Student Clubs and Organization Manual

This manual provides basic information on policies, procedures and services that
apply to recognized student clubs and organizations at American University
of Sharjah. It is intended to cater to various clubs/organizations and their
executives. Although this manual will be very useful in obtaining information
related to student clubs/organizations, the Student Handbook contains further
information and details on the Student Code of Conduct. Students may contact
the Student Clubs and Organizations Office (SCOO) staff members for specific
information. Copies of this manual can be obtained from the Student Clubs and
Organizations Office located on the first floor of the Student Center.
Moza Al Shehhi, PhD
Vice Chancellor for Student Affairs

Table of Contents
Section 1
1.1 Student Development and Organizations Department
1.2 Student Clubs and Organizations Office

7
7

Section 2
2.1 Student Clubs and Organizations 9
2.2 Club/Organization Executive Board, Advisor and Subcommittees 10
2.3 Club/Organization Nomination and Election
12
2.4 Club/Organizations Events and Activities
13
2.5 Facilities for Club/Organization Use
14
2.6 Club Items 14
2.7 Contracts and Liability 14
2.8 Awards and Recognitions 15

Section 3
3.1 Club/Organization Event Funding Guidelines
17
3.2 Club/Organization Sponsorship 18
3.3 Club/Organization Fundraising and Donation Campaigns
18

Section 4
4.1 Club/Organization Media and Publications

21

Section 5
5.1 Student Clubs and Organizations Conduct Process

25

Disclaimer 26
Appendix: Forms 27

American University of Sharjah (AUS) students take an active role in governing and shaping
campus life. The Office of Student Affairs (OSA) Student Development and Organizations
Department (SDOD) plays an important role in providing students with extracurricular
opportunities that promote their intellectual growth, skills and all-around personality
development by engaging them in multicultural programs, student clubs and organizations,
volunteer programs, student employment, and varied events and activities locally, regionally
and internationally. SDOD offers programs through many resources and services that aid
student participation and development and build the universitys reputation through student
achievements. SDOD creates a campus environment that will contribute to the total development
and enhancement of student life through extracurricular activities.

1.1.1 SDODs Mission

The mission of SDOD is to provide extracurricular opportunities that aid and recognize student
leadership, learning and development, and build the universitys reputation through student
achievements.

1.2 Student Clubs and Organizations Office

SDODs Student Clubs and Organizations Office (SCOO) promotes a rich practice field that
allows students to exercise and develop their skills through practical learning experiences
outside the classroom. SCOO has three divisions that provide specific services to student clubs
and organizations. The Ethnic Clubs Division, Interest-Oriented Clubs Division and the General
Events Division offer a variety of club-specific services that assist students in matters from
establishing and joining clubs/organizations to organizing events and activities. SCOO, through
SDOD, organizes many of the universitys most popular events such as Global Day, Club Fair, UAE
National Day and many others.
SCOO recognizes student contributions to extracurricular activities through its various awards,
appreciation functions and scholarships. Students benefit from multifaceted extracurricular
opportunities that complement formal learning and promote their personal, intellectual and
talent growth.

Student Clubs and Organization Manual

Section 1

1.1 Student Development and Organizations Department

Welcome to student clubs and organizations at AUS. OSA developed this manual to guide
students in establishing and maintaining healthy organizations including clubs, associations and
societies. Students can choose from a wide array of interests and activities offered by clubs and
organizations, such as culture, business, engineering, science, music, arts, games and many others.
More than 100 AUS student clubs and organizations are hosted by SDOD, with 70 percent of the
clubs active during the academic year.
A club is defined as a group of students bound together by common interest and purpose. An
organization is similar to a club but it is affiliated with one or more external organizations.
This manual provides comprehensive information that will help students establish a club/
organization. Explore the opportunities, benefits and experiences that you will gain in joining or
establishing a club/organization of your interest.
To learn more about student clubs and organizations, please visit www.aus.edu/osa/
studentorganizations.

2.1.1 Club/Organization Membership

Club/organization membership is open to all full-time undergraduate AUS students. You
can register for the club/organization of your choice by logging on to http://clubs.aus.edu.
Memberships expire the day before the Fall Club Fair.
Although Club Fair promotes club/organization membership, it is not the only opportunity to
register in any club/organization of your interest. Registration is open throughout the year but
will be closed two weeks prior to the board members election of the selected club/organization.
The election period will be announced during the last month of the spring semester for ethnic
clubs and during the first month of the fall semester for interest-oriented clubs.
Students may register as members of as many clubs/organizations as they wish.

2.1.2 Establishing a Student Club/Organization

Students may establish clubs/organizations that promote their common interests. Student clubs/
organizations are classified into two areas: Ethnic Clubs that promote various national cultures
and Interest-Oriented Clubs that cater to student interests and hobbies. Once officially registered
and recognized, a student club/organization must operate in compliance with university rules and
regulations. Club/organization events and activities must be directly related to the mission and
goals of the club/organization.

2.1.2.1 Requirements for Establishing Clubs/Organizations

Applicants must be full-time students with a minimum GPA of 2.0 and must not be on social or
academic probation.
Applicants must provide the following:

a list of the seven students serving as board members, the 20 members and the proposed
club/organization advisor. For ethnic clubs, it is preferable that the president of the club is
a citizen of the country of focus and those board members are aware of the culture and
traditions of the country that the club intends to represent.
a written proposal indicating the purpose of the club/organization, including its mission
and goals. The clubs/organizations purpose must be in line with the mission and vision of
the university and should be unique and not duplicate that of already recognized clubs/
organizations.
the proposed clubs/organizations constitution stating the clubs/organizations rules and
regulations.

2.1.2.2 Procedures for Establishing Clubs/Organizations

Applicants should submit all requirements to SCOO.

The SCOO Coordinator in charge will review the requirements. Applications with complete
requirements will be processed while incomplete applications will be returned.
The OSA Clubs and Organizations Committee will study the proposal and forward its
recommendation to the Vice Chancellor for Student Affairs. Applicants will be notified
of the outcome of their proposal. OSA reserves the right to reject or disapprove a club
registration request whenever it deems necessary.
Upon approval of the proposal, the club/organization must submit a duly filled Student
Club/Organization Registration Form. Once signed by OSA officials, the club/organization
becomes officially recognized.

Student Clubs and Organization Manual

Section 2

2.1 Student Clubs and Organizations

The clubs/organizations email address and password will be given to the club/organization
president and an account will be opened with the universitys Finance Department to
provide funds for the clubs/organizations approved events and activities.
The club/organization may start receiving memberships and a list of members must be
maintained.

2.1.3 Reactivating a Dormant Club/Organization

2.1.3.1 Requirements for Reactivating a Dormant Club/Organization
Applicants must be full-time students with a minimum GPA of 2.0 and must not be on social or
academic probation.
Applicants must provide the following:

a list of the seven students serving as board members, the 20 members and the proposed
club/organization advisor. For ethnic clubs, it is preferable that the president of the club is
a citizen of the country of focus and those board members are aware of the culture and
traditions of the country that the club intends to represent.
a written proposal indicating the reason and purpose of reactivating the club/organization.
a new or amended constitution in case changes to the clubs/organizations constitution are
proposed.

2.1.3.2 Procedures for Reactivating a Dormant Club/Organization

The procedures will be similar to establishing a club/organization.

2.1.4 Renewing a Clubs/Organizations Registration

Club/organization registration is valid for one year. Clubs/organizations wishing to renew
their registrations are required to go through the nomination and election process for club/
organization board members.

2.2 Club/Organization Executive Board, Advisor and

Subcommittees
SCOO will oversee and monitor club/organization activities to ensure that its operation complies
with AUS rules and regulations.

2.2.1 Collective Responsibilities of a Clubs/Organizations Executive

Board
Decision-making within the executive board must be handled by a simple majority vote, with
each executive accorded with one vote.
The executive board has the following collective responsibilities:

Work collectively and plan for the clubs/organizations events and activities.
Create a detailed activities plan with the corresponding budget estimate.
Hold an annual election to elect new club/organization members.
Manage the day-to-day operations of the club/organization, including its events and
activities.
Organize a Members Orientation Day (general meeting) to orient members with the
clubs/organizations operations, plans and achievements. The gathering is also a good
opportunity to brainstorm for ideas to develop the club/organization.
Ensure all gatherings and meetings are approved by SCOO. The Club/Organization Meeting
Request Form must be completed and submitted to SCOO for approval.
Keep a healthy environment within the board to ensure the clubs/organizations stability
and efficiency.
Hold regular meetings for at least once a month to discuss the operations of the club/
organization. A copy of the minutes of meeting must be submitted to the SCOO
coordinator in charge of the club/organization.
Call for a year-end meeting shortly before the election of new board member to discuss the
clubs/organizations progress, achievements and recommendations for the incoming board
members.
Ensure a smooth transition and turnover of responsibilities with the newly elected
committee. Files and inventories must be properly turned over in the presence of an SDOD
appointed staff.

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Assist the new executive board in the early stages of their term to ensure smooth and
uninterrupted operations.
Consult the SDOD staff to mediate and solve any conflicts through a common resolution
should a problem arise within the executive board.

2.2.2 Individual Roles and Responsibilities of Board Members and the

Club/Organization Advisor
a) President

Coordinate all executive board responsibilities in order to hold successful events and
activities.
Facilitate the committees work and create an evaluation mechanism for achieving its goals
in consultancy with all board members.
Submit event forms to SCOO for approval and follow up on them.
Ensure completion of all forms, procedures and requirements related to the club/
organization.
Call for meetings and lead the discussion.

b) Vice President

Assist the president, and act on his/her behalf in his/her absence.

Support the executive board and assist its members in fulfilling their obligations.
Ensure proper and smooth transition of information, records and requirements.

c) Treasurer

Handle all funds of the organization and keep financial records for club/organization
activities.
Develop and implement a system for collecting, managing and distributing funds for the
clubs/organizations various events.
Prepare the required budget for all club/organization events.
Receive the approved funding for an event and ensure that expenditures are within the
budget.
Complete the Post-Event Evaluation Form.

Submit receipts and all other financial requirements to the SCOO.

d) Executive Assistant

Take minutes at meetings and keep a record of all club/organization communications.

Write post-event reports, which should include an assessment and a description of the
event.
File documents related to club/organization activities and plans.

Draft event proposals in coordination with the president of the club/organization.

e) Activities Coordinator

Organize events and supervise them.

Update the event agenda with new ideas.
Consult with the executive committee on requirements for approved events and budget
requirements.
Ensure event requirements are available before the event.

f) Media Coordinator*

Create posters, flyers and any required designs for club/organization printings.
Create and implement marketing campaigns that promote the club/organization.
Provide event publicity via posters or flyers.

g) Public Relations Coordinator*

Coordinate activities with other organizations on campus with similar goals.

Arrange for invitations to be sent to guests and speakers for events as needed.
Work closely with SCOO to promote the clubs/organizations activities.
Find potential sponsors to fund the clubs/organizations events.
Handle the Club/Organization Event Sponsorship Form.

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11

h) Sports Coordinator

Promote sports within club/organization members.

Assist the activities coordinator in planning activities.
Liaise between the club/organization and the OSA Student Athletics and Recreation
Department for any sports-related events organized by the club/organization.

i) Advisor

Share his/her experience and expertise with students to achieve their goals.

*It is possible to combine the Media Coordinator and Public Relations Officer into one position
upon approval of SCOO.

2.2.3 Subcommittees
Subcommittees are the club/organization executive boards responsibility. It is highly
recommended that clubs/organizations form subcommittees to perform specific tasks, especially
for those clubs/organizations that are large and very active.
Serving on a subcommittee provides opportunities for members to gain leadership experience,
which will help prepare them to serve as executive board members in the coming years. The
services and contributions of a student serving on a club/organization subcommittee will only be
valid once confirmed by the club/organization executive board. This is for recognition purposes
and for recommendation letters.

2.3 Club/Organization Nomination and Election

At least once a year, clubs/organizations must hold elections to select new executive committee
members. The incumbent committee is responsible for organizing and coordinating the election
process under the direct supervision of SCOO. Board members are elected through electronic
voting. The election period will be announced during the last month of the spring semester for
ethnic clubs and during the first month of the fall semester for interest-oriented clubs.

2.3.1 Nomination Terms and Conditions

Students may nominate themselves for club offices by sending a completed Club/
Organization Nomination Form to SCOO.
Nominees must have a good academic standing with a GPA of 2.0 or above.
Nominees should have no social or academic misconduct on their record. Nominees with
conduct issues will be eliminated and will not go through the election process.
Nominees should be club/organization members or members of OSA programs and students
groups for at least one year.
After nomination, ineligible nominees are informed by email or phone call. Eligible
nominees receive no further notification and their names are uploaded to the Banner
election system.
Club/organization executives are required to serve one complete year in their post.
Students have a better chance of being elected for one of the top four positions (president,
vice president, treasurer and executive assistant) if they have experience (e.g., serving as a
board member in club/organization or a key member of any OSA programs and students
groups including the Student Leadership Program, Community Services, Sports Teams and
others).
Students cannot run for more than one of the top four positions of two different clubs at
the same time; however, they may be able to run for a top position and a lower position in
two different clubs/organizations.

2.3.2 Election Terms and Conditions

Only club/organization members are eligible to vote. To be able to vote, students must
register for the club/organization and ensure that their membership is valid 14 days prior
to the club/organization election period. Club/organization membership enrollment will be
closed during that period.
To vote, a club/organization member must present his/her ID in person. SCOO staff in charge
will issue an election key that will allow the member to vote.
Voting in absence or by proxy is not allowed. Any student caught doing so will be subject to
disciplinary action.

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2.3.3 Election Campaigns

SCOO will announce the election period and make proper advertisements to promote the
elections.
Each candidate should submit a detailed campaign plan to SCOO.
Each candidate has the right to promote himself/herself in a manner that is within AUS
rules and regulations as defined in the Student Code of Conduct in the Student Handbook.
Campaign materials, activities and their use shall be approved by SCOO management.
Campaigning is prohibited in the area reserved for the election.
Violation of any of these terms or conditions shall result in the candidates disqualification.

2.3.4 Vacancy
In case of a vacancy in the clubs/organizations executive board, the clubs/organizations board
should announce the vacant position.
Club/organization members who wish to fill the vacant position should meet the clubs/
organizations requirements to become candidates. Within two weeks, the vacant position will
be filled by a simple majority vote carried out by the clubs executive board. If needed, and on a
case-by-case basis, a second simple majority vote will be carried out by club members. This applies
to a maximum of two vacancies. However, if there are more than two vacancies, the positions
will be filled through regular elections.

2.4 Club/Organizations Events and Activities

All clubs/organizations are advised to promote their events to meet club/organization goals
and objectives. Representations of the clubs cultural or interest area should be present in any
event held by a club/organization. Students may seek advice from SCOO on how to organize and
conduct events and activities if they lack the experience to do so.

2.4.1 How to Apply for an Event

Complete the Club/Organization Event Requirement Form available from SCOO.

Attach the event proposal describing your activities and goals.
Submit your proposal and discuss it with the coordinator in charge.
Once your event proposal has been approved, confirm the availability of the venue with
the coordinator in charge and reserve it before finalizing your event date and printing your
posters. Posters must be approved and stamped by SCOO before they can be posted.

2.4.2 Other Forms Required for an Event

Club/Organization Fund Request Form. If the event requires funding, complete a Club/
Organization Fund Request Form detailing your financial requirements, including cost
estimates, and submit it to the SCOO coordinator in charge for approval. Forms should be
completed with sufficient information and reasonable cost estimates.
Club/Organization Meeting Request Form. Whenever the executive board of a club/
organization decides to call for a gathering or a meeting with its members, the Club/
Organization Meeting Request Form must be completed and submitted to SCOO for
approval. Unapproved or informal meetings are not allowed.
Club/Organization Event Guest/Speaker Form. Students are encouraged to diversify their
activities by bringing in guest speakers from outside university. In order to facilitate the
approval for guest speakers to be part of the event, student clubs and organizations must
fulfill the following requirements and procedures:
A club/organization intending to bring a guest speaker must complete the Club/
Organization Event Guest/Speaker Form.
The club/organization must provide a copy of the passport of the proposed speaker along
with a detailed profile/biography of the speaker.
Approval for the guest speakers is obtained from the AUS Office of Public Affairs by SCOO
and might take up to two weeks. Clubs/organizations are advised to submit their forms in
advance.
All guest speakers must abide by the AUS code of conduct.
Club/Organization Media Form. This form is required if the club/organization wishes to
invite the media to cover its event on campus. This process is coordinated with the AUS
Strategic Communications and Media Department by SCOO.
Club/Organization Event Sponsorship Form. Sponsorship is one method of funding your
events. If your event requires a sponsor, complete the form for approval before your event
takes place.

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Club/Organization Catering Request Form. This form is required to be able to bring food
to the university from external food outlets and restaurants. Restaurants that will serve
during events or perform live cooking must sign a contract with the AUS Procurement
Department through SCOO. Restaurants must present a valid trade license to be able to sign
the agreement.
Agreement and Liability Waiver, Emergency Information Form and OSA Student Travel
Agreement Form. All students participating in SCOO-organized and supervised on- and offcampus events and activities must complete one or all of these forms as applicable. Clubs/
organizations must ensure that all students carefully read and accept the agreement before
participating in the event.
Post-Event Evaluation Form. To maintain proficiency and AUS standards, clubs/organizations
are required to evaluate their events and SCOO-provided support. This is done to keep a
record of achievements, improve services and enhance student life. Presidents will be given
evaluation forms to complete and return within seven working days. Subsequent club/
organization events will not be processed until the club/organization has completed this
requirement.
Club Fair Form. Held each semester, Club Fair is one of the most popular events organized
by SCOO. The event features various cultural and interest-oriented student clubs and
organizations and provides an opportunity for students to register as members of these
clubs. To join the fair, the club/organization must complete the Club Fair Form and submit it
to the SCOO coordinator in charge.
Global Day Forms. Global Day is the biggest event at AUS. The event is held under the
patronage of His Highness Sheikh Dr. Sultan Bin Mohammad Al Qassimi, Member of the
Supreme Council, Ruler of Sharjah and President of AUS. The event showcases the different
cultures represented among the AUS student body. As applicable, various Global Day forms
are available for use by participating cultural clubs. The forms include the Global Day
Participation Form, Non-AUS Student Band Contract (for outdoor stage performances),
Choreography Contract and the Global Day Pavilion Contractor Agreement.
Club/Organization of the Year Nomination Form. Club/Organization of the Year is awarded
to the cultural and interest-oriented club/organization that has had the most extraordinary
activities throughout the academic year. The award committee will take into account the
number of activities, visibility and profile, interaction with members, quality of social events
organized, fundraising efforts and overall development Members of clubs/organizations
that meet the criteria mentioned can nominate their club by completing the Club/
Organization of the Year Nomination Form and submitting it to the SCOO coordinator in
charge.

2.4.3 Processing of Forms

Forms that are processed involving other AUS departments must be submitted 10 working days
prior to the event date. Forms to be approved by SCOO will be processed within two to three
working days. Event proposals are approved based on the nature of the proposed event. Other
events may require further modification or adherence to certain restrictions.

2.5 Facilities for Club/Organization Use

SDOD offers facilities for student clubs and organizations to host events and activities. The
following Student Center facilities are available for club/organization use:

fully equipped club/organization offices

multipurpose room

meeting room

Student Center lounge
Reservations of the above facilities are administered by the SCOO coordinator in charge. SCOO
strongly advise that all club/organization events and activities be conducted in the OSA Student
Center. If needed, use of other university facilitiesincluding the Main Auditorium, lecture halls,
the Plaza and othersmay be requested through SCOO, which will place a reservation request on
behalf of the club/organization.

2.6 Club Items

All club items are the property of American University of Sharjah whether acquired through
sponsorship, donation or purchased using the Student Activities Fund. Club items are in the
safekeeping of SDOD, which controls and monitors the usage. These items are for the official use
of clubs for its approved events and activities and cannot be used for personal purposes.

2.7 Contracts and Liability

A contract is a binding agreement between two parties. Student clubs/organizations may need to
enter into such agreements with other parties and when doing so the following must be taken
into account:
14

Contracts need to include a description of the services or products, background

information, contract duration, definition of terms, party obligations, operating provisions
and enforcement provisions.
Clubs/organizations must submit the contract to SCOO for review at least four weeks before
the event.
Student clubs/organizations are required to have the SCOO coordinator in charge review
all contracts before signing with any vendor. Signing of the contract must be done in the
presence of an SCOO representative.
Although clubs and organizations enjoy the privileges associated with being a recognized
group of students, they cannot officially enter into a legally binding agreement on behalf
of the university. Clubs and organizations must include a clause in the contract stating
that the contract is entered into by the clubs representative and on behalf of the student
organization they represent. AUS will not be responsible for any legal implications arising
out from breach of the contract/agreement by either of the parties involved.

2.8 Awards and Recognitions

Student contributions in extracurricular activities are acknowledged through various forms of
recognition and awards. By participating in clubs and organizations, students have the chance
to be recognized through awards, scholarships, certificates and many other honors created
especially to reward active students and encourage others to participate.
SDOD offers the following awards:

AUS Active Student Scholarship Award

Most Outstanding Active Student Award
Club/Organization of the Year
Global Day Best Corner Award
Global Day Best Performance Award
Global Day Creative Idea Award (Pavilion)
Global Day Creative Idea Award (Performance)
Global Day Team Work Award (Pavilion)
Global Day Team Work Award (Performance)
Best Club Fair Stall - Ethnic Club and Interest-Oriented Club

Student Clubs and Organization Manual

15

16

At the beginning of each semester, the executive board of all student clubs and organizations
should submit a plan of their events with the corresponding budget estimate to SCOO. Budget
estimates must be reasonable.
SCOO will review the proposed budgets and submit it to the OSA Budget and Finance Committee
for approval and budget allocation. Club/organization budgets are allocated based on the
following criteria:

nature of activities and events proposed by a club/organization for the semester

previous club/organization initiatives and achievements
number of members registered in the club/organization
clubs/organizations planned new initiatives to be implemented
clubs/organizations spending history for the past years

3.1.1 Release of Funds

Funds are released to clubs/organizations once their event proposal is approved by SCOO. The
club/organization should submit a completed Club/Organization Fund Request Form to SCOO.
Once approved, SCOO will submit a fund release memorandum to the Finance Department based
on the approved fund release form. Once the check is ready, the Finance Department will send
a notification email to the clubs treasurer to collect the check. This process requires at least five
working days.

3.1.2 Usage of Funds

Funds can be used for purchase requests for event-related items or other items for the
clubs/organizations inventory.
All approved and allocated funds for student clubs/organizations are to be spent for the
respective clubs/organizations events and development for the current semester.
Clubs/organizations may use funds for organizational membership in national or
professional associations. Personal or individual memberships will not be funded.
Promotional giveaways may be paid for using the clubs/organizations budget. However,
promotional giveaways must bear the clubs/organizations name and/or logo and must be
given for free to students during events.
Unspent or remaining cash from an event should be returned to SCOO, which will deposit
the amount into the respective clubs/organizations account.
At the end of each semester, SCOO will audit clubs/organizations. Clubs/organizations are
required to submit an end-of-semester financial report detailing the use of their funds
throughout the semester. Clubs/organizations will be given at least two weeks notice to
submit the financial report. Subsequent fund requests will not be processed unless the
required financial report is submitted to SCOO.

3.1.3 Procedures for Purchase Requests

Complete the Club/Organization Fund Request Form, including a list of commodities, with
clear justification on how these items serve the event or the clubs/organizations goals and
objectives.
For any purchase costing more than AED 1,000, SCOOs approval should be sought and the
amount will be paid directly to the vendor.
All club/organization purchase requests should be approved by SCOO before ordering or
buying.
In case of non-event related purchases, SCOO will evaluate the purchase request before
processing and suggest substitute vendors if needed.
All club/organization purchases should not conflict with AUS rules and regulations and the
cost should be within the approved club/organization budget.
Various club/organization items purchased using the clubs/organizations budget,
whether for event use or for sale must be checked in at the clubs/organizations store in
coordination with the storekeeper. Receipts and the actual items bought will be checked by
the SCOO coordinator in charge to make sure that the approved budget matches with that
of the purchased items.
All club/organization purchased items are the property of the university and will be under
its custody. Club/organization items can be used by the new board of the club/organization
under the supervision of SCOO.
All club/organization equipment is for student clubs/organizations activities use only.
Personal use of these items is prohibited.
Purchases made without proper approval are considered unauthorized. SCOO will not
reimburse clubs/organizations for such purchases.
SCOO does not encourage students to use their own money for purchases for later
reimbursement. Rather, students are advised to plan ahead for any purchases.

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Section 3

3.1 Club/Organization Event Funding Guidelines

3.1.4 Restrictions on the Use of Funds

Funds from club/organization budgets cannot be used in any of the following ways:

for contributions or donations to the campaign fund of any candidate or political or

religious movement.
for contributions or donations to charitable organizations
to pay honoraria, instruction or service fees to employees or AUS students
for cash awards and gifts
OSA reserves the right to freeze/seize all funds of a club/organization that misrepresents or
violates OSA rules and/or the constitution and bylaws of the club/organization in the use of
funds.

3.2 Club/Organization Sponsorship

Only registered student clubs/organizations may seek sponsorship for their related events/
activities. Sponsorship requests can only be submitted once the clubs/organizations event
proposal has been approved by SCOO.

3.2.1 Sponsorship Procedures

SCOO oversees the contracting process between student clubs/organizations and sponsors
and determines whether contracts are needed for different and specific aspects of an event.
To obtain approval for sponsorship, the club/organization must complete the Club/
Organization Event Sponsorship Form.
All communications with the sponsor should be documented and approved by SCOO.
In case of an external company offering sponsorship, SCOO will obtain the approval of the
Office of Public Affairs and OSA.
Written agreement between the clubs/organizations and the sponsor should be in place,
signed and endorsed by SCOO.
All related advertising/marketing materials of the sponsor should be approved by SCOO and
verified by the Strategic Communications and Media Department, if required.
Sponsor contributions should be deposited to the respective clubs/organizations account.
All check payments should be made payable to American University of Sharjah only and not
under the name of an employee or a student.
The clubs/organizations treasurer or designee can request SCOO to withdraw the
sponsor contribution through an SCOO memo to the Finance Department authorizing the
withdrawal.
All sponsor contributions and spending should be registered in the Post-Event Report Form
along with invoices and bills. This form should be submitted to SCOO within one week after
the event.
Sponsorship contributions are to be spent for the respective clubs/organizations events
and development for the same academic year. Any remaining balance at the end of the
academic year will not be carried forward to the next academic year.

3.3 Club/Organization Fundraising and Donation

Campaigns
Only registered student clubs/organizations may engage in fundraising/solicitation activities to
sell products or services or collect donations in the name of the club/organization. This should be
implemented after the club/organization obtains approval from SCOO.

3.3.1 Sale of Items During an Event

Subject to SCOOs approval, clubs/organizations can sell event-related items during an event.
Transactions should be properly documented, and the revenue should be deposited in the clubs/
organizations account.
Any cash proceeds from an SCOO-funded club/organization event should be turned over to
SCOO, which will deposit the amount to the respective clubs/organizations account.

3.3.2 Ticket Sales

To control ticket sales, the club/organization will request pre-numbered tickets by

completing an Event Ticket Form.
Funds generated from ticket sales should be deposited to the clubs/organizations account.
Any payments made against the revenue generated from tickets sales should be approved
by the SCOO beforehand. These types of payments should be documented and verified via
bills and should be included in the Post-Event Report Form.
18

All tickets should be stamped by the SDOD beforehand to avoid ticket duplication.
Tickets sold for any event are refundable at least 24 hours before the event starts.
Otherwise, they are considered as used and have no value for reimbursement.
Raffle draws and lotteries are prohibited.

3.3.3 Donations and Bake Sales

Any club/organization planning for donation campaigns and bake sale activities must
complete a Fundraising Activity Request Form from the Community Services Office.
Prior to the charity campaign, the form should be submitted to SCOO for approval.
Only on-campus donation campaigns and bake sales are allowed, after the approval of
SCOO.
Any amount generated from donation campaigns should be turned over to SCOO, which
will deposit the amount into the AUS Charity Account.
The club/organization must keep accurate financial records of the donation campaign and
provide them to SCOO whenever requested.
All club/organization-organized donation campaigns will be monitored via donation
coupons and cash donation boxes, and will be controlled by SCOO.
Donation campaigns involving the on-campus selling of food are subject to the approval of
SCOO.
All food and beverages requiring heating or cooking are normally not allowed, except in
the outdoor area with prior permission from SCOO.
Appropriate hygiene procedures should be implemented in coordination with the
Operations Department and SCOO.
Revenue generated from bake sales should be turned over to SCOO within 24 hours. SCOO
will deposit the amount into the AUS Charity Account in coordination with the Community
Services Office.
Raffle draws and lotteries are prohibited.

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20

Clubs and organizations may publish newsletters, magazines or other written materials, provided
that they are in accordance with the clubs/organizations mission and goals and that they are
in line with universitys mission and vision. All media and publications need to be reviewed and
approved by SCOO before being published or disseminated.

4.1.1 Media and Publications Guidelines

The following guidelines apply to all clubs/organizations and are intended to assist students
in creating media and publications content that are worthy, appealing and within generally
accepted standards:

Clubs/organizations that intend to publish any type of material must work with the SCOO
coordinator in charge for approval.
Clubs/organizations must act responsibly and should respect and understand the generally
accepted standards of media and publications of AUS, Sharjah and the UAE. These generally
accepted standards include respect of the social, cultural, moral and religious values (with
particular regards to Islam) of AUS, Sharjah and the UAE.
Shooting film and still photography on campus for commercial purposes or distribution is
not permitted.
Clubs/organizations that request to film documentaries or other programs will be decided
on a case-by-case. A formal written request from the student club/organization should be
addressed to SCOO stating the purpose of the documentary and how it will be used.
Photographs, video or audio clips, tapes of clubs/organizations events on or off campus
are restricted to clubs/organizations use, AUS course requirement, or for AUS publications/
programs. Prior to filming or photographing a club/organization event, permission should
be obtained from SCOO.
Unauthorized use, release or distribution of a clubs/organizations photos and videos to
external media is punishable by disciplinary action as per the Student Clubs/Organizations
Conduct Process.
TV and radio media personnel who are interested in covering a clubs/organizations event
or in conducting interviews for special stories must send an official letter of request to the
Office of Student Affairs. The letter must state the purpose, date and duration of the media
coverage.
Clubs/organizations that plan to advertise in newspapers or magazines to promote their
activity or event must first obtain approval from SCOO regarding the advertisements
content and artwork as well as the print media of choice.

OSA management does not interfere in the editorial content of any clubs/organizations media
or publication, unless there is a perceived violation of the rules of AUS, the laws of Sharjah and
the UAE, and a malicious intent towards an individual, group or institution.

4.1.2 Social Media Guidelines

Social media has become increasingly popular among organizations, communities and individuals
as a communication tool and a source of news updates. Among the most popular and commonly
used social media platforms include Facebook, Twitter, MySpace, Instagram and Stigma. Due to its
potential of causing significant impact on the universitys reputation, student clubs/organizations
must adhere to the social media guidelines to protect the image of the university and to guide
them in properly representing their clubs/organizations in these social media platforms.
The use of social media platforms requires each club/organization to be responsible and
accountable for the content they are publishing/posting. Below are guidelines that clubs/
organizations should adhere to:

Clubs/organizations social media accounts are for official use only.

OSA management, through its official Twitter account will tweet all clubs/organizations
official announcements. The clubs/organizations are encouraged to re-tweet and/or post
related information afterwards.
Clubs/organizations should not post confidential or proprietary information.
Clubs/organizations should not use social media to discuss a situation involving named or
pictured individuals in any public forum without their permission.
Clubs/organizations should not use social medial to engage in political or religious topics.
Clubs/organizations should not use social media to harm the university or other clubs/
organizations.
Clubs/organizations are responsible for the content they publish on blogs, wikis or any
other form of user-generated content.
Clubs/organizations are responsible for their posts, whether on their own site or to those of
others. Posts must have valuable insights.
Clubs/organizations are held liable for comments deemed to be of copyright infringement,
defamatory, proprietary, libelous or obscene.

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Section 4

4.1 Club/Organization Media and Publications

Clubs/organizations should be thoughtful about the contents of their posts and the
potential audience.
Clubs/organizations should bear in mind that they are sharing their views as a club/
organization and not as a representative of AUS.
Clubs/organizations that come across illegal/inappropriate posts/content should inform the
staff in charge immediately.
Clubs/organizations should appoint one person to be responsible for their social media
accounts. This person is responsible for ensuring the clubs/organizations compliance with
the guidelines.
When a club/organization is in doubt as to whether certain information should be
published, they should ask the OSA management before doing so.
Information posted on social media should not misrepresent the rules and values of
American University of Sharjah, the Emirate of Sharjah and the United Arab Emirates.
If a new social media platform becomes available in the market, clubs/organizations
should first consult the OSA management before opening an official account with the new
platform.
Board members of clubs/organizations are allowed to use the clubs/organizations official
social media accounts during their official term only. Once their term is over, they should
communicate with the OSA management to transfer the account credentials for the use of
the newly elected board members. If no board has been elected, the account credentials
stay with the OSA management until the club/organization is re-activated.
Failure to comply with the social media guidelines and the misuse of official club/
organization social media accounts is subject to disciplinary action. Please refer to the
Student Handbook for more details.

4.1.3 Posters
Student clubs/organizations may use posters to advertise their event if the following guidelines
are adhered to:

Clubs/organizations must submit a draft copy of the poster attached to an Event Proposal
Form to the SCOO management for approval.
All posters must contain the name, date, time and place of the event in English.
Posting is allowed only on bulletin boards or any designated area on campus.
Posters should not portray pictures or caricatures of political or religious icons and slogans.
No commercial logos or trade names should appear in posters unless approved by SCOO.
No cigarette sponsorship or vulgar/obscene imagery is permitted on posters.

Violation of the above posting guidelines may lead to the termination of the event. Further
disciplinary action against a member or the club will be pursued if it is deemed necessary.

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Student Clubs and Organization Manual

23

24

The Office of Student Affairs (OSA) Student Development and Organizations Department
(SDOD) provides students with a variety of extracurricular opportunities that promote their
intellectual growth, skills and all-round personality development. OSA has established policies
and procedures that guide students in establishing, joining and operating student clubs and
organizations, which are overseen by SDODs Student Clubs and Organizations Office (SCOO).
These policies and procedures are outlined in the Student Club/Organization Manual to serve
the AUS student body and the university in adhering to best work practices. In addition to the
rules outlined in the Student Clubs/Organizations Manual, students are expected to abide by the
Student Code of Conduct and the rules and regulations of AUS and the law of Sharjah and the
UAE.
OSA has developed the Student Clubs/Organizations Conduct Process to respond to reported
violations involving student clubs/organizations, groups of students (board members) as well as
individuals associated with student clubs/organizations.

5.1.1 Context of Action

If a registered club/organization is proven to be in violation of AUS policies , OSA processes or
the Student Code of Conduct, OSA reserves the right to withdraw the recognition of a registered
student club/organization, deny the clubs/organizations privileges or impose disciplinary actions
as defined in the conduct process. Club/organization recognition can be denied for the following
reasons:

any falsification of information whether during the registration process or during the
academic year
the club/organization fails to abide by the aforementioned policies
failure to register for the succeeding semester
failure to fulfill the clubs/organizations responsibilities

5.1.2 Inquiry/Conflict Resolution

If a club/organization is found to be in violation of the policy, rules and regulations of AUS and/or
OSA, an inquiry will be conducted as follows:

The club should submit a report in writing to the SCOO administration about the alleged
violation within 72 hours (three days) of the incident.
The SCOO administration will review the report in consultation with the Director of SDOD.
The club/organization representative will be called in for further clarifications.
If the SCOO administration and Director of SDOD determine that the club/organization is in
violation, disciplinary action will be imposed as deemed fit.
The Director of SDOD will coordinate with the Judicial Affairs Department regarding the
recommended disciplinary action and forward it to the Vice Chancellor for Student Affairs
or the VCSAs designee for approval.
OSA reserves the right to temporarily suspend the responsible club/organization prior to
organizing a formal hearing and whenever it is deemed necessary to protect the interests of
one or more individuals or the university community as a whole. This decision will be made
with the approval of the Vice Chancellor for Student Affairs or the VCSAs designee.

5.1.3 Appeals
The SCOO administration will notify the club/organization in writing about the outcome of the
hearing and the decision taken. The club/organization has the right to appeal the decision in
writing to the Vice Chancellor for Student Affairs within 72 hours (three days) from the time of
notification.
The appeal will be processed as per the appeals procedures stated in the latest Student
Handbook.

5.1.4 Sanctions
The sanctions will take into account the intent of the respondent, the effect of the violation
on students, clubs/organizations and the AUS community as a whole, as well as the clubs/
organizations previous history. Two kinds of sanctions may be assigned in case of a violation:
administrative and educational.

5.1.4.1 Administrative Sanctions

These sanctions impact a clubs/organizations status and/or its ability to conduct its operations.
The administrative sanctions can be one or a combination of the following:

verbal reprimand with a record in the clubs/organizations file

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Section 5

5.1 Student Clubs and Organizations Conduct Process

a written reprimand with a record in the clubs/organizations file

appropriate financial or other restitution and penalty
probation period (determined on a case-by-case basis)
suspension of university privileges
dissolving the club/organization
any other action or sanction recommended by OSA

5.1.4.2 Educational Sanctions

These sanctions require the organizations to participate in one or a series of activities that will
deter it from occurring again. These sanctions will not affect the organizations status as student
club/organization, nor its ability to conduct operations. Educational sanctions would be one of
the following:

attendance at educational workshops related to the university policy that has been
violated, such as a workshop on fund release, a workshop about gate clearance procedures,
a workshop on reserving space, etc.

participation in a Community Services project or completion of certain community service
hours assigned to the club/organization in relation to the type of violation committed

submission of a reflection paper by the responsible student or club/organization
Administrative sanctions will be implemented if a club/organization fails to fulfill the imposed
educational sanctions.

Disclaimer
The Office of Student Affairs reserves the right to change, update, remove or add policies and
procedures from time to time whenever it deems necessary. Student clubs/organizations will be
notified of any policy change via email.
The Office of Student Affairs reserve the right to terminate a club/organization; to suspend a
board member; and to stop, mediate or delay any event in response to any or all acts breaching
the Student Code of Conduct, AUS policies and the Laws of Sharjah and the UAE by event
participants, student organizers and any third party involved in order to preserve the image of
the institution and the safety of the community engaged in and around during the event. This
process compliance includes all AUS students participating in and/or representing the university
at both on and off campus as well as regional and international activities organized by the Office
of Student Affairs within the scope of extracurricular activities.

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Appendix: Forms

Club/Organization Registration Form

Club/Organization Event Requirement Form
Club/Organization Fund Request Form
Club/Organization Meeting Request Form
Club/Organization Event Guest/Speaker Form
Club/Organization Media Form
Club/Organization Event Sponsorship Form
Club/Organization Catering Request Form
Post-Event Report Form
Post-Event Evaluation Form
Event Ticket Form
Event Requirement Form Student Council
Agreement and Liability Waiver Off-Campus Activities
Emergency Information Form
OSA Student Travel Agreement Form
Club Fair Form
Global Day Event Requirement Form
Global Day Guidelines
Global Day Stalls/Corners Work Execution Agreement
Global Day Choreography Contract
Global Day Non-AUS Student Band Contract Outdoor Stage
Club/Organization of the Year Nomination Form

Student Clubs and Organization Manual

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www.aus.edu
Student Development and
Organizations Department
PO Box 26666, Sharjah, UAE
Tel +971 6 515 2773
Fax +971 6 515 2791
[email protected]