Student Group Event Approval Process

As outlined in the Bylaw 200: Student Groups and Student Group Operating Policy, all events and activities must be submitted for review and approval via the online platform, Rubric. Advisors will help you navigate University of Alberta, UASU and external policies and procedures (e.g., AGLC, AHS, Outdoor Site Booking, Classroom Bookings) to ensure your event is safe and successful.

Important Submission Guidelines

• Submission Timeline: Events must be submitted during the planning phase and at least 15 business days before the event. Reviews usually take 1–3 weeks. We recommend submitting your event application as soon as you have most of the details finalized, especially if you would like to advertise the event well in advance.
• Event Advertising: Approval must be granted before advertising or announcing your event. In some cases, early advertising approval can be granted upon request.
• When to Submit: All events must be submitted for approval, including those you co-host with an external organization or when your group attends as an official body (e.g., conferences).
• Event Support: Student Group Services and Student Affairs are available to help you with event planning and prepare your submission.

Special Considerations

• Events that Don't Require Approval: Regular group meetings, AGMs, elections and Clubs Fair participation that are only for your members do not require submission. However, you can submit them for advertising purposes and we will try to expedite their approval.
• Late or Urgent Submissions: While we do our best to review late submissions for last-minute opportunities or unexpected changes, approval cannot be guaranteed. Our ability to review on a short timeline depends on current volume and the complexity of your event.
• Grief and Mourning Events: If your group is planning a gathering in immediate response to natural disasters, hate crimes or geopolitical conflicts, please contact Student Group Services expedited review and support.
• Contact Us: For additional resources or to confirm if your event requires submission, email Student Group Services clubs@uasu.ca or Student Affairs at Stdntaff@ualberta.ca.

How to Submit an Event for Review

1. Log in to Rubric 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. Double-check that your student group is affiliated by checking the notifications in the bottom left corner.
5. On the top menu, click "EVENTS 🎉"
6. 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
7. Follow the steps in the Rubric Event Wizard to complete the event submission form.
8. On the Event Summary page click Publish to submit your event for review and approval to Student Affairs Advisors in Student Success and Experience.

For more details, screenshots, and a preview of the event form questions, see the full Student Group Event Submission Guide and additional resources via the Student Group Services Resource Hub.

If you encounter issues:

• If the group you need to submit an event for is not listed, contact your group president to be added to the executive roster. They can update your permissions using these instructions.
• If your group is not affiliated, you will not be able to submit events. Contact Student Group Services at clubs@uasu.ca.