CLUBS & SOCIETIES MANUAL. Issued by

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CLUBS &

SOCIETIES

MANUAL

Issued by

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Table of Contents

1.0 Formation of Club/Society ... 3

1.1 Formation of Club/Society Process Diagram ... 4

1.2 Formation of Pro-Tem Committee ... 5

1.2.1 Pro-Tem Committee Structure... 5

1.3 Responsibilities of an Advisor ... 5

1.4 Annual General Meeting ... 6

2.0 Formation of Programme Club/Society ... 6

3.0 Formation of Affiliation Club/Society ... 6

4.0 Formation of Community Service/Welfare Club/Society... 6

5.0 Club/Society Event/Activity Proposal ... 7

5.1 Approval of Club/Society Event/Activity Process Diagram ... 8

5.2 Guidelines for Posters & Notices ... 8

5.3 Letter of Consent ... 9

5.4 Clubs & Societies Subsidy ... 9

5.5 Clubs & Societies Financial Report ... 9

5.6 Clubs & Societies Events/Activities Sponsorship ... 10

5.7 External Sponsorship (Financial) Request Process Diagram ... 10

Appendix 1: Sample of the Declaration Form ... 11

Appendix 2: Sample of the Clubs & Societies Committee Info Form ... 12

Appendix 3: Sample of the Sunway Clubs & Societies Community Service Initiative Record Form ... 13

Appendix 4: Sample of a Budget Breakdown... 14

Appendix 5: Sample of the Event Booking Form ... 15

Appendix 6: Sample of the Club/Society Subsidy Application Form ... 16

Appendix 7: Sample of the Student Leadership Bodies/Programme Subsidy Application Form ... 17

Appendix 8: Sample of a Poster Design ... 18

Appendix 9: Sample of the Letter of Consent (Day Trip) ... 19

Appendix 10: Sample of the Letter of Consent (Over-Night Trip) ... 20

Appendix 11: Sample of an Event/Activity Review Report ... 21

Appendix 12: Sample of a Minutes of Meeting ... 22

Appendix 13: Sample of an Event/Activity Financial Report ... 23

Appendix 14: Sample of the Clubs & Societies Sponsorship Acknowledgement Form ... 24

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1.0

Formation of Club/Society

All clubs & societies of Sunway College/University must be registered and approved by the Student Services Department.

Students are allowed to form any type of club/society except those which are politically based or believed to be a repetition of the existing clubs/societies of Sunway College/University. A Proposal/Constitution has to be submitted to the Director of Student Services Department. It is an official application to the Student Services Department to seek approval for the club/society to be formed.

The Club/Society Proposal/Constitution should consist of: a. Name of the club/society & Address

i. All clubs/societies name MUST start with ‘Sunway’

oThis includes the Club/Society’s email address and Social Media pages which also has to be stated in the Proposal/Constitution

ii. Address written would be the College/University’s address b. Club/Society Logo

c. Objectives of the club/society

d. Pro-Tem Committee list with details (Name, Student ID, Programme, Email address and Signature)

*Pro-Tem Committee MUST have at least 1 year of study remaining e. Duties of the Executive Committee(EXCO) & sub-committee

f. Principal Advisor & Co-advisor details (Name & Programme) g. Roles of the principal advisor & co-advisor(s)

h. Elections/Appointment

i. Resignation, Vacancies & Dismissals

j. Annual General Meeting (AGM), General Meeting, etc

k. Membership & Subscription fees (if any)

l. Amendments to the Constitution

m. Proposed events/activities for the year n. Any other relevant information

o. Signature of pro-tem president(Prepared/Checked by)& principal advisor(Approved by)

Attachment required with the proposal:

a. Members list (a minimum of 15 Sunway students) with details (Name, Student ID, Programme, Email address and Signature)

b. Any other relevant information c. Declaration Form (See Appendix 1)

NOTE: Student Services Department reserves the right to reject this application if any of the above documents are not attached together with this form.

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1.1 Formation of Club/Society Process Diagram

*Pro-tem committee is responsible for the appointment of club/society principal advisor and co-advisor. Any executive staff or lecturer is qualified to be the principal advisor or co-advisor. Club/society must appoint one(1) principal advisor and a maximum of three(3) co-advisors depending on their various needs.

Formation of Pro-Tem Committee

Appointment of Advisor & Co-Advisor*

Proposal is written by Pro-Tem Committee, verified by Pro-Tem President and approved

by Club/Society’s Principal Advisor

Submission of Proposal to Student Services Department for approval

Upon submission, the Club/Society is given a six(6) months Probationary period

The first Annual General Meeting is conducted within two(2) weeks from

the date of submission

Please allow five(5) academic days for the

approval After the six(6) months Probationary period,

the Constitution is returned to the Club/Society for amendments

Re-submission of Proposal to Student Services Department for approval

Upon approval, a copy of the proposal will be given to the Club/Society

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1.2 Formation of Pro-Tem Committee

The formation of Pro-Tem Committee must consist of students who share a common vision and goal of the club/society. The Pro-Tem Committee is responsible for defining the roles & responsibilities of each member with consultation of the club/society advisors before the Annual General Meeting is conducted.

1.2.1 Pro-Tem Committee Structure

1.3 Responsibilities of an Advisor

1. To act as liaison to advice the club/society in dealing with the university authorities (Subsidies, letter of consent, etc).

2. To check and approve the financial report of the club/society before submitting to Student Services Department.

3. To check and approve events/activities proposed by the club/society before submitting the relevant documentation to Student Services Department.

4. To advise and give suggestions on matters pertaining to the club/society.

5. To work closely with the committee in achieving the objective(s) of the club/society. 6. To attend the Annual General Meeting(s) organized by the club/society.

7. To check and approve minutes of every meeting. 8. To ensure continuity of leadership in the club/society. 9. To maintain order and discipline in club/society meetings.

10.To make compulsory the participation of the club/society in ‘Clubs & Societies Recruitment Week’ (twice in a year), ‘Clubs & Societies Leadership Workshop’ and any other events that are Clubs & Societies related organized by Student Services Department. President Vice President I Secretary Treasurer Vice President II

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1.4 Annual General Meeting

Club/Society committee is responsible in conducting the Annual General Meeting once a year (applied to existing clubs & Societies) or within two(2) weeks from the date of submission (applied to new clubs & societies).

The club/society has to extend the Annual General Meeting invite to the Student Services Department.

New committee is formed by election or appointment during the Annual General Meeting. Annual General Meeting agenda is as follows:

a. Nomination of candidate(s) b. Election process

c. Formation of new committee d. Speech by new president

Once the new committee has been appointed, the President has to fill out the ‘Clubs &

Societies Committee Info Form’ (See Appendix 2) and pass it to the Student Services Department within two(2) weeks.

2.0

Formation of Programme Club/Society

Programme Club/Society is an initiative by a group of students from a particular programme. The membership should be made available for all Sunway Students. The EXCO and/or Sub-Committee may consist of the particular programme students ONLY or may be open to all students.

* Kindly refer to the Standard Operating Procedure in Clause 1.0 for Formation of Club/Society.

** Club/Society Advisor has to be someone from the particular programme.

3.0

Formation of Affiliation Club/Society

An Affiliation Club/Society is an initiative based on a partnership between the Sunway University Staff/Students with an external organization/non-governmental organization (NGO)/institution, etc.

* Kindly refer to the Standard Operating Procedure in Clause 1.0 for Formation of Club/Society.

4.0

Formation of Community Service/Welfare Club/Society

Community Service/Welfare Club/Society is an initiative by a group of students who will focus on the community works/Corporate Social Responsibility(CSR) projects. The membership should be made available for all Sunway Students.

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A minimum of 80 hours of community service hours are required to be entitled for a certificate of recognition of the service. The services hours MUST be acknowledged by the club/society advisor at the end of an event/activity.

* ‘Sunway Clubs & Societies Community Service Initiative Record Form’ (See Appendix 3) can be obtained from the Student Services Department.

* Kindly refer to the Standard Operating Procedure in Clause 1.0 for Formation of Club/Society.

5.0

Club/Society Event/Activity Proposal

All clubs/societies must seek approval from the Student Services Department for all events/activities organized.

An event/activity Proposal has to be submitted to the Student Development & Sports division of the Student Services Department at least one month before for major events and two weeks before for minor events. Upon approval, the club/society will then be allowed to post posters of the event/activity endorsed by the Student Services Department, to book equipment and venue(s) for the event/activity at Facilities and Maintenance Department.

Organizing committee is to follow up with the Student Services Department advisor on the status of their proposal after three working days from the date of submission.

The Event/Activity Proposal should consist of: a. Name of the event/activity

b. Theme (if any)

c. Objectives of the event

d. Date, time & venue (Ensure that Venue is available before submitting Proposal) e. Number of attendees

f. Itinerary of the event

g. Organizing committee list (name, student ID, contact number & email address) h. VVIP/VIP list (if any)

i. Budget of the event (See Appendix 4)

i. Do include the amount of Subsidy required from Student Services Department in the Budget

j. Project timeline

k. Signature of club/society president(Prepared/Checked by) & principal advisor(Approved by)

l. Any other relevant information Attachment required with the proposal:

a. Event Booking Form (See Appendix 5)

b. Subsidy Application Form (if any) [See Appendix 6 & Appendix 7]

c. Quotations (if any)

d. Poster design (if any) [See Appendix 8]

NOTE: Student Services Department reserves the right to reject this application if any of the above documents are not attached together with this form.

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5.1 Approval of Club/Society Event/Activity Process Diagram

*Proposal copy to be submitted to other departments when making a booking.

5.2 Guidelines for Posters & Notices

1. All notices MUST have the insertion of name, programme & contact number of the one putting up the poster.

2. All notices MUST be endorsed by Student Services Department before they are allowed to be posted.

3. All departments/programmes event/activities MUST be endorsed by the respective department/programme heads.

4. A maximum of 15 pieces of A4 notices are allowed to be posted at Sunway University Campus or a maximum of 4 pieces of A3 notices are allowed at one time for the same event/activity.

5. All notices are to be posted on Notice Boards ONLY. Notices posted on walls, lifts, etc will be taken down.

6. ONLY masking tape and pins are allowed. Materials like double-sided tapes, loy tapes, glue/adhesive are not allowed to be used on the Notice Boards.

7. Photocopied endorsements are NOT VALID.

8. All notices will be valid for 7 days from the date of endorsement unless it is an event/activity, then it will be valid until the event/activity date.

9. Please ensure new notices are not posted on top of older ones.

10.Please note that invalid notices are to be removed before putting up new notices of the same club/society/programme or group.

11.Student Services Department endorsements are only meant for notices within Sunway University Campus.

12.Sunway University reserves the right to withdraw or take down any notices without prior notice or announcement.

Proposal is written by Club/Society Committee

Club/Society Principal Advisor to approve the proposal

Upon approval, a copy of the approved Proposal will be given to the Club/Society Committee to

execute the project* Submission of Proposal to

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5.3 Letter of Consent

All Sunway students who are going on a day trip or an over-night trip MUST(Compulsory) fill in the ‘Letter of Consent’ and return it to Student Services Department BEFORE any outings or trips.

a. `Letter of Consent (Day Trip)’(See Appendix 9) is required for all day-trip

b. `Letter of Consent (Over-Night Trip)’ (See Appendix 10) is required for all over-night trip. Student aged 18 and below MUST obtain the parent/legal guardian’s permission. Sunway staff is not allowed to act as or sign on behalf as legal guardian for any student(s)

5.4 Clubs & Societies Subsidy

All clubs/societies are given a subsidy up to a maximum of RM 500 per semester (1st semester, Jan – June; 2nd semester, July – Dec). This is not an entitlement but an allocation for budget purposes. Therefore, approval and allocation of the subsidy is per application basis. ‘Clubs/Societies Subsidy Application Form’ (See Appendix 6) and Student Leadership Bodies/Programme Subsidy Application Form’ (See Appendix 7) must be attached with the event/activity proposal upon submission.

Approval of subsidy is based on the following criteria:

a. Submission of EXCO/Committee list after every Annual General Meeting or when there are changes in the Organizational Chart to the Student Services Department b. Active participation in ‘Clubs & Societies Recruitment Week’ (twice in a year), ‘Clubs

& Societies Leadership Camp/Workshop’ and any other events that are Clubs & Societies related

c. Membership strength of Clubs/Societies (A minimum of 15 active members per semester) d. Quarterly submission of Reports to the Student Services Department for

events/activities (See Appendix 11) and minutes of meetings (See Appendix 12)

organized by the Club/Society including the Financial Report (See Appendix 13)

e. 1 SPECIAL PROJECT – A major project initiated by the club/society in line with fulfilling the clubs’ objectives and purposes

i. A project can be defined as major based on one(1) or more of the following criteria:-

oA minimum of 200 attendees/participants

oCollaboration with external parties

oScale of event – happens over a very wide area or involves a lot of people (collaboration-wise) or things

5.5 Clubs & Societies Financial Report

The financial controller/treasurer is to be responsible for the record of the club/society’s weekly/monthly financial report (See Appendix 13). A weekly/monthly financial report is to be prepared and to be kept with the financial controller/treasurer with principal advisor/co-advisor’s approval.

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All income & expenses of all events/activities must be recorded after an event/activity. Any balance of cash/petty cash is to be kept with the principal advisor/co-advisor at all times. Failing which will result in their future applications for funding/event approval to be rejected.

5.6 Clubs & Societies Events/Activities Sponsorship

A club/society who has engaged sponsorship from external parties are required to fill in the ‘Clubs & Societies Sponsorship Acknowledgement Form’ (See Appendix 14) issued by the Student Services Department. All cheques are made payable to “Sunway Education Group Sdn Bhd” and to be delivered to:

Student Services Department, Sunway University,

Bandar Sunway, 46150 Petaling Jaya, Selangor Darul Ehsan, Malaysia.

The name of the receiver (Name of Person in-charge & club/society) must be written clearly at the back of the cheque(s). Organizing committee is to follow up with the sponsor on the delivery of the cheque(s) to the Student Services Department.

5.7 External Sponsorship (Financial) Request Process Diagram

Sponsorship letter is written by the Organizing Committee, verified by the club/society Principal Advisor and approved by the Student Services Department

Organizing Committee is to follow up on the status of sponsorship

Upon receiving the cheque(s), submit it to Student Services Department for acknowledgement

Submit the cheque(s) and ‘Clubs & Societies Sponsorship Acknowledgement Form’ to Finance Department. In return, you should

receive an ‘Official Receipt’ from the Finance Department.

Club/Society Principal Advisor is to withdraw the sponsorship by using the 1) ‘Clubs & Societies Sponsorship Acknowledgement Form’,

2) ‘Official Receipt

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Appendix 3: Sample of the Sunway Clubs & Societies Community

Service Initiative Record Form

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Appendix 7: Sample of the Student Leadership Bodies/Programme

Subsidy Application Form

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Appendix 8: Sample of a Poster Design

All Posters/ Notices MUST contain the Jeffrey Cheah Foundation logo All Posters/ Notices MUST contain the Sunway University/ College Coat of Arms/logo

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Appendix 14: Sample of the Clubs & Societies Sponsorship

Acknowledgement Form

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References

Related subjects : Clubs and Societies