Forms for Club/Circle Activities and Registration Information

The importance of notifying your activity the University

  • Safety measures
    Organizations doing student initiated extracurricular activities need to ensure the safety of not only its members but also the participants and spectators. By notifying the University, organizations can receive advice from the University as well as swift support if an incident or accident were to occur.
  • People connected to the event (Guests, advisors, etc.)
    Guests who are not registered will not be allowed entry onto campus. Please notify the University within the designated period and be respectful to the people who help make the event possible.
  • Reporting
    Registered activities and reports will be published on FAFA and on the University’s Facebook page as well as putting up posters on campus to inform the APU community about student activities. Please report activities so efforts can be made to inform as many people as possible.
  • Developing the foundation of the activity
    The activities that students are activities that the students can complete entirely on their own. It is presumed that the students will look for information, make and execute a plan, and pass those activities on to the next generation entirely on their own. Students are able to view previous information by using the University’s reporting system. Please use this system as a tool that will connect future generations to the information of the past.

Registering with the University and its procedures
(Please click on each activity item for the procedural details)

Submission/Completion Guidelines for student activities

The new application system for the clubs and circles' activities will begin from May 1, 2018.
Please use the URL address below to select and submit the appropriate forms.
https://asp21.wawa.ne.jp/rapu/index.html
*The organization's account number and password are needed to submit applications.


Registered activity
Activity Necessity of registering with the University Remarks
Practice and have meetings only with own club/circle members ×
  • Reserve necessary facilities and classrooms separately
  • If people other than the circle members participate, you need to register as “Event”
  • Practices held off-campus is need to be registered as an “Event.”
Hold an event or special activity.
・Your organization is host of the activity.
・Both on and off-campus events.
Example: Presentation of your activity, study sessions, exchange gatherings, alumni meetings, lectures, performances, displays, sports matches, joint practices and practices matches, training camps, fundraising activities (allowed only off-campus), an organizational information session for new students, trial sessions, joint activities with Co-op, etc.
【Before your activity】
  • Registration System: "Activity Registration"→"Event Application"
  • Deadline: 10 business days before the event date
  • All the event that your club/circle host (both on and off campus) needs to be registered to the university. Your club/circle needs to lodge an application via the Registration System and it must be approved by the University.
  • When you have a meeting or do practice only with your club member, you do not need to register it to the University. However, if you do it with your non-club members, or if non-members will visit your activity as an audience or participants, such as information session for new students, exhibition, or performance/presentation, your club/circle need to lodge “Event Application” in the Registration System and get it approved by the office.
  • When your club/circle cooperating the on-campus evens or activities that is hosted by the non-APU organizations, the University regard it as your club/circle’s event. Therefore, you need to lodge “Event Application” in the Registration System and get it approved by the office.
  • Though the participants of the activity are only your club/circle members, if the activity is not regular activities such as meetings or practices, you need to lodge “Event Application” in the Registration System and get it approved by the office. This is the same for the regular activities held off- campus, including a training camp (No need to apply for “Participating in events hosted by non-APU organizations (off-Campus)”).
【After your activity】
  • Registration System: "Report"→"Event Report"
  • Deadline: 10 business days after the event date
Participate in an event or competition organized by another organization (off-campus) Example: Competition, Level examination, Joint practice, Joint training camp, Local exchange (cleaning up event, volunteering, participating in local festival and so on.)etc.
【Before your activity】
  • Registration System: "Activity Registration"→"Participating in events hosted by non-APU organizations(off-Campus)"
  • Deadline: 5 business days before the event date
  • When your club/circle participates in off-campus event or activities that are organized by non-APU organizations, you need to register your activity via “Participating in events hosted by non-APU organizations (off-Campus)” in the Registration System.
  • When your club/circle cooperating the on-campus evens or activities that is hosted by the non-APU organizations, the University regard it as your club/circle’s event. Therefore, you need to lodge “Event Application” (NOT “Participating in events hosted by non-APU organizations (off-Campus)”) in the Registration System and get it approved by the office.
【After your activity】
  • Registration System: "Report"→"Report of off campus event hosted by non-APU organizations"
  • Deadline:10 business days after the event date
Hold an activity overseas
【Before your activity】
  • Registration System: " Activity Registration "→" Overseas ActivityRegistration "
    ※ In addition, a passport copy of all the participants, Copy of Insurance Certificate, and Guardian’s Consent Form are required.
  • Deadline: the designated date set in each semester (It will be announce in the Student Office website)
  • When you do activity overseas (any other places other than Japan), you need to register to the University.
  • The participants are required to attend the following guidance.
    Leader’s guidance(December/June or July): Three students in charge of the activity.
    Please read the “Preparing for the Club’s/Circle’s overseas activities(PDF)” and prepare for your activity as early as you can.
  • If your club/circles plan to go overseas at the time other than spring or summer break, please consult with the Student Office.
  •  Deadline:10 business days after the event date
【After your activity】
  • Registration System: "Report"→"Event Report"
  • Deadline:10 business days after the event date
Have your club/circle’s advisor
  • Your club/circle can formally request individuals to be a club/circle supervisor. The advisor is the individuals who know your organization well and has been providing advices on your club/circle’s activity regularly.
  • In principle, first, your club/circle will request the individuals who has been providing advices on your activity more than one year to be an official club/circle advisor. Once the individual accept your request, then your club/circle will lodge can application with the Registration System. The University will invite the individual for an interview at APU and the Student Affairs Committee approve the advisor.
  • The advisor is volunteer basis (APU will bear the transportation fee only for limited amount). They are the working professionals and are willing to use their limited time for your activity.
    The University accept applications only for club/circles that do not forget the gratitude to the advisors and are able to report/communicate/consult with the advisors regularly.
Invite a non-APU person/group All the non-APU current students, faculty and staff members.
Example: Alumni, Guest lecturer, People who corporate your event, Press/Media, Local citizens who participating or coming to watch your event, shop staffs who deliver materials to our club etc.
  • Registration System: "Visitors"→"Application for Visitors"
  • Deadline:3 business days before the visiting date.
  • To keep the safe environment in the APU community, individuals other than APU current students and faculty and staff members cannot enter APU without a permission.
  • Even for the individuals who supports your club/circle a lot or visited before, without your application, the University cannot know the purpose of the visit, therefore cannot give a permission to enter the campus. Please make sure to lodge your application within the deadline and do not cause a trouble to individuals who helps your club/circle.
  • The application is necessary for APU alumni or your coach who support you regularly unless they are the official advisor who are approved by the office. When your club/circle want to invite coach on campus, please add the information on the previous coaching record to your club/circle in the “Application for Visitors” application on the Registration System.
  • The application is required for non-APU guest or lecturers, a company who deliver goods to your club/circle, and a local organizations visiting APU for meeting with your club/circle.
  • For non-APU teams that do practice matches or joint practice, non-APU audience or participants who are registered as non-APU guest in the “Event Application”, there is no need to submit “Application for Visitors”.
Updating registered organization’s information
Activity Necessity of registration to the University Remarks
Change the organization’s name
  • Registration System: "Change of registered information"→"Notification of organization's New Name"
  • Deadline:As needed
Change your club/circle members
  • Registration System: "Change of registered information"→"Member list"
  • Deadline:As needed
  • Member list need to be keep updated as member changes. If you do not keep it updated, it will cause inconvenience such as non-listed members cannot borrow the key for Facilities & Equipment use, members do not receive importance information from the University and son on.
  • When your club/circle change the core members (4 core members: Representative, Vice-Representative, Accountant, System Administrator), you need to indicate it in the “Member List”
  • When you change a representative, print the revised member list, put the previous and new representatives’ signature and Inkan, and bring the paper to the Student Office within 5 business days after you renew “Members list” on the Registration System.
  •  The University may stop your club/circle activity for false application.
Facilities / Equipment
Activity Necessity of registration to the University Remarks
Use on-campus facilities and equipment (Overall procedure)
  • Reservation method
    Reservation method will vary depending on each facility and equipment.
  1. Facility and equipment that can be reserved with "Facility and Equipment Booking System"
    → Facility and equipment for student activity. Please refer to the following link for the details.
    http://reservation.apu.ac.jp/(S(otuqp545wthxwvjgf53ojn45))/Wg_ModeSelect.aspx
  2. Facility and equipment that can be reserved with "Registration System"
    → Classroom, PR facility, Student Council Room
  3. Facility and equipment that is required to submit a letter of special request (free format)
    → Wave, Area around the fountain, Lawn area at the back of the library, Convention Hall, H202, Event Tent
    ※ The reason why your club/circle need to use the abovementioned facility and equipment, date and time of the use (inducing preparation and rehearsal time), method of the use, safety precautions, any other details that are required to be noted (see each section for the details).
  4. Other method
    Seminar House in AP House, Millennium Hall
  • Regular Use of the Facilities and Equipments.
    How to make reservations for Sports Facilities or Student Union

1. Attend the facility meeting
2. Organizations that want to use various facilities are gathered together at the meeting to make adjustments to their reservations.
3. Once adjustments have been made, the Student Office enters the reservations in the facilities and equipment reservation system.
4. Confirm your reservations in the facilities and equipment reservation system before use.
5. Pick up the key from the Central Security Office or gym office to use the facilities or equipment.

  • ※Regular equipment use is only available for the movable mirrors.

  • Recurring Reservation / Facility Meeting Rules

1. Organizations should resolve any scheduling or usage conflicts between themselves. Take into consideration any events or matches for each organization, discuss the matter, and come to a resolution.
2. Each organization can reserve up to two periods per day.
3. One organization cannot reserve two or more locations for the same time period.
4. Attendance at the Facility Meeting is required; organizations who do not attend the facility meeting will not be able to make recurring reservations.
5. During the meeting, organizations will be grouped according to the facilities they want to use to discuss and make adjustments to their schedules. Accordingly, organizations need to make sure they have at least one member attending for each facility they want to reserve.
6. The Student Office enters reservations into the facility and equipment reservation system based on the results of the Facility Meeting. Be sure to confirm everything before the end of the Facility Meeting.
7. If there is a day that you will not be using a facility or equipment you have reserved, cancel your reservation for that day in the facility and equipment reservation system. If any problems arise because an organization fails to do this the Student Office may cancel their reservation, and the organization may lose their ability to make recurring reservations.
8. Any organization (including organizations with recurring reservations) that does not use the facilities properly or does not take care of the facilities may have their reservations revoked.
※Organizations who do not attend facility meeting will not be permitted to make fixed-use reservations.


  • How to make reservations for gymnasium

The large number of organizations that want to use the facilities in the gymnasium (arena 1, arena 2, and the martial arts room), it was very difficult to reach an arrangement at the facilities meeting and on top of those difficulties there still have been a number of problems. As a result, we will be implementing the restrictions below for fixed use reservations for the gymnasium.

Premier Organizations: Up to 6 periods Monday through Sunday; (up to 2 periods total Saturday and Sunday)
Registered Organization, Multicultural Week, Event Planning Committee: Up to 2 periods Monday through Friday

※For non-fixed use reservations, organization members should make their own reservations using the online reservation system.
※Premier clubs typically get priority for fixed use reservations, however we ask that everyone cooperate and respect each other, taking other organizations into consideration so that everyone is able to use the facilities as fairly as possible.

  • Clean up day
    Clubs/circles that used the University’s facility and equipment needs to be participate in the clean-up day at the end of each semester. The Student Office will contact to applicable clubs/circles.
  • Borrowing key
    The University will pass keys for facility and equipment only to the students who are on the Members List in the Registration System.
Use classrooms
  • Registration System: "Facilities & equipment use"→"Classroom reservation"
  • After your "Event application" is approved, submit plus,
    "Special Request (Free Form)"" to the Student Office.
  • Deadline: 4 business days before your use.
  • You cannot choose specific rooms(If you have a preference, please write it in the “Note” section”
  • When the rooms are available for your club/circle, the Student Office will approve your application in the Registration System. After that, please come to check your club/circle box in the Student Office to see which classroom you can use.
Booking for H202
  • Registration System: "Activity Registration"→"Event application" plus,
    "Special Request (Free Form)"" to the Student Office
  • Deadline:10 business days before your use.
  • You cannot use this room without attendance of a APU faculty member. In the "Special Request (Free Form)", please specify which faculty member will attend your event.
Use the Millennium Hall
  • Registration System: "Activity Registration"→"Event application"
    After your "Event Application" is approved, submit "Special Request (Free Form)" to the Student Office
  • Deadline: 10 business days before your use.
  • There will be screening for your application. Permission to use Millennium Hall will be given to clubs and circles that have a record of completing activities without problems, and are able to use the Hall in accordance with the University’s rules.
  • The clubs/circles that got a permission to use the Millennium Hall will receive an information on the Guidance on use of Millennium Hall. Without attending the guidance, your club/circle canntot use the Hall.
Use the Atelier
The following rules must be followed during the entire event Otherwise. the event will be canceled. even on the day of the event. If the event is canceled, the University will not accept any complaints or grievances.

Before using the Atelier
  1. Organizations need to come the Student Office for consultation.
  2. Only organizations that receive permission may use the Atelier.
  3. Organizations need to submit a written pledge and cleaning plan for the use of the Atelier.
When using the Atelier
  1. During an event, keep the Atelier clean. After the event is finished, the Atelier must be cleaned and straightened up.
  2. Organizations who received permission to use the Atelier must not willfully allow other organizations who have not received permission to use the Atelier.
  3. After cleaning the Atelier, please take a photograph and attach it to the written report. Please turn the written report into the University.
  4. Eating in or around the Atelier is prohibited.
  5. In order to prevent heat stroke, the consumption of beverages is allowed.
  6. All burnable waste, wooden blocks under 50cm without nails, wooden blocks under 50cm with nails, and cans need to be separated and disposed of by the organization.
  7. In regards to objects that cannot be disposed of, the University may be able to dispose of the objects. However, a fee may be requested by the University.
  8. All cutting of lumber, hammering of nails, gluing, and other manufacturing processes must be done in the Atelier.
  9. Painting should be done outside, on the Main Athletic Field side of the Atelier. Be sure to put a blue sheet on the ground before starting to paint.
  10. The Atelier is not a storage space. Only projects that are in progress or going to be worked on may be stored in the Atelier.
After using the Atelier
After the event is finished, please dispose of all of your organization's event materials.
  1. If event materials are left after the event is finished and the University needs to dispose of the materials, the organization or individual will be forced to pay for the disposal fees.
  2. All of the organizations who use the Atelier are required to all get together to clean Atelier during that semester. This cleaning is required of organizations who used the Atelier even once during that semester.
Use the triangle space in the back of the booth area near the exit of the cafeteria.
  • Registration System:
    Please submit two application as follows:
    1. "Activity Registration"→"Event Application"
    2. "Facilities & Equipment use"→"Application to use the triangle corner of the cafeteria"
  • This is a space for an exhibition and an event. You cannot use this space for recruiting new members or PR activities.
  • Rules
    • No eating
    • Do not just leave handouts or leaflets
    • After use, clear all the decoration and clean up.
    • Company or non-APU organization’s advertisements are not permitted.
    • Put all the equipment back to the original setting (8 partitions)
  • The University will act strictly when your club breach the rule or use there without permission of the Student Office.
Use the Presentation Space (2F, Student Union II, the atrium space above the COOP shop)
  • Booking: Book "Presentation Space" via the "Facility & Equipment system"
  • For the event use, you need to submit an application via the Registration System ("Activity Registration"→"Event Application") and get an approval from the Student Office.
Use the Wave (outside stage)
  • Registration System: "Activity Registration"→"Event Application"
    After your "Event Application" is approved, submit "Special Request (Free Form)"" to the Student Office
  • Deadline: 10 business days before your use.
  • Making any sound or noises during class time is strictly prohibited. If your club/circle make any sound or noises during your event, preparation time, or rehearsal, you need to stop your event immediately. The Student Office will strictly act accordingly after this.
  • Make sure to put the date of the remarshal and the rainy day plan in the "Special Request (Free Form)"
  • After approval in the “Registration System”, the Student Office will make an reservation on "Facility and Equipment Reservation System". Your reservation at this stage is “Provisional booking”. After the Student Office confirmed that your club/circle seems to be able to persuade the event over keeping the University’s rules, then the Office will change the status to the “Booked”
  • After using, remove all displays and clean
Use the area around the fountain.
(1) Do performances or parade around the fountain.
  • Registration System: "Activity Registration"→"Event Application"
    After your "Event Application" is approved, submit "Special Request (Free Form)"" to the Student Office.
  • Deadline: 10 business days before your use.
  • You cannot use this during the class time.
  • Making any sound or noises during class time is strictly prohibited. If your club/circle make any sound or noises during your event, preparation time, or rehearsal, you need to stop your event immediately. The Student Office will strictly act accordingly after this.
  • Make sure to put the date of the remarshal and the rainy day plan in the "Special Request (Free Form)"
  • After approval in the “Registration System”, the Student Office will make an reservation on "Facility and Equipment Reservation System". Your reservation at this stage is “Provisional booking”. After the Student Office confirmed that your club/circle seems to be able to persuade the event over keeping the University’s rules, then the Office will change the status to the “Booked”
  • Make sure not to interrupt pedestrians. Make sure to pay best attention to the safety and take enough a space between audience and performers.
  • After using, remove all displays and clean
(2) Set up decorations or displays around the fountain.
  • Registration System: "Activity Registration"→"Event Application"
    After your "Event Application" is approved, submit "Special Request (Free Form)"" to the Student Office.
  • Deadline:10 business days before your use.
  • No displays or decorations that create sound can be used.
  • Use displays and decorations that can withstand rainy weather. Also, organizations must remove displays and decorations immediately if there are bad weather conditions such as strong winds.
  • Please consider the safety of the people who are passing by and the spectators.
  • Organizations must include in their “Special request (Free Form)” please include dates and times their displays and decorations can be tested. (The test must be conducted no later than five days before the date of desired use. Please include multiple dates and times.) The faculty members needs to be present. Displays and decorations that do not receive permission cannot be used.
  • After the event is approved, the Student Office will make a reservation on the “Reservation system.” Temporary reservations will initially be made. If the organization follows all of the rules, the reservation status will change from a temporary reservation to an official reservation.
  • Please remove equipment and decorations immediately after the event concludes.
Use the lawn area behind the library (Academic Square)
  • Registration System: "Activity Registration"→"Event Application"
    After your "Event Application" is approved, submit "Special Request (Free Form)"" to the Student Office.
  • Deadline: 10 business days before your use.
  • Need to be quiet when classes are in session. If even the slightest bit of disturbance can be heard when organizations are preparing, rehearsing, or doing their event while classes are in session, the event will be immediately stopped and the organization will be severely punished.
  • Organizations must include on their “Special request (Free Format)” their plan for poor weather conditions and the day and time of their rehearsals
  • After the event is approved, the Student Office will make a reservation on the “Reservation system.” Temporary reservations will initially be made. If the organization follows all the rules, the reservation status will change from a temporary reservation to an official reservation.
  • Please remove equipment and decorations immediately after the event concludes.
  • Please do not obstruct the path of the people who are passing by. Please be safety conscious
Use the Convention Hall
  • Registration System: "Activity Registration"→"Event Application"
    After your "Event Application" is approved, submit "Special Request (Free Form)" to the Student Office.
  • Deadline: 10 business days before your use.
  • The Convention Hall cannot be used without a faculty member present. Please include the name of the faculty member in your “Special request (Free Format)”.
Use the Seminar Rooms in the AP House You need to complete procedures both the Student Office and the Creoteck.
  • Registration System: "Activity Registration"→"Event Application"
  • After approval, submit the following forms to the Central Cecurity Office (1F, A building)
    1. "Use of APU Seminar House Request Form (Word) (seminar form 01)"
    2. "APU Seminar House Name List (Word) (seminar form 02)"
  • Deadline: 10 business days before your use.
Use the big tent for the event
  • Registration System: "Activity Registration"→"Event Application"
    After your "Event Application" is approved, submit "Special Request (Free Form)" to the Student Office.
  • Deadline: 10 business days before your use.
  • On the “Special request (Free Format),” organizations need to include several days that they can attend the workshop to learn how to setup a tent as well as the number of sandbags they will need. Twelve sandbags are required per tent.
Use the Student Council Room In principle, only for the premier clubs.
  • Registration System: "Facilities & Equipment use"→"Application to use Council Room"
  • Deadline: As needed
  • The Student Council Room is used by premier clubs in principle.
PR
Activity Necessity of registration to the University Remarks
PR on campus(Rule and methods)
  • Promotional activity rules
    * Get permission from the Student Office to post notices and post them in the designated locations. Information on designated locations can be received from the Student Office.
    * Do not post notices on windows. Windows are coated with a special coating to prevent shards of glass from scattering onto the floor when broken. Posting notices on windows may remove this coating.
    * Due to the risk of paint on walls coming off, do not post notices on walls.
    ・Observe the times and locations where notices may be posted and take down the notices once the period for posting has expired.
    ・Organizations failing to observe the rules for posting notices will have their privileges revoked.
  • Promotional activity procedures
    1. Possible promotional methods for each organization
      Putting up posters (Bulletin boards / Signboards) / Using the booths at the exit of the cafeteria / Handing out leaflets / Broadcasting promotional movies at the cafeteria / Displaying displays in the atrium space on the first floor of the F building
    2. Do promotional activities on-campus
      ・The organizations that register activity and/or submitted their report on the University’s registration system can have their activities promoted on the University’s promotional outlets (FAFA, Facebook, posters promoting extracurricular information)
      ・Premier clubs or student groups selected for Type B: Selected project in the Event and Project Support System are able to receive positive promotional support from the University throughout the academic year.
Put up information on the signboards and bulletin boards
(1) Common items
    Promotional content
  • The following are items that may be displayed
    1. Organized events that received approval from the Student Office can make announcements and recruit participants.
      (Period: Need to end Within five business days after the event finishes)
    2. Clubs and circles recruiting members (Period: Need to end by the end of the semester)
  • Provide the content of the event or introduction of the organization, organization’s name, and organization’s mail address in Japanese and English on the PR materials.
  • Receive permission from the Student Office before displaying the promotional material. An approval stamp needs to be on all of the promotional material. (Making copies of the original promotional material with the approval stamp is permissible.)
  • Promotional activities for businesses is not allowed
  • Remove all posters within the designated period
  • Organizations that put up promotional materials without the Student Office's approval or do not remove their materials within the designated period will be severely punished.
(2) The Student Office bulletin board is in Building F
  • The largest size allowed is A3
(3) The signboard at the entrance of the cafeteria
  • Registration System: "Facilities & Equipment use"→"Application for using the signboard at the entrance of the cafeteria".
  • Reservation period:
    • Reservations can only be made from now until next week Sunday.
      ・Reservation availability can be viewed on “Facilities / Equipment Reservation System
    • One Organization can use only one signboard.
    • If your club/circle wants to use signboard for promoting you events, your club/circle needs to complete an “Event Application” in the registration system first and get an approval from the Student Office.
(4) The large signboards on the side of Millennium Hall
  • Your organization can put the sign on the side of Millennium Hall. You must buy a large wooden panel and drew it by yourself.
  • Contents of a sign and rules of use The following contents are allowed for signboards and those need to be write both in English and Japanese
  1. Promotion and recruitment for participants of the event that had been approved by the Student Office
    Duration of use: Till 5 business days after the event finishes.
    Number of boards: Maximum 4 boards per evet.
    Items need to be included: Name of the organization, contact information, the name of the event, event date and venue.
  2. Recruitment for new club/circle members, and your club/circle’s introduction
    Duration of use: Till the end of each quarter.
    Number of boards: Maximum 2 boards per organization.
    Items need to be included: Name of the organization, contact information, and your organization’s information
    • Boards that can be used
      1. Please use sheets that are 180cm×90cm, and have a thickness of 10~12mm
        *Sheets that are less than 10mm will be removed because they are a hazard to safety measures.
      2. Affix sheets using cables, wire is not acceptable.
      • Procedures
        1. Registration System: "Facility & Eequipment use"→"Large signboards on the side of Millennium Hall"
          * You need to upload a design image in the system as well.
        2. Come to the Student Office to receive cables on the day you set up your billboard.
        3. Please complete the removal of your billboard within a designated period and return the cables to the Student Office.
      • Reservation period:
        ・Reservations can only be made from now until next week Sunday.
        ・Reservation availability can be viewed on "Facilities / Equipment Reservation System"
        ・If your club/circle wants to use signboard for promoting you events, your club/circle needs to complete an "Event Application" in the registration system first and get an approval from the Student Office.
Use the booths at the exit of the cafeteria
  • Registration System: "Facilities & equipment use"→"Cafeteria Booth usage application"
  • Reservation period:
    ・Reservations can only be made from now until next week Sunday.
    ・Reservation availability can be viewed on “Facilities / Equipment Reservation System
  • If your club/circle wants to use a booth for promoting you events, your club/circle needs to complete an "Event Application" in the registration system first and get an approval from the Student Office.
  • Rules
    • Eating is strictly prohibited.
    • Simply placing leaflets at an unstaffed booth is prohibited.
    • Remove all displays and clean after use.
    • Company or non-APU organization’s advertisement are not permitted.
    • Put all the equipment back in their original places.
    • Organizations that do not abide by the rules stated above will have their event canceled and will be prohibited from using the booths in the future.
Distribute leaflets
  • Content
    The leaflets with the following contents can be distributed:
    1. Events that received approval from the Student Office can make announcements and recruit those participants.
    2. Recruiting new members.
    3. ※ In case of above-mentioned ①, organizations promoting their events needs to receive permission to distribute leaflets after the Student Offices’ approval for their “Event Application” in the Registration system.
  • Provide the content of the event or introduction of the organization, organization’s name, and organization’s email address in both Japanese and English.
  • Receive permission from the Student Office before distributing leaflets. An approval stamp needs to be on all the leaflets. (Making copies of the original leaflet with the approval stamp is permissible.)
  • Promotional activities for businesses is not allowed
  • Organizations that distribute promotional material without the Student Office’s approval or do not follow the rules will be severely punished.
Use the atrium on the first floor in F Building In principle, not allowed. Limited use Only.
  • Student organizations are not allowed to use the space
  • The following items are examples of exceptions when permission may be granted.
    • At the premium organizations committee, implement a poster display event with other clubs and circles as a welcome event for the new students.
    • Academic presentation displays
    • Introducing events that the Type B: Selected project in the Event and Project Support System are organizing
  • Organizations that would like to use this space should first consult with the Student Office (No later than ten business days from the desired start date)
  • Even if permission to use this space is granted, if space are filled out with the university related usage, you may not be able to use the space.
Show promotional movies or presentation materials on the large screen in the cafeteria
  • Procedures
    1. Registration System: "Facilities & Equipment use"→"Application to use the large screen in the cafeteria"
    2. Bring movie or PowerPoint Presentation to the Student Office
  • Deadline: The approval for the content needs to be given by the Wednesday of the week before the desired week of broadcasting.
    ※ After applying, you need to make all the modifications that the Student Office requests. The modifications may take a long time to complete, therefore it is advised to apply as early as possible.
  • You can display PowerPoint slides or movies
  • As for movie, wmv is only acceptable format (MP4 format cannot be used) As for slides, pps is only acceptable format (other file extensions are not accepted).
  • The material needs to be in both Japanese and English (For movies, audio and subtitles can use the other language)
  • Please look up if any material used is copyrighted and then take the necessary measures (music, movies, photos, illustration, etc.)
Other
Activity Necessity of registration to the University Remarks
Make food and sell or give it away In principle, not allowed. Limited use Only.
  • Precautions
    • Selling or giving food away is not allowed in principle.
    • After applying, permission may be granted if the profits are being donated to areas affected by natural or other disasters. The profits cannot be used for student activities.
  • Procedures
    【Before the sale】
    1. Come to the Student Office for consultation.
    2. Submit the proposal to the Student Office
      Application system: “Activity Registration” → “Event application”
      The following items must be included.
      • Purpose, significance, date and time, amount of food being provided (number of portions).
      • Student ID number, name, and contact information of the “Hygiene manager” and “Sales and distribution manager (operations manager).”
      • Address how the profits will be used, the name of the organization that the profits will be donated to.
      • Safety measures (preventing and addressing food poisoning, fire, and other potential calamities)
    3. If the proposal is approved, the following needs to be completed three days before the start date.
      • (1) Receive an operating license from Oita Prefecture’s Eastern Public Health Center.
        Oita Prefecture’s Eastern Public Health Center website
        http://www.pref.oita.jp/soshiki/12080/koutu.html
        (Available in Japanese only)
        Take Kamenoi Bus #24 from APU and get off at the Beppu Sogochoshamae Bus Stop.
      • (2) Enroll in event insurance (event insurance can be purchased at Creotech, Building A, 2F)
      • (3) Submit a copy of (1) the operating license (the application form with the health center's stamp) and a copy of (2) the event insurance enrollment document.
        *Permission will be revoked if the above procedures are not completed.
    【Day of the sale】
    Make and sell food based on the proposal and the methods under which the operating license was granted from the Health Center.
    【After your activity】
    • Registration System:: “Report” → “Event Report”
    • Deadline:No later than ten business days after the sale is concluded
      The report needs to include the following items.
      • Amount of food sold (number of portions).
      • Financial report
      • Address how the profits was used, the name of the organization the profits was donated to (attach receipts).
      • Implementation of the safety strategies and the results
Sell goods on-campus In principle, not allowed. Limited use Only.
  • In principle, selling or distributing items for free is not allowed.
  • An activity may get approved only in cases in which the University considers the activity to have social significance by being held on campus and can also contribute to the campus community. Please consult with the Student Office.
Get sponsors, collect donations, and conduct fundraising activities (on and off-campus)
(1) Collecting donations and conducting fundraising activities
  • Note
    • Conducting fundraising activities on-campus is limited to the following
      1. Fundraising to help recovery efforts in areas affected by disasters
      2. Fundraising for organizations selected for the Event and Project Support System Type B: Selected Projects
      3. Others: Special Activities that are determined by the University to have sociological significance and can contribute to the APU community.
      ※ Each activity needs to receive permission from the Student Office.
  • Procedures
    【Before the activity】
    1. Come to the Student Office for consultation.
    2. Registration System: "Activity Registration"→"Event Application"
      The following items need to be included in the application
      • The student ID numbers, names, the telephone numbers of the person who is responsible for the finances and the two people who are in charge of the finances.
      • Method for managing and handling the collected money
      •  The organization that the money will be donated to and the reason why the organization was chosen.
      • Activity plan (Include specific dates)
      • Method and schedule of reporting the people who helped with the fundraising and gave donations
    3. If the fundraising activity is held off-campus, receive permission to use the area from land owners and police.
    【During the activity】
    • Every day after the fundraising or donation activity is finished, two members among the person who is responsible for the finances and/or the two people who are in charge of the finances need to come to the Student Office, count the money with a staff member, and enter the amount in the accounting books.
    【After the activity】
    • Send the donations to the organization (Within five business days after the activity concludes)
    • Report the people who donated or helped with fundraising (Within five business after the activity concludes)
    • Submit the report
      • Registration System: "Report"→"Event report"
        Deadline:Within ten business days after the activity concludes
        The following items must be included in the report
        • Financial reports (The daily and overall totals need to be calculated each day)
        • The organization who received the donations (Attach the remittance certificate or receipt)
(2) Receiving sponsorships
  • Organizations who are considering receive sponsorships are asked to come to the Student Office before the conversation with the corporation proceeds.
  • Selling goods or distributing free samples on-campus in exchange for a sponsorship is not allowed.
  • Holding an information session in exchange for a sponsorship is not allowed.
  • It is obligatory for organizations to send a report to the corporation when they receive a sponsorship.
  • The report that is sent to the sponsor also needs to be sent to the Student Office.
Receive university’s financial support
The University focus to support student organizations that implement their activities with the following focus:
  • Priorities for university support of student activities
    1. Activities that nurture multicultural receptivity (the ability to accept differences and collaborate with people with various backgrounds) to be an effective member of international society
    2. Activities that utilize academic knowledge from your studies at APU
    3. Activities that contribute to the world, local, or APU community
    4. Activities that nurture abilities to pursue activities chosen by themselves for achieving goals independently, and keep developing themselves autonomously by individually reflecting back on the activities they participated in to become professionals who can “change the world.”
    ① Premier clubs and ② Event and Project Support System Type B: Selected Projects that fulfill the abovementioned focus receive subsidies for their activities. Existing clubs and circles may also apply for ① and ②.
    Student organizations that had productive activities may also apply for the “APU Incentive Scholarship for Self-motivated Students” at the end of the year.
Use the lockers or storage units
  • Note
    • Personal belongings cannot be stored in the lockers or storage units.
    • Combustibles (including paints, etc.) and perishables cannot be stored in the lockers or storage units.
  • Application procedures
    1. IInformation and applications for using a locker or storage unit for the following academic year are available to all clubs and circles every year in March.
    2. A. Organizations that pass the continuation screening:
      Continuing organizations can continue using the same locker or storage unit. Newly formed organizations will be given instructions on how to use the lockers and storage units.
      B. Organizations that do not pass the continuation screening:
      Organizations that do not pass the continuation screening need to clean and vacate the locker or storage unit that they used by the designated date. If the locker or storage unit is not cleaned and cleared by the designated date, all remaining items will be discarded.
    3. After April, organizations can apply and may be able to use any lockers or storage units if those are available.
      Application system: "Facilities & Equipment use"→ ""Application to use storage unit and lockers".;
Use a vehicle to carry luggage
  • Note
    • Using a vehicle to carry luggage is not allowed in principle. The Student Office will give permission only in unavoidable circumstances.
    • Though permission is granted, two times or two vehicles at one time is the maximum per week for one organization.
    • Access will be granted only for the minimum amount of time to load and unload luggage.
  • Procedure
    • Come to the Student Office for a consultation
    • Students need to come to the Student Office and lodge an application for it three days before they would like to move luggage at the latest. If it is done by transportation carriers, the student may lodge an application on the day the luggage will be moved. (Immediate requests will not be granted)
Place to apply for insurance -
  • Organizations can apply for insurance from Creotech in Building A, 2F. Organizations can enroll in different types of insurance such as event insurance and travel insurance.
  • Please read the following information about sports insurance. Sports insurance needs to be applied for each year. The minimum number of people needed to apply for sports insurance is five people.
    Sports Anzen Kyokai Foundation: http://www.sportsanzen.org/ (Available in Japanese only)
  • The University can pay for the advisor’s insurance fees after confirming the content. Please consult with the Student Office beforehand.
Login errors or forgotten ID and password for the systems
The organizations that cannot log into the "Facility and Equipment reservation system" or the "activity Registration System", need to enter necessary information from the website below.
https://survey2.apu.ac.jp/limesurvey/index.php/444825?lang=en
Book campus facilities on a regular basis
  • Your organization can use campus facilities regularly, and booking is required on a quarterly basis (There are some restrictions and limits for use)
    ※ Regular use is not available for Millennium Hall, Event Space1, Presentation Space, and Wave.
  • The organizations that wish to use the facility regularly need to complete a set procedure and then attend the Facilities Reservation Meeting for regular use. Please check the information in the “Notice” on the Student Office website or “News Box” in the Registration System.
    ※As for the regular use of classrooms, you can apply for it with the usual classroom use application
Book campus facilities more than 2 weeks in advance for our organization’s event
  • You need to register your organization’s event via “Registration System” and get it approved by the Student Office (Refer to: Hold an event or special activity)
  • The organizations that wish to book the facility more than 2 weeks in advance need to complete a set procedure and then attend the Facilities Reservation Meeting for regular use. Please check the information in the “Notice” on the Student Office website or “News Box” in the Registration System.
  • At the Facilities Reservation Meeting for regular use, your organization may be required to explain the details of your event so as to make sure your event is approved by the Student Office officially.
    ※As for the use of classrooms, you can apply for it with the usual classroom use application. However, since professors’ classes have priority, it may take a while to confirm booking for student organizations.

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