for positions on the Executive Committee.

General ElectionsThis section indicates when elections are regularly called. The SFSS recommends that, for those Unions electing officers annually, the election should be held towards the end of the spring semester, with the placement of new officers effective May 1st. For Unions whose membership frequently rotates due to Co-op Ed terms or a short program period, semesterly elections may be a better alternative. In all cases, the outgoing Chair or President should report the names and email addresses of the new officers and signing authorities to the Student Union Organiser.

The Constitution




Election is typically by majority vote, either by a show of hands or by secret ballot, on request of members. Positions vacated before April 30th may be filled by by-election, with a notice given as for annual or semester elections. A Student Union can elect a Councilor when the position becomes vacant or is not filled in the SFSS spring general election, but this representative cannot be removed from office except under the relevant terms of the SFSS Constitution. See the “Electing a Councilor” section or handout for more information about electing a Councilor. Below are your typical clauses under the election term of reference:

1. Elections for Executive Committee shall take place at the AGM each year. The notice of meeting shall contain notice of elections. Nominations are open until the election is conducted.

2. All voting for elected positions shall be by secret ballot, with the person receiving a majority vote being elected. If there is no majority, the person receiving the fewest votes shall be eliminated, and a new vote shall be held

3. The members may recall any person elected to represent them by a two-thirds vote of the members present at a quorate meeting called for this purpose. Notice of the meeting shall contain the purpose.

4. In the event that all positions are not filled during the annual election, or a representative resigns her/his seat before the full term is served, including that of Councilor, an election shall take place at the next scheduled general meeting.

5. Notice of this meeting shall include notice of the election.

RecallAll constitutions have provision for Recalling Executive members who are not fulfilling their duties. The exception is the recall of a Councilor, who is governed by the SFSS bylaws instead.

Amendments to this Constitution This Constitution may be amended by a 2/3rds majority of the members present and voting at a quorate general meeting called for the purpose.

Follow the provisions in your existing constitution to amend it; it requires a minimum of one weeks’ written notice, and notice of where copies of the amendments can be readily obtained. Amendments approved by the membership must be ratified by the SFSS Student Union Organiser before they can be put into effect or included in the official constitution of the Union.

Dissolution Every Union constitution must contain the specific wording of dissolution clauses, which relate to the reversion of all Union assets to the Simon Fraser Student Society after a period of two years of inactivity in the Union. Below is a typical clauses used in the constitution.

1. This article shall not be altered except with the prior written consent of the Simon Fraser Student Society.

2. In the event that the Union becomes inactive, all assets of the Union revert to the Simon Fraser Student Society, to be held in trust for a minimum period of two years. For the purpose of this article, the Student Union shall have be deemed inactive if the membership does not hold the minimum number of quorate general meetings as required by this constitution for two consecutive semesters.

3. If the Union is regenerated to represent the interests of students within the Program/Department/School during this period, the trust shall be dissolved and all assets shall be at the direct disposal of the Union.

4. If the trust has not been dissolved after two years, the Simon Fraser Student Society may redistribute the assets as it sees fit.

Ratification To come into effect, this Constitution requires ratification by the Simon Fraser Student Society’s Student Union Organiser.

Note: This is a modified example of a sample Student Union Constitution. Please contact the Student Union Organiser Office at [email protected] if you are considering starting a new student union or amending the constitution.

The Constitution




Preparing the AgendaAn agenda is the framework that helps meetings run effectively and efficiently. It is a step-by-step outline of the topics to be covered at the meeting. Effective agendas enhance group accomplishments by informing members of accomplishments and priorities within the group, ensures adequate consideration of all issues, events and projects being undertaken by the group but most keeps the discussion focused and on track and it also makes effective use of participants’ time.

To be most effective, the chair or president should create the agenda prior to the meeting. The chair plays the lead role in planning the agenda and is responsible for arranging the facilities and chairing the meeting. The chair and the secretary communicate the information to those who should attend the meeting. Members should contact the chair well before hand with topics they would like discussed.

Gather Agenda ItemsItems for the agenda will come from a variety of sources:

MeetingsHolding Your First Meeting: A Flow ChartIf your union is inactive, and you would like to activate it, please follow the steps below to hold the first meeting.




a review of the minutes from the last meeting, new correspondence, ongoing university and departmental issues, SFSS campaigns, projects and events that could be beneficial for the memberships, elections, reimbursements etc. By involving the members in this planning, you will gain more commitment for the activities of the group. Keep in mind that the agenda items should relate to the mandate of the group.

Consider The Needs Of MembersThe social interaction and networking that take place at meetings can make for a more effective and harmonious group. This is often overlooked when there are many tasks to accomplish.

• Identify why members are involved and consider this when creating the agenda. Some members are involved because they want to make a contribution and be involved in the planning of activities. Some members are there for the companionship or social interaction. Others may be looking for mental stimulation that could be fulfilled by speakers and educational programs or they may want to develop their skills by taking on leadership roles.

• Be sure to plan some time to set the climate of the meeting. Informal socializing and interaction among the participants establish a positive, constructive atmosphere.

• Consider the length of your meeting. Two to three hours is the maximum time. This provides adequate time to accomplish the meeting’s goals and ensures that members leave feeling energized and productive.

• Refreshments and snacks can be included and will act as energizers when the meeting is lagging.

Agenda Items and ResponsibilityWhen all the items are assembled, the next step is to consider what action needs to be taken for each topic. Defining the action helps members focus and move the discussion forward more quickly.

• Use action words such as ‘decide’, ‘discuss’, ‘review’, ‘select’ and ‘complete’. Rather than listing “fundraising report” on the agenda, consider the required decisions:

• Review the recommendations of the fundraising committee.

• Decide on the fundraising event for next year. • Select the speaker for the next event.• Identify the resources needed for each topic. The

chairs or persons involved with the topic should be asked to introduce the item, provide background and recommendations.

Time AllocationAssess each agenda item and assign a realistic amount of

time for discussion. This is not easy, as everything may not fit into the meeting time frame. You may have to establish the priority of items, delay some topics or consider other ways to handle them.

Some tips related to the timing are:• Start and finish on TIME! Expect that your attendees

will arrive on time. If the group is not accustomed to this, give a warning beforehand.

• A group’s attention span parallels a bell-shaped curve. The early part of the meeting is the most lively and creative. Discuss topics that need bright ideas and clear, alert heads when the energy level is the highest. Easier items and non-confrontational items should be placed towards the end of the meeting.

• In a tight agenda, there is a temptation to omit the social interaction activities. Try not to do this, as these activities are vital to the well being of the group.

Approaches for AgendasThe order of the topics on your agenda depends on the approach taken.

Common OrderThe following agenda outline is commonly used:

• Call to order• Approval of agenda• Reading and approval of minutes• Officer reports - treasurer, president, Secretary, etc• Old Business• New business• Discussion or open floor• Adjournment

With this format, the most important decisions tend to be left to the time of the meeting when the participants’ energy is flagging.

Meetings




Meeting MinutesMeeting minutes are the official written record of the proceedings of meetings, which identify the issues of discussion, participants and decisions made at the meeting. It is an essential tool of communication to allow for transparency and accountability to the membership. Hence it is essential that minutes from each meeting should include the following:

• Date and name of the group• Records of the names of people present: check to see

that your minimum quorum is met. Please don’t include student numbers but it is optional to include their email address

• Elections: record the names of people elected to new positions including their contact information.

• Include the next meeting time and location so students can find your upcoming meeting!

Once done, meeting minutes should be emailed to the Organiser at [email protected]. Remember that your core funding is activated upon receipt of meeting minutes. Old minutes are archived and can be accessed in the database system via sfss.ca.

Should everything be written down?Secretaries don’t need to write word-for-word minutes, but they should try to record a summary of important discussions. Minutes are a way of recording good democratic process. Remember that your FSU, DSU or Constituency group represents all students in the faculty and department, not just those who attend meetings, so minutes that are informative and clear will encourage people to participate. In two years, will the new executive be able to decipher what projects or issues your group had undertaken? If you had never come to a meeting, but you were on the email list, would you be able to follow along in the minutes or are they full of jargon, omissions, and vague notes? Minutes can also be a tool for education, outreach and archiving.

How to record decisions about moneyThere is an easy way to record decisions about money. Minutes that say “reimburse Moses for the snacks” leaves things open to interpretation when the time comes to submit receipts for reimbursement. Instead, after the group votes to approve an expense, include the full name, the amount, which account will be used and what the expense was for in the minutes.

A full name in the minute’s means only one person can claim reimbursement for the expense. In addition, voting to approve spending (up to) an exact amount means there won’t be any surprises when the bill arrives! You’ll need

to liaise with your group Treasurer: attach minutes each time to a cheque requisition form when you are seeking reimbursement from the SFSS

Meetings


simon fraser


Meetings

Photo: Society of Arts and Social Sciences meeting 2013.




Meeting Efficiency Tips for Good MeetingsChairing your first meeting can sometimes be nerve wrecking because you want to perform in front of other. In order to have smooth flowing meetings here are some time tips you can follow:

• Starting on time• Starting with introductions• Reviewing the agenda• Making sure that all are given an opportunity to

participate• Ensuring that note-taking is useable by all participants

e.g. for visually impaired people is the writing large enough to see, or posted low enough on the wall to read

• Setting an ending time and sticking to it or renegotiating as soon as possible

• Establishing guidelines• Reminding all participants that everyone has different

preferences and abilities regarding communication and that this takes time, patience, and cooperation

• Finish one thing before moving on• Affirm decisions restate if necessary• Set the next meeting time and make sure you leave

enough time to negotiate this• Keeping your sense of humor • Setting some time to set the climate of the meeting.

Informal socializing and interaction among the participants establish a positive, constructive atmosphere.

Resources for Facilitation or Chairing:

SFPIRG: www.sfpirg.ca.Workshops and library resources

www.trainingforchange.orgDownload tools and resources for groups

www.hollyhockleadership.orgHollyhock Leadership Institute

www.energizeinc.comVolunteer Management portal and toolbox

www.selfhelpresource.bc.caSelf Help Resource Association of Vancouver

The SFSS staff offers Roberts’ Rules training through Council: easy handouts and PowerPoint slides available. Reprinted from The Catalyst Centre: promoting cultures of learning for

positive social change.

Facilitating Good MeetingsA good meeting too has become a rare thing. There is a great deal of preparation work that is necessary. But once the work is done and you are at the meeting there is then the need to run the meeting well and democratically.

There are many approaches to facilitation and no single one is the right way. Circumstances are all-important. Facilitation is a form of group leadership. A facilitator must seek the participation of group members in both the tasks and processes of the meeting. A facilitator can act according to a range of styles from very hands-off to very interventionist. Generally, when facilitating for democratic participation, you should keep in mind:

• Watching the time (keeping to the agreed schedule and pacing things well)

• Keeping the group focused on the agreed short term and long term objectives

• Providing adequate opportunity for all to participate• Encouraging active participation• Affirming and drawing on the full range of experience

and knowledge in the group• Remind group members of participation guidelines

when and if necessary• Share responsibility for sharing information (ask if

someone else in group can answer a question raised)• Share process responsibility when possible (i.e. keeping

time, recording notes, filling in latecomers about what has happened so far)

• Making sure that the time and space is being shared (not monopolized by any one person or interest)

• Identifying conflict frankly and not being afraid to address it

• Offering process suggestions whenever necessary (i.e. be willing to re-negotiate agenda if necessary)

• Name issues through problem posing• Keep an eye on people’s energy levels, and regardless

of agenda and schedule, be willing to suggest changes• Reprinted from The Catalyst Centre: promoting cultures

of learning for positive social change.

Meetings




Core FundingCore funding supports the smooth functioning of your departmental student union. It can be spent at the discretion of your union on anything you wish (food at meetings, printing costs, T-shirts, socials, etc) provided you approve the expense at a proper meeting. In most cases, core funding is not sufficient to support large events or long-term projects, and that’s why SFSS Grant Funding exists.

The “Minutes-for-Money” Program…1. Email all meeting minutes to [email protected] as soon

as possible2. Email [email protected] a list of all current executive

members (including Councilor) and their email addresses as soon as possible. Your constitution will say which executive members are also signing authorities.

…Then the Organiser Activates Your Core Funding

3. Once the minutes are received, we know you’re active and the Organiser automatically “activates” the union core funding. Records are kept in the SFSS database system available online through the SFSS website. You can check the account balance there but you need to be registered by the Organiser in order to access the account. The Organiser will update signing authorities and email lists. Remember that all expenditures must be approved at a union meeting.

When spending your core budget, include WHO, WHAT, and HOW MUCH in your minutes. For example: “Jane Lee will be

reimbursed up to $50 from the core account for election related expenses.”

How Can Core Funding Be Spent?The decisions on core funding spending are made by the student union, as long as it was voted on at a quorate meeting. There are only 2 restrictions to spending core funding:1. Core funding cannot be used for printing services other

than the SFSS Copy Centre2. Money can’t be donated off-campus

How To Be Reimbursed

STEP 1: Minutes: print a copy of the meeting minutes where the spending was approved. Encourage your secretary to record budget decisions similar to; “Jane Lee will be reimbursed up to $50 from the core for election related expenses.”

STEP 2: Attach original receipts: have two members with signing authority signed the back of receipts

STEP 3: Fill in a Cheque Requisition form: available in the SFSS General Office. Please follow the guide on how to fill the reimbursement form on page 14.

STEP 4: Drop it off: come to the SFSS General Office and put the cheque requisition, with stapled minutes and receipts in the Organiser’s mailbox

How is Core Budget Decided?Core budgets are decided based on the number of enrolled students who are in majors, minors, or taking a class in your department. The University calculates these numbers publish it as FTE data, which then are applied to SFSS policy. Remember, when spending money: a student union represents all of those members and not just the active ones at meetings.

Prorated BudgetsEach student union core budget is also assessed and awarded based on their first meeting. Below is a breakdown of budget assignment for the semester based on activity.

100% of the funding: union is active in the first month of the semester75% of the funding: union is active in the second month of the semester50% of the funding: union is active in the third month of the semester25% of the funding: union is active in the fourth month of the semester

The Fiscal Year EndSummer and Fall core budgets carry over until the Spring semester where it ends. April 30th is the fiscal year end for the SFSS. Core budgets are reset (to $0) at this time; new core budgets are activated on May 1st or whenever your first May meeting happens.

You’re Always ReimbursedThe SFSS works on a reimbursement system. The reimbursement form is called a “Cheque Requisition Form.” Cheque Requisitions are usually due alternating Wednesdays for pickup the next week. The SFSS General Office will notify you by email when the cheque is ready. Yes, we can mail them as well. The SFSS General Office can usually pay reimbursements of less than $50 in cash. Take the receipts and minutes to MBC 2250, and ask the staff for a reimbursement. This won’t work if you haven’t updated your signing authorities, so let us know about election results.

Remember to attach the minutes to each cheque requisition, although your Secretary sends minutes to the Organiser!

Budget Information




Grant FundingSFSS Grant Funding comes from your SFSS student dues, puts directly back into projects organized by students, for students. There is substantial funding available. SFSS members- that’s students like you- have used Grant Funding to start a bike tool cooperative, hold successful Frosh weeks, organize career fairs, initiate undergraduate conferences, publish newsletters, invite guest lecturers, present career nights, promote disability awareness, support weekly seminars, have faculty-wide Student Union events, and much, much more.

How Can Grant Funding Be Spent?The differences between core funding where as stipulated you are allowed to use it for anything, here are some the major restrictions imposed on grant funding usage:

1. Grants cannot be used to fundraise.2. Grant funding cannot be used for printing services other

than the SFSS Copy Centre. 3. Grant funding cannot be donated to off-campus

organizations. 4. Core funding must be used when applying for grant.

This shows that the departmental student union, faculty student union or constituency group is active in the event, and that it was approved at a meeting.

5. Groups can apply for up to $4,800 of grant funding per fiscal year (May 1st to April 30th).

6. Grant funding cannot be approved retroactively (please submit your grant proposals at least 2 weeks before your event).

7. Grant funding cannot be used to pay for alcohol expenses.

The SFSS recognizes that core funding is limited for most groups, and often is inadequate for in-depth projects and events.

How to Draft a Grant ProposalThere is a big difference between a club grant proposal and a student union grant proposal. At the student union level, having to draft and write up a proposal including a detailed budget breakdown would benefit the treasurer as an applicable skill. The basic format is as follow. Remember to be as detailed as possible:

Subject Heading:Include the title of event

Name and Contact info: Name of the Faculty/Departmental Student Union or Constituency Group, and a contact person with email and phone must be included on the heading of the grant letter.

Description of Project or Event: Explain the nature of the event or project. This is the most important information in your proposal, because it explains how this project or event will strengthen your student union or constituency group. Include past successes with organizing similar events or projects, how many people will be participating, and other relevant details.

Core Funding: You must show a financial contribution from the DSU, FSU, or CG, which should be voted on at a meeting. This shows that the union is actively involved in planning the event.

Diverse Funding: Describe how you have sought diverse funding sources, whether in-kind or financial- from your department, sponsors, or other sources like admission fees.

Overall Budget: Show a detailed budget for the entire event. A chart or spreadsheet can help, with revenue (Income) on one side and costs on the other. Research your costs, instead of guessing.

The SFSS requires that its student groups use SFSS services like SFSS Catering for food or Copy Center for printing, because those services are run by students and for students. When getting a quote for those services, your grant request can reflect those prices.

Please ask for an accurate and specific amount. The Organiser with a minimum of one weeks’ notice can coordinate Grant requests that are under $1000. Requests that are over $1000 are decided by the SFSS Granting Committee, which meets bi-weekly. For this reason, please submit requests a minimum of a week before the Granting meeting, which gives you time for revisions if necessary. Remember, grants are not approved retroactively.

The SFSS recognizes that core funding is limited for most groups, and often is inadequate for in-depth projects and events. Apply for grant funding!

Tip: Use the SFSS Accessibility Fund to increase accessibility for students with disabilities at events or meetings. It’s for students and event organizers – go to the SFSS General Office at MBC 2250.

Tip: Need a loan? Applications are the same as grant funding. Get a loan, buy t-shirts, sell them, keep the profits and pay back the loan.

Budget Information




Budget Information

Trust AccountsWhen FSUs, DSUs, and CGs independently raise their own funds- through bake sales, selling T-shirts, donations, etc- the funds can go into an SFSS trust account for that FSU, DSU, or CG. Trust accounts do not reset to $0 with the fiscal year end because the original source of funding was not from the SFSS. Although there are some DSUs and FSUs that have external account, it is highly encouraged that groups keep their external fund with the SFSS.

Money in an SFSS trusts account is accessed in the same manner as core funding: voting at a meeting, writing minutes, and applying for a reimbursement. Be sure to indicate in the minutes that reimbursement is from trust account if you want to use your trust fund.

SFSS trust accounts serve the same purpose as an off-

campus bank account, but they are more conveniently located, and you don’t have to worry about the bank account being frozen because the signing authorities have graduated. It is very easy to set up a trust account for your FSU, DSU, or CG. The one restriction is that core money cannot be moved into a trust account.

Travel and Conference FundingTravel and Conference Funding provides assistance for individual students who are attending a conference. Any member of the DSU or FSU (including all majors, minors, and students taking a class) is eligible. FSUs and DSUs have an annual Travel and Conference budget between $300 and $1500 depending on their size. The maximum amount is up to $100 per student per year. The money can be used for registration fees, accommodation and travel expenses.

Sample Grant Proposal




For Student Union ExecutivesIt should be the priority of the group to promote Travel and Conference Funding broadly. This can be a selling point when advertising your Student Union! Remember that any member of the Union (majors, minors, and students taking a class) is eligible for this funding- it’s not just for active Student Union members who attend your meetings.

There are many ways for a Student Union to fairly distribute their Travel and Conference awards. Groups can and should democratically decide how awards will be distributed. Will it be a lottery or first-come, first-served basis? Will a conference presenter have priority over someone attending? Will a repeat award winner be prioritized over a first-time request? The union should decide first before awarding the fund.

Travel and Conference funding is separate from the Union core budget. Travel andConference funding is granted per year, whereas core funding is granted per semester and travel and conference funding is subjected to budgetary constraint.

For Individuals Claiming Travel and Conference Funding

Step One: Go to your DSU or FSU meeting. You are a member of any Faculty Student Union or Departmental Student Union in which you are a major, minor, or taking a class.

Step Two: Seek approval for funding at the meeting. Be prepared to motivate the group as to why you need the travel funding. Have the secretary include your full name in the minutes.

Step Three: Fill out an SFSS Travel/Conference application, and submit it to the SFSS General Office with the relevant minutes attached.

Step Four: Go to the conference. Bring back original receipts for travel expenses or registration fees. Attach the receipts to a Cheque Requisition Form, and submit it to the General Office for reimbursement. The SFSS will email you when your cheque is ready for pickup.

Travel and Conference funding can only be claimed by individual students; if your DSU or FSU needs funding to host a guest speaker, workshop, or conference, submit a proposal for SFSS Grant Funding instead. See the “Grant” section of this manual for more details. The Travel and Conference application is available for pickup in the SFSS General Office at MBC 2250.

Tip: For groups that are interested in organizing a conference, speaker series or seminar, there is a handout detailing on how to organize such event available at the Resource Office in MBC 2234.

Getting Reimbursed: How to fill a Cheque Requisition FormFilling the SFSS Cheque requisition form can sometime be a bit intimidating since there are a few information that is not readily available for you to access such as your account number, funding balance, etc. But the cheat sheet on page 26 should be able to help ease that frustration of filling form.

Please make sure that completed cheque requisition forms are left in the Organiser’s mailbox located at the SFSS General Office in MBC 2250. Your student union account number and account balance can be accessed through the database system via SFSS website.

Only signing officers are allowed to complete the form. Check your constitution if you don’t know who are your designated officers. Attached meeting minutes with approved expenses must truly reflect the actual amount claimed. No minute = No reimbursement.

Need help? Ask our friendly and knowledgeable staff at the SFSS General Office to help you

Budget Information


simon fraser


Budget Information




Projects: What’s Next?

Event and Project IdeasStudent Unions undertake special projects of all descriptions. A good project will arouse interest in your Student Union, recruit new members, give a sense of achievement to the group that puts it on – and help make the campus a livelier place.

The SFSS funds many of these projects (See section on ‘Budget Information’ on page 26

There are prepared handouts and guidelines available to you on some of the more complicated events, such as a career fair, journal publication, getting a liquor permit for socials, etc. with a step-by-step process. You have access to these in the SFSS Resource office (MBC 2234).

Need some ideas? Here is a list of possibilities. This list is not exhaustive, but rather, just a stimulant for your own ideas!

A Speaker Panel or SeriesMany Student Unions invite speakers, either for single events or whole lecture series. This can be an important way of enriching your department’s program. There are also often faculty or students in your department who have interesting topics, which they may talk about for free.

Field TripsFrom museum visits, to trips to firms or institutions offering career opportunities, to a hike or BBQ, to guided tours, the possibilities are endless for what would benefit your membership!

Newsletter & JournalsStudents Unions often publish newsletter periodically. It’s a great way to keep in touch with your membership, advertise internship opportunities, relay external postings, and get your articles read!

Career EveningsCareer evenings are very popular and very useful! Another idea is to follow the event with a social gathering with food and drinks.

FROSH!Frosh is a full day or several full days of activities for incoming students studying in your department. The purpose is for new students to meet new friends and bond with their peers. If your department or faculty isn’t already organizing a Frosh for students in your department, it is something you may want to consider!

Other ideas: Dinner & Dance Formal, Selling t-shirts and other merchandise, Student leadership retreats, Academic options day, Pub night, Exam prep sessions, On-campus or off-campus social, Joint events with other unions or clubs, Workshops, On-campus Blood Drive, and the list goes on!

*The Organising Office has many resources, including how-to handouts, connections with other groups who have ran similar events, and personal experience or advice in running these events!

Serving Food: Catering & Health PermitsWhen you prepare and serve food to the public, you will need a Health Permit. Someone with Food Safe Training simply goes to the SFSS General Office and fills in the form, and the General Office will fax it off to the Fraser Health Authority. Please note that health permit approval takes approximately 14 business days to process.

When Do I Need A Health Permit?

The SFSS Pub is providing the food for the event:

No

Chartwell Catering is providing the food for the event:

No

Cutting up pizza and serving it to the public:

Yes

Food at public events (BBQs, cultural fair, open houses, etc. that everyone can attend):

Yes

Fundraising Bake Sales: No

Photo: English Student Union’s “Grand Poetry Slam”, Fall 2014




Potluck or food at meetings for the Student Union:

No

Private party for only the Student Union:

No

Giving away prepackaged snacks, etc:

No

If Health Permits sound like a lot of work, consider SFSS catering. Set up and clean up is taken care of for you! If your event is in an SFSS conference room, please order from SFSS catering. Harbour Centre events require Harbour Centre Catering, and no outside food are permitted.

How do I get Food Safe Training?

The Organiser Office runs Food Safe Training workshops every second and thirds semester at a minimal cost of $20 per person. The workshops are given by the Fraser Health Authority, are 8 hours long. A certificate is given upon completion.

Food Safe is a permanent certification. You can also register for Food Safe through the Vancouver Continuing Education programs at www.continuinged.ca. The cost is roughly $80 for a two-day program.

Working with Volunteers for EventsTips for Recruiting Volunteers

• If you make it sound exciting, people will be excited to be involved!

• Promote the positive. Instead of stating what you need from volunteers, show potential volunteers what they

will get back from being involved.• Have clearly defined roles and job descriptions. Instead

of “volunteer with us” try, ”social coordinator needed for next bowling night”.

• Make volunteers feel wanted and valued. If you recruit people to participate, but you only offer them the tasks of postering week after week, they will drift away.

• Diversify your efforts. Reach out and involve students in all years of study.

• Be honest about the time commitment involved and other challenges that they might encounter. Realize that volunteers are students, who may be working, caring for a family, dealing with emotional issues, etc.

• Don’t judge success only by what you accomplish! That’s a recipe for burnout. Consider also how much people learned, if you had fun, and if friendships were made: those memories will last longer than one event.

• When planning a campaign or event, consider how it excludes certain groups or individuals from getting involved (religious holidays, licensed events, etc).

• Recognize any unfavorable perceptions that others might have of your Student Union and be willing to honestly address them.

Tips for Retaining Volunteers• Show appreciation: Say thank you at meetings publicly,

and let people know one-on-one that their work is valuable to your group.

• Keep meetings interesting- who likes a boring meeting except the one person talking?

• Try icebreakers and teambuilding activities. Keep meetings short and to the point, especially if work can be delegated.

• Pair up new volunteers with someone more experienced.

• Encourage volunteers to take on harder tasks as they become more involved. Gently encourage quieter volunteers to take on leadership roles-- they may become your Student Union’s best leaders.

• Keep things fresh. Much of the work that makes your group and your events successful, like postering, classroom speaking and leafleting, can get dull. Mix up the teams, try new routes and keep things fun.

• Be willing to do the jobs you ask your volunteers to do. Everyone should share both the grunt work and the glory.

• Engage in social events, outside of the regular meetings.

• Invite everyone to meetings. Welcome and implement their input and feedback. Volunteers may become your Union’s next executive and the more they know, the more stable the Union will be.


Photo: SFSS Pancake Breakfast, Spring 2015





Icebreakers and GamesAt a meeting, there’s usually at least one new person who might not know everyone’s names. Good meetings always have at least introductions, but sometimes a group needs a little “more” to get things going! Icebreakers or “dynamicas” are a great way to increase energy in a group, get new people involved, build trust, get the blood flowing before a brainstorming session, and relieve tension. Here are some favorites reprinted from Training for Change (www.trainingforchange.org).

LifeboatsIn this exercise, participants get together with people based on various similarities. For example, if you said “get together with people who share favorite fruits”, everyone would call out their favorite fruit- finding other people who share the same similarity and getting into a group with them. Demonstrate and have them do it. Have the various groups call out their favorite fruit group-by-group. Continue changing up groups by calling out a range of issues, from the silly to the serious: e.g. favorite animal, least favorite letter of the Roman alphabet, religious tradition, etc.

Something True About Yourself (from Gerald Gomani, Zimbabwe)Have each participant write down something true about themselves (anything), without their names, on a piece of paper. Then, wad it up. Then, throw snowballs at each other! After a few minutes of play, have the group read the snowballs.

Balloon Bounce*You will need four matching balloons for each team; a large triangle indicated on the floor with masking tape. Have each team arrange themselves at the corner of a triangle. Explain that the teams will have to move their four balloons to the

side of the triangle opposite them, keeping the balloons in the air at all times.

Big Wind Blows*There are just enough seats in the circle for everyone but you. You are the big wind, and whomever you blow on has to move. Instead of blowing, you call out, “The Big Wind blows on everyone who...” and then add your own description; for example, “on everyone who wears black socks,” or “everyone who has two ears.” Everyone who fits the description must get up and change seats; in the general commotion you try to get a seat also. Whoever is left standing there, gets to be the Big Wind next time. If the Big Wind calls “hurricane”, then everyone has to change seats.

For more dynamicas and other non-violence training tools: Alternatives to Violence Project (AVP) PO Box 152, Blauvelt NY USA 10913 (661) 886-1076 [email protected] http://www.avpusa.org

* Reprinted from Alternatives to Violence Projects Manual Basic Course (revised 2002).

Generating Publicity: Getting the Word out!Whether it’s to advertise an upcoming event or just to increase the profile of your student union on campus, the best way to generate publicity is to CAST A WIDE NET and of course, GET CREATIVE!

• Here is a list with some suggestions for your union to get the word out:

• Social media, of course (Facebook, Twitter, Instagram, the usual!)

• Word of mouth! Whether it’s through social media or conversation, engaging your NETWORKS!

• Distribute teasers: Posters, ads, buttons, pins, stickers, bookmarks, etc.

• Make your posters different! Bright colours, odd shapes, humor, get creative

• Class presentations! Make them fun, use visuals, and put different tones in your voice!

• Set up a table in the Academic Quadrangle• Hand out freebies• Fortune cookies with ads as the fortunes• Adding your event on the SFSS Events Calendar (sfss.

ca/events/calendar)• Put people in costumes and advertise your event or

group around campus

Photo: Society of Arts and Social Sciences’ “SASSQuatch” Frosh 2014


simon fraser


Certification Programs & WorkshopsStandard First AidThe Standard First Aid course covers a variety of life-saving skills, including cardio pulmonary resuscitation (CPR), wound care, splinting, and more. Certification normally costs approximately $140/person, but is subsidized by the SFSS and offered to students at $70/person. Food Safe Level OneThe Food Safe Level One workshop is facilitated by the Fraser Health Authority. Certification lasts for 5 years and allows students to serve food at public events. This course normally costs $70/person, but is subsidized by the SFSS and offered to students at $20/person. SFU Student Governance 101The SFU Student Governance 101 workshop covers university and student society governance at SFU. It is designed to help interested students explore volunteer potential as student leaders and advocates. Financial Literacy WorkshopThe Financial Literacy workshops are designed to help students manage their finances. Topics include credit card and student loan debt management, budgeting, savings, and taxes. Certificate of Recognition and Reference LetterNot a workshop, but the Student Union Organising Office offers certificates of recognition to executives that have completed their term with their student union. Executives can also request reference letters from the Student Union Organiser. For more information, contact Antonio at [email protected].

SFSS Service Chart


Tax Filing ClinicStudents are walked through the step-by-step process of filing their taxes with a representative from a financial literacy organization. Tax filing clinics take place annually during tax season.




Other Handouts

In the Student Union Organising Office | MBC 2238Student Organizing Handbook Includes:

• Advertising Strategies• Tips on Running an Active Student Union• Classroom Speaking• Project and Event Ideas• Journal Publication• Membership recruitment• Fundraising Strategies

In the General Office | MBC 2250Accessibility Accommodation Request FormCheque Requisition Form: ReimbursementsCatering Order Form (SFSS)Stipend Eligibility Form (Council Members)




Notes:

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