Student Group Recognition If you're looking to start a new student group or reregister an existing group at the University of Alberta, you can find more information here! Student Group Recognition Guidelines What is a student group? A student group is defined as a group of students reapplying for or having received official recognition from the Students’ Union. These groups are united by a core mission or purpose, and recognized by Student Group Services via the registration process. Groups may be defined in a variety of ways, according to, for example, a shared program of study, a commitment to service, a common activity, philosophy or background or particular perspective. What can be a student group? The University of Alberta Student’s Union has set standards for student groups. Not every new student group proposal will be approved solely on the basis of its unique niche. Student Group Services will determine the feasibility of new groups within this criteria: Proposed groups must follow UASU Bylaw 220 and the Student Groups Operating Policy, and relevant policies and bylaws for Associate Student Groups No proposed groups can duplicate already existing university services or student groups Proposed groups should contribute to the student life at the University of Alberta What kinds of groups exist? Student Group Services handles registration administration for UASU Student Groups and Graduate Student Groups, and additionally provides benefits to other groups on campus that are administered by other offices. Because of this, there are a few different types of groups, and different requirements depending on who is administrating them. Group Type Who’s it for? Membership Composition Executive Composition UASU Student Group Any group of students reapplying for or having received official recognition from the Students’ Union, recognized as such by Student Group Services. At least 10 current University of Alberta students must be general members. If non student members can join, at least ⅔ of members must be current students. All executives must be current University of Alberta students, and the majority must be undergraduate students, including the President and Treasurer. Student Representative Association Student groups that represent a definable and enumerable constituency, recognized as such by Students' Council. All undergraduate students enrolled in a particular faculty or department or at a particular campus, living in a particular residence, etc. All executives must be current University of Alberta students, and fall within the constituency of the SRA. Club Sport Student groups that focus on recreational, performance, or competitive level sports, recognized as such by Campus & Community Recreation. At least 15 current University of Alberta students must be members. Additional members are required for higher tiers of classification. Non student members are not permitted. All executives must be current University of Alberta students. Graduate Student Group Student groups that organize academically-related or professional development activities for graduate students, recognized as such by the Graduate Students' Association. At least 10 current University of Alberta students must be general members. At least ⅔ of members must be graduate students. If non student members can join, at least ⅔ of members must be current students. All executives must be current University of Alberta students, and at least 75% of executives must be graduate students. What can I do with student group recognition? Registered student groups gain access to many perks on campus, as a reward for meeting the responsibilities and requirements outlined in bylaw and operating policy. The following benefits are granted by the University of Alberta: Ability to book space with the University, including classrooms, tables, and outdoor sites Use of the University's institutional liquor licenses and the ability to receive permission for gaming events Use of the University's name and insignia, with proper approval Exclusive use of the group's name on campus Access to and ability to rent designated University property and equipment Use of campus facilities for solicitation of membership Ability to apply for and receive grants through the University of Alberta and other Campus Units who provide student group funding, through applications to the relevant unit. The following benefits are granted by the University of Alberta Students' Union: Access and ability to obtain student group storage space in SUB Access to the Student Group Discount Card program Discounted booking at select Students’ Union venues, including Dinwoodie Lounge & Dewey's Access to book tables during Clubs Fair Access and ability to rent designated Students Union equipment Ability to apply for and receive grants through the Student Group Granting Program Ability to apply for and receive awards through the UASU Awards Program UASU Student Groups, Student Representative Associations, and Club Sports gain all the benefits granted by the U of A and the UASU, plus additional perks if they're administered by another office. GSA groups gain all the benefits granted by the U of A, and are eligible to book tables during Clubs Fair and rent designated Students' Union equipment. What can’t be a student group through SGS? Student Group Services is not the only office who handles group recognition on campus! Groups may be pointed towards other offices if we cannot administer them under our structures. They may still receive the benefits of being a UASU Student Group though! Sports related clubs: Students wishing to start a club that teaches or instructs members in physical activities, such as dance, taekwondo, or other sports and activities will not be reviewed by Student Group Services due to the high-risk nature. If you are interested in starting a physical activity club, please contact Campus and Community Recreation, through the Club Sports & Outdoor Programs Coordinator. You can find more information here. Engineering project groups: Students wishing to start a club that works on an engineering-related project will not be reviewed by Student Group Services due to administrative changes. If you are interested in starting an engineering project group, please contact the Faculty of Engineering, through the Engineering Student Projects Manager. You can email foeproj@ualberta.ca for more information. Ambassador groups: Student Group Services will no longer be accepting proposals for groups that function as ambassadors for an external affiliate and exist solely to recruit members for or promote the message of the external affiliate. Groups that want to work with an external organization will need to ensure their proposal outlines how they will maintain a level of self-reliance and independence from their affiliate, and contribute to the campus community more than to the external affiliate. Businesses and for-profit organizations: All student groups are, for all intents and purposes, not-for-profit organizations. Student Group Services will not approve student group recognition for any group that aims to bring in income for its members. Groups without an election process: All student groups are required to conduct democratic elections. If your group plans to interview candidates for executive positions, you will not be eligible for student group recognition. Groups without members: All student groups are required to have at least 10 current students as general members. If your group is only composed of executive members and no general members, you will not be eligible for student group recognition. What can I do without student group recognition? Not every idea needs to be a registered student group! It can take a lot of time and work to put together a student group, and sometimes an idea simply won’t be sustainable or permitted in the long run. So what other options do you have? Start an online community: Many students opt to create online communities such as Discord servers to bring folks with similar interests together. This is a great way to informally bring people together without worrying about holding elections, writing a constitution, etc. Join another group: Sometimes your idea will be very similar to an existing group. In these situations, we recommend you join the existing group and build a rapport with their team. You may be able to execute some of your ideas by forming a committee in that group or running for an executive position! Meet informally on campus: While room booking permissions are restricted to registered student groups, you can bring folks together in common areas or library collaboration rooms to meet and do activities. You can also encourage your group to attend events together, such as drop in activities with Campus Community Recreation or UASU events such as Antifreeze. Apply for funding: Non-registered groups and projects still have some options for funding on campus! You can consider applying for a grant via APIRG, Campus & Community Recreation, and many other units on campus, depending on the nature of your idea. The Career Centre has a full list of opportunities for funding here. Volunteer off campus: As a student, you aren’t restricted to getting involved on campus! We encourage folks to check out opportunities in the general community as well. By now, you’ve hopefully figured out if your idea qualifies to be a new student group with Student Group Services. Read on to find out how the process works and what you need to do to get ready! New Group Process Timeline There are three main steps to starting a new group: pre-proposal training, the proposal process and the registration process. New group proposals will be accepted throughout the year in 2 separate rounds, each 6-7 months long. Submissions will open in June and October to accommodate new ideas throughout the year and provide students with clear timelines to complete all the involved steps, while also allowing SGS staff to provide targeted and consistent support to new groups. By the end of the round, a group should be fully registered! Here is a sample timeline of what the process looks like: May/September - Pre-proposal stage Students looking to start a student group in the upcoming cycle must pass the GLO: Foundations Module on Canvas in order to receive the link to submit a proposal. Failure to do so does not result in an extension. While going through the module, students should take note of all applicable resources and use them accordingly to build their proposal. This includes but is not limited to a membership petition form, external affiliate letter, and the individual components for each scoring sheet category. If a student requires accommodations due to exceptional grounds, they must to email clubs@uasu.ca a minimum of one week before the proposal deadline (June 30th or October 31st, depending on the cycle) for alternative processes. June/October - Proposal stage New group proposals open at the beginning of the month and will close at the end of the month. More details about the proposal can be found on our Resource Hub. Student Group Services staff will read through proposals and evaluate them based on basic requirements and the scoring sheet. Please note that if a proposed group is a duplication of an existing group or service or could be confused with one, the proposal will be denied and the group will have the chance to resubmit within one week with modifications to make their proposal more unique. If the proposal passes this initial evaluation, it will be marked based on the scoring sheet. Proposals must score at least 20/30 points to be considered for approval, and be scored without an auto-fail. If a proposal does not meet this criteria, the proposal will be denied and the group will have the chance to resubmit within one week with edits and more details. Groups are encouraged to submit proposals as early as possible to allow more time for review and revision. July - August/November - January - New group stage All eligible proposals with a passing score will provide Student Group Services with additional details to draft their first constitution. Once the information has been compiled, the group will be required to book a consultation meeting with staff. The meeting will include reviewing a draft of their first constitution, creation of their Rubric page, feedback, and guidance on next steps. The group will begin working on all necessary components of the recognition process, namely registration and training. Details on the registration process and training requirements can be found on our Resource Hub. Groups should begin by electing their executive members and then completing training. September/February - New group stage and registration submission SGS staff will send a check-in email to provide targeted, specific support to the group. The group must complete their elections and GLO training this month if they did not do so the previous month. New groups may be given the opportunity to participate in Fall or Winter Clubs Fair to assist in recruiting members. Information will be communicated to group leaders via email. The group must submit their initial registration by the end of this month to be considered for student group status. This submission can be completed sooner but can only be submitted later due to extenuating circumstances and after prior communication with SGS staff. NOTE: Submissions made during Fall intake will have an additional month to complete this stage due to Winter closures. October - November/March - April - Registration review SGS staff will review initial registrations within 2-3 weeks of submission and provide feedback. The majority of new groups will have their initial registration denied and they will be asked to make revisions. Revisions will be due one month after the denial is sent. This phase can take longer than one month, depending on a group’s responsiveness to feedback. December/May - Registered group stage New groups will be up and running and eligible to take advantage of student group perks, such as the granting program, event submissions, room bookings, etc! Student groups may navigate through these steps faster if they prepare in advance! If, due to extenuating circumstances, a student wants to submit a proposal outside of the intake period for new group proposals, or needs more time than the allotted amount in the round, they may present their case to Student Group Services for consideration. New Group Proposals Twice a year, new group proposal applications will open on Rubric. By reading this page, you will be given the detailed step-by-step guide of how to complete the Proposal Stage of the New Group Process. Details regarding the entire New Group Process Timeline can be found here. GLO: Foundations - Developing Your Proposal To aid with proposal quality, Student Group Services has launched the GLO: Foundations module. This learning resource is developed to help students articulate their ideas effectively, and walk through the new group process with a developed 'foundation' preemptively established. It is required that the module be completed with a passing score of >70% in order for a proposal to be eligible for review. Any proposals submitted without completion will be considered invalid. This module is expected to take 2-3 hours to complete, so ensure that you plan ahead of time; it is unlikely that you complete both the pre-proposal and proposal stage in a single night, and extensions will not be granted based on these grounds. Self enrol now in Group Leader Orientation: Foundations Once you complete the module, you will provided the link to the proposal form and can start preparing your Submission. If you have lost the link, you can email clubs@uasu.ca. Rubric Submission - Preparing Your Proposal Before you submit your proposal, please make sure you have the following tasks completed. This will help you breeze through the submission form and get everything in on time! New Group Proposal Checklist Basic Eligibility Students must look at existing groups and services on campus to make sure their idea doesn’t duplicate an existing group or service. Students can search for groups on Rubric to help them in this process. GLO: Foundations This training is mandatory to be eligible to make a new group submission. The module is focused on key training materials to prepare you to start and run a new student group. New Group Scoring Sheet We will be evaluating all proposals based on a scoring sheet with specifically outlined criteria (further details below). We recommend thinking about how you will approach each of these items to increase your potential score. Membership Petition & Endorsement Form Students will need to submit a membership petition of at least 10 students at the University of Alberta. We recommend finding potential members after you’ve determined if your group will meet the basic eligibility requirements. Students will also need to find two University of Alberta community members to endorse them as the founder of a new student group. This ensures that individuals wanting to start a student group are either pre-equipped with the necessary skills or have the capacity to develop them. External Affiliate Letter If your group is planning to have an external affiliate, you will need to provide a letter signed by the external affiliate which will outline the boundaries of their interactions with your group. By this point, you should have assessed your basic eligibility and completed GLO: Foundations. Below is a brief summary explaining the three other elements of a new group proposal. A more detailed explanation is within GLO: Foundations. New group proposals must be submitted on time. Requests for extensions are rarely granted and will only be considered in extenuating circumstances. To avoid setbacks, we highly recommend that you plan ahead, stay on schedule, and communicate promptly if unforeseen circumstances occur. New Group Scoring Sheet Categories (1) Pitch Give us a brief description of your organization! How would you describe the idea to someone who might be interested in getting involved? (500 character limit) (2) Rationale Why should this be an independent registered student group, rather than a committee under another group or an informal unregistered group? What specific benefits of student group recognition are you expecting, or hoping to gain? What value will this group bring to students at the University of Alberta? (3) Unique Mandate & Scope Please identify and address any overlap in terms of scope, mandate, or activities with existing student groups and campus services. Students can search for groups on Rubric to help them in this process. If overlap does exist, please explain specific ways in which your group is different. (4) Campus & Community Contribution Our campus has a vast collection of demographics, which could benefit from student groups. How will your proposed group contribute to the greater campus community beyond your individual group members? (5) Operational Sustainability How will your group manage executive and membership turnover? How will your group continue to meet the basic requirements (eg. democratic elections) of student group recognition year after year? (6) Financial Sustainability How will your group handle their finances, including budgeting and fundraising? What kinds of income streams have you considered? (7) Events & Engagement How will your group engage its members and/or the general campus community? External Affiliate Letter (Conditional) Some groups on campus are heavily involved or integrated with external organizations outside of the University of Alberta campus. The Proposal will request the following information for proposals that included external affiliation: (8) Affiliation with External Organization Is your proposal aimed to start a chapter of an existing organization? (e.g. a chapter of a fraternity or sorority organization; a new chapter/faction of a club at another university; a chapter or student association for a community, political, or charity organization). If yes, what is the name of the organization? No acronyms, please. If yes, what contact have you had with the organization already, if any? If yes, how will your group function independently on campus? If yes, please provide a signed external affiliation letter signed by the founder and a representative from the external organization. You must use the provided template. (9) Collaboration with External Organization Will the student group be working with an external organization in a different capacity?  eg. organizing events in partnership or in support of a particular organization; recruiting or supplying volunteers on an ongoing basis, etc. If yes, please describe. If yes, how will your group function independently on campus? Recruiting Prospective Members Proposals are partially assessed based on a founder's ability to get ten (10) prospective-member signatures. For most people, this can be a daunting task. You're probably asking yourself, how do I get members if I'm not even a group yet? Student Group Services provides the option for new groups to participate in recruitment efforts like Clubs Fair - but this comes after the proposal stage and is only offered after a proposal is approved. Until a group is fully recognized (completes the entire new group process) they won’t be able to officially host events, or show up on Rubric. You will still need to recruit prospective members on your own, so what else can you do in the meantime to get members? You CAN You CANNOT Recruit Your Friends - Chances are, you know some people with similar interests that might want to join your group. Invite your friends to add their names to your membership petition and see your group grow. Create Social Media Accounts - Only registered student groups have the privilege of using the University of Alberta’s name on their social media accounts. If you would like to utilize social media to promote your group, you are not allowed to use “ualberta” in your account name and must clearly state in your bio that your group is currently unaffiliated with the University of Alberta. Online Forum Posts - There are many online communities where you can find potential members. Places like Reddit or Discord are great to find folks you may not otherwise know. Ask people to fill out a Google form to indicate their interest! Postering - Different buildings have different restrictions on postering, and in some cases, only registered student groups are allowed to poster on campus. Make sure you read up on postering procedures before putting anything up. Spread the Word Organically - The folks within your network can help you find more potential members! See if your friends, classmates, or even members of another group are interested in helping you spread the word. Host Events - If you are not a registered student group, you won’t be permitted to book classrooms and meeting rooms on campus, and you won’t have access to the event approval process and proper risk management assessments. You must refrain from hosting events until you are a registered student group. Membership Petition and Endorsement Once you start building interest in your new group, you need to fill out the Membership Petition & Endorsement Form. This is where your prospective members will sign-off declaring their interest in joining the proposed group, should it become established. All registered student groups must have at least 10 student members in order to register. Collecting a petition helps ensure there is sufficient interest on campus in a certain idea, and can assist the founding student in finding potential executives to help run the new group. Starting a group requires a time and energy commitment, knowledge of student group operations and procedures, and leadership skills, and it is beneficial for founding members to have these qualities before beginning the new group proposal process As such, founders must collect 2 endorsements to attest to their ability to start a new student group. These endorsements can come from other student group members, executives, professors, instructors, or any other University of Alberta community member. An endorsement can also be an indication that a community member believes that the founding student has the capacity to develop these skills during the new group formation process. We will only accept the template provided either with in-person signatures (faxed, or photos), or digital signatures. For the latter, we recommend using a digital document editor - like Adobe Acrobat or Docusign. This is to ensure that the individuals petitioning for the student group are fully autonomous and knowledgeable in their support. Please use our template for your petition to ensure we receive all necessary information. Submission Assessment - Proposal Review Student Group Services Staff will review the new group proposal during the month following the submission window. The processing times can vary depending on the time of the year and workload. Our staff will read through proposals and evaluate them based on both the basic eligibility requirements and the scoring sheet. Proposals must score at least 20/30 points (16/26 if your group does not handle money) to be considered for approval. Details regarding the scoring breakdown can be found in the Proposal Scoring Sheet linked in the checklist above. If a proposal does not meet this score cutoff, the proposal will be denied. Additionally, a proposal will be denied if a proposed group: Is a duplication of an existing group or service or could be confused with one. Does not have a complete membership petition and/or endorsement form. Does not demonstrate a contribution to or value for the University of Alberta campus or the greater Edmonton community beyond its individual members. Does not meet the requirements of the external affiliation letter. Was completed by an individual with incomplete training. Receives an auto-fail in any applicable scoring sheet categories. If a proposed group is denied, the founding student will have the chance to resubmit with edits and more details to meet the minimum requirements. Groups will generally be given one week to make requested modifications to stay in the new group process. Passing Proposals If the proposal passes the initial (or resubmitted) evaluation, it will then move onto consultation. Groups will be required to book a consultation meeting between the founding student and SGS within the following two months after proposals close. During this meeting, SGS staff will go over the proposal with the group and clarify their final score, and provide resources and recommendations to help them succeed in perceived areas for improvement. SGS staff will explain the necessary next steps that a group needs to complete to become fully registered. If your new group proposal is approved by the end of the consultation meeting, SGS will unlock the “Student Group Initial Registration Form” on your group’s Rubric page. If you do not have a consultation meeting within this time period and don’t get in touch with us, we will consider your new group abandoned and deny the proposal. Approval of a new group proposal does not mean that the group has been officially recognized. To become a fully registered student group, you will need to submit your first registration and complete Group Leader Orientation (GLO) and Event Organizer Training (EOT).Please note that until these three components are complete, you are restricted from submitting events and do not yet have access to student group privileges such as tabling at Clubs Fair or applying for grants, unless otherwise communicated. New Group Proposal Scoring Sheet New group proposals must score at least 20/30 points based on this scoring sheet to be approved by SGS staff. Note that proposals that receive an AUTO-FAIL in any of the applicable categories will be denied even if the score is above threshold. Approval of a new group proposal does not mean that the group has been officially recognized. UNIQUE MANDATE & SCOPE "How is your group different from existing clubs and programs?" (0) | AUTO-FAIL The proposed student group directly duplicates a pre-existing group on campus and/or campus program. If the student group has an external affiliate, the mandate and scope of the affiliate directly duplicates a pre-existing group on campus and/or campus program. (2) | FAIR The proposed student group demonstrates some overlap with pre-existing programs or groups on campus. The value proposed by the group would over-saturate a specific niche on campus. (4) | GOOD The proposed student group demonstrates some overlap with pre-existing programs or groups on campus. The value proposed by the group would complement existing efforts to fill a specific niche on campus, but the niche could be addressed by a currently existing organization. (6) | GREAT The proposed student group demonstrates some overlap with pre-existing programs or groups on campus. The value proposed by the group would complement existing efforts to fill a specific niche on campus, and efforts would be enhanced by an additional organization. (8) | EXCELLENT The proposed student group demonstrates no overlap with pre-existing programs or groups on campus. The value proposed by the group would completely fill a specific niche not yet addressed on campus. CAMPUS & COMMUNITY CONTRIBUTIONS "How does your group interact with and create value for your members, campus, and city?" (0) | AUTO-FAIL The proposal does not demonstrate a contribution to or value for the University of Alberta campus or the greater Edmonton community. It only describes value for its individual members. (2) | FAIR The proposal demonstrates a contribution to and value for either campus or the greater community, in addition to value for its individual members. (4) | GOOD The proposal demonstrates a sufficient contribution to and value for campus and the greater community, in addition to value for its individual members. It describes a group that interacts with the campus community rarely. (6) | GREAT The proposal demonstrates a sufficient contribution to and value for campus and the greater community, in addition to value for its individual members. It describes a group that interacts with the campus community on a semi-regular basis. (8) | EXCELLENT The proposal demonstrates an excellent contribution to and value for campus and the greater community, in addition to value for its individual members. It describes a group that interacts with the campus community on a regular basis. SUSTAINABILITY "How will your group continue to operate and meet recognition requirements in future years?" (0) | INSUFFICIENT The proposal fails to address all categories, or fails to demonstrate, at minimum, sufficient understanding in all four categories. (1) | FAIR The proposal addresses all categories, demonstrating a sufficient understanding: recruiting and retaining members, transitions and executive turnover, resolving conflict, and democratic electoral processes. (2) | GOOD The proposal addresses all categories, demonstrating an advanced understanding in two topics: recruiting and retaining members, transitions and executive turnover, resolving conflict, and democratic electoral processes. (3) | GREAT The proposal addresses all categories, demonstrating an advanced understanding in three topics: recruiting and retaining members, transitions and executive turnover, resolving conflict, and democratic electoral processes. (4) | EXCELLENT The proposal addresses all categories, with an advanced understanding: recruiting and retaining members, transitions and executive turnover, resolving conflict, and democratic electoral processes. FINANCES "How will your group track and manage finances with integrity?" (0) | INSUFFICIENT The proposal fails to address all categories, or fails to demonstrate, at minimum, sufficient understanding in all four categories. (1) | FAIR The proposal addresses all categories, demonstrating a sufficient understanding: the duties and responsibilities of officers, responsible and ethical asset management, the maintenance of financial records, and long-term financial welfare. (2) | GOOD The proposal addresses all categories, demonstrating an advanced understanding in two topics: the duties and responsibilities of officers, responsible and ethical asset management, the maintenance of financial records, and long-term financial welfare. (3) | GREAT The proposal addresses all categories, demonstrating an advanced understanding in three topics: the duties and responsibilities of officers, responsible and ethical asset management, the maintenance of financial records, and long-term financial welfare. (4) | EXCELLENT The proposal addresses all categories, with an advanced understanding: the duties and responsibilities of officers, responsible and ethical asset management, the maintenance of financial records, and long-term financial welfare. EVENTS & ENGAGEMENT "How will your group host events that engages your membership and solidifies your group's campus identity?" (0) | INSUFFICIENT The proposal fails to address all categories, or fails to demonstrate, at minimum, sufficient understanding in all four categories. (1) | FAIR The proposal addresses all categories, demonstrating a sufficient understanding: annual timeline and event frequencies, promotional strategies, event logistics, and event(s) relation to the group’s mandate. (2) | GOOD The proposal addresses all categories, demonstrating an advanced understanding in two topics: annual timeline and event frequencies, promotional strategies, event logistics, and event(s) relation to the group’s mandate. (3) | GREAT The proposal addresses all categories, demonstrating an advanced understanding in three topics: annual timeline and event frequencies, promotional strategies, event logistics, and event(s) relation to the group’s mandate. (4) | EXCELLENT The proposal addresses all categories, with an advanced understanding: annual timeline and event frequencies, promotional strategies, event logistics, and event(s) relation to the group’s mandate. MEMBERSHIP "Students groups must be composed of (at least) ten student members." (0) | AUTO-FAIL The proposal petition fails to achieve the minimum of ten (10) student members, excluding the founder(s). (1) | FAIR The proposal petition succeeds in garnering at least ten (10) student members, excluding the founder(s). SELF-RELIANCE "Student groups are student-led initiatives, and must be distinct from any external affiliates." (0) | AUTO-FAIL The group is tied to an external organization, and is completely reliant in terms of group activities, finances, events, and leadership. The affiliate’s decision may override the group’s autonomy. The affiliate may benefit off the privileges of student groups independent of the club itself. (1) | FAIR The group is completely independent and has no reliance on external organizations. Or the group is tied to an external organization, but the group’s relationship with the external organization is in compliance with policies set by Student Group Services. New Group Registration New Group Registration Stage After an initial successful consultation meeting with an SGS staff member, the group’s proposal will be approved and they will gain access to the group page on Rubric. Details regarding the entire New Group Process Timeline can be found here. Constitution During your initial consultation meeting, SGS staff will provide you with a constitution. This will be created based on our template version, and your input! You will learn about each section of the constitution and the importance of using one. After a year of using the provided constitution, you may also submit amendments for approval. Please note that all amendments must be approved by SGS following the steps on this page. Elections Once your constitution is created and you add your members to your page, your group must hold elections for executive roles; you will not be able to use Rubric for this initial election as the feature requires your group to be affiliated to fully set up. New groups do not have to use the current month as their election month in the future, but even initial executives must be democratically elected, excluding the president, who can be the founding student. You should follow the election process that is laid out in your constitution. We recommend that you refrain from choosing March or April as your election month in the future, as this will lead to your registration being due in April or May during exam season. Training Now that your executives have been elected, they’ll need to complete mandatory training  before your group can be officially recognized. All groups must complete both Group Leader Orientation (GLO) training and Event Organizer Training (EOT) prior to submitting their registration. We recommend that the President complete GLO Essentials, the Treasurer complete GLO Finance, and any executive may complete GLO skills on behalf of the group. EOT should be completed by any two executives who will be involved in event planning. Mandatory Check-In Email In the middle of your group’s new group round, SGS staff will require you to respond to a check-in email to ensure you’re on track to submit your registration by the deadline.  If you do not respond to the check-in email and don’t get in touch with us, we will consider your new group abandoned and deactivate the page. Optional: Clubs Fair Student Group Services aims to provide recruitment opportunities to both new and returning student groups at the beginning of the semester. New groups are not eligible to sign up to table at Clubs Fair without permission from SGS. If this option is available during Clubs Fair, you’ll receive information about how to sign up ahead of time! Registration Submission Initial registrations for new groups are due near the end their new group round. Not sure when yours is due? Check this chart! Student Group Services staff will also remind new groups about their registration deadline via email. Month of proposal submission Registration and training deadline June 1st-30th September 30th October 1st-31st February 28th To access the registration form, log into Rubric with your club account. Alternatively, if you’re on the group’s roster, you can log in with your student account and “switch” to the club account. Once you are logged in to your club account, select the “forms” section at the top of the page. Under “affiliation forms,” select the “Student Group Initial Registration” form. Preparing for registration There are many documents you will need to have ready to upload during registration. Make sure you check out the “registration overview” page for more information about what to expect from the registration form! Registration review Student Group Services Staff will review the new group registration within 2-3 weeks. The processing times can vary depending on the time of the year and workload. Student Group Services staff will read through registrations and ensure the submission meets our requirements. Sometimes we will need to loop in staff from the Student Success & Experience or the Graduate Students’ Association. If additional review is required, this may lead to your submission taking longer to be approved or denied. Our team will be in touch with you to make any anticipated changes while we wait for other units to provide input. If changes need to be made, we will deny your registration submission and ask you to resubmit it with the necessary edits. There is a high chance that we will deny your first registration submission, but this is common! Here are some frequently cited reasons we may deny a new group registration: Not enough members/membership ratio is not in compliance: all registered student groups must have at least 10 student members, and ⅔ of members must be students if non-students are allowed to join. Executives not elected by general membership: Student group executives must be elected annually through a transparent democratic process in which the general membership can vote. President and treasurer are the same person: you must have at least two executives, and your president cannot be responsible for your finances. Incomplete or incorrect forms: make sure the right people sign and initial all relevant areas on the correct liability forms and the external affiliate letter if applicable. SGS staff will provide you with guidance on how to edit your application to ensure it’s in compliance. You will have one month from the date of your denial to resubmit your application with the required edits. If you do not resubmit your registration application within this time period and don’t get in touch with us, we will consider your new group abandoned and deactivate the page. If your application is approved, you’ll hear from us via email and get full access to Rubric and student group perks! You’re a group! Now what? Congratulations! You are now officially recognized as a student group and there are plenty of perks to go with it. So what should you do next? Get a CCID for your group: this can be a great way to centralize emails to your group. It’s important to note, though, that student group CCIDs need to be renewed every year, so avoid keeping everything within a Google Drive associated only with a student group CCID. Open a bank account: If you plan to apply for grants or charge a membership fee, you will need to open a community bank account for your student group. You can request a verification letter from SGS staff via the Verification Letter Request form! More information about finances can be found in our financial handbook. Apply for funding: UASU-recognized groups are eligible to apply for the Student Group Granting Program. Print business cards or banners: UASU-recognized groups are eligible for discounts at SUBprint, through the Student Group Discount Card program. Book a room: Registered student groups can book classrooms and meeting rooms on campus. Check out our campus bookings page for more information. Prep for transitions: Maybe the next round of executives is the last thing you’re thinking about right now, but it’s helpful to work on your transition document from the very beginning. Check out our transition handbook for help. Group Reregistration Registered student groups at the University of Alberta are expected to reregister on an annual basis to maintain their recognition. This ensures that incoming executives complete necessary training, and that vital information about the group is passed on to Student Group Services. Through registration, you are able to prove that your group is in compliance with the requirements of Student Groups Procedure, and additionally with Bylaw 5100 for UASU groups and GSA Bylaw for GSA groups. Who should complete reregistration? The incoming president should complete reregistration. As president, you are responsible for the accuracy of your submission and will be expected to resubmit it with updated information if requested. You are also responsible for conveying information in the form to your team. The form should not be completed by a member of the outgoing team, or by an executive who is not responsible for the group’s overall operations. Where is the form submitted? As of July 2025, reregistration will be submitted via Rubric, our new student group management platform. To access the reregistration form, follow the instructions available on this page. What do I need to do to re-register? Step 1: Review Essential Policies and Procedures The following pages contain important information about student group recognition at the University of Alberta and should be reviewed by the incoming team. These will also be covered during Group Leader Orientation: Essentials. UAPPOL Student Group Procedure - for all registered student groups Students’ Union Bylaw 5100: Student Group Conduct - for UASU-recognized groups only GSA Governing Documents - for GSA-recognized groups only Your group’s constitution - all registered student groups’ executives should read through and be familiar with their constitution in full. If you do not know where to find your constitution, please contact clubs@uasu.ca for a copy. Other important policies and links can be found on the SGS resource hub and on the University of Alberta’s student group hub. Step 2: Complete Group Leader Orientation and Event Organizer Training Group Leader Orientation and Event Organizer Training must be completed BEFORE submitting your registration. Training must be completed by the following executives: GLO Essentials - Completed by the group’s President or equivalent role responsible for overseeing the group. GLO Finances - Completed by the group's treasurer, VP Finance, or equivalent role responsible for handling money. As all groups must have at least two signing authorities, we will not accept GLO Finances completion from the President. If your group does not handle money, you are exempt from completing this module. GLO Skills - At least one module must be completed by a member of the executive team. We recommend that each executive completes a GLO Skills module that is relevant to their portfolio. You can find more information about Group Leader Orientation and how to enrol by clicking this link. Event Organizer Training - Completed by executives who will serve as the Primary Event Organizer (PEO) or Secondary Event Organizer (SEO) for student group events complete the Event Organizer Training. Completion is valid for two calendar years from the date it was completed. Please ensure you request the certificate of completion at the end of the course, or your completion will not be visible to SGS staff. You can find more information about Event Organizer Training and how to enrol by clicking this link. Please confirm that relevant executives completed GLO and EOT BEFORE beginning registration. You may be asked to complete the most recent version of a module if content has significantly changed since the last time you completed training. Step 3: Update Rubric account information The following tasks must be completed before you begin registration to ensure the most up-to-date information is included in your submission. Update your society settings. Club accounts should utilize a centralized email address, such as a student group CCID or group-made email address. Please confirm that your group’s contact email is not an individual user CCID or personal email. You can also update your category, logo, and club account password if necessary. You will not be able to change your group name, acronym, or banking details on this page; please complete step 2 if this information needs to be updated. Request information updates if necessary. If your group’s name, acronym, election month, or banking details within Rubric need to be updated, or you need to request a review of constitution amendments, please submit an Information Update Request form before beginning registration. This ensures SGS has the most up to date information on record. Update your executive team. Executives will be imported to your submission and must reflect the current composition of your team. You must utilize the executive’s full name and ualberta email address when adding them to your roster, and assign them the appropriate role. Additional roles can be created and must match your group’s constitution. Update your membership roster. Members will be imported to your submission and must reflect the current membership of your group. You will need their full name, student status, and student email address, at minimum. Please note that memberships should have a set expiration date, and cannot last indefinitely. If your group’s membership is limited to students enrolled in a major or minor in a particular department or program and you are unable to obtain this information from a university counterpart, this requirement will be waived. Steps to complete these tasks can be found in our resource library. Step 4: Prepare necessary documents for submission The following documents must be completed based on templates provided by SGS. All templates and resources can be found in our resource drive. U of A Liability Agreement  - all groups must complete this document for registration UASU Liability Agreement - for groups who are eligible for UASU recognition GSA Liability Agreement - for groups who are eligible for GSA recognition External Affiliate Letter - for groups who are affiliated with an external organization The following documents must be obtained from other units or service providers. Not all groups will have these items. Certificate of Insurance - for groups who have insurance; this would be provided to you by your insurance provider. License Agreement - for groups that have an agreement to use University of Alberta trademarks outside of generally permitted ways; this would be provided to you by the Office of External Relations. The following information will need to be added to the form during reregistration and should be kept up to date via Rubric throughout the year. Officer roster - a roster of your group’s executives and directors must be submitted by adding users to your Rubric roster. You will need their full name and ualberta email address to proceed. Membership roster -  a roster of your group’s members, including executives, must be submitted by adding users to your Rubric membership.  You will need their full name, student status, and student email address, at minimum. Please note that memberships should have a set expiration date, and cannot last indefinitely. More information about using Rubric to manage officers and members can be found in our resource hub. Your group will not be required to upload its constitution during reregistration. If your group would like to make amendments to your constitution, these must be reviewed and approved by Student Group Services before your group votes to approve any changes. Step 5: Complete Registration Once you have completed required training and compiled the above documents, you can begin working through the registration form. Follow these instructions to find the form! Check out the full outline of the registration form here! Deadlines Please note that deadlines have changed due to the move to Rubric. Deadlines depend on the following factors: Affiliation deadline - Your group’s registration must be approved by the end of the month following your election month, as written in your constitution. For example, if your constitution says your elections are held in April, your registration must be approved by the end of May. Your group will receive an email the month before your election month and at the beginning of your election month to notify you of this deadline. If your submission is approved, your group will be affiliated, AKA recognized, for the next year! Missed deadlines - If your registration is not approved by the affiliation deadline, your group will be disaffiliated, AKA frozen. This means that groups with unapproved submissions in the queue after their affiliation deadline will be disaffiliated until their submission is approved. This suspends your student group’s benefits, including event approvals and use of student group CCIDs. If your registration is not approved after 1 year from your initial affiliation deadline, your group will be deactivated, and you will not be able to access your club account anymore. Only submissions containing ALL ACCURATE content will be approved. If a submission has any noncompliant or incomplete information, such as a liability form or logo, it will be denied for modification and resubmission. Please keep an eye on your group’s email inbox for any requests for information to ensure you can respond in a timely manner and maintain your group's recognition! If you would like to reactivate a student group that was previously deactivated, you will have to first email Student Group Services. Groups that were deactivated before transferring over to Rubric in July 2025 must complete the new group process to join the new platform. Additional Considerations for Registration Annual Report As of 2026, registration will require groups to report on certain activities and facets of their group. A full list of reporting questions can be found here. Please consult with the outgoing executive team if you are unable to independently answer these questions. Insurance Most student groups will not need their own insurance, but if your group is a registered non-profit organization or other legal entity, or is involved with any high risk activities, your group should have its own insurance policy. If your group already has its own insurance, you’ll need to provide proof of this during registration. For more information on the requirements for student group insurance, please refer to the University of Alberta's website. Use of University of Alberta Trademarks Recognized student groups may use the university’s full name or the shortened version “UofA” in the student group name to show its status as a recognized student group at the UofA, but only when the student group name includes “club”, “association”, “student group” or similar designation within it. Please note that “Ualberta” is restricted and student groups may not use it unless they have been granted permission from the Trademarks and Licensing Office.Student groups may not use the university’s name or logo or any part of the university’s logo in the group’s logo. Student groups may not use any Athletics’ team names or logos or any part of those logos in the group’s name or logo. Permitted student group name: University of Alberta Dance Club, Biochemistry Graduate Students’ Association of the University of Alberta Prohibited student group name: University of Alberta Panda Fans, UAlberta Robotics If your group currently uses the university's name or logo, you may need a licensing agreement. If you already have a licensing agreement, please provide a copy as part of your submissions to expedite the registration process. If you do not have a copy, please email trademarks@ualberta.ca to obtain one before proceeding.You can learn more here. A list of the U of A’s trademarks may be found at the toolkit page. Bank Account If your group will be handling money, you will need to have a student group bank account. If your group needs to open a new bank account or transfer signing authorities, SGS will be happy to provide you with a verification letter for your bank once all other registration steps have been completed. To obtain a verification letter as part of the reregistration process, please ensure you have the names of the incoming executive team, and outgoing team, if applicable. Campus Affiliation If your group is affiliated with a particular Faculty, Department or Unit on campus, you will need to provide us with additional information. Campus affiliation includes, but is not limited to, receiving regular funding from the Faculty, recurring use of Faculty equipment or spaces, advising from University of Alberta staff within the Faculty or Department, etc. You are required to provide contact information for your advisor or other staff member you communicate with. External Affiliation If your group is affiliated with an external organization, you will need to provide us with additional information. External affiliation includes, but is not limited to, official partnership or affiliation with a charity, inter/national organization, recognition as a Chapter of a larger organization, receiving or donating funds or materials annually from/to a particular organization or body. You are required to provide a completed External Affiliate Letter, along with contact information for your advisor or other staff member you communicate with. Please note that a recognized student group and an external affiliate organization must be distinct entities. The executives of a recognized student group may not hold a leadership role in the external affiliate organization. Frequently Asked Questions How long does registration review take? We aim to begin registration review within 2-3 weeks of submission. This can take longer during busier periods, like the Spring, when over half our clubs hold elections and submit registration. What if I submit my registration form on the day of my group's deadline? If your registration is not approved by the affiliation deadline, your group will be disaffiliated, AKA frozen. This means that groups with unapproved submissions in the queue after their affiliation deadline will be disaffiliated until their submission is approved. This is due to how Rubric's affiliation/disaffiliation system works, and exceptions can only be made in extreme circumstances, so it is important that you submit registration as early as possible! What does being "recognized" or "affiliated" mean? Student groups that have their registration approved are considered "affiliated" on Rubric. Student Group Services uses the terms "active," "registered," "recognized," and "in good standing" to refer to the same concept: a group who has met the requirements for student group recognition for the year, and can now enjoy the perks associated with it! What does being "frozen" or "disaffiliated" mean? Student groups that have not had their registration approved by their affiliation deadline are automatically "disaffiliated" by the Rubric platform. We also use the term "frozen," "unregistered," "unrecognized" and "in bad standing" to refer to these groups. These groups have not met the requirements for student group recognition for the year, usually due to missing their deadline to submit registration and remain affiliated, and the perks associated with recognition are suspended. Find out more about the perks of recognition here!Re-registration Form Content 2026 Student Group Re-Registration 2026 This form is for existing clubs to re-register for annual recognition by the University of Alberta and optionally the UASU or the GSA. Once you complete this form, SGS will review your registration in the order that it was received. We aim to begin a review within 2-3 weeks from the date of submission. Resubmissions will be processed based on the date they were resubmitted and will not jump the queue unless staff capacity allows it. The registration process can be continued at any time by resuming it from your group's submissions. Instructions Thank you for registering your student group with Student Group Services! Completing this form should take you 15-30 minutes as long as you have documents prepared in advance. Please read all of the following information carefully to ensure that your registration process goes smoothly! We recommend that you begin working on your registration submission as soon as possible so you have all the necessary information on hand before your affiliation deadline. Who should be completing this form? The incoming president should complete registration. As president, you are responsible for the accuracy of this registration submission and will be expected to resubmit it with updated information if requested. You are also responsible for conveying information in this form to your team. This form should not be completed by a member of the outgoing team, or by an executive who is not responsible for the group’s overall operations. Step 1: Review Essential Policies and Procedures The following pages contain important information about student group recognition at the University of Alberta and should be reviewed by the incoming team. These will also be covered during Group Leader Orientation: Essentials. UAPPOL Student Group Procedure - for all registered student groups Students’ Union Bylaw 5100: Student Group Conduct - for UASU-recognized groups only GSA Governing Documents - for GSA-recognized groups only Your group’s constitution - all registered student groups’ executives should read through and be familiar with their constitution in full. If you do not know where to find your constitution, please contact clubs@uasu.ca for a copy. Other important policies and links can be found on the SGS resource hub and on the University of Alberta’s student group hub. Step 2: Complete Group Leader Orientation and Event Organizer Training Group Leader Orientation and Event Organizer Training must be completed BEFORE submitting your registration. Training must be completed by the following executives: GLO Essentials - Completed by the group’s President or equivalent role responsible for overseeing the group. GLO Finances - Completed by the group's treasurer, VP Finance, or equivalent role responsible for handling money. As all groups must have at least two signing authorities, we will not accept GLO Finances completion from the President. If your group does not handle money, you are exempt from completing this module. GLO Skills - At least one module must be completed by a member of the executive team. We recommend that each executive completes a GLO Skills module that is relevant to their portfolio. You can find more information about Group Leader Orientation and how to enrol by clicking this link. Event Organizer Training - Completed by executives who will serve as the Primary Event Organizer (PEO) or Secondary Event Organizer (SEO) for student group events complete the Event Organizer Training. Completion is valid for two calendar years from the date it was completed. Please ensure you request the certificate of completion at the end of the course, or your completion will not be visible to SGS staff. You can find more information about Event Organizer Training and how to enrol by clicking this link. Please confirm that relevant executives completed GLO and EOT BEFORE beginning registration. You may be asked to complete the most recent version of a module if content has significantly changed since the last time you completed training. Step 3: Update Rubric account information The following tasks must be completed before you begin registration to ensure the most up-to-date information is included in your submission. Update your society settings. Club accounts should utilize a centralized email address, such as a student group CCID or group-made email address. Please confirm that your group’s contact email is not an individual user CCID or personal email. You can also update your category, logo, and club account password if necessary. You will not be able to change your group name, acronym, or banking details on this page; please complete step 2 if this information needs to be updated. Request information updates if necessary. If your group’s name, acronym, election month, or banking details within Rubric need to be updated, or you need to request a review of constitution amendments, please submit an Information Update Request form before beginning registration. This ensures SGS has the most up to date information on record. Update your executive team. Executives will be imported to your submission and must reflect the current composition of your team. You must utilize the executive’s full name and ualberta email address when adding them to your roster, and assign them the appropriate role. Additional roles can be created and must match your group’s constitution. Update your membership roster. Members will be imported to your submission and must reflect the current membership of your group. You will need their full name, student status, and student email address, at minimum. Please note that memberships should have a set expiration date, and cannot last indefinitely. If your group’s membership is limited to students enrolled in a major or minor in a particular department or program and you are unable to obtain this information from a university counterpart, this requirement will be waived. Steps to complete these tasks can be found in our resource library. Step 4: Prepare necessary documents for submission The following documents must be completed based on templates provided by SGS. U of A Liability Agreement  - all groups must complete this document for registration UASU Liability Agreement - for groups who are eligible for UASU recognition GSA Liability Agreement - for groups who are eligible for GSA recognition External Affiliate Letter - for groups who are affiliated with an external organization All templates and resources can be found in our resource drive. The following documents must be obtained from other units or service providers. Not all groups will have these items. Certificate of Insurance - for groups who have insurance; this would be provided to you by your insurance provider. License Agreement - for groups that have an agreement to use University of Alberta trademarks outside of generally permitted ways; this would be provided to you by the Office of External Relations. More information about insurance and licensing requirements can be found in our resource hub. The following information will need to be added to the form during reregistration and should be kept up to date via Rubric throughout the year. Officer roster - a roster of your group’s executives and directors must be submitted by adding users to your Rubric roster. You will need their full name and ualberta email address to proceed. Membership roster -  a roster of your group’s members, including executives, must be submitted by adding users to your Rubric membership.  You will need their full name, student status, and student email address, at minimum. Please note that memberships should have a set expiration date, and cannot last indefinitely. More information about using Rubric to manage officers and members can be found in our resource hub. Your group will not be required to upload its constitution during registration. If your group would like to make amendments to your constitution, these must be reviewed and approved by Student Group Services before your group votes to approve any changes. More information about constitution amendments can be found in our resource hub. Step 5: Complete Registration Once you have completed required training and compiled the above documents, you can begin working through the registration form. Please note that deadlines have changed due to the move to Rubric. Deadlines depend on the following factors: Affiliation deadline - Your group’s registration must be approved by the end of the month following your election month, as written in your constitution. For example, if your constitution says your elections are held in April, your registration must be approved by the end of May. Your group will receive an email the month before your election month and at the beginning of your election month to notify you of this deadline. If your submission is approved, your group will be affiliated, AKA recognized, for the next year! Missed deadlines - If your registration is not approved by the affiliation deadline, your group will be disaffiliated, AKA frozen. This means that groups with unapproved submissions in the queue after their affiliation deadline will be disaffiliated until their submission is approved. This suspends your student group’s benefits, including event approvals and use of student group CCIDs. If your registration is not approved after 1 year from your initial affiliation deadline, your group will be deactivated, and you will not be able to access your club account anymore. Only submissions containing ALL ACCURATE content will be approved. If a submission has any noncompliant or incomplete information, such as a liability form or logo, it will be denied for modification and resubmission. Please keep an eye on your group’s email inbox for any requests for information to ensure you can respond in a timely manner and maintain your group's recognition! Group Type Which of the following best describes your group? [select one, required] General Student Group Undergraduate Department Association Graduate Student Association Group Fraternity or Sorority Annual Report Student Group Services would like to learn more about your group’s mandate and operations to help us better support student groups across campus. We might even nominate you for a student group award based on this information! Please consult with the outgoing executive team if you are unable to independently answer these questions. Description Give us a brief description of your organization! How would you describe the idea to someone who might be interested in getting involved but has never heard of your group before? You can use the description on your group’s Link In Bio page, or add this to it if you do not already have one. [long text, required] Example: The Lettuce Club is a social group dedicated to bringing together lettuce enjoyers across campus! We have monthly hangouts and a yearly lettuce eating competition, plus we fundraise to make fresh produce more accessible on campus. Purpose How would you more formally describe the purpose of your group at a high level? What are the standard expectations for your group’s operations? What do members get out of joining? You can refer to your constitution (namely the mission statement, mission, and goals) to answer this question. [long text, required] Example: The Lettuce Club exists at the University of Alberta for the purpose of promoting its mission and goals and providing students with the opportunity for involvement, leadership, service, and social experience. The group aims to build a community centred around lettuce, by hosting monthly meetings and annual signature events centred on lettuce. The group provides members with a social and service-centred outlet that is not dependent on academic study, nationality, or any other identity factor. Previous Year’s Operations What did your group accomplish last year? What did your group struggle with? Tell us about events, initiatives, operational changes, challenges—anything new or noteworthy that happened within the group. [long text, required] Example: The Lettuce Club had its first year of operations in 2025. We held one lettuce eating competition with 30 attendees, which is 90% of our membership! We struggled to find a venue for this event, though, which led to delays in hosting it. Through this event, we fundraised $200 for the Sustain SU Campus Garden to help support the growth of lettuce on campus. We created an Instagram account, participated in Fall Clubs Fair, and connected with other groups to foster future collaboration opportunities. Upcoming Year’s Goals What goals does your group have for the coming year? What long term goals are you still working towards? [long text, required] Example: We hope to double our membership, and host collaborative events with groups such as the University of Alberta Vegans & Vegetarians Club and the Campus Food Bank. We also would like to continue fundraising for the Campus Garden as well. Down the line, we are aiming to create a mobile salad bar to bring lettuce to more folks on campus. Value Why is it important for your group to continue operating at the University of Alberta? How does your group contribute to the campus community? What value does this group bring to student life at the University of Alberta, and not just to individual members? [long text, required] Example: The Lettuce Club fills a unique and quirky niche on campus, providing the community with opportunities to break free from the everyday struggles of exams and assignments. We enhance student life by supporting food and health related initiatives from a very different perspective than existing groups. Plus, our members love being part of Lettuce Club! Transitions What resources does your group have to help ensure effective transitions? Select all that apply. [multi select, required] You can find more information about transitions in our resource hub. List of roles and responsibilities of incoming executives Calendar for the previous and/or upcoming year Important contact information Templates for meeting agendas, budgets, etc Transition meetings between incoming and outgoing officers Onboarding workshop with incoming officers Shared Google drive or other file hosting service with past documents Financial records and banking information Past event information Group CCID or other email account with past communications Advisor who can provide historical insight and continuity Access to organizational/management tools (eg. Slack, Discord, club email, Notion, etc) Student Group Benefits Which benefits of student group recognition does your group hope to utilize this year? Select all that apply. [multi select, required] You can find more information about these benefits in our resource hub. Student group advising via Student Group Services Event approvals via the Student Affairs Team Licensing and trademarks approvals via the Office of External Relations Presentations and workshops via various campus partners Free classroom bookings Free and discounted SUB space bookings (additional perks for UASU groups) Free table bookings Storage rentals - long term (UASU groups only) Storage rentals - short term (UASU groups only) Student group CCID Tabling at Fall or Winter Clubs Fair Performing in the Student Group Showcase Postering on campus to promote the group and/or its events Safewalk’s postering service Safewalk’s event drop-in accompaniment service Student digest submissions Student Group Discount Card - applies to SUBprint, SUTV, and catering (UASU groups only) Reusable Dish Program Equipment rentals Board game rentals UASU Student Group Grants GSA Student Group Grants Other group funding opportunities via the University of Alberta Officers and Elections As per the Student Groups Procedure, all executives must be current University of Alberta students and remain as such throughout the tenure of their position. Executives must be elected democratically to their roles. Directors may be appointed to their roles as long as they report to an elected executive. If an executive must resign from their role due to lack of student status, your student group must have a democratic process in place to fill the vacancy. Election Month According to your constitution, when does your club host its annual general elections? If this month does not match the current constitution, SGS may deny this application, which may cause additional delays in your review process. If your constitution does not include a month, you will need to make amendments to it and state a specific election month before you can complete registration. [dropdown with months, required] If your election month has changed, please submit this form to update this information. Your constitution must be updated to reflect this change as well. Changes will not be held in force until approved by Student Group Services. Transitions According to your constitution, when does your new executive team's term begin once they are elected? If your constitution does not specify this information, please select "not specified." [dropdown with months, required] Officer Roster Please add your incoming executives to your roster. Additional roles can be created and assigned at this time, and you can modify what level of access a role has. You are also welcome to add director positions, which report to executives, in order to grant them access to certain features on Rubric. Roster information in Rubric will be updated as soon as you make selections within this form. [in-form selection, required] Officer Roster Updates I agree that if my group hosts a by-election, mid-term appointment, or otherwise makes changes to our officer roster after this application is submitted, we will update our Rubric roster immediately. [acknowledgement, required] Annual General Meeting As per the Student Groups Procedure, groups are required to hold a minimum of one general meeting every 12 months. Your Annual General Meeting is a chance for your group members to meet and vote on important matters such as constitution amendments, financial goals, and even your next executive. AGM Business What business did your group conduct at your most recent Annual General Meeting? [long answer text, required] AGM Acknowledgement I verify that if asked, our group can provide meeting minutes from our last Annual General Meeting and results of any votes or elections that have been held. [acknowledgement, required] Group Membership All student groups must have at least 10 members that are current University of Alberta Students. If non-students are allowed to join a group, 2/3 of the members must be current University of Alberta students. As per the Student Groups Procedure, Fraternities' and Sororities' memberships must consist of 100% current University of Alberta Students. Undergraduate Department Associations and Graduate Student Groups may be exempt from maintaining a membership list if their members are determined by factors such as enrolment in a certain department or program, and executives may not have access to this data directly. Membership Limits [conditional] Is your group's membership limited to students enrolled in a major or minor in a particular department or program? [only appears for groups that select "Undergraduate Department Association" or "Graduate Student Association Group"] [select one, required] Our membership is limited by this factor Our membership is not limited by this factor Membership Information Access [conditional] What level of access does your group have to your membership list, including the names, emails, and student statuses of your members? [only appears for groups that select "Undergraduate Department Association" or "Graduate Student Association Group"] [select one, required] Full access Partial access No access - can communicate directly with all members through university channels No access - cannot communicate directly with all members Membership Ratios Please provide us with the number of members in each category to verify what recognition level your group will have. If there are no current members in a particular category, please enter "0". If your membership is limited to students enrolled in a major or minor in a particular department or program, please write in a qualifying statement for membership in your organization, eg. "all Economics majors and minors" or "all students enrolled in the Mechanical Engineering discipline". This only applies if your membership is limited to people in a certain department which can only be obtained from the University of Alberta via student data. This does not apply to groups that intend to represent members of a certain culture or religion, or groups that include members from outside of their representative demographic. If you are unsure how to fill out this section for your student group, please contact Student Group Services at clubs@uasu.ca. Number of UNDERGRADUATE Student Members [short answer text, required] Number of GRADUATE Student Members [short answer text, required] Number of NON-STUDENT, ALUMNI or NON-UALBERTA STUDENT Members [short answer text, required] Membership Roster [conditional] Your group membership must be uploaded using the Rubric Membership feature. Each tier of membership should be set up according to your constitution (i.e. a "General Members" tier, an "Associate Member tiers), and your Executive Members must be included in your General Membership. Ensure that each membership type collects members’ full name, student status, and student email address, at minimum. Further details can be found in our resource hub. Please note that memberships should have a set expiration date, and cannot last indefinitely. Membership rosters must be updated on an annual basis, but we recommend updating your membership list on Rubric whenever new members join or old members leave. [only appears for groups that select "General Student Group," "Fraternity or Sorority," "Full access," or "Partial access."] [in-form selection, required] Recognition Levels All approved submissions are granted University of Alberta recognition. Some groups may qualify for additional recognition with the University of Alberta Students' Union if they meet the following requirements: Majority (over 50%) of members must be University of Alberta undergraduate students 100% of executives must be current University of Alberta students, and majority (over 50%) must be undergraduate students Groups that cater towards graduate students may qualify for additional recognition with the Graduate Students' Association if they meet the following requirements: 2/3 of members must be University of Alberta graduate students 100% of executives must be current University of Alberta students, and at least 75% of executives must be graduate students The group must be related to an existing department or faculty; exceptions may be provided on a case-by-case basis For more details please see our website. Additional Recognition In addition to recognition from the University of Alberta, does your student group qualify for any of the following recognition levels? [select one, required] We meet the UASU recognition requirements We meet the GSA recognition requirements We do not meet the recognition requirements Liability Agreements All student groups must complete at least one liability agreement as part of the registration process. Forms can be found via the SGS Resource Drive. Required for University of Alberta Recognition Please upload a signed copy of the University of Alberta's Student Group Liability Agreement. Your President and Treasurer or equivalent are required to sign it. Please ensure your full executive team understands the terms of this agreement. If you have any questions or would like help understanding the agreement, please contact the Student Affairs Advisors at sgevents@ualberta.ca. [file upload, required] Required for UASU Recognition [conditional] Please upload a signed copy of the UASU's Student Group Liability Agreement. Two current executives, preferably your President and Treasurer or equivalent, are required to sign it. Please ensure your full executive team understands the terms of this agreement. If you have any questions or would like help understanding the agreement, please contact Student Group Services at clubs@uasu.ca. [only appears for groups that select UASU recognition] [file upload, required] This liability agreement is different from the one you submitted previously! If you submit the same file twice, your registration will be denied. Required for GSA Recognition [conditional] Please upload a signed copy of the GSA's Student Group Liability Agreement. Two current executives, preferably your President and Treasurer or equivalent, are required to sign it. Please ensure your full executive team understands the terms of this agreement. If you have any questions or would like help understanding the agreement, please contact the Graduate Students’ Association at gsa.grants@ualberta.ca.  [only appears for groups that select GSA recognition] [file upload, required] This liability agreement is different from the one you submitted previously! If you submit the same file twice, your registration will be denied. Constitution and/or Bylaws All student groups are required to have a suitable constitution, as determined by Student Group Services. If you need an introduction to constitutions or an explanation of what they are used for, check out the SGS Constitution Handbook.  All constitutions are required to follow the points outlined in our Constitution Checklist. Your group will not be required to upload its constitution during registration. If your group would like to make amendments to your constitution, these must be reviewed and approved by Student Group Services before your group votes to approve any changes. Please submit this form to request a review. Changes to the constitution will not be held in force until approved by Student Group Services. Should an issue arise where a constitution must be consulted, only the approved constitution will be held in force. Wherever a constitution comes into conflict or is silent, the relevant regulations of the highest legislative body take precedence. Please see the Student Groups Procedure and SU Student Group Operating Policy for more details on what constitutes an acceptable constitution. Event Organizer Training & Event Approvals It is required that all student groups have a minimum of 2 executives complete Event Organizer Training. This must be completed by executives who will serve as the Primary Event Organizer (PEO) or Secondary Event Organizer (SEO) for student group events. Completion is valid for two calendar years from the date it was completed. Please ensure you request the certificate of completion at the end of the course, or your completion will not be visible to SGS staff. Event Organizer Training information and sign-up links can be found on the University of Alberta website. If you have any questions please contact the Student Affairs Advisors at sgevents@ualberta.ca. Executive #1 full name [short answer text, required] Executive #2 full name [short answer text, required] Event Approvals Information The Student Groups Procedure states that all student group events/activities must be submitted on Rubric for approval during the planning phase, a minimum of 15 business days in advance, and prior to any announcement/promotion of the event/activity. Please note, high-risk and large-scale activities should be submitted earlier to allow ample time for review and revision if necessary. Failure to submit student group events may result in suspension of event-hosting privileges or loss of University recognition. Regular group meetings, annual general meetings and elections attended only by group members do not need to be submitted for review by the Student Affairs Advisors. For more information on student group events/activities requirements please visit the University of Alberta's Student Group Event Planning webpage or contact the Student Affairs Advisors at sgevents@ualberta.ca. Event Approvals Acknowledgement I verify that I have read and understood the above information regarding Event Organizer Training and event submission requirements. My student group will submit events/activities during the planning phase, at least 15 business days in advance of each event/activity, and receive approval prior to advertising. [acknowledgement, required] Group Leader Orientation In addition to registering/re-registering your student group each year, members of your student group executive team are required to complete GLO to be recognized. GLO contains three components; Essentials, Skills, and Finances. At this time, all components are offered via an asynchronous online course. Find out more about GLO on the resource hub GLO: Essentials GLO: Essentials teaches student group leaders about policies and resources for student groups. This module must be completed by the group’s President or equivalent role responsible for overseeing the group. GLO: Finances GLO: Finances teaches student group leaders how to manage funds responsibly. This module must be completed by the group's treasurer, VP Finance, or equivalent role responsible for handling money. As all groups must have at least two signing authorities, we will not accept GLO Finances completion from the President only. We recommend that all signing authorities complete GLO Finances. If your group does not handle money, you are exempt from completing this module. GLO: Skills There are numerous GLO: Skills sessions offered that are on different topics that may help student group leaders in their roles. At least one GLO Skills module must be completed by a member of the Executive Team. We recommend that each executive completes a GLO Skills module that is relevant to their portfolio. GLO Essentials - Executive's full name [short answer text, required] GLO Finances - Executive's full name [short answer text, required] GLO Skills - Executive's full name [short answer text, required] GLO Verification Student Group Services will verify that these modules have been completed by the correct executive by utilizing your roster. Groups that have not completed GLO before submitting their registration will have their submission denied for modification and resubmission. University of Alberta Trademarks Recognized student groups may use the university’s full name or the shortened version “UofA” in the student group name to show its status as a recognized student group at the UofA, but only when the student group name includes “club”, “association”, “student group” or similar designation within it. Please note that “Ualberta” is restricted and student groups may not use it unless they have been granted permission from the Trademarks and Licensing Office. Student groups may not use the university’s name or logo or any part of the university’s logo in the group’s logo. Student groups may not use any Athletics’ team names or logos or any part of those logos in the group’s name or logo. Permitted student group names: University of Alberta Dance Club, Biochemistry Graduate Students’ Association of the University of Alberta Prohibited student group names: University of Alberta Panda Fans, UAlberta Robotics If your group currently uses the university's name or logo, you may need a licensing agreement. You can learn more here. A list of the U of A’s trademarks may be found at the toolkit page. Licensing Agreement Does your student group currently possess a license agreement with the Office of External Relations? [select one, required] Yes we currently have one No but we are actively pursuing one No and we are not actively pursuing one Licensing Agreement Upload [conditional] Based on your response, your group has a licensing agreement with the Office of External Relations. Please provide a copy of this agreement to expedite the registration process. If you do not have a copy, please email trademarks@ualberta.ca to obtain one before proceeding. [only appears for groups that select "yes" on the previous question] [file upload, required] Licensing Agreement Expiry [conditional] When does your licensing agreement expire? (Please set the time as 12:00 am) [only appears for groups that select "yes" on the previous question] [date selection, required] Logo Upload Please upload your group's logo. This is often used as a group's profile picture on social media, on marketing materials, and official documents. [file upload, required] Name and Logo Review Acknowledgement I understand that Student Groups Services will review all student group names and logos to ensure compliance with university policies. Student Group Services may also review student group website URLs, social media handles, and more to ensure compliance. If a group's name or logo is not in compliance, groups will either be required to change their name and/or logo, or will require the review and approval of External Relations. Groups that are actively pursuing a licensing agreement will have their registration denied so they can resubmit once the licensing agreement is finalized and can be uploaded. [acknowledgement, required] Name and Logo Changes If your group is required to change its name and/or logo to be in compliance, you will be expected to update all communication channels, including, but not limited to, your group's constitution, Rubric page, social media pages, email signature, and bank account. Your registration will also be denied to make these changes. Insurance Based on the nature of a group’s operations and the level of associated risk, some groups are required to obtain their own insurance policy. Please see further information about Student Group Insurance Requirements and types of coverage on the Risk Management & Insurance website here. Insurance Requirements for Student Groups Groups required to have their own external insurance include, but are not limited to: groups that are incorporated or limited organizations including societies (both for profit and non-profit) that are required to file annual documents with the government groups engaging in physical activity on a regular basis, or organizing (i.e. hiring an instructor) or teaching lessons in physical activity (dancing, martial arts, yoga etc.) on a regular basis groups organizing or providing instruction/mentorship on a regular basis to minors who are not students at the University of Alberta groups that enter into contracts/agreements with a third party (i.e. hotels for groups hosting annual conferences). NOTE: student groups cannot enter into or sign a contract on behalf of the University groups that provide consulting and/or advisory services to third parties fraternities and sororities. Groups requiring insurance must purchase the insurance in the name of their student group. Please ensure the following entities are also included on your Certificate of Insurance as additional insured: “The Governors of the University of Alberta” - Student Success and Experience, University of Alberta, 5-02 Students' Union Building, 8900 - 114 Street, Edmonton, AB T6G 2J7 “The Students’ Union, The University of Alberta” - 2-900 Students' Union Building, University of Alberta, Edmonton, AB T6G 2J7 The University will not provide insurance advice, but can provide information about how to contact an insurance broker. Your student group is responsible for protecting and insuring your own assets (property), cash, securities and liabilities that can arise from the operation of the student group. It is highly recommended that you contact a licensed insurance broker to review the inherent risks and hazards of your activities and insurance products that may be available to protect your group in the event of a claim. If you are unsure if this is applicable to your student group, or you currently have insurance and are unsure if you need to continue maintaining a policy, please contact the Student Affairs Advisors at sgevents@ualberta.ca Student Group Insurance Assessment Check ALL that apply to this student organization: [select multiple, required] My student group currently possesses its own insurance policy. My student group has or will enter into a contract or an agreement with a third party. My student group is a fraternity or sorority. My student group is a registered charity or non-profit organization with the Canada Revenue Agency. (NOTE: Do not select this option if your external affiliate is a registered charity but your local chapter is not.) My student group is an incorporated or limited society with the Province of Alberta, registered under the Societies Act. (NOTE: Do not select this option if your external affiliate is a legal entity but your local chapter is not.) My student group engages in physical activity, or organizes or teaches lessons in physical activity on a regular basis. My student group organizes or provides instruction/mentorship to minors who are not students at the University of Alberta on a regular basis. My student group provides consulting or advisory services to third parties. None of the above apply to my group. Certificate of Insurance Upload [conditional] Based on your response, your group is required to maintain an annual insurance policy purchased in the name of your student group, with "The Governors of the University of Alberta" and “The Students' Union, The University of Alberta” added as an additional insured, and comprehensive general liability in the amount of no less than two million dollars ($2,000,000) inclusive per occurrence. Please request that the insurer provide 30 days notice of cancellation and/or non-renewal. The Student Affairs Advisors reviews Certificates of Insurance (COI) as part of the registration process. The Student Affairs Advisors may contact your group if the insurance policy does not meet the University’s requirements. If your group is in the process of acquiring insurance and you would like to proceed with registration, please upload a placeholder document and contact sgevents@ualberta.ca to inform the Student Affairs Advisors of this. Registrations with placeholder documents will be reviewed by Student Group Services to provide feedback on other aspects, but will be denied for resubmission once the proper documentation has been obtained. Registration will not be approved until a COI has been received, reviewed and approved. Click Here for an example of a COI If your group has multiple COIs in order to include both the University of Alberta and UASU as additional insured, you can upload both files below. [only appears for groups that do not select "none of the above" in the previous question] [multi file upload, required] Review of COI [conditional] After your registration application has been submitted, the Student Affairs Advisors will review your COI and reach out if there are any issues. If your COI requires revisions, your registration will be denied for modification and resubmission. [only appears for groups that do not select "none of the above" in the previous question] Insurance Acknowledgement [conditional] I acknowledge that it is the responsibility of my student group to confirm with my Insurance Provider that the operations of my student group are covered under the policy my group purchases. I acknowledge that it is the responsibility of my student group to submit a valid and updated Certificate of Insurance signed by an authorized representative of an insurer licensed to transact business in the Province of Alberta. When the policy expires, it is my student group's responsibility to submit an updated Certificate of Insurance to the Student Affairs Advisors via email. The submission of this form does not, in any way, limit your liability and/or confirm acceptance and accuracy of the Certificate of Insurance by the University of Alberta. [only appears for groups that do not select "none of the above" in the previous question] [acknowledgement, required] Insurance Information [conditional] Based on your response, your group is not required to maintain an annual insurance policy to receive student group recognition. However, please note, your student group is responsible for protecting and insuring your own assets (property), cash, securities and liabilities that can arise from the operation of the student group. Also, your group may be required to purchase insurance for specific events depending on the nature of the planned activity. This determination is made during the event review process, and is based on the level and type of risk associated with the event (e.g., location, physical activity, alcohol service, number of participants, external participants, etc.). Student groups can contact a licensed insurance broker for more information about the benefits of annual insurance policies or event-specific coverage options. [only appears for groups that select "none of the above" in the previous question] Additional Group Information We will now collect information from your group pertaining to on and off campus affiliation, advisors, and financial management, including bank details. Campus Affiliation Is your student group affiliated with a particular Faculty, Department or Unit on campus? Including, but not limited to, receiving regular funding from the Faculty, recurring use of Faculty equipment or spaces, advising from University of Alberta staff within the Faculty or Department, etc. [select one, required] Yes No Specific Campus Affiliation Is your Student Group associated with any of the following? This is for SGS records only. SGS will not facilitate affiliation with any of the below groups on your behalf. [select one, required] Campus Saint-Jean Faculty of Law Faculty of Medicine & Dentistry Faculty of Engineering Alberta School of Business Residence Services Interfaith Chaplains Association Other (please describe) None of the above Off-Campus Affiliation Is your group affiliated with an external organization? Including, but not limited to, official partnership or affiliation with a charity, inter/national organization, recognition as a Chapter of a larger organization, receiving or donating funds or materials annually from/to a particular organization or body. [select one, required] Yes No External Affiliate Letter [conditional] If your student group is a recognized chapter or faction of a larger organization, you are required to provide a completed External Affiliate Letter. Please review it with your external partner organization. Please note that a recognized student group and an external affiliate organization must be distinct entities. The executives of a recognized student group may not hold a leadership role in the external affiliate organization. [only appears for groups that select "yes" to off-campus affiliation] [file upload, required] External Affiliate Name [conditional] What is the name of the External Organization that your group is affiliated with? [only appears for groups that select "yes" to off-campus affiliation] [short answer text, required] External Affiliate Relationship [conditional] Student Group Services is interested in better understanding the relationship your group has with your affiliate. Please explain what kinds of interactions you have with their team, what level of guidance or direction they provide, what kind of involvement is expected from the group with the affiliate, etc. [only appears for groups that select "yes" to off-campus affiliation] [long answer text, required] Campus Affiliation Contact [conditional] Student groups who work closely with their faculties, departments, or other relevant units need to provide a Staff Contact. This person is responsible for, first and foremost, being aware that the group exists and is operational. The role of the Staff Contact may include: operational advice constitutional/bylaw advice or revision assistance election assistance troubleshooting assistance with room-booking or general operations liaising between the group and the larger faculty or department communications help within the faculty or department updates on the group's activities assistance with event planning or risk management Your student group is responsible for maintaining a relationship with your Staff Contact. By providing contact information, you confirm that your student group has contacted the staff member listed, and that you have received their consent to fulfill the duties of Staff Contact to our student group. [only appears for groups that select "yes" to campus affiliation] Advisor/Affiliate Contact Information [conditional] Please provide the name of your advisor/affiliate contact(s) and their contact information. This applies to groups with the following affiliations: Campus affiliation (faculty, department, unit, etc) External affiliation Fraternities and sororities (chapter advisors) Student Group Services may use this contact information to invite advisors and external contacts to subscribe to the SGS newsletter, join relevant working groups, receive resources for advisors, and other communications that fit within the scope of their role. [only appears for groups that select "yes" to campus and off-campus affiliation, and groups that indicated they are a fraternity or sorority] [short answer text, minimum 1 entry per item, maximum 5 entries per item, required] Email Organization Position Title Name Phone number Finances Will your student group handle money this year? Handling money refers to any management of expenses or revenues, including but not limited to collection of membership fees, intention to apply for grants or other funding, fundraising, etc. [select one, required] Yes, and we already have a bank account Yes, we are planning to, but do not have a bank account. No, we do not handle any money Signing Authority and Affiliation [conditional] Does your group's relationship with the above-named affiliate require that your contact or advisor be included on your group bank account's signing authority? If your group's bank account has contacts or advisors on the signing authority, please include their name(s) on the list of signing authorities, and indicate their advisor status beside their name. [only appears for groups that select "yes" to campus and off-campus affiliation, and groups that indicated they are a fraternity or sorority] [select one, required] Yes No No Bank Account [conditional] As per the Student Groups Procedure, if your group does start to handle money, the group must open a bank account. SGS can provide documentation to confirm recognition to help open an account, upon request. [only appears for groups that select "no" for handling money] Financial Management Expectations [conditional] All group bank accounts must have dual signing authority -- that is, at least two authorized members' signatures must be on all cheques for them to be considered valid. However, SGS permits up to 4 signing authorities per student group if outlined in the group’s constitution. Student groups are not permitted to have credit cards, nor make withdrawals from their accounts that are not authorized by at least two signing authorities. Group funds must go towards the operating expenses of the group, as it carries out its stated purpose/objectives/goals. Student group funds cannot be used for expenses outside of this. Under no circumstances can money held by student groups be deposited into a University bank account. If a group's financial practices are not currently being managed in accordance with recognition requirements detailed here and the group's own constitution, the group should request an advising appointment with SGS by contacting clubs@uasu.ca. [only appears for groups that select one of the "yes" options for handling money] Bank Information [conditional] Please provide the name of your bank and address of your home branch. If your group would like to integrate its banking information into Rubric, you can add your banking details via your group's profile. [only appears for groups that select "we already have a bank account"] [short answer text, required] New Account Signing Authorities [conditional] Please provide the full LEGAL names (what appears on their government-issued IDs) of the students on the incoming executive team that will have signing authority on the bank account. Signing authorities must be current students on the executive team, and their role as signing authority must be outlined in your constitution, unless otherwise stated by the Student Affairs Advisors or Student Group Services. Some banks require a verification letter for opening a bank account. Student Group Services will provide your group with a verification letter to assist you in opening this bank account, based on the signing authorities listed here. The completed letter will be emailed to your group once your registration is approved. [only appears for groups that select "we are planning to, but do not have a bank account"] Incoming Signing Authorities [conditional] Please provide the full LEGAL names (what appears on their government-issued IDs) of the students on the incoming executive team that will have signing authority on the bank account. Signing authorities must be current students on the executive team, and their role as signing authority must be outlined in your constitution, unless otherwise stated by the Student Affairs Advisors or Student Group Services. If you have not yet changed the names on the account, please list the incoming executive members who will be put onto the account. [only appears for groups that select "we already have a bank account"] Signing Authorities [appears for groups that select one of the "yes" options for handling money] [short answer text, required unless noted otherwise] Full legal name of first executive to be added to your group's bank account Full legal name of second executive to be added to your group's bank account Full legal name of third executive to be added to your group's bank account (optional) Full legal name of fourth executive to be added to your group's bank account (optional) Outgoing Signing Authorities [conditional] If your group would like to receive a verification letter from SGS for the transfer of signing authority, please list the outgoing executives that need to be removed from the account below. You must list their full legal names, separating individuals with commas. The completed letter will be emailed to your group once your registration is approved. [only appears for groups that select "we already have a bank account"] [short answer text, optional] Financial Practices [conditional] In as much detail as you can, please outline the current ways in which your group manages its finances, including approving and tracking spending, reimbursements or any other financial transaction, and maintains detailed financial records. [only appears for groups that select one of the "yes" options for the previous question] [long answer text, required] Financial Acknowledgement [conditional] I verify that, if asked, my group could provide detailed financial documents for audit. [only appears for groups that select one of the "yes" options for the previous question] [acknowledgement, required] Deadlines and Communications You're almost done! Before submitting your registration, we'd like to remind you of new deadlines related to registration. Please note that deadlines have changed due to the move to Rubric. Deadlines depend on the following factors: Affiliation deadline - Your group’s registration must be approved by the end of the month following your election month, as written in your constitution. For example, if your constitution says your elections are held in April, your registration must be approved by the end of May. Your group will receive an email the month before your election month and at the beginning of your election month to notify you of this deadline. If your submission is approved, your group will be affiliated, AKA recognized, for the next year! Missed deadlines - If your registration is not approved by the affiliation deadline, your group will be disaffiliated, AKA frozen. This means that groups with unapproved submissions in the queue after their affiliation deadline will be disaffiliated until their submission is approved. This suspends your student group’s benefits, including event approvals and use of student group CCIDs. If your registration is not approved after 1 year from your initial affiliation deadline, your group will be deactivated, and you will not be able to access your club account anymore. Only submissions containing ALL ACCURATE content will be approved. If a submission has any noncompliant or incomplete information, such as a liability form or logo, it will be denied for modification and resubmission. Please keep an eye on your group’s email inbox for any requests for information to ensure you can respond in a timely manner and maintain your group's recognition! Communications from SGS via Rubric Feedback and decisions regarding your submission will be sent to the club account email address for your student group. The submitter will not receive emails to their personal email address, so it is important to monitor your club account email inbox. Student Group Services may send additional notifications to groups throughout the year via club email addresses, including important upcoming events, updates to operations, and other urgent matters that cannot be communicated via the bi-weekly newsletter. SGS Bi-weekly Newsletter The SGS Bi-weekly Newsletter includes information relevant to student groups including upcoming events, training dates, volunteer opportunities, employment opportunities, and important student group announcements/reminders. As important information will be shared through this newsletter, all executives will automatically be opted in to communications from Student Group Services. Executives will remain subscribed as long as they are on the executive roster of an affiliated student group. You will be able to unsubscribe from the newsletter at any time, at the risk of not receiving important updates. Individuals who are not on executive rosters but would like to be subscribed to the newsletter can opt in using the SGS Newsletter membership type on this page. To subscribe, click "Add to Cart" once you open the link, choose your preferred checkout option, fill out the necessary details, and don’t forget to click "Finalize Order." Once completed, the screen will display "Your order is now complete!" Acknowledgements I have read and understand the above deadlines and communication expectations. I acknowledge that as the incoming president, I am responsible for the accuracy of this registration submission and will be expected to resubmit it with updated information if requested. I acknowledge that submissions made by any officer other than the incoming president will be denied. I acknowledge that Student Group Services reserves the right to verify any information provided in this submission, including but not limited to the student status of members, validity of election results, or financial records. [signature field, required]Group Leader Orientation Group Leader Orientation (GLO) is the training piece of the student group recognition process. In addition to registering/re-registering your student group each year, members of your student group executive team are required to complete GLO before or on your registration deadline. As of April 2025, all student groups must complete Group Leader Orientation training BEFORE submitting their student group registration. GLO contains three components, all of which are available on Canvas. GLO: Essentials GLO: Essentials teaches student group leaders about policies and resources for student groups. All student groups are required to complete GLO: Essentials. This module must be completed by the group’s President or equivalent role responsible for overseeing the group. GLO: Finances GLO: Finances covers expectations for student groups handling their own financial assets and some general budgeting tips and tricks recommended by Student Group Services. If your student group handles money, this module must be completed by the groups treasurer, VP Finance, or equivalent role responsible for handling money. As all groups must have at least two signing authorities, we will not accept GLO Finances completion from the President only. We highly recommend that all signing authorities complete GLO Finances. If your group does not handle money, you are exempt from completing this module. GLO: Skills There are numerous GLO: Skills sessions offered that are on different topics that may help student group leaders in their roles. One module must be completed by any of the executive team. We recommend that each executive completes a GLO Skills module that is relevant to their portfolio. Self enrol in Group Leader Orientation Event Organizer Training Event Organizer Training (EOT) is an online, asynchronous training offered by the Student Affairs Team at Student Success and Experience. EOT is an introduction to event policies and procedures, risk assessment and management processes, event planning basics, and guidelines for hosting high-risk events such as events with alcohol, physical activity, travel, and minors. In addition to GLO, it is required that all student groups have a minimum of 2 members complete Event Organizer Training before submitting their student group registration and recommended that any member involved in organizing events completes EOT. If your group is planning to host events with alcohol, both the primary and secondary event organizer must have EOT training. You can find more information about Event Organizer Training on the University of Alberta's website. Self enrol in Event Organizer Training