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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.

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

    As of April 2025, all student groups must complete Group Leader Orientation training BEFORE submitting their student group registration. Group Leader Orientation coursesand 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 groupsgroup'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 highly recommend that all signing authorities complete GLO Finances.President. If your group does not handle money, you are exempt from completing this module.

    • GLO Skills - OneAt least one module must be completed by anya member of the executive team. We recommend that each executive completes a GLO Skills module that is relevant to their portfolio.

    Please confirm the date that relevant executives completed GLO BEFORE beginning registration.

    You can find more information about Group Leader Orientation and how to enrol by clicking this link.

    Please

      also confirm that at least two executives completed
    • Event Organizer Training - Completed by executives who will serve as the Primary Event Organizer (EOT)PEO) BEFOREor beginningSecondary registration.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.

    1. 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.
    2. 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.
    3. 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.
    4. 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 uploadingadding anusers excelto sheetyour withRubric themembership. first name,You lastwill need their full name, student status, and student email addressaddress, ofat allminimum. members.Please Younote that memberships should have a set expiration date, and cannot last indefinitely.

    More information about using Rubric to manage officers and members can thenbe usefound thisin informationour toresource add users to your Rubric roster, once your group's registration is approved. 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 4:5: 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 active,affiliated, AKA affiliated,recognized, untilfor yourthe next deadline!year!

    Missed deadlines - If your registration is not approved by the affiliation deadline, your group will be frozen,disaffiliated, AKA disaffiliated.frozen. This means that groups with unapproved submissions in the queue after their affiliation deadline will be disaffiliated until their submission is approved.approved. This suspends your student group’s benefits, including event approvals.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.

    SubmissionsOnly willsubmissions only be approved withcontaining ALL ACCURATE content.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 clubgroup’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 frozen,disaffiliated, AKA disaffiliated.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!

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