The University aims to provide a harmonious and supportive environment for campus life. This Manual is to provide a guidance for the proper use of Student Organisations (SO) Office, which are the properties of the University under the management of Office of Student Affairs (SA). The SO Offices are designated to the Student Organisations for their daily operations and intended to provide a necessary environment for SO Officers to perform their duties. All students are expected to observe this Manual, the Guidelines for Student Organisation Activities, as well as other rules and regulations of the University.
1. SO Offices are to be used by SO Officers of Hong Kong Baptist University with a valid student card. The card is non-transferable and is for the exclusive use of the person named on the card only.
2. SO Officers are defined as the eligible students mentioned on (1.) and SO Officers registered in Student Learning Experience System (SLES). SO are expected to keep the list of SO Officers up-to-date by informing SA of any changes.
3. Access right to SO Offices is granted to SO Officers of respective SO 24 hours a day, seven days a week.
1. Access control system is installed to regulate the eligibility of users in SO Offices. University identification cards, and/or access cards granted by SA in advance, are the only channels for entry. Any other forms of entry are prohibited.
2. Any attempt to prevent the normal functioning of the access control system is considered as vandalism of University properties and, therefore, is strictly prohibited. Examples includes, but not limited to, barring the magnetic door lock, using foreign objects to hold the door release button, and obstructing the proper closing of doors.
3. All doors should be kept closed at all times, or the door alarm would be triggered.
1. Identity checks would be conducted by campus security staff during overnight staying as appropriate.
1.1 Users of SO Offices would be requested to show their student card and/or tap their student card on the card reader installed at the entrance of SO Offices for the purpose of verification.
1.2 Users of SO Offices would be asked to leave should they fail to show their identification or cooperate with the security check.
2. SA delegates or Campus security staff are entrusted to conduct checks to the SO Offices to ensure the safety and security. Should any improper use be found, the case would be reported to SA for follow-up and/or disciplinary action.
1. All students are required to observe the University Standards of Conduct and the Manual for Organising Student Activities. Breaching the Standards or failure to comply with the rules set by the University would result in disciplinary action.
2. The SO Offices are properties of the University, and thus activities held inside the premises must be in line with the missions and objectives of the SO and limited to SO Officers only. Prior approval from the University must be obtained at least seven working days before engaging in activities that involve non-HKBU members.
3. In additional to disciplinary action, users access right to SO offices would be immediately suspended should any of the following misbehaviour be found or reported:
3.1 Smoking;
3.2 Gambling;
3.3 Indecent behaviour;
3.4 Disorderly behaviour related to drunkenness;
3.5 Dangerous act that would jeopardize the safety of others;
3.6 Use or possession of illegal drugs or illegal drug paraphernalia; and/or
3.7 Unauthorised activities that involve ineligible users and/or non-HKBU members.
1. All activities should be conducive to learning of students. SO needs to provide strong justification for activities of non-educational purposes and require prior approval from SA at least seven working days before the commencement of activities.
2. For activities involving non-HKBU members, prior approval from SA at least seven working days before commencement of activities is required.
3. No commercial activities should be conducted inside SO Offices nor within campus.
4. Activities should be carefully conducted and must not induce potential hazard or disturbance to other users of the campus or damages to the existing provisions of SO Offices.
5. Users or the responsible SO would be accountable for compensation of any damages incurred by their activities.
1. Pathway to entrance, fire escape, lighting and power switch, door access and signage must be kept clear.
2. Ventilation and firefighting facilities must not be blocked.
3. Glass door and/or glass panels on doors should not be obstructed.
4. Electric sockets should not be overloaded. Loose electric wirings should not be left across passageways.
5. Dangerous goods, beds, sofa beds, and mattresses are not allowed to be placed in SO Offices.
6. Under no circumstances, should the dangerous goods stated in the Dangerous Goods List under the Dangerous Goods (Control) Regulation, be stored in the SO Offices without the alignment with the restrictions as required by the law.
1. Furniture items and furnishing of the offices should be kept clean and in good condition.
2. No leftover or tainted food should be left behind.
3. Lights and air-conditioners should be switched off when leaving SO Offices.
1. All belongings should be properly placed inside the cabinet of respective SO, or packed into carton boxes with clear labels indicating the name of SO.
2. Fragile Goods, e.g. glasses, should be properly kept inside cabinets.
3. If storage of chemical is necessary, the following measures should be in taken:
3.1 Only minimal amount of chemicals should be stored;
3.2 Items must be identified with proper labels and securely stored in containers;
3.3 Items with leakage or damaged container must be discarded;
3.4 Flammable goods should be separately stored in cabinets labelled with “flammable” and stayed away from fire.
4. Unwanted materials should be properly discarded.
5. Piling up items on top of the cabinet or piling up too high from the ground should be avoided.
6. Users have to safeguard their personal belongings. The University is not responsible for any loss/damage to personal properties.
7. Valuables and personal belongings should not be deposited in the SO Offices. SA is not responsible for the loss of valuables and personal belongings in the SO Offices.
1. Faulty amenities, including but not limited to lights, cabinets, doors and access control system, should be reported to SA via email at sacla@hkbu.edu.hk for timely maintenance and repair.
2. Behavioural irregularities or improper use of amenities should be immediately reported to:
2.1 Office of Student Affairs at 3411 5894 during office hours;
2.2 Campus Security at 3411 7777 during non-office hours.
3. In case of emergency, such as fire, injury etc., dial 999 if necessary or call the 24-hour Campus Security at 3411 7777, for assistance.
4. SA would take appropriate measures to rectify irregularities without prior notice and reserve the rights to act against offenders.
1. SA reserves the right to update the terms in the Manual as appropriate.
2. In case of any disputes, SA reserves the right of final decision.
Office of Student Affairs
Last Updated: 13 May 2024