GRADUATE

STUDENT
GROUP
HANDBOOK
2020-21
HELLO AND WELCOME!
Welcome!

At the GSA, we provide a strong foundation for our members and community by offering valued services
and programs that support and empower graduate students during and after their academic endeavors. We
create an environment built on fiscal sustainability, social engagement, and effective representation.

The GSA is here to enhance the experience of all grad students, and one of the ways in which we do this is
by encouraging engagement by facilitating Graduate Student Groups (GSGs). We encourage you to start
your own group based on research, cultural, or special interests.

The GSA is pleased to support this exciting initiative with ongoing financial support for all GSGs. If there is a
GSG that aligns with your interests, we encourage you to join it. If you would like to create a new GSG, we
hope this handbook will assist you in doing so.

Although GSGs receive support, financial and otherwise, from the GSA, GSGs operate autonomously and
function independently of the GSA according to each organization’s own governing documents.

If you have any questions in regards to your GSGs or to create a new GSG, don’t hesitate to reach out!

Best wishes for a rewarding year with your GSG,

In this handbook, you will find:

• Information about forming a new GSG;
• An outline of the responsibilities of GSG
members;
• An outline of other services available to
GSGs;
• Information on funding for GSGs; and
Mary Zhang • Instructions on adding your GSG
information to the University’s
GSA VP Student Life 2020-21
Co-Curricular Record (CCR).

FREQUENTLY ASKED QUESTION

What is the difference between a Departmental Graduate Association (GSG) and a Graduate Student
Group (GSG)?

A GSG is a graduate student organization composed of Active Members in a Department at UCalgary

and must appoint Representatives to the GSA Graduate Representative Council (GRC), while a GSG
is a graduate student organization composed of Active Members linked by a common academic or
other interest. Both groups must be ratified and recognized by the GSA Board of Directors.

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 1

MAIN CONTACT
VP Student Life Events Coordinator
Mary Zhang Megan Sawchuk
[email protected] [email protected]
General and policy questions Event support

Governance and
Services Coordinator
Crystal Ellis
[email protected]
Creation of GSG
Change of information
Operational Bursary
Event Grants
Graduate Representative Council

IMPORTANT YEARLY DEADLINES

Change of Information October 15
Event Grant Funding Intake 1 October 15
Event Grant Funding Intake 2 April 15
Annual Report April 30

WHAT NEEDS TO BE DONE EVERY YEAR

Requirement Description Deadline
Change of Information Update the GSA on your GSG’s information October 15
including the current membership list,
 Fill out the Change of Bylaws, bank agreement with new signing (Your GSG can fill out
Information Form authorities, new executives. The completion this form any time before
of this form grants your $300 Operational October 15. The GSA
Bursary. encourages early completion
of the form.)
Annual Report The Annual Report needs to be completed April 30
by all GSGs at the end of April. Follow the
template and instructions from the GSA to
complete the Annual Report form. Failure to
complete the Annual Report will lead to loss
of future funding.
Event Approval and The GSA needs oversight over GSG events Ongoing, Receipts must
Support to ensure proper risk management and be submitted to the GSA
preparation to protect our graduate students before October 15 (for
 Fill out the Event and the public. GSGs must submit the events hosted between Apr.
Submission Form Event Submission Form for event grants, 1 and Sept. 30); April 15 (for
promotional items, insurance, and equipment events hosted between Oct.
rentals. 1 and Mar. 31).

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 2

LINKS TO IMPORTANT FORMS
• GSG Creation Form
(Use this form to register a new Graduate Student Group)
• GSG Change of Information/Operational Bursary Form
(Use this form to update the GSA about your new Executives, updated banking agreement, and
Bylaws)
• Event Submission Form
(Use this form to request equipment rental, event grants, insurance information, and promotional items)
• After Event Report Form
(Use this form to submit receipts for your event(s) that you have requested GSA Event Grant funding)

CREATION OF A NEW GSG

Congratulations on your creation of a new Graduate Student Group! The first step in registering your GSG
is to fill out the GSG Creation Form with the following items:
• Executives’ contact information;
• GSG Bylaws;
• List of members; and
• Minutes from the Annual General Meeting/meeting where the Bylaws were approved by members for
approval by the Board.
The Governance and Services Coordinator shall then submit the creation request to the Board within five
(5) business days of receiving the request for official ratification. The final decision shall be emailed to
the GSG within fifteen (15) business days of submitting request. Once approved, the GSG must provide
documents proving the GSG holds a bank account with a minimum of two signing authorities.

EXECUTIVE ELECTIONS
• All GSGs must hold annual elections for their Executive positions.
• If no students are interested in running for the GSG Executive positions, the positions may be
appointed.
• A minimum of three (3) GSG Executive positions are required, and be occupied by Active Members, to
form a GSG. At minimum, these positions must be:
○ President;
○ Vice President; and
○ Treasurer.

It is strongly recommended that all GSG Executives are elected through a democratic process. Visit gsa.
ucalgary.ca/elections to view documents regarding the GSA election process. If you would like to know how
the GSA governs its association in a given situation, please contact the GSA Chief Returning Officer (CRO)
at [email protected].

GSG AGREEMENT (APPENDIX A)

The GSG Agreement outlines the responsibilities of the GSGs expected by the GSA, outlined by the GSA
Bylaws, and GSG Policy. Every year, a GSG executive has to confirm its agreement with the terms and
conditions in the GSG Agreement. A signed copy of this agreement MUST be submitted with the GSG
Change of Information form.

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 3

GSG POLICY
The GSG Policy outlines the policy and procedures for proper governance of GSGs. It is the responsibility
of GSG Executives to ensure they are aware of and adherent to this policy document. Further, the Policy is
meant to mitigate the Association’s liability connected with the activities of GSGs.
Read the GSG Policy here: https://gsa.ucalgary.ca/graduatestudentgroups/

GSG EXECUTIVE TRANSITIONS

Depending on the bylaws of your GSG and how you choose to govern it, the Executives of your GSG will
most likely change from year to year. To make this transition smooth, we have a few recommendations for
you:
• Use general email addresses with an email provider such as Gmail so they can easily be passed on when
an executive position changes;
• Use an online filing system such as Dropbox for your GSG documents so all your members can easily
access them;
• When new executives are transitioning in, make sure they are aware of all important documents, contacts,
and procedures; and
• Encourage each executive of your GSG to write an Annual Report of completed and ongoing initiatives,
events, etc.

Please contact the Governance and Services Coordinator if you have any questions about transitions.

CHANGE OF INFORMATION due OCTOBER 15

By October 15 of every year, or as soon as possible, all GSGs need to complete the Change of Information
form to update the GSA about:
• New executives’ contact information;
• Current list of GSG members;
• Signed copy of the GSG Agreement by an Executive;
• Banking agreement clearly stating the name of the bank account, and bank signing authorities (those are
authorized to sign cheques on behalf of the GSG); and
• GSG governing documents (either Bylaws or Constitution).

Access the form here: https://gsa.ucalgary.ca/gsg-change-informationoperational-bursary-form/

GSG LIST AND CONTACT INFORMATION ON THE GSA WEB SITE

The GSA will keep a list of GSGs, and their contact information on the GSA website for easier
access to GSGs by graduate students and by other GSGs.
Visit the list here: https://gsa.ucalgary.ca/graduatestudentgroups/

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 4

GSG FUNDING
The GSA offers funding to support the creation and operation of GSGs, as well funding for events that
promote GSG activity between graduate faculties, departments and students. This is a competitive process,
awarded on a first-come-first-served basis, and funding is not guaranteed. The GSA retains the ultimate
authority as to the disbursement of all GSA funding.
Please note that funding is awarded on the basis that the GSG is in good standing (i.e., submitting their
annual report before the deadline, and submitting the GSG Change of Information/ Operational Bursary
Form).

Available funding for GSGs are:

Start-up Grant Operational Bursary Event Grants

$300 $300 $300

Purpose: Initial funding Purpose: Annual continued Purpose: Offset cost of GSG events.
for newly formed GSGs. funding for pre-existing
GSGs. Amount: Receipt amount up to $150 per intake
Amount: $300 (total of $300 per year). Eligible for up to $200 per
Amount: $300 year for insurance coverage reimbursement.
Eligibility: One-time
grant upon creation of Eligibility: GSGs can apply Eligibility: Eligible expenses include food,
a new GSG, provided for one $300 Operational beverages (non-alcoholic beverages, wine, and/
that the application Grant per year (April 1 - or beer only), advertising and other event-related
and all appropriate March 31) after their first costs. Beverages should not cover more than
documentation have year of operation. 25% of the total bill.
been received and
approved. ► Deadlines & Details: How to apply:
Must submit Annual Report ► STEP 1:
Deadlines & Details: by April 30 each year. Submit your event here Event Submission Form
Must apply within 3 The online Change of
months of the GSG Information form must be ► STEP 2:
startup date. GSG must completed and submitted Submit your receipts after the event here After
register online no later no later than October 15 Event Report Form
than April 15 of each each year
year.
Deadlines: Receipts must be submitted to the
GSA before October 15 (for events hosted
between Apr. 1 and Sept. 30); April 15 (for events
hosted between Oct. 1 and Mar. 31).

OTHER FUNDING RESOURCE

• GSA Quality Money Program: https://gsa.ucalgary.ca/financial-support/quality-money-program/

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 5

BANK ACCOUNTS AND FINANCIALS
GSGs should have an independently-operated bank account in order to receive GSA funding or if you plan
on applying for outside funding.

Your GSG’s financial records must be both accurate and transparent. Any member of your GSG should be
able to review your financial documents after giving reasonable notice. Two signing authorities are strongly
recommended for each account in order to ensure that accountability and integrity are maintained at all
times. To ensure the accuracy and transparency of your GSG’s finances, keep a spreadsheet noting all
revenues, expenditures, their sources, and the reasons for each item.

The University of Calgary, including the GSA, will not be held responsible for any liability related to the
collection, use or dispersal of GSG’s own bank account or funds, nor will the University or GSA provide
insurance or safe-keeping for such funds.

ANNUAL REPORT due APRIL 30

All GSGs must submit an annual report to the Governance and Services Coordinator at the close of each
academic year. Annual Reports are due by April 30 (or the next business day) of each year.
The annual report should be approximately 2-4 pages in length and must include the following items:

• Executive names and e-mail addresses for both the outgoing executives and (if known) the incoming
executives;
• Total number of members;
• List of activities for the academic year;
• Financial statements (income statement, cash balances, and outstanding items); and
• Issues or concerns (if applicable).

CO-CURRICULAR RECORD RECOGNITION FOR

GRADUATE STUDENT GROUP CONTRIBUTIONS
The Co-Curricular Record (CCR) is the University of Calgary’s official record for extra-curricular involvement
on-campus as a graduate student. The CCR is a valuable tool for you to present alongside your resume
to prospective employers and/or to professional/graduate schools to highlight your complete university
experience.
Once on the CCR site, you will see that with each activity/position you add to your CCR, you will also be able
to highlight the learning outcomes of that activity or position. To learn more about the CCR, or find out what
activities are recognized at the graduate level, send an email to [email protected].

EVENT SUPPORT
The GSA provides event support to all GSGs. The Event Organizer of the GSG must fill out the Event
Submission Form and obtain a formal written approval from the GSA in order to be obtain event support
including event grants, GSA/LDL promotional items, equipment rentals, etc. More details continued on the
following pages.

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 6

EVENT SUPPORT (CONT.)
EVENT SUBMISSION FORM
Link: www.gsa.ucalgary.ca/eventforms
This form is intended for any GSA Student Groups (GSGs, GSGs, consortium, or GSA committees) to
request event support including:
; Equipment rental;
; GSA promotional items for prizes;
; Event Grants for GSG/GSG/Consortium
Please submit the form at least 3 weeks prior to the event date. The GSA shall follow up with the request
2-5 business days with further instructions.

EVENTS HANDBOOK
What you will find in the Events Handbook:
• General steps of event planning including risk management, promotions, execution, and evaluation;
• Details of available event support;
• Advice and requirements for special events including off-campus events, with alcohol consumption, field
trips, pet therapy, etc; and
• Resources for venue booking, transportation, and booking equipment.

COMMERCIAL GENERAL LIABILITY INSURANCE - APPENDIX B

The Co-operators General Insurance Company has partnered with The Graduate Students’ Association
of University of Calgary to create a custom insurance solution for the various student groups under the
Association. This policy provides an individual liability limit for each group to protect its members and
volunteers in the event of occurrences where responsibility for Bodily Injury or Property Damage is alleged.
Regular meetings of GSA members/student groups at coffee shops, workshops, classrooms, and other on-
campus facilities would be covered.
In some scenarios, additional liability coverage will need to be purchased, in order to supplement the
existing Commercial General Liability policy. This additional liability may be “written-in” to the base policy, or
a “standalone” supplemental policy may be required. If your event requires additional coverage, insurance
must be obtained before receiving any event support from the GSA (i.e., swag, equipment rental, event
grant) and room bookings from the university. Please see Appendix B to help determine if additional
coverage is required for your planned event/activity.
GSGs/Consortiums/GSGs can receive up to $100 reimbursement per intake (total of $200/year) when
purchasing proper insurance for events, if required. Proper documentation & receipts are required when
applying for the post-event grant. Complete the Event Submission Form for further details and assistance.

RAFFLES
If your GSG is planning on hosting a raffle, a provincial licence is required. Please visit the AGLC website for
more information about hosting a raffle: https://aglc.ca/gaming/licences/raffle-20000-and-less

GSA/LDL PROMOTIONAL ITEMS

GSGs are able to request GSA/LDL promotional items to use as giveaways at their events. All GSGs can
apply for GSA promotional items to give away as prizes at their event(s). Prizes are granted on a first-come-
first-serve basis and are not guaranteed. GSG limit is two (2) requests per year. Prize type and availability
based on current stock levels and at the discretion of GSA staff.

EQUIPMENT RENTAL
The GSA has a projector, a portable Bluetooth speaker, and a water boiler for rental. GSGs can request
rentals of these equipment through the Event Submission Form. GSGs are asked to follow procedures
and sign rental agreement to access these equipment for events. Note: streaming of live sporting events in
university classrooms is prohibited. Movies/documentaries/shows require license, contact Copyright office for
information.
www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 7
WAIVERS AND WAIVER ADMINISTRATION
It is the GSG’s responsibility to prepare appropriate waivers for events to avoid potential claims resulted from
body injury to event participants or third parties. The GSGs may seek waiver templates and guidance from
the UCalgary’s Risk Management website HERE: https://www.ucalgary.ca/riskmgmt/services/waivers-and-
informed-consents

CLASSROOMS, TABLES, AND GREEN SPACE BOOKING

GSGs are now able to book classrooms, green space, and tables through Conference and Event Management
(CEM) for your meetings and events for free. Please view the Agreement between CEM and the GSA for
more details on the GSA web site. All bookings need to be completed through the CEM website.
There is no limit on how many classroom bookings a GSG can request per month. Please find more details
HERE.

OTHER CONTACTS FOR SPACE BOOKING ON CAMPUS

(Please be advised that some conditions are applied to venue bookings on campus. Please coordinate with
the venue to learn about these restrictions.)
Name of Space Charges Booking references and request forms
Downtown campus Usually yes ucalgary.ca/downtown/events-conferences/meeting-rooms-
event-spaces
Foothills campus Usually no ucalgary.ca/instructionalresources/bookingservices
Vitruvian Space Usually no ucalgary.ca/fsc/vitruvian/book_space
Rozsa Centre Usually yes scpa.ucalgary.ca/theatre-services/facilities
The Loft Usually no Please contact GSA Events Coordinator for details
Grad Commons Usually no library.ucalgary.ca/commons
Nickle Galleries Usually no Please contact Marla Halsted for details and booking
requests
(403) 210-6201, [email protected]
Community Hub Usually no ucalgary.ca/wellnesscentre/node/938
Kinesiology gyms, spaces Usually yes https://kinesiology.ucalgary.ca/activeucalgary/booking-room
Kinesiology gyms, spaces Usually yes Please contact Karen Delaney
Facility Booking Coordinator
P: 403.220.8510 | E: [email protected]
That Grad Space Usually no Please request booking of That Grad Space on the Event
Submission Form
Please also check out other UCalgary space booking contacts here: https://www.ucalgary.ca/riskmgmt/
events/booking-information
CATERING FOR ON-CAMPUS EVENTS
Please note that if a GSG is hosting an on-campus event, not in a licensee or private residence, at which
liquor and food will be served, you must use University of Calgary Food Services.
This ensures the event and persons attending are covered by the University of Calgary’s liquor license, and
are covered by and comply with the University’s insurance regulations.
All food that is to be catered on campus for GSG events (excluding at the Last Defence Lounge, The Den or
the Black Lounge) must be ordered through University of Calgary Food Services. Some exception applies.
Please refer to the GSA’s Events Handbook for details.

University of Calgary Food Services

Phone: (403) 220-2242 | Website: https://www.ucalgary.ca/ancillary/food-services

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 8

ENGAGEMENT AND CONDUCT
The GSA would like to encourage students to involve themselves in GSG activities throughout the year.
Students are expected to conduct themselves in a manner that will not discredit himself or herself, the
University of Calgary, or the Graduate Students’ Association. The GSA prohibits acts which seriously interfere
with the basic purposes, necessities and processes of the academic community or the greater community as
a whole, or which deny the essential rights of other members of any community.
GSGs need to abide by the non-academic misconduct policy as per the rules and regulations of the University.
For reference, please visit: ucalgary.ca/conduct/policy/non-academic-misconduct-policy.

DIVERSITY AND DISCRIMINATION

The GSA is committed to providing a safe, proactive, and socially diverse environment for all aspects of the
graduate student experience on campus. Discrimination, harassment, and intolerance are prohibited under
Canadian law; any kind of behaviour that threatens GSG members’ worth, self-esteem or sense of value is
strictly prohibited.
Discrimination, whether intentional or unintentional, is unfair, differential treatment of individuals and groups
based on prejudice, stereotypes, ignorance, and fear, for which there is no bona fide or reasonable justification
and which imposes burdens, obligations, or disadvantages on individuals or groups as defined under the
Alberta Human Rights Act (Act). The Act prohibits discrimination on the following grounds: race, religious
beliefs, colour, gender, physical or mental disability, age, marital status, family status, ancestry, place of
origin, source of income, sexual orientation or political beliefs.
The University of Calgary is governed by the Act. Harassment is a form of discrimination that involves
unsolicited and unwelcome attention from a person who knows or reasonably ought to know such behaviour
is unwelcome. Such unwelcome comment or conduct is intimidating, threatening, demeaning, or abusive
and may be accompanied by direct or implied threats to grades, status, or job. Harassment has the impact
or effect of creating a hostile or poisoned work or study environment and limits individuals in their pursuit
of education, research, or work goals. Harassment can be discriminatory, sexual, or personal in nature.
Discriminatory harassment takes the form of unwelcome behavior directed toward another person or group
of persons based a prohibited ground of discrimination. Racial and religious harassment are examples of
discriminatory harassment. Sexual harassment is a particular form of discrimination based on gender and is
specifically defined in the University’s Harassment Policy.

REFERENCES
• Post-Secondary Learning Act
• GSA Bylaws
• GSG Creation Form
• GSG Change of Information/Operational Bursary Form
• Event Submission Form
• After Event Report Form
• Procedures and Guidelines for Administration of Waivers
• Events Handbook
• GSG Bylaws Template
• GSG Policy

Access all GSG information and resources on the Association’s web site here:
https://gsa.ucalgary.ca/graduatestudentgroups/

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 9

APPENDIX A:
GSG AGREEMENT
As the authorized Representative of a Graduate Student Group (GSG) of the Graduate Students’ Association
(GSA), I confirm I have fully read and understand the GSA’s GSG Handbook and the corresponding Policy
and Procedures in their entirety. In accordance with these policies and procedures, our GSG agrees to:

□ Maintain a minimum of three (3) executives including President, Vice President, and Treasurer that are
Active Members at all times (as defined in the GSA Bylaws);
□ Operate according to the ratified governing document (Bylaws or Constitution) as submitted to the GSA;
□ Submit a current version of the GSG governing document within two (2) weeks of any amendments;
□ Abide by the GSA policies and procedures at all times, including but not limited to: GSG Policy, GSG
Handbook, and Events Policy and Procedures;
□ Submit the Change of Information Form annually before October 15 of each academic year, or as soon
as our GSG is able, to update the GSA with new executives’ information, governing documents, and
bank signing authorities;
□ Ensure funds are spent appropriately to meet the mandate of our GSG;
□ Submit an Annual Report to the GSA by April 30 outlining the activities of the previous academic year;
□ Ensure events are safe and healthy for members by properly assessing risks, administering waivers,
and seeking additional necessary insurance for special events as outlined in GSA Events Handbook and
required by the GSA;
□ Submit an Event Submission Form in a timely manner as required by the GSA for event approval from
the GSA. All events that have not been approved in advance will not be supported by the GSA;
□ Submit an After Event Report Form with all event receipts to be eligible for a GSG Event Grant;
□ Take responsibility for any repairs or replacement of the UCalgary property if damage has occurred
during a GSG event; and
□ Fulfill transition requirements when new executives are elected as outlined in the GSG Handbook, and
report this to the GSA within a reasonable timeframe.

Failure to comply with these terms may result in the suspension of GSG funding, services, and other benefits
as provided by the GSA up to and including de-ratification. Further, our GSG understands and agrees that
any funding and/or services made available to GSGs are subject to availability of funds, equipment, and/or
space allocation.

Signature

Name:

Date:

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 10

APPENDIX B:
LIABILITY INSURANCE
What is it? What do you have? When do you need more?

Commercial General Liability - Master Certificate Program:

The Co-operators General Insurance Company has partnered with The Graduate Students’
Association of University of Calgary to create a custom insurance solution for the various student groups
under the Association. This policy provides an individual liability limit for each group to protect its
members and volunteers in the event of occurrences where responsibility for Bodily Injury or Property
Damage is alleged.

In some scenarios, additional liability coverage will need to be purchased, in order to

supplement the existing Commercial General Liability policy. This additional liability may be “written-in”
to the base policy, or a “standalone” supplemental policy may be required. These supplemental policies
can come in various forms, including the following:
• Party Alcohol Liability
• Exhibitor Liability
• Liquor Liability
• Server Liability
• Special Events Liability
• Event Cancellation

When is additional coverage required?

Does your group need extra coverage for your planned activities? Ask yourself the following questions:
• Will there be alcohol?
• Length of the event/activity? Cost for admission?
• Will there be live entertainment?
• How many people are attending?
• Is the event/activity organized and hosted solely by members of the Graduate Students’ Association
of University of Calgary, or are there other groups involved in the planning and hosting?
• Does the activity with within the Graduate Students’ Association of University of Calgary’s Guiding
Principles? The Guiding Principles being the GSA is charged with the social, academic and practical
well-being and growth of graduate students on campus. The GSA oversees and promotes workshops,
special events, the provision of financial aid and support as well as the facilitation of career-based
growth and development for graduate students as they progress through their university programs.

• If alcohol is involved: Liquor Liability Only needs to be obtained as a standalone policy.

• If live entertainment is involved: Special Events Liability needs to be obtained as a standalone policy.
The exception would be if the live entertainment is hosted by and at the Last Defence Lounge, operated
by the Graduate Students’ Association.

• If the event is a paid admission event, and/or takes place over more than one day: Special Events
Liability needs to be obtained.

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 11

APPENDIX B CONT.:
LIABILITY INSURANCE
• If members of the GSA are not the sole organizers/host of the event: Special Event Liability
covering all planning/hosting groups needs to be obtained.

• If the event will be attended by a larger number of attendees (50+): Additional coverage may or may
not be required, depending on the particulars of the activity. Please contact your GSA representative to
work with The Co-operators to review and arrange coverage as required.

• If the event is off-campus: Additional coverage may or may not be required, depending on the particulars
of the activity. Please contact your GSA representative to work with The Cooperators to review and
arrange coverage as required.

• If the event is not related to the purpose of the GSA: Special Event Liability is required.

Examples:
• Regular meetings of GSA members/student groups at coffee shops, workshops, classrooms, and other
on-campus facilities would be covered.

• A GSA/student group planned BBQ may need additional coverage to cover liquor liability and live
entertainment.

How do you obtain additional coverage?

• In circumstances where it’s indicated that “additional coverage may or may not be required”, please
contact your GSA representative to discuss the event, and confer with The Co-operators whether we will
be able to extend coverage from the base insurance.

• In circumstances where it’s indicated that you will need “Special Event Liability, Liquor Liability, etc.”, you
may contact The Co-operators to obtain this coverage on your group’s behalf.

Contact Info for Additional Liability

Truman Insurance Agency Inc.
(403) 221-7257
[email protected]

www.gsa.ucalgary.ca/graduatestudentgroups | Graduate Student Groups Handbook 12