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The Internal Regulation
of
The Hong Kong University Students’ Union
(Last amended in CM9 2008)
SECTION I
1 DEFINITION
1.1 “Union” shall mean the Hong Kong University Students’ Union;
1.2 “Financial Regulation” shall mean the Financial Regulation of the Union;
1.3 “Office” shall mean the Union General Office;
1.4 “Office staff” shall mean the staff of the Office;
1.5 “Executive Committee” shall mean the Union Executive Committee;
1.6 “Executives” shall mean the Union Executives;
1.7 “Administrative Secretary” shall mean the Administrative Secretary of the Union;
1.8 “Financial Secretary” shall mean the Financial Secretary of the Union;
1.9 “Union Council” shall mean the Hong Kong University Students’ Union Council;
1.10 “Union Finance Committee” shall mean the Union Finance Committee of the Union Council;
1.11 “Judicial Committee” shall mean the Judicial Committee of the Union Council;
1.12 “Societies or clubs” shall mean organizations directly or indirectly affiliated to the Union;
1.13 “Members” shall mean all the members of the Union.
2 GENERAL REGULATION
2.1 Regarding the facility bookings of the Union, any person shall proceed to the Office (Union Floor, Union Building) during office hours to obtain application form(s), and return the completed form(s) with society chop on to the Office. The Union shall generally reply in the form of a reply slip within a week; shall societies or clubs hold queries about the applications, they must report to the Office staff as soon as possible, otherwise the societies or clubs would be regarded as accepting the applications, and are liable to all consequences.
2.2 Office opening hours are as follows:
Every year from 16th August to 30th April of the following year
Mondays to Fridays 9:00a.m. to 6:00p.m.
Saturdays 9:00a.m. to 12:30p.m.
Every year from 1st May to 30th June
Mondays to Fridays 9:00a.m. to 5:15p.m.
Every year from 1st July to 15th August
Mondays to Fridays 9:00a.m. to 5:00p.m.
Saturdays 9:00a.m. to 12:00p.m.
2.3 All facility bookings of the Union can be applied starting from 9:00a.m., of every Monday.
2.4 Except rooms, the stage of Haking Wong Podium and Sun Yat-sen Place, the booking period of all facilities shall be one week (from Monday 9:00a.m. to Sunday 9:00p.m., and daily from 10:00a.m. to 5:00p.m. for retail counter and ticket counter).
2.5 Advanced booking period of the Union’s facilities
a. Facilities accepting four-week advanced booking:
1. Council Chamber
2. Game room
3. Table stand
4. Tray liner
5. Bulletin board
6. Banner site
b. Facilities accepting eight-week advanced booking:
1. Multi-purpose room
2. Haking Wong Podium
3. Exhibition hall
c. Facilities accepting three-month advanced booking:
1. Sun Yat-sen Place (Happy Park)
2.6 Societies or clubs shall be responsible for taking care of the booked facilities, and must return them immediately after use; societies or clubs are liable to fines shall there be any damages or losses of facilities. (See Chapter 20)
2.7 All facilities are forbidden to use without permission.
2.8 Societies or clubs shall make application to the Administrative Secretary in written form if they wish to book the same type of facilities for two consecutive weeks or above.
2.9 Facilities are non-transferrable to other societies or clubs. Societies or clubs shall proceed to the Office and cancel the applications before three working days (Saturday excluded) if societies or clubs decide to give up the use of facilities. In case societies or clubs have not used their booked facilities before Wednesday of that week without cancelling their booking, the societies or clubs will be considered as violating the Internal Regulation.
2.10 The Administrative Secretary can execute details of this Internal Regulation according to his understanding. Societies or clubs may lodge complaint to the Executive Committee shall they are dissatisfied with the decision of the Administrative Secretary; the resolution of the Executive Committee shall be final.
3 ROOM
3.1 Rooms provided by the Union for societies or clubs to use:
Union Building Council Chamber UG108
Union Building Multi-purpose room UG114,
UG231, UG232
Chong Yuet Ming Amenities Centre Game room CYM105
Fong Shu Chuen Amenities Centre Multi-purpose room FSC1A07
3.2 Societies or clubs are allowed to decorate the room, but shall clean up immediately after the activity.
3.3 Person-in-charge of the societies or clubs shall keep the room clean and tidy.
3.4 Societies or clubs shall turn off the air-conditioning system after the activity.
3.5 Societies or clubs can only use one room at a time.
3.6 Societies or clubs can only use room at most thrice in a week, with its total time not exceeding twelve hours. Annual General Meeting and campaigns shall not exceed forty-eight hours.
3.7 (Repealed in CM9 2008)
3.8 Smoking is prohibited in all rooms.
3.9 Societies or clubs must sign in (or obtain room key) during office hours at the Office and leave the Student Registration Card behind to give in pledge. Societies or clubs must shut the door and approach the Office to sign out (or lock the door and return the key to the Office immediately) after the activity.
3.10 The Union Council shall have the priority to use the Council Chamber. The Council Chairman or the Honorary Secretary shall, being done twelve or more days before a Council Meeting, or seventy-two hours before an Emergency Council Meeting, have the right to issue a notice to the societies or clubs booked the Chamber to the time period which the societies or clubs has the obligation to vacate the Chamber to the Union Council; under the provision that the Chamber was not booked for a General Meeting, a Council Meeting, or any equivalent formal meeting, in such case neither the Council Chairman nor the Honorary Secretary must not exercise this right. The affected societies or clubs shall have priority in using unoccupied rooms in the affected period.
3.11 Members are allowed to use room upon permission by the Administrative Secretary.
3.12 Societies or clubs shall make application to the Administrative Secretary in written form in case of other situations.
4 HAKING WONG PODIUM: STAGE
4.1 Generally, the time usage for Haking Wong Podium is from 10:00a.m. to 5:00p.m., activities are restricted to covered area. Societies or clubs shall make four-week advanced application to the Administrative Secretary in written form if they wish to use outdoors area of Haking Wong Podium or use the Podium after 5:00p.m..
4.2 Societies or clubs can only use the stage of Haking Wong Podium at most thrice in a week, with its total time not exceeding twelve hours.
4.3 Audio system can only be used from 1:00p.m. to 2:00p.m.. Societies or clubs shall keep the volume in control to avoid causing disturbance towards Haking Wong Building or people nearby.
4.4 Societies or clubs shall be responsible for the conduct of the participants, safety of the activity and the tidiness of the place.
4.5 Societies or clubs shall maintain the corridors unobstructed.
4.6 Barbecue and fire are prohibited on Haking Wong Podium.
4.7 The Executive Committee preserves the right to cancel the approved applications. Shall any activities held by societies or clubs cause threats to the public, the Administrative Secretary has the power to terminate the right to use the Podium immediately upon the situation.
5 HAKING WONG PODIUM: RETAIL COUNTER AND TICKET COUNTER
5.1 Retail counter S1 Covered area
Ticket counter C1, C2, C3 G/F, outside Union Building
C4, C5, C6 Haking Wong Podium
near the Pillar of Shame
5.2 The counter size shall not exceed 8 feet times 10 feet.
5.3 Societies or clubs can only book one counter in a week.
5.4 Societies or clubs can apply from the Office shall they wish to use tables and chairs. Societies or clubs shall be responsible for taking care of the borrowed items.
5.5 Unless the fund-raising activities are approved by the Union Finance Committee, all retail counters shall be of the same nature with the organizing societies or clubs.
5.6 S1 counter could also serve as purpose of exhibition. For details, refer to Chapter 6.
5.7 All exhibitions of goods shall not involve any promotion for external profit-making organizations, unless permitted by the Administrative Secretary. For details, refer to Section II of the Internal Regulation.
6 HAKING WONG PODIUM: EXHIBITION COUNTER
6.1 Exhibition counter in Haking Wong Podium is located in E2 (covered area).
6.2 Any items posted on display boards shall not exceed the size of the display board.
6.3 All exhibitions of goods shall not involve any promotion for external profit-making organizations, unless permitted by the Administrative Secretary. For details, refer to Section II of the Internal Regulation.
6.4 Societies or clubs must hand in all invoices of goods to the Financial Secretary in advance.
6.5 The Union would not provide any display boards. Unless permitted by the Administrative Secretary, the total numbers of display boards in the exhibition counter shall not exceed six, with each display board not exceeding the size of 4 feet times 6 feet.
6.6 Display board for promotional purpose only is not allowed.
6.7 Display boards for exhibitions shall not obstruct the fixed promotional boards in Haking Wong Podium.
6.8 The applied societies or clubs shall be solely responsible for any damages or accidents happened.
6.9 The Executive Committee and Office staff can make suitable arrangements to the exhibition counter if necessary.
7 SUN YAT-SEN PLACE (HAPPY PARK)
7.1 Sun Yat-sen Place is only available from 12:30p.m. to 2:00p.m..
7.2 Unless permitted by the Administrative Secretary, societies or clubs can only use Sun Yat-sen Place at most once a week.
7.3 Only forums, talks, debating contests or other activities that would not produce much noise are allowed.
7.4 Audio system can only be used between 12:45p.m. to 2:00p.m., and shall keep the volume in control to avoid causing disturbance towards Main Library, Knowles Building or people nearby.
7.5 Societies or clubs shall be responsible for the conduct of the participants, safety of the activity and the tidiness of the place.
7.6 Societies or clubs shall maintain the corridors unobstructed.
7.7 Barbecue and fire are prohibited on Sun Yat-sen Place.
7.8 The Executive Committee preserves the right to cancel the approved applications. Shall any activities held by societies or clubs cause threats to the public, the Administrative Secretary has the power to terminate the right of using the Place immediately upon the situation.
8 TABLE STAND
8.1 Location:
Union Restaurant (Sixty in total) G/F, Union Building
Chong Yuet Ming Restaurant (Sixty in total) 4/F, Chong Yuet Ming
Amenities Centre
Fong Shu Chuen Restaurant (Sixty in total) 2/F, Fong Shu Chuen
Amenities Centre
8.2 The Union accepts applications from four different societies or clubs at one restaurant at the same time.
8.3 Societies or clubs can only place at most fifteen table stands at one restaurant.
8.4 Societies or clubs can only use promotional area in one restaurant within a week.
8.5 Societies or clubs must clear off its promotional items before 9:00p.m. on Sundays, otherwise would be considered as a violation of the Internal Regulation.
8.6 The size of the table stand must not exceed 150 x 150 x 150 cubic millimetres.
8.7 Societies or clubs shall have one-week advanced submission of a table stand sample to the Administrative Secretary for approval.
8.8 The use of double-sided tapes to fix the table stands on the benches is strictly prohibited. The table stands must not have any sharp metal edges or parts that may endanger other individuals.
8.9 For content of the table stand, refer to Statute 14.2.2 on Democracy Wall.
8.10 For any violation of Statute 14.2.2 on Democracy Wall, the Executive Committee reserves the right to claim on an indemnity basis for all costs, loss and damages.
9 TRAY LINER
9.1 Location:
Union Restaurant G/F, Union Building
Chong Yuet Ming Restaurant 4/F, Chong Yuet Ming
Amenities Centre
Fong Shu Chuen Restaurant 2/F, Fong Shu Chuen
Amenities Centre
9.2 The Union accepts applications from two different societies or clubs at one restaurant at the same time.
9.3 Societies or clubs can at most apply for slots in one restaurant within a week.
9.4 Societies or clubs must clear off its unused promotional items before 9:00p.m. on Sundays otherwise would be considered as a violation of the Internal Regulation.
9.5 Societies or clubs shall have one-week advanced submission of a tray liner sample to the Administrative Secretary for approval.
9.6 For content of the tray liner, refer to Statute 14.2.2 on Democracy Wall.
9.7 For any violation of Statute 14.2.2 on Democracy Wall, the Executive Committee reserves the right to claim on an indemnity basis for all costs, loss and damages.
10 EXHIBITION HALL
10.1 Exhibition halls are located on Union Floor, Union Building.
10.2 Exhibition halls can be divided into A1 and A2.
The locations are as follows:
1. Exhibition hall A1 Outside UG113
2. Exhibition hall A2 Outside UG119
10.3 Societies or clubs shall make four-week advanced application to the Administrative Secretary in written form if they wish to book both exhibition hall A1 and A2.
10.4 Any items posted on display boards must not exceed the size of the display board.
10.5 All exhibitions of goods must not involve any promotion for external profit-making organizations, unless permitted by the Administrative Secretary. For details, refer to Section II of the Internal Regulation.
10.6 Societies or clubs must hand in all invoices of goods to the Financial Secretary in advance.
10.7 The Union would not provide any display boards. Unless permitted by the Administrative Secretary, the total numbers of display boards in the exhibition hall shall not exceed four with each display board not exceeding the size of 4 feet times 6 feet.
10.8 Display board for promotional purpose only is not allowed.
10.9 The applied societies or clubs shall be solely responsible for any damage or accident happened.
10.10 The Executive Committee and Office staff can make suitable arrangements to the exhibition hall if necessary.
11 BULLETIN BOARD (INCLUDING REGULATION ON POSTING POSTERS)
11.1 Bulletin boards provided by the Union for societies or clubs to use:
Category of bulletin boards Location
CYC01 - CYC15 1/F, Chow Yei Ching Building
CYM01 - CYM09 Chong Yuet Ming Amenities Centre
(5/F, 4/F, G/F)
H01 - H20 Lift lobby of Haking Wong Building
(G/F, 4/F, 5/F)
K01 - K19 G/F, K. K. Leung Building,
Bridge of K. K. Leung Building,
2/F, Fong Shu Chuen Amenities
Centre
L01 - L09 Library Extension (G/F, LG/F)
M01 - M08 Knowles Building (G/F, UG/F),
Bridge of K. K. Leung Building
(near Knowles Building),
Lift lobby at East Gate
MW01 - MW15 Meng Wah Complex (LG/F, G/F, 1/F)
R01 - R10 Run Run Shaw Podium
U01 - U18 Doorway of Time Tunnel
(near Haking Wong Podium),
Haking Wong Podium
A - H Plastic boards located at the area
between Sun Yat-sen Place and Time
Tunnel
11.2 Societies or clubs can at most book one board of each category of bulletin boards within a week.
11.3 Societies or clubs shall remove all other outdated posters or materials before using the bulletin boards.
11.4 Any posters posted must not exceed the size of the bulletin board.
11.5 According to the Estates Office of The University of Hong Kong, except the booked bulletin boards, posting of posters in other public area in the University is strictly prohibited. Societies or clubs can only post notices not exceeding A4 size in public area other than the bulletin board on the day when the activity is going to be held and remove the notices immediately after the activity.
11.6 Only the usage of pins or staples to post up posters on bulletin boards is allowed. Other tools such as glues or tapes are strictly prohibited.
11.7 Only pins are allowed for bulletin boards categorized as CYC01 – CYC15.
11.8 Societies or clubs must not post up posters for external organizations in the public areas within the University. The Union would preserve the right to charge the external organizations. (For details, refer to Section II of the Internal Regulation.)
11.9 For any unauthorized posting of promotional items such as posters within the area of the Union, the related organization is liable to a fine of HKD 50 for each term to the Union.
11.10 Societies or clubs is liable to a fine of HKD 50 for each unauthorized term to the Union shall the societies or clubs violate the above Statutes 11.4 and 11.5.
11.11 Societies or clubs shall apply to the Arts Association, HKUSU if they wish to post up posters in Main Building.
12 BANNER SITE
12.1 The banner sites provided by the Union:
B1 (Upper / Lower) Union Building Podium
B2 - B17 Haking Wong Podium
(P.S. all the banners posted on B1 are restricted with their area not exceeding 3 x 1 square metres.)
12.2 Societies or clubs can at most book one banner site within a week.
12.3 Societies or clubs shall remove their banners from the banner sites before 9:00p.m. on Sundays. Otherwise, the societies or clubs would be regarded as violating the Internal Regulation.
12.4 Societies or clubs must leave a HKD 50 deposit while borrowing the banner hooks. The hooks have to be returned to the Office straight after the activities. (There are six hooks available for borrow in every banner site.)
12.5 Societies or clubs are responsible for hanging up, maintaining and removing the banner.
12.6 Societies or clubs shall not hang up banners outside the designated banner sites without the permission of the Administrative Secretary.
12.7 Societies or clubs shall clear up all adhesive tape and string after removing the banners from the banner sites.
12.8 Societies or clubs must not hang up posters for external organizations. The Union would preserve the right to charge the external organizations. (For details, refer to Section II of the Internal Regulation.)
13 LEAFLET (INCLUDING REGULATION ON PLACEMENT AND DISTRIBUTION)
13.1 No societies or clubs or members shall place or distribute any leaflets in campus without the permission of the Administrative Secretary.
13.2 Any leaflet placed or distributed by societies or clubs shall be printed with the full name of the societies or clubs concerned.
13.3 For content of the leaflet, refer to Statute 14.2.2 on Democracy Wall.
13.4 For any violation of Statute 14.2.2 on Democracy Wall, the Executive Committee reserves the right to claim on an indemnity basis for all costs, loss and damages.
14 DEMOCRACY WALL
14.1 Principle
14.1.1 Authors shall be responsible for their articles published.
14.1.2 Articles posted on the Democracy Wall do not represent the Union’s view but the authors’ only.
14.2 Regulation
14.2.1 Societies or clubs, members and staff of the University are all allowed to post articles.
14.2.2 The content of articles shall not consist of the following:
i. Personal attack;
ii. Disclosing private life;
iii. Foul language;
iv. Inconsistency with facts or defamation;
v. Obscenity.
14.2.3 Each article is given a posting period of seven days (posting date shall be clearly shown). The Administrative Secretary has the right to extend the period according to the discussion need.
14.2.4 Articles which have not expired shall not be covered.
14.2.5 Individuals and organizations shall not post up publications for promotion or in form of classified advertisements.
14.2.6 The Executive Committee has the right to remove articles which have violated the regulations without prior notice. The Executive Committee has no obligations to keep record for the articles violating the regulations either.
14.2.7 The Administrative Secretary has the power to administer the Democracy Wall.
14.2.8 Any parties who are discontented about the articles posted on the Democracy Wall can lodge a complaint to the Judicial Committee. The Chairperson of the Judicial Committee shall act according to the Judicial Procedure, and the Chairperson could authorize the Administrative Secretary to temporarily remove the concerned articles until the verdict is made.
15 REGULATION ON BULK EMAIL
15.1 Societies or clubs has the right to use the bulk email service provided of the Computer Centre of The University of Hong Kong.
15.2 Societies or clubs can only use the bulk email service with the email address given by the Computer Centre of The University of Hong Kong after registration.
15.3 Members, student representative of the committees of the University and student organizations which are not under the Union are also allowed use this service upon permission by the Administrative Secretary..
15.4 Unless permitted by the Administrative Secretary, societies or clubs shall not use the bulk email service to help to promote external organizations. If the activities which the societies or clubs promote are sponsored by external organizations, societies or clubs can acknowledge the sponsors at the end of the promotional email.
15.5 The content of the bulk email shall be stored in a DVD+/-R/RW, CDR/RW or 1.44MB floppy disk. Societies or clubs shall fill in a form, listing out the name of the societies or clubs, the email address, and real name and contact of the contact person. The Executives or Office staff would only send the bulk email after the Executives or Office staff sign and register.
15.6 Societies or clubs are allowed to use other storage device to store the content of the bulk email provided that they have already obtained the permission of the Executives or Office staff. Any storage devices not listed in above Statute 15.5 shall be handed in to the Office in person. The Union has no responsibility of keeping the device in good condition or maintaining the integrity of the date stored in the device.
15.7 Societies or clubs are only entitled to one bulk email a week.
15.8 Societies or clubs who wish to hold Annual General Meetings, Extraordinary General Meetings, Council Meetings or campaigns shall send a bulk email to notify the student body.
15.9 The Administrative Secretary has the power to examine and approve, and the power to reject any applications of sending bulk email.
15.10 The content of bulk email shall not consist of the following:
i. Personal attack;
ii. Disclosing private life;
iii. Foul language;
iv. Inconsistency with facts or defamation;
v. Obscenity.
15.11 Shall there are any violation of above Statute 15.10, or the bulk emails considered as inappropriate by the Administrative Secretary, the Executives or Office staff could notify the concerned organizations and explain the reason of not sending the bulk email. If the organizations are not satisfied with the verdict of the Administrative Secretary, the organizations could appeal to the Executive Committee. The Executive Committee shall make the decision within three working days after the complaint is lodged.
16 BORROWING OF RESOURCES
16.1 Both societies or clubs and members have the right to borrow resources from the Union after registration, and shall leave the Student Registration Card behind to give in pledge or pay a deposit according to Section III of the Internal Regulation.
16.2 All items shall be borrowed and returned in office hour.
16.3 For borrowing items, refer to Section III of the Internal Regulation.
17 SPECIAL ARRANGEMENT FOR LARGE SCALE EVENT
Large scale event of societies or clubs shall follow the following regulations and special arrangement made by the Administrative Secretary:
17.1 The period of large scale event shall be measured by week. Societies or clubs shall submit their application to the Office twelve weeks before the event. If more than one societies or clubs apply, the Administrative Secretary shall make co-ordination between the societies or clubs. If consensus could not be reached, the Administrative Secretary shall decide on the priority of using the facilities by drawing lots.
17.2 For any approved special arrangement, societies or clubs shall submit the proposal to the Administrative Secretary, and complete the procedure of facility bookings in the Office eight weeks before the event. Societies or clubs shall abide to the above regulations regarding the usage of each facility.
17.3 Societies or clubs are only given one quota to apply for large scale event special arrangement during the period from the first week of the year to the last one.
17.4 Special arrangement for large scale event is not subject to changes or cancellation. Any cancellation of application shall be regarded as application quota used unless permitted by the Administrative Secretary due to special reasons.
17.5 Societies or clubs shall cancel the facility bookings for large scale event at the Office two weeks before the event if the booked facilities are not going to be used, otherwise the societies or clubs would be regarded as violating the Internal Regulation.
17.6 Societies or clubs would be regarded as severely violating the Internal Regulation shall they transfer the specially arranged facilities to other societies or clubs or fail to comply with the procedures of cancelling the booked facilities in time.
18 ORGANIZING OF EVENTS
18.1 Societies or clubs have the right to organize any kinds of events for members, and shall follow the following regulations:
18.1.1 Societies or clubs are forbidden to request the members to sign up and pay the charge without their consent.
18.1.2 Societies or clubs must return the entire sum of money if members wish to withdraw from the event (unless a declaration of no refund is made to the members while signing up); otherwise the societies or clubs would be regarded as severely violating the Internal Regulation.
18.1.3 Shall there be any co-operation between societies or clubs and external organizations, they must comply with the statutes of Section II of the Internal Regulation.
19 PENALTY OF VIOLATING THE INTERNAL REGULATION
The Union Executive Committee shall consider the following actions according to the seriousness of the violation of the Internal Regulation of societies or clubs, or members:
19.1 Written warning;
19.2 To clear up the bulletin boards of the Union under the supervision of the Administrative Secretary or other Executives;
19.3 To pay a fine of maximum HKD 1,000 each time;
19.4 To explain publicly through bulk email;
19.5 To suspend the use of all the facilities of the Union and the University, with a maximum period of three months. The Administrative Secretary shall determine the date when the penalizing practice would be in effect;
19.6 To promptly cancel all the approved booking applications or any borrowed facilities;
19.7 To execute other penalties regarded as appropriate by the Administrative Secretary;
19.8 To suggest the Union Council to exert a penalty.
20 DAMAGE, LOSS OR LATE RETURN OF BORROWED RESOURCES OF THE UNION (INCLUDING ROOM KEYS AND KEYS OF BALLOT BOXES)
20.1 Damage
1. To pay a compensation of the fee fixing the items or of the same worth of the damaged items.
2. If the damaged items cannot be fixed, societies or clubs shall a compensation of the same worth of the damaged items of to purchase back the same items.
20.2 Loss
1. To pay a compensation of the same worth of the lost items or to purchase back the same items.
2. To suspend the use of all facilities of the Union with a maximum period of three months. The Administrative Secretary shall determine the date when the penalizing practice would be in effect.
20.3 Late return
1. To be fined (HKD 50 per day for each item).
2. If the borrowed items are returned after one week of the due date, except the fine mentioned, societies or clubs shall also pay a compensation of the same worth of the concerned items. Usage of using all facilities of the Union shall be suspended, until the concerned societies or clubs have paid the entire fine and returned the concerned items.
20.4 The Administrative Secretary has the final decision of the penalty.
21 AMENDMENT OF THE INTERNAL REGULATION
21.1 The Administrative Secretary can amend the above Internal Regulation.
21.2 For any changes to the Internal Regulation, the Administrative Secretary shall announce the changes in written form.
21.3 The Administrative Secretary has the final interpretation power of the above regulations.
SECTION II
APPENDIX
1 The below regulations are made according to the principles, which limit all societies or clubs when co-operating with external organizations, posed by the Union Council.
2 REGULATION ON THE CO-OPERATION BETWEEN SOCIETIES OR CLUBS AND EXTERNAL ORGANIZATIONS
2.1 All societies or clubs shall not book any facilities for external organizations. If such situations are found, the Union has the right to exert penalties on the societies or clubs, which have violated the regulations. Please refer to Chapter 19 of Section I.
2.2 External persons or organizations shall make four-week advanced application to the Administrative Secretary in written form if they wish to borrow the Union’s facilities. Such external persons or organizations shall only use the facilities upon permission.
2.3 Any external organizations which want to promote in the area administrated by the Union shall make four-week advanced application to the Administrative Secretary in written form. The Union has the right to terminate all unpermitted activities immediately and take legal actions according to the seriousness of the situation.
2.4 Societies or clubs which wish to set up commercial counters with external organizations shall make eight-week advanced application for co-operating with the Union to the Administrative Secretary in written form. Societies or clubs shall follow the related statutes in the Financial Regulation.
2.5 External organizations shall be responsible for their staff’s discipline.
2.6 Societies or clubs and external organizations shall not distribute or post up any leaflets or posters, which are not permitted by the Administrative Secretary.
2.7 The number of staff from external organizations shall not exceed four.
2.8 Regulations for staff from external organizations:
1. They must keep the venue clean.
2. They must use facilities carefully and pay a compensation for any losses or damages.
3. Smoking and foul languages are prohibited in the venue.
4. They shall confine their activities in the approved area and shall not disturb students. The Union has the right to terminate the activities shall the Union receive complaints lodged by students.
5. The external organizations which have obtained permission shall not have any promotional activities for other organizations.
6. Paying in advance or selling fake items are prohibited. Shall students find being cheated, the Union has the right to terminate the activities of the organizations immediately and take legal actions against the organizations.
2.9 The Administrative Secretary shall have the right to make suitable arrangement under special situations.
2.10 Please negotiate with the Administrative Secretary in case of any special applications and complaints.
2.11 The Executive Committee reserves the right to cancel the approved applications.
2.12 The Executive Committee reserves all the interpretation power and the final decision-making power for the facilities.
3 REGULATION ON SOCIETIES OR CLUBS WHEN PROMOTING AND ACKNOWLEDING EXTERNAL ORGANIZATIONS
3.1 All societies or clubs shall only book the facilities for their organizations (including all places and facilities used for the activities of societies or clubs) and shall not book for other societies or clubs or external organizations, or private uses.
3.2 Except the following ways, societies or clubs shall not acknowledge or promote external organizations in other ways (such as exhibition, book fair, etc.):
3.2.1 Television broadcast
a. Societies or clubs shall only acknowledge external organizations (including display of the company logo) without any advertisement involved.
b. Time for acknowledgement shall not exceed one-tenth of the video programs (with a maximum of 30 seconds).
3.2.2 Promotional item
a. Societies or clubs are allowed to publish the logos of external organizations but shall not include any advertisements inside.
b. The area of the company logo shall not exceed one-sixth of the total area of the above promotional item.
c. Societies or clubs are forbidden to display or distribute leaflets or post up banners or posters for external organizations without the permission of the Administrative Secretary.
d. Societies or clubs are allowed to display leaflets of external organizations in the rooms of societies or clubs so as to provide welfare and convenience for members of societies or clubs.
3.2.3 Publication
a. Societies or clubs are only allowed to acknowledge and advertise in their publication for external organizations with no leaflets for the external organizations included inside.
b. Unless the fund-raising activities are approved by the Union Finance Committee, other publication of societies or clubs shall only have one-sixth in maximum for acknowledgement or advertisement of external organizations.
3.2.4 Retail counter
a. Unless the fund-raising activities are approved by the Union Finance Committee, all retail counters shall be of the same nature with the organizing societies or clubs.
b. Societies or clubs are only allowed to organize retail and exhibition counters for external organizations provided that the societies or clubs have made four-week advanced application to the Administrative Secretary and obtained the approval.
c. Unless permitted by the Administrative Secretary, all retail and exhibit counters are forbidden to involve any staff from external organizations.
4 AMENDMENT OF THE APPENDIX
4.1 As the appendix affects all societies or clubs when getting sponsorship from external organizations and the principles concerned are made by the Union Council, all amendments to the appendix shall be passed by the Union Council.
4.2 The Administrative Secretary shall explain the amendment passed by the Union Council to societies or clubs in written form.
4.3 The Executive Committee can execute this appendix upon its understanding.
SECTION III
ENCLOSURE
1 SERVICE
1.1 Photocopying Centre UG104, CYM202
1.2 Co-operation Store UG103
1.3 Facsimile service UG121
1.4 Computer and print-out service UG121
1.5 Paper cutting and electric stapling machine UG121
1.6 Internet photo printing service UG121
2 MISCELLANEOUS (CAN BORROW FROM THE OFFICE)
2.1 Table and chair
2.2 Table cloth
2.3 Gavel set
2.4 Ballot box
2.5 Ladder
2.6 Trolley
For enquiries and borrowing of the above services and facilities, please proceed to the Office, or refer to the Internal Regulation.
3 DEPOSIT FOR THE BORROWED RESOURCES WHICH WOULD BE REMOVED FROM THE OFFICE (IN HONG KONG DOLLARS)
Long table / folding table $50
Chair $20
Table cloth $50
Gavel set $50
Ballot box $50
Ladder $50
Trolley (Big) $100
Trolley (Small) $50
Permission from the Administrative Secretary being necessary for borrowing and removal of the following items away from the Office:
Movable board $100
Angle iron rack $50
Saddle stitching machine $50
Amplifier $100 & Student Registration Card
Wireless microphone $100 & Student Registration Card
Projector $200 & Student Registration Card
SECTION IV
USE OF THE NAMES OF SOCIETIES OR CLUBS
1 GENERAL
1.1 On the 11th Union Council Meeting in year 2006, the Union Council suggested the Administrative Secretary discussing the use of the names of societies or clubs and amending the Internal Regulation so that clear guidelines can be made.
1.2 The followings are the related statutes.
2 APPLICATION
2.1 Statute 3.1 can be applied to societies or clubs or their affiliated organizations in the following occasions:
2.1.1 on official documents (ECM14 1983);
2.1.2 in external activities (ECM14 1983);
2.1.3 distribution, exhibition or display of all items of promotional nature in or out of The University of Hong Kong;
2.1.4 all formal and open speeches delivered outside the Union Council or Councils subordinate to the Union Council;
2.1.5 bulk emails, no matter distributed by the Union or not;
2.1.6 websites of societies or clubs;
2.1.7 other occasions regarded as appropriate by the Administrative Secretary.
2.2 Only Statute 3.2 shall be applied to other occasions apart from the abovementioned ones.
3 REGULATION
3.1 Unless permitted by the Administrative Secretary in advance, societies or clubs shall follow the following regulations to obviously display or announce their names at least once in the occasions listed in Statute 2.1:
3.1.1 Societies or clubs shall add “香港大學學生會” before their official names. For English version, “Hong Kong University Students’ Union” or “HKUSU” in capital letter shall be added after the name of the societies or clubs.
3.1.2 Academic societies affiliated under faculty societies shall also add the name of faculty societies. Please refer to the particular constitution or related documents for the use of the name of the faculty societies. Faculty societies shall be responsible for providing the correct explanation of such documents to the Administrative Secretary.
3.1.3 Societies or clubs affiliated under the Union through Sports Association, Cultural Association or Independent Clubs Association shall not include “Sports Association”, “Cultural Association” or “Independent Clubs Association” in their names.
3.1.4 The name of societies or clubs on publications or video promotional items shall satisfy the following requirements:
3.1.4.1 The area occupied by the whole name of societies or clubs shall not be smaller than one-thirtieth of the size of the whole item or screen;
3.1.4.2 The ratio of the font size of the name itself and the name of the affiliated organizations shall be at least three to two;
3.1.4.3 Shall the items are published by more than one university or student organization of tertiary education, the name of the societies or clubs still need to meet the requirement listed in Statute 3.1.4.2 if not Statute 3.1.4.1. Its size and format shall be the same as the student organizations in other universities. Its font size shall be of half the size of the biggest organizations (no matter it is a student organization or not).
3.1.5 The Administrative Secretary reserves the right to inquire into any unclear use or misuse of its name in which confusion is caused.
3.2 Societies or clubs may use their full name stated in their constitution according to their needs in situations not stated in Statute 2.1. Societies or clubs may either keep or omit what are stated in Statutes 3.1.1 and 3.1.2.
3.2.1 Societies or clubs which wish to use other names shall obviously display or announce the mentioned name that represents the name of the societies or clubs or is the short form or the byname of the societies or clubs. If societies or clubs use these names in the first time after this section is passed, the societies or clubs shall make a one-off notification to the Administrative Secretary within fourteen days after the use of the names. The Administrative Secretary shall have the power to ban or reject the right for any societies or clubs to use these names.
3.2.2 Under the perquisite of satisfying Statutes 2.1 and 3.1, if societies or clubs display their names more than once in an occasion, Statutes 3.2 and 3.2.1 shall also be complied.
3.3 Societies or clubs shall make advanced application to the Administrative Secretary in written form in case of exceptional situations, otherwise the societies or clubs would be regarded as severely violating the Internal Regulation.
3.4 Refer to Chapter 4 for the penalty of violating the above regulations.
4 PENALTY
4.1 The Executive Committee shall consider the following penalty according to the seriousness of the violation of the Internal Regulation of the concerned societies or clubs:
4.1.1 Written warning;
4.1.2 To clear up the bulletin boards of the Union under the supervision of the Administrative Secretary or other Executives;
4.1.3 To pay a fine of maximum HKD 1,000 each time;
4.1.4 To explain publicly through bulk email;
4.1.5 To suspend the use of all the facilities of the Union and the University, with a maximum period of three months. The Administrative Secretary shall determine the date when the penalizing practice would be in effect;
4.1.6 To promptly cancel all the approved booking applications or any borrowed facilities;
4.1.7 To execute other penalties regarded as appropriate by the Administrative Secretary;
4.1.8 To suggest the Union Council to exert a penalty.
5 AMENDMENT AND INTERPRETATION
5.1 The Administrative Secretary shall have the power to amend and interpret this section if the Union Council is not in session.
5.2 All amendments of this section shall be noticed to the Union Council and the public in written form.
6 SCHEDULE
6.1 This Regulation has been in effect since 30th July, 2007.
6.2 The Administrative Secretary shall keep a list of societies or clubs and the other names they use according to Statute 3.2.1.
The Chinese version shall prevail if there is any discrepancy of meaning between the Chinese and English versions of this Internal Regulation.
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