【Important】 AY2024Re-registration for Clubs and Circles & Application Information for the New Subsidy System for Student Organizations

To all clubs and circles:

All clubs and circles registered with the University that intend to continue their activities -- including ones that registered for the first time in 2023 Fall Semester -- must submit applications to re-register for the 2024 academic year. Please apply after carefully reading the following information.

< Video of the Re-registration Guidance for Clubs & Circles and Information on the New Subsidy System for Student Organizations >
Various changes have been made to the procedures compared to last year. Please watch the guidance video from the link below if you were unable to participate in the guidance session. Please contact the Student Office if you still have questions after watching the video.
https://www.facebook.com/profile.php?id=100063725103543

１．Re-registration Application Procedures

＜Application Period and Interviews＞
Method: Submit the designated application form on the Activity Registration System (Wawa Office).A follow-up interview may be required depending on the application content.
Application Period: Thursday, December 14, 2023 ~ Friday, January 12, 2024(Submit by 10:00)
Clubs/circles that need to revise their application and/or require an interview will be notified on Thursday, January 25, 2024 at 17:30.
(This notice will only be sent to clubs/circles that must revise their application or require an interview. The notice will be sent via Wawa Office.)
Revision Period and Interviews: Thursday, January 25, 2024 ~ Thursday, February 8, 2024
Results Announced: Wednesday, March 13, 2024

＜Application Method＞

1. Update your club/circle’s member list in the online Activity Registration System.
   Registration System： "Change of registered information"→ "Member list"
2. Submit your application for continuing your club/circle activities in the online Activity Registration System.
   Registration System： "Change of registered information"→ " Application for Continuing Club/Circle Activities "
   ※As for the accounting report section in the "Application for Continuing Club/Circle Activities ", if your club/circle did not have any financial activity (i.e. your club/circle did not collect any money from members), write 0 in the expenditure and revenue sections.
   ※Please be careful when filling out the accounting report section as there are many clubs/circles that have to revise this section every year due to missing or incomplete information, expenditure and revenue figures don’t match, etc.
3. After submitting your application, if the contents of your application are insufficient, your application status will be shown as “dismissed” on the online system.
   Please confirm the status of your application on the Activity Registration System sometime after 17:30, on Thursday, January 25, 2024 until Wednesday of the following week at the absolute latest.
   ※ If your application is “dismissed,” check the Student Office’s comments in the comment section below the application form, revise your application accordingly, and apply again. If your club/circle is required to have an interview, follow the instructions written in the comment section.
   ※ When resubmitting an application, please click the "Application status" icon on the top of the screen and then select "Takeover application" on the left side of the screen. Selecting the previously submitted application will show all the content of the previous application on the screen. Please make sure to add or correct the content as indicated in the instructions provided and resubmit the application.

• ◆Please refer to the following link for information on the online Activity Registration System.
  https://www.apu.ac.jp/studentsupport/extracurricular/club_circle/register/

＜Notes＞

• No applications will be accepted after the deadline for any reason. Clubs and circles that did not apply by the deadline will be regarded as discontinuing their club/circle activities for AY2024.
• It takes time to fill out all the information in the application, and there is information that the leaders need to collect from other members. It is possible to save drafts of your application online. Begin filling the application out as early as possible.
• If you do not update your club/circle’s member list, members not on the list will not be able to borrow keys for facilities or equipment, your club/circle will not receive important notices from the Student Office, in addition to negatively affecting your organization in other ways.
• Organizations may not be permitted to re-register for the upcoming year if any false information or discrepancies concerning your activities is found in your application documents.
• Please note that organizations that do not pass their re-registration screening may reapply as a new organization during the application period for new organizations in April, however, the screening for these organizations will be very strict.

２．Extracurricular Activity Support Subsidies for Clubs & Circles

A new subsidy system to support club and circle activities will be introduced from AY2024. Please click here for the subsidy application guidelines. Please read the application guidelines carefully before applying.