Recognized Student Group Resources

Purpose

This handbook is intended for Recognized Student Groups with the University of Toronto’s Graduate Students’ Union (UTGSU), and other student-run organizations (SROs) at the University of Toronto that are considering applying to become Recognized Student Groups.

Context

In the Fall of 2025, the UTGSU introduced a new process for the recognition and funding of SROs on the University of Toronto campus affiliated with graduate students’ engagement. The primary goals of this system are to: 

1. Create stronger relationships between the UTGSU and other SROs at the University of Toronto.
2. Provide access to UTGSU administrative resources to SROs, such as the Rubric platform, to support SRO capacity to provide resources to students, including UTGSU members. 
3. Increase oversight and accountability of UTGSU grants used to fund SRO events.

Resources

New: Group Initiative Grant

Overview and Purpose

The Group Initiative Grant is replacing the previous Donation Funding Stream with a modernized system including improved accountability measures. 

Funding Details

The Group Initiative Grant provides a maximum of $800 (up from a maximum of $500) to fund initiatives that directly: 

• Enhance the graduate student experience
• Foster community engagement

Example initiatives include events, new programs and services, media and content creation, and resource and equipment allocation. 

You can find a template budget document linked here. Please download the excel sheet to fill it in.

Application Process

Recognized Student Groups can apply through the Rubric platform by completing the “Group Initiative Grant Application Form.” 

Application Requirements: 

• Applications must be submitted no later than two weeks before the start of the initiative
• The submission must include:
  • A description of the initiative
  • A detailed expense budget, including the amount requested 
  • A schedule of all funding sources for the initiative 

Eligibility

Eligible Applicants: 

• Recognized Student Groups

Ineligible Applicants: 

• Course Unions
• UTGSU Committees or Caucuses
• Departmental Student Groups
• Student Groups that have not yet been recognized by the UTGSU

Updated: Conference & Academic Engagement Grant

Overview and Purpose 

The UTGSU offers annual funding for conferences, workshops, or other academic events organized and hosted by Course Unions and/or Recognized Student Groups. The purpose of this Grant is to foster collective or cooperative work amongst graduate students within or across disciplines.

Funding Details 

The maximum grant for any one event is $750. For more information, visit the UTGSU Conference & Academic Engagement Grants website page here. 

Application Process

Applications are to be submitted through a Student Club account (Course Union, Recognized Student Group) on Rubric. 

Requirements for Recognized Student Groups: Applications submitted as a subsidiary group of a Course Union must be registered as a Recognized Student Group on Rubric to apply for the Conference & Academic Engagement Grant. 

Eligibility

Eligible Applicants: 

• Course Unions 
• Recognized Student Groups 
• Recognized Departmental Student Groups 

Ineligible Applicants: 

• UTGSU Committees or Caucuses
• Student Groups that have not yet been recognized by the UTGSU

Rubric

All SROs are encouraged to register for the UTGSU’s new Rubric platform. The platform has powerful capabilities to keep track of members, store files, sell memberships, merchandise and event tickets, receive grant disbursements, send mass emails and text messages and much more. Think of it as Microsoft Excel, Google Drive, Eventbrite, Square, and Mailchimp all-in-one! 

Requirements for Student Groups

To maintain recognition, each Recognized Student Group must meet the following expectations throughout the academic year:

1. Follow your governing documents. Operate according to the constitution and other documents approved when your group was recognized.
2. Comply with UTGSU rules and regulations. All activities and decisions must align with UTGSU Bylaws, Policies, and the Equity Statement.
3. Be open to all UTGSU Members. Membership must be accessible to any eligible Member of the UTGSU who wishes to join.
4. Maintain UTGSU Member involvement. At least one-third of both your membership and leadership must be Members of the UTGSU.
5. Maintain a minimum membership. Your group must have at least ten (10) members at all times.
6. Uphold human rights and equity. Groups must not discriminate. All practices must comply with the Ontario Human Rights Code.
7. Operate as a not-for-profit. All revenue must support your own group’s activities. Funds may not be used to support outside organizations, including parent or umbrella groups.
8. Respect the University’s Policy on Student Organizations. Activities must be consistent with the University’s Policy on Open, Accessible, and Democratic Student Organizations.
9. Hold at least one general meeting per academic year. This meeting must be open to all members.
10. Hold elections annually. Leaders must be elected by the membership in a democratic process at least once per academic year.
11. Renew your recognition each year. Submit all required documents during the official renewal period.

Note: The Membership of the UTGSU includes all graduate students registered with the School of Graduate Studies.

Contacts

For general inquiries about becoming a Recognized Student Group, please contact the Student Group Administrator executivedirector@utgsu.ca.

For technical assistance related to the Rubric platform, please contact rubric@utgsu.ca.

Frequently Asked Questions

What is a Departmental Student Group?

A Departmental Student Group is a Recognized Student Group with significant ties to a single academic department at the University of Toronto. 

The determination of this classification is made by the Student Group Administrator during the application process. A group is typically classified as a Departmental Student Group if it meets one or more of the following criteria: 

• It receives significant funding from a specific academic department or its corresponding Course Union
• Its events and initiatives are primarily aimed at students enrolled in a single department
• It is formally integrated into the governance structure of a Course Union

Note on Appeals: If you wish to appeal this classification, you must submit your request to the Student Group Administrator, providing evidence that demonstrates the cross-departmental scope and appeal of your organization. The Student Group Administrator can be reached at: executivedirector@utgsu.ca. 

How Do I Become a Recognized Student Group?

Visit the website below for more information!