Establishing a New Organization

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Procedure to Establish New Student Organization

Submission of Application ⇒ (screening)⇒ the Result will be announced on the Campus Terminal

Student who want to form organizations, please read the link below.

basic principles and cautions for student organizations

AY2024 New Student Organization Registration Schedule

	Spring Semester	Fall Semester
Application for New Registration Submission of documents	Mon. April 8– Mon. April 22 until 16:30 pm	Scheduled for October
Document Inquiry Period ※Note 1	Mon. April 23– Fri. April 26	Scheduled for October
Announcement of Temporarily Registered Organizations	Wed. May 8	Scheduled for November
Guidance for New Organizations (IPS 2) ※Note 2	Wed. May 15 from 4th period	Scheduled for November

※Note 1: Outreach and Research Office staff will contact applicants with questions concerning the submitted application documents during this period. Please be sure to check your APU email account daily and respond promptly. Staff may also call applicants directly.
※Note 2: Temporarily registered organizations that do not attend the “Guidance for New Organizations” will have their registration status revoked.

New Student Organization Registration

We will accept the registration of student organizations according to the following guidelines. Please read the guidelines carefully. The purpose of having two application periods during the year (in the Spring and the Fall) is so students may take time in planning their activities, activity policies, contents, and schedule, as continuity of the organization is seen as an important criteria in the screening.

1. Please make sure to follow the Basic Principles and Cautions for Student Organizations, as well as the below guidelines and rules.

1) What are the important criteria to be recognized as a new organization?
The following are some important points. Please take these into consideration when preparing the application documents. 1. The significance and reason for registering the organization at APU (Why should the organization be registered at APU?) 2. The clarity of the organization’s purpose 3. The specificity of the organization’s activities 4. The organization’s ability to plan activities in an organized manner. 5. Whether the organization’s continuity for securing members has been accounted for. 6. *Sports related organizations should ensure and be able to show that safety is accounted for.
2)Benefits of a registered organization
1. sage of University facilities and equipment Registered organizations are able to use equipment and facilities managed by Outreach and Research Office, as well as classrooms in Building F. 2. Promotions Registered organizations are permitted to distribute flyers and put up posters on bulletin boards on campus.

1) What are the important criteria to be recognized as a new organization?

The following are some important points. Please take these into consideration when preparing the application documents.

1. The significance and reason for registering the organization at APU
(Why should the organization be registered at APU?)
2. The clarity of the organization’s purpose
3. The specificity of the organization’s activities
4. The organization’s ability to plan activities in an organized manner.
5. Whether the organization’s continuity for securing members has been accounted for.
6. *Sports related organizations should ensure and be able to show that safety is accounted for.

2)Benefits of a registered organization

1. sage of University facilities and equipment
Registered organizations are able to use equipment and facilities managed by Outreach and Research Office, as well as classrooms in Building F.
2. Promotions
Registered organizations are permitted to distribute flyers and put up posters on bulletin boards on campus.

2. Evaluation ＜Document Evaluation＞

Content
The two documents to submit Application period: Spring Semester / Mon. April 8 - Mon. April 22 until 16:30 pm Fall Semester / Scheduled for October 1. Form01 Application for Forming a Student Organization(Excel) Please write accurately and in detail. 2. Form22 Member List(Excel) - You need at least Five members in order to register a club or organization. - Core members( The position of Representative, Deputy Representative, Accountant, System Administrator) must be held by current APU undergraduate students. - Student cannot be a core member of more than one organization. - Names should be written in the same way they appear on the student ID card. - Student ID number must be included. - The executive positions (Representative, Deputy Representative, Accountant, and System Administrator) must provide their APU email addresses. Your documents will not be evaluated if any part is incomplete. Download the forms from the links above. How to Submit 1. Submit documents from the website below https://cw.apu.ac.jp/campusweb/SVA40D0.html?key=LNG20230912092406845508573 2. If you are successful in submitting your documents, the screen saying "Your document has been sent. You need to email to the Outreach and Research Office stueca@apu.ac.jp to confirm the submission of your documents. If you do not send confirmation by email your document submission process will not be completed. " will come up. 3. Email to the Outreach and Research Office stueca@apu.ac.jp so as to confirm your document submission. In the email, please report which documents you have submitted online. 4. After receiving your email, the Outreach and Research Office will send you a confirmation email. Notes ★ If the information about your activities is not detailed enough, it will be ineligible for evaluation. ★ Submission date and time must be strickly observed. Absolutely no applications will be accepted after the deadline.

Content

The two documents to submit

Application period:

Spring Semester / Mon. April 8 - Mon. April 22 until 16:30 pm

Fall Semester / Scheduled for October

1.
Form01 Application for Forming a Student Organization(Excel)
- *Please write accurately and in detail.
2.
Form22 Member List(Excel)
- - You need at least Five members in order to register a club or organization.
- - Core members( The position of Representative, Deputy Representative, Accountant, System Administrator) must be held by current APU undergraduate students.
- - Student cannot be a core member of more than one organization.
- - Names should be written in the same way they appear on the student ID card.
- - Student ID number must be included.
- - The executive positions (Representative, Deputy Representative, Accountant, and System Administrator) must provide their APU email addresses.

* Your documents will not be evaluated if any part is incomplete. Download the forms from the links above.

How to Submit

1.
Submit documents from the website below
https://cw.apu.ac.jp/campusweb/SVA40D0.html?key=LNG20230912092406845508573
2.
If you are successful in submitting your documents, the screen saying
"Your document has been sent. You need to email to the Outreach and Research Office stueca@apu.ac.jp to confirm the submission of your documents. If you do not send confirmation by email
your document submission process will not be completed. "
will come up.
3.
Email to the Outreach and Research Office stueca@apu.ac.jp so as to confirm your document submission.
In the email, please report which documents you have submitted online.
4.
After receiving your email, the Outreach and Research Office will send you a confirmation email.

Notes

★
If the information about your activities is not detailed enough, it will be ineligible for evaluation.
★
Submission date and time must be strickly observed. Absolutely no applications will be accepted after the deadline.

3．Results

Representatives and Deputy Representatives of organizations that passed the screening will notified via Action Required on Campus Terminal.

４．Guidance for new organizations

This guidance covers the schedule for the year and support information.
The office will contact you after the schedule and place of the guidance is decided. Representatives and Deputy Representatives should check the Action Required on Campus Terminal.

Outreach and Research Office
stueca@apu.ac.jp