Student Handbook - Asian University for Women

University Policiesg) Receive RecognitionOnce the Application for Club Recognition has been completed, it must be submitted toOSA. OSA representatives will then decide on whether or not to grant recognition to theprospective club. OSA will notify the student filing the application and the club advisorof its decision. If a club is not approved for recognition, its members will be told why itwas denied and a representative from OSA will be available to tell a club representativewhat the prospective club needs to do to become a recognized club at AUW.h) Create a Club BudgetThe club President and the treasurer are responsible for the club budget. If a club isapproved for recognition, it must submit an itemized budget detailing all expenses itexpects to have for the entire academic year. The club must also submit an itemizedbudget of all major events within the first month of each term. All budget proposalsshould be as detailed as possible and must follow the guidelines listed in the Policy onClub Activities and Budgets. OSA officers are available to help with club budgets, soclub members are encouraged to schedule an appointment.i) Get Budget ApprovalOnce the budget form is complete, it should be turned into OSA. OSA representativeswill decide within a week whether or not to approve the club budget. Once a club budgethas been approved by OSA, and signed by OSA representatives and the President andTreasurer of the club, the President and Treasurer can obtain the allocated funds from theFinance Office. If not approved, a budget with comments will be returned to the club forfurther changes.j) Obtain Club FundsIn order to obtain funds for the club, the club President and Treasurer must follow thesteps outlined below:i. Go to the Office of Student Affairs.ii. Present the approved annual budget form to the Student Affairs Officer.iii. Complete the AUW Event Budget Form (provided by OSA) and request the fullor partial budget amount in cash. Requested amount will be given within 3working days.iv. Collect the money by signing for it in the presence of the officer.v. Purchase items/services for the event and keep all the receipts. If there is noreceipt, AUW will not be able to reimburse the club.vi. Bring the original receipts to the OSA officer within 2 days and sign wheredirected.Any equipment purchased for an AUW club belongs to AUW and must be returned toOSA when the club is inactive. A club is considered inactive after 3 months of notactively holding club meetings, events, or any other activities. Inactivity is to bedetermined by OSA or the club’s advisor/liaison. Activity may be demonstrated throughclub emails, newsletters, or any other proof of activity including event flyers, meetingannouncements, facility usage, etc.2. Closing a Student Club or OrganizationIf the E-board would like to close an existing club, they should follow the procedures listedbelow:44