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Annual Submission 2022

Annual Submission by Student Organisations 2022

***This page is for student organizations registered under the Office of Student Affairs only.***
(For student organizations 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 & Support, 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 14 April 2022. Please note that new password will be released to the President on 20 April 2022.

NOTICE

The submission system is currently under conversion from Google Form to QuestionPro. The link to Google Form is currently suspended.

 

Should there be any request for annual submission, please submit the documents by sending email to sacla@hkbu.edu.hk.

The information submitted to the Student Learning Experience System (item 4 by cabinet 2021/2022, and item 8 by cabinet 2022/2023 ) would be shared to the Student residence Hall for calculation of University Contribution under the Hall Admission Marks for returning students on 2022/2023.

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.

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

Last Updated: 11 August 2022

Select
  Submit in Hard Copy Online Submission
1.  Financial Report of 2021-2022

(a) the Financial Report; and
(b) any email correspondences that can indicate the endorsement of the advisor of the society.
  sending email to sacla@hkbu.edu.hk
2.  Minutes of Annual General Meeting   sending email to sacla@hkbu.edu.hk
3.  Declaration by Outgoing Cabinet   sending email to sacla@hkbu.edu.hk

4.  Annual Report of 2021-2022 and activities with attendance record.

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

(Infomation should be submitted on or before 14 April 2022 for the purpose of hall mark calculation.)

 

Input Activities to Student Learning Experience System ##

5.  Achievements of 2021-2022, if any

  sending email to sacla@hkbu.edu.hk
6.  Membership list of 2021-2022*   (for Interest Clubs only)   sending email to sacla@hkbu.edu.hk

7. 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 2021/2022 and 2022/2023 should have their mobile devices (with Duo Apps installed) ready on hand during the update.

(iii) Multiple cabinet members of 2022/2023 could be added. It is recommended that at least 3 cabinet members of the 2022/2023 would be added to ensure the email is checked timely.

(iv) Cabinet member(s) of 2021/2022 who no longer need to access to the society email account could be removed at "My Settings & Devices"

(v) If technical problem is encountered during the update, please contact ITO at 3411-7899, hotline@hkbu.edu.hk

 

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

12.  Changing of specimen signatures of bank account

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

  1. Non-Personal Customers - Form to Add/Delete/Change the Details of Relevant Persons
    The blank form could be obtained from Hang Sang Bank. This form is to be completed by the incoming cabinet.
    Please click here for the illustration of compulsory fields
    [Updated 9 June 2022]
  2. One set of HKID copies for all new signatories
    (to be completed by the incoming cabinet)
  3. Document for Changing the Specimen Signature(s) of Bank Account
    1. Blank Form
    2. Sample
  4. Meeting Minutes  (Sample)
 

Please download the template and fill in the information.
# Please login using your society email account or personal HKBU email account.
## 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 2022-2023
(Please follow part I the User Guide of SLES)

(Please submit the infomation on or before 14 April 2022 for the purpose of hall mark calculation.)

 

Input the information of Exco members to Student Learning Experience System ##

9.  Year Plan 2022-2023   sending email to sacla@hkbu.edu.hk
10.  Financial Budget 2022-2023   sending email to sacla@hkbu.edu.hk

11. Declaration by Incoming Cabinet and contact information for Whatsapp Broadcast Channel

  sending email to sacla@hkbu.edu.hk

7. 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 2021/2022 and 2022/2023 should have their mobile devices (with Duo Apps installed) ready on hand during the update.

(iii) Multiple cabinet members of 2022/2023 could be added. It is recommended that at least 3 cabinet members of the 2022/2023 would be added to ensure the email is checked timely.

(iv) Cabinet member(s) of 2021/2022 who no longer need to access to the society email account could be removed at "My Settings & Devices"

(v) If technical problem is encountered during the update, please contact ITO at 3411-7899, hotline@hkbu.edu.hk

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

12.  Changing of specimen signatures of bank account

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

  1. Non-Personal Customers - Form to Add/Delete/Change the Details of Relevant Persons
    The blank form could be obtained from Hang Sang Bank.
    Please click here for the illustration of compulsory fields
    [Updated 9 June 2022]
  2. One set of HKID copies for all new signatories
  3. Document for Changing the Specimen Signature(s) of Bank Account
    (to be completed by the outgoing cabinet)
    1. Blank Form
    2. Sample
  4. Meeting Minutes  (Sample)

 

13.  Consent of Advisors 2022-2023
 

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

Kindly note that student organisations intended to apply 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 its advisor.

  sending email to sacla@hkbu.edu.hk

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

Please download the template and fill in the information.
# Please login using your society or HKBU email account. 
## Please login using your society account only. Personal HKBU email account CANNOT be used.