BearsDen and CCR

Where involvement begins.



We're adding to this FAQ constantly, so always check back or email us!

BearsDen can be a tricky place to navigate. Here you will find some common questions and answers regarding the system. Our contact information is also on the side of this page if you're still having trouble!

How do I access BearsDen?

You can reach BearsDen by CLICKING HERE and logging in with your CCID and password.

What is BearsDen?

BearsDen is software for students and student groups to act as a centre for non-academic activities on campus! It’s also what Student Group Services will be using for group registration, office/locker/mailbox applications, granting, and much more. It’s much more user-friendly, and it gives you a lot more control over your group information and marketing.

What are the benefits of BearsDen?

With BearsDen, you can:

  • Make events and advertise them on a virtual flyerboard for all students to see
  • Have your group marketed to students with similar interests
  • Have a group calendar that will sync with iCal, Google Calendars, Outlook
  • Maintain a customizable group page to market your group
  • Manage your own membership and rosters
  • Browse group listings, contact groups and individuals, and join groups from one location
  • Select and view your group involvement

I am trying to sign up and set up my individual user account, but BearsDen tells me that my ualberta email address is already in use. What do I do?

First, talk to your other group members. This message means that somebody with a different CCID than your own has put your ualberta email address down as their "Campus Email" or "Preferred Email" on their individual profile. This is not okay, obviously, so they need to delete your information from their profile. Once they have done so, you should have no problem setting up an account. If you can't find anyone who has done this (or will admit to this), SGS can find that information. Send us an email with your full name, your CCID, a description of the error message appearing, and we'll either tell you who you should be talking to or fixing it ourselves.

How do I save the form when I've already started it? Where's the button?

The form should save automatically, so there is no button. When you want to leave, make sure you LOG OUT completely - this means exiting the browser window, too!

All forms, including club registrations and other applications (for grants, volunteering, etc.) will appear in your profile when you are logged in. To access forms that you have started:

  1. Log in to BearsDen.
  2. Click on your name in the top-right corner, and then click on Involvement.
  3. On the menu, you should see a tab marked Submissions. When you visit this tab, click on the Organization Registrations button, and then just use the little Magnifying Glass Icon to access your registration!

I started my group registration, but had to step away from it. Do I have to start my form all over again?

Nope! BearsDen will auto-save any and all of the forms you are working on – including registration. Please see the previous FAQ for instructions to access your registration form.

How do I know that I have successfully submitted a form?

Easy peasy! You can confirm the status of your forms by visiting your Involvement menu.

  1. Log in to BearsDen.
  2. Click on your name in the top-right corner, and then click on Involvement.
  3. On the menu, you should see a tab marked Submissions. Access application forms under “Forms” and Club registrations under “Organization Registrations.”

Under the Status column on each page, you should see one of the following statuses:

  • In Progress: this means that your form has not been submitted yet. You can still edit the form at this point, by clicking on the eye icon.
  • Pending: This means you have submitted the form, and the group receiving it will have it in their review queue. You will not be able to make edits to the form if it is in this status.
  • Denied: This means the receiving organization has reviewed your submission but has not approved it. You will be able to edit the form by clicking on the eye icon. Usually there will be a message attached to the form as well sent to your BearsDen inbox.
  • Approved: This means the form has been received and accepted by the receiving organization. You will not be able to edit the form, but you should be able to download any attachments you uploaded (eg. Executive roster, constitution, etc.).

I am an executive for my student group, but I don't appear on the Officer List. Help!

You just have to change your privacy settings! To change your BearsDen Privacy Settings:

  1. Log in to BearsDen
  2. Click on your name in the top right-hand corner; click "Settings"
  3. Click on Privacy Settings
  4. You should see a list of the organizations of which you are a member. Click on the "Show" switch. If "Show" is blue, then you will appear on the public officer roster.

Note: Your privacy settings will also affect your eligibility to submit events for approval on behalf of your organization, so make sure you set them to 'public'! If you are still having trouble having your profile appear on the Officer List for your student group, please visit our Registration FAQ for more details.

I found a big problem. OR, I hate BearsDen. OR, there seems to be a bug in the system...?

Please let us know! You can contact us and we'll get on it as fast as we can. Because this is such a new system, we ask for your patience with any problems you encounter. This is our priority right now, so we'll do our best to make sure everything works as smoothly as we can.

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09:30am - 4:30pm
Monday to Friday


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