Clubs & Societies

Note on Terminology

This new platform is based in Australia and uses terminology that differs from standard OTSU language. For clarity, please refer to the legend below when navigating through the platform.

Step 1: Create Your Club Account on Rubric

1. Go to: https://portal.hellorubric.com/getstarted
2. Enter your club/society's general email address
3. Click Continue
4. Create a club password
5. Enter your Club/Society Name (Note: this cannot be changed later)
6. Select Ontario Tech University
7. Choose your Club or Society category
8. Agree to the Terms and Conditions
9. Click Register

Your club account is now set up!

Step 2: Add Your Executive Team

1. Log into your account
2. Click the circle icon (top right corner)
3. Select Add/Remove Exec Members
4. Click Create New Role
5. Type in the Role Name (e.g., President, VP Finance)
6. Select the permissions for the role (can be changed later)
7. Ignore the default roles if they don't apply
8. You may add up to 15 executive roles
9. Click Add Club Executive
10. Fill out the following for each exec:
• Name
• Email address
• Student ID
• Assigned Role

Once all execs are added, you're ready for ratification!

Step 3: Submit Your Ratification Package

1. Go to the Forms tab
2. Under Affiliation Processes click on Ratification Package
3. Click Submit Form
4. Choose: Club or Society
5. Complete all questions from top to bottom
6. Read and sign the acknowledgement
7. Click Submit Form

Tip: You can click Save Draft anytime and return later.

Step 4: While You Wait for Approval...

• Your package will be reviewed by the Clubs and Societies Department
• Until approved, you cannot access Rubric features like:
• Membership lists
• Event forms
• Merchandise requests

Even though you may be able to fill out forms, they won't be accepted — it will show an error and not submit.

Step 5: Personalize Your Club Profile (After Approval)

1. Click the "link in bio" tab
2. Add:
• Profile Photo
• Banner Background
• Club Bio & Social Media Links

All profile content must follow OTSU policies. Violations during review may result in automatic denial.

If your club is not ratified, your profile will be removed and archived until the next ratification period opens (the following school year).