Where involvement begins.
How to Register
As per the Student Group Procedure, student groups will complete registration renewal annually, in conjunction with their election month. Student groups will now have until the end of the month following their election month (EM) to submit their registration online through BearsDen. For example, if your election is in March, you have until April 30th to submit your registration for review.
|Timeline||What Is This Date?||How does it impact my club?|
|1st Day of EM - Last Day of Month Following||Registration available on BearsDen||Your Club's privileges are maintained, as long as an application for recognition renewal is received.|
|Last Day of Month After EM||Deadline for registration form to be received.||Your Club's privileges will be FROZEN after this date if no registration form received.|
|Last Day of 2nd Month After EM||Deadline for Executive Training to be completed.||If your registration has been approved, it is provisional* until training is completed. Your Clubs's privileges will be FROZEN after this date if training is not completed.|
Provisional Recognition means that your club can start to book rooms, apply for grants, etc., as long as your registration form was submitted on time. If your club submits a registration application late, your privileges will remain FROZEN until your application is approved, and your Executive Training is complete.
Frozen? What's Frozen?
Student groups that have not submitted their registration by the end of their registration period, or who have not completed their Executive Training, 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
If a previously registered group goes unrecognized for more than 6 months following their election month (eg. September 1st in our example), SGS will consider the group to be INACTIVE. Students wishing to re-activate the student group must contact Student Group Services directly.
Not sure what your registration status is for 2017-18?
Visit our live-updating Registration Status Tracking Sheet, here.
NEW Re-registration for Faculty Associations and Residence Associations will be primarily managed by the Discover Governance office, as they work in closer contact with Representative Associations on behalf of the Students' Union.
Faculty Association Registration for 2017-18 is now available on BearsDen. Contact Student Group Services or Discover Governance if you have any concerns.
Residence Association Registration for 2017-18 will be available soon. Check back on BearsDen or here for updates.
If you are a member and/or executive of one of these groups and have specific questions, please feel free to contact Discover Governance or your specific advisor or residence counsellor.
New groups can apply at any time during the school year, keeping in mind that there may be busier months to apply in than others, and will be transitioned into the election month timeline for their next registration submission once they are approved. SGS will inform your new club of the next required registration period for your student group at the confirmation of your original registration.
NEW: January 31 2017 Students wishing to start a club that teaches or instructs 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.
Clubs that teach dance or other physical activities that are already recognized by Student Group Services will be grandfathered under previous operating policy. If you have any concerns about your club's status, please let us know at email@example.com.
Graduate Student Departmental Groups
All departmental groups registered with the Graduate Students' Association should now be using the Departmental GSA Default Constitution. Recognition from the GSA is subject to approval by the Graduate Student Association. If you have questions about whether your student group is eligible for GSA recognition, please email firstname.lastname@example.org.
- New Group Tipsheet
- New Group Registration Overview
- Returning Group Tipsheet
- Returning Group Registration Overview
- Registration Checklist
- Constitution Handbook
- Constitution Checklist
- Constitution Template
- Default GSA Constitution
- Constitution FAQ
- Liability Agreement
- Executive Roster Template
- BearsDen Privileges & Privacy Policies
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