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Annual Submission 2023

Annual Submission by Student Organisations 2023

***This page is for student organisations registered under the Office of Student Affairs only.***
(For student organisations registered under the Students' Union, please refer to the announcement made by the Students' Union Council.)

Student organisations registered under the Office of Student Affairs are obligated to submit ALL of the following documents to the Campus Life & Amenities, Office of Student Affairs. Please refer to the table below for the details of the required documents and the submission channels. The deadline of submission is 30 June 2023. 

It is important that the documents submitted are accurate and of no omissions.  Failure to submit all documents by the deadline may result in:

  • Withhold of updated society email account password;
  • Suspension of society rights to use and/or book campus facilities; and
  • Delay of updating of society officers' access rights to society offices.

Some student officers might have already received the log-in info from the predecessors for access to access student organisation's email and other online systems. For safety reasons, password reset is highly recommended and detailed procedures are listed in the guidelines. 

Should there be any inquiries, please feel free to contact us at sacla@hkbu.edu.hk.  Thank you for your attention.

Last Updated: 15 May 2023

Select
  Submit in Hard Copy Online Submission
1.  Financial Report of 2023/24 N/A Click HERE
2.  Minutes of Annual General Meeting N/A Click HERE

3.  List of activities organised in 2023/24

(Please follow part II of the User Guide of SLES and input all the records of activities together with the attendance record one-by-one)

 N/A

Input Activities to Student Learning Experience System #

4.  Achievements of 2023/24, if any

 N/A Input Achievements to Student Learning Experience System #
5.  Membership list of 2023/24 N/A Input Achievements to Student Learning Experience System #

6. Update of Society Email's Duo Two-factor Authentication (2FA)

Please follow the user guide step-by-step provided by ITO:

Click Here

Notes:

(i) Login the 2FA page with society email account (exclude @so.hkbu.edu.hk) after selection of "Register/Manage your Device for 2FA".

(ii) Both cabinet members of 2023/24 and 2024/25 should have their mobile devices (with Duo Apps installed) ready on hand during the update.

(iii) Multiple cabinet members of 2024/25 could be added. It is recommended that at least 3 cabinet members of the 2024/25 would be added to ensure the email is checked timely.

(iv) Cabinet member(s) of 2023/24 who no longer need to access to the society email account should be removed at "My Settings & Devices"

(v) If there are any technical problems during the update, please contact ITO at 3411-7899, hotline@hkbu.edu.hk

 

 N/A Update should be made on officers' mobile devices. Details could be viewed on the ITO's 2FA website #

7.  Change of specimen signatures of bank account

Summary Guidelines
(Please read the Guidelines first before completing the form)


(i) Non-Personal Customers - Form to Add/Delete/Change the Details of Relevant Persons
The blank form is obtainable in Hang Sang Bank. This form is to be completed by the new cabinet.
Please click here for the illustration of compulsory fields (for easy reference only)
 

(ii) One set of HKID copies for all new signatories
(to be completed by the cabinet of 2024/25)

(iii) Document for Changing the Specimen Signature(s) of Bank Account

  1. Blank Form
  2. Sample​

(iv) Meeting Minutes  (Sample)

 Submit to WLB 401, the counter of Campus Life & Amenities Unit N/A


# Please login using your society account only. Personal HKBU email account CANNOT be used.

  Submit in Hard Copy Online Submission 

8.  Record of Executive Committee of 2024/25
(Please follow part I the User Guide of SLES)

 N/A

Input the information of Exco members to Student Learning Experience System #
9.  Year Plan 2024/25 N/A Click HERE
10.  Financial Budget 2024/25 N/A Click HERE

11.  Consent of Advisors 2024/25
 

Please upload any email correspondences that `clearly indicate the consent of the advisor.

Kindly note that student organisations intended to apply for funding subsidies from the Office of Student Affairs are also required to have at least ONE full-time teaching or executive/professional staff or above at the University to serve as your advisor.

 N/A Click HERE

12. Updating of Society Email's Duo Two-factor Authentication (2FA)

Please follow the user guide step-by-step provided by ITO:

Click Here

Notes:

(i) Login the 2FA page with society email account (exclude @so.hkbu.edu.hk) after selection of "Register/Manage your Device for 2FA".

(ii) Both cabinet members of 2023/24 and 2024/25 should have their mobile devices (with Duo Apps installed) ready on hand during the update.

(iii) Multiple cabinet members of 2024/25 could be added. It is recommended that at least 3 cabinet members of the 2024/25 would be added to ensure the email is checked timely.

(iv) Cabinet member(s) of 2023/24 who no longer need to access to the society email account should be removed at "My Settings & Devices"

(v) If there are any technical problems during the update, please contact ITO at 3411-7899, hotline@hkbu.edu.hk

 N/A Update should be made on officers' mobile devices. For further details, please refer to the ITO's 2FA website #

13.  Changing of specimen signatures of bank account

Summary Guidelines
(Please read the Guidelines first before completing the form)
 

(i) Non-Personal Customers - Form to Add/Delete/Change the Details of Relevant Persons
The blank form is obtainable in Hang Sang Bank.
Please click here for the illustration of compulsory fields
(for easy reference only)

​(ii) One set of HKID copies for all new signatories

(iii) Document for Changing the Specimen Signature(s) of Bank Account
(to be completed by the cabinet of 2023/24))

  1. Blank Form
  2. Sample

(iv) Meeting Minutes  (Sample)

Submit to WLB 401, the counter of Campus Life & Amenities Unit

 N/A

Please update details of your plan of orientation activities, if any, via the online platform.


# Please loginusing your society account only. Personal HKBU email account CANNOT be used.