Forms for Club/Circle Activities and Registration Information

• Registration System： "Change of registered information"→"Notification of organization's New Name"
• Deadline：As needed

• 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.

• Reservation method

  Reservation method will vary depending on each facility and equipment.

  • ①

    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

  • ②

    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.

• You can reserve classrooms through the Facility Reservation System.
  https://apu-frs.apu.ac.jp/ss/login
• A group ID and password are required to make reservations.

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.

• 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.

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 Outreach and Research 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.

• 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 Outreach and Research Office.

• 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.

• 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.

• 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.

• 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.

• (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.

• 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）”.

• 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.
• Please read the user guide (Use of APU Seminar House (pdf))carefully and follow the rules

• 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.

• 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.

• 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

  • 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 (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.

• (1)

  Common items

  • Promotional content

    The following are items that may be displayed

    • ① 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）
    • 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 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.

• 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.

• Content
  The leaflets with the following contents can be distributed:

  • ① Events that received approval from the Outreach and Research Office can make announcements and recruit those participants.
  • ② 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.

• 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.

• Procedures

  • ① Registration System： "Facilities & Equipment use"→"Application to use the large screen in the cafeteria"
  • ② 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.)

• 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 Outreach and Research Office for consultation.

  • ②

    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)
  • 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 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

• 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.

• (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 Outreach and Research Office.

  • Procedures

    【Before the activity】

    • ①

      Come to the Outreach and Research 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 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.

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.”

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.

• 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".;

• 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)

• 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.

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