1. Extracurricular Activities
  2. Club/Circle Activities

Forms for Club/Circle Activities and Registration Information

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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 the Outreach and Research Office Instagram and Facebook page, the Student Activity Guide 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. By informing many people about your activities, you will be able to promote your organization and increase your fan base.
  • 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

Please refer to the “Registered Activity” section and 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: 2 weeks 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: 2 weeks 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: 1 week 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:2 week after the event date
Hold an activity overseas  

【Before your activity】

【After your activity】

  • Registration System: "Report"→"Event Report"
  • Deadline:10 business days after the event date
Have your club/circle’s advisor  
  • Registration System: "Advisos"→"Student Organization Advisor Request"
  • Deadline: As needed.
  • 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 Outreach and Research 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.

    • Facility and equipment that can be reserved with "Facility Reservation System"

      Facility and equipment for student activity. Please refer to the following link for the details.
      https://apu-frs.apu.ac.jp/ss/login

    • Facility and equipment that can be reserved with "Registration System"

      PR facility

  • 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 Outreach and Research 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 ×  

Booking for H202 and J201

  • Registration System: "Activity Registration"→"Event application" plus,
    "Special Request (Free Form)"" to the Outreach and Research Office
  • Deadline:2 weeks before your use.
  • Students cannot use classrooms H202 and J201 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  
  • Deadline: 30 days before your use.
  • 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.
  • Clubs/circles that receive permission to use the Millennium Hall will be notified in the comment section of the Wawa Office Event Application about the Guidance on use of the Millennium Hall. Without attending the guidance, your club/circle cannot 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

  • Organizations need to come the Outreach and Research Office for consultation.
  • Only organizations that receive permission may use the Atelier.
  • Organizations need to submit a written pledge and cleaning plan for the use of the Atelier.

When using the Atelier

  • During an event, keep the Atelier clean. After the event is finished, the Atelier must be cleaned and straightened up.
  • Organizations who received permission to use the Atelier must not willfully allow other organizations who have not received permission to use the Atelier.
  • After cleaning the Atelier, please take a photograph and attach it to the written report. Please turn the written report into the University.
  • Eating in or around the Atelier is prohibited.
  • In order to prevent heat stroke, the consumption of beverages is allowed.
  • 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.
  • 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.
  • All cutting of lumber, hammering of nails, gluing, and other manufacturing processes must be done in the Atelier.
  • 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.
  • 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.

  • 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.
  • 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:

    • "Activity Registration"→"Event Application"
    • "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 Outreach and Research Office.
Use the Presentation Space
(2F, Student Union II, the atrium space above the COOP shop)
 
  • Booking: Book "Presentation Space" via the "Facility Reservation 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 Outreach and Research Office.
Use the Green Commons center stage  
  • Reservation System: “Activity Registration”→ Please write down your preferred venue and submit “Event Application”.
  • Deadline: 30 days before your use.
  • After reviewing the details of the proposal, a decision will be made as to whether or not the Green Commons center stage can be used. After approval, reservations will be made by the Outreach and Research Office.
  • When reserving the Green Commons center stage, please also reserve J104.
  • Sound equipment should be reserved through the Facility Reservation System.
  • If you will use a monitor, please move the monitor in front of J104.
  • Please take measures to ensure that people passing by do not get caught in the cords when using electricity.
  • Please return the small movable stage to its original position after use.
Use the Satoyama Gallery in Green Commons  
  • Reservation System: “Activity Registration”→ Please write down your preferred venue and submit “Event Application”.
  • Deadline: 30 days before your use.
  • After reviewing the details of the proposal, a decision will be made as to whether or not the Green Commons center stage can be used. After approval, reservations will be made by the Outreach and Research Office.
  • Making any sound or noises in the Gallery is prohibited.
Use the Wave (outside stage)  
  • Registration System: “Activity Registration”→”Event Application”
    After your “Event Application” is approved, submit the “Application to use the Wave/Fountain area”
  • Deadline: 30 days before your use.
  • Make sure to put the date of rehearsal and your plan in case of rain in the “Event Application”
  • Please be sure to make a tentative reservation in advance through the Facility Reservation System. Long rehearsal times may not be permitted or may need to be rescheduled.
  • The usage time includes preparation and clean-up time. Please refrain from exceeding the allotted time, as this could result in not being able to use the facility in the future.
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 the “Application to use the Wave/Fountain area”
    • Deadline: 30 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. Strict disciplinary measures will be taken for any further activities.
    • Make sure to put the date of rehearsal and your plan in case of rain in the “Event Application”
    • Please be sure to make a tentative reservation in advance through the Facility Reservation System. Long rehearsal times may not be permitted or may need to be rescheduled.
    • Make sure not to interrupt pedestrians. Make sure to take safety precautions and have enough space between the audience and performers.
    • The usage time includes preparation and clean-up time. Please refrain from exceeding the allotted time, as this could result in not being able to use the facility in the future.
  • (2)

    Set up decorations or displays around the fountain.

    • Registration System: “Activity Registration”→ “Event Application”
      After your “Event Application” is approved, submit the “Application to use the Wave/Fountain area”
    • Deadline: 30 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.
    • Please remove equipment and decorations immediately after the event concludes.
    • Organizations must include the dates and times their displays and decorations can be tested in their “Application to use the Wave/fountain area. (The test must be conducted no later than one week before the date of desired use. Please include multiples dates and times.) A staff member needs to be present. Displays and decorations that do not receive permission cannot be used.
    • Please be sure to make a tentative reservation in advance through the Facility Reservation System. Long rehearsal times may not be permitted or may need to be rescheduled.
Use the Convention Hall  
  • Registration System: "Activity Registration"→"Event Application"
    After your "Event Application" is approved, submit "Special Request (Free Form)" to the Outreach and Research Office.
  • Deadline: 2 weeks 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 with both the Outreach and Research Office and the AP House Office.
  • Registration System: "Activity Registration"→"Event Application"
  • After approval, submit the following forms to the Central Cecurity Office (1F, A building)
  • Deadline: 10 business days before your use.
  • Please read the user guide (Use of APU Seminar House (pdf))carefully and follow the rules
Use the big tent for the event ×  
  • Please reserve a tent for use in the gymnasium, which can be borrowed through the Facility Reservation System.
  • Please be sure to fill the tank for weights with water and use it in place of weights.
  • Do not use the tent if there is a high wind warning or higher. Even if the equipment malfunctions due to a natural phenomenon such as strong winds, you will be responsible for the cost of re-purchasing the equipment.
Use the Student Council Room In principle, only for the premier clubs.
  • Registration System: Please submit a “Special Request (Free Form)” stating the reason why you need to use the Student 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 Outreach and Research Office to post notices and post them in the designated locations. Information on designated locations can be received from the Outreach and Research 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

    • 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

    • 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 (Outreach and Research Office Instagram, Facebook page, posters promoting extracurricular information, and the Student Activity Guide)
      • 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

      • Organized events that received approval from the Outreach and Research Office can make announcements and recruit participants.
        (Period: Need to end Within five business days after the event finishes)
      • 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 Outreach and Research 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 Outreach and Research Office's approval or do not remove their materials within the designated period will be severely punished.
  • (2)

    The Outreach and Research 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 Outreach and Research 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 Outreach and Research 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:

    • Events that received approval from the Outreach and Research Office can make announcements and recruit those participants.
    • Recruiting new members.

    In case of above-mentioned ①, organizations promoting their events needs to receive permission to distribute leaflets after the Outreach and Research 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 Outreach and Research 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 Outreach and Research 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.
  • Registration System: Submit “Activity Registration”→ “Event Application”
  • The following items are examples when permission may be granted.

    • 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 Outreach and Research Office (No later than 2 weeks 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

    • Registration System: "Facilities & Equipment use"→"Application to use the large screen in the cafeteria"
    • Bring movie or PowerPoint Presentation to the Outreach and Research 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 Outreach and Research 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】

    • Come to the Outreach and Research Office for consultation.

    • Submit the proposal to the Outreach and Research 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)
    • 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 2 weeks after the sale is conducted

      • 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 Outreach and Research 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

        • Fundraising to help recovery efforts in areas affected by disasters
        • Fundraising for organizations selected for the Event and Project Support System Type B: Selected Projects
        • 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 Outreach and Research Office.

    • Procedures

      【Before the activity】

      • Come to the Outreach and Research Office for consultation.

      • 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
      • 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 Outreach and Research 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 Outreach and Research 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 Outreach and Research 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

    • 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
    • Activities that utilize academic knowledge from your studies at APU
    • Activities that contribute to the world, local, or APU community
    • 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.”

Event and Project Support System ① Type A (Autonomous Events) and ② Type B (Selected Project) which 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” in June.

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

    • 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.

    • 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.

    • 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 Outreach and Research 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 Outreach and Research Office for a consultation

    • Students need to come to the Outreach and Research 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 Outreach and Research Office beforehand.
Login errors or forgotten ID and password for the systems  

Contact the Outreach and Research Office. (stueca@apu.ac.jp)

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