Terminology (draft)
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 clubsstudent groups at the University of Alberta, as well as the Rubric platform.
A
Active - AThe status of a student group,group equivalentthat has submitted annual registration and met all the requirements of recognition, resulting in the approval of their registration. These groups are able to affiliated.access Aall clubavailable thatfeatures ison recognizedRubric forand up to one year byall the University of Alberta (and potentially the UASU or GSA) with full access on Rubric.
The full listprivileges of student group recognitionrecognition. benefitsThis canis beequivalent foundto here.the affiliated status.
Annual Elections - A term used to denote a student group's yearly elections to democratically select their next incoming officers.officers. These are held during the group's election month.month.
Advising - A serviceservice offered by Student Group Services. Either scheduled or drop-in (with in-person,person and online options), a staff member of SGS will be able to provide guidance and advice at a student group's request.
Affiliated - AThe status of a student group,group that has submitted annual registration and met all the requirements of recognition, resulting in the approval of their registration. These groups are able to access all available features on Rubric and all the privileges of student group recognition. This is equivalent to active. A club that is recognized for up to one year by the Universityactive of Alberta (and, potentially, UASU or GSA) with full access on Rubric.status.
AppointedAppointment - A non-democratic processprocess used to select leadership within a student group. An individual is given a position through non-democratic matters,methods 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 processprocess where a group makes alterations to their constitution.constitution. Any changes must be approved by SGS and then voted in favour by the group's general membership before being implemented.
B
ByelectionsBy-elections - A processprocess 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 - AThe termstatus used to describeof a member withon full accessprobation in a givenstudent club.group. TheSpecific specificsreasons for and consequences of bad standing are outlined in a group's constitution,constitution, but this status generally limits the member has fullmember's rights/benefits (e.g.within the rightstudent to vote, the right to participate in all group functions).group.
C
Campaign (feature) - A featurefeature on Rubric accessed through the navigation bar by users with executive permissions. Allows for mass-messaging to members through either text or email. More information is available here.
Club - A group of students at the University of Alberta, united by a core mission or purpose, and recognized by Student Group Services via the registration process. Clubs may be defined in a variety of ways, according to, for example, a shared program of study, a commitment to service, a common activity, philosophy or background or particular perspective. More commonly referred to as a student group, and rarely as a society on the Rubric platform.
Club Account - A term that describes theThe official account of a given clubstudent group on Rubric.
Club Account Email - A term that describes theThe official account email of a given clubstudent group on Rubric. Using the club portal,portal, an individual may login and access all features of a club account. This should only be used by the club'student group's President or an SGS staff member.
Clubs Fair - AAn eventservice provided semesterlyhosted by Student Group Services in both Fall/Winter.Winter Theto help student groups recruit more members. These events are the largest gatheringgatherings of active student groups on campus, marketed and representedare marketed to the general student body. Student groups sign up for a designated shift and are provided a space (table) to interact with attendees in order to promote their organization.
Club Files (feature) - A featurefeature on Rubric accessed through the navigation bar by users with with executive permissions. Allows a group to store a variety of files, including past submissions or constitutions.constitutions.
Club Portal - A login portal on Rubric that iscan only accessiblebe used if you have the club account email loginand information.password.
Club Management Page - A term that describes theThe main landing page for a clubstudent account.group account. This is accessible either forby logging in as a student group officersofficer or through the club account email.email.
Conditional Approval - AThe termapproval that describesof a student group's registration that was approved with additional requirements, communicated by a SGS staff member. Groups that receive conditional approval are temporarily granted provisional recognition. The requirements must be completed by an assigned deadline, or affiliation will be revoked.
Constitution - A term that describes theThe highest governing document for a student group. This document is requiredmandated 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 - AThe status of a student group.group that has been disaffiliated A club that fails to be recognized for moreover than onea year pastfollowing their registration deadline,deadline. andThe thereforegroup's isaccount will no longer inbe operation.accessible, and they will not be eligible to reregister.
Disaffiliated - AThe status of agroups studentthat group,fail to obtain an approved registration by their deadline. The group will have little-to-no access to Rubric's features until they obtain approval of their registration. This is equivalent to frozen.the Afrozen club that has failed to complete an approved annual registration with restricted access on Rubric.status.
E
ElectedElection - A democratic processprocess used to determineselect 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,favour, rather than against (or add.,abstaining. abstaining).To be recognized, all groups must select their executives through fair and democratic procedures.
Elections (feature) - A featurefeature on Rubric accessed through the navigation bar by users with 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 - AThe term used to denotemonth when a student group hosts their annual election. This month is recorded by SGS, and is outlined in 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 a student groupgroup's elections.election. ThisThe duties of this role includesinclude but isare not limited to:to Ballotballot counting, rule setting, timeline management, enforcement,enforcement of election rules, etc.
Event - Any student function organized by a student group for its members and their guests, on or off campus, including but not limited to, social events, demonstrations, events involving alcohol, travel, fundraising, guest speakers, physical activity or events involving the issuance of a gaming license from the Alberta Gaming, Liquor and Cannabis (eg. raffle, 50-50 draw, casino).
Events (feature) - A featurefeature on Rubric accessed through the navigation bar by users with with executive permissions. Allows a group to submit events for review. To host and market an event, all groups must have their submissions approved through this feature.
Executive - A term that describes officerOfficer roles with executive-level power over a student group. These positions must be electedelected and includesincludes, (but is not limited to)to, those with access to the group's finances, votingthe power to vote on behalf of the group's general membership, access to confidential information, or the responsibility of acting as a liason/representative,liaison/representative etc.on the group's behalf.
Executive Role and Permissions (feature) - A feature on Rubric that allows a group to create officer roles asaccording to what is outlined in their constitution. These roles can have unique executive permissionsexecutive permissions that give an assigned individual access to specific Rubric features. ItThey can also be assigned to multiple individuals.
Executive PermissionView (feature) - A featurefeature 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 - AThe status of agroups studentthat group,fail to obtain an approved registration by their deadline. The group will have little to no access to Rubric's features until they obtain approval of their registration. This is equivalent to disaffiliated.the Adisaffiliated clubstatus.
Forms (feature) - A feature on Rubric that allows a group to access forms offered by the University of Alberta,Alberta andStudents' UASU.Union. Accessed using the navigation bar,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 termterm used to describe an individual who proposes a new group on campus. They are responsible for ensuring the new group process is completed, and for developing foundational principles to ensure the longevity of a new group.
G
Good Standing - A termterm used to describe a member onwith probationfull access in a given club.student group. The specifics are outlined in a group's constitution,constitution, but generallythe limitsmember has full rights/benefits (e.g. the member'sright clubto rights/benefits.vote, the right to participate in all group functions).
Graduate Students' Association (GSA) - A representativeThe organization that represents graduate students and oversees GraduateGSA Studentgroup Groupsrecognition at the University of Alberta. AlongTheir withstaff generalwork recognitionalongside fromStudent theGroup UServices ofto A,ensure shouldgroups aare supported and meet student group meet the additional requirements, GSA recognition can be granted on a yearly basis. requirements.
Group Leader Orientation (GLO) - A requiredrequired training issued by Student Group Services. Through self-enrolment, a student can learn a variety of topics related to student groups.groups, Includingincluding but not limited to policies, finances, conflict management, and team collaboration.
I
Incoming Officer(s)/Executive(s) - A term used to describe individualsIndividuals recently elected or appointed into their officer position.
Initial Registration - A term used to describe theThe second stage of the new group cycle.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 (feature) - A feature on Rubric that hosts a student group's public landing page. When the officialgroup clubis homepage.affiliated, Canthis page can be seen by students, executives, and staff at the University of Alberta. Hosts a variety of information concerning the group of interest,group, including memberships, events, officers, and news updates.
M
Majority - A termterm used to describe the thresholdthreshold of voters greater than (minimum) 50%. In most cases, it is referring to a majority favour -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 (feature) - A feature on Rubric accessed through the MembershipsMemberships 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 - AIndividuals termwho usedare toofficially describeinvolved individuals recognized byin a given clubstudent group for, at most, a year. At the bare minimum, membership information required for registration (i.e. email, full name, enrolment status) must be recordedprovided by theeach group to be recognized. member.
N
New Group Cycle - The timeline that encompasses the process of becoming a recognized student group on campus. There are twotwo intakenew group cycles in a given year, with given deadlines and requirements to complete the process.
New Group Proposal - A termterm used to describe the first stage of the new group cycle.cycle. The proposal outlines the basics of a new group, specifyingincluding the founder'smandate interest.and scope of the group, plans for financial management and events, and a membership petition. It is reviewed by SGS staff members, and must recievereceive a passing score in order to proceed to the next stages.
O
Officer(s) - A termterm used to describe any individuals with a leadership positionsposition in a student group.group, Includingincluding but not limited to directors,presidents, vice presidents, directors, coordinators, etc.
Organization(s) - A termterm 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 statusRecognition of a student group. A club is recognizedgroup with additional requirements and deadlines, discussedwhich are established with the SGSgroup Program Lead and officially documented. A group receives provisional recognition when their registration is conditionally approved.
T
Quorum - AThe term used to describe the minimum number of individualsmembers 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 termThe usedacknowledgement of a student group for receipt of specific benefits. In order to describereceive recognition, a group formallymust approvedhave bysubmitted annual registration and continue to meet all the Universityrequirements of Albertarecognition. (and potentially, UASU or GSA). ItRecognition is awarded on a yearlyyearly 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. Recognized groups are considered active/affiliated.
Recruiters - A term used to describe a person representing a group for the purpose of engaging with or registeringrecruiting new (potential) members.members. Typically, theythis areterm designatedis atused public-facingto eventsrefer -to suchgroup asmembers who participate in Clubs Fair. on a group's behalf.
Registration - AThe service completedprocess by Studentwhich Groupa Services.group requests student group recognition. Registration must be completed annuallyannually by a student groupgroup, to be awarded recognition. Itand is completed on Rubric using the FormsForms feature.
Resubmission - A term used to describe a form previouslythat was denied, modified by the submiter, and now submitted again for reassessment.
Rubric - The official platform for student group involvement and management at the University of Alberta.
Rubric Support Team - The developers that oversee the Rubric platform's functionality and programming.
S
Showcase - AAn eventterm usedhosted by Student Group Services in Winter to describehelp astudent pivotalgroups portionrecruit ofmore (Winter) Clubs Fair.members. 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;group, separateas froman tabling.alternative to tabling.
Signing Authority(es) - A term used to describe individualsIndividuals with access to a student group's bank account and the authority to make deposits to, withdrawals from, and administrative changes to the account. This power is authorizedreserved tofor officersexecutive explicitly stated in the group's constitution,officers, with a minimum of 2 (and maximum of 4)4 authorities at any given time.
Soliciting - A term used to describe anyAny type of unwanted or unrequested communication, either written or verbal, that is used by an individual in order to promote their student group.
Student Affairs Advisors (SAA) - TheStaff officialmembers who are part of a team in the University of Alberta staff team ofAlberta's Student Success & Experience portfolio that oversee student group events and insurance. They work in tandem withalongside SGS to ensure groups are supported and meet student group recognition requirements.
Student Group - A group of students at the University of AlbertaAlberta, requirements.united by a core mission or purpose, and recognized by Student Group Services via the registration process. Groups may be defined in a variety of ways, according to, for example, a shared program of study, a commitment to service, a common activity, philosophy or background or particular perspective. Less commonly referred to as a club, and rarely as a society on the Rubric platform.
Student Group Services (SGS) - The officialteam UASUin staffthe teamUniversity of Alberta Students' Union that overseeoversees student group recognition, advising, resources, clubs fair, and more. They work in tandem withalongside a variety of external departmentsdepartments, (...)including the Student Affairs Advisors and Graduate Students' Association, to ensure groups are supported and meet student group recognition requirements.
Student Life Central - The official branch of the UASU InfoLink desk located in the lower level of the Students' Union Building (SUB). TheyStaff at this desk work in tandem withalongside SGS to ensureprovide groupsfrontline areadvising properlysupport scheduledto forstudent bookingsgroups, withinbook SUB,spaces, gainrent theirout equipmentequipment, rentals,accept mail,payments, and much more.
Student Portal - A login portal on Rubric that allows students to view clubsstudent groups as either interested members, or officersswitch (withto thea appropriateclub permissions).account to manage their student group.
Student Success & Experience (SSE) - Formerly known as the Dean of Students' Office,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-upmethod for arecruiting designatedmembers, shiftpromoting andan areevent, provideddisseminating ainformation, spaceor (table)otherwise torepresenting interact with attendees in order to promote theiran organization.
Term - A term used to describe theThe length of time an individual remains in an officer role, which can last for up to one year.
The Office of Trademarks & LiscensingLicensing (T&L) - The officialofficial 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 LiscensingLicensing Agreements with student groups who wish to utilize any University of Alberta trademarks.
Transitions - AThe process ofthrough training,which informing,outgoing officers train and supportingsupport incoming officers to make sure they have the proper tools and resources for their upcoming term.
U
University of Alberta Students' Union (UASU) - The officialorganization Students'that Unionrepresents ofundergraduate students at the University of AlbertaAlberta. whoWe’re advocate,here improve,to advocate on your behalf, improve your experience as a student, and make sure you’re getting the support you need. Your UASU is filled with services, businesses, events, perks, resources, and job and volunteer opportunities to help you make the most of your student experience. Providing multiple services, events, and resources, Student Group Services is onea department of departmentsyour that provide support to all student groups on campus. UASU.
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 formalFormal 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. SGS can issue verification letters to recognized student groups.