Mattbarter.ca has obtained the Service Level Agreement between Memorial University and the Graduate Students’ Union (GSU) from a source who wishes to remain anonymous. The agreement, also known as a Memorandum of Understanding (MOU) among graduate students, was signed on April 29, 2025, by Memorial’s President and Vice-Chancellor pro tempore, Dr. Jennifer Lokash, and GSU’s Executive Director of External Affairs, Saravanan Ganesan. The reporting checklist was also signed by the GSU’s Executive Director of Finance, Harshal Patel.
In partnership with Memorial’s Campus Enforcement and Patrol, Enterprise Risk Management, Environment Health and Safety, Financial and Administrative Services, Facilities Management, Human Resources, and Office of the Chief Information Officer, the GSU and the Office of the Vice President Administration and Finance have developed a new service model to support the GSU’s mandate.
The new agreement makes the GSU more responsible for its operations, including human resources, financial and administrative services, information technology, and for all costs and expenses, including equipment, labour, and materials necessary to perform the duties, as well as any costs incurred for the provision of services by Memorial. Such costs will be charged against the corresponding budget created as part of the business model for the GSU and paid within the terms set out in the invoice for services rendered.
Memorial will provide mentorship to ensure a successful transition to any new GSU responsibilities. Through the submission of various records, Memorial will assist the GSU in the identification of operational risk factors, such as compliance with regulating bodies, and maintaining a healthy financial position.
Employees of the GSU, including positions funded by Memorial departments and units, are not employees of Memorial. The GSU will be responsible for its human resource activities, including defining terms of employment, keeping up-to-date employment files, conducting payroll services, managing employee benefits or pension services, and providing a healthy and safe work environment.
Memorial will continue to act as an agent of the GSU, collecting GSU fees and health and dental fees from enrolled graduate students, but the GSU will be responsible for managing its finances, including accounts payable, travel claims, payroll and any other reimbursement to students related to GSU operations. Memorial will recommend an alternative to Banner Finance that is suitable for a small business.
The GSU and Memorial’s Finance and Administrative Services will work together on a repayment plan for current indebtedness, which will be reflected in the GSU’s budget planning. Going forward, the GSU will manage its finances in such a way that it will not run a deficit.
Memorial and GSU will follow the terms of the lease agreement dated July 21, 2021, for space in the Field Hall Building of its St. John’s Campus. Memorial is responsible for all building infrastructure and maintenance, as well as the cost of heat, light and autodial services for all hallways, stairwells and washrooms. The GSU is responsible for the cost of heat, light and custodial services for Bitters Pub.
Memorial will provide custodial services for Bitters Pub, excluding the kitchen area. Memorial will not be responsible for any service equipment related to Bitters Pub, and the GSU agrees to consult with Facilities Management and Financial and Administrative Services on the projected cost of any required work for the leased premises before any work proceeds.
The Banner system will no longer be used in the GSU’s operations, and the GSU will return its Memorial-managed computer assets after any required GSU files are securely saved elsewhere.
The GSU will be required to purchase its own information technology equipment and any related IT services to carry out its operations.
The GSU will be required to carry Directors and Officers Liability in case of action brought against its Board, and a minimum of $5 million in liability coverage, including insurance required for running a food and beverage establishment. The required coverage is reduced to $2 million when Bitters is not operating.
The GSU is required to make amendments to its Constitution for some of the new approaches.
To help keep track of important documents and agreed-upon submissions, a checklist will be developed for the GSU to demonstrate compliance with regulating bodies and applicable Memorial policies.
View and download the GSU Service Level Agreement and Overview Summary documents below:
Matt Barter is a graduate of the Humanities and Social Sciences Faculty at Memorial University of Newfoundland, holding a degree in Political Science with a minor in Sociology. He enjoys reading thought-provoking articles, taking walks in nature, and volunteering in the community.
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