Page 86 - Undergraduate Handbook 2023-24

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Collective Responsibilities for Executive Board of a Club Fair, Open Week and Cultural Diversity Day, as applicable.

As a group, the Executive Board is expected to: • The club must submit any marketing content related to posters, social media content, or emails to SEO for approval
prior to posting.
• Work collectively and plan for the club’s events and activities.
• Student clubs must maintain an advisor who is fulltime faculty or staff at ADU. If the advisor vacates the role, the club
• Submit a tentative calendar of events and activities at the start of each semester. is required to recruit a new advisor within 2 weeks. Otherwise, the club will be on hold until a new advisor is identified.
• Create a detailed plan with a corresponding budget estimate for each proposed event. • All club activities/events/speeches/poems/videos/presentations/performances must be presented to SEO and
approved before the event. Activities must not include any political, discrimination, racism, or other topics/issues that
• Keep a healthy environment within the Board to ensure the club’s stability and efficiency. are not accepted or respected by UAE culture or are not in alignment with ADU rules and regulations.
• Call for a year-end meeting to discuss the club’s progress, achievements and recommendations for the incoming • Student clubs must not promote events or activities without SEO’s approval and acknowledgment.
board members. • No joint performances are allowed between the male and female students without prior approval. Female
performances are not permitted to be presented in front of males.
• Ensure a smooth transition and turnover of responsibilities with the newly elected Executive Board.
• SEO has the right to cancel any activity/event/speech/poem/video/presentation/performance that does not comply
• Assist the new Executive Board in the early stages of their term to ensure smooth and uninterrupted operations. with the rules set forth by the department or University.
• Consult the SEO to mediate and solve any conflicts through a common resolution should a problem arise within the • Any club that does not have a complete Executive Board is considered inactive until all roles have been filled.
Executive Board.
• Executive Board members must have clear communication with all members about new projects and proposals.
Rights of Student Clubs
• Student clubs should refer to their advisors through their planning process to seek advice and approvals. Advisors
As a student club at ADU, every student club has the right to: and SEO provide guidance and direction.
• Organize on and off campus events, after receiving the approval from SEO. • Money raised from fundraising projects should be documented through ADU Groups using the Student Participation/
Purchase Request. All collected funds will be collected solely by SEO through ADU Finance Department. No club
• Reserve space on campus for meetings, activities and events. member or advisor is permitted to receive any funds on behalf of ADU.

• Have an official ADU email account for club-related communication purposes after receiving approval from SEO. • All club members must abide by the student responsibilities as outlined in the Student Code of Conduct Policy.
• Receive funding to assist in the development and execution of any SEO approved activity or event.
Penalties
• Conduct a marketing campaign to raise awareness about approved events.
SEO reserves the right to cancel or modify any proposal, event, activity, or trip if the club does not meet the above guidelines.
• Obtain co-curricular transcripts for each member that reflect activities they have participated in throughout the year.
The co-curricular transcript is available through ADU Groups.
Club Member Disputes
• Seek sponsors for their projects and activities within SEO’s guidelines and guidance.
In the event that a problem or issue arises between student club members, including the Executive Board, the procedures
• Invite a speaker to support their events. described below are followed.
o Approval from Ministry of Higher Education (MoHE) is required. This process could take anywhere from two 1. The complainant will raise the issue to SEO by submitting the Student Complaint Form provided by SEO.
days to five weeks.
2. The concerned student is given the opportunity to respond to the complaint that has been raised against him/her.
o The club should submit the Guest Speaker Approval Form via ADU Groups. SEO will determine the most appropriate course of action.
o Club members are responsible for welcoming visitors upon their arrival on campus, escorting
them to the event’s venue and accompanying them throughout their visit, always accompanied by SEO staff. Club Vacancies

Student Club Rules Unexpected vacancies on a club’s Executive Board should be filled using the following the procedure.
• Executive Board Members must be committed to attending any meeting/training organized by SEO. 1. The club’s Executive Board should announce the vacant position.
• Student clubs must act as representatives of Abu Dhabi University on and off campus. 2. Club members who wish to fill the vacant position and meet the club’s requirements to become candidates should
submit their names to the ballot.
• Student clubs must participate in SEO’s main events including, but not limited to, Week of Welcome/Orientation, Club

Abu Dhabi University | Undergraduate Handbook 2023 - 2024 Abu Dhabi University | Undergraduate Handbook 2023 - 2024