Page 88 - Undergraduate Handbook 2023-24

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3. The club’s Executive Board should carry out a simple majority vote within two weeks. Event Proposal Procedure
• If needed, and on a case-by-case basis, a second simple majority vote will be carried out by club members. Student clubs must host at least two events per semester in addition to participating in SEO’s main events. The procedure
for submitting an event proposal is detailed below.
Note: Should any member of the Executive Board vacate his/her position before an official election takes place, it is
the responsibility of that member to ensure that the vacancy is filled prior to their departure. A club will be considered 1. The president shall create an event through ADU Groups at least 10 working days (two-week notice) prior to event.
inactive if any vacant Executive Board position is not filled within two weeks of the vacancy being announced. It is also the
responsibility of the club’s president to keep SEO informed about any vacant positions in the club. 2. The president will then be prompted to submit the Event/Meeting Proposal Form.

3. The proposal will be approved/on hold/declined based on the activity from SEO within 3 working days.
ADU Groups
• Should the proposal be placed “on hold” or “declined” the club’s president will receive feedback for the decision and
All official club business should be handled through ADU Groups, the student communication platform. Below is a list of can amend the proposal as necessary. The option to amend the proposal is only available for proposals that have
functions that are to be completed through this medium. A complete list of forms that can be accessed on the platform been placed “on hold”.
can be located in the appendix of this document.
4. After receiving SEO approval, the club can prepare for the event and its implementation by submitting materials for
• New Club Registration/Renewal Form desired promotional items.
• Completion and submission of all forms and required documents 5. After the event is completed, the Administrator must submit a Student Participation/Purchase Report. Please see the
• Track club membership and attendance of students table below for the tentative event proposal timeline. Times may vary based upon availability.
• Creation, posting, and promotion of all club activities, events and meetings
Event Proposal Timeline
• Design posters for events and receive approval from SEO
Action Estimated Completion Time
• Obtain student feedback on activities and events through use of the survey tool
Poster is completed by Marketing Department 10 working days (including first draft and approval)
SMS is scheduled and sent 5 working days
Facilities for Clubs Use
Social Media is scheduled and posted 5 working days
SEO offers facilities for student clubs to host events and activities. The Clubs’ Room, Student Affairs meeting rooms and
Student Engagement Lounges are available for club use. The president can request use of other University facilities, Student Emails are scheduled and sent 5 working days
including the auditorium by sending email to SEO, which will place a reservation request on behalf of the club. Clubs
are required to have an advisor, a full-time faculty/staff member or SEO staff present during all joint meetings and club Auditorium Booking* 3 working days
performances. Transportation** 3 working days

* Any use of the auditorium for rehearsals requires a club advisor, a full-time faculty/staff member or SEO staff to be
Club Items present.
Each student club is afforded the opportunity to purchase items for activities and events as necessary. The following Off-Campus Events and Trips
outlines the terms and use for purchased club items.
Student clubs have the right to organize off-campus trips based on the club’s objectives. The following must be considered
• All club items are the property of Abu Dhabi University whether acquired through sponsorship, donation, or use of when organizing such trips:
the club’s budget.
• The club must receive a pre-approval from SEO by submitting the official Event/Meeting Proposal Form through ADU
• All items should receive the approval of SEO prior to purchase. Groups.

• Club items are in the safekeeping of SEO, which controls and monitors the usage. • It is the responsibility of the club to cover all transportation costs. Clubs are not allowed to use their entire budget
for transportation.
• These items are for the official use of clubs for their SEO approved events and activities and may not be used for
personal purposes. • SEO will assist in the booking of transportation on behalf of the club.

• SEO reserves the right to dispose of any unused/unused items at the end of each academic year. All clubs will be • The advisor a full-time faculty/staff member or SEO staff must be present for the duration of the trip.
invited to attend an end-of-year inventory event. Those clubs who are not represented will risk the disposal of all items
in their possession. • All students must submit a Parent/Guardian Permission form (Consent Form) prior to the trip.

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