Access to student offices is unrestricted during School hours.
Outside of these hours, and until midnight (12 p.m.) at the latest, access to student offices is regulated. The School is accessible only via the main entrance on Côte-Sainte-Catherine and Decelles:
After midnight no access is allowed.
| Members | Access to the office | Access authorization | |
|---|---|---|---|
| Listed on the office access authorization form ? | Key holder of the office ? | ||
| Yes | Yes | Yes |
|
| Yes | No | Yes |
|
| No | No | No | N/A |
The presidents of each student group are responsible for the management and allocation of keys to their office. Each year, they are also responsible for updating the office access authorization form; only student group presidents are authorized to do so.
To update the office access authorization form:
For more information see the Politique sur les activités étudiantes et les boissons alcoolisées (PDF - 202ko - in French only).
In assigning offices, Student Services will consider the budget, number, scope and relevance of the activities offered. It will also ensure that student groups’ charters are consistent with the School’s values and policies.
Offices are assigned to associations, committees and interest groups during the summer.
Moving offices, if necessary, must be done in August.
IMPORTANT: after moving, it’s essential to give your new room number to:
If more applications are received than rooms available, some groups may have to share space.
When its term is over, each outgoing team must clean out its office and storage space (see "Maintenance, cleaning and arrangement of offices”).
For more information, please contact Carmen Daigle at Student Services (carmen.daigle@hec.ca, 514 340-6166).
When new executive teams have been chosen for a student group, the following steps must be taken:
Presidents are responsible for the management of office keys. They must be sure to collect all keys and give them to the new president at the end of the year. Exceptionally, all additional key requests must be sent to Carmen Daigle (carmen.daigle@hec.ca, 514 340-6166).
Key-holding members must be on the access authorization form (WORD - 30,4ko - in French only) (see the section “Access to offices”).
For security purposes, it is important to double lock the door when the last person leaves the room. This measure was introduced to prevent the door from being forced with a crowbar.
Distribution of samples and products is strictly prohibited on campus. The displaying of sponsor or partner logos is also prohibited. During student events, however, you may set up sponsor banners at the event location.
Student groups must hand a copy of their annual financial statements in to Diane Lauzon at Student Services (diane.lauzon@hec.ca). Student Services is available to advise student groups that need help with finances: organizing their bookkeeping, filing returns, preparing financial statements, reviewing their control system, etc.
To turn on the lights in student groups offices outside School hours:
Student associations and interest groups may use the storage space on the ground floor of the Côte-Sainte-Catherine building, in room RC.710. For a list of storage spaces, contact Carmen Daigle (carmen.daigle@hec.ca, 514-340-6166). Each association and interest group has a key to this space.
Food and drink may not be stored in this space. All materials must be kept at least 45 cm (18”) away from sprinklers and smoke detectors.
At the end of its term, each outgoing team must clean out its office and storage space. If there are old computers to be discarded or destroyed, please e-mail Information Technology Services (gti.info@hec.ca) so that they can dispose of the computers themselves.
Any request concerning the maintenance, cleaning and arrangement of offices must be sent to Facilities Management via an e-mail to maximo@hec.ca. The sender will receive a form in Word document format, to be filled out and returned to the same address.
Windows must be free of visual obstructions to allow the Security Services to prevent losses and respond promptly. Posters, banners, films and other items that obstruct the view will therefore be removed without further notice by the Security Services.
The group or groups occupying an office are responsible for them and are liable for any damage to the room or furniture.
Occupants must keep their offices clean. Facilities Management handles maintenance, but the office must be in a condition such that regular cleaning is possible. The possession of beer or any other alcoholic beverages is prohibited in the room and perishable food must be stored in the refrigerator. Occupants are responsible for cleaning the refrigerator.
NOTES:
Program associations can prepare photomosaics of seniors in their program. It is important to respect the guidelines prepared by the School regarding what information should be inscribed, the positioning of the executives’ photos, dimensions, the printing process, mounting and framing. Certain restrictions apply. For more information on photomosaics see "Instructions for photomosaics".
All mosaics must be approved by the Graphic Design Studio coordinator of Communications Office, Chantal Faulkner (room RC.220, chantal.faulkner@hec.ca, 514 340-6568,).
It’s important that each member of a student group read and understand:
Certain members of program associations are invited to serve on the School’s committees and boards.
