| ##### BearsDen Term | ##### Rubric Term | ##### Definition |
| Active | Affiliated | The status of groups that has submitted annual registration and met all the requirements of recognition, resulting in the approval of their registration. These groups are able to access all available features on Rubric and all the privileges of student group recognition. |
| Frozen | Disaffiliated | The status of groups that fail to obtain an approved registration by their affiliation deadline, which is a month following their election month. The group will have little to no access to Rubric's features until they obtain approval of their registration. [You can read more here.](https://docs.su.ualberta.ca/books/student-group-services/page/registration-formsn) |
| Deactivated | Archived | The status of groups that have been disaffiliated for over a year following their affiliation deadline. The group's account will no longer be accessible, and they will not be eligible to reregister. [You can read more here.](https://docs.su.ualberta.ca/books/student-group-services/page/group-reregistration) |
**[Learn more about student group recognition and registration here!](https://docs.su.ualberta.ca/books/student-group-services/chapter/student-group-recognition)**
##### **I don't have access to my club's email! How do I get into my club's Rubric account?** Groups that cannot access their club email inbox will need to have their Rubric account email changed by Student Group Services. The group's President can reach out to[Use the Information Change Request Form to update your group name, acronym, bank account settings, and more!](https://portal.hellorubric.com/form?fid=5106)
##### Subscription Settings Rubric automates messages (emails & SMS) to all clubs and users on their platform. Though we strongly recommend keeping these features on, groups have the right to toggle specific subscriptions at their discretion. Simply uncheck one of the messaging services, and you will stop receiving communications. ##### Bank Account Settings For groups that wish to use Rubric for **monetary transactions**, you will need to input your banking information. Once your bank account information is set, payments will be sent to that account from **ticket, membership, or deal sales**. Note that, this will not give Rubric unrestricted access to your bank account. Rather, it will work like other transaction platforms (e.g. Paypal) as a means of transferring money from one digital wallet to another. The **settlement** is the schedule for when these revenues will be sent to your account; a.k.a. the **payout**. - **Weekly:** Receive sales proceeds every 7-14 days - **Monthly:** Get funds deposited monthly - **Post Event:** Receive funds following your event, typically within 1-2 weeks. For membership and merchandise sales, payments are sent to your account **weekly**. If you have more questions regarding how the payment system works on Rubric, please reach out to their support team at| **One Win Per Candidate** | Regardless of the format of your ballot, one win per candidate ensures that one person cannot win the majority for more than one position. |
| **Anonymous Votes** | When a vote is casted, no person (administrative or otherwise) can view the information of the voter. Once turned on, this feature cannot be undone. |
| ##### A full detailed overview of the different drag-and-drop elements your group could utilize can be found from the **[official Rubric help page.](https://helpcenter.hellorubric.com/collections/2318418-elections)** |
The usage of Student Bank Details and Student ID is strictly **prohibited** under the University of Alberta **[FOIP](https://www.ualberta.ca/en/information-privacy-records-management/foip/index.html)** policy. Do not use these elements under any circumstances.
Once your ballot is complete, click **Preview Ballot** to ensure it is ready to be published. After that, don't forget to **save** the ballot. You'll return back to the **Election Management** page. #### Creating Candidates To create a candidate, start by clicking the “Manage Candidates" button at the bottom of the **Election Management** page. The four elements of a given candidate profile are summarized as such: - **Name -** Should include first name (preferred) and last name of a candidate. - **Photo -** Should be a professional photo for easy identification, screened by your Elections Officer. - **\[Optional\] Candidate Party -** If the candidate is representing one of the parties only available to a select voting demographic (i.e. First Year Representative) ensure they are set as such. - **\[Optional\] Candidate Description -** A brief description of the candidate, such as their experiences within the group, year of study, passion for the organization, etc. Candidates can also be created when **creating the ballot.** You can also edit and delete candidates in the manage candidates page - but note that *deleting a candidate* will remove them from the ballot entirely, which may **break your ballot** if you try to publish it. #### Importing Voters In order for your election to run, your voters must be able to access the ballot and record their votes. Click on "import voters" on the bottom of the **Election Mangement page.** There are **two ways** to give your voters access... 1. **Import Voters** - This is the *recommended* way. To do so, click on the "Import Voters" button on the top-right of the screen. You will need to import the information using the **csv.** template provided by Rubric. Import all necessary information, and click "save". 2. **Add Voters** - This is the *manual* way. Individually import a voter by imputing their name, voter email, and assigning them to the correct voter group. - Note that if you make them a **test voter,** you must **remove the test voters** before the results can be published. That way the final voting tally is representative of legitimate voters. ### Election Logistics Now that we've set up the ballot, candidates, and voters, we can move on to the **election logistics**. To start, return to the **Election Management** page of your election of interest: [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-10/EvfBBkL2CExCHjYH-screenshot-2025-10-14-at-11-15-48-am.png) On the left-hand side you have the **Manage Elections** overview. Selecting ballot, candidates, or voters will take you to the same management pages as described above. Below is a brief summary of the other (new) logistical elements:| **Parties** | Allows you to **Create Parties** (cohorts of individuals, such as a slate or Co-Executives) for the ballot. - It will require a name, description, and logo for the group. - You can then assign individual **candidates** to a party that will appear on the ballot. |
| **Votes** | Once a vote is cast, you can see the **full list** of voters who completed the ballot. - You can also **export** the list if you'd like to store the data in a secondary location. |
| **Announcements** | There are **three** types of announcements that may be edited and sent out... 1. **Announce Election**: Once your election is *Pending* you may send out an announcement to a specific list of voters, emails, and/or membership tier on Rubric. 2. **Send Voting Email**: Once your election is *Active* you may send out a **secure link** for voters to use to cast a vote in the ballot. Ensure you remind everyone not to share this link with other individuals. 3. **Send Results to Voters**: Once your election is *Closed* you may announce the results via a summary generated by the Rubric platform. You can either edit a pre-existing template linked to the *Elections* Feature, or edit directly via the *Campaign* feature. These can also be schedule-sent in advance! |
| ##### Once all of this is done, you can then set your election to *Active* by clicking on the toggle on the top-right side of the Election Management page! |
It is the group's responsibility to ensure all votes are valid, and the group meets Quorum and Majority. Please refer to **[the terminology page for more information.](https://docs.su.ualberta.ca/books/student-group-services/page/terminology)**
1. From the **Events Management Page**, on the left-hand side, click on *Results*. 2. On the top-right side of the Manage Results page, click on *Count Votes*. - The program will automatically tally the votes cast, and display the results as statistics (graphs, pie charts). - This process will analyze each position and determine the results based on the ballot question type and the counting method chosen during the ballot's creation. 3. You can then **publish** the results, making them available to view on the club's page only **after** the specified results release date set during the ballot's creation. - Ensure you use a **test elections form** to see what information becomes publicized. If you do not want the formal percentages (i.e. who won/lost by what percentage of votes cast) this will need to be determined ahead of the results release date. ### Appeals & Auditing In the case when an individual calls for an appeal (a reconsideration of the election procedure and/or election results) it is important to access information that supports the initial investigation. Here are a few key details that Rubric provides groups to ensure elections are run fairly: #### Audit Log Any single individual who accesses the *Elections* Feature on a group page is recorded in the Audit Log. Including the portal used to gain access, the type of action, the person's email, and a time stamp. Some key disclaimers: - **Administrators** (SGS/UASU Staff) can access a group's elections via the adminstrative portal. These individuals are specifically marked as *Union* users. - **Access** is when an individual only opens a page without interacting with any elements. **Create** or **Update** is when an individual physically alters the information/permissions of the election itself. - If you are looking into the audit of a specific individual, you can **Filter** the table by that individual's email and see their full history on the elections page. Appeal processes are required to be outlined in a student group's constitution, this should be referenced first in the case of an appeal. If additional support is needed, contact Student Group Services at [clubs@uasu.ca.](mailto:clubs@uasu.ca) ### Common Troubleshooting With the *Elections* Feature on Rubric offering so many options, lots of student groups tend to run into roadblocks. Below are a few common issues, and their solutions. In the event that additional support is needed, contact Student Group Services at| **COMMUNICATIONS** | Communications gives access to messaging features on Rubric (**SMS/Email** in the top navigation bar). This includes sending out mass messaging to members, and tracking the engagement of your audience. |
| **MEMBERSHIPS** | Memberships gives access to managing who joins your group, and their information (**Memberships** in the top navigation bar). This includes tracking retention, creating and editing membership types, importing/exporting rosters, ending memberships, and seeing individual member information. |
| **SOCIETY SETTINGS\*** | Society Settings gives access to the administrative features of your group (**Society Settings** from the top-right icon). This includes editing the executive team, executive permissions, the club's primary email, the icon of your club, and the bank account details. |
| **UNION FORMS** | Union Forms gives access to all forms involving the Student's Union (**Forms** in the top navigation bar). This includes registration submissions, verification letter requests, newsletter submissions, event submissions, and club information requests. You can also view all past submissions to any union forms. |
| **EVENTS** | Events gives access to the event details of your club (**Events** in the top navigation bar). This includes recently hosted event details, selling tickets, rejected event details, revenue and spending, attendance, and more. |
| **MERCHANDISE** | *This feature has yet to launch on our Union's Rubric.* |
| **SETTLEMENTS** | Settlements gives access to the organization's financial information (**Funding** in the top navigation bar). This includes all payments, pending payments, or reimbursements made to the club using Rubric. Note that this feature can only be used when **bank information** is inputted to the society settings. |
**NOTICE:** Groups that are found with a type whose **validity** exceeds one year will have members of that type be **disqualified** from their total member count.
There is also a **Membership Sign-Up** Form that members will fill out when becoming a member of a given type. - **Required Information** - All membership types will require the Name, Email, and Enrolment Status of a member. - **Optional** **Information** - Rubric has pre-made form questions (i.e. degree, year of study) that groups can opt-in to use for their membership types. Under no circumstances can you request Student Identification Numbers (ID). - **Additional Questions** - You can add customizable questions (optional or mandatory) at the end of the form. Including drop-downs, checkboxes, multiple-choice, or text-based answer fields. - **Terms & Conditions** - A brief description outlining the terms & conditions of memberships, and acquiring this type of membership. We recommend student groups add their expectations for **good standing** here. At the end of the membership creation page, there is a **Manual Membership Approval** toggle. This means that when people choose a specific type of membership, you need to **approve** them from the main membership page before they are added. Note that this toggle **cannot be turned** **off** after the membership is created (or vice versa). Once you finished creating a membership type, it will appear in the original Membership Type chart: [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-07/fRNdzQ4Gx1w7jdrc-screenshot-2025-07-23-at-2-56-12-pm.png) The **status** of a membership type indicates whether or not someone can **view it on your homepage.** This can be toggled using the "ACTIONS" feature on the far right-hand side of a membership type. - **Active -** Members are able to view the membership and join (or request to join) using your homepage. - **Hidden** - Members are only able to join this membership if they are **imported** or **invited**. Further instructions on how to do so are down below. If you want to **edit** a membership type, click the three-dots on the furthest right-hand side, and click "Edit". #### Managing Members Now that you have membership type(s), you can **add** members. There are three distinct ways people can join a student group: voluntary sign-up, mass upload, or individual upload. First, lets start with **voluntary** sign-up. 1. Navigate to the "Membership Types" tab 2. For the membership type of interest, ensure it is **active**. 3. Click on "Link in Bio" in the middle of the top navigation bar. 4. Under "Memberships" on the club page, you will be able to view all memberships that are **public facing**. - If you are viewing the club page as an **editor**, the "Join Now" button will be desaturated. This does not impair someone's ability to join your club. 5. Share your group's "link in bio" with prospective members so they can voluntarily select the membership type they are interested in. - If a membership type is set to **manual** **approval**, individuals who joined will need to have their request approved under the "Membership Sales" tab by an executive (with permissions) to be fully. [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-07/xZ9Ss7SbsEi5WRyL-screenshot-2025-07-23-at-3-53-29-pm.png) For **almost all groups,** they will need to have a way of manually adding either an **entire group** of members or a **few individuals** to their General Membership Tier. Typically, groups have requirements for being a General Member (e.g. attendance, enrolment status, degree program, fee payment etc) that should be confirmed before someone is granted a certain tier of membership. Once you've confirmed someone is eligible to join a certain tier, you can upload them individually to that tier. If you want to **individually upload** members... 1. Navigate to the "Membership Types" tab 2. On the left side-bar, click on "Sell Cash Memberships" 3. Fill out the appropriate sections of the member's reported information. - If the membership type is free, select **cash** as the payment method. - Members can only be added to **one** membership at a time. 4. Click "submit order". 5. Double check under "Membership Sales" that the member's information was added. Note that, for any fields that are mandatory for a membership type (e.g. mandating students report their degree) students must fill out and accept an invitation email in order to be marked as “approved” rather than “pending”. This will be sent to the email of the member. If you want to upload an **entire roster** of members.... 1. Navigate to the "Membership Types" tab 2. On the left side-bar click on "Import Memberships" 3. You will be prompted to upload a spreadsheet; download Rubric's template. The template should automatically include the categories of information that the membership type collects. - This will be downloaded as a **csv. file** - you will need to convert it to a spreadsheet (**xlxs. or xls.**) to properly complete it. Please use Microsoft Excel or Google Sheets for this, as Apple Numbers does not work. 4. In your spreadsheet, add a **column** for every category of information you are collecting from your members if it was not already included in the template. - An example would be; Name, Enrollment Status, UAlberta Email, Year of Study, cGPA, etc. 5. Select the membership type you want to import these members to (you can only do one at a time). 6. Once you finish with the information, convert it **back to a** **csv. file** and add it to the upload page. - If there are issues with the upload, ensure that only **named headers and data** are in the table. 7. Navigate back to "Membership Sales" to ensure all information was transferred correctly. If you cannot view members in the “approved” section, they might be in the “pending” tab.You can find a **General Member Template** at the bottom of this page.
#### Member Information Collecting and managing the information of your members is an essential process for all organizations, not just student groups, which leads to higher rates of longevity. Rubric provides four crucial features: managing and filtering membership information, manually adding individual members, importing member rosters, and exporting membership rosters. To find your current list of members and their information... 1. Click on the "Memberships" tab in the top navigation bar. 2. On the left-bar, click on "Membership Sales" 3. If you have current Active members, you should be presented with a **table**. There are a few prominent details this table present represented by the table **columns.** Each column (described by their header) represents the information for any field (question) in **any membership** **type**. All membership types will have the mandatory fields, but the more complex the membership, the more information Rubric will store. - The name, email, and enrolment status are **all** mandatory. - The **membership ID** is a randomly generated number for that membership type when assigned to an individual. - The **payment method** represents how the membership was processed (Rubric, manually, cash/in-person, etc). - The **status** changes only if the membership has a **fee**; when the payment is processed, it is considered **paid**. - All **free** memberships will be marked as **paid** when fully approved. - The date **purchased** and date **updated** indicate when the membership was first assigned, and last edited. - **Additional columns** will be generated for memberships with **additional questions**. Within the furthest left column of the table, there is an **Action** field. There are three options depending on the membership type: 1. **Edit** - Allows you to edit the fields and information of a given membership. Note that some fields are not able to be edited if they are self-reported rather than selected. 2. **Cancel Membership** - Allows you to remove someone's membership. These memberships will be moved to the **expired** tab above the table. 3. **Approve Membership** - Allows you to approve someone's membership if the membership type is set to **manual approval**. To see memberships that are **pending** or **expired**, be sure to toggle to the right tab (as illustrated in the red box below). [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-07/zvXJ4Tn9rhG9TVGs-screenshot-2025-07-23-at-3-40-11-pm.png) Above the tables is the "Search" bar - which allows you to filter for any information within a given membership. This includes things like the name of a membership type, the name of a member, the year of study, paid or upaid memberships, and so on. At the bottom of the table, you can **export** (download) the table, and Rubric will provide the **filtered** version if there is a query in the search bar. --- ### Digital Membership Pass The **Digital Membership Pass** is downloadable for all members of your student group, regardless of their membership type. It can be added to digital wallets as a means of attending events and tracking attendance; it includes their unique **member ID** **number**. This feature is also customizable. To edit your Digital Membership Pass... 1. Click on "Membership Overview" 2. On the right-hand side, click on "Edit Pass" under the draft membership pass. From there, you can edit a few **key features:** - **Colours: **Including the background, font, and border colours. This is done using hexadecimal colour codes. - **Logo** Image: The logo of your group, or an adjacent one for members. - **Strip** Image: The header that is branded across the top-half of the membership pass. - Note that for images, Rubric only accepts **PNGs**. - Group **URLs**: You can link your group's Rubric page, or other external pages. Don't forget to save all your changes before exiting the page! --- ### Membership Templates Here you can find **membership type templates** suitable for Rubric, with additional comments explaining the rationale. Student groups are encouraged to utilize these templates as they set up or reorganize their student group pages on the platform. #### Prospective Member Having a type for prospective members is a great way of having a low-commitment trial for students interested in joining your organization. This is also a great way to ensure that your **General Members** are formally recognized in an invite-only type, and are distinctively separate from people who do **not** meet requirements of membership as outlined in your constitution. You can also opt to transfer prospective members who do not meet requirements of general membership to the Associate Member type, as outlined below.| Validity - **1 Semester** | To avoid a backlog of interested people who initially sought out your club but lost interest, set the membership to last a **short time**. Then, those who meet membership requirements by the end of the semester can be transferred over to your **general member type**. Anyone who does not meet the requirements can renew prospective member status, or change to an associate member. | |
| Price - **$0.00** | Charging a fee for a prospective membership will (most likely) lead to a lack of interest. The price is up to the **discretion** of the student group; note that Rubric has a **transactional** fee for any purchases on their platform. | |
| Description | Descriptions should match what is outlined in the **constitution** of the organization. An example is as follows: *Interested in joining our student group? Prospective members get all our communications for upcoming ways to get involved - including volunteering, events, and more! Sign up now to find out if \[Student Group Name\] is the right fit for you! Please note that prospective members do not have voice or vote in group matters until they become general members.* | |
| \[OPTIONAL\] Terms & Conditions | You can add a terms and conditions if you feel the need to stress any additional information, or conduct of students. An example is as follows: *By obtaining this membership, you agree to abide by our group’s Constitution, and all policies of the University of Alberta and \[Student's Union/Graduate Student's Association\]. Failure to abide by these policies may result in the following but not limited to: bad standing, suspension of membership, and expulsion from the group. In order to upgrade to general membership status, you must be currently enrolled as a University of Alberta students, attend at least one event in the past semester, and be in good standing.* | |
| Viewing - **Active** | Set the membership to **active** so anyone on Rubric can view and join automatically! | |
| \[OPTIONAL\] Additional Questions | Additional questions are a great way to understand the general reputation of your organization. Here are some examples: - How did you hear about us? (Instagram, Clubs Fair, etc...) - What are you looking to get out of our club? (Leadership opportunities, volunteer opportunities, community, niche hobby, etc...) Additional questions are great if you have more information required for recognizing your members, or for getting some **statistics** for your club! Some examples include: - Faculty (Science, Engineering, Arts, Education, etc) - How did you hear about us? (Clubs Fair, Instagram, Word of Mouth, etc) - What year of study are you currently enrolled in? (1st, 2nd... 5th+) - Have you been a member with our club before? The additional questions can be **formatted** depending on the answers you are interested in obtaining (multiple choice, select-all, dropdown, short answer, etc). We strongly recommend making these sections *optional*. | |
| Validity - **1 Year** | Members must re-register with their student groups on an **annual** basis. All membership types **must** **expire** after one year. | |
| Price - **$0.00** | The price is up to the **discretion** of the student group; note that Rubric has a **transactional** fee for any purchases on their platform. | |
| Description | Descriptions should match what is outlined in the **constitution** of the organization. An example is as follows: *General Members are any currently enrolled University of Alberta students, who have attended at least one event in the past semester, and are in good standing. General members are able to vote in all group matters.* | |
| \[OPTIONAL\] Terms & Conditions | A terms and conditions section is a great way of outlining **good** **& bad standing** for your student group. An example is as follows: *By obtaining this membership, you agree to abide by our group’s Constitution, and all policies of the University of Alberta and \[Student's Union/Graduate Student's Association\]. Failure to abide by these policies may result in the following but not limited to: bad standing, suspension of membership, and expulsion from the group.* | |
| Viewing - **Hidden** | General Membership is for verified members of your student group that meet the requirements as outlined in your constitution. If you **hide** the membership, only people you **invite** can join. | |
| \[OPTIONAL\] Additional Questions | Additional questions are great if you have more information required for recognizing your members, or for getting some **statistics** for your club! Some examples include: - Faculty (Science, Engineering, Arts, Education, etc) - How did you hear about us? (Clubs Fair, Instagram, Word of Mouth, etc) - What year of study are you currently enrolled in? (1st, 2nd... 5th+) - Have you been a member with our club before? The additional questions can be **formatted** depending on the answers you are interested in obtaining (multiple choice, select-all, dropdown, short answer, etc). | |
| Validity - **Custom Range** | Set the range to a **custom** date that expires when your annual event calendar resets; a good date would be the date of your upcoming annual elections, or the end of the academic year. Please note that if you allow lifetime associate memberships, you may have to remove folks if your membership ratio no longer satisfies the requirements of student group recognition. | |
| Price - **$0.00** | Charging a fee for an associate membership will (most likely) lead to a lack of interest. | |
| Description | Descriptions should match what is outlined in the **constitution** of the organization. An example is as follows: *Associate Members are members of the community who do not meet General Membership requirements due to their lack of student status or inability to commit to other requirements of membership. Associate Members have no voice or vote in group matters.* | |
| \[OPTIONAL\] Terms & Conditions | A terms & conditions section is a great way of outlining the expectations of volunteers: *By obtaining this membership, you agree to abide by our group’s Constitution, and all policies of the University of Alberta and \[Student's Union/Graduate Student's Association\]. Failure to abide by these policies may result in the following but not limited to: bad standing, suspension of membership, and expulsion from the group.* | |
| Viewing - **Approval** \[OPTIONAL\] | Set the membership to **manual approval** so anyone can show interest in joining the group, but will need to have it be **approved** (application looked over) before they are accepted. | |
| \[OPTIONAL\] Additional Questions | Additional questions are great if you have more information required for recognizing your members, or for getting some **statistics** for your club! Some examples include: - Faculty (Science, Engineering, Arts, Education, etc) - How did you hear about us? (Clubs Fair, Instagram, Word of Mouth, etc) - What year of study are you currently enrolled in? (1st, 2nd... 5th+) - Have you been a member with our club before? The additional questions can be **formatted** depending on the answers you are interested in obtaining (multiple choice, select-all, dropdown, short answer, etc). | |
A collection of templates for email communications can be found at the bottom of this page!
To **create your message**, click "Create New Campaign" in the top-right of the screen. 1. Click "Send free email" 2. You will then pick a template or create your own. - Rubric has its own pre-made (editable) templates from the "Standard" tab. - You can also create your own templates using their software, under the "Custom" tab. - Click on "Create New Template" - You can either create your own from scratch using their HTML coding feature. - Or, you can create one using their email designer. - Make sure you save any templates you create to be able to use them for messages! 3. Once you pick your base template, you will be brought to the edit screen. ### [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-07/aDu30tQw49XVRAaO-screenshot-2025-07-30-at-10-36-21-am.png) In order to send the email, you'll need to fill out the appropriate fields: 1. **Select recipients:** You must select one or more recipient group. Rubric will send the campaign to the email address of all members in the selected group. This can be membership groups, event attendees, elections voters, etc. 2. **Start sending emails on:** You must select the start date for an email to be delivered to a member's inbox. Note that only **one** email will be sent to each member during this time; it will not be a recurring communication. 3. **Stop sending emails on**: You must select the stop date for an email to be delivered to a member's inbox. - If you would like to send a welcome email to all new members, choose a stop date that coincides with the end of your membership period. - If you would like to send a one-time campaign to all users that are currently in the selected membership type(s), choose a stop date shortly after the start date. 4. **Email Subject**: You must write out the email subject line. 5. **Design email**: From here, you can customize the content of the email itself, utilizing the template you selected earlier. 6. **Test Email Address:** You can send the current version of the campaign to an email address to review the content in your email client or get approval from another individual (i.e. formatting, links redirecting properly, assets fully loading). You can also save the email as a draft before officially sending it out! All executives can view previously sent or drafted communications from the initial SMS/Email tab. #### Designing your email There are many ways to customize emails depending on the needs of your student group, whether created from scratch or from a template. By clicking the "+" button in the top-left of the visualization tool, you can click and add different elements, such as text boxes, headers, links, buttons, dividers, spacers, and images in different combinations and columns. After these elements are added, they can then be further edited. Click on the element in the visualizer, and from the directory that appears... - **Reorder** - Click and hold on the two lines, moving it up or down. - **Delete** - Click on the trash can to remove an element. - **Duplicate** - Click on the overlapping squares to duplicate an element. - **Edit Code** - If you're versed in HTML, you can edit the code directly in the visualizer. To reformat a given element... 1. Click on the element in the visualizer. 2. Options will appear in the top-left-hand of the visualizer, near the "+" icon. Some common formatting edits... - Border - Width, Colour and Corner Radius (curvature) - Alignment - For text. - Text Colour - For text. - Link - For adding external URLs. - Background - For buttons and blocks. And don't forget to either save the draft if further edits are needed, or submit when the communication is ready to publish! #### Scheduling Communications Once your communications are ready to be sent, you can edit the draft and schedule the start and end date for the email/text message. Any member added to the membership type or recipient list during this time period will receive this communication, so it is very important to schedule these communications appropriately! For any communication created (duplicate or otherwise), it will show up in the communications table: [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-07/bdOYlD8QtgUKgCHW-screenshot-2025-07-30-at-11-41-53-am.png) By looking at the list of previously sent or currently drafted communications, you can deduce a few key pieces of information: 1. **Campaign ID:** A unique ID is generated to denote which communication is which. This is good to keep in a separate spreadsheet so your group can keep track of emails running for release at the same time. - For example, two emails titled "EVENT REMINDER" are valid at the same time for two different events. 2. **Type:** Whether the communication is an email or a text. 3. **Subject**: The title of the communication. 4. **Recipients**: The number of recipients who received the communication. 5. **Status:** Whether or not the communication has been sent. - **Draft** - Has yet to be sent; can still be edited. - **Pending** - Is in progress of being sent; not all recipients have received the communication or the campaign has not stopped sending yet. - **Completed** - All intended recipients have received the communication and the campaign has stopped sending. 6. **Valid from/to**: The duration of time during which a member can receive a communication. Even if someone is added to the membership list *after* the communication is initially sent, they can receive the communication as long as the end-date has not passed. 7. **Actions:** Allows you to manage a communication in one of the following ways: - **Details** - Gives you the performance of the communication, including delivery, open, and click rates. - **Edit** - Allows you to edit the communication. - **Archive** - Locks the communication from further editing or viewing. - **Duplicate** - Copies the contents of a communication without sending it again. ### General Recommendations When it comes to communications, having a unified look is ideal to create memorable marketing for your group. Here are a few key concepts to think about... 1. **Brand Colours** - Having a hexadecimal colour palette for your group helps make it visibly identifiable amongst the plethora of marketing on campus, and makes it easier to design communications that are consistent. In general, you should have... - **Primary Colour(s)** - A maximum of two bold colours for your group, not in the same colour family. Examples include red and white, blue and gold, etc. - **Secondary Colour(s)** - A maximum of three subdued colours for your group, with the same undertones as your primary colours. Examples include beige, white, lavender, etc. 2. **Crests & Logos** - Your group's logo, generally also set as your profile picture, should be visible in every communication. We recommend including it at the very beginning of every email. It should be simple, with a key object or visual element that unifies it with the group's brand. 3. **Scheduling Communications** - No one wants an email at 5 AM. Therefore, you should schedule your email to start sending at prime open times, such as 9 AM or even 5 PM. Play around with your times every semester to see what the ideal timing for your group is, but ensure you keep it consistent for a few months so people anticipate its arrival. ### Communication Templates Here you can find communication templates suitable for Rubric, with additional comments explaining the rationale. Student groups are encouraged to utilise these templates as they begin publicising their group. As a reminder, you can also duplicate and save any previous communications as templates for ease of access in the future! #### Welcome to the Club!| **Recipients** | All membership types are applicable (i.e. general, associate) |
| **Start Date** | Early, as soon as possible |
| **End Date** | At the end of the school year, or your events calendar for that year. |
| **Email \[SUBJ\]** | *Welcome to \[CLUB NAME\]!* |
| **Formatting** | - \[Image\] - *Club Logo* - \[Header\] - Add a catchy heading, such as 'This year is looking big and bold!' - \[Text\] - Add additional context, such as big events, accomplishments, number of current members, money raised last year, etc. - \[Image & Header\] - *Club Executive,* A Message From Our Executives - \[Text\] - A general introduction to your new executive team to achieve personability. - \[Social Media\] - Add any applicable links Don't forget to format any colours or alignments to suit your group's brand! |
| **Reasoning** | Setting up a *Welcome to the Club* email means that a message can be sent to any newly added members at any given time. This allows you to provide them with the basic overview of your club, any upcoming events, and how to get involved. |
| **Recipients** | General Members, Associate Members |
| **Start Date** | The start of the first week. Example: Monday, 8:00 AM |
| **End Date** | The end of the second week. Example: Sunday, 8:00 AM |
| **Email \[SUBJ\]** | *\[DATE\] - What's New With \[CLUB NAME\]* |
| **Formatting** | - \[Image\] - *Club Logo* - \[Header\] - Add a catchy heading, such as 'Snow Can't Keep us Down!" - \[Text\] - Add additional context, such as the three key up-and-coming events, important reminders, etc. - \[Image & Header\] - *Member Spotlight,* Name of the Member - \[Text\] - Highlight a key moment or individual from your club to boost engagement. - \[Social Media\] - Add any applicable links |
| **Reasoning** | Biweekly newsletters allow your group to send relevant information to members during a specific timeframe to provide up-to-date information. Rubric *cannot* schedule a recurring communication. You'll have to create a template, and add relevant content every time it needs to be sent out, changing the start and end date accordingly. |
| **Recipients** | Event Attendees, General Members, Associate Members |
| **Start Date** | The day your event is approved, and RSVPs are available. |
| **End Date** | The day before or the day that your event occurs. |
| **Email \[SUBJ\]** | *The \[Event Name\] Is Upon Us!* |
| **Formatting** | - \[Image\] - *Club Logo* - \[Header\] - \[Event Name\] - \[Text\] - Add additional context, such as the location, reminder of payment or dress-code, the fundraising purpose, etc. - \[Button\] - *Link to Google Form*, RSVP now! - \[Text\] - Add more information, such as attendees with plus ones, or event goals for the fundraising total. - \[Social Media\] - Add any applicable links |
| **Reasoning** | These upcoming event reminders serve as a way of boosting engagement and kindly reminding members of their commitments. You could even include exclusive discounts for events that require payment to encourage folks to come to the event and stay in the loop about future events. |
| **Recipients** | General Members |
| **Start Date** | The day your election information is due to go out; e.g. beginning of election month. |
| **End Date** | The day before your nominations are due. |
| **Email \[SUBJ\]** | \[Club Name\] - \[Year\] Elections |
| **Formatting** | - \[Image\] - *Club Logo* - \[Header\] - The \[Year\] Elections Are Right Around the Corner! - \[Text\] - A general introduction to elections, including why it's important, why officers are important, and what eligible traits are required to vote (i.e. good standing). - \[Image & Header\] - *Ballot Box*, Important Deadlines - \[Text\] - Outline the important deadlines, including nomination deadlines, when the vote is being cast, etc. - \[Button\] - Apply Now! - \[Image & Header\] - *Executive Team*, Our Committee - \[Text\] - Basic one-sentence description of each position, with their titles. - \[Header\] - Have Any Additional Questions? - \[Text\] - Who to reach out to, i.e. Elections Officer, and how. - \[Social Media\] |
| **Reasoning** | For a group's longevity, elections should be well-engaged with and properly regulated. If you choose to use this template, we strongly suggest using the elections feature on Rubric as well. |
This is considered [step 5 in the process outlined on this page.](https://docs.su.ualberta.ca/books/student-group-services/page/re-registration-form-content-2026) Please ensure all previous steps are completed before beginning the registration form.
Ensure that you have **already set yourself as the primary officer (President)** for the club. If you have yet to complete this step**, [refer to this page](https://docs.su.ualberta.ca/books/student-group-services/page/logging-in-as-a-club).** The first step is to login to your student account on [hellorubric.com.](https://hellorubric.com) 1. Click the "Login" drop-down and select **Student Portal**. 2. Login with your **UAlberta email** and password. 3. Click the icon in the upper right-hand corner. 4. From the options, click on the name of your **student** **group** under "Switch Accounts". 1. You will now be viewing your club page as a **club executive**. Next, navigate to the correct recognition process. 1. Click on "Forms" in the top navigation bar. 2. Under "Affiliation Processes" click "Student Group Recognition Process." You should select the process for the current calendar year; SGS will inform you if you need to use the process for the previous calendar year. If done correctly, you should be able to see the form submission page, with the "Submit Form" button: [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-07/MlPJy16fXyuhbdym-screenshot-2025-07-17-at-9-35-08-am.png) Groups will need to receive **full approval** on their registration BEFORE their deadline. Otherwise, the group will be automatically **disaffiliated** and lose access to Rubric's features, including but not limited to: event submission, elections, etc. A detailed breakdown of your registration deadline and submission window can be found here**.**| **ELECTION MONTH** | **REGISTRATION OPENS** | **REGISTRATION DEADLINE** |
| January | January 1st | February 28th |
| February | February 1st | March 31st |
| March | March 1st | April 30th |
| April | April 1st | May 31st |
| May | May 1st | June 30th |
| June | June 1st | July 31st |
| July | July 1st | August 31st |
| August | August 1st | September 30th |
| September | September 1st | October 31st |
| October | October 1st | November 30th |
| November | November 1st | December 31st |
| December | December 1st | January 31st (Following Year) |
| [**For more information about registration, including how to start a new group, visit the Student Group Recognition section of our resource book.**](https://docs.su.ualberta.ca/books/student-group-services/chapter/student-group-recognition) |
If you do not have access to switch to your club account, please have your group president follow the [instructions on this page](https://docs.su.ualberta.ca/books/student-group-services/page/executive-team) to assign you as an executive.
Then, you will need to complete an information update request form. 1. In the upper navigation, click "Forms" 2. On the Forms Overview page, look for the category "Other Forms" 3. Select the " Student Group Information Update Request" form 4. Complete the form, selecting all relevant updates your group requires and uploading the file with amendments. **Any changes submitted through this form must be reviewed and approved by Student Group Services (SGS) prior to being implemented.** Please allow at least two business days for your request to be processed; constitution amendment review may require additional time. A member of the Student Group Services team will review your submission and follow up with an approval or additional guidance, if needed. ### Finalizing Constitution Amendments Once your constitution amendments are approved by Student Group Services, you may then bring the proposed amendment(s) to a general membership vote. After being passed by your members, the change may be formally implemented by uploading the new constitution to your group's Rubric account. 1. In the upper navigation, click "Club Files" 2. Click the folder with your club's name 3. Click "Create Folder" and label it "Constitutions." If a folder already exists, please skip this step. 4. Ensure the folder's sharing settings are set to "Clubs Access + Public" by clicking the three dots icon next to the folder name 5. Upload the approved constitution to this folder. 6. Use the title format "\[Group\_Name\]\_Constitution\_\[Year\]\_\[version#\]" to help our team distinguish which group, year, and version is being uploaded. *example: Puppy\_Club\_Constitution\_2025\_v1* # Events ## How to Submit an Event for Review through Rubric 1. Log in to Rubric ([campus.hellorubric.com](http://campus.hellorubric.com)) using your CCID and password. [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-09/8outcksvdZlEqb16-screenshot-2025-09-11-at-3-03-14-pm.png) 2. In the top right corner, click on the person icon. [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-09/TvEr2Wmt8NmEC6Sy-screenshot-2025-09-11-at-2-14-03-pm.png) 3. Under "Switch Accounts" choose the club for which you are submitting an event. If the group you need to submit an event for is not on this list, please contact your group president to be added to the team’s executive roster. [They can update your permissions using these instructions.](https://docs.su.ualberta.ca/books/student-group-services/page/executive-team) 4. Double-check that your student group is affiliated by checking the notifications in the bottom left corner. If your group is not affiliated, you will not be able to submit events. Contact Student Group Services for support with your student group recognition through [clubs@uasu.ca](mailto:clubs@uasu.ca).  5. On the top menu, click "EVENTS 🎉" 6. Click "Create New Event" in the top right corner. 1. 1. Create Event = Hosted by a single student group 2. Create Collaborative Event = Hosted by multiple student groups [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-09/GUylUzaJYo29CGAp-screenshot-2025-09-11-at-2-36-22-pm.png) 7. Follow the steps in the[ Rubric Event Wizard](https://docs.google.com/document/d/19GAKHOJdVcbT39JZzEqICIirKCBAdClW063LsRq9wqo/edit?tab=t.mk84vm2dh1td#heading=h.9e7y7dxkf83s) to complete the event submission form. 8. On the Event Summary page click Publish to submit your event for review and approval to Student Affairs Advisors in Student Success and Experience. ## Rubric Event Wizard This section collects the details needed to advertise and promote your event through Rubric. The information you provide will be visible to students browsing upcoming events. You can also use the ticketing feature to sell tickets or to track attendance for free or non-ticketed events.| #### For all further information, please refer to #### **[Student Group Event Submission & Form Preview Guide](https://docs.google.com/document/d/1WsHSqGYkWtzhzcjzGadqtgM5_VKuxYcFyKqmeQj2HU8/edit?tab=t.mk84vm2dh1td)** |
| **Student Group Storage Space Application** | There are two types of storage applications. Annual long-term storage and Conditional short-term Storage. Both are subject to availability and are only for UASU-affiliated groups. Details of our student group storage program [can be found here.](https://docs.su.ualberta.ca/books/student-group-services/page/storage-rentals) |
| **Student Group Granting** | **\[SEASONAL\]** Semesterly intake cycles for granting are available for UASU-affiliated groups, with specific types based on how the money is predicted to be spent. Details of our student granting program, including deadlines, [can be found here.](https://docs.su.ualberta.ca/books/student-group-services/chapter/student-group-funding) |
| **Granting Report Forms** | **\[CONDITIONAL\]** When a group recieves a grant, it is the group's responsibility to submit a detailed financial report of the money spent based on the grant awarded. Details of our student group granting program [can be found here.](https://docs.su.ualberta.ca/books/student-group-services/chapter/student-group-funding) |
| **SGS Bi-weekly Newsletter Submission Form** | **\[CONDITIONAL\]** Affiliated student groups are able to submit content to be featured in the *bi-weekly* SGS Newsletter. This email is sent year-round to all subscribed members on our Rubric pages, including student-group executives and the general student body. |