Governance and Leadership
Student Group Executives
Executive Officers are the leaders of your student group. They help guide the group’s activities, manage operations, and ensure the group follows all applicable policies, procedures, and requirements to remain in good standing.
Student Group Executive requirements
Every student group must have at least five (5) Executive Officers two being:
| President | Treasurer |
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Maximum number of Executive Officers: 11
Groups may choose the titles for the remaining executives based on whatever best suits their organization.
Other Executive titles could include:
- Vice President, Secretary
- Vice President Events
- Volunteer Coordinator
- Editor
- Communications Lead.
Please Note: Executives must be current members of SAMU or an approved SAMU affiliate
Student Group Executive Rules
Privacy of Executive Information
Executive contact information is kept private unless an Executive Officer chooses to make it public. The exception is the group’s Primary Contact, whose name and email address will be publicly visible to help students and staff connect with the group.
Executive Position Limits
Students may:
- Hold only one (1) executive role per student group
- Serve as an executive in up to three (3) student groups at the same time
Keeping Executive Information Updated
Groups must keep their Executive Officer list current on the Student Groups Platform, including:
• Name
• Position title
• Phone number (for emergency purposes only)
• Email address
Due Diligence and Liability
Student Group Executives are responsible for the operations of the group. Any negative or positive actions taken by a student group are the direct responsibility of the group executives.
Student Group Members/Volunteers
General members are non-executive members who participate in group activities and volunteer to assist executives when necessary. Every group must have at least 5 general members.
Volunteers are an essential part of any group. Volunteers can contribute to their community without the commitment and liability of being an Executive.
General Members vs Executives
| General Members | Executives |
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Before groups take on any general members as volunteers, they should create a volunteer plan. A volunteer plan ensures easy coordination of volunteers and avoids confusion.
More information is in the Guide to Volunteer Management.
PLEASE NOTE: ALL MEMBERS MUST BE CURRENT MEMBERS OF SAMU OR AN APPROVED SAMU AFFILIATE
messaging members
Watch this video to learn how to send messages for important updates and reminders to group members.
Student Group Responsibilities
Student group leaders are expected to demonstrate professionalism, integrity, organization, and a strong understanding of their responsibilities.
Student Group Responsibilities
1. ACT RESPECTFULLY AND PROFESSIONALLY
Acting respectfully and professionally means treating everyone with kindness, fairness, and consideration, while fostering an inclusive environment that welcomes diverse participation. It involves communicating courteously, listening actively, and resolving conflicts constructively.
Being professional also includes being punctual, prepared, responsible, and representing the group, SAMU, and MacEwan University with integrity while working cooperatively with staff, other student groups, and the wider community to promote a respectful campus environment.
2. UNDERSTAND THE POLICIES AND PROCEDURES THAT AFFECT GROUPS
Student groups must follow and uphold the expectations of SAMU and MacEwan University policies, procedures, and regulations.
- i. Student Groups Policy
- ii. Student Groups Procedure
- iii. Grants Procedure
- iv. Student Group Code of Conduct
- Group members must also follow MacEwan’s Student Code of Conduct.
- v. Student Groups Holding Account Procedure
3. Ensure Consistent Communication
- Groups must have a designated group email.
- Executives must check the group email and respond to inquiries every four (4) business days.
- Groups must communicate any operational changes, such as constitutional amendments or executive changes, to the Student Groups Department.
- Groups must maintain consistent communication with their fellow executives and members.
4. Be Active
- Student Groups must hold at least one (1) event per academic year and at least one (1) meeting per semester to remain active. Groups that fail to meet these requirements will be deemed inactive and must reapply through Student Groups Connect.
5. Attend Training and Complete Required Reporting
- Groups must complete the required training and reporting requirements. Failure to meet these requirements can result in suspensions, penalties or loss of privileges, and ineligibility for grants or other supports. Below are the training/reporting requirements of groups:
- Attend the annual Student Groups Orientation or complete the online Student Groups Training.
- Attend one (1) Workshop.
- Ensure Student Groups Connect is updated.
- Consistently submit Post-Event Reports.
- Complete the annual Year-End Report and Renewal form.
Constitution
All student groups must create and follow a constitution. A Constitution helps ensure groups have:
• A clear and stable structure
• Transparent decision-making processes
• Defined executive roles and responsibilities
If a constitution no longer meets the group’s needs, the group should consider amending it.
Constitutions must be signed and dated by the current President and Treasurer and uploaded to the Documents section of Student Groups Connect. Constitutions must also be reviewed and re-signed each year, even if there are no executive changes.
Please Note: Student Groups must submit a current copy of their Constitution, with the Year-End Report due on April 30th.
Elections
All student groups are required to complete an annual election. This ensures the group leadership remains fair and open to all interested students. For more information, view the Guide to Elections.
Election Requirements
- All elections must be conducted through Student Groups Connect.
- Annual elections must take place during the Winter semester (January 1 – April 30) and include all executive positions outlined in the group’s constitution.
- If only one candidate is nominated for a position, members must vote “Yes” or “No.” If the candidate is not approved, nominations must reopen.
- All group members must be eligible to vote unless alternative voter requirements have been approved by the Student Groups Department.
- All member nominations must be accepted unless the nominee’s eligibility requirements have been approved by the Student Groups Department.
Elections Process
Please Note: Groups beginning in the Winter semester do not need to hold an election in their first active year.
Creating an Election - Video Tutorial
By-Election
A by-election MUST be held to fill an executive position that has become vacant between annual elections. The election process is the same, but only vacant positions will be included.
A by-election must be held even if there is only one nominee for the position.
Executive Changes
Groups must update the Roster on Connect after electing new executives in an annual or by-election.
Additionally, if a group elects a new President or Treasurer, they must notify the Manager of Student Groups via email. New Presidents and Treasurers MUST complete Student Groups Training before they can begin their duties.
Transition Documents
Transition documents help future executives understand how the group operates and provide guidance on running the group successfully.
Groups must create and update their transition document at the end of each academic year, even if executive roles remain unchanged. The updated transition document must be submitted with the Year-End Report.
Transition Package Elements:
• Position description
• Important resources
• Contact information
• Passwords, or information on how passwords will be transferred
• Warnings
Click here to use the transition Package template
Closing a Student Group
Student group may close voluntarily or involuntarily.
Voluntary vs involuntary closure
Voluntary closure |
Involuntary closure |
| Voluntary closure occurs when a student group closes independently for reasons like a lack of capacity to continue operations. Voluntary closure requires the consent of at least 3 executives. | Involuntary closure occurs when SAMU’s Executive Committee requires a group to close for reasons including failure to follow Student Groups’ requirements. |
On the form, groups will be asked to explain the reason for closing and decide what they want to do with any remaining funds.
There are two options for the remaining funds:
1. Donate the funds to a registered charity or non-profit organization.
2. Return the funds to the Student Groups Department Holding Account
If a group wishes to donate the remaining funds, they must complete a Purchase Request and make it out to the chosen charity. If a group does not have enough existing executives to sign off on a purchase request, the only option is to return the funds to the Student Groups Department, where the money will be used for the benefit of all student groups.