Subsidies for Student Organizations

Introduction

The Student Affairs Office provides subsidies to support HKPUSU & PolyUPA to run student extra-curricular activities which are conducive to the enrichment of campus life as well as the development of student all-round attributes.

Funds Available

 

 
Subsidies for Activities of Students' Union
 
A number of funds are designated for subsidizing activities of the Students' Union and its sub-organizations.  Application should be submitted to the Student Affairs Office through the Finance Committee of the Union Council.  Subsidies will normally cover only part of the expenses incurred by an activity and will be paid to the society concerned in the form of reimbursement after submission of the activity report and a financial statement.  Application forms are obtainable from the Union Council (Room VA324) and/or the Student Affairs Office (Room ST314).
Grant to Student Societies
In July each year, the University will make a budget provision for subsidizing student activities organized by the Students’ Union and its sub-organizations.

University Tenth Anniversary Endowment Fund

Interest generated each year from the University 10th Anniversary Endowment Fund is also allocated to subsidize Union activities in the following categories:

  • student academic activities
  • student cultural/social activities
  • student sports activities

Chinese Mainland and Overseas Activities Fund

Eligibility
 
Student societies under the Students’ Union are eligible for any of the Funds;

Application Procedures
 
  1. Student societies under the Students’ Union should complete the HKPUSU Function Form and submit it to the Student Affairs Office through the Finance Committee of the Students’ Union at least one month before the event takes place.
  2. HKPUSU Function Forms are obtainable from the Union Council (Room VA324) and the Student Affairs Office (Room ST314).
  3. Applications can be submitted any time of the year, preferably before the end of April.
  4. Applicants may be interviewed for further information if deemed necessary.
  5. On receiving an application from the Finance Committee of the Students’ Union, the Student Affairs Office will process the application and inform the applicant of the result within one week.
  6. Appeals and other matters of policy should be directed to the Student Affairs Office and the Union Council.

Payment Arrangement
 

Conditions of Payment

Late submission of an activity report and a financial statement might result in not being able to claim the subsidies approved to the society.

Successful applicants are required to submit an activity report and a financial statement to the Auditing Commission of the Union Council within three weeks after completion of the activity.

On receiving the AUDITED financial statement from the Union Council, the Student Affairs Office will process payment of the subsidy (amount as specified on the audited financial statement) and the reimbursement will be issued to the Financial Secretary of the Executive Committee of the Students’ Union within ten working days. Advance payment will be considered under very special circumstances.

Applicants who wish to check the payment status may contact the Auditing Commission or the Financial Secretary of the Executive Committee of the Students' Union

 
Subsidies for Activities of Postgraduate Association
 
The University supports postgraduate activities in the form of a one-off subsidy granted to the Postgraduate Association every year.  The Executive Committee of the Postgraduate Association is entrusted with the responsibility to manage and utilize the funds for the well-being of its members.

 
Guidelines on Seeking External Donations/Sponsorships
 
Students or student groups other than the Students' Union (HKPUSU)/Postgraduate Association (PolyUPA) and its sub-organizations, who wish to request any individual or organization to provide sponsorship/advertisement/donation, in cash or in kind, must first obtain the President's written permission. The Student Affairs Office has been entrusted with the responsibility of handling such requests.

Should HKPUSU/PolyUPA and its sub-organizations wish to request sponsorship/advertisement/donation, written permission must be obtained from the Council of HKPUSU/Executive Committee of PolyUPA. The HKPUSU/PolyUPA logo together with a statement explaining that HKPUSU/PolyUPA is registered under the Societies Ordinance and that HKPUSU/PolyUPA is an independent organization, must be pre-printed/included in the letters of HKPUSU/PolyUPA and its sub-organizations for such requests.

Without permission from the relevant authority, students must not request or collect donations in any circumstances. Should permission be given, any request for donation must then be made by the students themselves, and not by outsiders.

All letters requesting sponsorship/advertisement/donation sent by students or student groups other than the HKPUSU/PolyUPA and its sub-organizations must be copied to the Student Affairs Office.

 

Enquiries

Finance Committee / Auditing Commission
(for applicants of the Students' Union)

 2766 7693
Student Affairs Office (ST314) 2766 5423