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Guidelines for Student Organization Activities

Please read the following information / guidelines before organizing activities.

General Guidelines

  1. All activities should accord with safety principles.
  2. The contents of activities should not imply elements of violence, sexual harassment or abuse.
  3. Activities should hold educational purposes, and should not by any means promote foul, discriminatory or obscene contents which might be offensive. (For further information, please refer to http://pers.hkbu.edu.hk/index.php?page_id=11&menu_id=46&f=content and the online training program on the Prevention of Sexual Harassment on campus provided by the EOC via http://www.eoc.org.hk:8080/shoncampus/en/tls/otm/index.jsp).
  4. Activities should avoid causing discomfort to participants, i.e. inappropriate body contact.
  5. Activities should avoid causing disturbance to the public. For students who intend to hold activities off campus in public areas, they should obtain prior permission from the respective responsible authorities.
  6. Students should have the right to refuse participating in any activities that might cause their own discomfort.
  7. Alcohol shall be prohibited on campus, except for wine appreciation activities as students’ learning experience with the presence of at least one full-time academic/administrative HKBU staff.  Alcoholic drinks are strictly prohibited for students aged under 18.
  8. The university reserves the right to terminate any activities when complaints are received, and claim against the responsible committees.
  9. Personal information collected should be carefully handled. The data protection principles have to be fully observed.
  10. When soliciting sponsors, please do not sign any agreements without completely understand the content and terms. Students should consult the Office of Student Affairs when needed.
  11. As some freshmen may be of age under 18, student societies are reminded to take precautions when registering freshmen for activities. Please refer to the Guidelines for Activities Particiapted by Students Aged under 18. To limit the liability of the activity organizers, consent of participants’ parental/legal guardians is recommended to be sought.
  12. ​For inquiries, please contact advisor(s) of respective student organizations or the Office of Student Affairs.

Caution! The Sex Discrimination Ordinance has been enforced since 3rd October, 2008. To comply with the law, student organization should observe all legal requirements stipulated in the Ordinance.


Regulations on Outdoor events

  1. Outdoor rock concerts or similar activities are strictly prohibited. Organizers would be advised to use indoor venues as appropriate.
  2. Prior approval in writing must be sought from the Director of Student Affairs for other outdoor live performances including but not limited to live band performance, lion dance, percussion, etc. The application must be made at least 1 month in advance of the event.
  3. All other outdoor activities/promotions involving the amplification of music or voice (e.g. playback of music, organizing talks) would require prior written approval from the SA.
  4. The sound level of the above-mentioned activities will be kept as low as possible, and in any case should not exceed 80 dB. The sound level will be measured by a sound level meter placed 1 metre away from the source of sound and inside the offices of higher level of buildings surrounding the podia.
  5. All student organizations which fail to comply with the above regulations will be liable to penalty.
  6. Organizers should comply with the law relating to copyright where applicable.
  7. Organizers have to reserve passageways that allow passing through of emergency vehicles and/or vehicles arranged by the University (for William M.W. Mong Courtyard).

Guidelines for Activities Participated by Students Aged under 18

Parents/legal Guardians’ Consent to be Sought All new students who are aged under 18 are required to have their parents/legal guardians signed and returned a ‘consent letter’ to the Academic Registry prior to the start of the academic year. The consent letter gives the right for the student concerned to act on his/her own with regard to activities related to his/her study programme and extra curricular activities at HKBU. Upon registering students to participate in study trips, off-campus activities or relatively high risk sports, student organizers should ensure that participants under the age of 18 have already returned the ‘Consent Letter’ to the Academic Registry and alert them of the risks involved.

Items/Issues Forbidden by Law for Students Aged under 18:

  1. Alcoholic drinks
  2. Cigarettes or tobacco products
  3. Indecent articles prohibited to be distributed, circulated, sold, hired, given, lent, shown, played or projected to a person under the age of 18 years restricted by the Control of Obscene and Indecent Articles Ordinance.  For reference, please refer to the government website (中文版本)
  4. Audiovisual materials classified as category III
  5. Being the signatories and/or office-bearers (President/ Internal Vice-president/ External Vice-president/ Financial Secretary or equivalent) of societies

Guidelines for organizing water activities on campus

Being the first tertiary education institution in Hong Kong that aims at becoming a low carbon campus, student activities which involved water resources are recommended to be held in the beach. However if student organizations still choose to hold water activities on campus, after giving due consideration, they must comply with the following:

  1. Water activities can only be organized during the orientation period from July to September;
  2. Application with a written proposal should be submitted to the Office of SA at least 5 days in advance;
  3. Activities can only be carried out during approved hours and venue. Students are responsible to put up a notice in the respective neighborhood warning pedestrians of the ‘wet’ ground;
  4. Students who refuse to participate in water activities should be allowed for exemption;
  5. All participants are required to wear t-shirts in dark colour and they should change into clean clothing immediately after activities;
  6. Water can only be obtained through designated garden hoses assigned by the Estate Office (EO) via SA. No toilet water can be used (except toilet on Level 6, Cha Chi-ming Science Tower);
  7. For safety reason, activity venue should be away from any power sources;
  8. For hygienic reasons, only clean water with no dye or impurities can be used;
  9. No excessive noise is allowed and no pathways or pedestrians can be blocked;
  10. Students are responsible to clean up the affected areas immediately after the completion of activities;
  11. According to the Waterworks Ordinance (Cap. 102), any person who wastes or misuses water supply shall be guilty of an offence. Student organizations who hold water activities must ensure not to be guilty of the offence, and they are be liable to the full responsibility;
  12. The SA or EO (including Campus Security) has authority to discontinue any activities that do not abide by the aforementioned regulations. EO (Campus security) hotline: 3411-5555.

Regarding the display of publicity materials

By the authorities’ decree, all display of publicity materials within public premises (eg. Banners, posters and on street railings and road signs) require official permission from the Lands Department. Should any student organization fails to comply, all unauthorized publicity materials found within public areas will be removed by officers from the Food and Environmental Hygiene Department of Hong Kong. In addition, the student organization involved will ?bear legal liabilities from their actions and may as a result be subject to payments for the costs of removing those found materials.

For details regarding regulations governing publicity materials in public areas and procedures of making application, please refer to the “Management Scheme for the Display of Roadside Non-commercial Publicity Materials” as devised by the Lands Department of Hong Kong:http://www.landsd.gov.hk/en/images/doc/guidelines.pdf

Please note that all areas, including fences, surrounding the Kowloon Tong Military Camp are not viable for application. Publicity materials are strictly prohibited within this area.


The Six Data Protection Principles (& Exemptions)

The Ordinance gives statutory effect to the internationally accepted data protection principles. The gist of the six Data Protection Principles is set out below:

Principle 1 – Purpose and manner of collection of personal data Personal data shall only be collected for a lawful purpose directly related to a function or activity of the Data User who is to use the data. Only personal data that are necessary for or directly related to the purpose should be collected, and that the data collected should be adequate but not excessive for those purposes. It provides for the lawful and fair means of collection of personal data and sets out the information a Data User must give to a Data Subject when collecting data from that subject.

Principle 2 – Accuracy and duration of retention of personal data All practicable steps should be taken to ensure that personal data should be accurate and kept no longer than necessary.

Principle 3 – Use of personal data Personal data should be used for the purposes for which they were collected or a directly related purpose, unless with the prescribed consent of the Data Subject.

Principle 4 – Security of personal data All practicable steps should be taken to protect the personal data held against unauthorized or accidental access, processing, erasure or other use.

Principle 5 – Information to be generally available All practicable steps should be taken to ensure openness about the personal data policies and practices, the kinds of personal data held and the main purposes for which the personal data are used.

Principle 6 – Access to personal data A Data Subject has the right of access to and correction of his/her personal data.

For the full version of Code of Practice for Compliance with Personal Data (Privacy) Ordinance, please click here.


The precautionary measures of respiratory illness

  1. Keep hands clean and wash hands properly.
  2. ​Avoid touching eyes, nose or mouth.
  3. Wash hands with liquid soap promptly if they are contaminated by respiratory tract secretions, e.g. after sneezing or coughing.
  4. Cover nose and mouth when sneezing or coughing.
  5. No spitting. Always wrap nasal and mouth discharges with tissue paper, and dispose of the tissue paper properly in a lidded rubbish bin.
  6. Wear mask when symptoms of respiratory tract infection or fever develop. Seek medical advice promptly.

For updated announcement of the university, please visit the Bulletin Board for MERS : http://ehsu.hkbu.edu.hk/MERS/