The SFSS is continuously reviewing and monitoring the COVID-19 situation, and we are currently available to support students virtually. Please view the services that have been modified to be more accessible for our members.

This situation is continually evolving and may impact the operations below. Check back regularly for the latest updates.

For general inquiries and additional questions, please contact the SFSS Student Centre at studentcentre@sfss.ca

CLUB PROPOSALS AND APPROVALS

Club approvals will be done as usual:

  1. Submit club proposal (you can request this from the Student Centre) and send an email to studentcentre@sfss.ca
  2. Proposals are  reviewed by the coordinators and a further information form is sent out to the applicant
  3. Documents and Applications are reviewed by the coordinators and approved or denied.
  4. Coordinators will send you an email if further information is needed; however, if an in-person/virtual meeting is deemed necessary, the application will be placed on hold until we conduct an in-person/virtual meeting.

LOCKERS

The lockers in the Forum Chambers and Rotunda are no longer available. Emails were sent out to club executives regarding this over the spring and summer semesters. If you did not pick up your belongings last year, please make sure to clear out any items before October 1, 2021. Any remaining items will be discarded after this date. 

The lockers in the SUB will be assigned at a later date.

GIFT CARD RECEIPT FORM  

Student groups who have money approved in their grants for gift cards (as prizes or speaker gifts) need to have a Gift Card Receipt Form completed and must submit it with their Cheque Requisition forms in order to get reimbursed.

The top portion of the form must be filled out by the person receiving the gift card, and the bottom portion of the form must be filled out by the club or student union executive who is distributing the gift card. One form should be filled out for each gift card received. If a recipient gets two gift cards, they should fill out two separate forms.

CHEQUE REQUISITIONS

Effective April 1, 2020 until September 13, 2021.

While the SFSS operates virtually, cheque requisitions from clubs and student unions must be submitted via email.

Procedures:

  • Complete cheque requisition form. Forms must include a mailing address.
  • Receipts may be scanned or photographed, and attached to the email. The entire receipt must be included.*
  • Clubs and Student Union requisitions must include an Event Summary Form if it is associated with a grant request (Summary and Reimbursement Request)  
  • For student unions, minutes approving reimbursements to members must be included.
  • Please submit all forms, receipts, invoices, and other attachments in one email.
  • Send the completed form via email, to the usual approver:
    • Clubs send cheque requisitions to the SFSS Student Centre (studentcentre@sfss.ca), 
    • Student Unions send forms to MSC – Unions & Groups (msc.unions@sfss.ca)

Failure to follow the guidelines may result in a delay in processing payments. 

*Note: Please hold onto the original receipts, invoices, and documents that are submitted with the Cheque Requisition Forms for 2 years. The originals may be helpful in the event the scanned copies are not clear and need to be presented at a later date. The receipts may also need to be presented upon the request of the SFSS Finance Coordinators and or external auditors.

Effective September 14, 2021, Cheque Requisitions will need to be submitted in person again. No email submissions will be accepted. Hard paper copies with original receipts (no scanned copies or photographs) must be handed in to the Student Centre or dropped off in the drop box at the front desk (SUB 3100).

Procedures:

  • Complete cheque requisition form. 
  • Receipts must be itemized and original (no photocopies or photographs)
  • Club and Student Union requisitions must include an Event Summary Form, if it is associated with a grant request (Summary and Reimbursement Request)  
  • For student unions, minutes approving reimbursements to members must be included.
  • Please ensure that all receipts, invoices, and supporting documentation are securely attached to the Cheque Requisition form. Any missing or incomplete information will result in delays in processing.

GRANTS AND FUNDING

Grants will be reviewed on a weekly basis and will be in line with the government recommendations regarding COVID-19 best practices at that time. We are unable to approve any retroactive purchases (purchased before the grant was approved).

Other Funding:

Clubs Resource Funding and Petty Cash:

  • At this time the utilization of Resource Funding and Petty Cash for Clubs will remain the same. 

Student Unions and Groups Core Funding:

  • Core funds will carry over by request only. These requests will be reviewed on a case-by-case basis. Please email msc.unions@sfss.ca to look into your specific situation.

Grants for Virtual Events with Food

We are temporarily changing our granting guidelines regarding events with food. We are doing this because we know that some groups still wish to “share a meal“ virtually and the cost for individual meals (picked up or delivered) is higher than the cost of shared meals (e.g. Pizza).  The guideline changes are as follows: 

  1. Maximum 2 events with food per group per semester
  2. Maximum granted for food $15/person (based on your number of participants – over a certain threshold, the max amount per person will decrease. Keep your events intimate)
  3. Individual Itemized receipts are required from EACH person at the event and the date must match the event date (no more than the amount granted per individual will be reimbursed, though receipts may be for more. Receipts where dates don’t match will not be reimbursed)
  4. Receipts may be submitted all together by your club/SU finance person in one cheque requisition payable to one person. Or your club/SU finance person may submit individual cheque requisitions payable to each person. *If tied to a grant each cheque requisition must have an event summary

The SFSS is continuously reviewing and monitoring the COVID-19 situation, and we are currently available to support students virtually. Please view the services that have been modified to be more accessible for our members.

This situation is continually evolving and may impact the operations below. Check back regularly for the latest updates.

For general inquiries and additional questions, please contact the SFSS Student Centre (studentcentre@sfss.ca).

Grants for In-Person Events

The SFSS is supporting in-person events, with certain restrictions in place:

  • The SFSS In-Person Event Guidelines & Checklist must be completed, emailed to studentcentre@sfss.ca, and approved by a Member Services Coordinator.
  • Event can only have a maximum of 25 people
  • All indoor events attendees require mandatory masks
  • Any food that is served at the event must be individually pre-packaged, or single-serve. Food is not to be shared amongst attendees.
  • Event attendees must be provided with masks and hand sanitizer at the event
  • A contact tracing list must be kept for each event

Please note that stricter Provincial Health Orders (PHO) will take precedence over any of the above regarding event restrictions. The SFSS has taken a stricter stance when it comes to events to ensure the safety of our members.  We will try our best to have the most up-to-date information regarding events however we are unable to go against PHOs.

FOOD BANK PROGRAM

About the Program:

This program is for EMERGENCY NEED of food only. Please complete the form only if hunger is a pressing issue (to maintain food funds). This is a valuable and essential service to students, from students, and is intended to serve as an online food bank. Please remember to practice safety measures to aid in the battle against COVID-19. Additionally, attempt to visit as infrequently as possible without resorting to hoarding behaviour. 

This food bank service is open for SFU Undergraduate students and FIC students ONLY. SFU Graduate Students are not eligible for this program. 

Starting April 6, 2020 all food vouchers will be mailed out to your home address. You will not be able to pick them up from SFU Campuses. Please make sure to provide your full information in this form; otherwise we will not be able to process your request.

For each semester, you will only need to make ONE request. You will be given a one-time lump sum. You will not be able to make any more requests for the rest of the semester. Please fill out the websurvey here: http://websurvey.sfu.ca/survey/371353491

If you are in need, you can also refer to Embark’s Food Rescue Program at the Burnaby campus.  Embark collects healthy yet imperfect-looking produce that does not meet the selling criteria of supermarket chains and redistributes it to the university community for free or by donation. Food is collected from Nesters Market and distributed at SFU Burnaby at Embark’s Learning Garden, on the south side of TASC1.

If hunger remains an issue for you, please contact your local food bank in the meantime. You can visit https://foodbank.bc.ca/find-food/locations/ to find a food bank that will be able to assist you.

FREE LEGAL CLINIC

We are proceeding with legal clinic meetings by phone during the regularly scheduled times. Notarizations at the lawyer’s office may be requested. To book an appointment, please fill out the form on this page.

OUT ON CAMPUS

  • You can stay in touch with SFU’s LGBTQ+ communities on our new Discord server, which can be accessed by any SFU/FIC student at https://discord.gg/yqjTYk
  • Many of our events will move to Discord, including LGBTea, The Game Agenda, and Movie Screenings. As well, you’ll be seeing some new events there, including a Breakfast Club and Netflix viewing parties
  • Our peer support has moved from Lipsi to Discord, where you can access support from other students as well as OOC staff
  • Our newsletters will have an increased focus on good news items, webinars available to support wellbeing, and ways to support and connect with our online community. You can sign up here: http://eepurl.com/gD58Ib

STUDENTCARE

For the most up-to-date information, please visit the StudentCare website. 

WOMEN’S CENTRE

  • View the COVID-19 Women’s Centre resources here.
  • Connect with the community (SFU students of all gender) through Discord:  https://discord.gg/uyMFHTH
  • We will be working with Health and Counselling, as well as SVSPO, for online services to the community. Stay tuned for updates.
  • Feel free to contact the Athena, the Women’s Centre coordinator at womenscentre@sfss.ca for the following:
    • Research services. Email Athena if you’re looking for specific resources in your area.
    • Emotional support/referrals. These are usually conducted by zoom and Skype but phone calls can be arranged as well.
    • “Ask a gardener” Q&A for new gardeners.
    • Help with job searching, editing your resume and cover letters, and improving your interview skills.
  • We are working on setting up multiplayer online games (suggestions are encouraged) and hosting zoom study/chat sessions with students. Reach out to Athena if you’re interested.

U-PASS 

For the most up to date information please visit: https://www.sfu.ca/students/upass.html 

If you have any questions or problems setting up your U-Pass BC, please contact the SFU U-Pass BC office at upass@sfu.ca or 778.782.6930.

 

      V I R T U A L  P L A T F O R M S  T O  U S E 

 

SET UP MEETINGS ON DIFFERENT PLATFORMS

ADDITIONAL RESOURCES

  • View the Simon Fraser Student Society/Joint Health & Safety Committee (JHSC) Safety Plan here.
  • View the Student Union Building COVID-19 Safety Plan here.