Annual Submission by Student Organisations

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All registered student organisations  are obligated to submit the following documents in a complete and accurate manner to the Campus Life & Amenities Unit, Office of Student Affairs. Please follow the instructions below and ensure a timely submission of annual documents.

Starting from 2024/25, all societies should submit the required documents one month after the end of the serving period.

If you are uncertain about the deadline for submitting documents for your society, please contact us for clarification.

It is important that the documents submitted are complete and accurate. Failure to submit all documents properly by the deadline may result in:

Disabling the access to society email account password;

Suspension of booking campus venues and facilities; and

Delay in granting access rights for the society officers to society offices.

For submitting the required documents, each society should only submit once via the submission platform (by the serving society).

Should there be any inquiries, please contact us at 3411 5894 or by email to sacla@hkbu.edu.hk.

 Submit in Hard CopyOnline 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 Membership List 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 CopyOnline 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.  Most recent Constitution

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Click HERE

10.  Year Plan 2024/25

N/A

Click HERE

11.  Financial Budget 2024/25

N/A

Click HERE

12.  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

13. 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

Reminder: The new cabinets may have already received the login and password of the society email accounts from the former cabinets for accessing the society email account and other online systems. For security reasons, password reset is highly recommended to the new cabinets. Click this link for changing the password of the society email accounts..

N/A

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

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