All UTMSU recognized student organizations are required to abide by the following rules and guidelines, per UTMSU Policy:
- All-Union recognized student groups must have a constitution on file with the UTMSU that meets all of UTMSU’s Constitutional guidelines.
- All-Union Recognized student groups must adhere to UTMSU’s Club or Societies related policies, the UTMSU Constitution, and the University of Toronto Student Code of Conduct at the discretion of the Clubs Committee or ASAC Committee of the UTMSU.
- All-Union recognized clubs and societies must be open to all UTMSU members regardless of race, religion, gender, academic inclination, age, and sexual orientation. This nonexclusionary policy is all-encompassing and is to be reflected in every aspect of group policy.
- The VP Campus Life, VP Campus Life Associate, VP University Affairs, VP University Affairs Associate, and Campus Groups Coordinator are recognized as honorary members of Union recognized clubs or societies respectively and receive membership benefits for all clubs. Consequently, the Campus Groups Coordinator and VP Campus Life/VP University Affairs must receive a copy of each email sent out to members of the club with regards to large events that can be accommodated by the UTMSU Calendar.
- For clubs, the VP Campus Life and VP Campus Life Associates are honorary members while the VP University Affairs and VP University Affairs Associates are honorary members for academic societies
- A club bank account is mandatory for all Union recognized student groups unless the Clubs Committee or ASAC Committee explicitly grants an exception. All group bank accounts must be registered under the name of the club and never in the name of an individual. Each account must require two signatures for all expenditures. The UTMSU withholds the right to seize any bank account for a club that has been inactive for 12 months or more.
- At least two executives per student group, preferably the President accompanied by the VP Finance or equivalent must attend all UTMSU training sessions.
- For Clubs, two representatives must attend all Clubs Training Sessions offered between May 1 and April 31 of each academic year.
- For Academic Societies, two representatives must attend all Society Training Sessions offered between May 1st and April 31st of each academic year.
- With the exception of the Blind Duck Pub and all other venues requiring a monetary fee, two thirds (2/3) of the attendees of a student group event hosted at a room booked at UTM must be UTM students.
- Each student group must host at least one event each term that is open to all University of Toronto students.
- All recognized clubs and societies must check their mailboxes and UTMSU forums weekly in the Fall and Winter session.
- For student clubs, recognition at the end of each academic year will be dependent upon submission of the recognition package.
- Clubs will be contacted with more information on rerecognition submissions in May with the specific date specified by the Campus Groups Coordinator. Packages must be submitted to the Campus Groups Coordinator by the deadline. Non-submission of a re-recognition package will have the immediate effect of cancellation of UTMSU Club status, after which, the executive will have to submit forms pertaining to recognition as a brand-new UTMSU club.
- All clubs and societies must have completed all election procedures by the end of February.
- Signing rights to group bank accounts must be switched over to succeeding executives during the re-recognition process. Failure to do so can result in loss of UTMSU status.
- All group communication must be in English or have accompanying English translations.
UTMSU Harassment, Sexual Harassment and Discrimination Policy
Statement of Principle
The University of Toronto Mississauga Students Union (UTMSU) is committed to promoting equality and recognizes that equality can only flourish in an environment in which all members of the University, at all levels, and regardless of the nature of their work or area of study are free from harassment, sexual harassment and discrimination. Each Member of the University of Toronto Mississauga community including all students, student groups, clubs, societies and organizations as well as faculty and staff members share responsibility for respecting the dignity of, and giving fair treatment to all members of the university community. Moreover, each person is responsible for promoting and maintaining an equitable environment free from harassment, sexual harassment and discrimination.
Section 1 - Definitions
For the purpose of this Policy:
Sexual Harassment means:
- Unwanted sexual advances, requests for sexual favours, and other verbal or physical conduct of a sexual nature made by a person who knows or ought to have reasonably known that such attention is unwanted.
- Implying or expressing a promise of reward for complying with a sexually oriented request.
- Implying or expressing a threat or reprisal in the form of actual reprisal or in the denial of opportunity, for refusal to comply with a sexually-oriented request.
- Examples of harassment, sexual harassment and discrimination can include sexually-oriented remarks, gestures, materials, cheers, announcements including internet, telephone, fax and email messages or other behaviour which may reasonably be perceived to create a negative psychological or emotional environment at an event, work, and/or campaign.
- Acts of discriminatory nature on the basis of race, colour, sex, gender identity, sexual orientation, pregnancy, family status, civil status, age, religion, language, ethnic or national origin, social condition and disability which results in the exclusion or preference of an individual or group within the university community.
- Offensive or threatening comments or behaviour which creates a “poisoned environment” in the workplace, campus or event whether or not amounting to harassment, may violate the right to equal treatment without discrimination.
- Any vexatious action or behaviour that is known or might reasonably be known to be unwelcome/unwanted, offensive, intimidating, hostile or inappropriate is considered harassment.
- Examples can include harassing behaviour such as gestures, remarks, jokes, taunts, cheers, innuendoes, and display of offensive materials, offensive graffiti, and threats, as well as verbal or physical assault.
Section 2 - Scope
This policy applies to all UTMSU Staff, Board of Directors, Executive Committee members, Club or Society Executive and team, Orientation Leaders, Ministers, Work-study personnel, volunteers or any other person who can be reasonably determined to be representing or acting on behalf of UTMSU.
When an employee, volunteer or representative of University of Toronto Mississauga Student Union has been determined to have harassed, sexually harassed or discriminated against another member of the University of Toronto Mississauga community the offender will be subject, but not limited, to disciplines and sanctions as are appropriate in the circumstances as outlined in the UTMSU Policy on Harassment, Sexual Harassment and Discrimination.
Where allegations of harassment, sexual harassment or discrimination are substantiated, the offender will be sanctioned in strict accordance with this policy, regardless of his or her status or position in UTMSU or recognized club/ society.
This policy encourages the reporting of all offences experienced by any individual as a result of his or her participation in a UTMSU event, campaign or work environment.
UTMSU commits to deal promptly and fairly with formal and informal complaints in a confidential and discreet manner. However, informal complaints will give UTMSU an indication on how to enhance the equality of programs and events. Informal complaints rarely result in sanctions due to the lack of documented evidence and written statements.
This policy does not preclude the reporting of sexual harassment complaints to the University of Toronto, The Ontario Human Rights Commission or if the matter is perceived to be of criminal nature to the police.
Section 3 - Complaint Procedure
Informal complaints can be made to UTMSU by:
- E-mailing firstname.lastname@example.org or to the VP Equity at email@example.com.
- Dropping off complaints in the complaint box located outside the UTMSU office in the Student Centre Room 100.
- Speaking to members of the UTMSU Executive in person or over the telephone.
Formal complaints can be made to UTMSU by submitting a written and signed complaint to the VP Equity.
A closed committee chaired by the VP Equity including the President and one (1) board member will then review the complaint and evidence, rule on the complaint, and where appropriate impose sanctions.
The VP Equity or their delegate upon request may facilitate mediation between parties in dispute/conflict.
Section 4 - Sanctions
In cases where an offence has been found to be committed by a Club or Society Executive, UTMSU may impose the following sanctions:
- Written letter of warning
- Mandatory anti-oppression training; failure to comply will result in further sanctions.
- Denial of access to some or all UTMSU related events for a period of up to one (1) year.
- Denial of access to some or all UTMSU work-study and on-campus job opportunities for a period of up to one (1) year.
- Permanent denial of participation in the UTMSU Orientation Week.
- Referral of the incident for possible investigation under the University of Toronto’s equity policies.
Section 5 - Appeal Procedure
A Club or Society executive who has been notified of the sanction has up to ten (10) days (from the mailing of the notice) to appeal the decision to the UTMSU Executive Committee who will hear the appeal and will render a decision to uphold or dismiss the appeal, or possibly to vary the sanction imposed.
UTMSU Warning System
The University of Toronto Mississauga Students' Union has their own warning system regarding student organizations or executives of groups that do not follow regulations set out by the Union (outlined above).
Student organizations or organization executive(s) who do not abide by the regulations set out by the Clubs Coordinator, Vice President Campus Life, and/or those are outlined in the Clubs Handbook and Academic Society Handbook could receive a Written Warning.
Upon receiving two (2) Written Warnings, the student organization in questions will lose their room booking privileges indefinitely, at the discretion of the Clubs Coordinator, Vice President Campus Life and the Clubs Committee.
If a student organization receives more than two (2) Written Warnings, further ramifications will result, such as the following:
- Suspension of room booking privileges
- Suspension of printing and advertisement privileges
- Reduced club funding
- Revocation of office space or UTMSU club recognition