Introduction

Background:

The Subsidy for Orientation Activities (The Subsidy) aims at supporting student organisations to arrange orientation activities to keep freshmen engaged in campus life.

Eligibility:

1. Orientation activities organised by Academic Societies, Interest Clubs and Hall Councils registered under the Office of Student Affairs or Students’ Union. The activities could be held between July and October.
2. Only freshman participants of UGC-funded programmes, including senior entrants will be sponsored.
3. Each student organisation can only apply for the Subsidy once in each Academic Year.

Application procedures:

1. The completed application must be submitted at least two weeks prior to the commencement of the activity, no later than 30 September. 
2. Application should be submitted online with the following support documents:
   1. Activity proposal
   2. Budget plan with detailed breakdown
3. The student organisation’s President and Person-in-charge of overnight orientation camp or non-overnight orientation activity must complete the Online Training Module on Preventing Sexual Harassment on Campus offered by the Equal Opportunities Commission. Proof of completion must be attached to the application platform

Student organisation's obligations:

1. Student officers of all successful applications must submit the following documents within one month upon completion of the funded activity:
   1. Online activity evaluation report with:
      1. Justifications on intended outcome(s) achieved.
      2. Financial statement with ORIGINAL receipts. (Please stick all receipts on A4 papers and number the receipts following the order of particulars in the financial statement. Hard copies of the receipts should be submitted to the Office of Student Affairs)
      3. At least six photos showing different elements of the activity.
      4. Copy of all promotion materials of the activity.
      5. List of participants including their name and student ID.
2. At least one of the following acknowledgements should be included in all promotion materials such as banner, poster and booklet: 
   
   "The activity is sponsored by Hong Kong Baptist University Student Activities Fund" or "本活動由香港浸會大學學生活動基金贊助"

Rules on Reimbursement of Subsidies:

1. The funding will be FORFEITED if student organisations fail to submit the evaluation report and required documents by the stated deadline.
2. The funding will be terminated if student organisation's orientation activity deviated from the previously submitted and approved proposal, resulted in violating the guidelines for organising student events and created safety issues for the participants.
3. The funding can only support expenses in the particular activity stated in the application materials.
4. The actual amount of funding will be determined by the receipts submitted by student organisations.
5. SA reserves the right to adjust the amount of subsidy in consideration of the availability of funds.

Funding Guidelines

1. Overnight and non-overnight orientation activities will be supported by the Subsidy. A maximum of HK$60 (for overnight orientation activity) / HK$40 (for non-overnight activity) will be granted to each freshman participant enrolled in UGC-funded programmes in the new academic year, including senior-year entrants.
2. An additional 30% of the original approved amount of subsidy OR capped at HK$1,500 per activity will be granted if 5 or more participants are international and/or incoming exchange students.
3. No double subsidies will be granted within the Office of the Student Affairs.
4. The amount of subsidy granted shall not exceed the total expected expenses of the activity.

Useful Resources

• Online application form for Subsidy for Orientation Activities
• Online activity evaluation report

Enquiry

Office of Student Affairs

Phone: 3411 5894
Email: sacla@hkbu.edu.hk
Address: Room 401, The Wing Lung Bank Building for Business Studies, Shaw Campus