Must-Read Policies for Society Executives

All Student Unions abide by their governing documents. As per ratification, you are recognized as an official sub-organization of the Dalhousie Student Union (DSU). It is important for all Executive members of your Team to be knowledgeable and aware of key policies that could interplay with your ability to successfully manage your society:

• DSU Bylaws

• DSU Equity Policy

• DSU Society Policy

• DSU Grawood and T-Room Society Events Policy

• DSU Grants Policy

• DSU Facility and Operations Policy

• DSU Code of Conduct Policy

• Dalhousie University Alcohol Policy

• Dalhousie University Code of Conduct

While the above are considered “must-read(s)” because of the frequency you will be referring to them, it is recommended for society Executives to read ALL the bylaws and policies listed on the DSU website. You can find them here: https://www.dsu.ca/governing-documents 

Society Governance

How you work together with your Executive Team is up to you. It also varies greatly across all societies regardless of Type, size, membership, etc. In terms of general guiding principles:

1. To uphold the values, ideals, and reputation of the Dalhousie Student Union (DSU) and Dalhousie University as sub-organizations representing these organizations.

2. To uphold, respect, and follow the guiding documents of your society (i.e. your constitution). This is also applicable to following DSU bi-laws and policies.

3. To work together to create a positive, accessible, and inclusive atmosphere to all who come in contact with or collaborate with your society. (Applies internally to Executives/volunteers and externally with your participating constituents)\

4. To facilitate the election and transition processes for your organization to ensure the longevity of the group as a society.

5. For Faculty, Levy and Residence Councils; to upkeep a record of financial transactions and movement in your bank account, and to audit each year with your correct group to ensure financial transparency and proper redistribution of collected student fees.

Structuring Your Executive Team

In order to ratify, you must be able to provide your Executive Team list. With that being said, Executive Teams grow, develop, and change as the year progresses. The important thing is knowing how to adapt, work together, and delegate. As per Society Policy:

• At every point in the year, your society Executive Team needs to have AT LEAST THREE (3) Executive Members. *An Executive CANNOT hold more than one Executive role at a time.
  * NOTE: If there is a vacant position, it is all right for an Executive to fulfill interim duties until a new Executive is elected.

• At every point in the year, your society Executive Team needs to have AT LEAST ONE (1) member who can be identified as a full-time Dalhousie student who pays DSU fees.

• The Executive in question must fit the criteria outlined for successful candidates in your Society’s constitution and electoral processes. (i.e. you need to be a Computer Science student to be an Executive for Computer Science Society)

It is your society’s responsibility to:

• Ensure newly elected Executives review relevant policies.

• Update your Society Record when Executives change.

• Enforce guiding documents available.

Society Responsibilities

Beyond ratification, what you do with your Society is up to you, your Executive Team, and what is outlined in your constitution. If your Society DOES NOT have a Constitution, then the DSU Standard Society Constitution would be your guiding document.

Below you can find a list of “standard” responsibilities that are, low-key, expected as well as the standard division of labour seen in most active societies on-campus:

Society Types

Your Society Type affects the level of responsibility you have, mandatory Trainings, and resources available to you. Please review the Tables below for a better understanding of Societies. The DSU recognizes FIVE (5) official types of Societies, and you should know which one you are

IMPORTANT NOTE:

• If you are a “General Interest Society” who identifies as a “Sports Club”, you are responsible for ratifying with both the DSU and Dalhousie Athletics and Recreation. You can reach out to the Sports Clubs Coordinator via sportclubs@dal.ca .

• If you are a “Constituent Society”, you are responsible for ratifying with the DSU and the Faculty Society who oversees/facilitates levies to your group!

Society Ratification Privileges

As per your ratification, your Society is eligible to different benefits administered by Dalhousie University and the DSU. All society ratification privileges are covered in the Society Policy under Section 3. Below, you can find a breakdown of your benefits and how to make use of them (if clarification is needed).

1. The ability to use the “Dalhousie” name.

2. Processing of a NetID, website domain, or Dalhousie email account for your society.
   Explained: A society can request a society email or website domain to be created. Each society is eligible for ONE @dal email. It is useful for the longevity of your society!

3. A mailbox slot at the Society HUB found on the 3rd Floor of the SUB.

4. Ability to book a table/booth at the Clubs and Societies Expo.  

5. The Expo is a great networking opportunity for societies. Think Career Fair but make it Societies-centric. It always happens on the 3rd week of Fall and Winter.

6. Eligibility for Society Grant applications and any other exclusive funding opportunities to societies.
   Explained: If your society is in need of extra funding, you can apply for a Society Grant. A successful grant application can net your society anywhere from $0-$1000 CAD.

7. Booking privileges with spaces managed by the DSU (i.e. Student Union Building [SUB], Society HUB, and Grawood/T-Room) and Dalhousie University (i.e. CampusBookings, Dalplex/Athletics, locally owned, etc.)
   Explained: Booking privileges vary depending on your event location. Each department manager can fully explain them to you. The main takeaway is that ratification provides discounted/waived fees for room bookings and general event logistics. For example, a 75% whenever you use the Dalplex!

8. Application eligibility for society-specific resources facilitated by the DSU: Society Offices, Society Lockers, Society Bank Letters, Society Grants. Society Directory, Society Expo, Impact Awards, etc. 
   Explained: You can apply for a Society Office if you need a working space. A Society Locker if you need extra storage space. And the Society Directory so you appear on the DSU Website!

9. Access to event general liability insurance for society event planning.

10. Access to Society Training modules facilitated by the DSU: A) Primary Event Organizer (PEO) Training. B) Treasurer Training. C) Society Orientation. D) Anti-Oppression and EDI Foundations for Societies.

11. Access to support and guidance from Dalhousie University and DSU staff responsible for overseeing and supporting ratified societies on-campus.  

12. All other resources outlined in the Society Portal and facilitated by Department 325 – Societies and Programming – of the DSU. For example, the returning Society Rentals!