Supporting Student Life
FOR IMMEDIATE RELEASE
The past year has raised important conversations surrounding transparency, accountability, and how the Alma Mater Society (AMS) serves the Queen’s community. As our new team approaches the start of the school year, we look towards building trust with the student body by making our processes and actions clearer, more accessible, and easier to understand.
The AMS exists to support student life, and every student should understand how we make decisions and know what options are available if they have questions or concerns. Whether you are running a club, organizing an event, applying for funding, or participating in elections, the AMS has established policies and support systems to promote fairness, and transparency.
For Clubs
Clubs are essential in creating a vibrant community on campus. For many students, coming to university can be both exciting and overwhelming. Clubs are here to help create a sense of belonging, promote inclusivity, and contribute to well-being. With more than 300 ratified clubs at Queen’s University, there are opportunities for students from all backgrounds and interests to get involved, including graduate, professional and undergraduate students.
The Club’s Commission is here to support you by providing guidance throughout the ratification process, communicating important deadlines, and offering workshops and resources to help clubs operate successfully. The Clubs Policy is a valuable resource that outlines club requirements, procedures, and answers to many common questions. If you have any further questions regarding club operations, please submit a ticket at our Helpdesk.
For Financial Aid
One of the most impactful ways the AMS supports students is through our many grants and bursaries that help reduce barriers and make it easier to get involved. Whether you are seeking assistance to host events, develop projects, create new initiatives, or improve accessibility, there are funding opportunities available throughout the academic year. The annually reviewed Grants and Bursaries Policy explains eligibility requirements, application procedures, selection criteria, timelines, and conflict of interest protections to help ensure funding decisions are done fairly and transparently.
A goal this year for the AMS is to build a stronger awareness of where students can go to find information about financial aid. Students with questions about a specific grant or bursary should contact the Commission responsible for administering that funding, while broader concerns regarding the fair administration of the process may be directed to the Secretariat Groenewald.
For Event Sanctioning
As we continue to refine how we support campus events, the AMS recognizes that the event sanctioning process has been more challenging than students and organizers would like. Over the past year, we launched a comprehensive survey to gather feedback from event organizers, and our team is actively working to implement those recommendations to improve the experience. We encourage organizers to reach out at any stage if questions or concerns arise. Maintaining an open line of communication helps us identify challenges early and continue improving the process.
All Ratified Club events require sanctioning to ensure they are organized safely, properly insured, and contribute to an inclusive, vibrant community. The sanctioning process exists to help event organizers identify potential risks, meet policy and insurance requirements, and ensure appropriate planning before an event takes place. Students planning an event are encouraged to go through the Events Policy and work with the Campus Affairs Commission throughout the process to ensure all required approvals are completed before the event.
For Civic Affairs
Each year, students have the opportunity to choose the leaders who will represent their voices and guide the future of the AMS. Those elected play an important role in advocating on behalf of their peers and overseeing key initiatives and services.
To ensure every election and referendum is conducted fairly, the process is administered independently by the Civic Affairs Office. Their responsibility is to oversee elections and referenda with integrity, impartiality, and transparency. The Elections Policy outlines candidate eligibility, voting procedures, and complaint processes administered by the Civic Affairs Office. Students with questions regarding elections or referenda are encouraged to contact the Internal Affairs Help Desk.
Once elected, these student leaders go on to represent their faculty constituents at Assembly, the AMS’s legislative body. Governed by the AMS Assembly Policy, Assembly oversees matters of a non-academic nature, including policy approvals, ratifications, budgets, timeline approvals, and student advocacy initiatives that directly impact the student body. For more information on Assembly’s composition, meeting dates, and responsibilities, please visit the Assembly page.
For Disputes
As with any large organization, questions or concerns may arise regarding clubs, event sanctioning, elections, grants, policy interpretation, or other AMS processes. Students and student groups are encouraged to seek guidance through the Judicial Affairs Office (JAO), which serves as an impartial resource to help understand policies, appeal processes, and their rights and responsibilities within the AMS. The JAO holds the highest jurisdiction preceding these bodies alongside the Student Conduct Office and derives its authority from the Constitution.
The JAO, governed by the Judicial Policy, does not advocate for one side of a dispute. Its role is to help ensure all parties understand the relevant policies and procedures so they can participate fairly. By promoting procedural fairness, transparency, and accountability, the JAO helps ensure that students have access to an impartial resource whenever questions or concerns arise. The JAO also refers complainants to the appropriate bodies, including the Judicial Council, the AMS’s adjudicative branch. If you have any questions regarding policy compliance, procedures or appeals, please contact Secretariat Groenewald, who will refer you to the appropriate governing body.
Going Forward
As we enter the 2026-2027 academic year, the AMS is committed to ensuring that students have access to clear information, consistent processes, and meaningful support throughout their involvement in student life. Whether joining a club, organizing an event, applying for funding or participating in student governance, students should know that there are resources to help them every step of the way.
We encourage you to explore the resources available, get involved, and reach out whenever you need support. The AMS is here to help you make the most of your experience at Queen’s. If you have any questions and aren’t sure who to ask, please don’t hesitate to contact our Director of Communications, Akaran Siva, who is happy to help to connect you with the appropriate person.
Relevant Contacts
Edward Sy – Vice-President (University Affairs)
Caroline Ding – Commissioner of Clubs
Samantha Rogers – Campus Affairs Commissioner
Zahara Groenewald – Secretary of Internal Affairs
Akaran Siva – Director of Communications