Re-Registration

Registering Student Groups on Campus

Student Group Registration Status Tracking

Check your group registration in the following spreadsheets:

  • If your student group hosted an election before May 1 2019, read this sheet.
    Note: Your group may appear twice in this spreadsheet, please check that you are looking at the 2018 registration information.

  • If your student group hosted an election after May 1 2019, go here!

Need help navigating the spreadsheets? Check out our tip-sheet.

Getting Your Group Recognized on Campus

Print this poster yourself, or pick up a copy at Student Life Central (0-81 SUB), or in the Student Group Lounge (0-11 SUB)!

alt text

Deadlines

Your student group's NEW EXECUTIVE is required to complete the following by the last day of the month following elections. Eg. If your elections happen every year in March, GLO must be completed and an online application must be submitted on behalf of the group by April 30.

If we have not received a registration application by 6 months following the original registration/training deadline, we will deactivate the group's BearsDen page. To re-activate the student group's recognition status, you will have to first email Student Group Services at clubs@su.ualberta.ca.

What's GLO?

GLO is Group Leader Orientation: informational training sessions to help your club get started on the right foot, and continue to build skills throughout the year, too!

GLO is made up of Essentials, Skills, and Finances.

The minimum requirement is that each component must be completed by at least one person from the executive team. It doesn't have to be the same person doing all three! We recommend that the president (or equivalent) completes Essentials, and that the treasurer (or equivalent) complets Finances.

The Online Application

There are 2 methods to accessing the application, but both require you to Log on to BearsDen first.
If you are listed on the Executive roster:

  • Click on the grid beside your initial in the top right, choose "Manage"
  • This will bring you to the Action Centre, choose the group your registering under “My memberships”
  • This will bring you to a page where a blue “Re-register” button pops up.

If you are not listed on the Executive roster:

  • After logging into BearsDen, choose "Organizations" along the top icons
  • Click on "Register an Organization"
  • Search for your group
  • Click on the blue "Re-register" button beside the name

Student Group Services will review online applications within 3 weeks (15 business days). Applications are always reviewed in the order in which they are received. Once we have reviewed the application, we will notify you with one of the following messages, via BearsDen:

  • Application Approved: This means your Student Group is officially recognized by the University of Alberta (and whatever other recognition level you applied for).
  • Application Denied: This means some parts of the application need to be changed. We will always leave explanations on how to fix any errors. Once you’ve made the required changes, you can re-submit the edited application and we will review once more.

Not sure what will have to be included with your registration application? Check out the Registration Checklist under "Resources and Downloads".

So what's in it for you?

Student groups who are recognized at the University of Alberta are eligible for a LOT of perks and privileges on campus! Some types of recognition will give you additional perks. All of them are described below.

University of Alberta recognition: Standard recognition granted by the Dean of Students, via Student Groups Services. Currently, all clubs that register according to the information on this page will be recognized by the University.

Requirements for UofA recognition include:

  Membership Executive
University of Alberta At least 10 current UofA students, Must be at least 2/3 students before non-student members can join All must be current UofA students

Perks of being recognized by the University of Alberta include:

  • Free booking of rooms and tables on campus
  • Discounted booking of SU venues like Dinwoodie Lounge & Dewey’s
  • Discounts at SUBPrint, on food at Room at the Top & Dewey’s, and more with the Executive VIP Card
  • Access to Clubs Fair
  • Ticket distribution for events through InfoLink
  • Credibility as a recognized student group at the University of Alberta
  • Potential insurance coverage
  • Ability to rent projectors, tables, & more from Student Group Services
  • Equipment rentals for projectors, tables, & more from Student Group Services
  • Access to Coca Cola Activation Fund for events on campus

Students’ Union recognition: If your group is predominantly Undergraduate students, then your group could be recognized by the Students’ Union (in addition to the University of Alberta).

Requirements for SU recognition include:

  Membership Executive
Students' Union Majority (over 50%) must be U of A undergraduate students 100% must be current U of A students, and Majority (over 50%) must be Undergraduate Students

Perks of being recognized by the Students’ Union and the University of Alberta:

  • All the benefits of U of A registered groups
  • Access to renting office and storage space in SUB (offices, secure shelves, locked equipment cages)
  • Ability to apply for and receive Awards through Student Group Granting Program
  • Ability to apply for and receive funding through Equity, Diversity, and Inclusion Grants

Graduate Students’ Association recognition: If your group is predominantly Graduate students, then your group could be recognized the Graduate Students’ Association (in addition to the University of Alberta).

Requirements for GSA recognition include:

  Membership Executive
Graduate Students' Association 2/3 must be graduate students 75% must be graduate students

Perks of being recognized by the Graduate Students’ Union and the University of Alberta:

  • All the benefits of U of A registered groups
  • Ability to apply for and receive GSA grants
  • Ability to apply for and receive funding through Equity, Diversity, and Inclusion Grants

Additional Registration Requirements

Insurance
Most student groups will not need their own insurance, but if your group is a registered non-profit organization or other legal entity, or is involved with many high risk activities, your group should have its own insurance policy. If your group does have its own insurance, you’ll need to provide proof of this to the SGS office. For more on the requirements for student group insurance, please see this document from University Insurance and Risk Assessment.

Bank Account
If your group will be handling any money, you will need to have a student group bank account. The bank account information should be submitted with the online form. If your group needs to start up a new bank account or transfer signing authorities, SGS will be happy to provide you with a letter of confirmation for your bank once all other registration steps have been completed. The only exceptions to this are groups whose funding is handled through a faculty or department on campus – if these apply, you may not be asked to set up an external account.

Affiliate Letter
In some cases, student groups that are closely affiliated with external organizations, charities, or businesses will be required to submit an affiliate letter with their registration. SGS will contact your group if this letter is required.

Anything Else
SGS will contact your group if we have need of any more information, or if we don’t fully understand the information submitted to us. Our office reviews all registration applications thoroughly so that we can provide the best possible service to student groups.

Recognition FAQ

What if I submit my registration form ON my group's deadline?
Your group will remain in good standing, as long as GLO has also been completed by this date! This means that your club will be "provisionally recognized", and can start to book rooms, apply for grants, etc. If your club has submitted a registration application but has not completed GLO, your privileges will be suspended; the organization page will appear as "Frozen" on BearsDen. The group will remain FROZEN until your application is approved, and your GLO requirements are complete.

What does being "Frozen" mean?*
Student groups that have not submitted their registration and/or have not completed their GLO by their deadline, will have their BearsDen profiles frozen. This means that the following privileges will be suspended (note that this list is not exhaustive and other privileges can also be withheld for unregistered groups):

  • Event hosting
  • On-Campus Room booking
  • Access to Student Group Grants and other campus granting programs
Social
Facebook Twitter Instagram
Contact

Phone

780-492-9789

Fax

780-492-4643

Email
clubs@su.ualberta.ca

Hours

09:00am - 5:00pm
Monday to Friday

Address

Student Group Services Office
0-81 Student Life Central
Students' Union Building
University of Alberta
8900 - 114 Street NW
Edmonton, AB
T6G 2J7