National Taiwan Ocean University Office of Student Affairs

National Taiwan Ocean University

Rules Governing the Organization of Student Clubs

Amendments approved by the Student Affairs Meeting on November 21, 2002

Amendments approved by the Student Affairs Meeting on June 2, 2011

Amendments approved by the Student Affairs Meeting on May 23, 2017

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. 1110024728 on November 7, 2022

Amendments approved by the Student Affairs Meeting on May 14, 2025

Promulgated by Order no. Hai-Xue-Ke No. 1140012797 on June 2, 2025

Chapter 1      General Provisions

Article 1          These Regulations are established for the purposes of cultivating students’ cooperative character, developing their leadership skills, guiding student clubs toward sound development, instilling a spirit of service, encouraging academic research, enriching leisure life, and fostering a fine campus ethos.

Article 2          These Regulations apply to all student clubs of the University. Unless otherwise provided by government laws and regulations, all matters shall be handled in accordance with these Regulations. Matters not provided for herein shall be governed by other relevant regulations of the University.

Chapter 2      Establishment of Student Clubs

Article 3   The procedures for organizing a student club are as follows:

1. Applications for registration to establish a new club shall be submitted during the semester.
2. The initiators must be currently enrolled students of the University. When applying to establish a club, they shall complete the Student Club Establishment Application Form and draft the club’s charter, and submit them to the Extracurricular Activities Section for registration as a preparatory club.
3. A club that has been registered shall convene an inaugural meeting within fifteen days. The club shall notify the Extracurricular Activities Section in writing three days prior to the meeting so that a representative may be assigned to attend as a non-voting participant.
4. Within one week after the inaugural meeting, the club shall submit one copy each of the club charter, minutes of the inaugural meeting, and the rosters of officers and members to the Extracurricular Activities Section for filing and reference.

Article 4   The charter of a student club shall include the following items:

1. General Provisions: Club name, date of establishment, club address, club flag, and club emblem.
2. Purpose of Establishment.
3. Organizational structure and division of powers.
4. Duties of club officers: Titles of officers, number of positions, term of office, powers, methods of election, and procedures for stepping down.
5. Conditions, rights, and obligations regarding members’ admission, withdrawal, and expulsion.
6. Convening and resolution procedures for the general meeting of members and other meetings.
7. Establishment and powers of supervisory bodies (if any).
8. Mechanisms for handling funds, accounting, cashiering, and collection/refund of membership fees (in principle, membership fees are charged on an annual basis).
9. Supplementary Provisions: Methods for amending the charter, and the date (year and month) on which the charter is adopted.
10. Other relevant matters.

Article 5          From the date of its establishment, a preparatory club shall be assigned an advising teacher by the Extracurricular Activities Section to provide guidance. Preparatory clubs may participate in the evaluation of student organizations. Those whose evaluation score reaches 60 points or higher shall be granted the status of an official club.

Chapter 3      Organization of Student Clubs

Article 6          Membership in a club shall be limited to currently enrolled students of the University, who shall exercise their rights and fulfill their obligations in accordance with the charter of the club to which they belong.

Article 7          The person in charge of a club shall preside over club affairs internally and be accountable to the general meeting of members, and shall represent the club externally. A president-responsibility system shall be adopted.

Article 8 The person in charge of a club shall meet the following qualifications:

1. In the most recent year, the student has not received a minor demerit or any more severe disciplinary sanction, and has never received a major demerit or any more severe disciplinary sanction during their period of study at the University.
2. The candidate’s overall academic average in the previous semester is passing, with the number of failed credits being less than one-half of the total credits taken, and the conduct grade is 80 or above.

Article 9     The person in charge of a club shall be re-elected once every academic year and may be re-elected to serve one consecutive term.

Article 10        After being elected, each club’s person in charge shall attend the club meetings and capacity-building training activities held in that academic year. If unable to attend due to extenuating circumstances, another officer shall attend as a representative.

Article 11        If the person in charge of a club is unable to perform their duties for any reason, a new election shall be held. However, if the club has separate provisions regarding acting or proxy arrangements, such provisions shall govern.

Article 12        Club resolutions shall be adopted with the attendance of more than one-third of all members, and with the approval of more than one-half of the members present. However, resolutions to change the purpose of the club or to dissolve the club shall require the consent of at least three-fourths of the members present; resolutions concerning amendments to the charter or the disposition of club property shall require the consent of at least two-thirds of the members present.

Chapter 4      Activities of Student Clubs

Article 13        To facilitate the smooth implementation of club activities, the University may appoint faculty advisors for student clubs.

Article 14        Each club shall draw up an activity plan for the entire academic year and implement it only after obtaining the approval of the Extracurricular Activities Section.

Article 15        The expenses for club activities shall be borne by the members themselves. Where necessary, clubs may apply to the University for subsidies.

Article 16        Within fourteen days after the completion of each club activity, the club shall complete the reimbursement and settlement of all related income and expenditures. At the end of each semester, a statement of income and expenditures for that semester shall be prepared and submitted to the general meeting of members for review and approval. After approval, the report shall be made public for transparency and kept on file by the club for future reference.

Article 17        If, in the use of club funds, there is any false reporting of expenses, misappropriation, or waste, the Extracurricular Activities Section may submit a written report recommending disciplinary action against the person in charge and the students involved. It may also order repayment, compensation, and the suspension of the club’s eligibility to apply for future subsidies within a specified period.

Article 18       Student clubs have an obligation to accept and carry out matters commissioned by the University.

Article 19        Student clubs are internal organizations of the University. Unless otherwise required by the competent educational authorities, by government laws and regulations, or in cases of special nature approved by the Office of Student Affairs, the scope of their activities shall, in principle, be limited to the campus. If there is any need to handle matters with external parties, such matters shall be reported to and handled on behalf of the club by the Extracurricular Activities Section. No club may issue official correspondence directly to outside organizations.

Chapter 5      Evaluation of Student Clubs

Article 20        Clubs may participate in the evaluation of student organizations. The regulations governing the evaluation of student organizations shall be stipulated separately.

Chapter 6      Awards and Sanctions for Student Clubs

Article 21        Where the person in charge of a student club, its staff, or any of its members demonstrates any of the following exemplary behaviors, they shall be commended or rewarded:

1. Inspiring patriotic spirit with outstanding deeds.
2. Showing enthusiasm in serving fellow students, the University, or society.
3. Exhibiting exemplary conduct that enhances the reputation of the University.
4. Organizing academic activities that improve the academic atmosphere on campus.
5. Promoting club affairs with diligence and dedication, and achieving outstanding results.

Article 22        If the person in charge of a club, its officers, or its members engage in conduct in violation of government laws and regulations or the University’s rules, the individuals concerned shall be subject to disciplinary action. In addition, the Office of Student Affairs may impose sanctions on the club, including a warning, suspension of activities for a certain period, reorganization, or dissolution. Any party that does not accept the sanction may file an appeal with the University Student Appeals Review Committee.

Chapter 7      Supplementary Provisions

Article 23        Unless otherwise stipulated, the forms and documents required for the implementation of these Regulations shall be uniformly prescribed and produced by the Extracurricular Activities Section.

Article 24        These Regulations shall be promulgated and implemented after approval by the Student Affairs Meeting.