The University aims to provide a harmonious and supportive environment for campus life. This Manual offers guidance on the proper use of Student Organisations (SO) offices, which are University properties managed by the Office of Student Affairs (SA). These SO offices are designated for Student Organisations to carry out their duties according to their constitutions. All students are expected to adhere to this Manual, the Guidelines for Student Organisation Activities, and other University rules and regulations.
1. SO Offices are for the exclusive use of SO Officers of Hong Kong Baptist University who possess a valid student card. The card is non-transferable and is for the use of the person named on the card only. No visitor is allowed to enter the SO Offices, even when accompanied by SO Officers, unless prior approval has been sought from the SA.
2. SO Officers are defined as eligible students mentioned on (1) and those registered in the Student Learning Experience System (SLES). SOs must keep the list of SO Officers up-to-date by informing the SA of any changes.
3. SO Officers have access to their respective SO Offices 24 hours a day, seven days a week.
4. The SO Offices are designated for handling SO general affairs and shall not be used for holding events or activities. Appropriate venues should be reserved for such activities through the Venues & Facilities Booking System (VFBS).
5. No commercial activities are permitted inside SO Offices or on campus.
1. An access control system is installed to regulate the eligibility of users in SO Offices. University identification cards and/or access cards granted by the SA in advance are the only authorized means of entry. Any other forms of entry are prohibited.
2. Any attempt to interfere with the normal functioning of the access control system is considered vandalism of University property and is strictly prohibited. Examples include, but not limited to, barring the 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 to avoid triggering the door alarm.
1. Identity checks are conducted by campus security as appropriate.
1.1 Users of SO Offices will be required to show their student card and/or tap their student card on the card reader installed at the entrance of the SO Offices for verification purposes.
1.2 Users of SO Offices will be asked to leave if they fail to show their identification or cooperate with the security check.
2. SA delegates or campus security are authorised to conduct checks of the SO Offices to ensure safety and security. Should any improper use be found, the case will be reported to the 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 these Standards or failing to comply with the rules set by the University will result in disciplinary action.
2. The SO Offices are properties of the University and are limited to SO Officers only. Therefore, any conduct by SO Officers inside the premises must align with the missions and objectives of the SO and must not hinder the normal operation of the SO Offices. This includes, but not limited to, causing any potential hazard, disturbance to other campus users, or damage to/interference with the existing provisions of the SO Offices. In case of any damage to or misuse of the facilities, the SO shall be held responsible for the damage, including but not limited to any repair or replacement costs.
3. In addition to disciplinary actions, users’ access rights to the SO Offices will be immediately suspended should any of the following misbehaviours be found or reported:
3.1 Smoking;
3.2 Gambling;
3.3 Alcohol possession or consumption;
3.4 Indecent behaviour;
3.5 Disorderly behaviour related to drunkenness;
3.6 Dangerous acts that would jeopardise the safety of others;
3.7 Use or possession of illegal drugs or illegal drug paraphernalia; and/or
3.8 Unauthorised activities that involve ineligible users and/or non-HKBU members.
1. Pathways to entrance, fire escapes, lighting and power switches, door access, and signage must be kept clear at all times.
2. Ventilation and firefighting facilities must not be blocked or interfered with.
3. Glass door and/or glass panels on doors should not be obstructed.
4. Electric sockets should not be overloaded, and loose electric wiring 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 on the Dangerous Goods List under the Dangerous Goods (Control) Regulation be stored in the SO Offices without adherence to the restrictions required by 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 cabinets of respective SO or packed into carton boxes with clear labels indicating the name of the SO.
2. Fragile goods, such as glass items, should be properly stored inside the cabinets.
3. If storage of chemicals is necessary, the following measures should be taken:
3.1 Only a 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 containers must be discarded.
3.4 Flammable goods should be separately stored in cabinets labelled “flammable” and kept away from fire.
4. Unwanted materials should be properly discarded.
5. Piling items on top of the cabinets or stacking them 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 property.
7. Valuables and personal belongings should not be deposited in the SO Offices. SA is not responsible for the loss of any items 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 reported immediately 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 an emergency, such as fire or injury, dial 999 if necessary, or call the 24-hour Campus Security at 3411 7777 for assistance.
4. SA will take appropriate measures to rectify irregularities without prior notice and reserves 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.
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Office of Student Affairs
Last Updated: 7 Jan 2025