▼ Excursion&Training Camps Subsidies
▼ Planning Events
▼ Absences Authorized by the University
▼ Using Facilities and Equipment
▼ Applying for Off-Campus Visitors
Excursion&Training Camps Subsidies
Are only students competing in the tournament eligible for subsidies?
Submit a list of competitors which you have submitted to the Student Association. Managers or other people not competing are not eligible for subsidies.
Is a rental car eligible for subsidies?
As a rule, “JR lines shall be used as the basis for assessing transportation expenses for the return journey as well.” There is a great risks for students to drive a car. Therefore, renting a car is not eligible for subsidies.
Is chartering a bus eligible for subsidies?
As a rule, “JR lines shall be used as the basis for assessing transportation expenses for the return journey as well.” However, “other forms of transportation may be used if there is marked loss of time or traveling expenses with JR lines.” Take into consideration the above points and submit your reasons for using other transportation on an A4 sized piece of paper.
If your application is accepted, fees for chartering the bus will be subsidized. Parking fees will not be subsidized.
When applying for a subsidy for long term events such as a championship series, when should I apply?
Submit required documents at least 10 working days before the beginning of your tournament. Attach the overall schedule of the tournament. Submit required documents within 10 days after the last game of the tournament.
Can Concert, Non-Sport Competition, and Conference related organizations apply for budget request?
If the concert or competition is sponsored by an official student association, it is eligible to be subsidized.If the event, such as concert hold outside the campus, is planed by student groups, it is eligible to be subsidized.
If an organization is attending a conference as observers, and not presenting, subsidies are not available. However, if an academic conference is sponsored by an official student association, and the group participates as a presenter, it is eligible to be subsidized as would be a "competition/game".
Does traveling to take a test for a license or grade qualify for subsidies?
This does not qualify. Such licenses and grades qualify as a personal achievement, not a group achievement.
Does the cost of lodging at the Seminar House qualify?
This does not qualify. Lodging costs 2,000 yen per person normally, and is already discounted 500 yen.
If a trip takes place during a vacation, and members are not in Beppu, do transportation costs from other locations to the location of the excursion get subsidized?
"As a rule, the starting and return points of the excursions shall be the university, a JR station, or a bus stop in Beppu." Only students departing from and returning to Beppu will be eligible.
If we take a trip but do not apply for subsidies, do we still have to report to the office?
The University must keep track of the movements of student organizations for the purposes of insurance (gakkennsai) and responding to emergencies. Submit a "Off Campus Activities Proposal" "Camp Schedule" and "Member List".
In order to participate in the prefectural tournament our group has to register in the prefectural, West Japan, and national Student Associations. How much can be subsidized?
When registering for multiple Student Associations, subsidies will be calculated from the total amount, with a maximum of 30,000 yen.
Is insurance such as insurance required for tournaments, eligible for subsidies?
Subsidies will be granted according to regulations. Insurance is not subsidized.
We have to register for a sports association or league at each tournament we attend. Which organizations are eligible for subsidies?
Only one sports association or league from your first tournament of the academic year is eligible for subsidies.
We plan on doing an event off campus. Can we apply for both the Excursion Subsidy and the Subsidy for holding an Event Subsidy?
Choose to apply to one or the other, not both.
We are inviting guests to our event. We would like to provide drinks and snacks. Is that included in the instructor's remuneration?
Those costs are not included. The instructor's remuneration includes gratuities, travel and lodging expenses. Food also will not subsidized for your event.
We wish to give our instructor a gratuity. What procedures should we follow?
When applying for a gratuity for your instructor, submit a "Request for Disbursement of Extracurricular Activity Subsidies" and after review the funds will be transferred into the organization's account. Because of this, such fees must be paid in a lump sum to your instructor.
Absences Authorized by the University
Is the Oita Prefectural tournament eligible for subsidies?
The universities policy for Absences Authorized by the University is to accept "international competitions or national competitions, and the levels of competition that connect to that, including local and prefectural tournaments as long as these tournaments can lead to a higher level of competition." For example, if you participate in an Oita tournament, that can qualify you for a Kyushu tournament, and then qualify for a National Tournament, these tournaments are eligible for subsidies.
Submit a tournament pamphlet, and the purpose of your group on an A4 piece of paper to the office and you will be interviewed.
In our activity, there is no national level tournament. Can a Western Japan tournament be subsidized?
The universities policy for Absences Authorized by the University is to accept "international competitions or national competitions, and the levels of competition that connect to that, including local and prefectural tournaments as long as these tournaments can lead to a higher level of competition."
Submit your case and the meaning it has for your organization on an A4 sized letter and a tournament pamphlet to the office for review. The office will then consider if you are eligible.
There is no pamphlet for this tournament.
Have the student league send an official document. A copy of the poster may also be acceptable.
I am applying before class registration, so how should I apply?
Come apply at the Student office immediately after registration.
What should we do if the trip is scheduled during the course registration correction period?
Prepare a course confirmation of your current classes. Alert the office of any changes before departure.
What should we do if the scheduled absences are during exams?
Be certain to consult your professor beforehand. If you know your scheduled absence is during exams, consult the staff in charge of extracurricular activities. If the Dean of Academic Affairs accepts your request, we will inform you. You must then submit an Application for Make Up Examination at the academic office, and pay a fee of 1,000 yen per exam. (!)Always consult with your professor before being absent. Always check if there is a report or exam.
Using Facilities and Equipment
There is another organization reserving a facility, but after consulting with a representative of that organization, they said it would be fine for us to use the facility. Is it okay?
Have the other organization come to the Student office and submit a cancellation. After receiving that we will accept your reservation.
We would like to share a facility with another group, such as the multi-purpose ground.
Bring a letter of permission from the group that has reserved the facility, on A4 paper or a print out of an e-mail, and fill out a reservation slip.
We want to practice in Millennium Hall
Basically Millennium hall is not for practice. Policy states Millennium Hall is "for events that where more than 300 persons are expected to be in attendance." Note that control room is only available to groups that have taken the guidance session.
Applying for Off-Campus Visitors
Is it necessary to apply for APU graduates when they visit?
We must contact the front gate and the gymnasium. Fill out form 18 Notification of an External Organization's Visit to APU and submit it to the Student Support Center at least 3 days beforehand.
Is it necessary to apply when doing a mixed practice with another university?
We must contact the front gate and the gymnasium. Fill out form 18 Notification of an External Organization's Visit to APU and submit it to the APUCircles folder at least 3 days beforehand. If this will occur over the long term, fill in the period and schedule of mixed practices in the purpose section.
We want to advertise our event on the Campus Terminal
The Campus Terminal is a tool used by staff and professors to communicate with students. Because of this students are prohibited from using it.
The person whoes name is on our bank account is leaving the organization. We are applying for a subsidy. Should we put the new person's name on the application?
It takes a few days to transfer funds after a Request for Disbursement of Extracurricular Activity Subsidies has been submitted. (The university has a payment schedule.) Make certain that the name registered with us, the account name on your application and the name on your bank book are consistent on the day that the funds are disbursed.
Change the name on your account and register it with the university (master account registration) at the same time that you submit your Pre-Application for Extracurricular Activity Subsidies.
Even if your group does not apply for subsidies, keep the university updated on your account information when the member who's name is registered on the account is absent due to overseas study, graduates or otherwise leaves your organization.