Thanks for an awesome Society Night!
 Society Coordinator – Michael Cadegan
 Office Hours : (Room 416 4th Floor SUB)
› Monday: 10:15 – 11:05
› Tuesday: 11:15 – 1:05
› Thursday: 11:15 – 12:05
› Friday: 9:15 – 10:05
 www.stfx.ca/people/su_soc
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Guests:
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Taylor Smith: Vice President
Communications
› Marketing team, Social Network (begin
making accounts once ratified)
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Meaghan McNeil: Vice President Student
Relations
› Societies and house points
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Mitch Hodgson & Telsyn Doucette:
Students’ Union Student Bar Managers
› Societies and The Inn
› Class Forms, Ratification Forms, Budget
Request Forms and Constitution Forms are
due:
Thursday, Sept. 29th by 4:00 pm at the
Information Desk, 3rd Floor SUB
Society Presidents’Handbook
Online at www.stfx.ca/people/su_soc
 PLEASE read over.
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› A lot of the questions you guys ask me can
be answered from reading over a specific
section
The more familiar you are with the
handbook the more informed you will be
as a society president
 Refer to President’s Quick Reference
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All societies must record accurate
statements of all financial transactions.
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Societies may be reimbursed only for legitimate business, including but not limited
to postage, phone calls, photocopying, speakers, registration fees, competition
fees, and advertising or campaign awareness supplies, at the discretion of the
Budget and Finance Committee.
Parties, food, alcohol or pub crawls are not considered legitimate business and
will not be funded.
The Union will not fund societies with a political affiliation or those which attempt
to impose a religious view on others.  NDP, Conservatives, Liberals, Catholics
@X, XCF, etc.
The Union will only fund those societies which present an accurate budget
allocation statement at the beginning of each semester.
The Union will not fund societies that have failed to present a mid-term or year
end report to the Society Coordinator.
Societies shall be notified no later than one week after allocations are ratified by
Council.
Financial Matters:
Reimbursements
You make purchase
 Pick up reimbursement form outside VP
Finance office or at:
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› http://www.theu.ca/node/662
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Fill out form, bring back to VP Finance
with proof of purchase attached
› KEEP RECIEPTS!!
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To apply for funding, download the form
from my W Drive at people.stfx.ca/su_soc
› Society Budget Request Form
› The more detail you put on it, the better
we can judge what we should allocate!
 i.e. don’t put you need $500 for a
competition – break it down: $50.00 for
gas, $10.00 for competition fees, etc.
 [Example: StFX Field Hockey]
Financial Matters
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Each Society shall be categorized into one of four different categories of
societies.
10.1 Social Societies: those created to bring individuals with similar
interests  10% of total funding allocated at each semester.
Ex. X-Gaming
10.2 Academic Clubs: are clubs whose central mandate is to
encourage peer to peer learning  20% of total funding allocated
each semester.
Ex. Human Kinetics Society
10.3 Competitive Societies: are clubs which are created to bring
individuals together to compete together and against other students 
35% of total funding allocated each semester.
Ex. X-Debate
10.4 Charitable or Community Awareness Clubs: are clubs whose central
mandate is to promote a cause or raise funds for outside charities or
organizations  35% of total funding allocated each semester.
Ex. X-tending Hope
Special Donations Fund
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After your society has received it’s funding, decided by the
Budget and Finance Committee and voted on by Council, you
may apply for a donation from the Students’ Union Special
Donations Fund.
Important points:
› Societies can receive a maximum of $300.00 of the Students’
Union Donation Fund.
› Any society that has received more than $400.00 through
society allocations in a semester is unable to apply for donatio
within that semester
› Any society that has received more than $1000.00 from the
Students’ Union Annual Giving Fund within the current year will
not be eligible to apply for funding from the Students’ Union
Donations Fund.
› Go to: http://theu.ca/finance/donationsrequest and fill out a
form online!
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Note: PLEASE send an informed representative to the council
meeting when your request is being looked at!
Go to www.stfx.ca/people/su_soc and click on the Bylaw and
Policy for Special Donations Fund.docx
link for more info!
› Class 3: All new Societies
› After at least 3 months since ratification as a
Class 3 society, the society may apply for
Class 2 Status. To be granted Class 2 status, a
society must:
› i. Hold regular meetings for at least a three
month period (take minutes)
› ii. Host activities and events
› iii. Retain an established membership
Classes cont.
› Once the Society Coordinator has granted a society
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Class 2 Status, the society may apply for Class 1
Status by submitting a Class 1 Application Form to the
Society Coordinator. To be granted Class 1 Status,
the society must:
i.
Maintain accurate minutes and budget
statements
ii.
Elect a President, Vice-President, Treasurer
and Secretary
iii.
Receive the support of one faculty member
Societies granted Class 2 or 3 Status will retain their
status year to year and will not be required to repeat
the above process.
Classes cont.
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The rights of ratified societies are as follows:
Class 3 Societies have the right to:
i.
reserve rooms for meetings without charge, in accordance with Bloomfield
Centre room allocation policies
ii.
request a table for Society Night
iii.
use Union communication resources, including but not limited to advertising,
publicity, and media services, provided at the discretion of the VP
Communications
iv. call upon the VP Activities and Events for assistance in organizing events
v.
apply for society funding up to $100
Class 2 Societies have the right to:
i.
all privileges of Class 3 Societies
ii.
apply to operate the Bloomfield Centre coat check
iii.
apply for society funding without limitations
Class 1 Societies have the right to:
i.
all privileges of Class 2 Societies
ii.
first priority in applications to operate the Bloomfield Centre coat check
Only Class 1 and 2 societies are eligible
 I am going to be offering times where I will be
available to train you  TBA
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 Avoid
losing money
 Responsible to replace coats when
they go missing
 If any coats are left over you are
responsible for taking them home
 Must bring own float with coin – Info
desk doesn’t make change but you
can buy it from them in advance
Coat Check cont.
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Dates for signing up are as follows:
› Tuesday October 11Class 1 Societies (11:15
am)
› Wednesday October 12 Class 2 Societies
(9:15 am)
› Come to my office (Room 416 4th Floor SUB)
to sign up. First come first serve basis.
› Societies will not be permitted to work coat
check for “Super SUB” events this year i.e.
Winterball, X-Ring
You can get a TSG so_society account
(must begin with “so_”)
 Makes it easier for incoming executive
each year
 By the end of the year, we’d like every
society to have one
 Form on website, under “TSG Account
Request”
› Fill it out, bring it to Olwyn Foley (SU Pres)
and then bring it back to TSG
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TSG is in charge of email accounts!
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Therefore, If your society already has an
account but you cannot access it:
› Contact TSG (I’m not in charge of email
accounts)
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If you forget your password contact TSG
to have it reset
Room and Table Booking
(For SUB)
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Room booking policy & Room and Table booking form (for
SUB) can be found at www.stfx.ca/people/su_soc
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You make book the following:
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Council Chambers (4th Floor, capacity in ½ = 30; capacity in full = 75)
Jack’s Meeting Room (3rd Floor, at back of MacKay Lounge, capacity = 15)
Students Union Board Room (4th Floor Foyer, Capacity = 14; pref to SU Exec &
Council events)
Table Space on 2nd & 3rd Floors (2nd Floor = 2; 3rd Floor = 4)
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Forms are also available at Information Desk  fill out and
bring back to Info Desk staff
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Table booking: No bake sales (unless authorized by
Sodexo), no promotion of pubcrawls,
The marketing team is a FREE resource
 Must fill out a PEPP form, found on my
website under “Marketing Team Promotion
Form”
 Email to su_pub at LEAST two weeks before
you want your posters to go up
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All societies must hold a year-end election to
choose incoming executive
Have nominations, then a voting process
› Try to make this anonymous
› Every member must have an equal chance
to be nominated
› Unbiased!
Be sure sure to keep a detailed record of what
you did this year (events, future plans, etc.) to
be sure your legacy lives on!
Mid Year Reports
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Due November 25th , 2011
› Reports should be typed
› Any society which does not fill out a mid year
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report will not receive funding or be able to rent
space the following semester.
Mid-term reports should include:
A list of events that were carried out during the
term
Meeting details
Participation numbers
Any ideas/ concerns you or your group would
like to address to me or council.
Plans for the next term
Again, please refer to the President’s
Handbook on my site for more information!
 Power Point will be available online
 Not enough forms here so go to
www.stfx.ca/people/su_soc and print them
off
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› All forms that begin with: “PRESMEETING” you
need to pass in to me by Sept 29th!
Email me at [email protected]
 Drop in to my office during office hours
 Thanks for coming!
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Questions?