Ritsumeikan Asia Pacific University

• 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”.

• Registration System： "Change of registered information"　→　"Member list"
• Deadline：As needed

• Member list needs 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 so 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 Student 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 and Equipment Booking System"
   → Facility and equipment for student activity. Please refer to the following link for the details.
   http://reservation.apu.ac.jp/(S(otuqp545wthxwvjgf53ojn45))/Wg_ModeSelect.aspx
2. Facility and equipment that can be reserved with "Registration System"
   → Classroom, PR facility, Student Council Room
3. Facility and equipment that is required to submit a letter of special request (free format)
   → Wave, Area around the fountain, Lawn area at the back of the library, Convention Hall, H202, Event Tent
   ※ The reason why your club/circle needs to use the abovementioned facility and equipment, date and time of the use (inducing preparation and rehearsal time), method of the use, safety precautions, any other details that are required to be noted (see each section for the details).
4. Other method
   Seminar House in AP House, Millennium Hall

Clean up day
Clubs/circles that used the University’s facility and equipment need to participate in the clean-up day at the end of each semester. The Student 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.

• Registration System： "Facilities & equipment use"→"Classroom reservation"
• After your "Event application" is approved, submit plus,
  "Special Request (Free Form)"" to the Student Office.
• Deadline： 4 business days before your use.

• You cannot choose specific rooms（If you have a preference, please write it in the “Note” section”
• When the rooms are available for your club/circle, the Student Office will approve your application in the Registration System. After that, please come to check your club/circle box in the Student Office to see which classroom you can use.

• Registration System： "Activity Registration"→"Special Request (Free Form)"" to the Student Office
• Deadline：10 business days before your use.

• You cannot use this room without attendance of an APU faculty member. In the "Special Request (Free Form)", please specify which faculty member will attend your event.

• Registration System： "Activity Registration" → "Special request”
  Please submit "Special Request (Free Form)" to the Student Office
• Deadline： 10 business days before your use.

• There will be screening for your application. 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.
• The clubs/circles that got a permission to use the Millennium Hall will receive an information on the Guidance on use of Millennium Hall. Without attending the guidance, your club/circle cannot use the Hall.

1. Organizations need to come the Student 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.

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.

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：
  "Activity Registration"　→　“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 Student Office.
  

• Booking： Book "Presentation Space" via the "Facility & Equipment 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 Student Office.

• Registration System： Ｓubmit "Special Request (Free Form)"" to the Student Office
• Deadline： 10 business days before your use.

• Making any sound or noises during class time is strictly prohibited. If your organization make any sound or noises during your event, preparation time, or rehearsal, you need to stop your event immediately. The Student Office will strictly act accordingly after this.
• Make sure to put the date of the remarshal and the rainy day plan in the "Special Request (Free Form)"
• After approval in the “Registration System”, the Student Office will make an reservation on "Facility and Equipment Reservation System". Your reservation at this stage is “Provisional booking”. After the Student Office confirmed that your organization seems to be able to persuade the event over keeping the University’s rules, then the Office will change the status to the “Booked”
• After using, remove all displays and clean

(1) Do performances or parade around the fountain.

• Registration System： "Special Request (Free Form)"" to the Student Office.
• Deadline： 10 business 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. The Student Office will strictly act accordingly after this.
• Make sure to put the date of the remarshal and the rainy day plan in the "Special Request (Free Form)"
• After approval in the “Registration System”, the Student Office will make an reservation on "Facility and Equipment Reservation System". Your reservation at this stage is “Provisional booking”. After the Student Office confirmed that your club/circle seems to be able to persuade the event over keeping the University’s rules, then the Office will change the status to the “Booked”
• Make sure not to interrupt pedestrians. Make sure to pay best attention to the safety and take enough a space between audience and performers.
• After using, remove all displays and clean

(2) Set up decorations or displays around the fountain.

• Registration System：Ｓubmit "Special Request (Free Form)"" to the Student Office.
• Deadline：10 business 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.
• Organizations must include in their “Special request (Free Form)” please include dates and times their displays and decorations can be tested. (The test must be conducted no later than five days before the date of desired use. Please include multiple dates and times.) The faculty members needs to be present. Displays and decorations that do not receive permission cannot be used.
• After the event is approved, the Student Office will make a reservation on the “Reservation system.” Temporary reservations will initially be made. If the organization follows all of the rules, the reservation status will change from a temporary reservation to an official reservation.
• Please remove equipment and decorations immediately after the event concludes.

• Registration System： Submit "Special Request (Free Form)"" to the Student Office.
• Deadline： 10 business days before your use.

• Need to be quiet when classes are in session. If even the slightest bit of disturbance can be heard when organizations are preparing, rehearsing, or doing their event while classes are in session, the event will be immediately stopped and the organization will be severely punished.
• Organizations must include on their “Special request （Free Format）” their plan for poor weather conditions and the day and time of their rehearsals
• After the event is approved, the Student Office will make a reservation on the “Reservation system.” Temporary reservations will initially be made. If the organization follows all the rules, the reservation status will change from a temporary reservation to an official reservation.
• Please remove equipment and decorations immediately after the event concludes.
• Please do not obstruct the path of the people who are passing by. Please be safety conscious

• Registration System： After your "Event Application" is approved, submit "Special Request (Free Form)" to the Student Office.
• Deadline： 10 business days 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： Submit the following forms to the Central Security Office (1F, A building)
• "Use of APU Seminar House Request Form (Word) (seminar form 01)"
  "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

• Registration System： Submit "Special Request (Free Form)" to the Student Office.
• Deadline： 10 business days before your use.

• On the “Special request (Free Format),” organizations need to include several days that they can attend the workshop to learn how to setup a tent as well as the number of sandbags they will need. Twelve sandbags are required per tent.

• Promotional activity rules
  * Get permission from the Student Office to post notices and post them in the designated locations. Information on designated locations can be received from the Student 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 (FAFA, Facebook, posters promoting extracurricular information)
    ・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.

• Promotional activity rules
• * Get permission from the Student Office to post notices and post them in the designated locations. Information on designated locations can be received from the Student 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 (FAFA, Facebook, posters promoting extracurricular information)
• ・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

• 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 Student 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:

• Events that received approval from the Student 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 Student Offices’ approval
・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 Student 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 Student Office’s approval or do not follow the rules will be severely punished.

• Student organizations are not allowed to use the space
• The following items are examples of exceptions when permission may be granted.
• At the premium organizations committee, implement a poster display event with other clubs and circles as a welcome event for the new students.
• 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 Student Office (No later than ten business days 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
  
  • Registration System： "Facilities & Equipment use"→"Application to use the large screen in the cafeteria"
  • Bring movie or PowerPoint Presentation to the Student 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 Student 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】
  • Come to the Student Office for consultation.
  • Submit the proposal to the Student 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 (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 ten business days after the sale is concluded
  • The report needs to include the following items.
    • 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 Student Office.

(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 Student Office.
• Procedures
  【Before the activity】
  • Come to the Student 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 Student 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 Student Office before the conversation with the corporation proceeds.
• Organizations who are considering receive sponsorships are asked to come to the Student Office before the conversation with the corporation proceeds.
• 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 Student Office.

The University focus to support multicultural 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.”
• Multicultural week organization that fulfill the abovementioned focus receive subsidies up to 70,000JPY for their activities.

• 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
  • 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 Student 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 Student Office for a consultation
  • Students need to come to the Student 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)

• Your organization can use campus facilities regularly, and booking is required on a quarterly basis (There are some restrictions and limits for use)
  ※ Regular use is not available for Millennium Hall, Event Space1, Presentation Space, and Wave.
• The organizations that wish to use the facility regularly need to complete a set procedure and then attend the Facilities Reservation Meeting for regular use. Please check the information in the “Notice” on the Student Office website or “News Box” in the Registration System.
  ※As for the regular use of classrooms, you can apply for it with the usual classroom use application

• The organizations that wish to book the facility more than 2 weeks in advance need to complete a set procedure and then attend the Facilities Reservation Meeting for regular use. Please check the information in the “Notice” on the Student Office website or “News Box” in the Registration System.
• At the Facilities Reservation Meeting for regular use, your organization may be required to explain the details of your event so as to make sure your event is approved by the Student Office officially.
  ※As for the use of classrooms, you can apply for it with the usual classroom use application. However, since professors’ classes have priority, it may take a while to confirm booking for student organizations.