Re-Registration

Re-Registration

Student Group Registration Status Tracking

Check your group registration in the following spreadsheets:

  • If your student group hosted an election before May 1 2018, 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 2018, go here!


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The New Executive:

Your Student Group has completed elections! Now you can begin the process of re-registering your Student Group for recognition and Student Group Services can be your guide. Follow these steps to learn about re-registering an existing Student Group on campus.

Executive Training:

The new Executive team will need to send at least one Executive to Executive Training within 2 months of the election month or risk suspension of group privileges.

Executive Training is hosted twice per semester and covers important policies and procedures that affect Student Groups

If your Student Group handles money, then an executive will have to complete Treasurer Training too.

Submit the 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:

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

If you are not listed on the Executive roster:

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

Registration Renewal Timeline

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
This 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

After 6 months:
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 will have to be included with your registration application? The preceding executive team should know, and if you’re still unsure, check the Registration Checklist under "Resources and Downloads".

In for Review:

Once submitted, it can take between 1 - 2 weeks for SGS to review your application. 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).

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.

Congrats:

You did it! Your Student Group is recognized on campus for another year. 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:

  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.

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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