Audits & Finances

Please find existing guiding documents (.e. FAQs, infographics, guides, context info, etc.) pertaining to Society “Audits” and “Finances” as well as any related application links for 24-25 listed below:

• Society Audit FAQs

• Fall Audit Checklist

• Winter Audit Checklist

• How-To-Audit

• Ledger and Reconciliation Template for Audits

• Audits at a Glance

• Society Grants FAQs

• Society Financial Guide

Constitutions & Elections

Please find existing guiding documents (.e. FAQs, guides, etc.) pertaining to Society “Constitution” and “Elections” below. Your society should ALWAYS follow the processes and directions outlined in your Constitution. If your society does not have one, you can refer to the Standard Constitution.  

• Standard Society Constitution

• Faculty and Levy Constitution Drafting Guidelines

• Society Elections Guide

• Election Guide for Referenda for Faculty, Levy, and Residence Councils

• Robert’s Rules of Order 12th Edition

• Minute Template for Societies

 NOTE: Constitutions and Elections vary greatly by society Type and even among groups of the same typing. If you require assistance, it is best to connect with the DSU VP Internal or the Policy and Governance Coordinator via email, dsuvpi@dal.ca and dsu.policy@dal.ca

Event Planning (PEO)

Please find existing guiding documents pertaining to Society “Event Planning”. For a more comprehensive guide with everything you need, check the “PEO & Events” Tab.

• PEO Training PowerPoint.

• PEO Event Planning Help Tree

• PEO Cheat Sheet

• DSU Grawood and T-Room Society Event Policy

• DSU Student Union Building (SUB) Facilities Policy

• Dalhousie Alcohol Policy

• Dalhousie Campus Bookings Policy

• Dalhousie University Campus Bookings Guide to Planning Outdoors Events

• Dalhousie Bar Services FAQs

• Dalhousie Bar Services Licensed Rooms List

• Nova Scotia – Bake Sale Guidelines

• Nova Scotia – Gaming and Gambling Guidelines

• Nova Scotia – Planning for Food Service Guidelines

• Nova Scotia – Guide to Planning Accessible Meetings and Events

• Nova Scotia – Guide to Planning Accessible Online Meetings and Events

• Dalhousie Planning Events with International Centre Guide

• Dalhousie Sustainability Office Sustainable Event Planning Guide

Clubs & Societies Expo

Please find existing guiding documents pertaining to Society “Expo” as well as any Expo-related application links for 24-25 listed below:

• Society Expo FAQs

• Society EXPO BINGO Card (Example)

• Society  EXPO Legend Fall (Example)

• Society  EXPO Legend Winter (Example)

• McInnes Site Map (Example)

NOTE: The Societies Coordinator organises Society EXPO. They will advise you during EXPO season, but resources from previous years can give you an idea/expectation. If you need help, email dsusocieties@dal.ca

Sports Clubs

Please finding existing guiding documents for General Interest Societies recognised as official Tier 1 or Tier 2 Sports Clubs with Dalhousie Athletics & Recreation. If you have any questions or concerns about becoming/being a Sports Clubs, please reach out to the Sports Clubs Coordinator via sportclubs@dal.ca 

NAMES FOR RESOURCES (PDFs attached)

• Tier 1 Sports Club Timeline

• Tier 2 Sports Club Timeline

• Sports Clubs Handbook

NOTE: Official Sports Clubs are responsible for renewing their ratification status with BOTH the DSU and Dalhousie Athletics & Recreation. To receive more help with this, email sportclubs@dal.ca 

Lockers & Offices

As per Society Ratification Privileges, your society is eligible to apply for either/both a Locker and Office Space. Both are located on the 3rd Floor of the SUB. A Society Locker provides you with extra storage space, and a Society Office provides you with a shared working space FREE of charge. Applications for both open in July/August, and assignations happen early Fall.

Please find existing guiding documents (.e. FAQs, infographics, guides, context info, etc.) pertaining to Society “Lockers” and “Offices” as well as any related application links for 25-26 listed below:

• Society Locker FAQs

• Society Locker Rental Agreement 2025-2026

• Society Locker In-Person Renting Instructions

• Society Office Key Sign-Out Form

NOTE: For either space, you are responsible for cleaning duties and for vacating them at the end of contract. Beyond that, always be aware of SUB Hours. Email the “Key Sign-Out” Form to dsudcon@dal.ca if you need to change key access to your office space. If you have questions, email dsusocieties@dal.ca

Policies

Please find policies that interplay frequently with Society management below. In reality, Executives should read all DSU Policies and you can find them here: https://www.dsu.ca/governing-documents

• 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

• Dalhousie University Campus Bookings Policy

NOTE: If you have any questions or require clarification regarding policies, you can email either the DSU VP Internal or Policy and Governance Coordinator for clarification: dsuvpi@dal.ca and dsu.policy@dal.ca

Transitions & Annual General Meetings (AGM’s)

Please find existing guiding documents (.e. FAQs, infographics, guides, context info, etc.) pertaining to Society “Transition” below. Each society’s transition looks different and follows different timelines, so, feel free to ask the DSU for direction and guidance:

• Executive Transition Report Guide

• Society Elections Guide

• Transition Checklist for Outgoing and Incoming Executives

NOTE: For best Election practices or concerns, the VP Internal can help advice via dsuvpi@dal.ca If you are having a tricky time with Transition, you can contact the Coordinator for advise via dsusocieties@dal.ca

Others

Please find below some other resources and applications that did not make much sense elsewhere! Important things like NetID Request (the application for a Society Email) and the application link to update your information in the Society Directory can be found here:

• NetID (Email) and Web Domain Society Application

• Ratification Guidelines for ALL Society Types

• Society Grawood Booth Application