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.