National Tsing Hua University Guidelines for Financial Support for Club Activities
These Guidelines are enacted in accordance with Article 22 of the National Tsing Hua University Regulations for the Supervision of Student Club Activities, to enhance the effective use of funds and for sound management of internal accounting.
Except where otherwise provided by law or regulation, subsidies for and reporting of student club expenses shall be carried out in accordance with these Guidelines.
Subsidies are provided for the following:
(1) Club activity expenses:
- Large-scale events: "Large-scale events" refers to events not restricted to attendance by only club members. Any club holding a large-scale event may apply for subsidies for expenses. The Division of Student Activities (DSA) may reject any application which is not made at least two weeks prior to the event.
- Participation in competitions: Only clubs that take part in national competitions or competitions with over five participating colleges can apply for subsidies. Separate applications for international competitions will be considered on an ad-hoc basis
- Publications: Subsidies are provided for club publications (including newspapers, online newsletters, and magazines).
- Subsidies for outstanding clubs: An application for an outstanding club subsidy must be submitted during the time period announced by the DSA. The amount of the subsidy will be based on actual circumstances.
- NTHU Student Associations: The maximum annual subsidy is New Taiwan Dollars (NTD) 100,000, with the actual amount allocated based on the DSA's overall budget. Applications for activities and reimbursement of expenses may be made by following the method of application for large-scale events.
- Subsidies for Alumni Associations: Alumni Associations may apply for subsidies through the same processes as other clubs.
(2) Fees for clubs' supervising instructors: Include fees for lectures, speeches, and coaching.
Standards for budget subsidies:
(1) Those who do not submit an Academic Year Activities Plan will not receive subsidies. The deadline for submission can be found in the annual academic calendar.
(2) Expenses for large-scale events: The amount of the subsidy will be determined by the actual amount applied for, the plan for the event, and its scale. A club receiving a subsidy must make a claim for reimbursement within the specified time, or claim will not be accepted.
(3) Expenses for competitions: Subsidies include 1) sign-up fees, 2) round-trip fares, and 3) competition-related expenses. Those who finish in the top three places in a national competition, in addition to approval of subsidies for all expenses, will receive an additional 30 percent for a first-place finish, 20 percent for a second-place finish, and 10 percent for a third-place finish. The number of times subsidies are provided and their amounts will depend on overall budgetary planning by the DSA.
(4) Subsidies for publications: A maximum of NTD 4,000 will be provided per issue and in principle only once per semester.
(5) Subsidies for outstanding clubs: An application for an outstanding club subsidy must be submitted during the time period announced by the DSA. The amount of the subsidy will be based on actual circumstances.
(6) Overtime pay: Any overtime pay for school administrative personnel, except where approval is given on an ad-hoc basis, shall be paid by the student club.
(7) Subsidies for NTHU Student Associations: The amount of the subsidy will be determined by the actual amount applied for, the plan for the event, and its scale. The maximum annual subsidy is NTD 100,000, with the actual amount allocated based on the DSA's overall budget.
(8) Subsidies for high school promotions by Alumni Associations: These subsidies will be provided in accordance with the National Tsing Hua University Notifications Regarding Alumni Association Promotional Activities at High Schools and Vocational Schools.
(9) Subsidies for departmental student associations: In principle, no subsidies will be offered except in the case of ad hoc applications that are approved for special activities.
Application for subsidies for outstanding clubs:
(1) Reviews of applications for subsidies for outstanding clubs will be undertaken by a committee comprised of the DSA staff members (who give assistance of student clubs) as ex-officio members, with the director of the DSA serving as convener of the committee.
(2) A club applying for an outstanding club subsidy shall submit a subsidy application on A4 size paper that includes at least the following information:
- Activity reports for the preceding year.
- A list of intended repairs or purchases of new equipment (including market prices and an estimate); applications for event expenses must include an event proposal and a summary of expenses.
- Future activity plans (how the repaired or purchased equipment will be effectively used to enrich club activities).
- Effectiveness evaluation: The goals of holding events and their expected benefits.
- Application forms and related matters will be subject to the required content announced at the time of the application.
(3) In addition to submitting the application within the deadline, a club must also comply with a DSA request to appear at the review committee to provide oral explanations.
(4) After the review committee has deliberated and approved a specific amount, the DSA will announce the result of the review. The subsidized club must complete an application for the activity two weeks before the activity and complete an activity report no later than two weeks after the activity. The procedure for claiming reimbursement and allocation of the subsidy may only begin after those items are completed.
(5) A club that receives a subsidy for equipment priced over NTD 10,000 must submit the purchase and reimbursement documents within the deadline set by the DSA; the DSA will not accept submissions after the deadline.
(1) Non-routine activities (such as large-scale events):
- A subsidized club must fill out an online event report form, provide event photos and income and expenditure statements, then upload the final report and complete the review and reimbursement procedures within two weeks after the event. Late applications will not be accepted (please verify receipts and submit the materials required above when making a reimbursement claim). Claims with insufficient information will not be accepted.
- "Two weeks after the event" refers to 14 calendar days starting from the last day of the activity. A 20 percent reduction in the subsidy will result when an application is submitted more than two weeks after the event date. A 50 percent reduction in the subsidy will result when an application is submitted more than one month after the event date, and applications submitted more than two months after the event will not be accepted. Calculation of the date will begin from the event date of the large-scale event. Under special circumstances, after an application is approved, the above restrictions will not apply.
(2) Subsidies for outstanding clubs and the reimbursement deadline at the end of the fiscal year (November to December) must be in line with the reimbursement deadline of the school, and will be announced separately by the DSA.
Subsidy standards and final report:
(1) Club activity expenses: To be handled in accordance with these Guidelines.
(2) Payments for supervising instructors of clubs: To be handled in accordance with the National Tsing Hua University Guidelines for Student Club Applications for Payment of Supervising Instructors.
These Guidelines, and any amendments to them, will be implemented after passage by a meeting of the DSA and approval by the Vice President for Student Affairs.