Society Regulations & Guidelines

REGULATIONS & GUIDELINES FOR TAR UNIVERSITY COLLEGESOCIETIES/CLUBS & STUDENT ACTIVITIES DEPARTMENT OF STUDENT AFFAIRS

CONTENTS PART I REGULATIONS FOR UNIVERSITY COLLEGE SOCIETIES & STUDENT ACTIVITIESI. ApprovalII. RegulationIII. MembershipIV. AdviserV. Financial MattersVI. ActivitiesVII. GeneralVIII. Transitional Provision PART II OPERATION PROCEDURES FOR SOCIETIES AND STUDENT ACTIVITIESI. Registration of Society A. Criteria for Registration B. ApplicationII. Suspension of SocietyIII. Internal CorrespondenceIV. External CorrespondenceV. MembershipVI. Meetings 1. Annual General Meeting 2. Extraordinary General Meeting 3. Executive Committee Meeting 4. Quorum 5. Application 6. Agenda 7. Minutes of Meetings 8. Election of Executive MeetingVII. Organising Activities/Events 1. Endorsement by Executive Committee 2. Application 3. Fund Raising 4. Invitation External Guests for Activity/Talk 5. Tout/Visit Within Malaysia 6. Physical Requirements/Arrangements 7. Promotion/Publicity Materials 8. Activity Evaluation ReportAppendix 1: Membership Name List FormAppendix 2: List of Office BearersAppendix 3: Authorised Signatories for Withdrawal of Funds from BursaryAppendix 4: Activity Proposal GuidelinesAppendix 5: Flowchart of Application of Society ActivityAppendix 6: Exemption of Liability FormAppendix 7: Activity Evaluation Report

n these regulations, REGULATIONS FOR TAR UNIVERSITY COLLEGE SOCIETIES/CLUBS & STUDENT ACTIVITIESIn these regulations, “University College Societs” means a Club or Society formed by the studentsof the University College. “Activities” means functions organised by any University CollegeSociety, group or individual student. “Student” means any registered student of the UniversityCollege. (I) APPROVAL 1. No University College Society shall be formed without the approval of the University College Senate or continue in existence if such approval is withdrawn provided that the President of the University College give provisional approval for the initial activities of a Society pending the approval of the Regulation of a Society. (II) REGULATION 1. Every University College Society shall have a set of rules to be known as “Regulations” which must be approved by the University College Senate. 2. All proposed amendments to the Regulations of the Society shall be forwarded to the University College for approval before they can be tabled at any AGM/EGM. (III) MEMBERSHIP 1. All registered students shall be eligible for membership for the University College Society. 2. ORDINARY MEMBERSHIP (a) Ordinary membership shall be open for application to all students in the University College. (b) There shall be at least 10 ordinary members in the Society. (c) Ordinary members shall have the following privileges: (i) have the right to stand, nominate or second candidates for election to any of the officers of the society; (ii) have the right to speak and vote at all general meetings of the Society; (iii) have the right to participate in the activities of the Society and make use of the facilities provided; (iv) enjoy any other privileges and benefits of membership of the Society as the Executive Committee may decide from time to time. 1

3. ASSOCIATE MEMBERS (a) Associate members are allowed to participate in the activities of the Society but without voting rights and cannot hold any position in the Society. (b) The Society shall maintain the total number of Associate members to be no more than 50% of the total of ordinary members annually.(IV) ADVISER 1. The Society shall have at least one Adviser who shall be formally appointed by the President of the University College upon the recommendation of the Dean of Faculty or the Director of the Department of Student Affairs. 2. The Adviser shall have the right to attend all the meetings of the Society and to give advice on the activities of the Society. 3. The Adviser shall be informed of all meetings of the Society by the Secretary before these meetings are held. 4. The Adviser shall have the right to check all records of the Society including all financial matters.(V) FINANCIAL MATTERS 1. The funds of the Society shall be maintained by the Bursary of the University College and the Bursary shall create an account to be kept for the Society. 2. Society shall not raise funds from the Public without the prior written approval from the Department of Student Affairs.(VI) ACTIVITIES 1. The activities of the Society shall be within the framework of the objectives outlined in its Regulation. 2. No activities shall be organised by a Society which involves participation by persons who are not staff or students of the University College without prior written approval from the Department of Student Affairs. 3. Society shall conduct their meetings within the University College premises. 4. The use of premises in the University College by Society must be approved by the Department of Student Affairs. 2

(VII) GENERAL 1. The University College reserves the right to cause a Society to insert additional or delete or amend any article(s) in a Society Regulation as and when it deems fit. 2. No Society shall be affiliated with any outside organisation without the prior written approval from the Department of Student Affairs. 3. A Society shall cease to exist if the approval of its Regulation is withdrawn by the University College Senate. 4. No Society shall make any press statements by itself or through any of its advisers, office bearers or members without the prior written approval from the President of University College. 5. In the event of a dispute arising over the interpretation of this Regulation, a ruling shall be obtained from the President of the University College whose decision shall be final. 6. In the event of the dissolution of the Society, all debts and liabilities of the Society shall be discharged and any residue property and finance of the Society shall be settled in the manner as directed by the University College President. 7. The President shall suspend the Society in the event the ordinary membership of the Society becomes less than 10 during the subsistence of the Academic Year. Upon suspension by the President of the University College; and in the event the society is not re-activated by the President of the University College subsequently in the immediate next Academic Year due to any reasons whatsoever, it would be permissible for the President of the University College to dissolve the Society.(VIII) TRANSITIONAL PROVISION 1. All Societies which are already in existence prior to the coming into force of these regulations shall be deemed to be enforced in accordance with the provision of these regulations provided these regulations do not deprive the University College Senate or a Committee designed by President of University College of the right to review the set up of all Societies. 3

OPERATION PROCEDURES FOR SOCIETIES/CLUBS & STUDENT ACTIVITIESThis set of operation procedures for societies and student activities is designed to serve as ageneral guide to societies in their day to day operation as well as in carrying out their activitieswith respect to administration procedures. Notwithstanding this, societies and student activities arepresently also governed by the “Regulations for University College Societies and StudentActivities”. These regulations as well as such other rules and regulations, which the UniversityCollege Senate shall decide from time to time, must be strictly observed by all societies. (I) REGISTRATION OF SOCIETY A. Criteria for Registration (a) Any proposed Society shall be open for application to all students in the University College. (b) A proposed Society must represent the interest of the members and the control of the Society must be within the local campus group. (c) The proposed Society shall agree to comply with all policies, regulations and procedures established by the University College and with all other written laws relating to the University College. (d) The proposed Society must not: (a) have illegal aims and goals; (b) proposed activities which would violate regulations of the University College or all other written rules relating to the University College or materially and substantially disrupt the work and discipline of the University College. (e) The objective of the proposed Society must be in line with the purposes & objectives of the University College. (f) The proposed Society must have a minimum number of 10 members who are current students. (g) The proposed Society may be denied approval where the purposes are within the scope of a currently registered Society. 4

B. Application (a) In order to obtain registration as a Society, a group must meet the criteria set forth in section (I) A. (b) Application for preliminary registration shall be made by filling the Application for Preliminary Registration of Society Form (SU/1018) together with a draft Regulation of the Society to be submitted to the Director of Student Affairs. (c) The President of the University College may grant preliminary/provisional registration to the proposed Society. (d) Within a period of six months from the date of preliminary/provisional approval by the President of the University College, the Society shall organise a General Meeting to formally adopt the Regulations of the Society. (e) The Regulations will then be submitted to the University College Senate for approval through the Department of Student Affairs. (f) The Society will be informed of the date of approval of the Regulations by Department of Student Affairs. From that date, the Society will be deemed to be registered.(II) SUSPENSION OF SOCIETY 1. A Society may be suspended for any of the following reasons: (a) The Society fails to maintain compliance with the initial requirements for registration; (b) The ordinary membership of the Society becomes less than 10 during the subsistence of the Academic Year; (c) The Society operates or engages in any activity in violation of the University College or Federal Laws; or (d) The Society fails to submit any required reports. 2. A Society which is placed under suspension may not hold meetings and engage in any activity. 3. In the event a Society is suspended, the Society shall be afforded the opportunity of a hearing before the Director of Student Affairs to have the suspension order lifted.(III) INTERNAL CORRESPONDENCE 1. All correspondence of the society shall be signed by the Secretary of the Executive Committee, countersigned by the Adviser. A copy is to be sent to the Department of Student Affairs. 5

(IV) EXTERNAL CORRESPONDENCE 1. Any correspondence with an individual or body outside the University College shall be signed by the Secretary, countersigned by the Adviser and in the cases of Academic Society, it shall be further countersigned by the Dean of Faculty. A copy is to be sent to the Department of Student Affairs.(V) MEMBERSHIP 1. Society shall not collect any membership fee from members. 2. All membership shall be renewable annually. 3. The membership name list (Appendix 1) must be submitted to the Department of Student Affairs within 7 days after each recruitment.(VI) MEETINGS 1. Annual General Meeting (AGM) The Annual General Meeting shall be held during third week to fourth week of the third semester of the Academic Year. Notice of the Annual General Meeting shall be given to the members not less than 7 days before the date of the meeting. The presence of the adviser at the AGM is compulsory. 2. Extraordinary General Meeting (EGM) The Extraordinary General Meeting shall be called on written application to the Secretary by at least one third of the ordinary members who shall state the reason for the application. Such a meeting shall be held within 14 days. Notice of such a meeting shall be given to the members not more than 7 days after the receipt of the application. The presence of the adviser at the EGM is compulsory. 3. Executive Committee Meeting Meetings of the Executive Committee shall be: (a) Ordinary Meetings to be held at such interval as may be directed by the President provided that at least one meeting shall be held every term. The meeting shall be convened by the Secretary giving 7 days notice of meeting. (b) Extraordinary Meetings are to be held when matters needing immediate attention arise, or when a written request for a meeting signed by not less than 4 members is received by the Secretary. The meeting shall be convened by the Secretary giving 3 days notice of meeting. (c) Any member of the Executive Committee who is absent from three successive Committee Meetings without submitting a reason acceptable to the Executive Committee shall cease to be a member of the Executive Committee. (d) It is desirable that the adviser be present at Executive Committee Meeting. 6

4. Quorum (a) For Annual General Meeting (i) One-third of the ordinary members only of the Society shall form a quorum. (ii) In the event of a quorum not being present, the meeting shall be continued after 30 minutes with the agreement of two-third of the present members. (b) For Extraordinary General Meeting Two-third of the ordinary members only of the Society shall form a quorum at an extraordinary general meeting of the Society. In the event of the required number not being present, the meeting shall be cancelled. (c) For Executive Committee Meeting Three members of the Executive Committee shall constitute a quorum.5. Application (a) For Executive Committee Meeting A Society must apply for permission from the Department of Student Affairs to hold a meeting by completed the Application for Permission to Hold Meeting (SU/W/303/01A) in duplicate copies, attached together with an agenda and submit to Department of Student Affairs at least 7 working days prior the meeting. (b) For Annual General Meeting and Extraordinary General Meeting A Society must apply for permission from the Department of Student Affairs to hold an AGM/EGM by completed the Society/Club Activity Application Form (SU/W/303/01) in duplicate copies, attached together with an agenda and submit to Department of Student Affairs at least 14 working days prior the AGM/EGM.6. Agenda (a) For Executive Committee Meeting It is recommended that an agenda and a notice of meeting be prepared and circulated in order for the members to be aware of the items to be discussed during the meeting and are prepared for the discussion. (b) For Annual General Meeting and Extraordinary General Meeting All members should be informed of the items on the agenda and notice of meeting according to the stipulated time period stated in the Regulation of the Society. The agenda to be discussed in the AGM are as follows: (i) Speech by Chairperson (ii) Approval of the previous minutes of the Annual General Meeting (iii) Table the Annual Activity Report (iv) Table the Financial Report that has been audited (v) Election of New Executive Committee (vi) Debate on other issues, if any 7

7. Minutes of Meetings (a) For Executive Committee Meeting A copy of previous minutes of meeting must be submitted to the Department of Student Affairs before the approval of the next meeting. The minutes should be signed by the President, Secretary and noted by Adviser. (b) For Annual General Meeting The following documents must be sent to the Department of Student Affairs within one month after the Annual General Meeting. All documents must be signed by the President, Secretary (annual financial statement signed by Treasurer) and Adviser. (i) A copy of minutes of meeting (ii) A complete report of activities undertaken during the year (iii) An annual financial statement (iv) List of office bearers (Appendix 2) (v) Authorised signatories for withdrawal of funds from Bursary (Appendix 3) (vi) Annual activity plan Note: A copy of the annual financial statement shall be submitted by the Society to the President of University College through the Department of Student Affairs.8. Election of Executive Committee (a) The Administration of the Society shall vest with the Executives Committee. This Executive Committee shall be elected at the Annual General Meeting and shall consists of: i) The President ii) The Vice President iii) The Secretary iv) The Treasurer (b) The election of Executive Committee Member is based on majority voting with not less than one third of the members present during the election. (c) The Executive Committee shall have powers to appoint no more than 4 committee members to the Executive Committee, sub-committees and to delegate to them such powers as the Executives Committee considers necessary. (d) The Executive Committee shall have powers to appoint no more than 4 standing committee to the Executive Committee. (e) The Executive Committee will hold the post for one academic year. 8

(f) No student against whom disciplinary proceedings are pending, or who has been found guilty of a disciplinary offence, shall be elected or remain a member or an office-bearer of the Society unless authorized in writing by the President of the University College. (g) Students with CGPA of 2.2500 are qualified to contest or hold a post in Society. (h) Students are allowed to hold one post as a President in a Society at any one point of the time. (i) It is compulsory for the President, Vice President, Secretary and Treasurer to attend the Induction Course organised by the Department of Student Affairs.(VII) ORGANISING ACTIVITIES/EVENTS 1. Endorsement by Executive Committee (a) Society intending to organise activity/event shall first discuss and formally endorse the activity proposal during one of its Executive Committee Meeting. (b) Once the proposal is adopted, an Organising Committee shall be appointed during the same meeting. The Organising Committee shall include a President, Secretary, Treasurer and other Committee Members. Other positions such as Vice President, Assistant Secretary or Assistant Treasurer are optional (Appendix 4: Activity Proposal Guidelines). 2. Application (a) A Society must apply for permission from the Department of Student Affairs to organise an activity/event by completing the Society/Club Activity Application Form (SU/W/303/01) in duplicate copies, attached together with a proposal and to submit to the Department of Student Affairs at least 14 working days in advance (Appendix 5: Flowchart of Application of Society Activity). 3. Fund Raising (a) Under no circumstances should personal profits be gained by individuals or groups from proceeds raised through officially approved fund-raising projects of all societies. All funds raised by society should be channeled strictly towards the running cost of their approved activities and budget. Prior written approval must be sought from the relevant external organisations/authorities for activities which involve members of the public eg. Newspaper collection. 9

(b) Sponsorship (Financial and Otherwise) Prior approval must be obtained from the Department of Student Affairs before any society can enter into any agreements/contacts, be they verbal or written, with any external organisations. The terms and conditions of the sponsorship or co-sponsorship must be clearly spelt out and under no circumstances should they affect the image or dignity of the University College in any way. (c) Sponsorship should be canvassed by students themselves. The target revenue for collection of advertisements has to be approved by the Department of Student Affairs. All payment must be authorised by the Director of Student Affairs. (d) Students, in the course of performing official work for society, should not accept tangible benefits or benefits in kind from any company. Should such benefits be offered, they could be used as prizes for any events organised by the society concerned.4. Invitation External Guests for Activity/Talk (a) In the case on an application to invite outside individuals to attend student activity/event, information such as the name, occupation of the guests to be invited and the purpose for invitation should be included in the Society/Club Activity Application Form. (b) No individual from outside the University College may be invited to attend any activity or to give a talk unless a written approval has been granted by the Department of Student Affairs. (c) In the case of specially invited guests (eg. Ministers, Royalty, University College Council Chairman etc.) attending as a Guest of Honour, student must ensure that: (i) As a matter of courtesy, guests should arrive in time and are seated before the arrival of the Guest of Honour. Circulars should be sent to all those attending, emphasizing to them the importance of this point. (ii) The programme is carried out as scheduled. Any question of protocol should be checked beforehand. (iii) There are one or more officials at the activity to welcome the Guest of Honour and escort him to his position. 10

5. Tour/Visit Within Malaysia (a) All tours/visits organised by Society must be planned properly and ample time (one month) must be allocated for processing and obtaining permits from JPJ and other relevant authorities. (b) The name list of participants submitted by the organiser to the Department of Student Affairs shall be final and no additional names will be entered once the list is submitted. (c) All the participants must completed the Exemption of Liability Form (Appendix 6).6. Physical Requirements/Arrangements (a) Organising Committees are advised to liaise with the Department of Student Affairs on the necessary physical requirements/arrangements for any student activity/event to be held within the University College premises (eg. PA system, projectors, chairs, tables, etc.).7. Promotion/Publicity Materials (a) Promotion/Publicity materials (buntings, banners, posters or flyers) must be approved by the Department of Student Affairs before they can be displayed. (b) Promotion/Publicity materials should be displayed at designated locations only. (c) All the promotion/publicity materials must be removed within 7 days after the event.8. Activity Evaluation Report The following documents must be sent to the Department of Student Affairs within 14 days after the activity is conducted: (a) Activity Evaluation Report (Appendix 7) (b) A copy of statement of account signed by the President, Treasurer and Adviser with all supporting original documents/receipts. (i) All income and expenditure should be substantiated by receipts or other documents and properly recorded. (ii) The account together with supporting documents are to be forwarded to the society’s auditor(s) for auditing. (iii) The audited account is to be tabled at the meeting of the organising committee for adoption. (c) Photo with caption of the activity/event (softcopy). New activity can be executed only after all previous reports of activity and finances have been presented to the Department of Student Affairs. 11

Appendix 1: Membership Name List Form Tunku Abdul Rahman University College Department of Student Affairs Membership Name ListSociety/Club Name: ___________________________________________No. Name ID No / IC No123456789101112131415161718192021222324252627282930Note: The membership name list must be submitted to the Department of StudentAffairs after each recruitment.Prepared by: _______________ Checked by: _______________ Verified by: ________________Secretary Name: President Name: Adviser Name:Date: Date: Date: 12

Appendix 2: List of Office Bearers Date of Submission: _____________Name of Society: __________________________________________________________ LIST OF OFFICE BEARERSI have pleasure in submitting a list of our office bearers from the term of office effective from………………………to ……………………… as required by your department. They wereelected/appointed during our Annual General meeting held on ………………………..… Position Name ID Number H/P No. / EmailExecutive Committee(Compulsory) Voted by members.1. President2. Vice President3. Secretary4. TreasurerCommittee Member(Optional) Appointed by the Executive Committee with no more than 4 committee members to the ExecutiveCommittee (e.g.: Deputy President, Deputy Vice President, Deputy Secretary, Deputy Treasurer).1.2.3.4.Standing Committee(Optional) Appointed by the Executive Committee with no more than 4 standing committee to the ExecutiveCommittee (e.g.: Publicity & Promotion Director, Activity Director, Marketing Director & etc).1.2.3.4.Auditor(Compulsory) Appointed by Executive Committee1.Notes:1. The auditor is considered as a non-committee member.2. Only students with status EN or EP are allowed to hold a post.3. This completed form must be submitted to the Department of Student Affairs within 1 month after the AGM.4. The Department of Student Affairs will record the above data in Student e-Profile based on List of Office Bearers submitted by the Society.5. Any changes made in the List of Office Bearers must be tabled in the meeting and the Department of Student Affairs must be informed in order to update the database.____________________ _____________________ __________________Secretary Name: President Name: Adviser Name:Date: Date: Date: 13

Appendix 3: Authorised Signatories for Withdrawal of Funds from Bursary BY/PF/2013 KOLEJ UNIVERSITI TUNKU ABDUL RAHMANAUTHORISED SIGNATORIES FOR WITHDRAWAL OF FUNDS FROM BURSARYNAME OF SOCIETY: ___________________________________________________________CAMPUS: KUALA LUMPUR / PENANG / JOHOR / PERAK / PAHANG / SABAHACADEMIC YEAR: _____________________ POSITION NAME STUDENT ID IC NUMBER CONTACT SIGNATURE SOCIETY’S NUMBER NUMBER STAMPPRESIDENTTREASURERSECRETARYVERIFIED BY CONFIRMED BY______________ ______________________ADVISER: DIRECTOR, DEPARTMENT OF STUDENT AFFAIRS /NAME: HEAD OF BRANCH CAMPUSDATE: NAME: DATE:Note:1st copy for record of Bursary2nd copy for record of Department of Student Affairs3rd copy for record of Adviser (where applicable) 14

Appendix 4: Activity Proposal Guidelines1. Each application for holding activity must be submitted to the Department of Student Affairs at least 14 working days in advance. For activities which require sponsorship, application must be submitted one month in advance.2. The objective of submitting a proposal is to seek programme approval, equipment, financial aid and transportation from the University College.3. Completed proposal should include the following items: (a) Cover - Title - Organiser - Date & Time - Venue (b) Organising Committee (c) Programme details (d) Objectives - At least 3 objectives that are precise in term of its description and meaning - Need to be connected to programme objective if cooperation is required with external party - Short, comprehensive and clear (e) Estimated audience/participants (f) Invited guest(s) (g) Biodata for Speaker(s) (h) Programme itinerary (i) Description (organising methods and suggestions) (j) List of equipment (k) Proposed budget (l) Exemption of Liability (for out of campus activity) (m) Recommendation from Advisor4. The Department of Student Affairs will issue the following documents once the activity has been approved: (a) Approval slip (b) Exemption of Liability Form (if relevant) (c) Application for withdrawal of fund from Bursary (if relevant) (d) Activity evaluation report 15

Appendix 5: Flowchart of Application of Society ActivityThe Secretary/applicant must complete the Society Activity ApplicationForm (SU/W/303/01) in duplicate copies, attached together with aproposal and submit to the Department of Student Affairs at least 14working days in advance.The Department of Student Affairs will issue a received slip with areference number.The Department of Student Affairs will check the availability of venueand the proposal.The Application Form will be forwarded to the Director of StudentAffairs for approval. Yes NoThe Secretary/applicant has The Department of Studentto collect the approval slip Affairs will inform thefrom the Department of Secretary/applicant.Student Affairs before theactivity can be held.A copy of the ApplicationForm will be forwarded tothe Department of Estate &Maintenance for physicalarrangement (if any). 16

Appendix 6: Exemption of Liability FormTo,Tunku Abdul Rahman University Collegec/o Department of Student AffairsJalan Genting Kelang, Setapak,Kuala LumpurEXEMPTION OF LIABILITYIn consideration of Tunku Abdul Rahman University College agreeing to organise andarrange for the excursion/trip or activity/workshop as detailed as stated below, I/Wewhose name/s is/are in stated below, HEREBY ABSOLVE AND EXEMPT TUNKU ABDULRAHMAN University College and its staff completely from any loss, damages, claims orliabilities whatsoever suffered by me/us which is/are due to/arising from any mishaps,accidents, injuries or incidents howsoever caused (whether or not due to the negligence,breach of duty or breach of contract) during the said excursion/trip or activity/workshopstated in which I/we am/are attending or participating,Activity Name : __________________________________________________Activity Date : __________________________________________________Activity Time : __________________________________________________Venue : __________________________________________________Address : ___________________________________________________ ___________________________________________________Telephone No. : ___________________________________________________Organised by Society/Club: ______________________________________________Supervised by : ___________________________________________________We/I,i. DECLARE that I/we have been advised and requested by Tunku Abdul RahmanUniversity College/the staff of Tunku Abdul Rahman University College to inform andnotify my/our parent(s) and/or guardian(s) (which I/we expressly confirm that I/we havedone so) regarding the purpose and reason for the excursion/activity/workshop;ii. DECLARE that I/we have been advised and informed by Tunku Abdul RahmanUniversity College/the staff of Tunku Abdul Rahman University College regarding theimportance and necessity of arranging with my/our parent(s) and/or guardian(s) to obtainor possess a PERSONAL ACCIDENT INSURANCE coverage for the purpose of such trips;andiii. UNDERTAKE that I/we shall indemnify and keep harmless Tunku Abdul RahmanUniversity College for any loss, claims, damages whatsoever incurred due to and arisingfrom my/our participation in the said excursion/trip/activity or workshop. 17

No Students’ Details Student’s Witness By Witness Signature1. Name: Signature I/C No: Name:2. Name: Name: I/C No:3 Name: Name: I/C No:4 Name: Name: I/C No: Name:5 Name: I/C No:6 Name: Name: I/C No:7 Name: Name: I/C No:8 Name: Name: I/C No: Name:9 Name: I/C No:10 Name: Name: I/C No:11 Name: Name: I/C No: Name: Name:12 Name: I/C No:13 Name: I/C No:14 Name: Name: I/C No:15 Name: Name: I/C No: Name:16 Name: I/C No: Name:17 Name: I/C No:18 Name: Name: I/C No:19 Name: Name:I/C No:20 Name: Name:I/C No:This completed form must be submitted to the Department of Student Affairs 5 days prior to theactivity.__________________ ____________________ ________________Secretary Name: President Name: Advisor Name:Date: Date: Date: 18

Appendix 7: Activity Evaluation Report Department of Student Affairs ACTIVITY EVALUATION REPORT(This completed form must be submitted to the Department of Student Affairs within 14 days after the activity.)1. Society Name: _________________________________________________________________2. Name of Activity: _____________________________________________________________3. Date: _________________________ Time: ____________ Venue: ______________________4. Attendance: (Staff)_______________ (Student) _________ (Guest/Others) _________________5. Organising Committee List6. Statement of Account – Budget and Final Account7. List of Results/Awards/Winners (if applicable)8. Photo of the Activity with caption (include softcopy)9. Report of Activity i. How did the event achieve its objectives? __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ii. Problems faced: __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________iii. Ways to improve the event: __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________iv. Conclusion: __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________Prepared by Organising Secretary Checked by President Verified by Adviser_________________________ __________________ __________________Name: Name: Name:Date: Date: Date: 19

The University College reserves the right to amend the information without prior notice.