Terminology
The language of student groups can be overwhelming at times! This page can be used to gain a deeper understanding into the niche terms used for clubs at the University of Alberta, as well as the Rubric platform.
A
Active - A status of a student group, equivalent to affiliated. A club that is recognized for up to one year by the University of Alberta (and potentially the UASU or GSA) with full access on Rubric.
Annual Elections - A term used to denote a student group's yearly elections to democratically select their next incoming officers. These are held during the group's election month.
The full list of student group recognition benefits can be found here.
Advising - A service offered by Student Group Services. Either scheduled or drop-in (with in-person, online options), a staff member of SGS will be able to provide guidance and advice at a student group's request.
Affiliated - A status of a student group, equivalent to active. A club that is recognized for up to one year by the University of Alberta (and, potentially, UASU or GSA) with full access on Rubric.
Appointed - A process used to select leadership within a student group. An individual is given a position through non-democratic matters, including but not limited to interviews, selection by a single individual, mentorship priming, etc. This should only be used for non-executive positions.
Amendment - A process where a group makes alterations to their constitution. Any changes be approved by SGS and then voted in favour by the group's general membership before being implemented.
B
Byelections - A process utilized by student groups in the case of a vacant position within their leadership structure. This process is outlined in the group's constitution, and can be implemented at any point during the year.
Bad Standing - A term used to describe a member with full access in a given club. The specifics are outlined in a group's constitution, but the member has full rights/benefits (e.g. the right to vote, the right to participate in all group functions).
C
Campaign - A feature on Rubric accessed through the navigation bar with executive permissions. Allows for mass-messaging to members through either text or email.
Club Account - A term that describes the official account of a given club on Rubric.
Club Account Email - A term that describes the official account email of a given club on Rubric. Using the club portal, an individual may login and access all features of a club account. This should only be used by the club's President or an SGS staff member.
Clubs Fair - A service provided semesterly by Student Group Services in both Fall/Winter. The largest gathering of active student groups on campus, marketed and represented to the student body.
Club Files - A feature on Rubric accessed through the navigation bar with executive permissions. Allows a group to store a variety of files, including past submissions or constitutions.
Club Portal - A login portal on Rubric that is only accessible if you have the club account email login information.
Club Management Page - A term that describes the main page for a club account. This is accessible either for student group officers or through the club account email.
Conditional Approval - A term that describes a student group's registration that was approved with additional requirements, communicated by a SGS staff member. The requirements must be completed by an assigned deadline, or affiliation will be revoked.
Constitution - A term that describes the highest governing document for a student group. This document is mandated for all groups and must be in compliance with all student group policies. If amendments are needed, a group must submit an Information Update Request Form and have the changes approved by SGS before the general members cast their vote.
D
Deactivated - A status of a student group. A club that fails to be recognized for more than one year past their registration deadline, and therefore is no longer in operation.
Disaffiliated - A status of a student group, equivalent to frozen. A club that has failed to complete an approved annual registration with restricted access on Rubric.
E
Elected - A process used to determine leadership within a student group. An individual assumes a position as a result of the group’s decision, with eligible members voting majority in favor, rather than against (or add., abstaining).
Elections - A feature on Rubric accessed through the navigation bar with executive permissions. Allows a group to host their (annual or by-) elections on the platform. To be recognized, all groups must select their executives through fair and democratic procedures.
Election Month - A term used to denote when a student group hosts their annual election. This month is recorded by SGS, and the group's constitution, and determines when the group's annual registration is due.
Election Supervisor - A term used to describe a person who is in charge of running student group elections. This role includes but is not limited to: Ballot counting, rule setting, timeline management, enforcement, etc.
Events - A feature on Rubric accessed through the navigation bar with executive permissions. Allows a group to submit events for review. To host an event, all groups must have their submissions approved through this feature.
Executive - A term that describes officer roles with executive-level power over a student group. These positions must be elected and includes (but is not limited to) those with access to the group's finances, voting on behalf of the group's general membership, confidential information, acting as a liason/representative, etc.
Executive Role - A feature on Rubric that allows a group to create officer roles as outlined in their constitution. These roles can have unique executive permissions that give an assigned individual access to specific Rubric features. It can also be assigned to multiple individuals.
Executive Permission - A feature on Rubric that gives executive roles access to specific Rubric features.
Executive View - A feature on Rubric that allows student officers to access the club management page by logging in through the Student Portal.
Event Organizer Training - A required training issued by Student Success & Experience. Through self-enrolment, a student can learn a variety of topics related to event planning, event submissions, marketing and more.
F
Frozen - A status of a student group, equivalent to disaffiliated. A club that has failed to complete an approved annual registration with restricted access on Rubric.
Forms - A feature on Rubric that allows a group to access forms offered by the University of Alberta, and UASU. Accessed using the navigation bar, it includes registration forms, storage space applications, verification letters, information update requests, and more. You can also see past submissions that were approved, denied, or are still pending.
Founder - A term used to describe an individual who proposes a new group on campus. They are responsible for ensuring the new group process is completed, and developing foundational principles to ensure the longevity of a new group.
G
Good Standing - A term used to describe a member on probation in a given club. The specifics are outlined in a group's constitution, but generally limits the member's club rights/benefits.
Graduate Students' Association (GSA) - A representative organization that oversees Graduate Student Groups at the University of Alberta. Along with general recognition from the U of A, should a student group meet the additional requirements, GSA recognition can be granted on a yearly basis.
Group Leader Orientation (GLO) - A required training issued by Student Group Services. Through self-enrolment, a student can learn a variety of topics related to student groups. Including but not limited to policies, finances, conflict management, and team collaboration.
I
Incoming Officer(s)/Executive(s) - A term used to describe individuals recently elected or appointed into their officer position.
Initial Registration - A term used to describe the second stage of the new group cycle. A full registration form must be completed and approved in order for a group to be recognized.
Information Update Request - A feature on Rubric through the Forms page. Groups can request name changes, constitution amendments, election month changes, and more.
L
Link in Bio - A feature on Rubric that hosts the official club homepage. Can be seen by students, executives, and staff at the University of Alberta. Hosts a variety of information concerning the group of interest, including memberships, events, officers, and news updates.
M
Majority - A term used to describe the threshold of voters greater than (minimum) 50%. In most cases, it is referring to a majority favour - where most of the voters vote in favour of a decision.
- Simple Majority - greater than (>) 50%
- Substantive Majority - greater than (>) 66%
- Super Majority - greater than (>) 75%
Membership Types - A feature on Rubric through the Memberships page. Allows a group to have different tiers of membership that regulate their access to the group, including event ticketing, election votes, newsletters, etc.
Members - A term used to describe individuals recognized by a given club for, at most, a year. At the bare minimum, information required for registration (i.e. email, full name, enrolment status) must be recorded by the group to be recognized.
N
New Group Cycle - The process of becoming a recognized student group on campus. There are two intake cycles in a given year, with given deadlines and requirements to complete the process.
New Group Proposal - A term used to describe the first stage of the new group cycle. The proposal outlines the basics of a new group, specifying the founder's interest. It is reviewed by SGS staff members, and must recieve a passing score in order to proceed to the next stages.
O
Officer(s) - A term used to describe any individuals with leadership positions in a student group. Including but not limited to directors, vice presidents, coordinators, etc.
Organization(s) - A term used to describe a student group, service, or sponsor in a given circumstance.
Outgoing Officer(s)/Executive(s) - A term used to describe individuals completing their officer term.
P
Provisional Recognition - A status of a student group. A club is recognized with additional requirements and deadlines, discussed with the SGS Program Lead and officially documented.
T
Quorum - A term used to describe the minimum number of individuals from a group required to be present to discuss business (e.g. vote). For example, a group of 100 members with a 50% quorum would require 50 members to attend a meeting in order to conduct a vote.
R
Recognition - A term used to describe a group formally approved by the University of Alberta (and potentially, UASU or GSA). It is awarded on a yearly basis and must be renewed annually. Groups that are recognized are given full benefits, including but not limited to event submission, room bookings, granting, and more.
Recruiters - A term used to describe a person representing a group for the purpose of engaging with or registering new (potential) members. Typically, they are designated at public-facing events - such as Clubs Fair.
Registration - A service completed by Student Group Services. Registration must be completed annually by a student group to be awarded recognition. It is completed on Rubric using the Forms feature.
Resubmission - A term used to describe a form previously denied, and now submitted again for reassessment.
S
Showcase - A term used to describe a pivotal portion of (Winter) Clubs Fair. Presented on stage, student groups are given the opportunity to perform in front of the student body and feature a key element of their student group; separate from tabling.
Signing Authority(es) - A term used to describe individuals with access to a student group's bank account. This power is authorized to officers explicitly stated in the group's constitution, with a minimum of 2 (maximum of 4) at any given time.
Soliciting - A term used to describe any type of unwanted or unrequested communication, either written or verbal, that is used by an individual in order to promote their group.
Student Affairs Advisors (SAA) - The official University of Alberta staff team of Student Success & Experience that oversee student group events and insurance. They work in tandem with SGS to ensure groups are supported and meet University of Alberta requirements.
Student Group Services (SGS) - The official UASU staff team that oversee student group recognition, advising, resources, clubs fair, and more. They work in tandem with a variety of external departments (...)
Student Life Central - The official branch of the UASU InfoLink located in the basementlower level of the Students' Union Building (SUB). They work in tandem with SGS to ensure groups are properly scheduled for bookings within SUB, gain their equipment rentals, mail, and more.
Student Portal - A login portal on Rubric that allows students to view clubs as either interested members, or officers (with the appropriate permissions).
Student Success & Experience (SSE) - Formerly known as the Dean of Students' Office, they provide accessible support to students that allow them to succeed academically, professionally, and in community. Further information can be found on their official website.
(Rubric) Support Team - The official Rubric Developers that oversee the platform's functionality and programming.
T
Tabling - A term used to describe the basic format of Clubs Fair. Student groups sign-up for a designated shift and are provided a space (table) to interact with attendees in order to promote their organization.
Term - A term used to describe the length of time an individual remains in an officer role, can last for up to one year.
The Office of Trademarks & Liscensing (T&L) - The official University of Alberta department which protects the reputation, brand and image of the University of Alberta. They work with SGS to ensure groups are properly utilizing any University of Alberta branding, and issue Liscensing Agreements with student groups who wish to utilize any University of Alberta trademarks.
Transitions - A process of training, informing, and supporting incoming officers to make sure they have the proper tools and resources for their upcoming term.
U
University of Alberta Students' Union (UASU) - The official Students' Union of the University of Alberta who advocate, improve, and support the student experience. Providing multiple services, events, and resources, Student Group Services is one of departments that provide support to all student groups on campus.
- unsure how to relate this to GSA so the additional recognition is noted.
V
Verification Letter - A service provided by Student Group Services. Verification Letters are formal documents that can verify information on the behalf of a recognized group, including transferring signing authority of a group's bank account, confirming a group's recognition, opening a new bank account, etc.