Bylaw 220: Student Groups

01. Mandate and Oversight

1. Student Group refers to any group which has been recognized according to this bylaw. “Group” and “Club” can be used interchangeably.

2. Student Groups are subject to the Student Group Operating Policies established by Student Group Services (SGS). 

3. Student Group Operating Policies are subject to the oversight and approval of the Executive Committee.

4. Student Groups that are also recognized as Student Representative Associations under Bylaw 150 are subject to Bylaw 220, Student Group Operating Policies, and all Bylaws, Regulations, Political Policies, and Operating Policies that apply to SRAs.

02. Student Group Recognition

1. To be recognized by the UASU, a Student Group must meet the requirements set forth in the Student Group Operating Policies, which at a minimum shall include:
   1. Membership: Maintaining a minimum membership, ensuring all members with voting privileges are currently-enrolled part-time or full-time University of Alberta students.
   2. Leadership: Maintaining a minimum number of leadership positions, ensuring all group leaders are currently-enrolled part-time or full-time University of Alberta students.
   3. Name and Mandate: Having a defined purpose and objectives that provide a beneficial impact to the University of Alberta Student community, and which do not work directly against the values, legislation, or legal mandate of the UASU. The name and mandate must be unique and may not duplicate existing groups or campus services.
   4. Governing Documents: Maintaining an acceptable governing document that outlines the group's purpose, membership eligibility, leadership roles and responsibilities, financial management, and selection of leadership.
   5. Leadership Selection: Demonstrating that the recruitment and selection of the group’s leadership is conducted in a fair and transparent manner.
   6. Meetings and Events: Scheduling a minimum of one meeting in each of fall and winter term, at least one of which is an Annual General Meeting. Groups are also required to maintain activity levels as defined by policy.
   7. Financial Management: Implementing responsible and ethical asset management, including appropriate banking arrangements and maintaining records for auditing.
   8. Training: Specified members of the group’s leadership team, such as the president and treasurer, must complete mandatory training provided by Student Group Services.
   9. Registration: Filing a registration application annually with the UASU through Student Group Services.
   10. Additional Affiliation: In cases where a group is affiliated with an on campus entity or off-campus entity, the affiliated entity cannot be the main supporter and organizer of the student group nor the main contact when communicating with the UASU, and the student group must retain its autonomy to the extent defined by policy.
       
2. The UASU may establish different types of recognition based on the composition of the group, its mandate, its activity level, and/or the provisions of its governing documents.
3. Recognized student groups will be granted access to benefits in accordance with the type of recognition they qualify for. These benefits may include permission to promote and host events, space booking, equipment rental, storage rental, use of the UASU name, coverage for liability, access to grants, and discounts at UASU businesses and venues.
4. The UASU may determine additional requirements for groups, both individually and collectively, which may include, but are not limited to, additional oversight structures, additional risk management requirements, and additional insurance coverage.

03. Recognition Statuses

1. The UASU may grant one of the following statuses to a group:

2. Recognized: The group is considered to be in full compliance with the requirements for their group type under Student Group Operating Policies and is eligible for associated benefits. The terms "Recognized," “Affiliated,” and “Ratified”  may be used interchangeably.

3. Provisional Recognition: Recognition granted with specified additional conditions for continued status. Conditions may include, but are not limited to:

   1. Submitting full membership lists, financial statements, or meeting minutes.

   2. Providing a bond for potential damages or reporting to a specified official at specified periods.

   3. Other reasonable requirements to limit risk or ensure the group takes steps to build trust with the community or amend instances of noncompliance with recognition requirements.

4. Student Groups recognized by the Graduate Students Association are not considered recognized by the UASU.

04. University Privileges

1. The UASU may grant a Student Group certain privileges on behalf of the University of Alberta in accordance with applicable agreements between the University and the UASU.

2. The enjoyment of these benefits is subject to all applicable University of Alberta policies, procedures, and regulations.

3. These privileges may be revoked by the University of Alberta in accordance with applicable agreements between the University and the UASU.

05. Event Approval Requirement

1. All Student Group events and activities must be submitted for approval in accordance with Student Group Operating Policies. Event submissions that do not meet the submission requirements, including, but not limited to meeting the deadline to apply, may be denied. 

2. Event Organizers must complete all required training prior to submitting an event.

3. Student Groups are responsible for conducting their events in a safe manner and adhering to all relevant policies.

4. The UASU may require a Student Group to obtain additional insurance, third-party security, or other reasonable measures to mitigate the risk of an event. The cost of these will be the responsibility of the Student Group.

5. The UASU may deny or revoke approval for a Student Group Event, whether the Event is scheduled to occur or in progress, under the following circumstances:

   1. Lack of appropriate group recognition.

   2. Failure to meet the requirements for event submission.

   3. Reasonable belief that the event is not or will not be held in accordance with the approved event submission.

   4. The event’s objectives or activities are not aligned with the group and/or the UASU’s mandate.

   5. The event’s objectives or activities may expose the UASU or the University of Alberta to unacceptable risk or lead to justifiable complaints.

   6. Engagement in activities involving Discrimination, Harassment or Violence, Hazing, Risk to Persons, or Risk to Property or Reputation.

   7. Failure to adhere to Student Group Operating Policies.

06. Group Conduct and Responsibility

1. Student Groups and their members are bound to the standards of conduct outlined in the Student Group Operating Policies. 

2. Student Groups are accountable for the conduct of their members and guests when these individuals are representing the group.

3. Student Groups must practice and foster inclusive environments.

4. Student Groups may not enter into legally binding agreements in the name of the UASU or the University of Alberta.

5. Student Groups must abide by all UASU bylaws, University policies, and applicable municipal, provincial, and federal laws.

6. Student Groups are accountable to the University and the UASU for the conduct of their members and guests during group events or activities.

7. The UASU maintains the authority to discipline groups or individuals who violate policies, up to and including the revocation of recognition or removal of membership.

07. Denial, Revocation, or Suspension of Recognition

1. In cases where a group is not in compliance with requirements of recognition or provisional recognition, a group shall be considered unrecognized. The terms “Unrecognized” and “Unaffiliated” may be used interchangeably. 

2. The UASU may deny recognition, or revoke or temporarily suspend existing recognition, under the following circumstances:

   1. Failure to meet the requirements for recognition or conditions of Provisional Recognition.

   2. Lack of an appropriate group mandate or failure to live up to the group’s stated purpose.

   3. Failure to adhere to a group’s constitution.

   4. Not holding meetings or events.

   5. The group’s mandate, objectives or activities expose the UASU or the University of Alberta to unacceptable risk or lead to justifiable complaints.

   6. Engagement in activities involving Discrimination, Harassment or Violence, Hazing, Risk to Persons, or Risk to Property or Reputation.

   7. Failure to adhere to the event approval requirement.

   8. Failure to adhere to Student Group Operating Policies.

08. Suspension or Removal of Individual Members

1. Student Group Services maintains the authority to suspend or remove individual members, including executives, from a Student Group.

2. Complaints regarding the conduct of individual members may be addressed under Student Group Operating Policies, the University of Alberta’s Student Conduct Policy, or any other appropriate policies and processes.

09. Complaints Against Groups and Individuals

1. Complaints regarding the conduct of a Student Group or a member of a Student Group must be submitted in writing to Student Group Services according to the procedures outlined in Student Group Operating Policies.

2. Complaints regarding the conduct of a Student Group may be referred to the University to be addressed under appropriate processes.

3. Complaints regarding the conduct of individual members of a group may be referred to the University to be addressed under the Student Conduct Policy or other appropriate individual processes.

4. Student Groups that have the status of Student Representative Associations, and individual members of their leadership, are also subject to the complaint processes found in Regulation 100.02: Student Governance Code of Conduct. 

10. Investigations

1. Student Group Services may initiate an investigation upon receipt of a complaint or if Student Group Services has reasonable grounds to believe that a group is in violation of Student Group Operating Policies.

2. Student Group Services will conduct investigations in a fair and transparent manner in accordance with Student Group Operating Policies.

3. Student Groups are expected to cooperate in the investigative process.

4. Student Group Services may use investigative expertise and resources to determine if a group or member of a group has violated conduct standards.

5. Student Group Services may consult with relevant stakeholders before a final decision is reached.

 11. Reconsideration and Appeals

1. A group dissatisfied with a decision regarding their recognition, event approval, or the outcome of a complaint or investigation may submit a request for reconsideration to Student Group Services within two (2) calendar weeks of the decision.

2. A request for reconsideration must set out the reasons for the request and any steps the group proposes to take to correct the actions referenced in the decision.

3. If dissatisfied after reconsideration, a group may make a written appeal to the Student Group Committee. If the Student Group Committee is unable to meet, the Executive Committee may act in place of the committee.

4. Appeal decisions of the Student Group Committee may be appealed once to the DIE Board in accordance with Bylaw 140. Appeals must be received by the DIE Board Registrar within two (2) calendar weeks of the decision.

5. No appeal shall exist from a ruling of the DIE Board on an appeal of a ruling by the Student Group Committee.

6. Denials, revocations, or suspensions remain in effect throughout the appeal period.