ABDULLAH GÜL UNIVERSITY
STUDENT CLUBS MANUAL
1. INTRODUCTION
2. HOW TO START A CLUB 3. HOW TO BE A CLUB MEMBER 4. HOW TO ORGANIZE EVENTS 5. WHEN MATERIALS ARE NEEDED 6. FREQUENTLY ASKED QUESTIONS
7. SOCIAL MEDIA POLICY FOR THE CLUBS 8. FOR INQUIRIES
9. FORMS
1. INTRODUCTION
Dear Students,
Student clubs not only offer entertainment, but also provide an environment where you can create socially and environmentally minded projects and enhance yourself in areas like teamwork, leadership, communication, social relations, sense of responsibility and ethical values through cultural and sportive activities.
In this exciting environment, you may rediscover yourself by becoming a member of existing student clubs which suit your interests and skills or start your own clubs for new interest areas.
2. HOW TO BE A CLUB MEMBER
After learning about the clubs, if you would like to be a member of one where you can belong, we suggest that you speak with its management, fill an application form, and wait for an approval.
(Form-06) 3. AGU CLUBS
• AGU LÖSEV
• AGU Alumni
• Science and Technology
• Business
• Computer Society
• Gaming
• TEMA Youth
• Idea Camp
• IEEE
• International Association
• Innovation and Entrepreneurship
• Camping
• Music and Performing Arts
• Sportive Activities
• Society of Women Engineers
• History
• Voice of Animals
• Women In Business
• Operations Research
P.S.: Some clubs might disappear or new ones added each year.
4. HOW TO START A CLUB FIRST STEPS:
4.1 Present Your Idea:
If you do not feel close to the interest areas of existing clubs, you might start your own focusing on a new activity area. Start with presenting this idea to the committee. Convene a temporary governing board with friends who share your enthusiasm and make your application to the Office of the Dean of Students with the Club Application Form (Form-01).
4.2 Tell Us about Your Club
You should convince the Club Coordination Board that your club is needed with its activities and work you have in mind. If the board approves your proposal, you can kick off the official procedure.
OFFICIAL APPLICATION
4.3 Establish the Club Management
The temporary governing board must be composed of 5 permanent and 2 substitute members, the auditing board of 3 permanent and 2 substitute members. (Form-02).
4.4 Prepare the Charter
You must prepare your club charter according to the AGU Student Club Regulation (Annex-1) and
4.5 Choose Your Club Advisor
You should choose an academic advisor who will guide your club activities. Remember to have your potential advisor sign a document stating that they accept the responsibility (Form-04). It is also possible to work with 2 advisors if you like.
4.6 Submit Your Petition
As the temporary head of the club, you must submit a petition stating that you want to start a club (Form-05).
4.7 Hand in Required Documents
You must compile names of temporary board members, the statue, advisor and club president petitions into a folder and deliver these documents to the Office of Health, Culture, and Sports. The Club Coordination Board gives the permission for your club and the Rectorate approves your application. Your club will be official after the approval and you will be notified of the decision.
CLUBS' OPERATION 4.8 Attract Members
A club must have at least 15 members in order to carry out official operations (Form-06).
4.9 Plan Your Activities
Prepare your annual activity plan and submit it to the Office of the Dean of Students (Form-07).
4.10 Convene the General Board
Organize a general board meeting with all members, dissolve the temporary governing board and choose the new board members with election. Fill out the Meeting Decisions Form and submit a signed copy to the Office of Health, Culture, and Sports (Form-11).
For each new academic year, a general board meeting is held, the board election is carried out, activities are planned, and official documents (board decisions and annual activities) are submitted to the Office of Health, Culture, and Sports.
5. HOW TO ORGANIZE EVENTS 5.1 Get Decisions Made
Convene the Board in order to plan an activity covered in the annual plan and get some decisions made. Fill out the Meeting Decisions Form and submit a signed copy to the Office of Health,
5.2 Apply to Organize Events
According to the AGU Student Club Regulation, for all events which take place in another city and a bus is requested for, the Event Request Form (Form-08) must be filled out at least 15 calender days in advance and submitted to the Office of the Dean of Students. If your request does not observe this period, it will be denied.
For all events which take place on the campus and materials are not requested for, the Event Request Form must be filled out at least 7 calender days in advance and submitted to the Office of the Dean of Students. If your request does not observe this period, it will be denied.
For all events for which materials are requested, the Event Request Form must be filled out at least 15 calender days in advance and submitted to the Office of the Dean of Students. If your request does not observe this period, it will be denied.
The Club Coordination Board convenes every Thursday and event requests must be submitted at least one day in advance to the Office of the Dean of Students. If your request arrives on the day of meeting, it is not added to the agenda.
After event requests are concluded by the Club Coordination Board, the decision is e-mailed to the club president and advisor via kulup@agu.edu.tr. If the decision is positive, an Approval from the Rectorate will be taken so that the event might take place.
After your requests for bus or shuttle service is approved by the Club Coordination Board, they are forwarded to the Office of Administration and Finance (IMID) and the final decision on availability of transportation is sent back to the Office of Health, Culture, and Sports. Based on the written reply on the availability of transportation, the concerned club president and advisor are informed via kulup@agu.edu.tr. Beside this official procedure, no verbal request or contact with other Offices (IMID-SKS) should be initiated.
5.3 Make the Announcement
As soon as your request is approved, you may start preparing your event poster. The offices of SKS and Press are ready to help you if you need help with printing. The Dean of Students Office can also help with the announcement and the Press Office helps with photo or video shooting.
5.4 Event Outcomes
After the event is completed, you should submit a signed copy of the Activity/Event Report (Form- 10) to the Office of Health, Culture, and Sports within 1 week at the latest. Please note that the Club Coordination Board will not consider new applications from you if you do not submit the activity/event report within the said period.
6. WHEN MATERIALS ARE NEEDED
For inventory materials and consumer goods, you can fill in the Material Request Form (Form-09)
Club Coordination Board. Inventory items of clubs must be added to the "Club Inventory Form"
(Form 12).
7. FREQUENTLY ASKED QUESTIONS
Will clubs have a budget once officially started?
The university does not allocate separate budgets to student clubs. Clubs are recommended to look for financial resources and find sponsors. If the budget of the Health, Culture, and Sports allows spending for the concerned fiscal year, club requests are met partially or wholly based on decisions of the Club Coordination Board.
Can we organize an event which is not stated in the Activity Plan?
Student clubs can operate and submit requests for needs according to the Annual Activity Plan they have prepared. For activities which are not listed in the Annual Activity Plan, a committee decision must be taken. You must fill in the relevant forms for your new event and submit them to the Dean of Students Office 15 days in advance.
Can we organize events outside the club's area of activity?
Clubs cannot organize events outside the scope of activity areas stated in their charters. They cannot carry out activities which fall within the scope of other clubs' area of interest. However, different clubs can carry out joint activities.
How should the club logo be?
Club logos can only be used after being checked and approved by the Press and Public Relations Office according to the rules governing the use of the AGU logo.
Would our club be closed if we are not active?
Club activities are evaluated at the end of each academic year by the Club Coordination Board.
Based upon that evaluation, the Board might propose to the Rectorate that the inactive club is closed.
8. SOCIAL MEDIA POLICY
AGU Student Clubs and Societies Social Media Policy
The following are the rules and social media principles to be observed when student clubs/societies established within AGU comment, share or like content via all their social media accounts.
1. On university's social media accounts, never share, like and comment on political and ideological posts, images and comments and do not repost or like political content shared by another institution or person on their own social media accounts.
2. Considering foreign students at our university, predominantly use two languages (Turkish and English) when posting content on social media accounts of clubs and societies.
3. Avoid tarnishing the university's reputation in comments posted. Moreover, users must refrain from judgmental and negative tone;
4. Avoid statements, comments, shares and likes which could damage personal rights, be discriminatory, racist, sexist, separatist, provocative, violent and obscene, or encourage such acts;
5. All posts about club activities shared on the social media accounts of student clubs must include activity images and descriptions approved by the student clubs committee;
6. Do not deform, change or use differently the university logo on these accounts;
7. While following or liking other social media users or institutional accounts, be mindful and check if they are suitable for the mission and vision of the university.
8. All student clubs and societies are obliged to obey these rules. Last but not least, inappropriate practices detected by club advisors and the student clubs committee may be interfered with and corrected if deemed necessary.
9. FOR INQUIRIES Dean of Students Prof. Alper UĞRAŞ alper.ugras@agu.edu.tr
Head of the Health, Culture, and Sports (SKS) Ali Özdemir
ozdemir.ali@agu.edu.tr Acting Unit Head at SKS Ömer KAYAR
omer.kayar@agu.edu.tr
For inquiries: kulup@agu.edu.tr
Event Request Forms are sent to Mustafa YAVUZ via mustafa.yavuz@agu.edu.tr 10. FORMS
FORM-01 : Club Application Form
FORM-02 : List of Temporary Governing Board and Auditing Board Members FORM-03 : Sample Club Charter
FORM 04 : Club Advisor Form FORM 05 : Club Application Form FORM 06 : Club Membership Form FORM 07 : Sample Annual Activity Plan
FORM 08 : Event Request Form FORM 09 : Material Request Form FORM 10: Activity/Event Report FORM 11: Meeting Decisions Form FORM 12: Club Inventory List
FORM-01
AGU CLUB APPLICATION FORM
Club Name
Why should this club be started?
What is its aim?
Founding members
Faculty Phone: Signature
First Name, Surname
Club Advisor’s First Name, Surname
Faculty-Department Signature:
Date of Application:
Founding member applying on behalf of the club:
Opinion of the clubs board Reasons
FORM-02
ABDULLAH GÜL UNIVERSITY
... CLUB/SOCIETY List of Temporary Governing and Auditing Board Members
TEMPORARY GOVERNING BOARD First Name-
Surname
Student Number
Faculty/Departm ent
Contact Information
Position Signature President
Vice President Treasurer Secretary
Permanent Member Member
Member
TEMPORARY AUDITING BOARD First Name-
Surname
Student Number
Faculty/Departm ent
Contact Information
Position Signature
FORM-03
SAMPLE CHARTER
T.R. ABDULLAH GÜL UNIVERSITY SPORTIVE ACTIVITIES CLUB CHARTER ARTICLE 1 – Club Name, Abbreviation, Logo
The club is named "AGU Sportive Activities Club". It is abbreviated as "AGU SFK".
The club is located at Abdullah Gül University (AGU), Sümer Campus, Erkilet Boulevard, Kayseri, Turkey.
ARTICLE 2 - Basis
The charter of the AGU Sportive Activities Club is based on and works according to the principles stated in the "Regulation on Starting and Operating Student Clubs" (AGU Student Clubs
Regulation).
ARTICLE 3 - Mission, Vision
The club acts with the mission of strengthening AGU students' bonds with sports, ensuring that they are involved in sports, providing them with material, moral and logistical support for their sportive activities as much as possible, and reaching all walks of society through sports. Its vision is helping raise qualified, ethical and successful sports people for our country who feel attached to and
responsible for his country, humanity, nature, and moral values.
ARTICLE 4 - Club Objectives
4.1 Introduce AGU students in particular and everyone interested in general to sports and work towards popularizing sports and turning them in lifelong habits for those people;
4.2. Organize training sessions in various sports branches to represent our country in national and international competitions;
4.3 Organize sports courses and activities which are open to the society to help everyone do and enjoy sports;
4.4 Find venues and materials required for sports chosen by the university students or sport lovers from outside;
4.5 Create a culture for watching and supporting games of our university's sports clubs;
4.6 Make projects to get people enjoy sports and continue their lives with sports.
ARTICLE 5 – Activity Areas
5.1 Obtain sports materials for students;
5.2 Carry out work on fields, courts and facilities;
5.3 Open sports courses and train sports people;
5.4 Carry out work to have sports people in national and international competitions;
5.5 Carry out work in all sports branches;
5.6 Carry out work to get people enjoy watching sports games, to support our university's sports clubs, and to create audience for them;
5.7 Carry out work to get students enjoy sports and make sports their habits;
5.8 Organize sports tournaments and activities inside and outside the University.
ARTICLE 6 – Membership
6.1 Membership of our club is open to all AGU students.
6.2 Club members may not take any initiatives using the authority and responsibility of the Governing Board without consulting the Board.
6.3 If they choose, all members can take part in the planning, organization and execution of club activities.
6.4 Club members can terminate their membership with a written application to the Governing Board.
6.5 Membership of persons who adversely affect the overall functioning of the club can be terminated by the decision of the absolute majority of Governing Board members.
ARTICLE 7 – Managing Bodies
7.1 The club consists of three bodies: General Board, Governing Board and Auditing Board.
7.2 The club reserves the right to form sub units such as special working groups, if it deems necessary.
ARTICLE 8 – Election and Operation Principles of the Club Bodies 8.1 General Board
8.1.1 The General Board is composed of all active club members.
8.1.2 The General Board convenes at the beginning of each academic year. Active members are notified of the meeting via phone, mail or e-mail before the meeting date.
8.1.3 To hold a general meeting, the quorum must be met. The quorum is one more than half of the total number of members. If the quorum is not met in the first meeting, no quorum is sought for the second meeting.
8.2 Governing Board
8.2.1 The Governing Board consists of 9 members elected by the absolute majority of the General Board at the start of each academic year. Governing Board members selects one board member as the President by a majority vote.
8.2.2 The Governing Board is responsible for preparing the Annual Activity Plan, Budget Draft and other related documents within two weeks of its election for the concerned academic year.
8.2.3 Governing Board meetings are open to all interested members.
8.2.4 The Governing Board consists of the following positions:
1. President (General Coordinator) 2. Treasurer (Budget Supervisor) 3. Public Relations Supervisor 4. Printing & Publishing Supervisor 5. Sportive Events Coordinator
ARTICLE 9- Principles Regarding Books and Documents
years, and present them to club members, the Dean of Students Office, or SKS.
1. Club Application Form 2. Membership Book
3. Minutes of General Board Meetings 4. Minutes of Governing Board Meetings 5. Annual Activity Plan and Budget Draft 6. Collection and Payment Documents 7. Lists of Inventory and Immovable Items ARTICLE 10 – Revenues
AGU SFK manages revenue sources specified in the Student Clubs Regulation.
ARTICLE 11 – Enforcement and Audit
11.1 This charter is enforced by the AGU SFK Governing Board and audited by the SKS Office.
11.2 The Governing Board is authorized to propose the General Board amendments in the charter.
11.3 Amendments in the charter are made with the unanimous vote of the General Board.
FORM-04
ABDULLAH GÜL UNIVERSITY (To the Attention of Club Coordination Board)
.../.../201..
I would like to be the Club Advisor for the Abdullah Gül University ... Club.
Kindly submitted for your information.
Club Advisor (1)
First Name, Surname :
Signature :
Mobile No :
Department and Faculty : e-mail address :
Club Advisor (2)
First Name, Surname :
Signature :
Gsm No :
Department and Faculty : e-mail address :
FORM-05
ABDULLAH GÜL UNIVERSITY (To the Attention of Club Coordination Board)
.../.../201..
We would like to start the Abdullah Gül University ... Club. You can find attached the documents concerning the club establishment.
Kindly submitted for your attention.
Student's Full Name
...
Signature
Faculty/Department:
Student No : Year :
Mobile No : E-mail address :
Annexes: :
1-FORM 01 – Club Application Form
2-FORM 02 - List of Temporary Governing and Auditing Board Members 3-FORM 03 – Club Charter
4-FORM 04 - Club Advisor Application Form
FORM-06
T.R.
ABDULLAH GÜL UNIVERSITY
……… Club Membership Form
Club Name
First Name, Surname Faculty / School Department ID Number Address Mobile No.
E-mail:
Membership Date
Other Club Memberships
Training taken in the last three years:
Name Venue–Date Technical Level
1 2 3 4 5
I have read the charter and joined the Abdullah Gül University ……… club having accepted all its articles and knowing that the responsibility is mine alone in all the activities I take place in.
Date Signature
FORM-07
T.R.
ABDULLAH GÜL UNIVERSITY
………. STUDENT CLUB
……. ANNUAL ACTIVITY PLAN
ITE M NO
TITLE OF THE PLANNED EVENT
PURPOSE OF THE EVENT
EVENT DATE
EVENT VENUE
TARGE T AUDIEN CE
ESTIMATE D NUMBER OF PARTICIPA NTS
REQUE ST FOR TRANS PORTA TION
REQUEST FOR USING UNIVERSITY'S CONFERENCE OR SEMINAR HALLS
REQUE ST FOR POSTE R PRINTI NG
APPROXIM ATE COST
1
2
3
4
5
Club President Club Advisor
FORM-08
T.R.
ABDULLAH GÜL UNIVERSITY EVENT REQUEST FORM
1 Organizing Student Club(s) 2 Event Title
3 Event Type
() Technical Visit ( ) Conference, Seminar, Talk etc.
( ) Social Contribution ( ) Training ( ) Other ……….
4 Date(s) and Hour(s) 5 Event Description
6 Purpose(s) and Target(s)
7 Event Language(s) ( ) Turkish ( ) English ( ) Other ...
8 Preferred Venue
( ) Rectorate Conference Hall ( ) Seminar Rooms A,B,C ( ) Warehouse Conference Hall ( ) Student House ( ) Other ……….
9 Has the Venue Been Reserved for the
Event? ( ) Yes ( ) No
10 Expected Number of Attendees*
11 Quota Reserved for International Students
12 Number and Size of Posters Requested for Advertisement
13 Type of Transportation
Requested for the Event ( ) Bus ( ) Shuttle ( ) None 14 Hours and Itinerary of Transportation
15 Materials Requested from the University for the Event 16 Co-sponsors of the Event 17 Clubs to Work at the Event
*Expected Number of Attendees: Student club members + non-members coming to the event
FORM-09
T.R.
ABDULLAH GÜL UNIVERSITY MATERIAL REQUEST FORM
FOR STUDENT CLUBS
Club Name …….
Club President ……..
Date …….
Reasons
Explain the reasons in detail.
Type of the Requested Material Quantity Approximate Cost 1
2 3 4 5
We request that the above-mentioned materials needed by the Abdullah Gül University ... Club are met.
Kindly submitted for your attention.
Club Advisor ……….
Name Surname Signature
FORM-10
STUDENT CLUBS' ACTIVITY/EVENT REPORT
EVENT INFORMATION ORGANIZING CLUB
EVENT TITLE
EVENT TYPE (TECHNICAL VISIT, CONGRESS, CONFERENCE, SEMINAR, TRAINING, ETC.)
PURPOSE OF THE EVENT EVENT CONTENT
SPEAKER, ATTENDEE DETAILS
INSTITUTIONS AND ORGANIZATIONS COOPERATED WITH
EVENT START-FINISH DATE EVENT VENUE
EVENT OUTCOMES
NUMBER OF STUDENT PARTICIPANTS
RECOMMENDATIONS
PLEASE NOTE THAT THE CLUB COORDINATION BOARD WILL NOT CONSIDER NEW APPLICATIONS FROM CLUBS THAT DO NOT SUBMIT THEIR ACTIVITY/EVENT REPORT WITHIN 1 WEEK AFTER THE EVENT IS COMPLETED.
CLUB PRESIDENT CLUB ADVISOR
FORM-11
ABDULLAH GÜL UNIVERSITY
……….. STUDENT CLUB MEETING DECISIONS FORM
MEETING DATE MEETING VENUE
AGENDA ITEMS
DECISIONS TAKEN
MEMBERS PRESENT AT THE MEETING
First Name, Surname Signature
FORM-12
ABDULLAH GÜL UNIVERSITY
……….. STUDENT CLUB INVENTORY FORM
Item
No.: Item Description Quantity Location
1 2 3 4 5 6 7 8 9 10
