Regulations Governing the Implementation of Student Club Activities
National Taiwan Ocean University
Regulations Governing the Implementation of Student Club Activities
Amendments approved by the Student Affairs Meeting on June 8, 2006
Amendments approved by the Student Affairs Meeting on December 28, 2006
Promulgated and implemented on February 12, 2007
Amendments approved by the Student Affairs Meeting on June 2, 2011
Promulgated by Order no. Hai-Xue-Ke No. 1000008037 on June 23, 2011
Amendments approved by the Student Affairs Meeting on December 23, 2011
Promulgated by Order no. Hai-Xue-Ke No. 1010000833 on January 19, 2012
Amendments approved by the Student Affairs Meeting on November 24, 2021
Promulgated by Order no. Hai-Xue-Ke No. 1100028176 on December 14, 2021
Amendments approved by the Student Affairs Meeting of the 1st semester of AY 2022 on October 19, 2022
Promulgated by Order no. Hai-Xue-Ke No. 1110024726 on November 7, 2022
Amendments approved by the Student Affairs Meeting on May 14, 2025
Promulgated by Order no. Hai-Xue-Ke No. 1140012793 on June 2, 2025
Chapter I General Provisions
Article 1 These Regulations are enacted to support the proper functioning of student clubs at the University and to promote the development of club activities.
Article 2 Student clubs shall, within the announcement period before the end of each semester, submit their activity plans for the following semester along with the semester budget proposal to the Extracurricular Activities Guidance Section for review. Clubs applying for financial subsidies must submit an application report prior to holding the activity; subsidies will be granted only after approval.
Article 3 Student clubs may not organize activities that contradict the purposes for which the club was established.
Article 4 Student clubs must apply to the Extracurricular Activities Guidance Section for approval and registration at least five working days before holding any activity. Applications submitted after this period will not be accepted.
Article 5 If a student club intends to invite off-campus individuals to participate in its activities, prior approval must be obtained from the Extracurricular Activities Guidance Section.
Article 6 During class hours, student clubs may not hold any activities unless they have submitted a request and obtained prior approval from the Extracurricular Activities Guidance Section.
Article 7 If a student club changes the time or location of a previously approved activity, the change must be reported in advance to the Extracurricular Activities Guidance Section. Any changes to the content of an activity must receive the Section’s approval.
Article 8 Within one month after the beginning of each academic year, the Extracurricular Activities Guidance Section shall convene all club leaders to explain club activity regulations and other important provisions.
Article 9 If a student club, without valid reason, fails to participate in the student organization evaluation, the Extracurricular Activities Guidance Section may revoke its right to use club office space.
Chapter II Officer Election and Handover
Article 10 The election and handover of student club officers shall be completed in May of each year under the guidance of the Extracurricular Activities Guidance Section. Following the formal handover, outgoing officers shall provide assistance to incoming officers regarding club operations for a period of one month.
Article 11 Student club officer elections shall be conducted in accordance with each club’s established and verifiable election procedures. Clubs without such procedures shall formulate an election method and submit it for special approval before implementation.
Article 12 Student clubs shall submit the results of officer elections to the Extracurricular Activities Guidance Section for registration and recordkeeping within three days after the election.
Article 13 Officer elections and handovers that are not conducted in accordance with the preceding three Articles shall be deemed invalid.
Chapter III Venue Use
Article 14 When a student club uses an activity venue, the club president or responsible officer shall present the approved activity documentation to the Extracurricular Activities Guidance Section to complete the venue-use procedures.
Article 15 In the event of scheduling conflicts regarding venue use, the Extracurricular Activities Guidance Section shall coordinate and resolve the matter.
Article 16 When using venues, student clubs shall comply with the following requirements:
- Maintain cleanliness, proper appearance, and decorum.
- Observe environmental protection practices.
- Protect and respect public property.
- Conserve energy.
- Prioritize safety.
- Respect copyright and intellectual property rights.
- Return all equipment and materials to their designated locations and maintain proper orderliness.
Article 17 After using a venue, clubs shall restore the space to its original condition and are responsible for cleaning. Any intentional or negligent damage to the venue or its equipment shall be compensated by the responsible officer.
Chapter IV Equipment Management
Article 18 Student clubs borrowing equipment shall submit applications through the Student Club Activity Information Management System. The detailed borrowing procedures shall be stipulated separately.
Chapter V Poster Posting
Article 19 Posters produced by student clubs shall be displayed only on designated bulletin boards. Each poster must clearly indicate the club name, the date of posting (year/month/day), and bear the club’s official stamp to signify responsibility.
Article 20 Student club posters may be posted only after being registered with the Extracurricular Activities Guidance Section. The posting period is limited to one month. Prior to the expiration of the posting period, no other club or individual may remove or cover the poster.
Article 21 Any poster whose content violates legal regulations shall be removed.
Chapter VI Lectures
Article 22 When organizing a lecture, student clubs shall first complete an activity application form and may proceed only after obtaining the University’s approval.
Article 23 Lecturers shall meet at least one of the following qualifications:
- A university (or independent college) instructor or above who has been certified as qualified by the Ministry of Education.
- An individual holding at least a bachelor’s degree with many years of relevant professional experience and demonstrated achievements or recognition.
- An individual possessing specialized knowledge, distinguished accomplishments, or outstanding reputation.
Article 24 Lecture activities may receive subsidies upon application by the sponsoring club in accordance with established regulations.
Article 25 If the lecturer is a person of exceptional reputation, academic excellence, or significant contribution to the nation, the Extracurricular Activities Guidance Section may approve a more favorable lecture fee.
Article 26 For full-time faculty or staff members of the University who serve as lecturers, lecture fees shall be administered in accordance with the University’s standard hourly compensation rates.
Chapter VII Advisors
Article 27 Student clubs may appoint advisors according to their needs. Advisors shall be appointed by the President at the beginning of each academic year for a term of one year. The standards for advisor remuneration shall be implemented following approval through administrative procedures.
Article 28 The qualifications for student club advisors shall be consistent with those prescribed in Article 23 of these Regulations.
Article 29 Club advisors shall respect the bodily and sexual autonomy of themselves and others, and shall comply with Articles 6 to 9 of the University’s Campus Gender Incident Prevention Guidelines, as well as the Gender Equity Education Act and other relevant regulations. Advisors shall also possess awareness regarding the prevention of campus bullying and shall adhere to the Campus Bullying Prevention Guidelines and related University policies.
Article 30 In addition to an appointed advisor, clubs may engage professional personnel as instructors when specialized instruction is required. The standards for hourly instructional remuneration shall be implemented following approval through administrative procedures.
Chapter VIII Accounting System
Article 31 All student club income and expenditures must be supported by original receipts. Such documents shall be valid only after being certified by the club president, the club’s finance officer, and the supervisor designated by the University.
Article 32 Before using club funds, student clubs must complete an activity application form specifying in detail the expenditure items and amounts. The form shall be submitted through the appropriate chain of authority for approval.
Article 33 Student clubs shall observe the following principles when managing club funds:
- Expenditures must be consistent with the club’s objectives.
- Income and expenditure must remain balanced.
- Accounting documents and receipts must be preserved.
- Public funds shall not be wasted.
- No overdrafting of funds is permitted.
- All income and expenditure must be disclosed for public inspection.
- Financial integrity and ethical conduct must be maintained.
Article 34 For all activities for which clubs receive approved subsidies, reimbursement claims must be supported by official uniform invoices. The University’s name must be listed as the purchaser, and all quantities, unit prices, and related details must be clearly recorded.
Article 35 For vendors authorized by the government to operate without issuing uniform invoices, reimbursement may be processed only if the vendor’s store seal, the responsible person’s seal, and the official “exemption number” are stamped or written clearly on the receipt.
Article 36 Student clubs shall complete all reimbursement procedures and submit the activity outcome report within fourteen days after the conclusion of each activity.
Article 37 Two copies of the semester’s detailed income and expenditure statement shall be submitted to the Extracurricular Activities Guidance Section no later than two weeks before the end of each semester. Upon approval, one copy shall be made public and one copy shall be kept on file by the Section.
Chapter IX Financial Subsidies
Article 38 Student clubs shall, in principle, raise their own funds. When necessary, they may apply for subsidies in accordance with relevant regulations. The detailed subsidy guidelines shall be prescribed separately.
Article 39 When applying for subsidies, student clubs shall prepare accurate and detailed budgets in advance. Once approved, expenditures may not exceed the approved amount nor be altered arbitrarily, and no additional subsidies may be requested after the fact.
Article 40 Activities conducted without prior application, or activities for which previous subsidy reimbursement procedures were not completed in accordance with regulations, shall not be eligible for subsidies.
Chapter X Handover of Duties
Article 41 Whenever a student club undergoes reorganization or personnel changes, handover procedures must be completed.
Article 42 The items to be handed over during a student club’s transition of officers are as follows:
- Club seal.
- Club emblem or insignia.
- Club constitution.
- Membership roster.
- Club equipment and supplies.
- Club files and records.
- Club books and publications.
- Accounting books and remaining funds.
- Keys to the office or storage areas.
- All other club property.
Article 43 A handover inventory list shall be prepared in three copies. After verification and signature/seal by both the outgoing and incoming officers, as well as the supervising officer, one copy shall be retained by each party. The third copy shall be submitted to the Extracurricular Activities Guidance Section and shall take effect upon approval.
Chapter XI Student Organization Evaluation
Article 44 A student organization evaluation shall be conducted once each academic year. Clubs demonstrating outstanding performance shall be selected for awards as encouragement. Clubs with unsatisfactory performance shall be handled in accordance with the University’s Student Organization Evaluation Regulations.
Article 45 The evaluation procedures and criteria shall be implemented in accordance with the University’s Student Organization Evaluation Regulations.
Chapter XII Supplementary Provisions
Article 46 Each club may, based on these Regulations, formulate its own detailed rules for implementing club activities. Such rules shall take effect upon approval by the Extracurricular Activities Guidance Section.
Article 47 These Regulations shall be promulgated and implemented upon approval by the Student Affairs Meeting.