Home > Student Services > Useful Information for Student Organizations

 The University accords high importance to student governance and regards participation in student organization an integral part of university education. This website is a one-stop portal aiming to provide available resources and information as well as relevant  policies and guidelines to facilitate smooth operations of EdUHK Student Organizations.
Values and Functions of Student Organizations in EdUHK (香港教育大學學生組織的價值與功能)
  1. Engagement of student organizations, being an essential stakeholder, is a form of good university governance practice. 是大學必要的持份者, 其參與能體現大學的優良管治
  1. Student organizations aim at promoting cohesiveness amongst students and capturing students’ voice on matters relating to their welfare and concerns. 旨在團結同學,徵集並反映學生對其福祉及關注事項的意見
  1. Student organizations are important channel to facilitate students’ communication with both the university management and external parties. 促進學生與校方及校外團體溝通
  1. Student organizations are effective platform for the development of students’ self-governance. 培養學生自我管治
  1. Student organizations help nurturing good qualities and desirable attributes of University students. 培育大學生素質和發展相關才能
  1. Student organizations contribute to the promotion of the spirit of democracy, concerns to the community, civic engagement, and drive for social development. 致力發揚民主精神、關心社會、鼓勵公民參與,並推動社會發展
  1. Student organizations contribute to the advancement and reputation building of the University. 促進大學發展,提高聲譽
Type of Student Organizations in EdUHK and their Major Functions (香港教育大學學生組織分類及其主要功能) Students’ Union (SU)

  1. Act as a bridge between University and student body
  2. Speak for student body both internally and externally
  3. Enhance welfare of student body
  4. Promote understanding of student body on education issues for betterment of society

Students’ Union Affiliated Societies (SUASs)

  1. Bring together students with similar hobbies or interests
  2. Encourage and engage in activities related to those hobbies and interests the society seeks to promote

Student Residents’ Associations (SRAs)

  1. Foster hall culture and identity among hall residents
  2. Enhance welfare of hall residents

Departmental Associations (DAs)

  1. Bring together students with similar academic background or studying the same programme(s)
  2. Support or promote involvement in academic or professional activities of the corresponding discipline
  3. Enhance welfare of its members
SAO Staff Responsible to support Student Organizations (學生事務處支援學生組織人員)
Assistant Director of Student Affairs Mrs. Jamie Chau cmcheung@eduhk.hk 29488236
Student Development Manager(SU & SUASs) Miss Macy Yip msyip@eduhk.hk 29486325
Student Development Assistant(DAs,SU & SUASs) Mr. Jacky Liu jcnliu@eduhk.hk 29486236
Student Development Manager(DAs) Mr. Billy Lam waileung@eduhk.hk 29488231
Student Development Manager(SRAs) Miss Kirsten Leung yyleung@eduhk.hk 29486380
Student Development Executive(SRAs) Mr. Winson Lam wkklam@eduhk.hk 29486382
 Important notes for prospective office-bearers of Student Organizations     候任學生組織幹事須知
Term of Office of Student Organizations by types (各類別學生組織的任期)
  • SUEC, SUEB , SURC & SUASs: From 1st March to the last day of February of the following year (except individual SUASs)
  • SRAs: From 1st November to 31st October of the following year
  • DAs:  Vary from one to another

 

Submission /Update of Name list of Office-bearers (提交最新幹事名單) All student Organizations in EdUHK are required to submit an updated name list of Office-bearers to SAO. (form sao-so_01)  The updated name list would be forwarded to EO and OCIO. Only the office-bearers listed in name list are entitled to book and loan the equipment and venues managed by EO and OCIO.
Handover Checklist (交接清單) In the context of student organizations, official handover is a process for transferring authority, documents and assets from outgoing to incoming office. For a clear, transparent and accountable transferal process, the following handover checklist template is advised to use. (click here)
Anti-corruption: Integrity Management of Student Organizations (防貪指引) There are four basic principles in managing integrity of student organizations :

  1. To avoid corruption and fraud behaviors
  • 預防貪污舞弊行為
  1. To protect the interests of University / sponsorship agencies/ members
  • 保障大學 / 贊助機構 / 會員的利益
  1. To maintain reputation of University and student organizations
  • 維護學生組織及大學的聲譽
  1. To uphold clean and impartial working principles
  • 秉持廉潔公正的處事原則
 Finance-related Affairs  財務相關事宜
Guidelines for Procurement of Goods and Services (採購商品與服務指引)
  1. The centralised procurement function of The Education University of Hong Kong (“the University”) is undertaken by the Business Services Section of the Finance Office (“FO”) to enable the University to have an overall control of the purchase of goods and services.
  1. Guiding Principles for Procurement of Goods and Services
  • Need-based應買則買                 
  • Transparency 公開公正                
  • Fair Competition 公平競爭               
  • Cost-effective 價格合理          
  •  Avoidance of Conflict of Interest 避免利益衝突
  1. Procedures for Procurement of Goods and Services
  • Student Organizations have to prepare Payment Forms or Purchase Requisition Forms (“PR”) for purchase of goods and services based on single purchase value as follows:
Single purchase value Action
≦ $5,000 direct purchase and settle by payment form with invoice
>$5,000 submit PR to FO for conducting procurement procedures*

* Important Notes

  • allow reasonable time (at least 15 working days) to process PR,
  • provide functional specifications in general terms,
  • provide an estimated amount for the purchase item(s),
  • don’t confirm order for goods/services before proper purchasing approval is obtained,and
  • don’t split order by dividing purchases into installments or by reducing the usual duration of contracts.
Guidelines for Cash/Cheque Collection and Handling (現金/支票處理指引) There are 5 Guiding Principles in Handling Cash / Cheque Collection:

  1. Segregation of cash custodian and recording of cash receipt
  • To ensure proper control, it is recommended that two office-bearers are assigned to collect cash.
  • One of them will be responsible for collecting the cash or cheques, and the other one will be responsible for keeping a record of the cash received.
  1. Cash/Cheque collection – ensure completeness and accuracy
  • Proper record of all cash/cheques collected should be kept. The office-bearer responsible should record the payers’ name, date, amount of cash and cheques received on a register for cash/cheque collection.
  • When cheque is received, the staff member responsible for collecting the cheque should make sure that the cheque received is ‘crossed’ and made payable to:

                  “The Education University of Hong Kong” (For DAs & SRAs)

                   “The Education University of Hong Kong – Students’ Union" (For SU and SUASs)

               with correct date.

  1. Reconciliation of cash/cheques
  • By the end of the day/the activity, the two office-bearers responsible for collecting the money should perform physical count and reconciliation of the cash and cheques received.
  • The two office-bearers should count the cash, the cheques and reconcile the total amounts and the total number of cheques to the register for cash/cheque collection.
  • All cash, cheques counted should be recorded and the office-bearers involved should sign on the register after reconciliation.

4.Security for the cash and cheque received

  • All cash or cheques received should be deposited into the bank on a timely basis.
  • If the cash or cheques could not be deposited to the bank on the date of receipt, they should be properly locked and deposit into the bank promptly in next working day.
  • The bank account number for deposit for non-Students’ Union activities at the Bank of East Asia is"015-195-25-00002-0″. A bank deposit slip will be given by the bank after deposit.[Bank account 015-195-25-00064-0 of the Bank of East Asia should be used for making deposit to The Education University of Hong Kong – Students’ Union for activities of Student Union].

5.Timely accounting entries of the receipts

Asset Management (資產管理)
  1. What are Fixed Assets?

Fixed assets refer to non-current, physical items of significant value that:

  • possess service potential or future economic benefits;
  • are controlled by the University,
  • originate as a result of past transactions or events.
  1. Examples of fixed assets
  • Furniture
  • Office equipment
  • Computer equipment
  • Audio/Visual equipment
  1. There are two aspects of Asset Management:  Receiving Fixed Assets & Deposal of Fixed Assets
  • For the general procedures, please refer to the following flow chart. (click here)
 Meeting-related Affairs   會議相關事宜
Basic Principles  for Preparing Agenda and Minutes (準備會議文件的基本原則) AgendaAgenda is a road map for a meeting to ensure that the attendees would not lose their way of discussion in the meeting. Important Notes in preparing Agenda:Before preparing agenda, try to list out: (3Ws & 1H)

  1. What is the main focus of the meeting?
  2. What do you want to discuss to address the main focus?
  3. Who would attend the meeting?
  4. How long you want the meeting last for?

There are five main components in agenda:

  1. Meeting information (Date, Time, Venue etc.)
  2. Matters need to be reported
  3. Matters need to be followed
  4. Matters need to be discussed
  5. Matters need to be decided

Minutes

Minutes is regarded as an concise & accurate official records of meeting accounting for:

  1. Important conservations amongst members
  2. Decisions arrived; and
  3. Actions needed

Important Notes in writing minutes

  1. Minutes is not a process recording but a summary of the meeting
  2. Decisions arrived and relevant actions to be taken should be the core of the minutes
  3. Should be brief and concise
  4. The draft minutes should be circulated to relevant members for comment before confirmation.
  5. No personal views nor biases should be included.
Proper Keeping of Documents (妥善管理文件)
  • All important documents, including members’ record, financial statements, minutes and reports should be properly kept.
  • Accessibility to these documents should be limited to relevant office-bearers only.
  • All personal information collected should be used for daily operations of the society only.
  • 《個人資料(私隱)條例》的簡介https://www.pcpd.org.hk/tc_chi/data_privacy_law/ordinance_at_a_Glance/ordinance.html
Transparency of Information (資訊透明度)
  • Important information such as Constitutions of the society, selection criteria, election dates and voting arrangement should be opened and assessable to all members.
 Activity-related Affairs   活動相關事宜
Important Notes for Organizing Promotion / Electioneering Activities (籌備宣傳及選舉活動的重要提示) “Policy on Conducting Canvassing/Electioneering Activities” is to set out the management principles and procedures for conducting of canvassing or electioneering activities of Students Union (“SU”), affiliated clubs/associations of the SU and departments, etc. in the open/common areas of the Tai Po Campus.For details, please refer to EO’s website. (Click Here)
Important Notes for Organizing Activities (籌備活動的重要提示) There are 5 basic principles student organizations should observe in organizing activities:

  1. All activities should comply with HK laws and existing policies, guidelines and procedures of the University.
  2. Organizers should take safety of the activity as top concern.
  3. All activities should avoid providing any negative impacts to the image of the University.
  4. Discomfort to participants, including sexual harassment and offensive/unwelcome behaviors, is strictly prohibited.
  5. Personal information of participants should be handled and kept properly.
University’s Supports Provided to Student Organizations (大學給予學生組織的支援) The University provides necessary supports to student organizations based on the understanding that they are fulfilling their major functions as well as the proper management of their organizational affairsBasic Management Requirements of student organizations include the following areas:

  1. Accountability body
  2. Aims of the organization
  3. Membership
  4. Formation of decision-making body
  5. Operation of the organization
  6. Record keeping
  7. Communication with members
Funding Support for student organizations (給予學生組織的財政支援) The Student Activities Fund (SAF) was created to encourage self-initiated activities from student groups for their leadership development as well as the enrichment of campus life.Eligibility

  1. All full-time students of the University are eligible to apply.
  1. The activity should be initiated by students.
  1. Activity must be held within the University’s financial year from the 1st July to 15th June of the following year.
  1. The activity should not involve any honorarium and/or remuneration for the services provided by the activity organizers.
  1. The total number of participants should not be less than 11 and at least 5 of them should be EdUHK students.

Application Procedure

  1. The 2nd round of application in 2016-17 is open from 10 Jan 2017 to 25 Jan 2017.
  1. For details, please refer to  https://www.eduhk.hk/sao/?p=240
Recognition of Contribution to Student Organizations (學生組織貢獻認證) The Experiential Learning and Achievements Transcript (ELAT)ELAT serves as an University’s formal certificate to recognize students’ achievement and participation in experiential learning. (e.g. overseas exchange projects, non-education work-related experiences and co-curricular activities)

  • Category A – Awards and Scholarships
  • Category B – Student Participation in Experiential Learning Activities
  • Category C – Contribution to the University/Student Organization

For details, please refer to https://www.eduhk.hk/sao/?p=217

Point System for Hall Admission Students are highly encouraged to participate in various kinds of student activities and hall activities. 50% of the hall points would be given to participation in student activities and hall activities, as well as leadership role in student organisations.  For details, please refer to https://www.eduhk.hk/sao/wp-content/uploads/2017/03/Hall-Point-System-2017-18_Eng-20170306.pdf

Flowchart