manual for student organisations (activity funding year: 1

Support to Student Organisations

p.1

Manual for Student Organisations

(Activity Funding Year: 1 January – 31 December 2014)

(August 2013)


p.2

Introduction

1. The University encourages students to organise student-related activities to enrich

their campus life and broaden their horizon. The University provides financial and other

support to student-related activities organised by the Student Organisations, including

Students’ Union.

2. The Committee on Student Affairs (CSA) was formed to strengthen the linkage with students.

The Committee considers the granting of resources to support student activities and matters

relating to the provision and use of facilities and services for students.

3. This Manual serves as a practical guide for students to set up Student Societies, seek

recognition and apply for the University’s funding and other supports for activities to be held

in the period from 1 January – 31 December 2014.

4. The Student Affairs Office (SAO) is the office liaising with Student Organisations and providing

various supports to them in organising student-related activities. Students who are

interested in setting up Student Societies and organising student activities should refer to

details in this Manual and submit relevant applications to SAO for processing.

5. Students can contact SAO staff at (Tel.: 2768 6634, Fax: 8148 3376 or Email:

[email protected]) for enquiries. Please note that the updated Manual for Student

Organisations is also uploaded to the OUHK website:

http://www.ouhk.edu.hk/Organisations_Manual.

mailto:[email protected]

http://www.ouhk.edu.hk/Organisations_Manual


p.3

Content A. Recognition of Student Societies

Guidance Notes for Application for Setting up a Student Society and OUHK Recognition Form S_SAAR (Application for Re-recognition) Form S_SAPR (Application for Setting up a Student Society and OUHK

Recognition) Form S_IS (Information Sheet for New Executive Committee) Form S_NR (Nomination/ Replacement of Representatives to be Union Council

Member of The Open University of Hong Kong Students’ Union (OUHKSU)) Appendix 1 - Sample of Consent Form for Student Organisations to collect, use

or provide personal data for carrying out direct marketing activities B. Support and Funding for Student Activities

Guidance Notes for Application for Support and Funding for Student Activities Form S_FA (Application for Support and Funding for Student Activities) Form S_ARRC (Activity Report and Reimbursement Claim) Form S_SD (Report on the Acceptance of Donation / Sponsorship by Student

Societies of the OUHK) Guidelines on Acceptance of Donation / Sponsorship by Student Societies of the OUHK

Appendix 1 – Sample Code of Conduct for Members of Public Councils Annex 1 – Extract from the Prevention of Bribery Ordinance

Annex 2 – Procedures for Handling Gifts/ Souvenirs Given to Members in their Official Capacity

Annex 3 – Guidelines on Declaration of Interests by Council Members Annex 4 – Guidelines on Managing Possible Conflict of Interest Arising

from Council Members Bidding for Contracts C. Organising Student Activities

Guidance Notes for Procedures for Booking and Reservation of Campus Venue for Organising Student Activities

Appendix 1 – Reservation Form (Form_ACC_ca007) Appendix 2 – Application Form (Society_19032013) Appendix 3 – Rental of Venues at OUHK Appendix 4 – Booking form (AAU/Adm/V/005) Appendix 5 – Venue Booking (For Student Societies) Regulations Safety in Student Activities D. Promotion and Posting up Information for Student Activities

Guidance Notes for Procedures for Promotion and Posting up Information for Student Activities Form S_NB (Application for Promotion and Posting up Information for Student

Activities)


p.1

A. Recognition of Student Societies

Proposed Student Societies

For proposed Student Societies to be set up, the prospective office bearers should apply for

recognition according to the following schedule of application exercise:

Round Recognition Period Application Deadline

2013-2014 1st October 2013 –December 2014 28 June 2013 (Friday)

2nd July – December 2014 20 January 2014 (Monday)

2014-2015 1st October 2014 –December 2015 30 June 2014 (Monday)


2015-2016 1st October 2015 –December 2016 30 June 2015 (Tuesday)


Late application

Students should note the respective deadline for application. No late application will be considered.

Renewal of recognition

Existing Student Societies are required to submit their application for re-recognition on or before

Monday, 30 June 2014.

(August 2013)


p.2

Guidance Notes for Application for Setting up a Student Society and OUHK Recognition

Conditions for Recognition

1. A Student Society with a minimum of 30 active students who are studying one or more credit

bearing courses in the current semester and have a common interest not being met by any

existing Student Societies may form a Student Society and seek recognition as an OUHK

Student Society.

2. The minimum number of office-bearers should be four; namely the Chairman, Internal Vice

Chairman, Treasurer and Secretary of the proposed society.

3. All the office-bearers should be active OUHK students studying one or more credit bearing

course and have relevant expertise/ experience/ interest in the area/ activities proposed

where applicable.

4. Each student can serve as an office-bearer in a maximum of three Student Societies (except

OUHKSU Executives) in any term and can only be the Chairman of one society.

5. If any of the office-bearers suspends/ terminates his/ her student status or his / her term of

office expires, re-election or some similar arrangement should be carried out as soon as

practicable, but by a stipulated deadline set by the CSA to ensure the continuity of the society.

6. The major category of membership should consist of OUHK credit-bearing students only. At

least half of the members (50%) must be active students who are studying one or more

credit-bearing courses in the current semester. If persons other than credit-bearing students

are to be included, they should belong to a different category of membership, and their rights

and responsibilities must be clearly specified.

7. Societies which include distance learning/ part-time students as members, shall clearly

mention in the constitution that only students studying one or more credit-bearing course(s)

in the current semester will be regarded as active members of the societies. Inactive

members are not covered by the University’s insurance policy.


p.3

8. The following criteria, among others, will be considered for any applications for recognition:

i. general benefit to students, the University and the community;

ii. relevance and reasonableness of a societys constitution / memorandum / activities;

iii. that the society complies with existing University objectives and regulations;

iv. membership is not restricted to a designated group/ or groups of students and all active

students should be included as potential members;

v. the interests and objectives are clearly distinct from those of other Student Societies.

9. Recognized Student Society is required to use the following format, where appropriate, to

represent itself:

“Student XXX Society – A student society of The Open University of Hong Kong”

(XXX 學會 – 香港公開大學學生組織).

For example:

“Student Squash Society – A student society of The Open University of Hong Kong”

“壁球學會 -香港公開大學學生組織”

10. Should any Student Society intend to use the format other than the format at point 9, the

Student Society should apply in writing to the CSA with the proposed format and justifications

for consideration. The format approved by CSA should be final.

11. Recognized Societies are required to submit the following information to CSA within two weeks

of change of Executive Committee:

i. A completed form of “Information sheet for new Executive Committee”. (Form S_IS)

ii. Signature specimen of the two designated office-bearers. (Form S_IS_Appendix 1)

iii. The nomination/ replacement of representative to be Union Council member of OUHKSU.

(Form S_IS_Appendix 2)

iv. Consent form to be an adviser of a Student Society. (Form S_IS_Appendix 3)

12. Recognized societies should submit the updated constitution within one month of

amendment.

13. Recognized societies that fail to comply with the conditions for recognition will have their

recognition suspended, granted resources withdrawn and will not be eligible to apply for

funding and reimbursements.


p.4

Application Procedures

14. For proposed Student Societies to be set up, in order to apply for recognition, the following

documents should be submitted to the CSA (via SAO) for consideration:

i. A completed form of “Application for Setting up a Student Society and OUHK

Recognition” which shall include the list of all office-bearers and the verified membership

list. (Form S_SAPR and Form S_SAPR_Appendix 1)

ii. A Year Plan with budget of the coming year (Form S_SAPR_Appendix 2)

iii. A draft constitution which should include at least the following items:

Section 1: Name of the Student Society

The Name (both Chinese and English) of the society

Section 2: Objectives

The objectives for which the society is established

Section 3: Session

Section 4: Membership

Should define the membership clearly, including the terms of

admission of the members thereof

The privileges of full members and other kinds of membership should

be stated clearly, e.g. the entitlement to vote in a general meeting and

hold office

Section 5: Organisation Structure

Should state clearly the organisation structure of the society

Should set the quorum and the procedures of calling for the Annual

General Meeting, Extraordinary General Meeting and General

Meetings

Should specify the election procedures, e.g. the conditions of

“effective vote” and the nomination period

Should specify the duties, responsibilities and authority of

office-bearers of the society and sub-committee (if any)


p.5

Section 6: Finance

Should state clearly the admission and membership fee (if any) and the

effective period

Should prepare the annual financial report and budget

Section 7: Penalty, Resignation and Dissolution

Should specify the procedures how to deal with any resignation of

office-bearers

Should state clearly the procedures of dissolution arrangement

Should state the penalties imposed and the procedures for receiving

and handling the complaints in relation to the administration of the

student society

Section 8: Amendments

Should specify the procedures of making amendments of the

constitution

Should include a statement that OUHK's endorsement is required

before the constitution and any amendments can come into effect

15. The proposed Student Societies may apply for recognition according to the following schedule

of application exercise:

Round Recognition Period Application Deadline

2013-2014 1st October 2013 –December 2014 28 June 2013 (Friday)


2014-2015 1st October 2014 –December 2015 30 June 2014 (Monday)


2015 - 2016 1st October 2015 –December 2016 30 June 2015 (Tuesday)


No late application will be considered.

16. Applications received will normally be considered at a CSA meeting usually held a month after

the application deadline. The concerned proposed Student Societies will be notified of the

result by letter within two weeks after the CSA meeting.

17. Existing Student Societies are required to submit their application for re-recognition by the

end of June of each year.


p.6

18. The following documents would be considered by the CSA for any applications for

re-recognition:

i. A completed form of “Application for Re-recognition 2014 - 2015” which shall include the

list of all office-bearers and the verified membership list. (Form S_SAAR and Form

S_SAAR_Appendix 1);

ii. An updated constitution (please indicate the changes for SAO’s reference; If there is no

update in constitution, the chairman should declare that there is no amendment and SAO

will keep the latest received version of constitution for record.);

iii. A Year Plan with budget of the coming year (Form S_SAAR_Appendix 2);

iv. Minutes of all general meetings and other necessary documents as requested by SAO or

CSA

v. A Financial Report of the previous year (2013/14) or during the recognition period

vi. An Activity Report of the previous year (2013/14) or during the recognition period

19. Only recognized Student Societies will be granted funding and/or support. If a student

society fails to provide the above information on or before the deadline (Monday, 30 June

2014), services or subsidies provided by SAO or CSA will be suspended.

Rights and Responsibilities of Student Organisations

20. All Student Organisations recognized by the OUHK, including Students’ Union are eligible to

apply for funding and/or support to organise student-related activities.

21. All Student Organisations are entitled to have (1) an e-mail account and (2) a postal box which

is located on -1/F (opposite to the Student Activity Center) as long as sufficient boxes are

available.


p.7

22. All Student Societies are required to adopt the following format for their addresses:

Student XXX Society

A student society/ association of The Open University of Hong Kong

30 Good Shepherd Street

Homantin

Kowloon

九龍何文田牧愛街三十號

香港公開大學學生組織

XXX 學會

23. Student Organisations should not make copies of the key of their postal boxes. Since the

postal box service is applicable to Student Organisations only, personal and outgoing mail will

not be entertained. The University will not be responsible for any loss of mails addressed to

the Student Organisations.

24. All Student Organisations are required to fulfill legal requirements including:

i. Indemnification of the University against any loss incurred by the Student Organisations;

ii. Undertaking never to bind the University or mislead any person into believing that the

Student Organisation is acting on behalf of the University.

25. The contact details of all office-bearers of Student Organisations including names, positions in

Student Organisations, telephone numbers and email addresses would be publicized in

University’s official channels including Newsletter “Openlink”, and the OUHK Web portal.

26. Student Organisations are wholly responsible for all financial operations and procedures.

Should there be outstanding bills / payments to be made, the Student Organisations have the

legal obligation to settle them.

27. By the end of June in each year, all Student Societies are required to apply for re-recognition

and submit the required documents (please refer to Point 18 on page 6 for details) to the CSA

(via SAO) for consideration.

28. Activities of Student Societies must be in line with the proposals in the applications and

objectives stipulated in its constitution; otherwise, OUHK reserves the right to withdraw any

subsidies granted. Any constitution and all amendments therein must be endorsed by The

Open University of Hong Kong before they come into effect.


p.8

29. Services or subsidies provided by the SAO and CSA respectively may be suspended if the

student society fails to provide the necessary information by the deadline of re-recognition.

30. All Student Organisations should comply with the Personal Data (Privacy) Ordinance [PD(P)O]

in administering membership information. Advice is available from the University Data

Protection Officer through the SAO. Information on the PD(P)O can be found at the Office of

the Privacy Commissioner for Personal Data, HK (http://www.pcpd.org.hk). The following is a

sample Personal Information Collection Statement (PICS) in administering membership:

The XXX Societys handling of personal data complies with the Personal Data (Privacy)

Ordinance. The personal data that you provide will only be used for the purposes of

providing member's services, administering membership records, communication between

members and the Society in relation to the organisation and promotion of activities. Your

personal data will be kept confidential but may be transferred to the OUHK for acquiring

necessary services, e.g. verification of your status when considering recognition and funding.

You have the right to request access to, and correction of, personal data relating to you that

are held by the Society. An application for access and / or correction should be made by

completing the standard form(s) that are obtainable (name and contact details of the

person) from the Society or the Office of the Privacy Commissioner for Personal Data, Hong

Kong. The Society may charge a reasonable fee for data access request to cover the

administration costs. For enquiries, you may contact xxx by fax (xxxxxxxx) or E-mail

[email protected]. ".

31. All Student Organisations 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

organisations are required to ensure that their policies and practices in this regard can be

ascertained by all persons upon request.

32. In accordance with Part VI A under the Personal Data (Privacy) (Amendment) Ordinance 2012,

a data user must not use or provide personal data to another person for use in direct

marketing unless it has obtained the data subject’s consent. In this connection, all Student

Organisations should give their members an informed choice of deciding whether or not to

allow the use of their personal data in direct marketing. The information regarding collection,

use or provision of personal data should be presented in a manner that is easily

understandable and, if in written form, easily readable. Information on the New Guidance on

Direct Marketing can be found at the Office of the Privacy Commissioner for Personal Data, HK

(http://www.pcpd.org.hk). A sample of asking the data subject’s consent is enclosed at

Appendix I.

http://www.pcpd.org.hk/


http://www.pcpd.org.hk/


p.9

33. Enrolment as a member of any student organisation must be voluntary.

34. Student Organisations are strongly advised to invite an OUHK staff member to act as their

adviser(s).

Role and Responsibility of Advisers to Student Organisations

35. In general, the role and responsibilities of the adviser are as follows:

i. Advise the society concerning activities and development;

ii. Explain University policy and regulations to students concerned and reflect student

opinions to the SAO whenever necessary.

Use of University Title and Logo

36. As required by the OUHK Ordinance, any parties wishing to use the title and / or logo of the

University must seek the prior permission from the OUHK Council. The Council has delegated

the approval authority to the President of OUHK for requests from recognized Student

Organisations. Unauthorized use of the title and logo is an offence. Applications for use of

University title and logo will be considered by CSA and CSA will make a recommendation to the

President.

37. Should any Student Organisation wish to use /incorporate the OUHK title and /or logo for

specific activity or producing banner for identification, concerned Student Organisation should

apply in writing to the CSA detailing the purpose, usage, format, period of usage and

justification.

38. As a rule, the title and logo of the University cannot be used alone by any Student Organisation.

Others

39. The Executive Committee and Union Council shall be elected in accordance with the Election

Regulations stipulated in the constitution of the Students’ Union.

40. The University reserves the right to amend these guidelines and / or issue further ones so as to

safeguard the proper use of the University resources.

Form S_SAAR_08/13

1. Name (in English):

(in Chinese):

2. Postal Box No.:

3. Email Address:

4. Website:

5. Society Bank Account Holders' Name:

6. Society Bank Account Number:

7. Cabinet Year: From (dd/mm/yy) To (dd/mm/yy)

8. Name of Adviser (if any):

Position Name (in English) Name (in Chinese) Student No. Phone No. Email AddressRelevant expertise/

experience (if any)

1. Chairman*

2. Internal Vice Chairman*

3. Treasurer*

4. Secretary *

5. External Vice Chairman (e.g.)

6. Promotion Officer (e.g.)

7. Marketing Officer (e.g.)

8. Welfare Officer (e.g.)

* Key office-bearers

3. List of office-bearers for 2013-2014 (According to the organisation structure stipulated in the Consitution):

(Please add rows if necessary)

Note: All the office-bearers should be active OUHK students studying one or more credit bearing course during the Activity Funding Year.

Office Use Only

Ref. No.: ________

Date: ____________

Notes:

1. This form should be completed by the key office-bearers of a Student Society. Please read the Guidance Notes for Application for Setting up a Student Society

and OUHK Recognition in completing the form.

2. Use a separate sheet if necessary.

3. This application for re-recognition will be considered by the Committee on Student Affairs (CSA). Student Affairs Office (SAO) may contact the key office-

bearers for further details to facilitate consideration. Final decision rests with the CSA.

4. Recognition status of Student Societies will be subject to annual review and assessment.

5. For enquiries, please contact the SAO, Registry, 30 Good Shepherd Street, Ho Man Tin, Kowloon.

Tel: 2768 6634 Fax : 8148 3376 Email: [email protected]

Activity Funding Year: 1 January - 31 December 2014

Application for Re-recognition

1. Details of the Student Society

2. Updated Constitution

Please submit an updated constitution as attachment together with this application form.

If there is no update in constitution, the chairman should declare that there is NO amendment and SAO will keep the latest received version of constitution

for record.

p. 1

Please refer to Appendix 1


Name of Chairman Date

Name of Internal Vice Chairman Date

Name of Treasurer Date

Name of Secretary Date

We, the undersigned, being the key office-bearers of the Student Society above, declare that the information provided in and attached with this application form

is accurate to the best of our knowledge. We understand and accept the requirements and conditions listed in the Guidance Notes for Application for Setting up a

Student Society and OUHK Recognition.

6. Declaration

4. Membership list (verified by the Chairman and Treasurer)

5. Year Plan of the coming year (For the period between 1 January to 31 December 2014)

Signature

Signature

- End -

Signature

Signature

Attention

The following documents, together with this applcation form would be considered by the CSA for any applications for re-recognition: (1) The list of all office-

bearers with contact details. (2) The membership list containing names of all your society's members who have been verified by the Chairman and Treasurer of

the society. (3) An updated constitution (If there is no update in constitution, the chairman should declare that there is NO amendment and SAO will keep the

latest received version of constitution for record). (4) A year plan of the coming year.

p. 2

Form S_SAAR_Appendix 1_08/13

Office Use Only

Ref. No.: ___________

Date: ___________

The below list is updated on 會員名單更新日期：

*Please add rows if necessary. 如有需要，可另加行數。

Name (in English) Name (in Chinese) Student No.

Type of Membership

(e.g. Ordinary member, honorary member,

senior member, affiliate member)

Signature

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17


活動資助年度：二零一四年一月一日至十二月三十一日

Membership List 會員名單

Notes:

1. This form should be completed and verified by the Chairman and Treasurer of a Student Society. Please read the Guidance Notes

for Application for Setting up a Student Society and OUHK Recognition in completing the form.

2. All the office-bearers for 2013-2014 and members of the Student Society are required to sign on this form.


4. The major category of membership should consist of OUHK credit-bearing students only, with at least half of them (50%) being active

students who are studying one or more credit-bearing courses in the current semester. If persons other than credit-bearing students

are to be included, they should belong to a different category of membership, and their rights and responsibilities must be clearly

specified.



Name of the Student Society 學會名稱:

p.3


Office Use Only

Ref. No.: ___________

Date: ___________


Type of Membership



Signature

18

19

20

21

22

23

24

25

26

27

28

29

30

Total no. of members this year:

____________________________ ____________________________ ______________________

Signature 會長簽署 Signature 財政簽署 Society Chop 屬會蓋章

____________________________ ____________________________ ______________________

Name of Chairman 會長名稱 Name of Treasurer 財政名稱 Date 日期

- End -

Declaration (By Chairman and Treasurer):

We, the undersigned, declare that the information provided in and attached with this membership list is accurate to the best of our

knowledge. We understand and accept the requirements and conditions listed in the Guidance Notes for Application for Setting up a

Student Society and OUHK Recognition.

p.4


Office Use Only

Ref. No.: ___________

Date: ___________

Name of the Student Society 學會名稱:

Target

活動對象

Activity 1 活動一:

1. Name 活動名稱：

2. Date 日期：

3. Time 時間：

4. Venue 地點：


6. Nature活動性質：

7. Format活動形式：

8. Participants Fee (if any) 活動收費(如適用)：

9. Expected no. of Participants預計參與人數：

10. Sponsorship (if any) 活動贊助(如適用)：

Yes, we will receive sponsorship/ donation with details as follows:

Cash donation $ __________________________

11. Details of Speakers (if any) 講者資料(如適用)：

Others, please specify: _____________________________________________________________

No, we will not receive any sponsorship/ donation in the Activity Funding Year between

1 January and 31 December 2014.

Gifts in kind valued at $ ____________________ , please specify: ________________________

(Name 姓名： No. of Invited Speakers 應邀講者人數： )

2. Details of the activities 各項活動概況:


Name of Sponsor: ______________________________________________________________________

Year Plan of the coming year 來年活動計劃


活動資助年度：二零一四年一月一日至十二月三十一日


Notes:

1. This form should be completed by the Chairman and Treasurer of a Student Society. Please read the Guidance Notes for Application for Setting up a Student

Society and OUHK Recognition in completing the form.




Proposed Date/ Period

建議活動日期/時段

1. Summary of the proposed activities 全年活動總覽

Name of proposed activity

建議活動名稱

p.5


Office Use Only

Ref. No.: ___________

Date: ___________

Items Details Estimated Income Subtotal

Items* Details Estimated Expenditure Subtotal

* Please indicate which items are supported by CSA.

____________________________ ____________________________ ____________________________


____________________________ ____________________________ ____________________________


- End -

3) Participant's fee

3) Activity 3:

4) General expenditure

1) Activity 1:

Total expenditure:

2) Activity 2:

Activity budget plan 活動開支預算：


Income

Total income:

Expenditure

4) Sponsorship / Donation

Total balance:

1) Membership fee

2) Subsidy from CSA

p.6

Form S_SAPR_08/13


(in Chinese):

2. Email Address:

3. Website:


5. Sponsorship:


Cash donation $ ___________________________

Gifts in kind valued at $ _____________________ , please specify: ___________________________

Others, please specify: ______________________________________________________________

Name of Sponsor: ______________________________________________________________________

Please submit a draft constitution as attachment together with this application form.

3. Draft Constitution

Office Use Only

Ref. No.: ________

Date: ____________

1. Details of the proposed Student Society

Application for Setting up a Student Society and OUHK Recognition

2. Objective(s) of the proposed Student Society:

Activity Funding Year: 1 October 2013 - 31 December 2014


1 October 2013 and 31 December 2014.

Notes:

1. This form should be completed by the key office-bearers of a student group wishing to set up a Student Society with OUHK recognition.

Please read the Guidance Notes for Application for Setting up a Student Society and OUHK Recognition in completing the form.


3. This application for establishment and recognition will be considered by the Committee on Student Affairs (CSA). Student Affairs Office

(SAO) may contact the key office-bearers for further details to facilitate consideration. Final decision rests with the CSA.

4. Recognition status of Student Societies will be subject to annual review and assessment.



p. 1


experience (if any)

1. Chairman*


3. Treasurer*

4. Secretary*








Name of Chairman Signature Date

Name of Internal Vice Chairman Signature Date

Name of Treasurer Signature Date

Name of Secretary Signature Date

Attention

The following documents, together with this applcation form would be considered by the CSA for any applications for establishment and

recognition: (1) The list of all office-bearers with contact details. (2) The membership list containing names of all your society's members who

have been verified by the Chairman and Treasurer of the proposed society. (3) A draft constitution. (4) A year plan of the coming year.

- End -

5. Membership list (verified by the Chairman and Treasurer)

6. Year Plan of the coming year (For the recognition period between 1 October 2013 to 31 December 2014)

Total no. of members since establishment:

7. Declaration

We, the undersigned, being the key office-bearers of the proposed Student Society above, declare that the information provided in and attached

with this application form is accurate to the best of our knowledge. We understand and accept the requirements and conditions listed in the

Guidance Notes for Application for Setting up a Student Society and OUHK Recognition.


4. Contact details of major office-bearers of the proposed Student Society (Please add rows if necessary):

(Please include at least ‘Chairman’, ‘Internal Vice Chairman’, ‘Treasurer’ and ‘Secretary’ who are the key office-bearers.)

p. 2

Form S_SAPR_Appendix 1_08/13

Office Use Only

Ref. No.: ___________

Date: ___________

The below list is updated on 會員名單更新日期：



Type of Membership



Signature

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20


活動資助年度：二零一三年十月一日至二零一四年十二月三十一日

Membership List 會員名單

Notes:

1. This form should be completed and verified by the Chairman and Treasurer of a student group wishing to set up a Student Society with

OUHK recognition. Please read the Guidance Notes for Application for Setting up a Student Society and OUHK Recognition in completing

the form.

2. All the office-bearers and members of the proposed society are required to sign on this form.


4. The major category of membership should consist of OUHK credit-bearing students only, with at least half of them (50%) being active

students who are studying one or more credit-bearing courses in the current semester. If persons other than credit-bearing students are to

be included, they should belong to a different category of membership, and their rights and responsibilities must be clearly specified.



Name of the proposed Student Society 籌備學會名稱:

p.3


Office Use Only

Ref. No.: ___________

Date: ___________


Type of Membership



Signature

21

22

23

24

25

26

27

28

29

30

Total no. of members since establishment:

____________________________ ____________________________ ______________________


____________________________ ____________________________ ______________________


- End -

Declaration (By Chairman and Treasurer):

We, the undersigned, declare that the information provided in and attached with this membership list is accurate to the best of our knowledge.

We understand and accept the requirements and conditions listed in the Guidance Notes for Application for Setting up a Student Society and

OUHK Recognition.

p.4


Office Use Only

Ref. No.: ___________

Date: ___________

1. Summary of the proposed activities 全年活動總覽

Proposed Date/ Period

建議活動日期/時段

Target

活動對象

2. Details of the activities 各項活動概況:

Activity 1 活動一:


2. Date 日期：

3. Time 時間：

4. Venue 地點：

5. Objective 活動目的：

6. Nature活動性質：

7. Format活動形式：

8. Participants Fee (if any) 活動收費(如適用)：

9. Expected no. of Participants預計參與人數：



Cash donation $ __________________________

Gifts in kind valued at $ _______________ , please specify: __________________

Others, please specify: ________________________________________________

Name of Sponsor: ________________________________________________________

11. Details of Speakers (if any) 講者資料(如適用)：(Name 姓名： No. of Invited Speakers 應邀講者人數： )

Notes:

1. This form should be completed by the Chairman and Treasurer of a student group wishing to set up a Student Society with OUHK

recognition. Please read the Guidance Notes for Application for Setting up a Student Society and OUHK Recognition in completing

the form.




No, we will not receive any sponsorship/ donation in the Activity Funding Year

between 1 October 2013 and 31 December 2014.

Year Plan of the coming year 來年活動計劃


活動資助年度：二零一三年十月一日至二零一四年十二月三十一日



Name of the proposed Student Society 籌備學會名稱:_________________________________________________________________

Name of proposed activity

建議活動名稱

p. 5


Office Use Only

Ref. No.: ___________

Date: ___________

Items Details Estimated Income Subtotal

1) Membership fee

2) Subsidy from CSA

3) Participant's fee

4) Sponsorship / Donation

Items* Details Estimated Expenditure Subtotal

1) Activity 1:

2) Activity 2:

3) Activity 3:

4) General expenditure

* Please indicate which items are supported by CSA.

____________________________ _______________________ _______________________

Signature 會長簽署 Signature 財政簽署 Proposed Society Chop 籌備屬會蓋章

____________________________ _______________________ _______________________


Activity budget plan 活動開支預算：

- End -


Income

Total income:

Expenditure

Total expenditure:

Total balance:

p. 6

Form S_IS_03/14


(in Chinese):

2. Postal Box No.:

3. Email Address:

4. Website:

5. Society Bank Account Holders' Name:

6. Society Bank Account Number:

7. Cabinet Year:



experience (if any)

1. Chairman*


3. Treasurer*

4. Secretary *






Office Use Only

Ref. No.: ________

Date: ____________

Notes:

1. This form should be completed by the key office-bearers of a Student Society. Please read the Guidance Notes for Application for Setting up a Student Society

and OUHK Recognition in completing the form.


3. The change on the new cabinet of Student Society would be effective 7 working days after the the submission of this form.




Information sheet for new Executive Committee

1. Details of the Student Society

From (dd/mm/yy) To (dd/mm/yy)

2. List of office-bearers for 2013-2014 (According to the organisation structure stipulated in the Consitution):

(Please add rows if necessary)


p. 1

Name of Chairman Date

Name of Internal Vice Chairman Date

Name of Treasurer Date

Name of Secretary Date

- End -

Signature

Signature

Attention

The following documents, together with this information sheet would be considered by the CSA for any applications for Recognition: (1) Signature Speciment of

the two designated office-bearers. (2) Nomination/ Replacement of Representative to be Union Council Member of The Open University of Hong Kong Students'

Union (OUHKSU). (3) Adviser consent form.

Signature

Signature

We, the undersigned, being the key office-bearers of the Student Society above, declare that the information provided in and attached with this form is accurate

to the best of our knowledge. We understand and accept the requirements and conditions listed in the Guidance Notes for Application for Setting up a Student

Society and OUHK Recognition.

4. Declaration

3. Updated Constitution

Please submit an updated constitution as attachment together with this application form.

If there is no update in constitution, the chairman should declare that there is NO amendment and SAO will keep the latest received version of constitution

for record.

p. 2

Form S_IS_Appendix 1_03/14

Name of the Student Society 學會名稱 :



3. Declaration 聲明

We, the undersigned, being the chairman or treasurer of the Student Society above, declare that the information provided in and attached with this information sheet is

accurate to the best of our knowledge. We understand and accept the requirements and conditions listed in the Guidance Notes for Application for Support and

Funding for Student Activities.

- End -

Office Use Only

Ref. No.: ________

Date: ____________


Notes:

1. This form should be completed by the Chairman and Treasurer of a Student Society. Please read the Guidance Notes for Application for Support and Funding of

Student Activities in completing the form.


3. Approval for funding may be provisional with specified conditions to be fulfilled by the Student Society.



1. Details of the Student Society 學會資料

2. Signature Speciment of the two designated office-bearers 兩位學會指定幹事簽名樣本


Signature 幹事簽署：__________________________

Name 幹事姓名：_____________________________

Position 幹事職位：___________________________

Date 日期：__________________________________

Signature 幹事簽署：__________________________

Name 幹事姓名：_____________________________

Position 幹事職位：___________________________

Date 日期：__________________________________

p. 3


1. Name of the Recognizied Affiliated Body 承認屬會名稱：

Position 職位Name (in English)

英文姓名

Name (in Chinese)

中文姓名

Student No.

學生編號

Phone No.

聯絡電話

Email Address

電郵地址

Replacement 接任：

Signature 會長簽署： Name of Chairman 會長名稱：

Signature 代表成員簽署： Name of Nominated member 代表成員名稱：

Date 日期： Society Chop 屬會蓋章：

Office Use Only

Ref. No.: ________

Date: ____________

Nomination/ Replacement of Representative to be Union Council Member of The Open University of Hong Kong Students' Union (OUHKSU)

7th

Session of OUHKSU (1 April 2014 - 31 March 2015)

Notes :

1. This form should be completed by the chairman of a recognized Affiliated Body of the Students’ Union.

2. The completed form should be submitted within 2 weeks whenever there is a change of Executive Committee.

3. Each Affiliated Body may by a resolution nominate its office bearers to be a member of the Union Council of The Open University of Hong Kong Students’ Union (OUHKSU)

and provide documentary proofs for the nomination.

4. The nomination of Union Council member will be subject to approval by OUHKSU. The details of the OUHKSU Constitution can be obtained from website:

<http://www.ouhk.edu.hk>

5. The change on the Nomination/ Replacement of Representative would be effective 7 working days after the the submission of this form.

6. For enquiries, please contact the Student Affairs Office, 30 Good Shepherd Street, Ho Man Tin, Kowloon.

Tel: 2768 6634 Fax: 8148 3376 Email: [email protected]

1. Details of Nominated Member to OUHKSU Union Council 香港公開大學學生會評議會成員資料

The above person will replace _______________________________________________________ (name of previous nominated

member) as Union Council member of our society with effect from _____________________________________.


As the chairman of the Affiliated Body, I declare that I understand and shall abide by the Constitution, related rules and regulations of The Open University of Hong Kong

Students’ Union.

I am willing to take up the full responsibility as the representative of my society in being an OUHKSU Union Council member, until the Affiliated Body decides otherwise.

- End -

2. Details of nominated member 代表成為學生會評議會成員資料：

(* The nominated member should be an active OUHK student studying one or more credit-bearing courses in the current semester. Please kindly note that NO member of

the Union Council may be a current member of the Executive Committee of the OUHKSU)

p. 4



Signature 簽署 Name 姓名 Date 日期

Name of Chairman Signature Date

Name of Internal Vice Chairman Signature Date

Name of Treasurer Signature Date

Name of Secretary Signature Date

Position in OUHK (if any)

於香港公開大學擔任的職位（如適用）

I, the undersigned, agree to be an adviser of this Student Society for the cabinet year from _____________________(dd/mm/yy) to _____________________(dd/mm/yy).

Office Use Only

Ref. No.: ________

Date: ____________



Notes:

1. This form should be completed by the key office-bearers of a Student Society. Please read the Guidance Notes for Application for Setting up a Student Society and OUHK

Recognition in completing the form.

2. After obtaining the consent from the adviser(s), the Student Society should ask the adviser(s) to complete Part 2 of this form.

3. The change on the new cabinet of Student Society would be effective 7 working days after the the submission of this form.




2. Consent form to be an adviser of a Student Society 成為學會顧問的同意書


- End -

We, the undersigned, being the key office-bearers of the Student Society above, declare that the information provided in and attached with this form is accurate to the best of our

knowledge. We understand and accept the requirements and conditions listed in the Guidance Notes for Application for Setting up a Student Society and OUHK Recognition.

p. 5

p.1

Form S_NR_03/14

Office Use Only

Ref. No.

Date:

Nomination/ Replacement of Representative to be Union Council Member of The Open University of Hong Kong Students' Union (OUHKSU)

7th Session of OUHKSU (1 April 2014 - 31 March 2015)

Notes:

1. This form should be completed by the chairman of a recognized Affiliated Body of the Students’ Union.

2. The completed form should be submitted within 2 weeks whenever there is a change of Executive Committee.

3. Each Affiliated Body may by a resolution nominate its office bearers to be a member of the Union Council of The Open University

of Hong Kong Students’ Union (OUHKSU) and provide documentary proofs for the nomination.

4. The nomination of Union Council member will be subject to approval by OUHKSU. The details of the OUHKSU Constitution can be

obtained from website: <http://www.ouhk.edu.hk>

5. The change on the Nomination/ Replacement of Representative would be effective 7 working days after the submission of this form.

6. For enquiries, please contact the Student Affairs Office, 30 Good Shepherd Street, Ho Man Tin, Kowloon.

Tel: 2768 6634 Fax: 8148 3376 Email: [email protected]

1. Details of Nominated Member to OUHKSU Union Council 香港公開大學學生會評議會成員資料

1. Name of the Recognized Affiliated Body 承認屬會名稱：

2. Details of nominated member 代表成為學生會評議會成員資料：

(* The nominated member should be an active OUHK student studying one or more credit-bearing courses in the current semester. Please kindly note that NO member of the Union Council may be a current member of the Executive Committee of the OUHKSU) Position 職位

Name (in English) 英文姓名

Name (in Chinese) 中文姓名

Student No. 學生編號

Phone No. and Email Address 聯絡電話及電郵地址

Replacement 接任： The above person will replace ________________________________ (name of previous nominated member)

as Union Council member of our society with effect from ____________________________________.


As the chairman of the Affiliated Body, I declare that I understand and shall abide by the Constitution, related rules and regulations

of The Open University of Hong Kong Students’ Union.

Signature 會長簽署 Name of Chairman 會長名稱

I am willing to take up the full responsibility as the representative of my society in being an OUHKSU Union Council member, until

the Affiliated Body decides otherwise.

Signature 代表成員簽署 Name of Nominated member 代表成員名稱

Date 日期 Society Chop 屬會蓋章

Appendix 1

Sample of Consent Form for Student Organisations to

collect, use or provide personal data for carrying out direct marketing activities

Our organisation (Name of student organisation:______________________________________) intends to use

your personal data (i.e. your name, student number, contact details, and other relevant information) for

promotion of our activities and services including but not limited to seminars, talks, workshops, training course,

exhibition, competition, orientation activities and student activities, but we will not use the data unless we have

received your consent. In any circumstances, our society will not transfer your personal data to a third party for

direct marketing purpose.

Please tick the box to indicate your consent.

□ I AGREE that the Organisation uses my personal data for the purpose of promotion of the organisation’s

activities and services as mentioned above.

□ I DISAGREE that the Organisation uses my personal data for the purpose of promotion of the organisation’s

activities and services as mentioned above.

If you do not wish to receive any promotional materials from the Society in the future, please inform us via

<<[email protected]>>. No fee will be charged for the arrangement. For enquiries, please contact xxx by fax

(xxxxxxxx) or E-mail [email protected]. ”

Full Name: __________________________________________________________

Student No.: ____________________________________

Contact E-mail: _______________________________________________________

Contact Telephone No.: _________________________________________________

Signature: ____________________________________________________________

收集及使用個人資料作直接促銷活動的同意表格樣本〈供學生組織使用〉

學生組織（學生組織名稱：__________________________________）擬把你的個人資料（即你的姓名、學

生編號、聯絡資料及其他相關資料）作為推廣本組織活動以及服務事宜之用，包括（但不限於）研討會、

講座、工作坊、訓練班、展覽、比賽、迎新活動及學生活動。但本組織在未得到你的同意之前，不會如此

使用那些資料。在任何情況下，本組織不會將你的個人資料交予第三者作為直接促銷之用。

請在方格內加上「」號以表示你同意

□ 我同意學生組織如此使用我的個人資料，以發放關於學生組織推廣活動及服務事宜之用。

□ 我不同意學生組織如此使用我的個人資料，以發放關於學生組織推廣活動及服務事宜之用。

如不欲收取本組織的推廣資訊，請以電郵通知我們（電郵：[email protected]）。這項安排不會收取費用。如有

查詢，請聯絡 xxx （傳真：xxxx xxxx 或電郵：[email protected]）

姓名（全名）: ___________________________________________________

學生編號： ________________________________

聯絡電郵 : _______________________________________________________

聯絡電話號碼 : ___________________________________________________

簽署 : ___________________________________________________




p.1

B. Support and Funding for

Student Activities

(August 2013)


p.2

Guidance Notes for Application for Support and Funding for Student Activities

Conditions for Support / Funding

1. All the Student Organisations recognized by the OUHK, including Students’ Union, are eligible

to apply for funding and/or support to organise student-related activities. The Committee on

Student Affairs (CSA) will consider all the applications and the decisions made by the CSA will

be final.

2. Only Student Organisations that have been recognized by the OUHK will be eligible to apply

and be granted support and/or funding.

3. The proposed activity should be non-profit-making in nature and involve no business activity.

4. An application for funding and/or support to organise student-related activities can be made

on the activity basis and general expenditure. In case a society wishes to apply for funding

and/or support for more than one activity, application should be made for each activity.

Starting from the Activity Funding Year 2013/14, there will be two application exercises in

each year. Each society can submit no more than fifteen applications in each year.

5. The Students’ Union can submit funding applications (no fixed ceiling) all year round and their

requests would normally be discussed during the CSA meetings scheduled in February, May,

August and November each year.

6. Student Organisations are required to submit detailed budget with supporting documents

when applying for funding applications, should any application simply list out the expenditure

items supported by CSA, the Student Affairs Office (SAO) would not process the application for

the consideration of CSA.

7. The following factors, among others, will be considered by the CSA in each application:

i. Feasibility of the proposed budget (e.g. scale or donation);

ii. General benefits to participants, the University and the community;

iii. Nature/ or objective of the proposed activity is directly related to the mission/objective of

the society;

iv. Past funding record and performance, if applicable.


p.3

Application Procedures

8. Starting from the Activity Funding Year 2013/14, there are two application exercises between

1 January and 31 December 2014, Student Societies should strictly observe the following

schedule to apply for funding and/or support:

Round Date of Programme Application Deadline

1st January – June 2014 25 October 2013 (Friday)

2nd July – December 2014 25 April 2014 (Friday)

Late applications and retroactive applications will NOT be considered.

9. Starting from 2013/14, the application schedule for funding and/or support will be as follows:

Round Date of Programme Tentative Application Deadline

2014-2015 1st January – June 2015 24 October 2014 (Friday)


2015-2016 1st January – June 2016 23 October 2015 (Friday)


Late applications and retroactive applications will NOT be considered.

10. A completed form of Application for Support and Funding for Student Activities (Form S_FA

and Form S_FA_Appendix 1) should be submitted to the CSA (via SAO) on or before the

stipulated deadline for consideration.

11. Applications received will normally be considered at a CSA meeting to be held a month after

the application deadline. A result letter will be issued to concerned Student Organisations

within two weeks after the CSA meeting.

12. Late application will not be considered.

Scope of OUHK Support / Funding

13. All income and expenditures should be budgeted for at the planning stage.

14. The amount of actual expenditure by activity item should not exceed the amount of subsidy

approved for each item. Any expenditure that exceeds the grant for each item will be borne

by the Student Organisation. Subsidy must be applied to the named item submitted and

approved by CSA.


p.4

15. Any income such as participant fees and sponsorship from outside organisations should

be clearly specified in the proposed budget and the usage of the participants' fee and

sponsorship, with proof, must be reported in the form of Activity Report and Reimbursement

Claim (Form S_ARRC).

16. Students’ Union shall not engage in any fund raising and sponsorship activity except with the

written approval of OUHK.

17. Should there be any changes in the proposed activity, prior approval from the CSA must be

obtained.

18. If the approved activity is not organised in accordance with the planned schedule without

prior approval from the CSA, the allocated funding or support may be withdrawn.

19. Items that can be supported and items that will NOT be supported by the University are

listed below for reference. Actual support will depend on the proposed details of the

activity.

20. The Students’ Union should observe the items below to submit funding applications. In

principle, the University will provide funding for the Union to organise Orientation Camp/

Activity in accordance with the items listed in section C. However, the funding applications

of Students’ Union for General Expenditure and Individual Activity will be considered on

a case-by-case basis. The decision of the CSA shall be final.


p.5

i) Items that can be supported:

A) For General Expenditure:

(Usually considered as an annual provision in general expenditure at the beginning of the funding cycle, and on replacement basis. No separate funding for individual activity.)

Items Supported Amount (Per Activity Funding Year)

Banner/ pull-up stand Max. $540

First aid box Max. $540

Photos Max. $325

Practice items Max. 50% of the actual expenditure

Printing Max. $1575

Postage Max. $540

Stationery Max. $1575

Campus venue booking & related expenses*

(for meeting purpose)

Subject to the decision of CSA

(By each round of application exercise)

*Settled by internal charge back.

B) For Individual Activity/ Seminar/ Performance, etc.:

(On reimbursement basis.)

Items Supported Amount

Campus venue booking & related expenses* Subject to the decision of CSA

Uniforms (Usually considered as an annual provision in general expenditure at the beginning of the funding cycle, and on replacement basis.)

Max. $160 per set, restricted for competitions, visits outside Hong Kong and/ or involving the representation of OUHK externally

Photocopying of handouts for seminars / talks Max. $0.3 per paper x 10 sheets x number of expected participants

Performance props/ settings/ costume/ make-up/ outside sports or performance venue booking/ items

Max. 60% of the actual expenditure

Simple drinks for speaker for seminar / talk activity

Max. $20 per speaker

Souvenir to external speaker*

OUHK souvenirs to be provided:

Magnetic Acrylic Photo Frame (7’x9’) ($85@)

OUHK Metal Pins ($4.5@)

Sponsorship for entrance fee for competition/ race

100% of the actual expenditure.

Sponsorship for competition/ activity outside Hong Kong

50% of actual expenditure.

Sponsorship for each participant capped at $1,050

*Settled by internal charge back.


p.6

C) For Orientation Camp/ Activity^: (On reimbursement basis.)

Items Supported Amount

Accommodation# Max. one night

Transportation

(i) Max. 50% of the actual expenses, capped at $20 per participant (single trip to campsite)

(ii) $500 for goods delivery (delivery by taxi is not accepted)

Orientation camp/ activity materials Max. $30 per participant

Lump sum subsidy of Promotion-related and printing-related materials

Max. $1,050

Rental of Campsite facilities (restricted to Activity Room and Hall)

Max. 50% of the actual expenses of rental, capped at

$1,000 (with less than 80 participants)

$2,000 (with 80 participants or more) # Advance payment to campsites could be arranged, subject to the presentation of invoice. The Transportation fees incurred from Orientation Camp is under the special consideration from CSA.

^ For Orientation Night/ Day or related activities , only Campus venue booking expenses will be supported

ii) Items that will NOT be supported:

(1) Expenses incurred before approval is given or without approval of the proposed activity;

(2) Speakers honorariums/ lodging;

(3) Remuneration or monetary allowance for any volunteers or office-bearers or members of

the society;

(4) Training/ trainer fee;

(5) Travelling expenses by individual members, office-bearers, participants (except for visits

to places relatively inaccessible or inconvenient via public transport and traveling by

a coach was required);

(6) Souvenirs to participants / counterparts (except for exchange activities);

(7) Meals/ entertainment expenses;

(8) Pager / telephone fee;

(9) Unspecified/ miscellaneous expenses;

(10) Name cards production


p.7

Reimbursement Procedures

21. A Student Organisation is required to submit a completed form of Activity Report and

Reimbursement Claim (Form S_ARRC) together with claims for expenses including the

original receipts to the SAO within two months after completion of the activity.

22. In the activity report, the Student Organisation is required to report all expenditures and

income fully and accurately including the University’s funding, membership fee, participant

fee, sponsorship/donation and etc. All supporting proof should also be submitted.

23. The activity report must be completed before any reimbursement of the University’s funding

would be made. The University reserves the rights to withdraw / deduct the funding

granted if the activity report is not submitted with the required details within two months.

24. The promotion leaflets and five photos of the activity should be forwarded to the SAO (in

softcopy) for record.

25. Approved funds will normally be passed to the society on a reimbursement basis after the

actual receipts are received and verified. For special circumstances, advancement may be

requested.

26. Only activities/ items approved by the CSA are eligible for applying claims for expenses.

27. Original official invoices and receipts endorsed by two designated office-bearers of a Student

Organisation should be submitted to the SAO within two months after completion of the

activity or any other stipulated deadline. Late submission would not be processed and no

reimbursement would be made.

28. The reimbursement will be made by OUHK by way of:

i. the fund transfer into the designated bank account of a Student Organisation;

ii. a cheque made payable to the designated officer authorized by a Student Organisation.

29. Items covered by internal transaction would be settled internally within OUHK.


p.8

Others

30. Student Organisations are encouraged to publish their activities on webpage and use

electronic means to communicate with their members in order to cut down mailings by post.

31. Student Organisations which have obtained support and funding from the CSA should

acknowledge the University’s support in their publication / publicity materials

/ correspondence.

32. The University reserves the right to amend these guidelines and / or issue further ones so as

to safeguard the proper use of the University resources.

Form S_FA_08/13

1. Name of the Student Organisation 學生組織名稱：

2. Postal Box No. 信箱編號：


英文姓名

Name (in Chinese)

中文姓名

Student No.

學生編號

Phone No.

聯絡電話

Email Address

電郵地址

Person-in-charge*


2. Date 日期：

3. Time 時間：

4. Venue 地點：


Social 　Political Religious 　　Sports

Academic Others, please specify ____________________________________

Seminar Talk Workshop Training Course

Exhibition Publicity

Publication

Competition Others, please specify

________________



Cash donation $ ___________________


Gifts in kind valued at $ _________________ , please specify: _________________

6. Nature 活動性質：

No, we will not receive any sponsorship/ donation in the Activity Funding Year

between 1 January and 31 December 2014.

7. Format 活動形式：

8. Expected no. of Participants 預計參與人數：______________ Total 總人數 ( ________ Members會員 ________ Non members非會員)

Name of sponsor: _____________________________________________________________

Office Use Only

Ref. No.: ________

Date: ____________

Application for Support and Funding for Student Activities


Notes:

1. This form should be completed by the Chairman/ President and Treasurer/ Financial Controller of a Student Organisation, including Students' Union.

Please read the Guidance Notes for Application for Support and Funding for Student Activities in completing the form.

2. Only recognized Student Organisations will be eligible to apply and be granted support and/or funding.

3. In case a society wishes to apply for funding and/ or support for more than one activity, application should be made for each activity. Each society can

submit no more than fifteen applications in each year.

4. The Students’ Union can submit funding applications all year round and their requests would normally be discussed during the CSA meetings scheduled

in February, May, August and November each year.

5. Students’ Union shall not engage in any fund raising and sponsorship activity except with the written approval of OUHK.


7. This application for funding will be considered by the Committee on Student Affairs (CSA). Student Affairs Office (SAO) may contact the chairman or

request further details to facilitate consideration. Final decision rests with the CSA.

8. Approval for funding may be provisional with specified conditions to be fulfilled by the Student Organisation.



1. Details of the Student Organisation 學生組織資料

3. Responsible Person for this activity 活動負責人：

2. Details of the activity 活動概況

* Must be one of the four key office-bearers (Chairman, Internal Vice Chairman, Treasurer and Secretary)

p. 1

10. Details of Speakers, if any 講者資料(如適用)：

11. Name of Adviser, if any 顧問老師姓名(如適用)：


Items Code Estimated Income Sub-total

1) Membership fee A

2) Subsidy from CSA B

3) Participant's fee C

4) Sponsorship / Donation D

5) Others (please specify) E

ItemsSource of Income

(Code)

Estimated

ExpenditureSub-total

1) e.g. Rentals for Venue at OUHK

CampusB

2) e.g. Others C

3)

4)

5)

______________________________

Signature 會長簽署 Student Organisation's Chop 學生組織蓋章

______________________________

Name of Chairman/ President

會長名稱Date 日期

Attention

The Budget of General Expenditure, together with this application form would be considered by the CSA for any applications for Support and Funding for

Student Activities.

Name of Treasurer/ Financial Controller

財政/財務秘書名稱

Signature 財政簽署

3. Budget of proposed activity 活動財政預算

Total Income:

Expenditure

$ __________ x __________ hours

Room no.: _________ Capacity: _________

Purpose:

Meeting Rehearsal / Event

Others, please specify ___________

Income


Details

__________% of the total received

membership fee

(Name 姓名：____________________ No. of Invited Speakers 應邀講者人數： ________)

$ __________ x __________ participants

Name of Sponsor: ____________________

Type of Sponsorship:

Cash Gifts

Others, please specify:

_______________________________

Details

- End -

$ __________ x __________ participants

Total Expenditure:

Total Balance:

We, the undersigned, being the chairman (president) or treasurer (financial controller) of the Student Organisation above, declare that the information

provided in and attached with this application form is accurate to the best of our knowledge. We understand and accept the requirements and conditions

listed in the Guidance Notes for Application for Support and Funding for Student Activities.

______________________________

______________________________

___________________________________

___________________________________

p. 2

Form S_FA_Appendix 1_08/13

Office Use Only

Ref. No.: ________

Date: ____________



ItemsSource of

Income

(Code)

DetailsEstimated

ExpenditureSubtotal

Remarks

(For activities/

general operation)

1) e.g. Printing of A3 Posters B$__________ x __________ copies

For activities


CampusB

$ __________ x __________ hours

Room no.: _______ Capacity: _______

Purpose:

Meeting Rehearsal / Event

For general operation (AGM)

Others, please specify _________

3)

4)

5)

6)

7)

8)

Signature 會長簽署 Signature 財政簽署

Name of Chairman 會長名稱Name of Treasure

財政名稱Date 日期

Application for Support and Funding for Student Activities



Total Expenditure:

Notes:

1. This form should be completed by the Chairman and Treasurer of Student Society. Please read the Guidance Notes for Application for Support and Funding for

Student Activities in completing the form.

2. Only recognized Student Societies will be eligible to apply and be granted support and/or funding.


4. This application for funding will be considered by the Committee on Student Affairs (CSA). Student Affairs Office (SAO) may contact the chairman or request

further details to facilitate consideration. Final decision rests with the CSA.

5. Approval for funding may be provisional with specified conditions to be fulfilled by the Student Society.




Society's Chop

屬會蓋章

We, the undersigned, being the chairman or treasurer of the Student Society above, declare that the information provided in and attached with this application

form is accurate to the best of our knowledge. We understand and accept the requirements and conditions listed in the Guidance Notes for Application for

Support and Funding for Student Activities.

- End -

2. Budget of General Expenditure (The below items should not be included in the proposed activity) 一般支出預算 (以下項目將不可同時申請個別活動資助)

Expenditure

p. 3

Form S_ARRC_08/13


2. Postal Box No. 信箱編號：

3. Student Organisation Bank Account Holders' Name 學生組織銀行戶口持有人姓名：

4. Student Organisation Bank Account Number 學生組織銀行戶口號碼：


英文姓名

Name (in Chinese)

中文姓名

Student No.

學生編號

Phone No.

聯絡電話

Email Address

電郵地址

Person-in-charge*


2. Date 日期：

3. Time 時間：

4. Venue 地點：






Publication


________________



Cash donation $ ___________________

10. Details of Speakers, if any 講者資料(如適用)：

11. Name of Adviser, if any 顧問老師姓名(如適用)：

Please attached with brief description





1 January and 31 December 2014.

Gifts in kind valued at $ ___________________, please specify: ___________________

(Name 姓名：____________________ No. of Invited Speakers 應邀講者人數： __________)

8. Actual no. of Participants 實際參與人數：

3. Promotional leaflets and Photos (in soft copy) 宣傳單張及活動相片(電子版本)

Name of sponsor: _____________________________________________________________

______________ Total 總人數 ( ________ Members會員 ________ Non members非會員)

Office Use Only

Ref. No.: ________

Date: ____________

Activity Report and Reimbursement Claim



Notes:

1. This form should be completed by the Chairman/ Preisdent and Treasurer/ Financial Controller and submitted to Student Affairs Office (SAO) within two months after the completion of

the activity.

2. Claims for expenses will be considered with the required documents proof, e.g. original invoices/ receipts endorsed by two designated office bearers.

3. All the receipts / vouchers should be glued on A4 papers and marked clearly with a designated receipt number.

4. Only activities / items approved by CSA are eligible for applying claims for expenses.

5. Late application for reimbursement will not be considered.




2. Report of the activity 活動報告

5. Responsible Person for this activity 活動負責人：


p. 1

4. Financial Statement of the activity 活動財政報告



(Code)Details Actual Income Sub-total Receipt No.

1) Membership fee A__________% of the total

received membership fee

2) Subsidy from CSA B

3) Participant's fee C $_____ x _____ participants

4) Sponsorship / Donation D

Name of Sponsor:

________________________

Type of Sponsorship:

Cash Gifts

Others, please specify:

____________________

5) Others (please specify) E

Total Income:


(Code)Details Actual Expenditure Subtotal Receipt no.


Campus

B $ ________ x ________ hours

Room no.: _________

Capacity: _________

Purpose:

Meeting

Rehearsal / Event

Others, please specify

________________

2) e.g. Others C $_____ x _____ participants

3)

4)

5)

6)

7)

8)

9)

10)

_________________________ _________________________ ___________________________________

Signature 會長簽署 Signature 財政簽署 Student Organisation's Chop 學生組織蓋章

_________________________ _________________________ ___________________________________

Name of Chairman/ President

會長名稱Date 日期

Name of Treasurer/ Financial Controller

財政/財務秘書名稱

Total Expenditure:

We, the undersigned, being the chairman (president) or treasurer (financial controller) of the Student Organisation, declare that all the information submitted above is true, and any

misrepresentation and omission would render us liable for offence.

Total Balance:

- End -


Income

Expenditure

Attention

The following documents, together with this application form would be considered by the CSA for any applications of Support and Funding for Student Activities: (1) Original invoices/

receipts endorsed by the two designated office bearers. (2) Copy of Student Organisation Bank Account Passbook.

p. 2

Receipt

註：各A4紙只可張貼最多4張單據。

單據張貼方式 (樣本)

學生組織名稱：_______________________________________________________________________________

活動名稱：_______________________________________________________________________________

單據正本2

兩名指定學生組織幹事簽署：

＿＿＿＿＿＿＿＿＿

＿＿＿＿＿＿＿＿＿

單據正本1

兩名指定學生組織幹事簽署：

＿＿＿＿＿＿＿＿＿

學生組織

印鑑

學生組織

印鑑

單據號碼：_______________________________

資助項目(如適用)：_______________________

單據號碼：_______________________________

資助項目(如適用)：_______________________

p. 3

Form S_SD_08/13

1. Name of the Student Society 學會名稱 :


英文姓名

Name (in Chinese)

中文姓名

Student No.

學生編號

Phone No.

聯絡電話

Email Address

電郵地址

Person-in-charge*

1. Details of Sponsor 贊助商詳情： Name 姓名(English 英文)

(Chinese 中文)

Address 地址

2. Contact Perosn 聯絡人: Name 姓名

Title 職銜

Contact No. 聯絡電話

3. Details of donation / sponsorship 捐款/贊助詳情： Cash donation $ ___________________

4. Date of receipt 收取日期 : (Please provide a copy of the official receipt or acceptance letter concerned.)

5. Purpose of donation/ sponsorship 捐款/贊助目的:

(Please complete Part 3 to give details of the activity supported by the donation/ sponsorship.)

No


______________________________________________________________

2. Responsible Person for soliciting/ accepting the reported donation/ sponsorship 負責籌款/接受贊助之幹事

Office Use Only

Ref. No.: ________

Date: ____________

Report on Acceptance of Donation/ Sponsorship by Student Societies of the OUHK


Notes:

1. This form is used for reporting to the Committee on Student Affairs (CSA) on donation/sponsorship received by Student Societies. Student societies

are advised to refer to the ‘Guidelines on Acceptance of Donation / Sponsorship by Student Societies of the OUHK’ including Appendix I in handling of

donations and sponsorship.

2. This form should be completed by the Chairman and Treasurer and submitted to the CSA within two months upon receipt of the donations/ sponsorship.

Additional information can be provided on a separate sheet if necessary.

3. For activities that are sponsored or seeking funding support from the University, Student Societies should also report any donation / sponsorship

received in the ‘Application for Support and Funding for Student Activities’ (Form S_FA) and the ‘Activity Report and Reimbursement Claim’ (Form S_ARRC).




2. Details of the Donation/ Sponsorship 捐款/贊助詳情

6. Condition of Sponsorship (if any)

贊助條件 (如適用)：

Yes, please specify: ______________________________________________________________

Gifts in kind valued at $ _________________ , please specify: _________________________


p. 1


2. Date 日期：

3. Time 時間：

4. Venue 地點：

5. No. of Participants 參與人數： OUHK students/ alumni (Number: __________)





Publication


________________

8. Acknowledgment given to sponsor 鳴謝形式：

_________________________ _________________________ _________________________


_________________________ _________________________ _________________________


1. The form is received on:

2. The Committee on Student Affairs received the form on:

3. Follow up action, if any:

We, the undersigned, being the chairman or treasurer of the Student Society above, declare that the information provided in and attached with this report is

accurate to the best of our knowledge. We understand and accept the requirements and conditions listed in the Guidelines on Acceptance of Donation /

Sponsorship by Student Societies of the OUHK.

- End -

For SAO use only


3. Details of activities supported by the Donation/ Sponsorship reported 受贊助活動內容



p. 2


p.1

Guidelines on Acceptance of Donation / Sponsorship by Student Societies of the OUHK

1. Introduction

i. Apart from applying for funding and/or support from the University, Student Societies

may obtain donation / sponsorship from outside organisations or individuals to support

the organisation of student activities.

ii. Student Societies are required to observe the University’s related guidelines and seek

University’s advice before accepting donation / sponsorship.

2. Guidelines on Acceptance of Donation / Sponsorship by Student Societies

i. Any sponsorship, be it in cash or in kind, should be meaningful and directly related to

Student Societies and student life. It should not be in conflict with the University’s

interests and image.

ii. Student Societies should be aware that money matters, if not handled properly, be it

due to ignorance or inefficiency, may adversely affect the fair name of the student

society, and / or that of the University.

iii. For student activities applying for or receiving support from the University, any plans

for soliciting donations / sponsorship should be clearly specified in the “Application for

Support and Funding for Student Activities (Form S_FA). The receipt and usage of the

donation / sponsorship must be reported to the Committee on Student Affairs (CSA) via

Student Affairs Office (SAO) in the form of “Activity Report and Reimbursement Claim”

(Form S_ARRC). The University reserves the right to adjust the grant according to the

donation / sponsorship received.

iv. For activities not supported by the University, Student Societies are also required to

notify the CSA at least one week in advance of any forthcoming donation / sponsorship

and report to the Committee on the donation / sponsorship received in the “Report on

Acceptance of Donation/ Sponsorship by Student Societies of the OUHK (Form S_SD)

within two months after the activity is completed.


p.2

v. Office-bearers and activity coordinators of Student Societies should exercise care in

accepting gifts with conditions or restrictions attached and should seek advice from the

University’s Public Affairs Unit (PAU) via SAO if necessary.

vi. Student Societies should keep accurate records of fund raised and spent, available upon

request for inspection or audit; and formally inform donors / sponsors how the

donations / sponsorship are used if appropriate.

vii. In case of change of activity plan, the funds cannot be diverted to other uses unless

approval from donors / sponsors is obtained. Where necessary, all donations should be

returned to donors without delay.

viii. Student Societies should observe the guidelines issued by the Independent Commission

Against Corruption (ICAC), which provide general principles and control measures for

Student Societies in handling of donations and sponsorship. Details could be referred

to Appendix 1 (Sample Code of Conduct for Members of Public Councils).

3. Privileges / Discounts

i. Student Societies may obtain privileges / discounts from commercial vendors or other

organisations as benefits for their members. Before accepting these benefits, Student

Societies should seek advice from the SAO. A proper record and / or the agreement

should be kept.

ii. Student Societies should not accept privileges or discounts with conditions that may

violate anti-corruption principles, (please refer to Appendix 1 - Sample Code of Conduct

for Members of Public Councils) or those that are in conflict with the University’s

interests and image, that in exchange for tangible or intangible properties, including but

not limit to the personal data of members or participants of events organised by the

society.

4. In case of enquiries or need of assistance or advice, Student Societies are encouraged to

contact SAO staff (Tel.: 2768 6634, Fax: 8148 3376 or Email: [email protected]).


CHAPTER CHAPTER

23

Sample Code of ConduCt for memberS of publiC CounCilSSample Code of ConduCt for memberS of publiC CounCilS

Introduction[Name of Council]1 (hereafter referred to as the Council) is fully committed to the

principle of honesty, integrity and fair play in the delivery of services to the public. This

Code sets out the basic standard of conduct expected of all Council Members and the

Council’s policy on acceptance of advantage and conflict of interest in connection with

one’s official duties.

General Standards2. A Council Member shall ensure that his conduct would not bring the Council into

disrepute.

3. A Council Member shall not at any time or in any respect do anything which may

compromise or impair his integrity, impartiality, objectivity or ability to perform

Council duties.

4. A Council Member shall adhere to the spirit and the letter of any rules or orders

made for the Council’s practices and procedures or for Council Members’

behaviour in relation to the business of the Council.

Specific StandardsPrevention of Bribery Ordinance

5. [Name of Council] is a public body under the Prevention of Bribery Ordinance

(Cap. 201) and Council Members are “public servants” for the purpose of the

Ordinance. Under Section 4 of the Ordinance, any public servant who solicits

or accepts an advantage as a reward or inducement for performing any act or

expediting, delaying, hindering or preventing the performance of any act in

relation to the latter’s business, commits an offence. The person offering the

advantage also commits an offence.

6. It is also an offence under the Ordinance for any Council Member to use any

document containing false information with the intent to deceive the Council.

1 Council includes any Boards and Committees, statutory or advisory, set up by the Government to perform public duties.

APPendix 1

24

(Section 4 of the Ordinance and the definition of “advantage” are detailed at Annex 1.)

[For public councils which are not public bodies under the Prevention of Bribery

Ordinance, the above paragraph should be recast as:

5. Members of [name of Council] are agents of the Council governed by Section 9

of the Prevention of Bribery Ordinance (Cap. 201). Under the Ordinance, any

Council Member who, without the permission of his principal (i.e. the Council),

solicits or accepts an advantage as a reward or inducement for doing any act or

showing favour in relation to the latter’s business, commits an offence. The person

offering the advantage also commits an offence.

6. It is also an offence under the Ordinance for any Council Member to use any

document containing false information with the intent to deceive the Council.

(Section 9 of the Ordinance and the definition of “advantage” are detailed at Annex 1.)]

Solicitation and Acceptance of Advantage

7. It is the policy of the Council to prohibit all Council Members from soliciting or

accepting any advantage from any persons or companies having business dealings

with the Council (e.g. service recipients, suppliers, contractors).

Gifts/Souvenirs Presented to Council Members in Their Capacity As Such

8. A gift/souvenir presented to a Council Member in his capacity as such should be

regarded as a gift/souvenir to the Council (e.g. a gift/souvenir presented by the

organizers to a Council Member invited in his capacity as such or representing the

Council to officiate at ceremonies).

9. A Council Member shall follow the procedures set out at Annex 2 for the disposal

of gifts/souvenirs received in the above circumstances.

Sponsorships Offered to Council Members in Their Capacity As Such

10. Council Members may be offered sponsorships in their capacity as such by

persons/organizations other than the Council itself for official purposes such as

attending local/overseas conferences, conventions, product trial activities, etc.

Such sponsorships should be regarded as sponsorships offered to the Council and

referred to the Council for consideration of acceptance.

25

11. The Council should consider whether it is appropriate to accept the offer based on

the following general criteria:

(a) acceptance of the sponsorship will benefit the Council as a whole and not

bring the Council into any disrepute;

(b) the sponsorship is not excessive in value or frequency;

(c) the Council will not feel obliged to do something in return for the offeror;

and

(d) acceptance will not give rise to any actual or perceived conflict of interest

(e.g. the offeror is a supplier/contractor bidding for the Council’s contracts).

12. If the Council decides to accept the sponsorship, it should then select a suitable

Member to attend the sponsored activity on its behalf.

Advantages Offered to Council Members in Their Private Capacity

13 Where a Council Member is offered an advantage in his private capacity, he may

accept it if -

(a) the acceptance will not affect the performance of his duties as a Council

Member; and

(b) he will not feel obliged to do something in return in connection with

Council business for the offeror.

14 If a Council Member feels that he would be obliged to reciprocate an advantage

by returning to the offeror a favour connected with any Council business, he

should decline the offer.

15 When a Council Member is in doubt as to whether he should accept an offer of

advantage, it is advisable for him to apply the “sunshine test” 2 and consult the

Council Chairman/Secretary.

2 In the sunshine test, the person concerned should ask himself if he would not be ashamed to openly discuss with the general public what he is doing. If he feels uncomfortable about that, what he is doing is probably conflicting with the ethical standard generally expected by society.

26

Offer of Advantage

16. Council Members are prohibited from offering advantages to any director, or staff

of any company or organization, for the purpose of influencing such person or

company in any dealings, or any public official, whether directly or indirectly

through a third party, when conducting the business of the Council.

entertainment

17. As defined in Section 2 of the Prevention of Bribery Ordinance, “entertainment”

refers to food or drink provided for immediate consumption on the occasion, and

any other entertainment provided at the same time. Although entertainment is an

acceptable form of business and social behaviour, a Council Member must not

accept lavish or frequent entertainment from persons with whom the Council has

business dealings (e.g. service recipients, suppliers, contractors) to avoid placing

himself/herself in a position of obligation to the offeror.

Records, Accounts and Other documents

18. Council members should ensure, to the best of their knowledge, that any record,

receipt, account or other documents they submit to the Council, gives a true

representation of the events or transactions reported in the documents. Intentional

use of documents containing false information to deceive or mislead the Council,

regardless of whether the Council Members may obtain any gain or advantage,

may constitute an offence under the Prevention of Bribery Ordinance.

Compliance with Local Laws in Other Jurisdictions

19. Council members must comply with all local laws and regulations when

conducting the Council’s business, and also those in other jurisdictions, when

conducting business there.

27

Conflict of interest

Managing Conflict of Interest

20. Council Members should avoid any conflict of interest situation (i.e. situation

where their private interest conflicts with the interest of the Council) or the

perception of such conflicts. They should not misuse their position or authority in

the Council to pursue their own interests. Private interest includes both financial

and personal interests of the Council Member and those of his/her connections

including family and other relations, personal friends, the clubs and societies to

which he/she belongs, and any person to whom he/she owes a favour or obligated

in any way. When actual or potential conflict of interest arises, the Council

Member should comply with the guidelines on declaration of interests at Annex 3.

[The guidelines provide two reporting systems, one-tier and two-tier, for adoption

by public councils as appropriate. Public councils are advised to consult the

responsible Government Bureaux as to whether they should adopt a one-tier or

two-tier reporting system in accordance with the Home Affairs Bureau’s memo

HAB CR 7/15/379 dated 17 August 2005 3. A public council adopting the two-

tier reporting system should specify the declarable interests to be entered into

the register by its members, taking into account the council’s nature of business.]

Failure to do so may give rise to criticism of favouritism, abuse of authority or even

allegation of corruption.

Council Members Bidding for the Council’s Contracts

21. As a matter of principle, Council Members should avoid entering into any business

contract (e.g. for the supply of goods or services) with the Council in their

personal capacity to prevent the public perception of Council Members using their

capacity to obtain financial gains from the Council. Where this is unavoidable,

Council Members shall adhere to the guidelines on managing possible conflict of

interest in bidding for the Council’s business contracts as set out at Annex 4. [The

guidelines have been issued to all Government Bureaux/Departments vide Home

Affairs Bureau’s memo HAB CR 7/15/379 dated 17 August 2005.]

3 Drawn up by the Home Affairs Bureau for reference by public councils, the guidelines advise that any public council meeting one or more of the following criteria should consider adopting the two-tier reporting system (Annex 3(b)): (1) having a high degree of management and financial autonomy; (2) having extensive executive powers in matters of public interest; (3) being instrumental in shaping major Government policies; (4) having the power to award major Government contracts; (5) having access to sensitive information; and (6) being responsible for the control and disbursement of substantial public funds. Public councils that do not possess these characteristics may adopt the one-tier reporting system (Annex 3(a)).

28

Use of Council Assets

22. Council Members in charge of or having access to any assets of the Council,

including funds, property, information, and intellectual property should use them

solely for the purpose of conducting the Council’s business. Unauthorized use to

make personal gain is strictly prohibited.

Confidentiality of information

23. Council Members should not disclose any classified or proprietary information

of the Council without authorization or misuse any Council’s information. Those

who have access to or in control of such information should at all times ensure

its security and prevent any abuse, unauthorized disclosure or misuse of the

information. Special care should be taken when handling any personal data of

both the Council Members and service recipients to ensure compliance with

the Personal Data (Privacy) Ordinance (Cap. 486) and the Council’s data privacy

policy.

Relationship with Persons having Business dealings with the Council

Gambling

24. Council Members must not engage in frequent gambling of any kind, including

games of mahjong, with persons having business dealings with the Council. In

social games of chance with service recipients, they must exercise judgment and

withdraw from any high stake games.

Loans

25. Council Members must not accept a loan from or through the assistant of, any

person or organization having business dealings with the Council. There is,

however, no restriction on borrowing from a licensed bank or financial institution.

Use of Public Funds

26. Council Members shall ensure that all public funds are used in a prudent and

responsible manner to safeguard public interest. They should only approve funds

for any project/activity/expenditure item which falls within the ambit of the funds

and can achieve the purpose of the funds.

29

27. Council Members shall particularly ensure that an open, fair and competitive

mechanism is adopted for the procurement of goods/services and recruitment of

staff for the Council.

Misuse of Capacity as a Council Member

28. Council Members shall not misuse their official capacity as such to gain benefit

for themselves or others, or render favour to any person/organization. A Council

Member who misconducts himself seriously in relation to his official duties may

commit the common law offence of “misconduct in public office”.

30

Extracts from the Prevention of Bribery Ordinance

Section 4 - Bribery (applicable to public councils which are public bodies under the Ordinance)

(1) Any person who, whether in Hong Kong or elsewhere, without lawful authority or

reasonable excuse, offers any advantage to a public servant as an inducement to

or reward for or otherwise on account of that public servant’s -

(a) performing or abstaining from performing, or having performed or abstained

from performing, any act in his capacity as a public servant;

(b) expediting, delaying, hindering or preventing, or having expedited, delayed,

hindered or prevented, the performance of an act, whether by that public

servant or by any other public servant in his or that other public servant’s

capacity as a public servant; or

(c) assisting, favouring, hindering or delaying, or having assisted, favoured,

hindered or delayed, any person in the transaction of any business with a

public body,

shall be guilty of an offence.

(2) Any public servant who, whether in Hong Kong or elsewhere, without lawful

authority or reasonable excuse, solicits or accepts any advantage as an

inducement to or reward for or otherwise on account of his -


from performing, any act in his capacity as a public servant;


hindered or prevented, the performance of an act, whether by himself or by

any other public servant in his or that other public servant’s capacity as a

public servant; or



public body,


Annex 1

31

(2A) Any person who, whether in Hong Kong or elsewhere, without lawful authority or

reasonable excuse, offers any advantage to the Chief Executive as an inducement

to or reward for or otherwise on account of the Chief Executive's -


from performing, any act in his capacity as the Chief Executive;


hindered or prevented, the performance of an act, whether by the Chief

Executive in his capacity as the Chief Executive or by any public servant in

his capacity as a public servant; or



public body,


(2B) If the Chief Executive, whether in Hong Kong or elsewhere, without lawful

authority or reasonable excuse, solicits or accepts any advantage as an

inducement to or reward for or otherwise on account of his -


from performing, any act in his capacity as the Chief Executive;


hindered or prevented, the performance of an act, whether by the Chief

Executive in his capacity as the Chief Executive or by any public servant in

his capacity as a public servant; or



public body,

he shall be guilty of an offence.

(3) If a public servant other than a prescribed officer solicits or accepts an advantage

with the permission of the public body of which he is an employee being

permission which complies with subsection (4), neither he nor the person who

offered the advantage shall be guilty of an offence under this section.

32

(4) For the purposes of subsection (3) permission shall be in writing and -

(a) be given before the advantage is offered, solicited or accepted; or

(b) in any case where an advantage has been offered or accepted without prior

permission, be applied for and given as soon as reasonably possible after

such offer or acceptance,

and for such permission to be effective for the purposes of subsection (3), the

public body shall, before giving such permission, have regard to the circumstances

in which it is sought.

Section 9 - Corrupt transaction with agents (applicable to all public councils)

(1) Any agent who, without lawful authority or reasonable excuse, solicits or accepts

any advantage as an inducement to or reward for or otherwise on account of his -

(a) doing or forbearing to do, or having done or forborne to do, any act in

relation to his principal's affairs or business; or

(b) showing or forbearing to show, or having shown or forborne to show, favour

or disfavour to any person in relation to his principal's affairs or business,


(2) Any person who, without lawful authority or reasonable excuse, offers any

advantage to any agent as an inducement to or reward for or otherwise on account

of the agent’s –

(a) doing or forbearing to do, or having done or forborne to do, any act in

relation to his principal's affairs or business; or

(b) showing or forbearing to show, or having shown or forborne to show, favour

or disfavour to any person in relation to his principal's affairs or business,


(3) Any agent who, with intent to deceive his principal, uses any receipt, account or

other document -

(a) in respect of which the principal is interested; and

33

(b) which contains any statement which is false or erroneous or defective in any

material particular; and

(c) which to his knowledge is intended to mislead the principal,


(4) If an agent solicits or accepts an advantage with the permission of his principal,

being permission which complies with subsection (5), neither he nor the person

who offered the advantage shall be guilty of an offence under subsection (1) or (2).

(5) For the purposes of subsection (4) permission shall -

(a) be given before the advantage is offered, solicited or accepted; or

(b) in any case where an advantage has been offered or accepted without prior

permission, be applied for and given as soon as reasonably possible after

such offer or acceptance,

and for such permission to be effective for the purposes of subsection (4), the

principal shall, before giving such permission, have regard to the circumstances in

which it is sought.

Section 2 - Definition of an advantage“Advantage” means:

(a) any gift, loan, fee, reward or commission consisting of money or of any valuable

security or of other property or interest in property of any description;

(b) any office, employment or contract;

(c) any payment, release, discharge or liquidation of any loan, obligation or other

liability, whether in whole or in part;

(d) any other service, or favour (other than entertainment), including protection

from any penalty or disability incurred or apprehended or from any action or

proceedings of a disciplinary, civil or criminal nature, whether or not already

instituted;

(e) the exercise or forbearance from the exercise of any right or any power or duty;

and

34

(f) any offer, undertaking or promise, whether conditional or unconditional, of any

advantage within the meaning of any of the preceding paragraphs (a), (b), (c), (d)

and (e),

but does not include an election donation within the meaning of the Elections (Corrupt

and Illegal Conduct) Ordinance (Cap. 554), particulars of which are included in an

election return in accordance with that Ordinance.

Section 2 - Definition of entertainmentThe provision of food or drink, for consumption on the occasion when it is provided,

and of any other entertainment connected with, or provided at the same time as, such

provisions.

35

Annex 2

Procedures for Handling Gifts/SouvenirsGiven to Members of [Name of Council]

in their Official Capacity

All gifts/souvenirs received by Members of [name of Council] in their official capacity

should be forwarded to the Secretary of the Council for disposal in the following

manner:

(a) If the gift/souvenir is of perishable nature (e.g. food or drink, etc), it may be

donated to a charitable organization or, when this is not practical, shared among

Council staff on a suitable occasion.

(b) If the gift/souvenir is a useful item, it may be donated to a charitable organization.

(c) If the gift/souvenir is suitable for display (e.g. a painting, vase, etc), it may be

displayed at appropriate locations of the Council Building [or premises].

(d) If the gift/souvenir is of low value (below HK$XXX), it may be donated as a prize

in functions organized by the Council.

(e) If the gift/souvenir is a personal item of low value (below HK$XXX), such as a

plaque or pen inscribed with the name of the recipient, it may be retained by the

recipient.

(f) If the gift/souvenir is distributed to all participants in public activities, such as a

ball pen, file folder or key clasp, etc, it may be retained by the recipient.

36

Annex 3(a)

Guidelines on Declaration of Interests byCouncil Members of [Name of Public Council] 1

(One-tier Reporting System)

General PrinciplesWhen a Council Member (including the Chairman) has a potential conflict of interest

in a matter placed before the Council, he should make full disclosure of his interest.

The basic principle to be observed is that Members’ advice should be disinterested and

impartial and it is the responsibility of each Member to judge and decide if the situation

warrants a declaration, and to seek a ruling from the Chairman in case of doubt.

It is impossible to define or describe all the situations that would call for such a

declaration, because each individual case differs, and because of the difficulty of

catering for unusual and unforeseen circumstances. On the other hand, it is not

intended that a Member should make a declaration of interest simply because the

Council is considering a matter in which he has knowledge or experience.

Potential Conflict of Interest SituationsThe following are potential conflict of interest situations :-

(1) Pecuniary interests in a matter under consideration by the Council, held either by

the Member or by any close relative of his. The Member himself is the best judge

of who, in the particular circumstances, is a “close relative”.

(2) A directorship, partnership, advisory or client relationship, employment or

other significant connection with a company, firm, club, association, union or

other organization which is connected with, or the subject of, a matter under

consideration by the Council.

1 The guidelines were issued by the Home Affairs Bureau vide its memo HAB CR 7/15/379 dated 17 August 2005 to all Government Bureaux/Departments.

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37

(3) Some friendships which might be so close as to warrant declaration in order to

avoid the situations where an objective observer may believe that a Member’s

advice has been influenced by the closeness of the association.

(4) A Member who, as a barrister, solicitor, accountant or other professional adviser,

has personally or as a member of a company, advised or represented or had

frequent dealings with any person or body connected with a matter under


(5) Any interest likely to lead an objective observer to believe that the Member’s

advice may have been motivated by personal interest rather than a duty to give

impartial advice.

Declaration of Interests at Meetings(1) If a Member (including the Chairman) has any direct personal or pecuniary interest

in any matter under consideration by the Council, he must, as soon as practicable

after he has become aware of it, disclose to the Chairman (or the Council) prior to

the discussion of the item.

(2) The Chairman (or the Council) shall decide whether the Member disclosing

an interest may speak or vote on the matter, may remain in the meeting as an

observer, or should withdraw from the meeting.

(3) If the Chairman declares an interest in a matter under consideration, the

chairmanship may be temporarily taken over by the Vice-Chairman, or a Member

appointed by a majority of votes if the Vice-Chairman is not present.

(4) When a known direct pecuniary interest exists, the Secretary may withhold

circulation of relevant papers to the Member concerned. Where a Member is

in receipt of a paper for discussion which he knows presents a direct conflict of

interest, he should immediately inform the Secretary and return the paper.

(5) All cases of declaration of interests shall be recorded in the minutes of meeting.

38

Annex 3(b)

Guidelines on Declaration of Interests byCouncil Members of [Name of Public Council] 1

(Two-tier Reporting System 2)

General PrinciplesTo maintain public confidence in the integrity of Council Members (including the

Chairman), as well as in the impartiality of their advice tendered to the Council, it is

important that all Council Members should disclose their general pecuniary interests

on appointment to the Council, in addition to reporting conflict of interest as and when

they arise. To achieve greater transparency, such declarations should be made available

for public inspection. By adopting this two-tier reporting system, Council Members

can be protected from criticism or embarrassment arising from the existence of any

undeclared general financial interest which may have potential conflict with the work of

the Council.

When a Council Member (including the Chairman) has a potential conflict of interest

in a matter placed before the Council, he should make full disclosure of his interest.

The basic principle to be observed is that Members’ advice should be disinterested and

impartial and it is the responsibility of each Member to judge and decide if the situation

warrants a declaration, and to seek a ruling from the Chairman in case of doubt.

Potential Conflict of Interest SituationsThe following are potential conflict of interest situations :-

(1) Pecuniary interests in a matter under consideration by the Council, held either by

the Member or by any close relative of his. The Member himself is the best judge

of who, in the particular circumstances, is a “close relative”.


2 Public councils with one or more of the following characteristics should adopt the two-tier reporting system: (1) having a high degree of management and financial autonomy; (2) having extensive executive powers in matters of public interest; (3) being instrumental in shaping major Government policies; (4) having the power to award major Government contracts; (5) having access to sensitive information; and (6) being responsible for the control and disbursement of substantial public funds.

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文字方塊

39

(2) A directorship, partnership, advisory or client relationship, employment or

other significant connection with a company, firm, club, association, union or

other organization which is connected with, or the subject of, a matter under


(3) Some friendships which might be so close as to warrant declaration in order to

avoid the situations where an objective observer may believe that a Member’s

advice has been influenced by the closeness of the association.

(4) A Member who, as a barrister, solicitor, accountant or other professional adviser,

has personally or as a member of a company, advised or represented or had

frequent dealings with any person or body connected with a matter under


(5) Any interest likely to lead an objective observer to believe that the Member’s

advice may have been motivated by personal interest rather than a duty to give

impartial advice.

Two-tier Reporting SystemCouncil Members shall adhere to the following procedures under the two-tier reporting

system:

(A) Register of Members’ interests

(1) The Chairman and Members shall register in writing their personal interest,

direct or indirect, pecuniary or otherwise, when they first join the Council,

and annually thereafter, to the Council Secretary. The registration shall be

made on a standard form, a sample is attached.

(2) The types of interests required for registration shall include :-

(i) proprietorships, partnerships or directorships of companies;

(ii) remunerated employments, offices, trades, professions or vocations;

and

(iii) shareholdings in a publicly listed or private company (e.g. 1% or more

of the company’s issued share capital); and/or

40

(iv) other declarable interests, taking into consideration the nature of work

of the Council.

(3) A register of Members’ interests shall be kept by the Secretary which should

be made available for inspection on request by any member of the public.

(B) declaration of interests at Meetings

(1) If a Member (including the Chairman) has any direct personal or pecuniary

interest in any matter under consideration by the Council, he must, as soon as

practicable after he has become aware of it, disclose to the Chairman (or the

Council) prior to the discussion of the item.

(2) The Chairman (or the Council) shall decide whether a Member disclosing an

interest may speak or vote on the matter, may remain in the meeting as an

observer, or should withdraw from the meeting.

(3) If the Chairman declares an interest in a matter under consideration, the

chairmanship may be temporarily taken over by the Vice-Chairman, or a

Member appointed by a majority of votes if the Vice-Chairman is not present.

(4) When a known direct pecuniary interest exists, the Secretary may withhold

circulation of relevant papers to the Member concerned. Where a Member is

in receipt of a paper for discussion which he knows presents a direct conflict

of interest, he should immediately inform the Secretary and return the paper.

(5) All cases of declaration of interests shall be recorded in the minutes of

meeting.

41

SAMPLE

Register of Interests

(Name ) requests that the interests listed below

should be included in the Register of Members’ Interests.

A. Proprietorships, partnerships or directorships of companies, public or private

B. Remunerated employments, offices, trades, professions or vocations

C. Shareholdings in companies, public or private (1% or more of the company’s issued

share capital)

D. Other declarable interests (To be specified by the Council taking into account the

Council’s nature of business)

Signed :

Date :

note: The information provided in this form may be disclosed to the public in connection with your appointment as a

Member/the Chairman of [name of Council].

42


Annex 4

Guidelines on Managing Possible Conflict of Interest Arising from Council Members Bidding

for Contracts of [Name of Council] 1

(1) When the need for a contract is discussed, Council Members should be asked

at the outset to declare whether they or any company associated with them are

interested in bidding for the contract.

(2) The Council Members who have declared an interest to bid should not take part

or be present at any subsequent discussions or meetings concerning the proposed

contract, and should be prohibited from access to any information in relation to

the contract (other than in the capacity of a bidder).

(3) The Council Members who have not declared an interest to bid (and the

companies concerned) should not be allowed to bid subsequently.

(4) When a Council Member (or a company associated with him) has expressed an

interest to bid, [the Council] should ascertain whether any information relating

to the contract has already come to the p ossession of the Council Member in

the course of his duties as a Member. If so, such information should be made

available to other bidders as well to ensure a level playing field.

(5) If a Council Member (or a company associated with him) has put in a bid, care

should be taken to ensure that he subsequently has no access to the submitted

tender documents which may contain commercially sensitive information.

(6) Bidders’ identity should be anonymised before the evaluation of bids if a Council

Member (or a company associated with him) is one of the bidders.

(7) If a Council Member (or a company associated with him) is successful in bidding

for the contract, he should withdraw from all discussions relating to the contract,

except when attending in the capacity of a supplier or a service-provider.

CHAPTER CHAPTER

23

1“議會”包括任何由政府成立，用以提供公共服務或職能的法定及諮詢委員會。

公眾議會成員紀律守則範本公眾議會成員紀律守則範本

引言

[議會名稱]1（下稱「議會」）一向本著誠信、廉潔、公平的宗旨為公眾提供

服務。本紀律守則列出議會成員必須恪守的基本行為準則，以及議會就成員

在履行職務時收受利益和申報利益衝突的政策。

一般準則

2. 議會成員須確保本身的行為不會令議會蒙羞。

3. 議會成員在任何時間或情況下，不應做出可能危及或損害其個人誠信、

公正性、客觀性或履行議會職務的能力的事情。

4. 議會成員應遵守議會的常規與程序，以及因應成員執行議會職務所訂定

的規例及命令之精神與字面意義。

特定準則

《防止賄賂條例》

5. [議會名稱]是《防止賄賂條例》（第201章）下所指的公共機構。就該

條例而言，議會成員屬於「公職人員」。根據該條例第4條，任何公職

人員索取或收受任何利益，作為他作出、加速、拖延、妨礙或阻止任何

與議會事務有關的作為的報酬或誘因，即屬違法；而提供利益者亦會觸

犯法例。

6. 根據該條例，任何議會成員使用載有虛假資料的文件，意圖欺騙議會，

亦屬違法。

（條例第4條及有關「利益」的釋義，詳見附件一。）

附錄一附錄一

[如公眾議會並非《防止賄賂條例》下所指的公共機構，上文應改寫為：

5. 根據《防止賄賂條例》（第201章），[議會名稱]成員為議會的代理

人，並受該條例第9條約束。根據該條例，任何議會成員若未經其主事

人（即議會）許可，索取或收受任何利益，作為作出任何與議會事務

有關的作為或在與議會事務有關的事上予以優待的報酬或誘因，即屬違

法；而提供利益者亦會觸犯法例。

6. 根據該條例，任何議會成員使用載有虛假資料的文件，意圖欺騙議會，

亦屬違法。

（條例第9條及有關「利益」的釋義，詳見附件一。）]

索取及收受利益

7. 本議會的政策禁止議會成員向與本議會有業務往來的人士或公司（如服

務對象、供應商、承辦商）索取或收受任何利益。

議會成員因此公職身分獲贈禮物/紀念品

8. 議會成員因其公職身分而獲贈的禮物/紀念品（如以公職身分出席活動

或代表議會主禮儀式時，獲主辦機構送贈的禮物/紀念品），應視作贈

予議會的禮物/紀念品。

9. 議會成員須依照載列於附件二的程序，處理在上述情況下所接受的禮

物/紀念品。

議會成員因此公職身分獲贈的贊助

10. 議會成員可能因其公職身分獲其他人士或機構贊助，參加本地或海外的

會議、大會、產品試用活動等；該等贊助應視作提供予議會的贊助，並

交由議會考慮是否接受。

24

11. 議會成員應根據下列準則，考慮應否接受贊助：

(甲) 接受贊助有利議會的整體利益，亦不會令議會蒙羞；

(乙) 贊助的金額不可過高，次數亦不可過於頻密；

(丙) 議會不會感到必須向贊助人作出回報；及

(丁) 接受贊助不會引起確實或被認為涉及利益衝突的情況（如贊助人

是正在競投議會合約的供應商或承辦商）。

12. 議會如決定接受贊助，便應挑選合適的成員代表議會出席受贊助的活

動。

議會成員以私人身分接受利益

13. 假如議會成員以私人身分接受利益，可在下列情況考慮接受：

(甲) 接受利益不會影響其履行議會成員的職務；及

(乙) 議會成員不會感到不得不在與議會有關的事情上向利益提供者作

出回報。

14. 若議會成員感到不得不在與議會有關的事情上給予利益提供者優待，以

示回報，則必須拒絕接受有關利益。

15. 若議會成員對應否接受利益存有疑問，最好先進行「陽光測試」2及徵詢

議會主席/秘書之意見。

提供利益

16. 議會成員在執行議會事務時，不得直接或間接經由第三者向另一間公司

或機構的任何董事或僱員，或任何公職人員提供利益，以影響該人士或

機構在業務上的決定。

25

2在陽光測試中，當事人應自問可否毫無保留地公開談論接受利益一事。如當事人對此感到不安，即顯示事件可能

有違公眾一般所接受的道德標準。

26

款待

17. 根據《防止賄賂條例》第2條，「款待」指供應在當場享用的食物或飲

品，以及任何與此項供應有關或同時提供的其他款待。雖然款待是一般

業務往來上可接受的商業和社交活動，但議會成員應拒絕接受與議會有

業務往來的人士（如服務對象、供應商或承辦商）所提供的過於奢華或

頻密的款待，以免欠下款待提供者的恩惠。

記錄、帳目及其他文件

18. 議會成員應盡量確保所有提交議會的任何記錄、收據、帳目或其他文件

的內容，已如實反映有關事件或商業交易。如議會成員刻意使用載有虛

假資料的文件意圖欺騙或誤導議會，不論有否獲取得益或利益，均可能

觸犯《防止賄賂條例》。

遵守其他司法管轄區的法例

19. 議會成員在辦理議會業務時，必須遵守本地的法律和規例。如在其他司

法管轄區辦理議會業務，亦須遵守當地法規。

利益衝突

處理利益衝突

20. 議會成員應盡量避免任何利益衝突（即私人利益與議會的利益有所衝突）

或會被視為有利益衝突的情況。成員不得濫用在本議會的職位或權力謀取

私人利益。「私人利益」泛指成員本人及其相關人士（包括家人及親屬、私

交友好、所屬會社及協會，及他欠下恩惠或人情的任何人士）的財務及個人

利益。在出現實際或潛在的利益衝突時，議會成員須遵守載列於附件三有

關申報利益的指引。[指引提供一層及兩層申報利益制度供公眾議會採用。

公眾議會應按照民政事務局於二零零五年八月十七日發出的便箋（HAB

CR 7/15/379）3，就採用一層或兩層申報利益制度一事，徵詢相關決策

3指引由民政事務局制訂供公眾議會參考，內容建議所有符合下列一項或以上準則的公眾議會，應考慮採用兩層申

報利益制度（附件三（乙））:（1）在管理及財政上享有高度自治權；（2）在公眾利益事宜上擁有廣泛行政權

力；（3）有助制訂主要政府政策；（4）有權判授主要政府合約；（5）可獲取敏感資料；及（6）可控制及分配

龐大公帑。凡未擁有這些特色的公眾議會，可考慮採用一層申報利益制度（附件三（甲））。

27

局的意見。凡採用兩層申報利益制度的公眾議會，應在考慮議會的業務

性質後，訂明成員須在登記冊上列舉的需申報利益。]若成員沒有依循

相關指引申報利益，可能會被指偏私、濫權，甚至貪污。

議會成員競投議會合約

21. 議會成員應避免以個人名義，競投議會的商業合約（如為議會供應貨品

或提供服務），以免令人認為議會成員利用公職從議會中謀取私利。如

無法避免競投議會合約，議會成員須遵守載列於附件四有關規管競投議

會合約時可能出現的利益衝突的指引。[該指引已由民政事務局於二零

零五年八月十七日以便箋方式（HABCR 7/15/379）向各政府決策局/

部門發出。]

使用議會資產

22. 獲授權管理或使用議會資產（包括資金、財物、資料及知識產權等）的

議會成員，只可將資產用於進行本議會業務的事宜上。本議會嚴禁成員

在未經許可的情況下，使用議會資產以謀取私利。

資料保密

23. 議會成員未經授權不可洩露本議會任何機密或專有資料，或濫用本議會

任何資料。獲授權查閱或管理該等資料的議會成員，必須時刻採取保密

措施，以防止資料遭人濫用、未經授權下洩露或誤用。在使用任何議會

成員及服務對象的個人資料時，必須格外小心，以確保符合《個人資料

（私隱）條例》（第486章）和本議會的個人資料私隱政策的規定。

與跟議會有業務往來的人士的關係

賭博活動

24. 議會成員應避免與跟議會有業務往來的人士進行頻密的賭博活動，包括

搓麻將。若在社交場合中與服務對象參與有賭博成分的遊戲，應先判斷

是否恰當，如注碼過高，則應退出。

28

貸款

25. 議會成員不可接受任何與議會有業務往來的人士或機構的貸款，或由其

協助獲得貸款。然而，向持牌銀行或財務機構借貸則不受限制。

使用公帑

26. 議會成員須確保所有公帑均以審慎及負責任的態度運用，以保障公眾利

益。他們所批核的撥款，必須用於撥款範圍內的計劃/活動/開支項目，

以及能達致撥款的目的。

27. 議會成員尤其須確保採購貨品/服務及招聘議會職員的程序公開、公平

及具競爭性。

濫用議會成員身分

28. 議會成員不得濫用其議會成員身分，以圖為個人或他人謀取利益，或優

待任何人士或機構。如議會成員以其身分作出嚴重失當行為，有可能觸

犯普通法下的「公職人員行為失當」罪行。

29

摘錄自《防止賄賂條例》

第4條－賄賂（適用於該條例訂明為公共機構的公眾議會）

(1) 任何人（不論在香港或其他地方）無合法權限或合理辯解，向任何公職

人員提供任何利益，作為該公職人員作出以下行為的誘因或報酬，或由

於該公職人員作出以下行為而向他提供任何利益，即屬犯罪—

(a) 作出或不作出，或曾經作出或不作出任何憑其公職人員身分而作

的作為；

(b) 加速、拖延、妨礙或阻止，或曾經加速、拖延、妨礙或阻止由該

人員作出或由其他公職人員作出任何憑該人員或該其他人員的公

職人員身分而作的作為；或

(c) 協助、優待、妨礙或拖延，或曾經協助、優待、妨礙或拖延任何

人與公共機構間往來事務的辦理。

(2）任何公職人員（不論在香港或其他地方）無合法權限或合理辯解，索取

或接受任何利益，作為他作出以下行為的誘因或報酬，或由於他作出以

下行為而索取或接受任何利益，即屬犯罪—

(a) 作出或不作出，或曾經作出或不作出任何憑其公職人員身分而作

的作為；

(b) 加速、拖延、妨礙或阻止，或曾經加速、拖延、妨礙或阻止由該

人員作出或由其他公職人員作出任何憑該人員或該其他人員的公

職人員身分而作的作為；或



附件一

3030

(2A)任何人（不論在香港或其他地方）無合法權限或合理辯解，向行政長官

提供任何利益，作為行政長官作出以下行為的誘因或報酬，或由於行政

長官作出以下行為而向他提供任何利益，即屬犯罪—

(a) 作出或不作出，或曾經作出或不作出任何憑其行政長官身分而作

的作為；

(b) 加速、拖延、妨礙或阻止，或曾經加速、拖延、妨礙或阻止由行

政長官作出任何憑其行政長官身分而作的作為或由任何公職人員

作出任何憑其公職人員身分而作的作為；或



(2B)行政長官（不論在香港或其他地方）無合法權限或合理辯解，索取或接

受任何利益，作為他作出以下行為的誘因或報酬，或由於他作出以下行

為而索取或接受任何利益，即屬犯罪—

(a) 作出或不作出，或曾經作出或不作出任何憑其行政長官身分而作

的作為；

(b) 加速、拖延、妨礙或阻止，或曾經加速、拖延、妨礙或阻止由行

政長官作出任何憑其行政長官身分而作的作為或由任何公職人員

作出任何憑其公職人員身分而作的作為；或



(3) 非訂明人員的公職人員如有所屬公共機構的許可而索取或接受任何利

益，且該項許可符合第（4）款的規定，則該公職人員及提供該利益的

人均不算犯本條所訂罪行。

(4) 就第（3）款而言，許可須為書面形式，並且—

(a）須在提供、索取或接受利益之前給予；或

31

(b) 在利益未經事先許可而已提供或接受的情況下，須於該利益提供

或接受之後在合理可能範圍內盡早申請及給予，

同時，公共機構在給予該許可之前須顧及申請的有關情況，該許可方具

有第（3）款所訂效力。

第9條－代理人的貪污交易（適用於所有公眾議會）

(1) 任何代理人無合法權限或合理辯解，索取或接受任何利益，作為他作

出以下行為的誘因或報酬，或由於他作出以下行為而索取或接受任何利

益，即屬犯罪—

(a) 作出或不作出，或曾經作出或不作出任何與其主事人的事務或業

務有關的作為；或

(b) 在與其主事人的事務或業務有關的事上對任何人予以或不予，或

曾經予以或不予優待或虧待。

(2) 任何人無合法權限或合理辯解，向任何代理人提供任何利益，作為該代

理人作出以下行為的誘因或報酬，或由於該代理人作出以下行為而向他

提供任何利益，即屬犯罪—

(a) 作出或不作出，或曾經作出或不作出任何與其主事人的事務或業

務有關的作為；或

(b) 在與其主事人的事務或業務有關的事上對任何人予以或不予，或

曾經予以或不予優待或虧待。

(3) 任何代理人意圖欺騙其主事人而使用如下所述的任何收據、帳目或其他

文件─

(a) 對其主事人有利害關係；及

(b) 在要項上載有虛假、錯誤或欠妥的陳述；及

(c) 該代理人明知是意圖用以誤導其主事人者，

即屬犯罪。

32

(4) 代理人如有其主事人的許可而索取或接受任何利益，而該項許可符合

第（5）款的規定，則該代理人及提供該利益的人均不算犯第（1）或

（2）款所訂罪行。

(5) 就第（4）款而言，該許可—

(a) 須在提供、索取或接受該利益之前給予；或

(b) 在該利益未經事先許可而已提供或接受的情況下，須於該利益提

供或接受之後在合理可能範圍內盡早申請及給予，

同時，主事人在給予該許可之前須顧及申請的有關情況，該許可方具有

第（4）款所訂效力。

第2條－利益的定義

「利益」指:

(a) 任何饋贈、貸款、費用、報酬或佣金，其形式為金錢、任何有價證券或

任何種類的其他財產或財產權益；

(b) 任何職位、受僱工作或合約；

(c) 將任何貸款、義務或其他法律責任全部或部分予以支付、免卻、解除或

了結；

(d) 任何其他服務或優待（款待除外），包括維護使免受已招致或料將招致

的懲罰或資格喪失，或維護使免遭採取紀律、民事或刑事上的行動或程

序，不論該行動或程序是否已經提出；

(e) 行使或不行使任何權利、權力或職責；及

(f) 有條件或無條件提供、承諾給予或答應給予上文（a）、（b）、

（c）、（d）及（e）段所指的任何利益，

但不包括《選舉(舞弊及非法行為)條例》(第554章)所指的選舉捐贈，而該項

捐贈的詳情是已按照該條例的規定載於選舉申報書內的。

33

第2條－款待的定義

供應在當場享用的食物或飲品，以及任何與此項供應有關或同時提供的其他

款待。

34

[議會名稱 ]成員以公職身分

收到禮物/紀念品的處理程序

[議會名稱]成員以公職身分收到的所有禮物/紀念品，均須轉交議會秘書按下

列方式處理：

(a) 如禮物/紀念品容易變壞（如食物或飲品等），可轉贈慈善機構；若不

可行，則可由議會職員在合適情況下分享。

(b) 如禮物/紀念品具實用價值，可轉贈慈善機構。

(c) 如禮物/紀念品適合作陳列用途（如畫、花瓶等），可擺放在議會辦事

處的恰當地方。

(d) 如禮物/紀念品的價值不高（即港幣xxx元以下），可捐贈議會作為活動

的獎品。

(e) 如禮物/紀念品為價值不高（即港幣xxx元以下）的私人物品，例如刻上

受贈人姓名的牌匾或筆等，可由受贈人保留。

(f) 如禮物/紀念品於公開活動中贈予所有參加者，例如原子筆、文件夾或

鎖匙扣等，可由受贈人保留。

附件二

35

[公眾議會名稱 ]成員申報利益的指引1

（一層申報利益制度）

一般原則

當議會成員（包括主席）得悉該會須予討論的事項與成員本身的利益可能有

衝突時，應詳盡披露有關利益。所需遵守的基本原則是，議會成員所提出的

意見應該公正無私，而每位成員均有責任因應情況判斷及決定是否須申報利

益，如有疑問，應要求主席作出裁決。

要界定或闡述所有須申報利益的情況是不可能的，因為每宗個案均有所不

同，亦難以一一列舉各種特殊和未能預料的情況。此外，議會成員毋須純綷

因對議會正予考慮的事項有認識或經驗而申報利益。

可能出現利益衝突的情況

以下為可能出現利益衝突的情況：

(1) 議會成員或其近親在議會正予考慮的事項中有金錢利益。議會成員應就

本身的實際情況判斷誰是「近親」。

(2) 議會所考慮的事項涉及某公司、商行、會社、協會、聯會或其他機構，

而議會成員是該公司、商行、會社、協會、聯會或機構的董事、合夥

人、顧問、客戶或僱員，或與之有其他重要連繫。

(3) 議會成員與某人士的友好關係也可能須要申報，以免別人認為該成員提

出的意見乃受雙方密切關係所影響。

1指引由民政事務局於二零零五年八月十七日以便箋（HABCR7/15/379）方式向各政府決策局/部門發出。

附件三（甲）

itu_tech

文字方塊

36

(4) 本身為大律師、律師、會計師或其他專業顧問的議會成員，曾以個人或

公司成員身分，向與議會正予考慮的事項有關的人士或機構提供意見、

出任其代表，或經常與其有交往。

(5) 議會成員所擁有的任何利益，可能導致別人相信他提供意見的動機是基

於個人利益，而非因為有責任提出公正無私的意見。

在會議上申報利益

(1) 如某議會成員（包括主席）在議會正予考慮的事項中有任何直接的個人

或金錢利益，該成員在察覺此事後，必須在討論該事項之前，盡早向主

席（或議會）披露。

(2) 主席（或議會）須決定曾就某事項披露利益的成員，可否就有關事項發

言或參與表決、可否留在席上旁聽，或應否暫時避席。

(3) 如主席就某項正予考慮的事項申報利益，其主席職務可由副主席暫代執

行；如副主席未有出席會議，則可由大多數成員投票選出的成員代替。

(4) 得知某成員在議會的討論事項中有直接金錢利益時，秘書可不把有關文

件分發給該成員。如任何成員收到涉及與他有直接利益衝突的事項的討

論文件，須立刻通知秘書，並退回文件。

(5) 所有已申報的利益必須記錄在會議記錄內。

37

[公眾議會名稱 ]成員申報利益的指引1

（兩層申報利益制度2）

一般原則

為維持公眾對議會成員（包括主席）品格操守的信心，並相信他們會向議會

提供不偏不倚的意見，所有議會成員應在獲委任時披露一般的金錢利益，以

及在遇到利益衝突時予以申報。為增加透明度，應公開該等申報記錄讓市民

查閱。採用這兩層制度，可保障議會成員，不會因擁有任何可能與議會工作

有衝突但未申報的一般金錢利益，而備受批評或產生尷尬情況。

當議會成員（包括主席）得悉該會須予討論的事項與成員本身的利益可能有

衝突時，便應詳盡披露有關利益。所須遵守的基本原則是，議會成員所提出

的意見應該公正無私，而每位成員均有責任因應情況判斷及決定是否須申報

利益，如有疑問，應要求主席作出裁決。

可能出現利益衝突的情況

以下為可能出現利益衝突的情況：

(1) 議會成員或其近親在議會正予考慮的事項中有金錢利益。議會成員應就

本身的實際情況判斷誰是「近親」。

(2) 議會所考慮的事項涉及某公司、商行、會社、協會、聯會或其他機構，

而議會成員是該公司、商行、會社、協會、聯會或機構的董事、合夥

人、顧問、客戶或僱員，或與之有其他重要連繫。


2有下列特色的公眾議會應採用兩層申報利益制度：（1）在管理及財政上享有高度自治權；（2）在公眾利益事宜

上擁有廣泛行政權力；（3）有助制訂主要政府政策；（4）有權判授主要政府合約；（5）可獲取敏感資料；及

（6）可控制及分配龐大公帑。

附件三（乙）

itu_tech

文字方塊

38

(3) 議會成員與某人士的友好關係也可能須要申報，以免別人認為該成員提

出的意見乃受雙方密切關係所影響。

(4) 本身為大律師、律師、會計師或其他專業顧問的議會成員，曾以個人或

公司成員身分，向與議會正予考慮的事項有關的人士或機構提供意見、

出任其代表，或經常與其有交往。

(5) 議會成員所擁有的任何利益，可能導致別人相信他提供意見的動機是基

於個人利益，而非因為有責任提出公正無私的意見。

兩層申報利益制度

根據兩層申報利益制度，議會成員應遵守下列程序：

(甲) 成員利益登記冊

(1) 主席及成員須於新加入議會時及以後每年一次，以書面形式向議

會秘書登記其個人利益，包括直接或間接、金錢或其他性質的利

益。登記時須填寫一份標準表格，表格範本請參閱附頁。

(2) 須予登記的利益包括下列幾類：

(i) 公司東主、合夥人或董事；

(ii) 受薪工作、職位、行業、專業或職業；及

(iii) 所持的上市公司或私人公司股份（如佔公司已發行股本的百

分之一或以上）；及/或

(iv) 與議會工作性質有關之其他應申報的利益。

(3) 秘書須存備一份議會成員利益登記冊，供市民查閱。

39

(乙) 在會議上申報利益

(1) 如某議會成員（包括主席）在議會正予考慮的事項中有任何直接

的個人或金錢利益，該成員在察覺此事後，必須在討論該事項之

前，盡早向主席（或議會）披露。

(2) 主席（或議會）須決定曾就某事項披露利益的成員，可否就有關

事項發言或參與表決、可否留在席上旁聽，或應否暫時避席。

(3) 如主席就某項正予考慮的事項申報利益，其主席職務可由副主席

暫代執行；如副主席未有出席會議，則可由大多數成員投票選出

的成員代替。

(4) 得知某成員在議會的討論事項中有直接金錢利益時，秘書可不把

有關文件分發給該成員。如任何成員收到涉及與他有直接利益衝

突的事項的討論文件，須立刻通知秘書，並退回文件。

（5）所有已申報的利益必須記錄在會議記錄內。

41

處理議會成員競投[議會名稱 ] 合約時

可能出現利益衝突情況的指引1

(1) 在討論是否需要批出合約時，應先要求議會成員表明他們或任何與其有

關連的公司是否有意競投有關合約。

(2) 已表明有意投標的議會成員不得參與或出席其後就擬訂合約進行的任何

討論或會議，亦不可取得任何與合約相關的資料（以投標者身分取得的

資料除外）。

(3) 議會成員（及與其有關連的公司）如沒有申報競投的意向，其後便不應

獲准參與競投。

(4) 如議會成員（或與其有關連的公司）表示有意競投合約，議會便須確定

該名成員在履行職務期間是否已掌握任何與合約相關的資料；若是，便

須同時向其他競投人提供有關資料，以確保各人公平競爭。

(5) 如議會成員（或與其有關連的公司）已提交標書，須確保該名成員不能

接觸已遞交的標書，因為這些文件可能載有敏感的商業資料。

(6) 如議會成員（或與其有關連的公司）參與競投合約，議會在評審標書

前，應先把標書上投標者的身份隱藏或刪去。

(7) 如議會成員（或與其有關連的公司）在競投合約後中標，他應在與該合

約有關的討論中避席；以供應商或服務提供者的身分出席會議時例外。


附件四


p.1

C. Organising Student Activities

(August 2013)


p.2

Guidance Notes for Procedures for Booking and Reservation of Campus Venue

for Organising Student Activities

Introduction

1. The University encourages Student Organisations to organise student-related activities in

the OUHK venues. Student Organisations can reserve rooms located at Homantin Campus,

Homantin Plaza Learning Centre and Kwai Hing Learning Centre and the University will

charge the venue rental at a discounted rate.

2. To secure funding for the venue rental from the University, Student Organisations, except

the Students’ Union, are required to submit applications to the Committee on Student

Affairs (CSA) via Student Affairs Office (SAO) for consideration. If funding is approved, the

venue rental will be settled internally on a charge-back mode. For the procedure of

funding application, Student Organisations should refer to the Guidance Notes for

Application for Support and Funding of Student Activities.

3. Student Organisations are recommended to use the OUHK venues as the first priority for

organising student-related activities. External venues should be considered only when a

special venue is required but is not available on University campus.

Booking procedures

4. Student Organisations should approach AAU for reservation of the following venues:

i. Communal areas (where counters and pull-up banners can be set);

ii. Multi-purpose Hall; and

iii. Tutorial Room, Lecture Theatre and Hall.

5. Student Societies should approach the University’s Students’ Union (OUHKSU) for booking

the Student Activity Centre which is located at Room G37, Level -1, Block B, Homantin

Campus. The Centre provides a communal area which can accommodate 12 persons for

meeting and activities and office equipments including 4 computers, 1 conference table, 12

chairs and telephone are available.


p.3

6. The availability of venue is subject to the booking schedules. The University has the sole

discretion to cancel confirmed bookings if the venue concerned is required for official or

important academic activities. In such case, every effort will be made by the University to

provide a suitable alternative if available.

7. Student Organisations are required to adhere to any prevailing booking guidelines,

regulations and requirements set by the AAU.

Reservation of Communal Areas:

8. Communal areas are given in the “List of communal areas”

(http://www.ouhk.edu.hk/communal). Before making reservation, Student Organisations

should familiarize with the important notes and to observe the stipulated requirements.

9. Student Organisations can reserve (i) one counter area and (ii) one banner stand or banner

area in the same period. Each Student Organisation can reserve the same counter area for 7

consecutive days at maximum, while banners/banner stands can be put in the same

locations for 14 consecutive days at maximum.

10. Student Organisations should contact Ms. Ngai of AAU (Tel.: 2768 6225 or Email:

[email protected]) during office hours to check the availability of the communal areas.

The completed reservation form should be submitted to AAU either by email

([email protected]) or in person.

11. The Reservation Form (Form_ACC_ca007) is enclosed at Appendix 1. Reservation should

be made at least 8 working days in advance and a maximum of one month advance booking

is allowed. Reservations are on a first-come-first-served basis and Student Organisations

will be notified of the approved reservations by email.

Reservation of Multi-purpose Hall:

12. AAU will invite recognized Student Organisations to make reservations quarterly.

Student Organisations can submit the applications even though the time of invitation

may not be parallel with the schedule of application for funding set by CSA.

13. Each Student Organisation is entitled to use the Multi-purpose Hall for 4 hours per week,

of which 2 hours should fall within the non-peak hours, i.e. from 9 am to 5 pm.

http://www.ouhk.edu.hk/communal


p.4

14. When there are two or more reservation requests for the same time period, allocation

will be made by ballot.

15. Student Organisations should contact Ms. Alison Law of AAU (Tel.: 2768 6202 or Email:

[email protected]) during office hours to check the availability of the Multi-purpose

Hall for booking. The completed application form, stamped with Student

Organisations’ official chop, should be submitted to AAU in person.

16. The Application Form (Society_19032013) is enclosed at Appendix 2. Reservation

should be made at least 10 working days in advance. Upon successful booking, AAU

will notify Student Organisations to collect the confirmed booking records, which must

be presented when signing in.

Reservation of Tutorial Room, Lecture Theatre and Hall:

17. Student Organisations can refer to the “Rental of Venues at OUHK” (Appendix 3) for

details of the room number, type, capacity and room charges (in hourly rate).

18. Student Organisations should contact Ms. Rica Cheng of AAU (Tel.: 2768 6210, Fax: 2624

7608 or Email: [email protected]) during office hours to check the availability of the

venue. The completed booking form, stamped with Student Organisations’ official

chop, should be submitted to AAU in person.

19. The Booking form (AAU/Adm/V/005) is enclosed at Appendix 4. Reservation should

be made at least 5 working days in advance. AAU will NOT process the reservation

unless a duly completed booking form is received.

Reservation of Student Activity Centre:

20. Student Societies can contact OUHKSU to reserve the Student Activity Centre for arranging

meeting and organising activities.

21. In general, only the office-bearers of recognized Student Societies are eligible to use the

Centre. Reservations are on a first-come-first-served basis and Student Societies should

make reservations by email ([email protected]) at least three days in advance. For further

enquiries, please contact OUHKSU at 3572 0334.




p.5

Furniture and Equipment Support

22. Student Organisations should indicate if equipment in connection with the booking is

required when applying funding for their activities.

23. Student Organisations should note that equipment and/ or technician support is subject

to the resources available and is at the University's discretion.

24. Student Organisations can submit the application for furniture and equipment support

to the SAO. In general, foldable tables, chairs, notice stands, table clothes,

microphones, walkie-talkies, and etc. are available for loan.

25. In case a Student Organisation wishes to set up a promotion counter (must be approved

by AAU), standard furniture with (i) one 4ft x 6ft foldable table and (ii) two foldable

chairs will be provided.

26. Student Organisations should email to Ms Chow of SAO (Tel: 2768 6267 or Email:

[email protected]) at least 7 working days in advance to make extra request on

equipments/ technical support. The following items should be clearly included in the

email:

i. Email Subject: Application for furniture and equipment support;

ii. Brief information of Activity (Name, Date, Time and Venue);

iii. Contact person of Activity (Name and Telephone no.);

iv. Equipments required:

(1) Please specify the equipments with quantity, e.g. Table x 2

(2) Please specify where the required equipments should be placed at the venue, e.g.

one table stand to be placed on stage (at the right corner).

(3) General equipments available: Tables/ Chairs/ Notice stands (Large/ Small) /

Table clothes/ Walkie-talkie/ Microphones

Others

27. The approved room rental and related equipment expenses are ONLY for the approved

activities specified in the applications. Any unused balance of the amount approved

will be returned to the University (please specify the unit / procedure) and cannot be

retained for any other activities.

28. To safeguard the proper use of the University resources, the University reserves the

right to amend these guidelines and / or issue further guidelines.



p.6

Summary of the Reservation Procedures

29. For ease of reference, the relevant procedures for booking and reservation of campus

venue are summarized at the below table. :

Venues Application

methods

Contact person Deadline Name of the

Form

Communal

Areas

(e.g.

Counters)

Fill in reservation

form and return

to AAU by email

or in person.

Ms. Ngai (AAU)

Tel.: 2768 6225

Email: [email protected]

8 working days

in advance

(Booking: Up to

1 month)

Appendix 1

[Reservation Form

(Form_ACC_ca007)]

Multi-purpose

Hall

Fill in application

form and return

to AAU in person.

Ms. Alison Law (AAU)

Tel.: 2768 6202


10 working days

in advance

(Booking: By

quarter)

Appendix 2

[Application Form

(Society_19032013)]

Tutorial

Room, Lecture

Theatre and

Hall

Fill in booking

form and return

to AAU in person.

Ms. Rica Cheng (AAU)

Tel.:2768 6210

Fax: 2624 7608


5 working days

in advance

(Booking: Up to

3 months)

Appendix 3

(Rental of Venues

at OUHK)

Appendix 4

[Booking form

(AAU/Adm/V/005)]

Student

Activity Centre

Make reservation

to OUHKSU by

email.

OUHK Students’ Union

Tel.: 3572 0334


3 working days

in advance

--


\Forms\Communal_Area\Form_ACC_ca007.doc

Reservation for Communal Areas 借用公用地方申請表

PART 1 (For Students Use) 第一部份 (由學生塡寫)

Student Club/Society 學會:

Purpose / Event 借用目的/活動:

Brief Summary of Event 活動簡述:

Reference no. of Communal Area 公用地方編號

From 由

To 至

Setting required? (subject to availability)

是否需要桌椅？(數量有限)

Date 日期:

Date 日期: Yes 是 No 否

Date 日期:


Date 日期:


Contact Person 聯絡人

Position

學會幹事職銜

Student no. 學生編號 Email 電子郵件信箱

Tel. no. 電話號碼 Date 日期

* Note 註:

1. Please read the “Important Notes to Students” on AAU’s website carefully before submitting this form.

請在遞交申請前細閱於行政物業部網頁之「重要事項」。

2. This form should reach AAU Accommodation Team by email ([email protected]) at least 8 working

days in advance.

學會最遲可於八個工作天前把申請表電郵至 [email protected] (行政物業部住宿組)。

3. For enquiries, please call Ms Ngai at 2768 6225.

如有查詢，請致電 2768 6225 與魏小姐聯絡。

I have read the “Important Notes to Students” and understand that any items found at the communal

area(s) on loan after the booking period will be disposed of by the AAU.

本人已細閱「重要事項」並清楚所有借用期滿之後遺留在公用地方的物品將視作廢物處理。

PART 2 (For AAU Use Only) 第二部份（由行政物業部填寫）

File no._____________________

□ reserved as requested.

□ Booking declined.

Remark:



pccheng

文字方塊

Appendix 1

Society_19032013

Booking no. ________________

第一部份第一部份第一部份第一部份 (由學會由學會由學會由學會/畢業生團體填寫畢業生團體填寫畢業生團體填寫畢業生團體填寫) PART 1 (For Society/Alumni body Use) 學會/畢業生團體 Society / Alumni body：已批活動名稱及編號

Approved activity name & number：

(請根據學生事務處之已批活動表填寫 Please specify the activity according to the approved funding list by SAO) 活動簡述 Brief Summary of Event：參與活動人數 No. of Participants：預約日期 Booking Date 預約時間 Booking Time 預約日期 Booking Date 預約時間 Booking Time

e.g. 1 July 2007 7:00pm – 9:00pm

訪客人數(適用於運動項目) No. of guest (applicable to sport activities) :

__________________ 學會蓋章學會蓋章學會蓋章學會蓋章 Society Stamp

是否需提供桌椅(毎小時$850) Venue setting required? ($850/hour)

* 毎學會毎學會毎學會毎學會/畢業生團體一星期最多可用禮堂畢業生團體一星期最多可用禮堂畢業生團體一星期最多可用禮堂畢業生團體一星期最多可用禮堂 4小時小時小時小時 (其中其中其中其中 2小時為非繁忙時間小時為非繁忙時間小時為非繁忙時間小時為非繁忙時間)。。。。

* Each society/alumni body can use the Hall for 4 hours per week at maximum (2 of which should fall within the non-peaks hours).

聯絡人 Contact Person: 學會幹事職銜 Position: 學生編號 Student no.: 電話號碼 Tel no.: 電子郵件信箱 Email Address: 日期 Date:

* Note註: 1. 此申請表須由學會/畢業生團體親自遞交行政物業部羅小姐。(*畢業生團體畢業生團體畢業生團體畢業生團體請確保第二部份已填妥請確保第二部份已填妥請確保第二部份已填妥請確保第二部份已填妥)

Societies/Alumni bodies should submit this application form to AAU (Ms. Alison Law) in person.

(*For alumni bodies, please make sure Part II below has been completed.)

2. 學會/畢業生團體需於借用期完結前自行清理所有物件，否則將可能影響日後之預約申請。

Societies / Alumni bodies should clear all items in the Hall at the end of the booking period. Otherwise,

future bookings might be suspended.

3. 如有查詢，請致電 2768 6202與羅小姐聯絡。 For enquiries, please call Ms Law at 2768 6202. 第二部份第二部份第二部份第二部份（（（（由由由由公共事務部公共事務部公共事務部公共事務部填寫填寫填寫填寫））））PART 2 (For PAU Use Only)

□ The activity is recognized by Public Affairs Unit. □ The activity is not recognized by Public Affairs Unit.

Signature & Stamp: _____________________________

Date: Post: _____________________________

* Note: 1. Please delete as appropriate.

2. Please pass this form to AAU at least 10 working days in advance.

多用途禮堂借用表多用途禮堂借用表多用途禮堂借用表多用途禮堂借用表 Booking of Multi-purpose Hall

(適用於學會/畢業生團體申請 For society’s/alumni body’s booking)

pccheng

文字方塊

Appendix 2

Appendix 3

Room Charges (Hourly Rate)Room No. Room Type Capacity (HK$)

G01 (BOC Lecture Theatre) Lecture Theatre 269 1195G28 Tutorial Room 46 400G29 Tutorial Room 138 965G32 Tutorial Room 45 400G33 Tutorial Room 42 400G34 Tutorial Room 46 400G35 Tutorial Room 48 400G36 Tutorial Room 48 400A0411 (Wei Lun Hall) Tutorial Room 82 590A0412 Tutorial Room 62 400B0614 (Ho Kwan Yat Memorial Hall) Lecture Theatre 96 590P01 (Serena Yang Lecture Theatre) Lecture Theatre 350 2040C0311 (Si Yuan Lecture Theatre) Lecture Theatre 200 1195C0518 Tutorial Room 160 965C0519 Tutorial Room 49 400C0610 Tutorial Room 45 400C0611 Tutorial Room 45 400C0612 Tutorial Room 47 400C0613 Tutorial Room 49 400C0614 Tutorial Room 47 400C0618 Tutorial Room 160 965C0619 Tutorial Room 49 400C0710 Tutorial Room 64 515C0711 Tutorial Room 41 400C0712 Tutorial Room 41 400C0713 Tutorial Room 41 400C0715 Tutorial Room 45 400C0716 Tutorial Room 48 400C0718 Tutorial Room 34 310C0719 Tutorial Room 36 310C0720 Tutorial Room 36 310C0721 Tutorial Room 56 515C0810 Tutorial Room 64 515C0811 Tutorial Room 41 400C0812 Tutorial Room 41 400C0813 Tutorial Room 41 400C0815 Tutorial Room 45 400C0816 Tutorial Room 48 400C0818 Tutorial Room 34 310C0819 Tutorial Room 36 310C0820 Tutorial Room 36 310C0821 Tutorial Room 40 400C0910 Tutorial Room 160 965

Rental of Venues at OUHK(valid from 1.4.2014 to 31.3.2015)

Homantin Campus

Room Charges (Hourly Rate)Room No. Room Type Capacity (HK$)

101A Lecture Theatre 63 515101B Tutorial Room 87 590101F Tutorial Room 145 965101G Tutorial Room 47 400101H Tutorial Room 47 400101G & 101H Tutorial Room 94 590101F & 101G & 101H Hall 239 1055

Homantin Plaza Learning Centre

FMU/Adm/V/005

THE OPEN UNIVERSITY OF HONG KONG

Facilities Management Unit

Venue Booking Form (For Student Societies) (please see information overleaf before filling this form)

Particulars of Applicant

Name of Student Society:

Name of Contact Person:

Position:

Tel. No.:

Fax No.:

Email: Date:

Booking Details

Date of Activity

(DD/MM/YY)

Time Title of Activity/Function No. of

Participants

Room requested

(Room No.) From To

Undertaking of Responsibility

On behalf of my society/ organization, I agree to abide by the regulations stated overleaf.

___________________________ ____________________________ _________________________

Name Signature Society Chop

For Office Use Only Ref. No.:

The above booking is accepted. Rental fee to be charged is HK$____________________.

The above booking is NOT accepted.

FMU Staff: Date :

February 2014

Appendix 4

Venue Booking (For Student Societies)

REGULATIONS

Terms and Conditions of Hire

1 The Open University of Hong Kong (referred hereafter as OUHK) has full discretion to accept or reject any booking of venue by any student

societies (referred hereafter as the Hirer).

2. The activity to be held at OUHK should be in compliance with the Public Meetings Ordinance stipulated by Hong Kong Police.

3. The Hirer must be the Student Union or student societies recognized by the Student Affairs Office, whose activities to be organized at OUHK

must not disrupt the normal operation of the University. The name of OUHK shall not be used under any circumstances in connection with the

activities to be organized unless with approval from OUHK.

4. The availability of venue is subject to the booking schedules. OUHK reserves the sole discretion to cancel confirmed bookings if the venue

concerned is requested for official or academic activities. In such case, every effort will be made to find a suitable alternative if there is available.

5. The Hirer's activities shall not pose any nuisance, particularly noise pollution, to the University environment.

6. The stated capacity of the venue should not be exceeded.

7. No goods/articles or services may be sold by the Hirer at the entrance or inside the venue without prior consent of OUHK.

8. Nothing is to be affixed to walls, ceiling, floors, doors or furniture at the entrance or inside the venue without prior consent of OUHK.

9. No eating or drinking is allowed in the venue.

10. The Hirer shall be responsible for the conduct of its participants in the venue.

11. Funding for venue bookings should be approved by the Committee of Student Affairs (CSA) in advance.

12. The Hirer should inform SAO if any special equipment in connection with the booking is required.

13. Furniture setting in each venue is fixed. Any re-arrangement of the furniture should be at the discretion of OUHK.

14. Without prior consent of OUHK, no equipment/furniture can be borrowed/re-arranged for use. The Hirer is responsible for maintaining the

facilities in their original condition immediately after use.

15. The Hirer shall undertake as to be responsible for any loss of or damage to equipment, furniture and fittings resulting from their use of the

facilities.

16. Promotional materials of the programme to be held can only be posted up, displayed, or distributed with prior consent from OUHK.

17. OUHK assumes no liability for injury caused by individuals using its facilities.

18. OUHK reserves the right to terminate the use of facilities should the Hirer fail to abide by the regulations.

19. The venue being used must be kept clean and tidy.

Booking Guidelines for Hirer

1. Booking of venue can be made with a maximum of three months in advance of the activity.

2. All booking requests should be made to Facilities Management Unit (FMU) (Enquiry: 2768-6257 or 2768-6210) five working days before the

booking date.

Arrangements for Adverse Weather

1. When Typhoon Signal No. 8/Black Rainstorm Signal is hoisted before the commencement of a booking, all venues will be closed and the booking

will be cancelled without prior notice to the Hirer. The Hirer should contact OUHK for re-scheduling the programme. Terms listed above will

apply to the re-scheduling.

2. When Typhoon Signal No. 8 is hoisted during the rental period of the venue, the programme must be terminated immediately and the Hirer must

arrange for all participants to leave. No re-scheduling shall be arranged.

3. When Black Rainstorm Signal is hoisted during the rental period of the venue, all participants of the programme are advised to stay where they are

until the signal is lowered. No re-scheduling shall be arranged.

4. When Typhoon Signal No. 8/Black Rainstorm Signal is lowered before or at 6:30am of the activity date, all venues will be open as normal.

5. When Typhoon Signal No. 8/Black Rainstorm Signal is lowered before or at 12:00noon of the activity date, venue booked will be available from

2:00pm and the activity may be held as scheduled. No re-scheduling shall be arranged if the Hirer decides to cancel the activity.

Appendix 5


p.1

Safety in Student Activities

1. In organising extra-curricular activities, Student Organisations, including Students’ Union

should be aware of and held responsible for safety needs and the adoption of appropriate

measures. Student Organisations could refer to the resources webpage on safety guidelines

for reference in organising student activities.

2. The webpage <http://www.ouhk.edu.hk/societies_safety> contains safety guidelines of

various outdoor activities issued by the HKSAR Government and various professional sports

associations. The websites of these professional sports associations are also linked in the

webpage.

3. It must be emphasized 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.

4. The University's personal accident insurance policy covers only active students of the OUHK,

who are studying at least one credit-bearing course in that particular semester, participating in

activities organised by Student Organisations of OUHK. Student Organisations, their chairmen

and activity coordinators have the responsibility to remind participants of any possible risk

and safety requirements in participating in societies' activities and advise participants, who are

inactive or non-OUHK students, to take out personal insurance policy at their own expenses

for their participation.

5. Participants should also be made aware of any safety concerns and take appropriate measures

related to the activities.

6. Should Student Organisations require assistance or if any accident should occur during their

activities, Student Organisations should call the Police for assistance immediately and report

the event to Student Affairs Office as soon as possible (Tel.: 2768 6634, Fax: 8148 3376 or

Email: [email protected]).

http://www.ouhk.edu.hk/societies_safety



p.1

D. Promotion and Posting up Information for Student Activities

(August 2013)


p.2

Guidance Notes for Procedures for Promotion and Posting up Information for Student Activities

Introduction

1. Student Organisations, including Students’ Union can apply to post up and distribute

information on OUHK campus and/ or University’s website.

2. The information posted up, including promotion posters, meeting notes and any other

materials, should be directly related to the activities organised by Student Organisations.

3. The University has the full discretion on whether the information will be posted up, duration

and location for posting up/ distribution.

Information posted/ distributed on OUHK Campus

4. The Student Affairs Office (SAO) will coordinate with the University’s Administrative and

Accommodation Unit (AAU) to post up the approved posters/ materials where appropriate.

However, whether the information will be posted up or not will be determined by AAU.

5. All posters/ materials will be posted on the approved notice boards located at Homantin

Campus, Library. Recognized Organisations may distribute flyers, handbills and publicity

materials on OUHK Campus, subject to the approval of SAO. Student Organisations should

mark its name/ official chop clearly on the distributed materials.

6. An official chop of the SAO will be stamped on the approved posters/materials and an expiry

date of maximum two weeks will be marked at the right bottom of the posters/ materials.

7. Materials promoting a certain activity will NOT be posted up until two weeks before the

activity.

8. The posters/materials will be removed/ disposed of without prior notice when the expiry

date is due. Should Student Organisations wish to post up the materials for a longer period,

the Student Organisations should submit application again. Due to the limited space of the

notice boards, priority will be given to new applications.


p.3

9. Student Organisations are not allowed to post up any materials on the notice boards by

themselves. Unauthorized materials (i.e. without SAO’s official chop) will be removed

without any prior notice and the Student Organisation concerned will be barred from posting

up materials for a month.

Information on OUHK Homepage

10. Student Organisations can apply for promoting their organised activities on the University’s

website. A soft copy of posters/ materials related to the activities should be sent to SAO for

consideration.

Application

11. Student Organisations are required to submit the following documents to SAO at least ten

days before the materials are to be posted up:

i. A completed form of “Application for Promotion and Posting Information for Student

Activities”. (Form S_NB)

ii. At least two copies of the posters/ materials (one copy will be kept by SAO for record)

12. SAO will consider the applications and those supported by SAO will be passed to AAU for

further consideration.

13. All posters/ materials should include the full name of the Student Organisations or its short

form, and should state clearly the details of the activity such as date, time, venue, fees,

precautions, contact person and number etc.

14. The Student Organisation is responsible for ensuring the accuracy and proper presentation of

the message / content of all posted up materials and information.

15. The University reserves the right to amend these guidelines and/or issue further ones so as to

safeguard the proper use of the University resources.

Form S_NB_08/13



英文姓名

Name (in Chinese)

中文姓名

Student No.

學生編號

Phone No.

聯絡電話

Email Address

電郵地址

1. Title 標題：

2. Nature 性質： Document for Meeting e.g Agenda/ Minutes

Others, please specify __________________________________________________

3. The activity is open to 活動開放予： All OUHK students

Others, please specify __________________________________________________

4. Material to be posted up/ distributed 資料刊登/ 派發：

5. Number of copies enclosed 備份數目 :

6. Size 尺寸/ 大小： (Hardcopy):___________________ cm/ inch (Softcopy): ________________________ KB/ MB

7. Expected Posted up/ Distributed Period 預計刊登/ 派發時段 : From: ______________________________ To: ______________________________________

Signature 幹事簽署：

Name of Office bearer 幹事名稱： Date 日期：

For SAO use only

1. The application is: Accepted (from _______________ to _______________) NOT Accepted

2. The application would also be forwarded to AAU LIB

3. The materials would also be posted up in OUHK website Yes No

Responsible Staff of SAO Signature Date

2. Details of the Information 資料概況

Activity Leaflet/ Notice/ Announcement

Members of the Society

2. Contact details of the office bearer responsible for this application 負責是次申請幹事聯絡資料

Office Use Only

Ref. No.: ________

Date: ____________

Application for Promotion and Posting up Information for Student Activities


Notes:

1. This form should be completed by the office bearer of a Student Organisation, including Students' Union wishing to post up/ distribute information for

their organisations.

2. For each posted/ distributed material, an individual form should be submitted.

3. Please read the "Guidance Notes for Procedures for Promotion and Posting up Information for Student Activities" in completing the form. All the posted/ distributed

materials should be submitted together with this application form.

4. The University has the full discretion whether the materials would be posted up/ distributed, duration and location for posting up/ distribution.





I, the undersigned, being the office bearer of the Student Organisation above, declare that the information provided in and attached with this application form is accurate to

the best of my knowledge. I understand and accept the requirements and conditions listed in the Guidance Notes for the Procedures for Promotion and Posting up

Information for Student Activities.

Notice Board

( Homantin Campus Library)

OUHK website

Soft copy has been sent to [email protected]

Soft copy will be sent to [email protected]

Distribution on Campus

( Lift Lobby, G/F of Block ____ Others, please specify _____________________________)

Student Organisation's Chop

學生組織蓋章

p. 1

manual for student organisations (activity funding year: 1

Documents