Starting a New Group
Student Group Registration Status Tracking
Check your group registration in the following spreadsheets:
If your student group submitted an application before May 1 2018, read this sheet.
If your student group submitted an application after May 1 2018, go here!
The Trip Begins:
You have a new idea for a Student Group! The process of registering a new Student Group for recognition includes a few steps and Student Group Services can be your guide. Follow these steps to learn more about registering a new group on campus.
Look At Groups:
There are over 450 Student Groups on campus and their information is readily available on BearsDen Before starting a Student Group, check BearsDen to see if there is a group with a similar interest or name as yours.
Yes, there is a Student Group that aligns with your goals and values:
Each group’s BearsDen page has some contact information. Consider reaching out to the current members and get involved.
Awesome, now you can find other folks to become the first 10 members of your new group.
Physical Activity Clubs:
Students wishing to start a club that teaches or instructs members in physical activities, such as dance, taekwondo, or other sports and activities, will no longer be reviewed by Student Group Services due to the high-risk nature.
If you are interested in starting a physical activity club, please contact Campus and Community Recreation, through the Club Sports & Outdoor Programs Coordinator Erin Sokoloski at firstname.lastname@example.org, to get started as part of their programming!
Find Your Members:
Student Groups are required to have a minimum of 10 members, who are current University of Alberta students, before they can be recognized.
Once you have found 10 members, you will need to choose at least 2 Executive members. We recommend electing the President and Treasurer (or 2 Co-Presidents, it’s up to you). You will want to select these officials before beginning the application process, as there are a few documents that require executive signatures.
For details on membership ratios scroll down to "Membership and Recognition Levels".
Submit the Application:
Log onto BearsDen to register your new Student Group with the following steps:
- Log In (and set up your User account if you haven’t already) on BearsDen.
- Click on “Organizations” on the top toolbar.
- Look for the heading “Register a New Organization” and then click on the grey “Register” button.
- Follow the instructions on the form!
Note: Your form will auto-save on BearsDen, but don’t forget to hit submit at the end.
Not sure what will have to be included with your registration application?
We have a handy Registration Checklist (under "Resources and Downloads") which breaks down the student group recognition application into a short list. Use this to guide you as you prepare to start the application on BearsDen!
The Constitution and Bylaws
The biggest part of a student group registration application will be the Constitution/Bylaws, or Governing Documents for your student group. To be recognized as an official student group at the University of Alberta, your student group must have a suitable constitution. Luckily for you, we have also composed a Student Group Constitution Handbook and Checklist (under "Resources and Downloads") to guide you!
Work on this document with the other founding members of your student group to ensure you’re all on the same page with the direction you’d like to take with your club.
In for Review:
Once submitted, it can take between 1 - 2 weeks for us to review applications. Once it’s been reviewed, we will send you back a response through BearsDen. It could be one of two responses:
Application Approved: This means your Student Group is officially recognized by the University of Alberta (and whatever other recognition level you applied for). You will need to complete all the training components within 2 months of approval or risk the group getting frozen.
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.
If it’s been longer than 4 weeks since you submitted your application and you have not heard back from us, please feel free to contact us at email@example.com
Group Leader Orientation:
After your application for recognition has been approved, the next step is to complete training. At least one executive must sign up to complete Group Leader Orientation, which covers important policies and procedures that affect Student Groups.
Group Leader Orientation (GLO) is the training piece of the student group recognition cycle. In addition to registering/re-registering your student group each year, member of your student group executive team are required to complete the GLO Program.
GLO contains three components; Essentials, Skills, and Finances. All student groups are required to complete each component of training. Only student groups that do not handle money are exempt from completing Finances.
You did it! You are now a recognized Student Group on campus. You can now take advantage of all the great opportunities available to recognized Student Groups! We at Student Group Services are here to help you through any bumps and hurdles that come your way, so feel free to ask for our help! Just don’t forget to re-register the group every year.
Membership and Recognition Levels
University of Alberta recognition: All Student Groups that register are recognized by the University of Alberta.
Requirements for UofA recognition include:
|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
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:
|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 grants through the SU Student Group Granting Program, including the Equity, Diversity, and Inclusion (EDI) Fund
- Ability to apply for and receive Awards through the SU Awards Program
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:
|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
- Eligibility to receive grants through the Equity, Diversity, and Inclusion (EDI) Fund, administered by Student Group Services
Still have questions?
We also have a handy FAQ that you can reference if you have any issues. If your question isn’t answered there, shoot us an email or give us a call and we’re happy to help you out!
09:00am - 5:00pm
Monday to Friday
Student Group Services Office
0-81 Student Life Central
Students' Union Building
University of Alberta
8900 - 114 Street NW