CMSA Group Registration Requirements

In alignment with Students’ Union (SU) and Graduate Students’ Association (GSA) club requirements, all groups registering with the CMSA must agree to the following:

• General:

  • Be unique in name and mandate

  • Have membership opportunities for all medical students at the University of Calgary (i.e., executive, general member, etc.)

  • Exist to promote the general welfare of medical students at the University of Calgary

  • Submit a completed student group re-registration form to the CMSA by the deadline each November

• Membership Composition:

  • Designate at least 4 Group Leaders/Executives, all of whom must be current medical students at the University of Calgary

  • CMSA groups must be comprised of at least 75% CMSA members (i.e. active MD students at the Cumming School of Medicine)

  • An individual may act as a Group Leader/Executive in a maximum of two Groups

• Events:

  • Groups must hold at least 2 major events per year, with at least 15 people in attendance, or otherwise show proof of major contribution to student life.

  • Submit accurate event proposal/funding request forms a minimum of two weeks before the event date. Note that even when no funding is being requested, the form must still be submitted with the funding amount listed as zero in order to ensure all events are properly registered and in compliance with CMSA bylaws.

  • Group Leaders/Executives must submit requests to the CMSA Communication Officer to have their events included in the CMSA event calendar as soon as possible

  • Events must not overlap with initiatives or events hosted by existing organizations (i.e., research institutes, CMSA/FGA/LiM/GSA affiliated student groups, etc.) at the Foothills campus unless a brief statement of collaboration from the organization is provided or a unique benefit to medical students by the proposed event can be demonstrated.

  • Events are not to include UME affiliated speakers related to curricular topics without prior UME approval (approval is to be sought by the student group and confirmed when submitting the CMSA event approval form).

• Transition Report (to be submitted along with the annual re-registration form):

  • Download the roster template and submit the names and information of the incoming and outgoing Group Leaders/Executives and General Members (if applicable)

  • Group's proposed budget and events

  • Must be re-submitted every time a new Group Leader/Executive is elected after the annual re-registration date

• Recruitment:

  • The outgoing Group Leader/Executive must advertise leadership positions for at least two weeks prior to selecting incoming leaders

  • Outgoing Group Leader/Executive must ensure a fair and democratic process in the selection of incoming Group Leader/Executive

• Handover:

  • Outgoing Group Leader/Executive must supply incoming Group Leader/Executive with all Group information and documents in the transition report

  • Student Group handover is to occur after CMSA elections each year, which take place mid-late August.

Student Group Registration – Questions

The following questions must be answered as part of your CMSA Student Group registration. Responses should be thorough and specific; vague or generic answers may result in your application being delayed or rejected.

1. General Information

Q: Group Name
Provide the official full name of your proposed student group and any acronym or nickname.

Q: Group Purpose
Provide a detailed purpose or vision statement for the proposed group. This description should clarify how the group is meeting an unmet need in, or contributing significantly to, student life at the Cumming School of Medicine. Explain why this group is relevant and valuable specifically for medical students at UCalgary.

Q: What makes your group unique?
Describe what your group offers that is distinct from other CMSA student groups and existing organizations (i.e., research institute events, FGA, GSA, non-CMSA groups, etc.) on Foothills campus, and why this is specifically valuable for MD students.

Q: Proposed Events and Activities
Provide specific examples of activities, events, or initiatives that the Group plans to organize. Where possible, include frequency, format (e.g. workshop, social, lecture), and expected attendance.

Note: Groups can be rejected on the basis of overlap in mandate, medical specialty, or programming. Address how your group is distinct and fills a gap in medical student life offerings.

2. Group Member Information

List all Group Leaders/Executives (i.e. applicants) and answer the below information:

1. Full Name

2. Group Leader/Executive Title

3. UCalgary Email

Note: An individual may act as a Group Leader/Executive in a maximum of two CMSA Groups. All Group Leaders/Executives must be active MD students at the Cumming School of Medicine.

3. Peer Endorsement

Provide the names and contact information of five CMSA members (current MD students at the Cumming School of Medicine) who approve and endorse the proposed Student Group. For each member, include:

1. Full Name

2. UCalgary Email

Note: Peer endorsers must be active MD students at the Cumming School of Medicine who are not listed as Group Leaders/Executives of the proposed group.

4. Membership Composition & Recruitment Practices

All applicant groups must describe how their student group meets the bylaw requirement for fair and anonymous recruitment processes. This includes outlining the steps taken to ensure that executive and membership recruitment is conducted equitably and without bias or undue influence.

Q: Who is eligible to join your group?
Describe your group's membership eligibility criteria. CMSA groups must be comprised of at least 75% CMSA members (active MD students).

Q: Will the group comprise of Group Leaders/Executives or also have General Membership?
Describe your group's membership structure. CMSA groups must be comprised of at least 75% CMSA members (active MD students). Membership must be open to all eligible medical students.

Q: How will your group reach and recruit broadly across the medical student body?
Describe the steps your group takes to ensure membership recruitment is open and accessible to all eligible medical students (both Foothills and Lethbridge site), without selective admission or undue influence.

Q: How does your group ensure fair and anonymous recruitment for executive positions?
Describe the specific steps your group will take to ensure executive recruitment is conducted equitably and without bias or undue influence (e.g. open application process, structured review criteria, anonymous shortlisting, representative selection panel).

5. Equity, Diversity, Inclusion and Accessibility (EDIA)

All applicant groups must confirm that their members are not holding more than two leadership positions across CMSA-affiliated student groups in order to remain in good standing. However, identity-based groups may qualify for exemption from the two-executive rule.

Q: Is your group identity-based and under the EDIA portfolio?

Q: If yes, briefly explain how your group is identity-based / under the EDIA portfolio.

Groups that qualify are excluded from the two-exec rule, meaning a member of your executive may hold exec/leadership roles in more than two CMSA groups.

6. Environmental Scan & Student Group Affiliation

All applicant groups must confirm they have reviewed what similar groups or organizations already exist on Foothills campus, and whether partnerships or collaborations with those groups have been considered. This is to ensure the CMSA is promoting student groups that serve a demonstrated need to medical students.

Q: What similar groups or organizations already exist on Foothills campus?
List any existing clubs, initiatives, research institutes, interest groups, or organizations on Foothills campus that offer the same or similar mandate, specialty focus, events, or initiatives as your proposed group.

Q: Have you considered partnerships or collaborations with any of these groups?
Describe any partnerships or collaborations you have explored or plan to explore with the groups identified above, and the outcome of those conversations. Attach or summarize any statement of support received from those groups, including how you will collaborate or avoid duplication of events.

Q: Is your group affiliated with any external organization?
If your group is affiliated with another organization (faculty department, parent organization, company, religious institution, charity, professional body, etc.) provide the following. If not affiliated, state “Not applicable.”

1. Name of the affiliated organization and a contact person (including email and phone)

2. What your club provides the affiliated group (e.g. promotion, co-hosting events, etc.)

3. What the affiliated group provide your club (e.g. financial or material support, office space, co-hosting, etc.)

4. How your club remain independent and student-run

Important Note: You will need to provide a statement of support from any groups you are collaborating with when seeking event approval. It is useful to make connections with these groups in advance.

Student Group Registration – Submission

Complete all sections of this application and submit online at: SUBMISSION FORM LINK

Your online submission will walk you through the following five sections:

1. General Information

2. Group Member Information

3. Peer Endorsement

4. Membership Composition & Recruitment Practices

5. Environmental Scan & Student Group Affiliation

Questions? Contact Duaa Fatima (CMSA President; [email protected]) or Ryan Forster (VP SAWH; [email protected]).

CMSA Group Event Approval & Funding – Questions

Use this form to request CMSA approval and funding for a Group event or activity. Submit it at least two weeks before the event date. Even if you are not requesting funding, you must still submit this form with the funding amount listed as $0 so the event is properly registered.

1. Applicant & Club Information

Q: Full Name of Applicant

Q: Point of Contact Email
This is the only email that will receive the final funding decision.

Q: Is your group an official, registered CMSA Club?
If your group is not in good standing with the CMSA, or an executive holds more than two CMSA exec roles without prior sign-off from a CMSA executive, your application may be rejected.

• Yes

• No

Q: Name of Approved CMSA Club
Use the exact same group name on every application you submit.

2. Event Details

Q: Event/Activity Name

Q: Type of Event/Activity

• Panel Event

• Workshop/Lecture Series (Skills/Clinical)

• Wellness or Advocacy Event

• Cultural Event

• Community or Social Event

• Physical Activity or Sports

• Other (please specify)

Q: Event Description

Q: Event Date
The event must occur within the current funding cycle, or the application will be discarded.

Q: Expected Number of Attendees

• 1–10 attendees

• 11–25 attendees

• 26–49 attendees

• 50–99 attendees

• 100+ attendees

Q: If this event has already taken place, how many people attended?

3. Student Life Impact & Overlap

Q: Describe the event’s impact on student life.

Q: List any existing groups, clubs, or initiatives on Foothills campus with a similar event or mandate.

Q: Do you have existing or planned collaboration with the groups listed above?

• Yes – existing collaboration

• Yes – planned collaboration

• No – limited overlap with our event

• Not applicable – no similar groups identified

Q: If collaborative, briefly summarize your statement of support (email, text, or letter). If not collaborative, explain how your event is distinct and how you’ll avoid overlap or confusion.

4. Sustainability

Q: Confirm you have read and agree to the CMSA Policy on Sustainable Events and Zero Waste Culture.
Before proceeding you must read the policy, then confirm your agreement below. View the CMSA Sustainability Policy

• Yes, our club/interest group acknowledges and agrees to abide by this policy.

Q: What is your plan of action for making this a sustainable, zero-waste event?

5. Funding Request

Q: Amount of Funding Requested
Note: The maximum a club can receive per funding cycle (e.g., September 1–December 31) is $500 total, across any number of events. Receiving the maximum is not guaranteed and depends on available funds and application review. If this event does not require funding please, put 0.

Q: How will the funding be used?
Be specific about where and how the funds will be allocated.

Q: If funding is for food, will halal and vegetarian options be included and clearly labeled?
Halal meat is the same in taste and quality — the difference is only in how it’s prepared.

• Yes, the necessary steps will be taken.

• N/A

Q: List any other confirmed sources of funding (if any).

Q: Would it help if the CMSA purchased bulk plates and utensils for your event?

6. Additional Top-Up Funding (Optional)

Q: VP EDIIA Top-Up: If your group supports equity-deserving students and would like to be considered for top-up funding this cycle, describe how much additional funding you need and how it will be used.

Q: Have you received VP EDIIA top-up funding for this same event before? If yes, note the amount.

Q: Global Health Portfolio Top-Up: If your group is part of the Global Health Portfolio and would like to be considered, describe your request and how the funds will be used. Guidelines Review the Global Health Portfolio top-up funding guidelines before requesting. GHP Top-Up Funding Guidelines

Q: Have you received Global Health Portfolio top-up funding for this same event before? If yes, note the amount.

Q: Lethbridge/SAMP Accessibility Top-Up (up to $50): Will this event be accessible to Lethbridge campus (SAMP) students (e.g., via a Zoom option)? Note: This funding is awarded to the 5 events the funding committee views as most inclusive of Lethbridge students and does not count toward the $500 per-cycle cap — a club may receive both the $500 base funding and this $50 top-up.

• Yes

• No

Q: If yes, briefly explain how you’ll meaningfully include Lethbridge students. If no, explain why the event can’t reasonably include them (e.g., a Foothills-based SIM lab or other hands-on activity).

7. Compliance Confirmations

Q: Is this a charity event?
Charity events are not eligible for CMSA funding (CMSA Constitution, Article XIII – Finances, s.19).

Q: Have you completed, or do you plan to complete by July 14, 2026, your CMSA Group registration?
Complete your registration here if you haven’t already:
CMSA Student Group Registration Form

Q: If this event includes a member of the UME teaching/curricular team, please confirm whether prior UME approval has been confirmed.

• Yes, approval has been sought and confirmed

• N/A

Student Group Event Approval & Funding – Submission

Complete all sections of this application and submit online at: SUBMISSION FORM LINK

Your online submission will walk you through the following seven sections:

1. Applicant & Club Information

2. Event Details

3. Student Life Impact & Overlap

4. Sustainability

5. Funding Request

6. Additional Top-Up Funding (Optional)

7. Compliance Confirmations

Questions? Contact Duaa Fatima (CMSA President; [email protected]) or Ryan Forster (VP SAWH; [email protected]).