The Regulation Regarding Student Organizations sets forth the privileges and obligations of Student Organizations to ensure that their activities and their financing are conducted in an Open, Accessible, Democratic, Non-Discriminatory, Legally and Financially responsible manner.
The Regulation came into effect on Jan. 1, 2023.
Student Community & Leadership Development has created this guide to help understand the regulation, and how it may apply to Student Organizations. Should an inconsistency emerge between this and the regulation, please refer to the regulation and contact SCLD for more information and support.
Throughout this guide are self-assessment tools and checklists to help you review various aspects of how your organization aligns with the Regulation. These tools are not intended to confirm whether your Student Organization is compliant or not, but rather help build understanding. The results of using these tools are not tracked back to your organization.
Understanding the Regulation
Resources
What is a Student Organization?
Recognized Student Organizations include student clubs and governments that provide activities, services, advocacy, and representation to enrich the diversity and quality of life of all students. As recognized student organization they have access to resources like booking space, tabling, funding, mentorship, and support. There are 2 types of Student Organizations:
Student Clubs
A Student Club is voluntary, membership-driven organization that is dedicated to a particular interest or activity for a specific Constituency. Recognition expires annually on September 30.
Student Governments
A Student Government is normally concerned with a broad array of activities, including representation of the interests of those students in discussions with the academic and administrative authorities of the University, a Faculty, or a College.
Student Organizations at a Glance
2
Central Student Governments
9
College Governments
9
Faculty Student Governments
300+
Recognized Student Clubs
Upon enrolment in an undergraduate or graduate program at the University, every student is a member of and pays a Levy to a Recognized Central Student Government, either as a full member, or as an associate member where the student is a member of a Recognized Student Organization with an Associate Membership Agreement
Undergraduate: The York Federation of Students (YFS) as the Central Student Government for all undergraduate students; and
Graduate: The York University Graduate Students’ Association (YUGSA) as the Central Student Government for all graduate students
Every undergraduate student enrolled in a program offered at the Keele Campus is affiliated with a College at the University upon enrolment, and becomes a member of, and pays a Levy to, the Recognized College Student Government of that College.
Only one College Student Government may be Recognized per College.
Recognized College Student Governments
- Bethune College Council
- Calumet College Council
- Founders College Student Council
- Glendon College Student Union
- McLaughlin College Council
- New College Council
- Stong College Student Government
- Vanier College Council
- Winters College Council
Only one Faculty Student Government may be recognized per Faculty.
Recognized Faculty Student Governments
- Creative Arts Students Association
- Environmental and Urban Change Students’ Association
- Faculty of Education Students’ Association
- Faculty of Health Student Caucus
- Graduate Business Council
- Lassonde Student Government
- Legal and Literary Society of Osgoode Hall Law School
- Student Council of Liberal Arts & Professional Studies
- Undergraduate Business Society
Students in any Faculty without a Recognized Faculty Student Government may seek to establish a Faculty Student Government for Recognition by following the steps outlined in the regulation.
Example:
No faculty governments for science has formed. The regulation outlines the process in the case that students would like to form a Faculty Government.
Visit YU Connect to explore all Recognized Student Clubs.
Obligations and Requirements of Student Organizations
The regulation outlines obligations and constitutional requirements to ensure Student Organizations conduct itself in an Open, Accessible, Democratic, Non-Discriminatory, Legally and Financially Responsible. For example, all Student Organizations must:
Conduct Annual Elections
If membership is mandatory, conduct elections through university’s electronic voting system
Avoid Conflict of Interest
Have and adhere to policies and procedures to address real, potential, or
apparent conflicts of interest.
Not Divert Funds to Purposes Inconsistent with Their Purpose
Not Engage in Commercial Activities
e.g., Providing goods and/or services for profit
Each student organization may have additional or unique requirements due to their type of organization or membership.
Navigate the tabs below to explore the requirements through the lens of each type of organization.
Obligations and Requirements for Student Clubs include:
Student Club Recognition expires annually on September 30.
Student Clubs must annually renew their Recognition on YU Connect to receive access to privileges.
During the application and/or renewal process Student Clubs will be asked to provide the following:
- Name of Organization (May not use the name of “York” or “York University” in their official name but may identify that the Student Club is “at York”
- Example: “Chess Club at York”, which may be abbreviated to “CCY” but not “YCC”
- Current list of each officer including;
- Names
- Titles
- Email Addresses
- Current list of each officer with signing authority
- Names
- Titles
- Email Addresses
- A copy of the most up-to-date Governing Documents
- A copy of its most recent bank statements
- A document signed by each officer acknowledging the organizations obligation to comply with all University Legislation
- Additional documents or information, at the University’s discretion, to verify compliance with the Regulation and University Legislation
In the event such a Student Club fails to seek renewed Recognition within the timeframe for so doing, all Privileges granted to the Student Club including their YU Connect page, email account and website, will be considered inactive and may be disabled by the University.
Executives and signing officers of the Student Club must attend the Student Clubs 101 Orientation Session and complete training modules on the use of additional resources at the University.
The Regulation acknowledges that organizations will choose various means to act in an Open, Accessible and Democratic way, and that variations in the application of these principles are to be expected.
As part of the Schedule D to the Regulation Regarding Student Organizations outlines the characteristics of these concepts, and provides a non-exhaustive of general standards.
Characteristics Include:
- Commitment to, and acting and communicating in accordance with the principles of diversity, equity and inclusion for all members
- Ensuring that those affected by decisions have an actual voice in processes leading to decisions
- Fair processes for members to initiate change
- Free from harassment, prejudice, inequality and discrimination based on race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, religion, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability.
- Making its budget and financial statements available to all of its members at all times
- Openness to scrutiny
- Transparency about what the activities are
- Willingness to freely share information about the organization with members
- and more…
Student clubs must not divert funds to purposes inconsistent with the Student Organization’s purpose, objects or Governing Documents.
Additionally, Student Organizations may not engage in activities that are essentially commercial in nature, such as, but not limited to:
- Providing goods and/or services for profit
- Engaging in an activity or function on behalf of a third party commercial organization that is contributing promotional goods or services but is not contributing direct sponsorship of activity that are consistent with an essential purpose or purposes of the Student Organization
Example:
All Student Organizations must notify the Vice-Provost, students within 14 days following any change in Governing Documents and any change in officers including officers with signing authority.
Student Clubs are required to hold annual elections in a manner that ensures that members will have ample opportunity to participate. Student Clubs elections processes must be prescribed in their respective constitutions and require the appointment of a trained Chief Returning Officer (CRO).
For Student Clubs that receive a levy, elections must be conducted through the use of the University’s electronic voting system, or a comparably secure system to which the Vice-Provost, Students has given prior approval in writing.
All Student Organizations must have and adhere to policies and procedures to address real, potential, or apparent conflicts of interest, including with respect to awarding of contracts to, acceptance of gifts by, payments made to, or other benefits provided to officers, employees, members and persons who are related by family, marriage or other personal relationship to any officer, employee or member.
Unincorporated Student Organizations must develop and continuously maintain a Constitution that is approved by a majority of its members and that complies with requires outlined in SCHEDULE C of the Regulation.
Student Community and Leadership Development has developed two resources to support your organizations ensure that your governing documents meet the requirements.
- Sample Constitution. This sample constitution offers language customizable to your student organizations as a way to start off.
- Checklist for Constitutional Requirements. This checklist is for student organizations who wish take their own approach to their governing documents. Use the checklist to ensure your constitution meets specific requirements outlined in SCHEDULE C of the regulation.
Note: Student Organizations that are incorporated, amalgamated or continued under the CA, the NFPCA or comparable legislation are not required to possess such a Constitution. Please see the “Incorporation Legislation” tab below
Student Clubs should seek out and welcome new members, with clearly articulated and publicly available criteria regarding how to join. Student clubs have required membership criteria including:
- Executives and 80% of members are currently registered York University students.
- Minimum of 15 currently registered York University students who are members of the Student Club
- there is no minimum number of members required for an academic Student Club but they are still required to submit a membership list
- Identifies any non-York members of the Student Club
- Non-York members (including alumni) must be non-voting members
If a student club is incorporated, ensure that aspects of the Governing Documents which are not mandated by legislation are consistent with the concepts of Openness, Accessibility, Non-Discrimination, and Legal and Financial Responsibility in the Regulation.
Academic, Athletic, Religious and Faith-Based student organizations include additional recognition requirements outlined below.
All academic Student Clubs that are dedicated to an interest or activity for the Constituency of a specific Faculty Student Government must be affiliated with the relevant academic program or major Faculty at the university.
When seeking Recognition, academic Student Clubs must obtain prior approval of the specific academic department or Faculty before moving forward with registration.
All sport-related Student Clubs must go through an additional review procedure conducted by the Athletics & Recreation department to determine the necessary precautions and documentation needed for the club to be Recognized.
Visit the Athletics & Recreations Clubs website for more information on this process
All religion and faith-based Student Clubs must be members of the Inter-Faith Council (IFC) of York University.
Recognition of religion and faith-based Student Clubs is not based on principles of faith or substantive beliefs but rather on willingness to comply with the requirements of the Inter-Faith Council, including the Three Pillars of Tolerance, and whether similar clubs currently exist at the university.
Obligations and Requirements for Student Clubs that receive a levy include:
Student Club Recognition expires annually on September 30.
Student Clubs that receive a levy must annually renew their Recognition on YU Connect to receive access to privileges. Recognized Student Clubs are required to annually renew their Recognition no later than the second Tuesday in October.
During the application and/or renewal process Student Clubs will be asked to provide the following:
- Name of Organization (May not use the name of “York” or “York University” in their official name but may identify that the Student Club is “at York”
- Example: “Chess Club at York”, which may be abbreviated to “CCY” but not “YCC”
- Current list of each officer including;
- Names
- Titles
- Email Addresses
- Current list of each officer with signing authority
- Names
- Titles
- Email Addresses
- A copy of the most up-to-date Governing Documents
- If gross revenue is greater than $40,000, a copy of Audited Financial States from a certified auditor
- If gross revenue is $40,000 or less, a Review Engagement Report prepared by a licensed public accountant.
- A document signed by each officer acknowledging the organizations obligation to comply with all University Legislation
- Additional documents or information, at the University’s discretion, to verify compliance with the Regulation and University Legislation
In the event such a Student Club fails to seek renewed Recognition within the timeframe for so doing, all Privileges granted to the Student Club including their YU Connect page, email account and website, will be considered inactive and may be disabled by the University.
Executives and signing officers of the Student Club must attend the Student Clubs 101 Orientation Session offered during the then current Student Clubs registration period and complete training modules on the use of additional resources at the University.
The Regulation acknowledges that organizations will choose various means to act in an Open, Accessible and Democratic way, and that variations in the application of these principles are to be expected.
As part of the Schedule D to the Regulation Regarding Student Organizations outlines the characteristics of these concepts, and provides a non-exhaustive of general standards.
Characteristics Include:
- Commitment to, and acting and communicating in accordance with the principles of diversity, equity and inclusion for all members
- Ensuring that those affected by decisions have an actual voice in processes leading to decisions
- Fair processes for members to initiate change
- Free from harassment, prejudice, inequality and discrimination based on race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, religion, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability.
- Making its budget and financial statements available to all of its members at all times
- Openness to scrutiny
- Transparency about what the activities are
- Willingness to freely share information about the organization with members
- and more…
Student clubs with no Levy funding may charge members modest membership fees and/or reasonable cost recover charges to finance activities.
Student clubs with or without a levy must not divert funds to purposes inconsistent with the Student Organization’s purpose, objects or Governing Documents.
Additionally, Student Organizations may not engage in activities that are essentially commercial in nature, such as, but not limited to:
- Providing goods and/or services for profit
- Engaging in an activity or function on behalf of a third party commercial organization that is contributing promotional goods or services but is not contributing direct sponsorship of activity that are consistent with an essential purpose or purposes of the Student Organization
Example:
Student Clubs must notify the Vice-Provost, students within 14 days following any change in Governing Documents and any change in officers including officers with signing authority.
Student Clubs that receive a levy are required to hold annual elections in a manner that ensures that members will have ample opportunity to participate and must be conducted through the use of the University’s electronic voting system, or a comparably secure system to which the Vice-Provost, Students has given prior approval in writing.
The Vice-Provost, Students may approve only electronic voting systems which are comparably or more secure than the University’s electronic voting system.
Student Clubs elections processes must be prescribed in their respective constitutions and require the appointment of a trained Chief Returning Officer (CRO).
Student Clubs must have and adhere to policies and procedures to address real, potential, or apparent conflicts of interest, including with respect to awarding of contracts to, acceptance of gifts by, payments made to, or other benefits provided to officers, employees, members and persons who are related by family, marriage or other personal relationship to any officer, employee or member.
Unincorporated Student Organizations must develop and continuously maintain a Constitution that is approved by a majority of its members and that complies with requires outlined in SCHEDULE C of the Regulation.
Student Community and Leadership Development has developed two resources to support your organizations ensure that your governing documents meet the requirements.
- Sample Constitution. This sample constitution offers language customizable to your student organizations as a way to start off.
- Checklist for Constitutional Requirements. This checklist is for student organizations who wish take their own approach to their governing documents. Use the checklist to ensure your constitution meets specific requirements outlined in SCHEDULE C of the regulation.
Note: Student Organizations that are incorporated, amalgamated or continued under the CA, the NFPCA or comparable legislation are not required to possess such a Constitution. Please see the “Incorporation Legislation” tab below
Student clubs have required membership criteria including:
- Executives and 80% of members are currently registered York University students.
- Minimum of 15 currently registered York University students who are members of the Student Club
- there is no minimum number of members required for an academic Student Club but they are still required to submit a membership list
- Identifies any non-York members of the Student Club
- Non-York members (including alumni) must be non-voting members
If a student club is incorporated, ensure that aspects of the Governing Documents which are not mandated by legislation are consistent with the concepts of Openness, Accessibility, Non-Discrimination, and Legal and Financial Responsibility in the Regulation.
Academic, Athletic, Religious and Faith-Based student organizations include additional recognition requirements outlined below.
All sport-related Student Clubs must go through an additional review procedure
conducted by the Athletics & Recreation department to determine the necessary
precautions and documentation needed for the club to be Recognized.
Visit the Athletics & Recreations Clubs website for more information on this process
All religion and faith-based Student Clubs must be members of the Inter-Faith Council (IFC) of York University.
Recognition of religion and faith-based Student Clubs is not based on principles of faith or substantive beliefs but rather on willingness to comply with the requirements of the Inter-Faith Council, including the Three Pillars of Tolerance, and whether similar clubs currently exist at the university.
Obligations and Requirements for College and Faculty Student Governments include:
College and Faculty Governments will be asked to submit the following annual documentation to the University:
- Current list of each officer including;
- Names
- Titles
- Email Addresses
- Current list of each officer with signing authority
- Names
- Titles
- Email Addresses
- A copy of the most up-to-date Governing Documents
- If gross revenue is greater than $40,000, a copy of Audited Financial States from a certified auditor
- If gross revenue is $40,000 or less, a Review Engagement Report prepared by a licensed public accountant.
- A document signed by each officer acknowledging the organizations obligation to comply with all University Legislation
- Additional documents or information, at the University’s discretion, to verify compliance with the Regulation and University Legislation
The Regulation acknowledges that organizations will choose various means to act in an Open, Accessible and Democratic way, and that variations in the application of these principles are to be expected.
As part of the Schedule D to the Regulation Regarding Student Organizations outlines the characteristics of these concepts, and provides a non-exhaustive of general standards.
Characteristics Include:
- Commitment to, and acting and communicating in accordance with the principles of diversity, equity and inclusion for all members
- Ensuring that those affected by decisions have an actual voice in processes leading to decisions
- Fair processes for members to initiate change
- Free from harassment, prejudice, inequality and discrimination based on race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, religion, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability.
- Making its budget and financial statements available to all of its members at all times
- Openness to scrutiny
- Transparency about what the activities are
- Willingness to freely share information about the organization with members
- and more…
All Student Organizations must not divert funds to purposes inconsistent with the Student Organization’s purpose, objects or Governing Documents.
Additionally, Student Organizations may not engage in activities that are essentially commercial in nature, such as, but not limited to:
- Providing goods and/or services for profit
- Engaging in an activity or function on behalf of a third party commercial organization that is contributing promotional goods or services but is not contributing direct sponsorship of activity that are consistent with an essential purpose or purposes of the Student Organization
Example:
All Student Organizations must notify the Vice-Provost, students within 14 days following any change in Governing Documents and any change in officers including officers with signing authority.
As membership to a college and faculty student government is mandatory for undergraduate students, elections must occur at least once each academic year, and must be conducted through the use of the University’s electronic voting system, or a comparably secure system to which the Vice-Provost, Students has given prior approval in writing.
The Vice-Provost, Students may approve only electronic voting systems which are comparably or more secure than the University’s electronic voting system.
All Student Organizations must have and adhere to policies and procedures to address real, potential, or apparent conflicts of interest, including with respect to awarding of contracts to, acceptance of gifts by, payments made to, or other benefits provided to officers, employees, members and persons who are related by family, marriage or other personal relationship to any officer, employee or member.
Unincorporated Student Organizations must develop and continuously maintain a Constitution that is approved by a majority of its members and that complies with requires outlined in SCHEDULE C of the Regulation.
Student Community and Leadership Development has developed two resources to support your organizations ensure that your governing documents meet the requirements.
- Sample Constitution. This sample constitution offers language customizable to your student organizations as a way to start off.
- Checklist for Constitutional Requirements. This checklist is for student organizations who wish take their own approach to their governing documents. Use the checklist to ensure your constitution meets specific requirements outlined in SCHEDULE C of the regulation.
Note: Student Organizations that are incorporated, amalgamated or continued under the CA, the NFPCA or comparable legislation are not required to possess such a Constitution. Please see the “Incorporation Legislation” tab below
If a college or faculty student government is incorporated, ensure that aspects of the Governing Documents which are not mandated by legislation are consistent with the concepts of Openness, Accessibility, Non-Discrimination, and Legal and Financial Responsibility in the Regulation.
Obligations and Requirements for Central Student Governments include:
Central Governments will be asked to submit the following annual documentation to the University:
- Current list of each officer including;
- Names
- Titles
- Email Addresses
- Current list of each officer with signing authority
- Names
- Titles
- Email Addresses
- A copy of the most up-to-date Governing Documents
- If gross revenue is greater than $40,000, a copy of Audited Financial States from a certified auditor
- If gross revenue is $40,000 or less, a Review Engagement Report prepared by a licensed public accountant.
- A document signed by each officer acknowledging the organizations obligation to comply with all University Legislation
- Additional documents or information, at the University’s discretion, to verify compliance with the Regulation and University Legislation
The Regulation acknowledges that organizations will choose various means to act in an Open, Accessible and Democratic way, and that variations in the application of these principles are to be expected.
As part of the Schedule D to the Regulation Regarding Student Organizations outlines the characteristics of these concepts, and provides a non-exhaustive of general standards.
Characteristics Include:
- Commitment to, and acting and communicating in accordance with the principles of diversity, equity and inclusion for all members
- Ensuring that those affected by decisions have an actual voice in processes leading to decisions
- Fair processes for members to initiate change
- Free from harassment, prejudice, inequality and discrimination based on race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, religion, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability.
- Making its budget and financial statements available to all of its members at all times
- Openness to scrutiny
- Transparency about what the activities are
- Willingness to freely share information about the organization with members
- and more…
All Student Organizations must not divert funds to purposes inconsistent with the Student Organization’s purpose, objects or Governing Documents.
Additionally, Student Organizations may not engage in activities that are essentially commercial in nature, such as, but not limited to:
- Providing goods and/or services for profit
- Engaging in an activity or function on behalf of a third party commercial organization that is contributing promotional goods or services but is not contributing direct sponsorship of activity that are consistent with an essential purpose or purposes of the Student Organization
Example:
All Student Organizations must notify the Vice-Provost, students within 14 days following any change in Governing Documents and any change in officers including officers with signing authority.
As membership to a central student government is mandatory for undergraduate students, elections must occur at least once each academic year, and must be conducted through the use of the University’s electronic voting system, or a comparably secure system to which the Vice-Provost, Students has given prior approval in writing.
The Vice-Provost, Students may approve only electronic voting systems which are comparably or more secure than the University’s electronic voting system.
All Student Organizations must have and adhere to policies and procedures to address real, potential, or apparent conflicts of interest, including with respect to awarding of contracts to, acceptance of gifts by, payments made to, or other benefits provided to officers, employees, members and persons who are related by family, marriage or other personal relationship to any officer, employee or member.
Unincorporated Student Organizations must develop and continuously maintain a Constitution that is approved by a majority of its members and that complies with requires outlined in SCHEDULE C of the Regulation.
Student Community and Leadership Development has developed two resources to support your organizations ensure that your governing documents meet the requirements.
- Sample Constitution. This sample constitution offers language customizable to your student organizations as a way to start off.
- Checklist for Constitutional Requirements. This checklist is for student organizations who wish take their own approach to their governing documents. Use the checklist to ensure your constitution meets specific requirements outlined in SCHEDULE C of the regulation.
Note: Student Organizations that are incorporated, amalgamated or continued under the CA, the NFPCA or comparable legislation are not required to possess such a Constitution. Please see the “Incorporation Legislation” tab below
If a central student government is incorporated, ensure that aspects of the Governing Documents which are not mandated by legislation are consistent with the concepts of Openness, Accessibility, Non-Discrimination, and Legal and Financial Responsibility in the Regulation.
Privileges, Recognition, Non-Compliance, & Sanctions
Recognized Student Organizations receive privileges from the University such as financial support, office space, and access to University space. The Regulation Regarding Student Organizations outlines why a Student Organization may not receive Recognition and the process if the University is to believe that a Recognized Student Organization is in breach of any agreements with the University.
Navigate the tabs below to learn more.
Student Organizations, subject to availability and appropriate agreements with the University, may have access to any or all of the following privileges:
- Use of the University electronic voting system for Recognized Student Governments
- Student Levies in accordance with section 9.
- Financial and in-kind University grants or donations;
- University-hosted email addresses and website URLs;
- University office space;
- Use of University space and facilities including tabling space;
- University classroom technology;
- Membership contact information for the purpose of direct electronic communication, subject to a privacy agreement in the form defined by the Vice-Provost, Students; and
- Support coordinated through the Vice-Provost, Students or designate such as support for: training, resources, guidance and events.
York University will not deny privileges to a student organization simply on account of its beliefs or procedures, unless those beliefs or procedures are contrary to the foregoing principle or lead to activities that are contrary to it.
SCLD reserves the right to refuse a Student Club’s request for Recognition on one or more of a number of grounds.
- It fails to meet the requirements in the Regulation
- It does not have a Constitution which complies with Schedule C
- Inconsistent with Open, Accessible, Democratic, Non-Discriminatory, Legally and Financially Responsible concepts
- Objectives are so similar to the objectives or programming of an existing Student Club
- Is seeking Recognition to avoid the impact of a suspension on another Student Club with similar objectives or membership
If Recognition is denied, the Student Club may appeal this decision by providing a written statement to SCLD explaining why it believes the grounds for refusal are incorrect.
The regulation includes a detailed process for addressing potential breaches of the regulation or any agreements with the University. This process is administrated through the Centre for Student Community & Leadership Development who will work with your organization to remedy potential breaches.
Navigate the tabs below to learn more about this process.
When the university has reason to believe a Recognized Student Organization is not operating in an Open, Accessible, Democratic, Non-Discriminatory or Legally or Financially Responsible manner or is in breach of any agreement with the University, it may provide written notice of any suspected breach to the organization through the Centre for Student Community Leadership Development (SCLD).
The University may pause further proceedings under this Regulation until after the internal complaint process of the Student Organization has been exhausted, or a reasonable period of time for exhausting it has elapsed, other than in exceptional circumstances.
SCLD will prepare the written notice in the case of any suspected breach by any Recognized Student Organization. The notice will include the following information:
(a) The nature of the suspected breach;
(b) What the Student Organization is required to do, either to demonstrate that a breach has not occurred or to remedy the breach;
(c) The date for compliance with paragraph (b);
(d) The terms of any interim measures, such as suspension or withdrawal of Privileges, that the Representative deems appropriate, the reasons for those interim measures, and the date on which they take effect;
(e) The date for delivery of submissions by the Student Organization in response to any interim measures imposed, and any format requirements for such submissions;
(f) The potential consequences for failure to comply with any requirements under paragraph (b) by the date provided under paragraph (c), which may include sanctions until there is compliance; and
(g) That the suspected breach will be addressed in either a written or oral hearing, based upon the Representative’s assessment of the complexity of the suspected breach and the severity of potential consequences.
The Representative will conduct a written or oral hearing in accordance with the principles of procedural fairness before making a determination whether the Recognized Student Organization has been and/or remains in breach of this Regulation.
The hearing shall be conducted by a Representative who was not involved in investigating the suspected breach or in preparing and providing the written notice of it.
In conducting a hearing, the Representative may consult with members of the Student Representative Roundtable or other student organization(s) as appropriate in the opinion of the Representative. Such consultations are strictly confidential.
The Representative will issue their decision which will include written reasons for their determination of whether the Recognized Student Organization has been and/or remains in breach of this Regulation.
NOTE: At any point prior to a determination, the Representative may suggest alternative dispute resolution processes on such terms as they consider appropriate having regard to the nature of the suspected breach.
The Representative will issue their decision which will include written reasons for their determination of whether the Recognized Student Organization has been and/or remains in breach of this Regulation.
If the Representative determines that a Recognized Student Organization is or remains in breach of this Regulation they will provide the Student Organization with a period of 7 days from the date of their decision to deliver written submissions on sanctions should the Student Organization wish to do so.
In determining a sanction proportionate to the breach, the Representative will first consider any written submissions on sanctions from the Recognized Student Organization and any mitigating and aggravating circumstances •The Representative will issue their decision which will include written reasons for their determination of sanctions.
A Recognized Student Organization that has been determined to be in breach of this Regulation or that has been sanctioned for such a breach under sections 11 and 12 may request a review of that decision on grounds of jurisdiction, bias or other procedural irregularity.
The written request for review will include: the grounds upon which the review is sought, and the evidentiary basis for the review
The request for review will go to either the reviewing office, or, where the reviewer was the provost or designate, the request for review would go to the president.
The review will be conducted through the University Office to which the Representative reports, by individuals other than the Representative who were not involved in investigating the suspected breach or in preparing and providing the written notice of it
Reviews requested to the President, the President may…
- Conduct the review personally
- Direct that the review be conducted by an independent reviewer
The Reviewing Office may sustain, amend or rescind the Representative’s decision.
The determination of the Reviewing Office on review of a decision under this Regulation is final, subject to any required approval by the Board of Governors under sections.
Sanctions imposed on the Recognized Student Organization may include one or more of the following:
- The suspension or revocation of one or more Privileges.
- Examples Include:
- Financial and in-kind University grants or donations •
- University office space
- Use of University space and facilities including tabling space •
- University classroom technology;
- Examples Include:
- The requirement to participate in a remedial or educative process;
- The suspension, in whole or in part, for a reasonable period of the transfer of Levies to the Student Organization on such terms as the Representative determines appropriate, after which the University may decide, in its discretion, either to proceed to transfer the levies to the Student Organization or to refund the Levies to the students who paid them
- The termination of the collection of any Levies
- The withdrawal of Recognition of the Student Organization
Sanctions Regarding Levies & Recognition
Student Organizations that receive a levy may have sanctions applied that effect the transfer or collection of levies and the withdrawal of recognition of the Student Organization. These sanctions are for extenuating circumstances and will be determined throughout the non-compliance process and are either subject to, or require approval from the York University Board of Governors.
For example: the termination of the collection of any levies and the withdrawal of recognition of the student organization will not take effect unless and unit it is approved by the Board of Governors after the review process outlined in section 13 of the regulation has been exhausted.
Regulation Alignment
As the regulation includes new requirements for Student Organizations it is important that you familiarize yourself with the regulation and how it applies to your organization.
The regulation comes into effect in January 2023. It is important that you consider the following:
- Are there any necessary changes to the Constitution and/or by-laws (“governing documents”). This may include…
- adjusting procedures (e.g., elections)
- updating language (e.g., refers to outdated policies, procedures, offices, etc.)
- adding new sections ( e.g., internal complaints process)
- How does your student organization publish important documents or information?
Navigate the tabs below to explore through the lens of each type of organization.
SCHEDULE C of the Regulation includes new requirements that must be included within your constitution. These include:
- Adopt and publish an Internal Complaints Process for addressing complaints about any aspect of your organization and its activities.
- Commitment to accessibility of documentation.
If your Student Organization’s constitution does not already satisfy these requirements you will need to follow the steps below:
First, review your Organization’s amending procedures so you know the required quorum, voting procedures, and voting requirements, and can plan to allow sufficient time for your student members to consider any necessary changes to the Constitution and/or by-laws (“governance documents”).
Even if your Student Organization is incorporated under a public statute, its objects and bylaws must still comply substantively with the norms in Schedule C as these are also consistent with the relevant provincial legislation governing such corporations.
Second, review your governance documents for any gaps and misalignments with the requirements or norms contained in Schedule C.
Go to the Regulation Regarding Student Organizations
The Constitution Self Assessment tool below may improve your understanding of how well your governance documents align with Schedule C of the Regulation.
Third, draft the wording changes or additional sections needed to bring the governance documents into compliance.
This sample constitution offers language customizable to your student organizations as a way to start off.
A Student Organization may occasionally receive complaints about any aspect of the organization or its activities.
To support your organization develop a process unique to your organization the Centre for Student Community & Leadership Development has developed a list of qualities that a strong complaints process may include.
Qualities of a Strong Internal Complaints Process
Outlines
- How complaints can be launched
- How complaints will be investigated
- How complaints will be address (formally, and informally)
- How complaints are documented
Ensures
- Conflict-of-interest standards are upheld
- An opportunity to be heard
- A solution based approach
Indicates
- Who allocates staff and resources
- Who provides guidance to community members and staff
- Who tracks the outcome for each concern
- Who engages (where applicable)
- Who follows up on unresolved concerns
- Expected timelines
Internal complaints processes are unique to each organization. SCLD has created this self assessment checklist to review your internal complaints process.
Public Policy & Administration Student Association
ARTICLE 18: Complaints Process
In the event of a complaint about any aspect of the PPASA and its activities, the Director of Internal Affairs will undergo the following process with the individual who submits the complaint:
I. Once the complaint is submitted, a written response will be provided to the complainant(s) within 72 hours including a timeline regarding how the complaint will be investigated and how any resulting decision will be made no later than 21 days after the complaint has been received
II. Investigative steps will be identified by an executive member responsible for conducting the investigation
III. A committee of three executive members will be formed to hear the results of the investigation and determine any resulting actions
A. The committee must not include any individuals named in the complaint
IV. Once a decision is made, it will be provided in writing to the complainant(s)and available upon request for PPASA members.
York District School Board
Board Procedure #267.0: Supporting Community Concerns
[insert link]
Qualities of their process that stand out:
- Encourages informal discussions and provides a guide to preventing and resolving conflicts through constructive conversations
- Offers a variety of contact points based on type of concern
- Offers further assistance or unresolved contact options
- Solution focused by levering consensual conversations with community members and appropriate staff members
- Outcome is shared with leadership
- Outline’s ability to escalate unresolved complaints to ombudsman
- Includes section regarding responsibilities regarding complaints
Student Organizations may choose to publish their documentation in a way that is accessible to members, but unique to their organizations.
For example, a student organization could publish their documents on their website, public social media accounts, or YU Connect Page.
Student Organizations Must Publish:
- Meeting Minutes
- Meeting Dates
- Agenda
- Motions
- Governing Documents (constitution, by-laws, etc)
- Budgets
- Financial Statements
Finally, give the required notice and hold the requisite vote on the changes.
The regulation and SCHEDULE C of the Regulation include new requirements for levied Student Organizations that must be included within your constitution. These include:
- Prescribe annual election procedures that require the use of the University’s electronic voting system.
- Adopt and publish an Internal Complaints Process for addressing complaints about any aspect of your organization and its activities.
- Commitment to accessibility of documentation.
If your Student Organization’s constitution does not already satisfy these requirements you will need to follow the steps below:
First, review your Organization’s amending procedures so you know the required quorum, voting procedures, and voting requirements, and can plan to allow sufficient time for your student members to consider any necessary changes to the Constitution and/or by-laws (“governance documents”).
Even if your Student Organization is incorporated under a public statute, its objects and bylaws must still comply substantively with the norms in Schedule C as these are also consistent with the relevant provincial legislation governing such corporations.
Second, review your governance documents for any gaps and misalignments with the requirements or norms contained in Schedule C.
Go to the Regulation Regarding Student Organizations
Use the Constitution Self Assessment Below to get a better understanding of how your governance documents align with Schedule C of the Regulation.
Third, draft the wording changes or additional sections needed to bring the governance documents into compliance.
This sample constitution offers language customizable to your student organizations as a way to start off.
A student organization may occasionally receive complaints about any aspect of the organization or its activities. To support your organization develop a process unique to your organization the Centre for Student Community & Leadership Development has developed a list of qualities that a strong complaints process may include.
Qualities of a Strong Internal Complaints Process
Outlines
- How complaints can be launched
- How complaints will be investigated
- How complaints will be address (formally, and informally)
- How complaints are documented
Ensures
- Conflict-of-interest standards are upheld
- An opportunity to be heard
- A solution based approach
Indicates
- Who allocates staff and resources
- Who provides guidance to community members and staff
- Who tracks the outcome for each concern
- Who engages (where applicable)
- Who follows up on unresolved concerns
- Expected timelines
Internal complaints processes are unique to each organization. SCLD has created this self assessment checklist to review your internal complaints process.
Public Policy & Administration Student Association
ARTICLE 18: Complaints Process
In the event of a complaint about any aspect of the PPASA and its activities, the Director of Internal Affairs will undergo the following process with the individual who submits the complaint:
I. Once the complaint is submitted, a written response will be provided to the complainant(s) within 72 hours including a timeline regarding how the complaint will be investigated and how any resulting decision will be made no later than 21 days after the complaint has been received
II. Investigative steps will be identified by an executive member responsible for conducting the investigation
III. A committee of three executive members will be formed to hear the results of the investigation and determine any resulting actions
A. The committee must not include any individuals named in the complaint
IV. Once a decision is made, it will be provided in writing to the complainant(s)and available upon request for PPASA members.
York District School Board
Board Procedure #267.0: Supporting Community Concerns
[insert link]
Qualities of their process that stand out:
- Encourages informal discussions and provides a guide to preventing and resolving conflicts through constructive conversations
- Offers a variety of contact points based on type of concern
- Offers further assistance or unresolved contact options
- Solution focused by levering consensual conversations with community members and appropriate staff members
- Outcome is shared with leadership
- Outline’s ability to escalate unresolved complaints to ombudsman
- Includes section regarding responsibilities regarding complaints
Student Organizations may choose to publish their documentation in a way that is accessible to members, but unique to their organizations.
For example, a student organization could publish their documents on their website, public social media accounts, or YU Connect Page.
Student Organizations may choose to publish their documentation in a way that is accessible to members, but unique to their organizations. For example, a student organization could publish their documents on their website, public social media accounts, or YU Connect Page.
Student Organizations Must Publish:
- Meeting Minutes
- Meeting Dates
- Agenda
- Motions
- Governing Documents (constitution, by-laws, etc)
- Budgets
- Financial Statements
Finally, give the required notice and hold the requisite vote on the changes.
The regulation and SCHEDULE C of the Regulation include new requirements for Student Organizations that must be included within your constitution. These include:
- Prescribe annual election procedures that require the use of the University’s electronic voting system.
- Adopt and publish an Internal Complaints Process for addressing complaints about any aspect of your organization and its activities.
- Commitment to accessibility of documentation.
If your Student Organization’s constitution does not already satisfy these requirements you will need to follow the steps below:
First, review your Organization’s amending procedures so you know the required quorum, voting procedures, and voting requirements, and can plan to allow sufficient time for your student members to consider any necessary changes to the Constitution and/or by-laws (“governance documents”).
Even if your Student Organization is incorporated under a public statute, its objects and bylaws must still comply substantively with the norms in Schedule C as these are also consistent with the relevant provincial legislation governing such corporations.
Second, review your governance documents for any gaps and misalignments with the requirements or norms contained in Schedule C.
Go to the Regulation Regarding Student Organizations
Use the Constitution Self Assessment below to get a better understanding of how your governing documents align with Schedule C of the Regulation.
Third, draft the wording changes or additional sections needed to bring the governing documents into compliance.
This sample constitution offers language customizable to your student organizations as a way to start off.
A Student Organization may occasionally receive complaints about any aspect of the organization or its activities. To support your organization develop a process unique to your organization the Centre for Student Community & Leadership Development has developed a list of qualities that a strong complaints process may include.
Qualities of a Strong Internal Complaints Process
Outlines
- How complaints can be launched
- How complaints will be investigated
- How complaints will be address (formally, and informally)
- How complaints are documented
Ensures
- Conflict-of-interest standards are upheld
- An opportunity to be heard
- A solution based approach
Indicates
- Who allocates staff and resources
- Who provides guidance to community members and staff
- Who tracks the outcome for each concern
- Who engages (where applicable)
- Who follows up on unresolved concerns
- Expected timelines
Internal complaints processes are unique to each organization. SCLD has created this self assessment checklist to review your internal complaints process.
Public Policy & Administration Student Association
ARTICLE 18: Complaints Process
In the event of a complaint about any aspect of the PPASA and its activities, the Director of Internal Affairs will undergo the following process with the individual who submits the complaint:
I. Once the complaint is submitted, a written response will be provided to the complainant(s) within 72 hours including a timeline regarding how the complaint will be investigated and how any resulting decision will be made no later than 21 days after the complaint has been received
II. Investigative steps will be identified by an executive member responsible for conducting the investigation
III. A committee of three executive members will be formed to hear the results of the investigation and determine any resulting actions
A. The committee must not include any individuals named in the complaint
IV. Once a decision is made, it will be provided in writing to the complainant(s)and available upon request for PPASA members.
York District School Board
Board Procedure #267.0: Supporting Community Concerns
[insert link]
Qualities of their process that stand out:
- Encourages informal discussions and provides a guide to preventing and resolving conflicts through constructive conversations
- Offers a variety of contact points based on type of concern
- Offers further assistance or unresolved contact options
- Solution focused by levering consensual conversations with community members and appropriate staff members
- Outcome is shared with leadership
- Outline’s ability to escalate unresolved complaints to ombudsman
- Includes section regarding responsibilities regarding complaints
Student Organizations may choose to publish their documentation in a way that is accessible to members, but unique to their organizations.
For example, a Student Organization could publish their documents on their website, public social media accounts, or YU Connect Page.
Student Organizations Must Publish:
- Meeting Minutes
- Meeting Dates
- Agenda
- Motions
- Governing Documents (constitution, by-laws, etc)
- Budgets
- Financial Statements
Finally, give the required notice and hold the requisite vote on the changes.
The regulation includes the new requirement for all Student Organizations with mandatory membership to conduct elections through the University’s electronic voting system, or a comparably secure system to which the Vice-Provost, Students have given prior approval in writing.
Student Organizations that are incorporated, amalgamated or continued under the CA, the NFPCA or comparable legislation are not required to possess such a Constitution as outlined in SCHEDULE C, as the provisions of those statutes and associated regulations, and the Governing Documents required under them, already generally require the Student Organization to conduct their activities and their financing of student activities consistent with the governing principle.
If your Student Organization’s governing documents do not already satisfy these requirements you will need to follow the steps below:
If your Student Organization does not already require the use of the University’s Electronic voting system, you may need to review the process and prepare to amend governance documents that outline your election procedures.
If you are seeking to use a comparable secure system to conduct online elections, you will need to connect with the Vice-Provost, Students to receive approval in writing.
Second, review your Organization’s amending procedures so you know the required quorum, voting procedures, and voting requirements, and can plan to allow sufficient time for your student members to consider any necessary changes to the Constitution and/or by-laws (“governance documents”).
Even if your Student Organization is incorporated under a public statute, its objects and bylaws must still comply substantively with the norms in Schedule C as these are also consistent with the relevant provincial legislation governing such corporations.
Third, review your governing documents for any gaps and misalignments with the requirements or norms contained in Schedule C.
Go to the Regulation Regarding Student Organizations
Use the Constitution Self Assessment Below to get a better understanding of how your governing documents align with Schedule C of the Regulation.
Third, draft the wording changes or additional sections needed to bring the governance documents into compliance.
This sample constitution offers language customizable to your student organizations as a way to start off.
Finally, give the required notice and hold the requisite vote on the changes.
Self-Assessment Tools
The Centre for Student Community & Leadership Development has created self-assessment tools to help you review various aspects of how your organization aligns with the Regulation Regulation Regarding Student Organizations.
Internal complaints processes are unique to each organization.
Use this self assessment checklist to review the strength your internal complaints process.
Openness, Accessibility and Democracy are broadly accepted ideals applicable to many community-based organizations. There is no single definition of what constitutes an open, accessible, or democratic one.
Use this self-assessment tool to compare how your organization aligns with some characteristics of concepts of being Open, Accessible, Democratic, Non-Discriminatory, Legally and Financially responsible outlined in SCHEDULE D of the regulation.
All Student Organizations must have and adhere to policies and procedures to address real, potential, or apparent conflicts of interest, including with respect to awarding of contracts to, acceptance of gifts by, payments made to, or other benefits provided to officers, employees, members and persons who are related by family, marriage or other personal relationship to any officer, employee or member.
Use the self-assessment tool below to see check your understanding of what may be considered a conflict of interest
Unincorporated Student Organizations must develop and continuously maintain a Constitution that is approved by a majority of its members and that complies with requires outlined in SCHEDULE C of the Regulation.
Use this self-assessment tool see how closely your constitution aligns with the requirements outlined in SCHEDULE C of the regulation.
Frequently Asked Questions
If you have a passion or idea that is not represented in any of the existing Student Organizations, you are welcome to create a new one. Keep in mind that you cannot create more than one organization per year nor can you be the signing officer for more than one organization at a given time. To apply to start a new organization, visit SCLD’s website on how to Join, Register, or Create an Organization
Student Organization that are an unincorporated association must develop and continuously maintain a Constitution that is approved by a majority of its members and that complies with provisions outlined in Schedule C of the Regulation Regarding Student Organizations.
These constitutional Requirements ensure that Recognized Student Organizations conduct their activities and their financing of student activities in an Open, Accessible, Democratic, Non-Discriminatory and Legally and Financially Responsible manner.
Annual elections may be unfamiliar to some Student Organizations that have historically operated with informal leader selection processes. However, formal, secure, regular election processes are important to operating as a democratic student organization. Elections are required for organizations with mandatory membership or that receive a levy.
Recognized Student Clubs are required to annually renew their Recognition no later than the second Tuesday in October, subject to any extension of this timeline by SCLD. Student Organizations must submit their SCLD registration through YU Connect.
Student Clubs have the option to register with SCLD, YFS, or both.
Student clubs seeking the privileges of a Recognized Student Organization must successfully submit to SCLD a completed Student Club Application. Those interested in registering with YFS should visit YFS’s Club Website for more information.
Any Recognized Student Organization may seek the establishment of a Levy from its constituency by completing the four (4) step process outlined in section 9.1 of the Regulation Regarding Student Organizations.
Student Levy fees are included in your course and program fees. You can view the course and program fee website and apply the filters to view which study levy fees are collected under the supplementary fees section.
Contacting the Centre Student Community & Leadership development is the best place to start! They offer workshops, presentations, and 1:1 conversations to help students and Student Organizations better understand the regulation.