URSA Ratification HubStudent Group
Student Group
Ratification
This page outlines the process, requirements, and resources for student groups seeking ratification with URSA.
Please review all sections before submitting materials.
Interim Ratification
Winter & Spring 2026Simplified requirements to support group activation.
Full Ratification
Fall 2026 OnwardsLong-term governance and financial standards.
Benefits
Why Become a URSA-Ratified Student Group:
Access to Funding
- Eligible to apply for URSA grants and financial support for events, programs, and projects (subject to availability and approval)
- Eligible for a minimum base funding allocation ($150) upon ratification (subject to budget availability)
Official Recognition
- Listed as a recognized student organization
- Operates under URSA's governance framework
Access to Campus Resources
- Eligible to access room bookings, event support, and promotional opportunities, where available
Governance Support
- Guidance on constitutions, leadership transitions, and compliance requirements
Governance Representation
- Opportunity to participate in General Council and consultative bodies
Risk & Conduct
- Operates within established conduct and accountability standards
- Access to institutional support when issues arise
Continuity & Stability
- Support for leadership transitions and long-term sustainability
Increased Credibility
- Demonstrates legitimacy to departments, sponsors, and external partners
Note: Ratification also comes with responsibilities, including compliance with URSA policies and reporting requirements.
Eligibility
Who can apply
Student groups are eligible to apply if they:
- Have a constitutionally defined membership and executive team
- Include University of Regina students as members
- Are active on campus
- Operate in accordance with University of Regina policies
- Commit to complying with URSA governance requirements
Process
1
Register
Submit the Student Group Registration Form.
2
Submit Initial Documents (Interim)
Upload available documents (constitution if available, executive info, registration form).
Banking and AGM documentation may be submitted later.3
Review
URSA reviews submitted materials.
4
Alignment
You may be asked to sign an addendum or revise documents.
5
Consent
Sign the ratification consent form (two executive signatures required, completed in person).
Ratification may be granted provisionally while remaining operational requirements (e.g., AGM, bank account setup) are completed within the agreed timeline.
6
Approval
Receive confirmation and onboarding information.
7
Full Ratification Transition (Fall 2026+)
Groups will be guided through full compliance requirements.
Required Documents
Submission Checklist
Interim Ratification
Winter 2026- Registration form
- Executive contact list
- Draft or existing constitution (if available)
- Signed consent form
Additional documentation encouraged but not required at this stage.
Full Ratification
Fall 2026+- Approved constitution
- AGM or election minutes
- Proof of bank account
- Annual financial summary
Support & Templates
Guided Constitution Template
Template for new groups creating a constitution.
Model Constitution
A standard model to adopt or reference.
Constitution Alignment Addendum
For existing groups aligning with URSA policy.
Constitution Review Rubric
Checklist used for reviewing constitutions.
Ratification Consent Form
Mandatory form for two executives to sign.
Requirements Checklist
Overview of all requirements.
Details
Informed Consent
By becoming ratified, groups agree to:
- Follow applicable URSA policies
- Maintain financial accountability
- Comply with governance requirements
- Follow university regulations
- Participate in review processes
Some groups may be invited to meet with URSA to review these obligations.
Typical Timeline
2–3 WeeksDocument review
1–2 WeeksRevisions (if required)
OngoingOnboarding
Timelines may vary depending on submission quality and volume.
Application Status & FAQ
Request status updates by contacting VP Internal.
Do we need to rewrite our constitution?
Not necessarily. Some groups may be approved using their existing constitution along with an alignment addendum. Others may be asked to make minor revisions. URSA will advise you based on your submission.
Do we need a meeting?
Not all groups require meetings. Some groups may complete the process through written guidance, while others may be invited to meet if additional clarification is needed. Groups may also request a meeting at any time.
Can we receive funding before approval?
No. Only ratified groups are eligible for URSA funding. Funding timelines depend on university fee releases and budget approvals.
What if we are missing documents?
If required documents are missing, URSA will contact you with next steps. Your application will remain pending until all materials are received.
How long does ratification take?
Most applications are reviewed within 2–3 weeks. Applications requiring revisions or additional documentation may take longer. Timelines may vary based on volume and submission quality.
What does “informed consent” mean?
Informed consent means that groups understand their rights, responsibilities, and obligations under URSA ratification. This may be completed through written guidance, meetings, or both.
What happens if our executives change?
Groups must notify URSA when executive changes occur. Updated contact information and documentation may be required.
Do we need a bank account before applying?
No. A bank account is not required for Interim Ratification. Groups are expected to work toward establishing an account for Full Ratification. URSA will provide guidance if needed.
Can non-students be executives?
No. All executives with signing authority must be members in good standing of URSA.
What if we disagree with a review decision?
Groups may request clarification or reconsideration by contacting the VP Internal. URSA aims to work collaboratively with groups to resolve issues.
Do we need to reapply every year?
Groups are expected to maintain compliance and submit updates annually. URSA will provide renewal instructions.
What happens if we become inactive?
Inactive groups may lose ratified status. Re-ratification may be required to regain recognition.
Can our constitution include additional rules?
Yes. Groups may include additional internal rules, provided they do not conflict with URSA policies.
Who has access to our information?
URSA collects information only for governance and administrative purposes. Information is handled in accordance with privacy and university policies.