Page 89 - Undergraduate Handbook 2024-25

89

3. The club’s Executive Board should carry out a simple majority vote within two weeks.
• If needed, and on a case-by-case basis, a second simple majority vote will be carried out by club members.

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
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.

ADU Groups
All official club business should be handled through ADU Groups, the student communication platform. Below is a list of
functions that are to be completed through this medium. A complete list of forms that can be accessed on the platform
can be located in the appendix of this document.

• New Club Registration/Renewal Form
• Completion and submission of all forms and required documents
• Track club membership and attendance of students
• Creation, posting, and promotion of all club activities, events and meetings
• Design posters for events and receive approval from SEO
• Obtain student feedback on activities and events through use of the survey tool

Facilities for Clubs Use

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,
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
performances.

Club Items
Each student club is afforded the opportunity to purchase items for activities and events as necessary. The following
outlines the terms and use for purchased club items.
• All club items are the property of Abu Dhabi University whether acquired through sponsorship, donation, or use of
the club’s budget.
• All items should receive the approval of SEO prior to purchase.

• Club items are in the safekeeping of SEO, which controls and monitors the usage.
• 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 reserves the right to dispose of any unused/unused items at the end of each academic year. All clubs will be
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.

Abu Dhabi University | Undergraduate Handbook 2024 - 2025