Registration

Where involvement begins.

Just can't get enough SGS? If our FAQs don't have the answer, you can also check out the SGS Facebook Page for more updates and information!

NEW STUDENT GROUPS

How do I find a student group to join?

Log on to BearsDen, and look at the organizations list to search for groups by name, description, or even common interests! If you still can't find the group you want, send us an email to see if we know of any groups that might fit your bill. If we can’t help you find one, we can help you start one!

How do I start a student group?

The first step is to make sure that you aren't duplicating another group on campus. Ask around, but most importantly: check BearsDen! Once you've logged in with your CCID and password, click on "Organizations" in the top tool bar to navigate the full list of current active student groups. If you find a group that is already doing what you have in mind, click on the "About" tab on their profile page to contact them about joining!

If you don't see a student group that already exists in the niche you're interested in, head back to the "Organizations" page. On the left-hand side underneath the tool bar, there will be a grey "REGISTER" button with a clipboard icon. Click on that, and fill out this form. Some things you'll need before you can register to be an officially recognized group:

  • at least 10 U of A students that want to be in the new club
  • a mission statement or other short description of the mandate of your club
  • a constitution

You can find the full list of requirements and regulations, as well as some handy resources, on our Registration page!

Is there a deadline to register a new group?

No: New group registrations are processed in a rolling deadline. It is easiest for us though, if you register as close to your intended elections month as possible! If your group needs a rush on registration, please come talk to us to see what we can do for you. Note: Registration for new groups may be put on hold during our highest volume registration period, usually in April - May. Keep your eye on our social media, subscribe to our newsletter, or check the Registration page for updates.

Why isn’t my student group showing up when I search them on BearsDen?

New Organizations will not show up on BearsDen searches until the registration has been approved. If your new student group has been approved, and is not showing up in BearsDen searches or on the Organization list, please contact us! It is likely a clerical error with switching your group’s organization type in the database.

EXISTING STUDENT GROUPS

What is registration renewal and when do I have to do it?

Registration renewal (or re-registration) happens once a year and coincides with your student group's election month. As stated in the UAPPOL Student Groups Procedure, groups must complete registration annually to remain recognized by the University of Alberta. This is also so that we have the most up-to-date information about your student group, executive, and plans for the year (even broadly!).

You can re-register your student group from the first day of your elections month until the last day of the month following. So for example, if you hold your elections in March, you can submit your registration until April 30!

How do I re-register my group from last year?

Check your BearsDen page on the first day of the month of your general election. (Your group's registration 'expires' on the last day of your election month.) There should be a blue bar underneath your group's BearsDen profile name that has a big "REGISTER" button on one side. Click that button and it will take you to the registration form! Fill it out, and don't forget to hit SUBMIT!

We will review your registration application within 2-4 weeks. If it has been more than 2 weeks since you submitted your registration form, feel free to email clubs@su.ualberta.ca to request a status update!

Does registering my club with the University mean that my club is a charity or registered non-profit organization?

No. There are some student groups that are affiliated with charities recognized by the Canada Revenue Agency (CRA), and some student groups that are, themselves, charities that are recognized by the CRA, but registering for club recognition does not grant charitable organization status. For more information on how you can register your club with the Alberta Societies Act, click here; for information on how to get your club recognized as a charity with the Canada Revenue Agency, click here.

Why isn’t my student group showing up when I search them on BearsDen?

If your group is not showing up in the search or Organizations list, it is likely that the page has been Frozen for being late with registration. There is a work around this: click on your profile (name), then “Involvement.” This will take you to a page that should list all of the organizations of which you are a member. To access your frozen BearsDen page, click on the student group name, and then “Organization Site.” A blue bar with a REGISTER button should appear on the group profile page. Please contact us if the registration bar does not appear.

If your group is not showing up in searches, and does not appear on your Involvement page, please contact us. It is possible that the group page was set to “Inactive,” which happens when a group’s registration period has past by 6 months without application.

Why isn’t my Officer List (or Executive Roster) up to date on BearsDen?

Make sure that your registration is up to date: did you or someone on your current executive complete registration after elections? No? Please complete your registration. (Check some of the above FAQ if you’re having trouble with registration!)

If your registration has been submitted, but has not yet been approved, please give us at least 2 weeks to review your application.

If your registration has been approved, please wait until the next upcoming Friday for the Co-Curricular Record to be updated. The Co-Curricular Record also updates student group Officer Lists on BearsDen.

If it has been more than a week since your registration has been approved, ensure that your executive members update their profile privacy settings. You can send them these handy instructions (copy + paste; we won’t tell anyone!).

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.

If your officer list is still inaccurate after these steps have been taken, please contact us at clubs@su.ualberta.ca and we will help you.

My officer list has changed because we had a by-election or an officer stepped down. Can my group roster be changed even though it's not my election month?

Yes! Please email a copy of your new executive roster and the meeting minutes from the meeting during which the change(s) took effect. If you're not sure about when that is or how to do it, please let us know!

Email your exec roster changes to clubs@su.ualberta.ca.

This change procedure also applies to changes made to your student group constitution!

I'm trying to reduce waste and make my group's operations more sustainable. Any tips?

Definitely! Our fellow Students' Union Service, Sustain SU is a great resource for your group. Sustain SU can provide you with information on sustainable practices, tips on waste reduction around campus, and reusable dishes for your events. Contact Sustain SU for more tips and tricks.

Can I get a website or email address for my group?

Once your group is registered for the current year, please visit the IST website to set up a CCID for your student group. The process is now completely online! Send a request to IST.

I have no idea what I'm doing.

That's totally okay. Drop by our office and we can have a chat - if your executive left you with no contact information for your bank, we can look it up. If you have no idea how to access your group's website, we'll help you out. If you've lost your 45-page constitution to some demon-virus on the internet, we'll help you get a new one going. If SGS can't help you, we'll be able to find someone who can - so don't hesitate to send us an email, give us a call, or drop by the office!

Social
Facebook Twitter Instagram
Contact

Phone

780-492-9789

Fax

780-492-4643

Email
clubs@su.ualberta.ca

Hours

09:30am - 4:30pm
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