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Regulations of Club Activities at NTHU

Regulations of Club Activities at NTHU

I.      Preface

A.     Objective

In order to encourage students to participate in club activities to develop students’ interests in learning, fulfill their campus life, build senses of team spirit, cultivate potential leaders, and stimulate the passion for helping others, the “Regulations of Club Activities at NTHU” are formulated.

B.     Classification of student clubs:

All clubs can govern be classified into nine categories:

1.      Student autonomous clubs that aim at building students’ ability to govern, including the Graduate Student Association, and Student Associations.

2.      General clubs that provides general services. For example, Community Student Association, Commencement Student Association, and Alumni Associations.

3.      Academic clubs that focus on academic research.

4.      Art clubs that produce artworks, and perform and appreciate arts.

5.      Music clubs that practice instruments, perform and appreciate music.

6.      Service clubs that promote service

7.      Sports clubs that enhance and maintain physical abilities.

8.      Functional clubs that are established in cooperation with major events at the campus.

9.      Skill clubs that intend to acquire skills.

C.     Guidance

1.       assist students in organizing any kind of clubs

2.      instruct student clubs to release any form of press

3.      guide student clubs to hold activities that match with their establishing goals, for example, mixers, meetings, study groups, parties, competitions, exhibitions, tours, and camps

4.      select students to join activities inside/outside the campus

D.    General Regulations

1.       Student groups that are not established through the legal procedure are not allowed.

2.      Student clubs and their instructors that are selected to represent NTHU to participate in competitions are seen as a school team.

3.      Other regulations about student activities (not included in “Guidance and Management of Club Activities at NTHU”) are also valid.

II.  Starting A Club

A.     The Procedure of Starting A Club

               Start a student club, students should gather more than 30 members, and then submit the application to Division of Student Activities (DSA) under Office of Student Affairs. After receiving the application, DSA should hold a meeting of Club Verification Committee. If the founding purpose is similar to any existing club, or not appropriate, the application will not be verified. Appliers can appeal against Student Club Appeal Committee, and run the procedures under the committee.

Applications for starting a new club should be submitted before every April with the following documents:

a.      Application form for club registration

b.      Draft charter for organization details

c.      Annual activity plans

d.     Medium 3-year development plan

e.      Description form of the club instructor

B.     Verification Procedure

Applications for starting a new club should follow the listed process:

a.      When verifying, the Verification Committee has the right to demand detailed description from DSA and the founders of the club.

b.      Once a club is verified, DSA is responsible for making the announcement.

c.      Hardcopy appeals for the decision of Verification Committee should be lodged within two weeks after the official announcement by the founders of the club. It is noticed that the appeal can only be made once.

C.     Club Verification Committee

Club Verification Committee is comprised of seven members, including the DSA director as the convener, three staff members from DSA, president of NTHU Student Association, and two elected student representatives.

D.    Club Charter

NTHU student club charter should include:

1.       Club title (“National Tsing Hua University” should be embodied)

2.      Founding purpose

3.      Organization and responsibilities of the staffs

4.      Conditions of joining, quitting, and expelling from the club

5.      Rights and obligations of members

6.      Numbers of staffs, limits of authority, the term of office, election, and expulsion

7.      Calling a meeting and coming to a resolution

8.     Expenditure and accounting

9.      Charter amendment

10.  Date of setting charter

E.     Club Establishment and Registration

Clubs that have finished their verification procedure should instantly begin gathering club members before 15th of June for the DSA to hold the Club Verification Committee, adopt club charters, elect club leaders and officers.

Within two weeks after the club is officially established, the record of the Club Verification Committee and profiles of the club leader and club officers are required for registration at the DSA office. Only until then will the club obtain an official seal.

Club seals should not be privately inscribed. If a club ever loses its seal, it should apply for a reissue by the DSA and afford the extra expense for a reissue.

Amendments to documents of the club charter, description forms of the club instructor, leader, and officers, club finance, etc. could only be made within a week after the club is officially established.

 

F.     Amendments to Club Officers and Name of Clubs

An official handover from a current club leader to a successive one is made through submitting a list of names of the new club officers. This list should be submitted before the deadline set by the DSA.

To alter the name of a club, the club should apply for an amendment each year by May. It is noted that once an application for amendments to club names is sent, sending another application within the next academic year is not allowed.

 

G.    Restarting a Club

To restart a club, the club should apply to found a student group based on similar interest. Time of accepting applications for starting student groups of similar interest and school clubs is the same. Once the club evaluation of a student group is above C, restart of the club is approved.

III.   Organization of Clubs

A.     Club Instructors

Recruitment of professionals (regardless of a staff member of NTHU) should be the primary choice for the position of a club instructor.

B.     Duties of Club Instructors

Guidelines given by a club instructor are as follows:

1.       Provide long-term advice and instructions based on the founding purpose of the club and the aims of an event

2.      Advise the club on its annual activity plans

3.      Counsel and examine club publications and financial management on club activities

4.      Pay attention to club management, leadership, job distribution, synergy, growth of club members and so on

5.      Give instructions to students on matters related to the founding purpose and encourage students to further develop their interest and potentials

6.      Submit documents of Students’ Reward and Punishment to the Office of Student Affairs according to the performances of club officers and the other members

C.     Club Members

Students are free to decide which club they want to join. No club should reject a member from joining without a proper reason.

D.    Club Leaders and Officers

The leader of a club represents the entire club and should be an NTHU student. Each club should follow the club charter or establish a procedure for electing a club leader and its officers.

E.     The Club Members Meeting

The Club Members Meeting is the top institution of decision-making in a club. The meeting should be held by the leader at least once a semester.

The following should all be resolved via the Club Members Meeting and recorded in case of inspection,

1.       Amendments to the Club Charter

2.      Election and removal of a club leader

3.      Expulsion of club members

4.      Plans, budgets, and budget reviews of club activities

IV.     Student Club Activities

A.     The Club Leaders Meeting

The Club Leaders Meeting is formed by leaders or representatives of the clubs. They gather in the meeting in order to help coordinate and facilitate all kinds of student club activities.

B.     Club Officer Training

DSA should host club officer training in regard to club activities within each academic year. All NTHU clubs should select representatives to the training, or else every club leader should attend the training. If a club fails to send any representative to the training, DSA has the right to cancel all subsidies to the club, and its right of venue reservation and equipment rental.

C.     Club Office

NTHU clubs have the right to apply for a club office and its attached equipment. The duration lasts for a year, and renewal is acceptable. Club office can only be used for club activities. The office keys should be officially distributed by DSA, and the receivers are not allowed to change the keys or set combination locks. Mailboxes assigned to each club are also one of the properties of club offices. Other regulations for club office use and distribution rules should follow corresponding guidelines.

D.    Guidelines for Club Activities

Clubs should submit an application for holding activities under DSA club management system two weeks earlier. Guidelines regarding activity declaration, subsidy, equipment rental, venue reservation, posters and advertisement, financial management, activities certificate, and other administrative assistance should follow corresponding regulations.

E.     Safety

1.       Clubs should always inform and receive permission from the Office of Student Affairs when holding activities for non-NTHU crew or students, and also when inviting clubs or participants from other schools to the activities.

2.      When holding activities outside the campus, for example, trips, tours, or hiking, clubs should follow regulations under “Safety Guidelines for Student Activities outside NTHU Campus”.

3.      When holding activities inside NTHU, clubs should follow “Safety Principles of Student Club Activities at NTHU”.

4.      When holding activities such as hiking, clubs should follow “Notification on Student Hiking Activities at NTHU”.

F.     Activity Expenditure

To apply for financial support from DSA, student clubs should follow “Regulations for Financial Support for Club Activities at NTHU”. Except for NTHU subsidy and self-paid expense, sponsorship and fund received from outside NTHU should be listed in club expenditure management. When raising funds outside the campus, clubs should follow the regulations under the Ministry of the Interior’s “Public Welfare Promotion Rules”.

G.    Publications

Regarding to publications, student clubs should follow “Guidance on Student Club Publications at NTHU”.

H.    Posters

To post notifications or posters on campus, student clubs should follow “Regulations of Posters Verification and Management at NTHU” and “Enforcement Rules of Posters Verification and Management at NTHU”.

I.       Activity Report

Student clubs should submit a report of “activity record” to DSA within two weeks after holding the activity. To apply for activity certificate, students should follow “Regulations of Student Activity Certificate at NTHU”.

J.      Financial Report

Annual club revenue and expenditure should be submitted before the club leader’s handover, sent for instructor’s verification, and released to the club members. The document should be filed six years for future reference. 

V.    Student Club Evaluation and Reward and Punishment

A.     Club Evaluation

To facilitate the development of student clubs, DSA should follow “Regulations for Student Club Evaluation at NTHU” to encourage and award well-performed clubs.

B.     Evaluation Standards

Evaluation standards for student clubs should be based on its activities, uses of funds, performance, officer handover, and the club’s influence on students and society.

C.     Evaluation Result

For the evaluation result, DSA should act according to “Regulations for Student Clubs Evaluation at NTHU”

D.    Reward

DSA should sign and award well-performed clubs at the end of the semester.

E.     Punishment

DSA has the right to stop club activities, and warn, reorganize, or dissolve student clubs if they:

1.       act illegally

2.      attack others under an assumed name

3.      raising funds inside or outside campus under the name of a club

4.      holding activities that damage school reputation

5.      club evaluation results scoring under D

6.      not submitting club related files within the deadline

7.      functional clubs failing to achieve their founding purpose

F.     Other Punishment

If violating “Guidance and Management of Club Activities at NTHU”, student clubs and related members should receive punishment, such as school service.

Clubs should complete school service within two months after receiving the punishment. If clubs fail to complete school service within two months, DSA can suspend the club’s right of venue rental.

Student clubs should submit a form regarding officer handover during the announcement period. If not, DSA would regard it as dissolved.

VI.          Supplementary Provisions

A.     Appeal for Punishment

To appeal for received punishments, student clubs can submit a hardcopy appeal. The procedure of an appeal should follow “Organization of Student Club Appeal Committee and Appeal Procedure”.

B.     Limitations on Club Leader

A club leader cannot concurrently hold a similar position, exclusive of student associations and alumni.

C.     Use of Personal Information

All the information DSA collects, including names, departments, birth dates, national ID card numbers, and contact information, is under the regulation of “Personal Data Protection Law”.

D.    Charters set up by clubs are invalid if conflicts with this regulation.

E.     This regulation is implemented following its approval at a DSA meeting and confirmation by the Office of Student Affairs.

 

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