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 Faculty Association

Undergraduate Residence Association

Undergraduate Campus Association (Augustana Student Association or l'Association des universitaires de la Faculté Saint-Jean)

Undergraduate SRA (Indigenous Students' Union or International Students' Association)

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.

Student Representative Associations are exempt from maintaining a membership list as their members are determined by factors such as enrolment in a certain faculty or program, living in a certain building, etc and SRA executives may not have access to this data directly. This may additionally apply to some Department Associations or GSA recognized groups.

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".

For Student Representative Associations (SRAs), such as Faculty, Department or Residence Associations, please write in a qualifying statement for membership in your organization, eg. "all Arts undergraduate students" or "all students living in International House residence". This only applies if your membership is limited to people in a certain faculty, department, residence, etc 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]

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]

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]

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]

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]

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:

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]