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Existing Student Societies (for ExCo Members and Advisors)

Student Affairs Office Existing Student Societies (for ExCo Members and Advisors)

Existing Student Societies (for ExCo Members and Advisors)

Student Society Recognition / Termination

Please read all the following documents before submitting the application for society re-recognition:

  1. Introduction (Students / Advisors)
  2. Guidance Notes for Establishing a Student Society and Applying for Society Registration (Students / Advisors)
  3. PPT for Information Session for Student Society Re-recognition (Students / Advisors)

To apply for re-recognition, the following documents should be submitted to the Committee on Student Affairs (CSA) or Sub-Committee on Student Affairs (Sub-CSA) via Student Affairs Office (SAO) for consideration:

  1. Application for Society Re-recognition and Change of New Executive Commttee (Form_existing soc_12/25) (Students / Advisors)
  2. Member List (for Non-programme-related Student Societies) (Form_existing soc_Appendix 1_12/25) (Students / Advisors)
  3. An Updated Constitution of Student Society (if any)

All student societies are required to formulate and adopt a Privacy Policy Statement (PPS) which is a general statement of an organisation’s policy and practices in relation to its collection, holding and use of personal data about individuals. Under the PD(P)O, all student societies are required to ensure that their policies and practices in this regard can be ascertained by all persons upon request.

  1. Sample of Consent Form for Student Societies to Collect, Use or Provide Personal Data for Carrying Out Direct Marketing Activities (Form_Consent_12/25) (Students / Advisors)

For termination of a student society, you should attend the handover meeting with SAO in March and submit the following documents:

  1. Minutes of all general meetings and other necessary documents requested by SAO or CSA
  2. Annual Activity Report & Financial Report (Students / Advisors)
  3. An e-copy of the Bank Account Statement of the student society

All the current cabinet of the student society is required to clean up the belongings at B-132, B-132 store room and B-133 Editorial Room. Should any student society fail to fulfil the requirements, the society’s re-recognition application will not be considered.

Student societies without successful recognition by CSA will be terminated.

Tentative DateEvent
January / February 2026Society promotion period
January / February 2026Polling according to Society’s Constitution
February 2026Information session for student society re-recognition and termination
March 2026Submission of application for re-recognition
March 2026Student societies handover meeting with SAO
1-15 April 2026Submission of annual budget plan through the Societies Management System (SMS)
April / May 2026Endorsement seeking from Sub-CSA / Approval seeking from CSA
Late-May 2026Commencement of Leadership Advancement Programme
June 2026Leadership Lounge
Mid-July 2026Information session for student-led orientation and campus life induction
Early-January 2027Submission of reimbursement on orientation activities
March 2027Submission of reimbursement on non-orientation activities
March 2027Submission of annual reports and society handover meeting

All student societies are required to fulfill the Mandatory Attendance Requirement in attending the information sessions, the Leadership Advancement Programme and the compulsory events arranged by the Student Affairs Office (SAO) or HKMUSU. Granting of activity funding and student society re-recognition would be made about the attendance of the training / events.

ItemNumber of SessionRequirementAttendance Requirement
Information Sessions for Student SocietiesAt least 3 sessionsMandatory requirement for organising activities
i.e. O’day, O’Camp		at least 2 ExCos / society each session
Leadership Advancement ProgrammeAt least 8 sessionsat least 2-3 ExCos / society each session
EOC Online Course
(Preventing Sexual Harassment on Campus Learning Platform)		1 sessionMandatory requirement for applying funding from SAOat least 2 ExCos / society each session
Leadership Lounge1 sessionat least 3 ExCos / society each session
National Flag-rising Ceremony1 sessionat least 2 ExCos / society each session

Funding, Award and Sponsorship Application

Application for CSA Funding for Activities and General Expenditure

All student societies can submit annual budget plan through the Societies Management System (SMS). Student societies should follow the Operation Manual for applying for the CSA funding.

  1. Guidance Notes for Application of Support and Funding for Student Activities (Students / Advisors)
  2. Operation Manual (Students / Advisors)
Reimbursement of CSA Funding
  1. All the application should be submitted online through the Societies Management System  (SMS). For those who faced difficulties in submitting the application via system, please contact SAO for assistance;
  2. Original official receipts (正本單據) and receipts endorsed by two designated office-bearers of the student society should be submitted within two months upon the completion of the activity. Late submission and e-copies of the original receipts will not be accepted;
  3. Please refer to the Operation Manual for detailed procedures.
Other funding Support for Student Societies
  1. Theme-based Activity Fund
  2. Global Learning Subsidy Scheme for Student Leaders

For details, please refer to Leadership Advancement Programme – Funding Support to Student Organisations

Please read the following document before submitting the application for acceptance of donation or sponsorship:

  1. Guidance Notes on Acceptance of Donation / Sponsorship by Student Societies of the HKMU (Students / Advisors)

Before the student societies commit any responsibilities with the commercial vendors or other organisations, the student societies should have the obligation to seek advice and endorsement from the SAO, whether your activities are applying for or receiving support from the University.

  1. Application on Acceptance of Donation / Sponsorship by Student Societies of the HKMU (Form_S_SD_12/25) (Students / Advisors)
  2. Sample Code of Conduct for Members of Public Councils (Students / Advisors)

To foster the recognition and encouragement of the diverse talents and skills within our student organisation, SAO offers the Award for Non-Academic Excellence to acknowledge and celebrate their contributions throughout the year.

For details, please refer to Leadership Advancement Programme – Non-Academic Award for Student Leaders

Venue reservation and Furniture booking

The University encourages student societies to organise student-led activities in the Hong Kong Metropolitan University (HKMU). Student societies can reserve venues located at Main Campus (MC), Jockey Club Campus (JCC), and Institute of Healthcare (IOH).

  1. Guidance Notes for the Use of Campus Venue for Student Activities (Students / Advisors)
  2. Rental of Venues (Students / Advisors)
Reservation of Venue
Venue TypeApplication Method
Activity rooms (A0G19) and communal areas (where counters and pull-up banners can be set)
  1. Read guidance provided by Facilities Management Ofiice (FMO).
  2. Submission of venue booking via Online Booking System for Amenities (OBSA)
Tutorial rooms, classrooms, lecture theatres and auditoriumsSubmission of the Venue Booking Form for Student Society (Students / Advisors) to the Room Booking Form Upload Platform for Student Societies
Multi-purpose Hall (MPH) / Agile Sports Hall (ASH) or open spaces
(e.g. MC – G/F Open Area Outside of BoC, JCC – G/F Open Plaza, IOH – G/F Public Open Space, etc)
  1. Complete the Venue and/or Equipment Booking Form for HKMU Students’ Union and HKMU Students’ Union Affiliated Student Societies and submit it at least 10 working days (excluding the day of submission) prior to the commencement of activity
  2. Approach SAO for venue reservation via email at ssa@hkmu.edu.hk with a detailed activity proposal and the required venue information.
 
Room Availability Checking
  1. Student societies should call Hong Yip at 3120 2413 to check the availability of Multi-purpose Hall or Agile Sports Hall.
  2. The availability of tutorial rooms, lecture theatres, auditoriums and classrooms can be found using the Room Enquiry Function on Student Mobile App up to 90 days.
Reservation of Furniture and Equipment Support

Student societies can submit the Venue and/or Equipment Booking Form for HKMU Students’ Union and HKMU Students’ Union Affiliated Student Societies to the SAO.  In general, foldable tables, chairs, notice stands, table clothes, microphones, and etc. are available for loan.

Please read the following documents for promotion and posting up information:

  1. Guidance Notes for Promotion and Posting up Information by Student Societies (Students / Advisors)
  2. Student societies may use the open forum for poster postings, subject to HKMUSU approval.

Organising activities

Please read the following documents before organising student activities:

HKMU Guidance on Organising Activities
  1. Guidance Notes for Organising Student Activities (Students / Advisors)
  2. Safety in Organising Activities
In organising extra-curricular activities, student societies should be aware of and held responsible for safety needs and the adoption of appropriate measures. Information in the following hyperlinks contains safety guidelines issued by the HKSAR Government and various organisations, which could serve as useful reference. It must be emphasised that the guidelines are by no means exhaustive since they aim at enhancing general awareness in the organisation of outdoor activities. More details and advice related to safety issues could be sought from professional associations. The websites of some professional sports associations are also listed below for reference.
 
The University’s personal accident insurance policy covers only active students of the HKMU participating in activities, including sports ones, organised by the student organisations for the business of HKMU. “Active” students refer to those students who are studying at least one credit-bearing course in that particular semester. Student societies, their chairpersons and activity coordinators have the responsibility to remind participants formally of any possible risk and safety requirements in participating in societies’ activities and advise participants, who are inactive or non-HKMU students, to make personal insurance provision at their own expenses for their participation. Participants should also be aware of any safety concerns and take appropriate measures related to the activities.
 
Should student societies require assistance or if any accident occurs during their activities, student societies should call the Police for assistance and report to SAO ( Tel : 2768 6615, email: ssa@hkmu.edu.hk).
  1. Insurance

All students of the University are insured by The Group Personal Accident Insurance for Student, for the details of terms and conditions, and claims procedure, please refer to Insurance Summary.

External Guidance on Safety of Activities
  1. Guidelines on Outdoor Activities (Education Bureau)
    – Excursions
    – Expeditions
    – Camping
    – Orienteering
    – Cycling
    – Fieldwork
    – Windsurfing
    – Canoeing
    – Rowing
    – Sailing
  2. Guidelines on Extra-Curricular Activities in Schools (Education Bureau)
  3. Safety Hints for Hiking in Country Parks (Agriculture, Fisheries and Conservation Department)
  4. Tips on Mountaineering (Civil Aid Services)
    – Mountaineering
    – Hiking
    – Camping
    – Distress Guide
  5. Safety (Hong Kong Amateur Dragon Boat Association Ltd.)
  6. Professional Sports Associationsvil Aid Services
    – Hong Kong Outward Bound School
    – Hong Kong Sports Institute
    – Hong Kong Sports Information Centre
    – Hong Kong Canoe Union
    – Hong Kong Amateur Dragon Boat Association Ltd.

Please read and prepare the following documents before organising student-led orientation activities:

  1. Guideline for Student-led Orientation Activities (Students / Advisors)
  2. PPT of Information Session for Orientation Activities (June 2025) (Students / Advisors)
  3. Consensus Form (Students / Advisors) & Letter of Consent for participant under 18 years old (Students / Advisors)

To organise student-led orientation activities, the following documents should be submitted to SAO for consideration:

  1. Participant List (Students / Advisors)
  2. Acceptance of Donation or Sponsorship (Please refer to the above section “Application for Acceptance of Donation or Sponsorship”
  3. Submission of O’Camp publication / T-shirt design (Online Form)

The major measures and regulations on student-led orientation activities

RegulationDescription
Date for the Orientation Activities

Orientation Camp

  • Can be held on or before 1 October.
  • Cannot be held on weekdays (Mon -Fri) upon first day of the Autumn term.

Orientation Day or Night

  • Can be held on or before 31 October.
Participation of Orientation ActivitiesStudent Societies are NOT allowed to invite any non-HKMU member(s) to take any role(s) of the activities such as joba / joma / OC / Spy / MC in the orientation activities.
Venue(s) of Orientation Camp
Recruitment & Arrangement of Orientation Activities (i.e. Ocamp, day and night)
  • At least 2/3 of the Ocamp participants are freshmen. Below this threshold, no subsidy will be considered.
  • Each Ocamp participant should be allocated with one single bed space in the camp.
  • Office-bearers, organisers and helpers should take all necessary and reasonable steps to ensure that the activities are free from sexual harassment, drugs and alcohol and file a report on these misbehaviours to the SAO staff immediately.
  • Student societies who will organise orientation activities are required to have at least two office bearers with valid first-aid qualifications.
 

Campus Life Induction

Please read the following documents for campus life induction:

  1. Guidelines by HKMUSU (Students / Advisors)
  2. Important Notes for Campus Life Induction (Students / Advisors)
  3. PPT for Information Session for Campus Life Induction (Students / Advisors)

Procedures for Handling Reported Alleged Misconduct of Student Organisation

Please read the following document for handling misconduct of student society:

  1. Procedures for Handling Reported Alleged Misconduct of Student Organisations (Advisors)

The University expects that its students will act at all times to uphold academic
integrity and expects good conduct of students. For details, please visit: Regulations Governing Academic Integrity and Student Discipline

The full version of the manual is available here (Students / Advisors).

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