Page 90 - Undergraduate Handbook 2023-24

90 91

Club Funding • Charitable fundraising for a specific cause must be conducted through an official organization based in the UAE that
is collecting funds for the same cause.
All active ADU Student Clubs for which SEO is responsible are entitled to receive funding to support approved activities and
events. Requested funds are dispersed based on submitted budgets and demonstrated need for proposed activities and • Official communication and coordination must be done between SEO and the charitable organization only.
events. The club’s president is the only club member authorized to initiate and complete the request for funding on behalf
of the club. The vice president, in the absence of the Club President, is permitted to initiate and complete the request for • A representative from the organization along with the required materials should be available during the fundraising
funding provided a written delegation is made by the Club President and submitted to SEO for approval. event.

Each club will receive funding dispersed on a case-by-case basis. Clubs are welcome to combine their budgets for joint
events and activities. Awards and Recognition
SEO will provide an allotted budget for all SEO required events (e.g., Club Fair, Cultural Diversity Day, Orientation, Open The Student Engagement Office recognizes students’ contribution in extracurricular activities through various rewards
Week, etc.). However, regular club events which are organized by the club will use the club budget, sponsorships, or during the Student Recognition Gala. These rewards include but are not limited to the following:
additional outside funding.
• Club of the Year Award
To receive funding, the president can make a request for either petty cash or reimbursement. Below are the procedures to • Student Affairs Ambassador of the Year
follow otherwise the payee will not be able to receive funding:
• Student Choice Awards – Club Fair, Cultural Diversity Day, etc.
Reimbursement
• Students Affairs Highest Award of Excellence
• Email the requested items to SEO for approval.
• Certificates of Appreciation (provided after each event)
• Purchase the items.
• Upload a copy of all itemized receipts and tax invoices using the Student Participation/Purchase Report. Club Achievement Report
• Student receives notification when the reimbursed funds are ready to collect and submits original receipts to SEO. Student clubs will be asked to submit the Club Achievement Report toward the end of the spring semester. Awards
will be given based on the points attained throughout the year, as well as by a selection committee based on
Note: Some items are not allowed for purchase through petty cash or reimbursement. Therefore, requests for these items nominations received for individual awards. More information on the point system can be found below.
must go through the procurement department, which is handled by SEO. This process requires at least 30 working days.
Fundraising Achievement Awards
Platinum 200+ Activity hours
Fundraising is one of the most important parts of operating a club efficiently. To successfully complete fundraising activities,
the club must consider the following: Gold 151-200 Activity hours
• Pre-approval for the fundraising activity must be received from SEO by submitting the Event/Meeting Proposal form Silver 100-150 Activity hours
through ADU Groups. Note: Only approved events and activities will be considered for the Achievement Awards Point System.
• The club’s treasurer or another member of the Executive Board, in the absence of the treasurer, will be held responsible
for documenting and safeguarding all funds that are collected during the event. The actual funds will be collected by
SEO staff based on the Finance Department rules and procedures. No club member or advisor will be permitted to
collect any funds on behalf of ADU.
• The Student Participation/Purchase Report must be submitted to SEO and the club advisor within two (2) days after
the fundraising activity is completed.
• All money collected from the fundraising activity will be kept with SEO and added to the club budget for future club
events and purchases. Club members shall not use the money for personal purposes.
Charitable Organization Fundraising

Student clubs are encouraged to participate in charitable causes. However, when fundraising on behalf of charitable
organizations, the following must be considered:
• The club must receive a pre-approval on the charitable fundraising activity from SEO by submitting the Event/Meeting
Proposal Form through ADU Groups.

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