Guidelines

1. Guidelines

2. General This guideline should be made easily available for all members of the club to access. This guideline is to work in tandem with your constitution and should not be conflicting in any aspect. All the guidelines stated are not meant in any way to be exhaustive. Inclusions are allowed, but none of the guidelines are to be removed. If there are any discrepancies by fault on Student Initiatives part, do inform us quickly and we will rectify the problem.

3. Rights of Club Members and Students This guideline is to highlight what is supposed to be inherent within a person’s right and as a club member. The aim of this guideline is to create a transparent and fair environment within clubs where no one should be taken advantage of.

4. Rights of Club Members and Students Students are to note that upon monetary transaction of any service or sale with a Student Group, they are to receive a receipt as a token of official recognition and documentation of the transaction. Students reserve the right to not follow through with the transaction should a serialised official receipt not be produced for the transaction, or if the receipt issued is illegible.

5. Responsibilities of the Exco This guideline is a broad guideline which pertains to the executive committee of the club. This guideline will state the general overarching responsibilities that SI and SL will expect of the Exco of the club on top of the other assigned responsibilities as stated in the constitution.

6. Responsibilities of the Exco • The Exco of the club is to ensure the existence of the maintenance all records concerning items, some of which includes events, expenditure, income, fundraising, assets, receipt books and membership. Should the need arise to check on these documents, the club must be ready to present them any time. • The Exco is to ensure that safety is taken into consideration on all accounts during club-related activities. It is to also ensure sufficient safety measures and precautions are taken before the commencement of the activity. It is to also ensure that there are protocols in place in case of any emergency that arise, and that the organisers of the activity is ready and prepared to handle the situation. • The President and Treasurer of the club is to ensure that spending with the club’s budget is prudent on all accounts.

7. Responsibilities of the Exco • The Exco is to ensure that all guidelines, rules and regulations of both the school and Root are adhered to in the operations of the club. • The Exco is to update the advisor of the club on all relevant information that at least pertains to the roles and responsibilities of the advisor. • The Exco is to ensure that all activities conducted by the Club/Society are to be safe, approved by the relevant approving bodies (circumstantial), and law-abiding (be it Singapore’s laws, school/hostel rules, or Root’s guidelines). • The Exco must be clear and informed of these laws/rules/guidelines, or at least know where they can access this information.

8. Roles and Responsibilities of an Advisor A Club Advisor is to provide assistance and support to the club/society members in some if not all of the following ways and capacities: • Provide guidance within your professional skills and expertise; • Provide advice from a bigger or global perspective; • Ensure that the club members work within the laws and bylaws of the club/society; • Provide guidance on the management of the club; • Refer the members to other sources if it is out of your expertise; • Occasionally oversee the operations of the club and highlight potential issues or concerns.

9. Roles and Responsibilities of an Advisor Other roles and responsibilities of an Advisor of a Club/Society: • An Advisor to the Club is expected to be a role model to the members abiding by the SUTD Honor Code which is also expected of the members of the club/society; • An Advisor to the Club is to ensure that there is no conflict of interest on their part when providing advice to the Club resulting in personal gain arising from the decisions thus made; • A term as an Advisor to the Club will be for one year, extendable yearly; • An Advisor to the Club is required to write in to the Office of Student Life if they wish to terminate their service as an Advisor of the Club; • An Advisor to the Club’s service may be terminated with a letter from the Office of Student Life if there is evidence of breach of confidence or conduct against them as an Advisor.

10. Rights of an Advisor This guideline is to highlight what is supposed to be inherent within a person’s right as a club advisor. The aim of this guideline is to create a transparent and fair environment within clubs where no one should be taken advantage of.

11. Rights of an Advisor An advisor reserves the right to call upon the Club/Society to produce documentations of any sort (balance sheet of all transactions, event proposals, event reports, etc.) for checking at any time.

12. Usage of Lockers at the SAC This guideline is to detail the terms of use of the lockers at the SAC as given to the Club/Society. This guideline dictates the minimal requirements expected of the Clubs/Societies when using the issued lockers. This guideline is set out to ensure that the privilege of the ownership of a locker issued by Student Initiatives is not abused, for the benefit of the usage of these properties by future generations of Club/Society Members.

13. Usage of Lockers at the SAC • Any dirty/soiled items shall not be placed in the lockers. They must be cleaned/washed and dried before putting into the locker. • Any sharp objects that could severely damage the lockers are to be padded properly before placing into the locker. • Any heavy objects shall not be placed in the upper lockers. If you require a lower locker, do write in to Student Initiatives. If a mutual exchange has taken place, a representative from both Club/Society’s Exco must verify this agreement. • No raw food shall be placed in the lockers. Any cooked food place in the locker must be sealed in an air tight container.

14. Usage of Lockers at the SAC • No hazardous material is to be placed in the lockers. Such materials may be allowed on a case by case basis upon approval by Student Initiatives and Student Life. These materials include chemical hazards, fire hazards, electrical hazards, etc. • No permanent alterations to the lockers are to be made. Temporary alterations must not hinder the use of neighbouring lockers. • There shall be no duplications of the keys other than the ones issued.

15. Usage of Lockers at the SAC • The Club/Society will be held responsible for any defacement of the lockers. Pending investigations, if found a Club/Society is found guilty of defacement of the locker(s), the Club/Society reserves the right to decide if the individual(s) or the Club/Society will bear the cost of repairs. • A Club/Society is charged with maintaining their locker. They must be ready at all times for an inspection. • All Clubs/Societies are to respect each other’s space and properties. Student Initiatives and Student Life will not tolerate any foul play.

16. Usage of Lockers at the SAC Note: You are highly recommended to hand/takeover these lockers annually. Upon hand/takeover, you should have a proper hand/takeover document, which details the agreement on what is being kept and handed over in the locker, with proper signatories.

17. Usage of Receipt Books • The guideline is to detail the use of the receipt books and the need for such books. It is also to detail the mechanisms behind this system. • The receipt books is to be an integral part of the finance keeping system that will aid all parties involved in being accountable for all transactions of all goods and services. An official receipt book is one that is serialised and has been both officially endorsed and issued by Student Initiatives.

18. Usage of Receipt Books First Letters: Clubs: C Interest Group: N Probationary Club: PC Next 2 digits: Year Year Year Next 3 digits: Last 3 digits of project code Last 3 digits of project code Club number given by SI Last four digits: 4 digits running order starting from 0001 4 digits running order starting from 0001 4 digits running order starting from 0001 C001130001 15/02/2013 Cash Sales / [The customer’s name] Two dollars only Ten curry puffs 2/= Issuer’s signature

19. Usage of Receipt Books • A receipt is to be given upon completion of a transaction regardless of its nature. • The details are to be filled in neatly and legibly for authentication purposes. If the carbon copy and/or the original are illegible, the consumer reserves the right to reject the receipt and request for another one. Also, it is in the interest of the salesperson to void that receipt and issue another one.

20. Usage of Receipt Books • The issuer of the receipt must staple all returned/non-issued receipts to their carbon copy on the receipt book should the following situations arise: • Upon issue of receipt, the consumer rejects and requests for a reissue of receipt • The person issuing the receipt decides to reissue a receipt before they can get back the issued receipt. • IF a mistake is made in writing the receipt and the consumer accepts a cancellation and counter-signing against the change made, the issuer is allowed to cancel and correct the mistake, counter-sign against the change, and issue that receipt. The cancellation must be neat and clear and the signature is to be verifiable. All changes must be captured by the carbon copy through the carbon copy paper and not with ink/pencil.

21. Usage of Receipt Books • Issuing of all receipts is to follow in number sequence. The person issuing the receipt (President or Treasurer) will be held responsible for any missing receipts. • Upon completion of sales and transactions, the revenue generated from any event is to be surrendered to Office of Finance following financial guidelines set out by Finance Committee of Root together with the receipt books for proper accounting. Office of Finance will indicate which receipts have been accounted for. Should you receive back the receipt book with receipts that are unaccounted for, you are to return the receipt book to Office of Finance to clarify the matter. This is to eliminate all discrepancies that may appear in the future.

22. Usage of Receipt Books • Note: In the event there are other forms of verifying a transaction (ticket stubs, fun fair tickets, etc.), those forms of verification may supersede the requirement of the usage of receipt books. However, the Club/Society must retain these forms of documentation within the Club/Society, and also submit them together with the revenue generated from any event, following the same procedures as set out in the fifth main point above. Any matter of discrepancies will not be taken lightly. Please refer to the diagram below to understand how to fill in the receipt.

23. Usage of Funds This guideline is to detail the few key items that the funds allocated by Student Initiatives and Student Life should be used for. This is a reminder that this list of items is not intended to be exhaustive, and that extravagant expenditure will not be kindly looked upon. The seed fund from Student Life is granted to help new clubs. Student Groups are encouraged to generate their own source of income.

24. Usage of Funds • Training • Coach/Instructor/Trainer • Venue • Administrative matters • Events (excluding food) • Assets • Equipment • Consumables • Maintenance • Competitions • Consumables (jersey, etc.) • Registration fees

25. Usage of Funds • Note: No matter if your expenditure falls within this list or not, do exercise prudent expenditure. You may spend your allocated budget on anything; however, your subsequent budgets may suffer if your expenditure is deemed extravagant.