Liability insurance for student groups / insurance for administrators |
Student groups must have liability insurance for their activities. Every year, Student Services negotiates this insurance for all student groups and pays the premium from the fee collected from all registered students (see the table of tuition fees on the School’s website). During off-campus activities, student groups must apply for an insurance certificate and pay the associated costs.
At the beginning of fall semester, each student group must send a list of its activities to the Director of Student Life at Student Services, Diane Lauzon (diane.lauzon@hec.ca).
In addition to the liability insurance covering student groups, Student Services has negotiated insurance coverage specifically covering administrators (except AEHEC, which has its own insurance). This insurance covers the costs the administrators and directors of a group might be legally held to pay in case of damages caused by a third party.
At the beginning of the school year, Student Services organizes a meeting with the insurance broker to explain their coverage and answer any questions student representatives may have. Student groups may also directly contact the broker, Philippe Lareau (p.lareau@lareauassur.com, 514 861-7429 ext. 231; or 450 245-3322 ext. 231; or 1 888 527-3281).
Each student group may obtain certain lists of student e-mail addresses. A mailing list may be obtained by e-mailing a request to Carmen Daigle (by e-mail: carmen.daigle@hec.ca). Student groups’ president must sign an agreement stating that e-mail lists will be used only for the legitimate purposes of the group.
The automatic signature of mass mailings using this mailing list must contain a link allowing students to unsubscribe. It is up to student groups to monitor the frequency, content and appropriateness of messages sent, bearing in mind how important it is not to flood other students’ in-boxes with e-mail. It’s strongly recommended not to send more than 3 e-mails per month.
The agreement reads as follows:
AGREEMENT
BETWEEN: Group X, represented by Y, title, duly authorized for purposes of this agreement
AND: HEC Montréal, represented by Z, title, duly authorized for purposes of this agreement.
I acknowledge that I have been provided with a list of student e-mail addresses.
Group X will use this list only to provide students with useful information on the group’s activities. It may not be used for commercial purposes. In each of its e-mails, the group will add a link allowing students to unsubscribe from the list.
In addition, I will take appropriate steps to ensure that the list is not copied or used by unauthorized individuals. I also understand that misuse of these mailing lists can lead to a ban on using them or even their deletion by Student Services.
Signature
President
To join a student association, committee or interest group, you must be enrolled as a student for the current term. More specifically, in the case of program associations and the committees formed by them, students must be registered in the specific program of the group in question in order to be an official member. Student Services verifies each student’s status every term.
After elections, each association, committee and interest group is responsible for providing Student Services (sae.info@hec.ca) with a list of members, their HEC IDs and their titles, and for notifying Student Services during the term of any change or addition to this list.
Student groups handle relatively large sums of money entrusted to them by their members.
Each student group must:
In addition, each student group must comply with the obligations set out the recognition policies for:
Student groups are governed by a set of rules and by-laws. For instance, incorporated associations must update their registration with the Registraire des entreprises du Québec every year.
Groups must sometimes collect the Goods and Services Tax (GST) and the Quebec Sales Tax (QST) during different activities. It is essential that they complete the statements and that they remit the amounts due to the federal and provincial governments on time.
Student groups that need information, advice or that encounter difficulties (for instance, because of a previous team’s negligence) can make an appointment with the Director of Student Life (from Student Services), Diane Lauzon (diane.lauzon@hec.ca) to discuss these matters.
