Students and student organizations wishing to represent
the University must first obtain the President's written
permission. Without this written permission,
student must not claim to represent the University in
any circumstances, including correspondence with the
press or the public. Students and student
organizations are not allowed to use the university's
name or logo without proper authorization. If in
doubt, students are welcome to approach Student Affairs
Office.
Personal Accident Insurance Coverage
The PolyU has acquired Group Personal Accident
Insurance Policy for Students on an annual basis.
The said policy covers PolyU registered students
against accidental death and permanent total
disability as well as accidental medical expenses
arising from the activities organized by the
University or its student organizations.
Student organizations are advised to conduct risk
assessment of its student activities and take every
precautionary measure to ensure safety for
participants. Should there be any incidents, the
function chairperson should report to Student
Affairs Office and fill out the Accident/Incident
Report Form (HSE Form 2) within 72 hours of
the said incident.
Insurance Claim Form and the supporting
documents (including original medical receipts,
doctor’s referral, the Accident/Incident Report
endorsed by SAO) must be forwarded to Finance Office
within 90 days of the date of occurrence.
For further information about insurance claim
procedures and related documents, please contact
Student Affairs Office.
Safety Guidelines, Security & Fire Safety
Always observe the health and safety guidelines laid
down in the
University Health and Safety Guide. Activity
organizers should ensure that the delivery of
programme is safe for every participant.
Students are requested to follow current statutory
requirements to employ registered electrical workers
to carry out any fixed electrical wiring
installation and only those electrical appliances
(including the power plugs that are in full
compliance with the latest relevant regulations) are
allowed to be used.
Students will be responsible to provide proper
equipment/tools for the purpose of carrying out any
preparatory/decoration works on site. Prior to the
execution of works, student should make adequate
safety arrangements to avoid possible accidents.
Students who wish to play ball games and other
physical games must do so only on grounds and sports
facilities designated for such purposes.
For activities held on podium areas, student
organizations should be aware of the vehicular space
reserved on podium for access of fire engines in
case of emergency. Venue applicants should obtain a
floor plan of the emergency routes from FMO.
In general, students are responsible for the
security of their own personal property on campus.
The Facilities Management Office is responsible for
the security and fire protection within the campus.
Please report matters concerning loss of property,
security and fire safety on campus to the Campus
Security Control Centre at Room P111, which is open
24 hours a day. For emergency, please dial 2766 7999
or 2330 9092; for general enquiry, please dial 2766
7666.
Large-scale Events on Podium
No matter you are running an in-house event or a
joint-function in association with external parties,
you have to ensure that at least 50% of the
participants are PolyU students and staff.
you are advised to inform Facilities Management
Office (FMO) and SAO of the activity background,
programme rundown, floor plan of event venue,
sponsor list and information of guests invited.
There should not be any excessive noise at any time
in any university venue where such noise could cause
disturbance to others, in particulars,
teaching/exams activities.
A production meeting with FMO and SAO is highly
recommended so as to facilitate the provision of
support or facilities, as well as to address the
issues on crowd control, noise control and
security/safety matters. (It is recommended that the
said meeting be arranged at least 2 weeks
prior to the event.)
Live Performance & Musical Events
The campus is mainly for academic and educational
purposes. In the organization of student activities,
student organizers are expected to exercise
self-discipline to avoid causing disturbance to
other students, staff and the normal classes/office
work of the University.
Live performance and musical events involving
the use of amplifiers must be limited to the hours
of 12:30 p.m. to 2:00 p.m. However, the noise level
should be carefully monitored because lectures and
teaching activities will still be going on during
the said period. As a simple rule of thumb, student
organizations are advised to run musical events or
activities involving broadcasting of music in Suen
Chi Sun Memorial Square between 12:30 p.m. and 2:00
p.m. only.
The University reserves the right to discontinue any
function causing disruption to its normal activities
and operation.
Students who wish to broadcast copyright music and
lyrics on campus have to apply for permission from
the Composers and Authors Society of Hong Kong Ltd
(CASH) and/or other authorized units.
Details and advice can be obtained from MADSPAF (for
student societies under HKPUSU), the Student Affairs
Office and/or the FMO.
Fundraising, Sales and Promotion Activities
No activity involving sale of commodities and/or
making of profit is allowed on University premises
except when the activity is for a good cause like
raising fund for charity, community service or a
specific worthwhile project.
Due to hygiene concern, no activity involving sale
of cooked food is allowed on University premises.
The student bodies shall obtain prior endorsement
from Student Affairs Office for organizing this kind
of activities on university premises. Download forms
(Form FMO CS16 and FMO CS17) from the FMO website at
http://www.polyu.edu.hk/fmo/download/download.html.
For fund-raising activity with a good cause, it must
be organized by the student organizations
themselves.
No rental shall be received by students/student
organizations for using university venue.
Be tactful when dealing with sponsors. Always bear
in mind that the university premises should not be
used as a media for carrying out commercial activity
or as advertising media.
Any unauthorized sales or promotion activities are
strictly prohibited on campus and will be terminated
by Facilities Management Office at any time; the
University will in no case be responsible for any
loss thus caused to the respective student
organization or external sponsor. The student
organization concerned will be subject to penalty as
deemed necessary.
Ordinances
Copyright/Intellectual Property Issues
All student organizations should observe the
University’s formulated policy in terms of intellectual
property rights as well as the Copyright Ordinance where
applicable at all times.
Personal Data (Privacy) Ordinance
Every student club, as data user who controls the
collection, holding, processing, disclosure, transfer or
use of personal data, has to observe the personal data
privacy rights of a data subject. Both criminal and
civil proceedings may be commenced in the event of any
failure to comply with the Ordinance. To view the
‘Ordinance at A Glance’, please visit the website of the
Office of the Privacy Commissioner for Personal Data,
Hong Kong at
http://www.pcpd.org.hk/english/ordinance/ordglance.html.
Sexual Harassment
All student organizations are expected to uphold the
highest moral and ethical standards in its day to day
operation and delivery of student activities. Organizers
of student activities should ensure its programmes are
free from sexually offensive elements. Committee members
are encouraged to take part in specific workshop(s)
tailor-made for orientation leaders in cultivating
awareness on sexual harassment issues.
