A behind-the-scenes look at what it takes to reap the benefits of becoming a ratified student group.

Picture this: September begins, and you start to fall into the familiar routine of classes and work, when suddenly the best idea for a campus club you’ve ever had pops into your mind. What can you do about it? 

What turns a club from a dream into a reality? What goes on behind the scenes before these clubs can start welcoming students? 

Creating a club starts with ratification. For students looking to start a new group, ratification is the process that officially brings a club under the umbrella of the University of Saskatchewan Students’ Union (USSU). From membership requirements to training, starting a club involves more than simply coming up with a good idea. 

To access student group benefits, such as funding opportunities, help promoting your club, and the ability to book certain campus spaces for free – including Louis’, Louis’ Loft, a table in the Arts Tunnel and campus rooms – a group must become ratified. A ratified campus group is a club that is recognized and approved by the USSU.

Once a group is fully ratified, they can apply for several types of USSU funding, including project and initiative grants, sustainability funding, and grants supporting diversity, equity and inclusion. 

A group can be fully or provisionally ratified. The Vice President of Operations and Finance grants ratification, and the decision is then reported to the Campus Groups Committee. For 2026-27, the Vice President is Elmer Vincent. If over two-thirds of the Campus Groups Committee votes to overturn the decision, they can remove ratification. 

Provisional ratification gives a group temporary access to certain benefits, like general liability insurance, space bookings and USSU training. However, it only remains in effect for up to 28 days. During that time, a group must submit the required materials to become fully ratified. 

Becoming ratified is an involved process with several steps. A campus group must have at least 10 members and four undergraduate elected executive members. Groups must also pay a ratification fee and meet other legislative requirements outlined in the USSU’s Campus Groups Policies, such as submitting a tentative budget. 

For campus clubs, the ratification fee is $100. Constituency groups have different rates based on membership size. If the club’s application is submitted between May 1 and Aug. 31, 50 per cent of the ratification fee will be waived as an early application discount. Fees can be paid in person at the USSU front desk in Place Riel or e-transferred to deposits@ussu.ca. 

Another requirement is that half of the executive members must complete GOALS training. GOALS, or Group Orientation and Leadership Sessions, is designed to teach executives about a variety of topics to help guide their club through a fun and successful year. Topics change based on need, but often cover sexual assault prevention, financial management and governance. 

To better understand the process and challenges involved in ratification, I spoke with Sydney Loerzel, president of the USask K-Pop Club, and discussed her experience with ratification. When I asked what she thought of GOALS, she responded:

“I was quite happy with it, and I was honestly surprised I didn’t do it sooner. I was an exec in a club beforehand, before doing it a year ago, but only had to do it a year ago because only half of the exec have to [do it], and I honestly think it should be [changed so all the] exec need to do it so that everyone has it, because it’s good information.”  

This year, GOALS consisted of four modules: anti-racism, sexual violence, 2SLGBTQIA+ information and democratic governance. These modules were selected to help ensure that ratified groups act with the USSU’s values in mind, including mutual respect, professionalism and teamwork. 

Ratification can sound daunting. Going through every painstaking detail can feel exhausting, but despite the number of requirements, Loerzel’s experience suggests that the process may be more straightforward than it initially appears. 

“I haven’t gone in to see what the form looks like for getting reimbursement … But so far, what I have seen, honestly, I’m happy with it. It was easy to follow,” explained Loerzel.

For students who make it through the ratification process, the responsibilities of running a group continue beyond the application. Most authority roles come with sacrifice. To fully understand how difficult it is to get a club ratified, you also have to understand the continuing challenges of leading a group. 

“There’s a lot that goes into [it], like organizing, getting everyone on the same page,” explains Loerzel. “But with who I am and my personality, that kind of aspect is fun.” 

If you or someone you know is thinking of starting a club, don’t let the fear of paperwork or getting out there stand in your way. It might be much simpler than it sounds. All it takes is a few forms and the willingness to have your heart on your sleeve. That being said, ratification is still an involved process, and being a student leader is never strictly easy. So, it’s important to be aware of potential challenges and to recognize that not everyone will face them in the same way. 

Even if the process is relatively straightforward, some questions are likely to come up. What if not everyone in the club goes to USask? What if the club wants to hold events involving alcohol? What if your new club idea is really “out there”? It’s time to examine the fun facts of ratification. 

Ratification allows non-university students to be considered part of the club, provided that at least 75 per cent of members are undergraduates. Maybe that’s a sign to invite your unemployed ex-boyfriend to your next club meeting. Maybe it’s not. But more importantly, it shows that friendships formed beyond the campus walls are still welcome to participate in university club life. 

Ratification also allows clubs to access funding for fun activities and book spaces for gatherings and events. With the purchase of additional insurance, even alcohol can be covered — though not pub crawls. No matter how much you wish they could be.

If a campus group is interested in extended insurance, they can apply at the VP Office of Operations and Finance. A club must show its rental agreements and, if required, gaming permits. If alcohol is involved, a club must also provide proof of liquor permits, catering agreements, the volume of alcohol being served, safe transportation plans and the number of serving staff with proof of the staff’s Serve It Right certificates. 

The four main types of groups are constituency groups, campus clubs, sporting clubs and cultural clubs. Clubs offer something for everyone, whether you are looking to meet like-minded individuals, see the world from a new perspective or create something entirely new. That being said, a club must have a purpose, follow the guidelines in the USSU’s Campus Groups Sample Constitution and cannot exist solely to plan events. 

After reading all this, you may be sitting back and asking your final question: Why does ratification matter? Why should  I care about the clubs on campus anyway? 

I asked Loerzel why clubs matter to campus life, 

“It gives people a chance to find others with their shared interest. I’m from Saskatoon… so I kind of know people around here. But some people come from other provinces, other places. They don’t have social connections, friends that help motivate them through school life. Clubs can bring you together to find [people] and help you through, and it’s a good little break from the studies and stresses.” 

That may ultimately be the most important part of the process. Clubs can bring people together, and ratification allows clubs to do what they do best. 

But as for what it means to you? 

There’s only one way to find out.  

New group registration