Regulations for National University of Kaohsiung Student Clubs
Passed by the first Student Affairs Meeting on January 19, 2011
Amended and passed in the third Student Affairs Meeting on June 6, 2011
Amended and passed in the first Ad Hoc Student Affairs Meeting in 2012’s Spring Semester on March 18, 2003
Amended and passed by the 22nd Student Affairs Meeting on May 30, 2012
Chapter 1. General Provisions
Article 1.
The Regulations for National University of Kaohsiung Student Clubs (hereinafter
referred to as “the Regulations”) are established according to Article 45 of the
Organization Regulations of this school to assist students in setting up clubs and
participating in extracurricular activities, in order to nurture a noble personality and
social skills, explore interests, improve teacher-student relationship, as well as student
leadership, self-governing and service ability, and social awareness.
Article 2.
Student clubs are classified as follows:
1. Academic and art clubs;
2. Physical fitness clubs;
3. Cultural and entertainment clubs;
4. Volunteer clubs;
5. Student fellowship clubs;
6. Other student clubs set up in accordance with the Regulations.
Article 3.
Student clubs not registered and approved in accordance with the Regulations may not
be established.
Article 4.
Student club charters are formulated by individual clubs and become effective after
being reviewed and approved by this school’s Student Union and the Division of
Student Affairs.
Article 5.
Student clubs may not release statements on behalf of this school. If it is necessary,
proper administrative procedures must be followed. The same process applies to
participating in off-campus activities or inviting outside groups, experts, or scholars to
join club activities.
Article 6.
Student clubs should have one instructor based on its nature and needs. This is to be
reviewed and approved by the Division of Student Affairs Extracurricular Activities
Section, and then signed by the President. The instructor will be issued an
employment certificate. The employment guidelines are formulated separately.
Article 7.
Student clubs should receive the Division of Student Affairs’ regular evaluation as the
basis for determining whether the club is to be given incentives or suspended.
Implementation guidelines are formulated separately.
Article 8.
The Division of Student Affairs is the counseling unit for student clubs and may
inspect club activity records, finances and equipment jointly with Student Union.
Chapter 2. Club Establishment
Article 9.
Student club (except department’s student committee) establishment requires over 20
students from 3 departments as the founders to convene preparation meetings and
draft the charter, which is then submitted to the Student Union and then the Division
of Student Affairs for review and approval. If the club’s missions are not appropriate,
the application may be denied.
Clubs may openly recruit members and convene members’ assembly within 2 weeks
after approval. Within 10 days after the end of the inaugural meeting, the club
should submit meeting minutes, information on the person-in-charge, the club charter,
and the semester activity plan to the Student Union and then the Extracurricular
Activities Section for registration.
Article 10.
After a student club is established, it is at first classified as a club to be monitored,
and is to undergo the student club evaluation 6 months later. After passing the
evaluation, it becomes an official club, and may apply for a club office, activity
subsidies and payment for the club instructor.
Article 11.
Upon official establishment, the following should be clearly specified in writing:
1.
2.
3.
4.
5.
6.
Club charter;
Coordinators and members list;
Property statement;
Main activities;
Establishment process and date chartered;
For those with definite existing durations, starting and ending dates should be
specified;
7. Other important matters.
Article 12.
The club charter should clearly specify the following:
1. Title;
2. Mission;
3.
4.
5.
6.
7.
8.
9.
Organization chart and job description;
Requirements for member’s entry and conditions for withdrawal and expulsion;
Member’s rights and obligations;
Number of coordinators, and their term, authority, appointment and dismissal;
Meeting convening and decision method;
Fund collection and management;
Charter amendment;
10. Charter formulating date.
Student club charters should be signed by the founders.
Article 13.
After registration, if any registered item needs revision, it should be done within one
week.
Article 14.
Members of department student committees consist of the department’s students; the
department chairperson is the instructor.
Article 15.
Student clubs’ official seals are to be made by the Division of Student Affairs.
Chapter 3. Club Operations
Article 16.
Each student club will have one person-in-charge (hereinafter referred to as Club
Leader) to handle club affairs internally and represent the club to the outside. The
election result of club leaders will be submitted by Student Union to the Division of
Student Affairs to issue elected certificates to the club leaders.
Article. 17
Student club members are restricted to current students of this school. The club
coordinators will not be offered remuneration when organizing club activities and
handling matters on behalf of this school, as well as exercising the authority and
fulfilling the obligations specified in respective club charters.
Article. 18
Students with average academic grade below 65 in the previous semester may not
serve as a club’s person-in-charge.
Article. 19
Members’ assembly is the highest decision-making authority in a student club. The
following must be decided by members’ assembly:
1. Charter amendment;
2. Club leader’s election and recall;
3. Supervision of coordinators carrying out respective affairs and exercising
4.
5.
6.
7.
8.
authority (several supervisors may be elected);
Selecting instructor;
Member’s rights, obligations, entry, withdrawal and expulsion;
Club’s financial accounts;
Club’s dissolution;
Other matters related to the club’s operations.
Article 20.
When the club leader resigns, or is unable to carry out his or her duty, and the position
becomes vacant, the deputy leader will act in his or her place. When there is no
deputy leader, the instructor will designate a coordinator to act as interim leader until
the next person-in-charge takes over. Information on the interim leader should be
submitted to the Student Union for reference and registered at the Extracurricular
Activities Section.
Article 21.
The leader election should be completed within one month of the end of the previous
term.
Before an election, member registration should be carried out, and then the
election is held. Within one week after the election, the new leader should have the
coordinator list submitted to the Student Union for reference and registered at the
Extracurricular Activities Section.
Article 22.
Leaders should participate in school club related meetings and activities. If unable
to attend with a proper reason, a club coordinator may attend on his or her behalf.
The attendance record is a part of club evaluation criteria.
Chapter 4. Club Activities
Article. 23
Student clubs should draft the activity plan and budget within two weeks after the
beginning of each semester to be submitted first to the Student Union and then the
Extracurricular Activities Section. Club subsidies are based on the Guidelines for
National University of Kaohsiung Student Club Activity Subsidies of this school.
Article 24.
Student club activities should take place mostly outside of classroom time. Venues
should be mostly on campus. If classroom time is required for such activities,
consent must be acquired from the teacher, and leaves of absence must be applied for
accordingly.
Article 25.
If necessary, student clubs may apply to borrow school property or equipment by
registering at the Extracurricular Activities Section, and the property and equipment
must be used with care. Student clubs must not change or add door locks unless
approved by the counseling unit. When clubs no longer use offices for the club
activity venues, all keys must be returned, and the place cleaned. Any damaged or
lost property must be compensated.
Article 26.
Student clubs may borrow venues from this school when organizing activities; the
areas must be kept clean. If the borrowed venues or equipment are damaged or lost,
the club must repair or compensate for it. If this school’s administrative unit also
plans to organize an activity at the same venue, such activity will take priority.
Article 27.
Student clubs must provide activity achievement reports and receipts in accordance
with the approved activity content within 10 days after the end of the activity.
Article 28.
When student clubs wish to hold outdoor activities such as trips, visits, and hiking,
this school’s Application for Off-campus Activity should be filled out, and club
instructors, students’ homeroom teachers, military instructors, Student Affairs staff, or
experts should serve as group leaders. Insurance is also required. Relevant safety
training and pre-activity briefings should be held. If any danger is foreseen, the
activity must be suspended.
Article 29.
Student clubs’ outdoor activity plans must specify the activity purpose, time, location,
routes, activity content, participating members (for hiking mountains above 3,000m,
water activities, or risky activities, a parent/guardian agreement form is required),
lodging location, and contact phone number, as well as attach the auto rental contract,
travel insurance, etc. The vehicle to be rented should be relatively new and in good
condition. The following must be inspected: (1) driver’s license and vehicle
registration certificate, (2) vehicle inspection and maintenance records, (3) vehicle
safety equipment, (4) the vehicle rental company’s business registration certificate, (5)
company license issued by the Ministry of Economic Affairs, (6) whether the vehicle
is insured, etc., to ensure students’ rights.
Article 30.
After applying for approval, if the club activity’s time, place, or other details need to
be changed, the change must be reported to the Student Union and the Extracurricular
Activities Section 3 days before the activity scheduled date.
Article 31.
When a student club’s person-in-charge changes, the current funds, financial
statements, seals, property, documents, activity files, etc., should be compiled into a
bounded book to be preserved and transferred to the next person-in-charge.
Article 32.
Student clubs should be responsible for their own funding. The collection of the
membership fee should be clearly specified in the charter. Student club funds should
be audited by the Student Union and the Extracurricular Activities Section.
Article 33.
Unless permitted, student clubs may not raise funds or accept donations from groups
or individuals outside of the school under any pretext.
Article 34.
Student clubs’ publications and announcements (including on the Bulletin Board
System) must not violate any law or regulations of this school.
Chapter 5. Student Club Incentive
Article 35.
Student clubs or their coordinators may be recommended to the Student
Incentive/Discipline Committee for recognition if meeting one of the following:
1. Student club evaluated to be excellent;
2. Organizing and participating in cross-school, regional, national and international
activities, and receiving funding with good performance;
3. Organizing innovative activities that enhance campus culture;
4. Other excellent performances.
Chapter 6. Student Club’s Suspension and Dissolution
Article 36.
In the event that student club activities violate laws, school regulations, public order,
or morality, or are not compliant with the club’s mission, or the club does not
participate in club assessment without valid reasons, the Extracurricular Activities
Section and the Student Union may advise or assist the club for improvement.
Article 37.
Student clubs with one of the following may be suspended:
1. Student clubs having less than two (including) activities in one semester;
2. Student clubs with unclear financial records, which is reported and then proven;
3. Not participating in two consecutive club evaluations, or evaluated to be poor in
two consecutive evaluations;
4. Student clubs not accepting counseling, without a valid reason, from the Student
Union in accordance with the Regulations.
During suspension, the student club may not act publicly under the club’s name.
The suspended club must convene a members’ assembly to re-organize within the
time constraint, and the minutes should be compiled, and after the approval and
signing by the instructor, submitted to the Student Union and then the
Extracurricular Activities Section for approval to terminate the suspension.
Article 38.
Student clubs with one of the following may be dissolved:
1. Student clubs that significantly violate school regulations;
2. Student clubs with no activity in the entire semester;
3. Student clubs ordered to re-organize yet still performed poorly.
The founders of the student club to be dissolved must not apply to set up a club of
similar nature within 6 months after the dissolution.
Article 39.
Relevant stipulations governing student club dissolution should be clearly
specified in each club’s charter. The club leader should notify the Student Union
and the Extracurricular Activities Section to verify the club’s equipment to be
returned within one week after the decision to dissolve. If the said equipment is
damaged, the club members should be responsible for compensation or repair.
Chapter 7 Supplementary Provisions
Article 40.
These Guidelines are implemented after being passed by the Student Affairs
Meeting and approved by the President. The same procedures shall apply to
amendments which may arise.