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BearsDen Offboarding

Published: August 11, 2025

 After many years of hard work and research into our options, we’re excited to announce that student group management will be moving from BearsDen to a new platform: Rubric! As of September 30, 2025, our contract with Anthology, the company that provides the BearsDen platform for student group management, will end.

Getting Started on Rubric

All eligible groups have now been moved over to Rubric, using the organization email that was set on BearsDen at the time of import. Please check this spreadsheet to confirm which email address was used for your club. Please do not set up an additional account for your group. If you do not have access to the email address listed for your group, please contact us immediately to have the email address changed.

If your club is listed as unaffiliated on the import spreadsheet, you will need to complete a full registration on Rubric. Please follow these instructions to gain access to the registration form:

  1. Login to Rubric on the clubs portal via your club account. Click here for instructions.

  2. Ensure your society settings are correct and that your club has a category assigned. Click here for instructions.

  3. Add your executive team and grant them appropriate permissions by setting up executive roles. Click here for instructions.

  4. Log in to Rubric via your student account on the students portal to submit the registration form. Click here for instructions.

You can find more information about the registration form and what is required for submission by clicking here. We encourage you to complete the registration form as soon as possible to ensure your group is recognized in a timely manner. If your registration is not submitted and approved on Rubric by December 19, 2025 your group will be deactivated and your page will be deleted.

Once your registration is approved and your group is affiliated, you can start exploring other features on Rubric! Please ensure the following tasks are completed before the Fall term:

  1. Set up your profile picture.

  2. Set up your Link In Bio homepage.

  3. Set up membership tiers and upload your existing members.

  4. Submit events for approval ahead of the Fall term.

We’ve created instructions for these tasks on our resource hub! Click here for more details.

What if we weren’t transferred to Rubric?

The UASU believes it is important to provide a space to Student Groups to promote their clubs and events. At this time, only registered Student Groups and Club Sports have access to Rubric. Deactivated Student Groups and Engineering Project Groups were not transferred over, nor were University of Alberta units and services, as these organizations do not fall within the scope of Rubric’s use at this time.

If you are interested in establishing a deactivated Student Group on Rubric, you will need to submit a new group proposal in October. You can find more information about the new group process on our resource hub.

Leaving BearsDen

Organization pages are no longer available for public view on BearsDen, but you still have time to access your organization page and export any information you would like to keep! You can download any previously uploaded documents (including constitutions), your membership roster, photos, and more. Please also ensure you accept or deny any/all form submissions if your organization uses forms, and transfer these processes elsewhere. 

You will need to remove any reference to BearsDen from your organization’s social media accounts and internal documents, and replace them with Rubric. Student groups’ Rubric pages are available via the “Link In Bio” tab, and you can find instructions for using the platform at helpcenter.hellorubric.com and on our resource hub.

What’s coming next?

Rubric will become our new home for all things student group involvement! Registrations, event approvals, and request forms will be done through the new platform. The general requirements will be the same as they were on BearsDen, but you will notice that forms and the interface of the platform are different. Training will be available to help you get comfortable with the new platform.

As groups adapt to the new platform, we will roll out additional features, resources, and expectations for groups. Further information will be communicated to groups throughout the process.

We are very excited to offer this new opportunity for groups to engage with the campus community, and we look forward to seeing how groups utilizes the myriad of features and resources available via Rubric. In the meantime, keep an eye on the newsletter for further updates, and reach out to clubs@uasu.ca with any questions.

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