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The Student Groups Procedure states that all events/activities organized or planned by a student group must be submitted for approval to the Office of the Dean of Students via the online platform for review by the Student Affairs Team. The Student Affairs Team assists Student Groups in navigating various university and external policies and processes, including, but not limited to, , , the University's Outdoor Site Booking and Office of the Registrar Room Bookings to support student groups in organizing safe and fun events.

Events must be submitted during the planning phase and a minimum of 15 full business days prior to the event. We strongly encourage you to submit your application as early as possible once you have the majority of your planning details in place. Approval may take 1-3 weeks and must be granted prior to the group announcing or advertising the event/activity. If you wish to advertise your event weeks in advance of the event, please submit it earlier than the minimum timeline.

Every event/activity that student groups hold (or participates in as members of the group) must be submitted, with the exception of regular meetings, annual general meetings, and elections that are open only to members of the group. If your group partners with an external organization to host an event, or your group is advertising or promoting an event under your group name, the event must be submitted for review and approval. If you have any questions, please email sgevents@ualberta.ca, and the Student Affairs Team will clarify if your event/activity needs to be submitted.

For additional information and resources for organizing different types of events, view the Alcohol, Travel, Physical Activity, Speakers, and Minors pages.

How to Submit an Event for Review

Through Society Portal (portal.hellorubric.com)

1. Log into using your student group email address.
2. Click on the "EVENTS 🎉" page.
3. Select "Create New Event" in the top right corner.
   1. Create Event = Hosted by a single student group
   2. Create Collaborative Event = Hosted by multiple student groups
4. Complete the event form.
5. Click Publish to submit your event for review and approval.

Through Individual Account (hellorubric.com)

1. Log in to using your CCID and password.
2. In the top right corner, click on the person icon.
3. Under "Switch Accounts" choose the club for which you are submitting an event.
4. On the left sidebar, click "Events."
5. Click "Create New Event" in the top right corner.
   1. Create Event = Hosted by a single student group
   2. Create Collaborative Event = Hosted by multiple student groups
6. Complete the event form.
7. Click Publish to submit your event for review and approval.

If you are not able to switch to the correct group or do not see the Events tab, contact your student group administrator. They will need to add you as an executive member with event access using the feature.