- Guests and VIP Management
- Orientation Activities
- Display of Booth Label by external parties
- Fundraising
- Donations and Sponsorships
- Collection for Charity
- Karang Guni Collection
- Sales of tickets
- Overseas trip
- Transport
- Ragging
- Recreational Water Activities
Guests and VIP management
Students are advised to check with the Student Affairs Office (SAO) for protocols on invitation letter, admin programme, car park, seating arrangement, receiving party and etc. before proceeding to extend invitation to guests and VIPs for their events.
Clearance must first be sought from SAO for invitation to the President of the Republic of Singapore, the Prime Minister, Cabinet Ministers, Members of Parliament, top officials and senior management in the public and private organizations for attendance as guest/guest-of-honour. Please contact the respective officers in SAO at least 2 months prior to your event. SAO will then assist students to facilitate contact with the relevant department.
On the same note, for data and information, students are advised to look up the various public sources, such as websites and publications of the relevant Ministries, before writing to the Ministries.
For invitation of internal guests from NTU, please obtain an updated guest list from the respective officers in SAO.
Orientation Activities
Student organizations intending to organize orientation activities must seek prior approval from SAO.
A briefing on orientation proposal submission and guidelines will be conducted for Orientation Camp Chairpersons/Chief Programmers.
Display of Booth Label by external parties
All approved external parties brought in by student organizations for their events are required to display a booth label.
- Seek approval from respective officers in SAO for event and sponsors intended.
- Complete the Booth Label (blue portions only) - one label for one sponsor/vendor.
- Submit all labels to SAO (Ms Susan Ng or Ms Teo Yan Hong) for stamp endorsement, by providing documentary proof that approval has been granted by the officer-in-charge.
- Display the labels clearly in front of the sponsors' / vendors' booths during event period (with blue tack or adhesive tapes).
- Booths without labels displayed may be asked to leave immediately.
Fund Raising
- Student organizations should seek approval from respective officers in SAO prior to fundraising activities.
- Student organizations are reminded that they should not appoint professional canvassers or fund raisers for any fundraising activity.
- Students, in the course of performing official work for student organizations, should not accept any personal gifts from commercial companies.
Donations/Sponsorships
For procedures on soliciting external donations/sponsorships for events/programs, please refer to the following Development Office website: http://www3.ntu.edu.sg/DO/c04c.html.
Collection for charity
Student organizations who wish to organize projects for the collection of money for charity must apply for a police license (House-to-House and Street Collections License). Click here for information on license application.
Official stamp must be obtained from Student Affairs Office for use of pledge card, donation box or charity ticket. (For pledge cards or charity tickets, they must be serialized.)
After collection, they must submit a list of students involved in the project with their course/year of study, serial number of cards allocated and amount of money collected.
"Karang Guni" Collection
Karang Guni Collection is subject to the House-to-House and Street Collections (HHSC) Act which states that:
"a HHSC licence is required if one promotes a collection by way of appealing to the public, made by means of visits from house to house or of soliciting in streets or other places or by both such means, for money or other property."
Under the guidelines on application for a HHSC license,
"collection must be for a charitable cause."
Therefore, student organizations intending to do a Karang Guni Collection must fulfill the following conditions:
- Write to SAO (respective officer-in-charge) at least one month before the activity, stating the following:
- Objective/s of the Collection
- Date and time of Collection
- Place of Collection: Street Name and Blk Numbers
- Manpower Distribution: total no. of students and total no. of blocks
- With the written approval from SAO, proceed to apply to the relevant Town Councils / RCs and obtain their written agreement.
- With the written approvals from SAO and the respective Town Council/RC, proceed to apply for a HHSC License with the Singapore Police Force (SPF).
- After obtaining the HHSC license, student organizations are required to obtain approval from the National Environmental Agency (NEA) to conduct the karang guni. NEA would provide the name of the recycling company in-charge of collection of recyclable materials in that area/precinct. Student organizations are to work with the recycling company for the karang guni collection.
- Only upon the successful application for the HHSC license and NEA approval should student organizations proceed to publicize to residents of the area concerned about their intended collection.
- Publicity material should state the following:
- Name of Student Organization
- Purpose of collection
- Police License Number (found in the HHSC license obtained)
- Date & time of collection
- Time by which residents should place their donations outside their residences if they will not be at home during the collection time.
- A copy of Town Council's agreement and SPF's license must be forwarded to SAO before the date of Collection.
- Student organization conducting the Collection must ensure that there is enough manpower to cover all the blocks publicized so as to avoid causing any inconvenience to the public concerned.
Sale of Tickets
Student organizations other than societies which wish to organize projects such as carnivals, concerts, bashes etc involving sale of tickets should submit the design of ticket to the Office of Finance for approval prior to printing.
After approval is sought, students may then print the tickets (must be serialized) and obtain the official stamp from Student Affairs Office before sale of tickets is allowed to proceed.
Overseas Trip
Student organisations under SAO's endorsement
· Student organizations planning for overseas trips must seek prior approval from SAO through the submission of Overseas Exposure Programme (OEP) Event Application Form 3-6 months before the proposed trip.
In-principle approval must be sought for the OEP before conducting any recee/reconnaissance trip.
(Sports Clubs and sports-related organisations/teams under the purview of Sports & Recreation Centre should contact their respective Sports Officer in Sports & Recreation Centre for approval prior to embarking on trips).
Please also refer to http://www.ntu.edu.sg/campus/Sports/Competitive/Pages/UsefulGuide-OverseasTrip.aspx for more information.
· Applicants are required to attend the Risk Management workshop conducted by the Office of Health and Safety and organised by SAO. The Guide for Risk Management is provided here for your further reference in addition to attending the workshop. ‘Risk Assessment forms’ (Part A & B), ‘Emergency Plans’ (for natural disaster, accident, including serious ill health and political unrest) and ‘After Action Review Form’ are appended in the Guide for your adaptation.
· It is compulsory for all participants to purchase travel insurance that includes coverage for emergency medical evacuation. Travel insurance is provided as part of the grant for approved trips, click to read details on Travel Insurance Coverage. Students may at their own discretion, purchase additional insurance coverage at their own expense. The onus is on the organiser to submit the Travel Declaration Form at least two weeks before the travel to SAO to activate the coverage.
· At least one certified first-aider must be appointed for each approved trip. Please submit photocopied certificate(s) of first aider(s) at least 2 weeks before departure.
· Students participating in OEP will be treated as voluntary participants. The University will take no responsibility for any loss or injury sustained during the trip.
· All participants must sign an indemnity form; for participants under age 21 years, parental consent and signature should be sought. In the form, any possible risk involved in undertaking the trip should be highlighted to the participants.
· Organizers should submit to SAO at least 2 weeks prior to departure a Group Member Details Form (Details of Itinerary & Participants for Overseas Expedition/Excursion) required for submission to Ministry of Foreign Affairs through SAO.
· A set of code of conduct should be drawn and briefed to all participants prior to the trip. All participants should observe the code and anyone found infringing the code or defaming the good name of the University will be subject to disciplinary action.
· Trips are opened to members of the student organizations only.
· For study tour groups, if the group plans to publish a commemorative magazine to mark the occasion, prior approval should be sought from the adviser of the study group. The student is allowed to canvass for advertisements not more than two-thirds of his/her total expenditure, and the balance of one-third has to be borne by the student himself/herself.
· The organizer of the overseas trip should submit a post-trip report with the statement of accounts, After Action Review Form and photographs that best depict the trip within 1 month upon return.
Other useful templates:
Transport
Student organizers should commute by public transport such as bus or MRT whenever possible. Prior written approval should be sought for taxi claims.
Ragging
Ragging denotes any act committed by a student which, in the opinion of the University, causes embarrassment or loss of dignity or well being to another student.
Ragging is strictly not permissible. University will take action against any student found ragging as mentioned above.
Recreational Water Activities
1) Only activities conducted in closed water will be approved. Closed water venues in Singapore includes PA Water Venture in Bedok Reservoir, Jurong Lake Reservoir, Lower Seletar Reservoir and Kallang.
2) For Dragon boating and kayaking, organisers should engage professionals to conduct the course. For example, PA Water Venture orientation courses, which will be conducted by qualified instructor(s), with an instructor-participant ratio of 1:10 and where briefing on basic safety and use of equipment will be given.
3) Safety boat must be engaged.
4) Only swimmers will be allowed to participate. All participants must demostrate the ability to swim 50m in light clothing without buoyancy aid. Participants with swimming certificates should submit them to the organiser, and for those without certificates, a swimming trial should be conducted and certified by swimming coaches/lifeguards at the organiser's expense. Proof of certification to be submitted to SAO for reference at least 1 week before date of event.
