Guidelines for Management of Venues Controlled by the National Tsing Hua University Division of Student Activities
These Guidelines are adopted pursuant to Article 20 of the National Tsing Hua University Regulations of for the Supervision of Student Club Activities, for the effective management of venues controlled by the Division of Student Activities (DSA) (below, "the DSA managed venues").
The DSA managed venues are as follows:
(1) Main campus: The Shui Mu Student Center Exhibition Hall; all venues at the Mong Man Wai Building (Student Activity Center); the outdoor deck at the food court; all venues on the shore of Cheng-Kung Lake; the International Student Activity Center (ISAC) on the 3rd Floor of the Feng Yun Building; and the basement of the Dorm Tsing.
(2) Nanda campus: The lobby of the General Education Building and the staircase in front of the lobby, the exhibition space; and the U-shaped square; the stairs in front of the First Student Activity Center; the space beneath the Sha Gua tree and the Visual Audio Room (KTV room); and the Second Student Activity Center (inside and outside the student's cafeteria).
Priority in use of the DSA managed venues is reserved for NTHU student clubs whose applications have been approved by the DSA. The DSA retains the right to approve or deny applications and has first priority in using these venues.
Separate regulations are adopted to govern use and management of the following DSA managed venues:
- The International Student Activity Center (ISAC) on the 3rd Floor of the Feng Yun Building is subject to the National Tsing Hua University Directions for Use and Management of the International Student Activity Center (ISAC) on the 3rd Floor of the Feng Yun Building.
- Lecture Hall 102 Student Activity Center, Mong Man-Wai Building is subject to the National Tsing Hua University Directions for the Use and Management of Lecture Hall 102 at the Student Activity Center, Mong Man-Wai Building.
- The square at the first floor of the Second Student Activity Center is subject to the National Tsing Hua University Directions for Use and Management of the Square Fronting the Second Student Cafeteria at Nanda Campus.
Fee rates for use of the DSA managed venues are divided into four tiers; for schedules of fee rates in each tier, please refer to the Fee Schedule of Venues Managed by the Student Activities Division at National Tsing Hua University. For fee rates at venues for winter or summer camps held by student clubs, please refer to Fee Schedule for Winter or Summer Camps at the National Tsing Hua University Mong Man Wai Building Student Activity Center. For fee schedules for the International Student Activity Center (ISAC) on the 3rd Floor of the Feng Yun Building, the Exhibition Hall in the Shui Mu Student Center and Lecture Hall 102 in the Mong Man Wai Building Student Activity Center, please refer to the Fee Schedule for the National Tsing Hua University International Student Activity Center (ISAC) on the 3rd Floor of the Feng Yun Building, the Fee Schedule for the National Tsing Hua University Shui Mu Student Center Exhibition Hall, and the Fee Schedule for the National Tsing Hua University Mong Man Wai Building Student Activity Center, Lecture Hall 102.
Fees for use of any the DSA managed venues by an NTHU student club will be deducted from the cash allowances held by the club (paper money). Any shortfall must be paid in cash.
Annual cash allowances (paper money) for each club are as below:
(1) After club evaluations each year, clubs awarded an "A+" rank will have an allowance of NTD 40,000 for the following academic year; clubs with an "A-" rank or above will have NTD 20,000; clubs with a "B-" rank or above will have NTD 10,000, and clubs with a "C-" rank or above will have NTD 3,000.
(2) The Student Associations will receive NTD 20,000; the Student Council, Graduate Student Association, and Alumni Student Associations will each receive NTD 15,000.
(3) The departmental student associations, general clubs, functional clubs, and formally registered new clubs will each receive NTD 8,000.
(4) A common interest group will receive NTD 2,000.
(5) Student clubs that assist the school with large-scale events or service-oriented events may apply to receive a subsidy.
(6) If, under special circumstances, the above allowance is insufficient, a club may apply for an extra subsidy of no more than 50 percent of the original allowance, and may apply for such a subsidy no more than twice in any academic year.
(7) The cash allowance will be calculated on August 1st of each academic year. Excess from previous academic years cannot be carried over.
(8) If any of the clubs under subparagraphs 2 and 3 wish to obtain a higher cash allowance, they may apply for a club evaluation, and a cash allowance will be granted as set out in paragraph 1, provided that the allowance may not be lower than the amount of the basic allowance set out in paragraph 2 or 3.
Applications can be made to reserve the DSA managed venues for three different time periods: 08:00 to 12:00, 13:30 to 17:30, and 18:00 to 22:00. Use of the DSA managed venues is calculated in four-hour units. An application for one hour or less will be counted as a quarter unit. Use of a managed venue for one day will be calculated as three units. The evening session is divided into two time periods for student groups applying to reserve the Dance Hall, Practice Room 2 near the Cheng-Kung lakeshore, or the dining space at the Second Student Activity Center at the Nanda Campus.
Procedure for reserving the DSA managed venues:
(1) A student club that would like to reserve one of the DSA managed venues must complete an online reservation before the monthly club meeting prior to date of the activity, and club representatives must then participate in the meeting for negotiating reservations between student clubs for that period. Only after the negotiations have concluded will they obtain the right to use a venue, and then must complete an application for reservation through the online system within five days (excluding weekends and holidays); the right of use for the venue will be cancelled after that period. The right of use of any venues remaining unused after the club meeting will go to the first club that makes a reservation online at least two weeks before the intended reservation date (including weekends).
(2) After the reservation of a venue is approved, students must print the two copies of the application form in accordance with regulations, one for a DSA staff member to verify, and the other for the venue manager to file, before the application process is completed.
(3) After completion of the application process, students must bring the receipt section of the application form on the day of the event (or on holidays, on the preceding working day) to collect the key for the venue and register their receipt of the key.
(4) After the event ends, the key must be returned before 10:00 a.m. on the following day, and its return verified by the venue manager, to complete the process. In the event of a failure to return a key on time, the Division of Student Activities may impose a penalty of 10 hours of school service work.
Once an application for use of a venue has been approved, no private transfer of the right of use or any alteration to the proposed activity is allowed. Students wishing to make such a change must make a separate application and may not make any such change on their own without authorization, or otherwise the right to use the venue will be cancelled.
To protect the rights to use of various venues, cancellation of a venue reservation must be done at least seven days prior to the date of intended use (including weekends), or otherwise the cancellation will be denied.
If a company not affiliated with the university wishes to reserve an outdoor deck for use, it must either be working jointly with a student club, or its commercial activities when using the outdoor deck must be beneficial to students' studies or campus life.
Music club practice rooms are to be used only for practicing instruments. Music clubs have priority rights to the use of the practice rooms, and the DSA has the right to decide who can use the rooms. To protect sound absorbing panels, it is prohibited to attach any advertisements, posters, or banners on the windows, walls, floors, pillars, or ceilings either inside or outside the practice rooms. Music clubs must take turns maintaining cleanliness and order in the practice rooms and report immediately to the DSA if any equipment is damaged.
Clubs need to make negotiations before each semester if they wish to reserve Practice Room 2 (Cheng-Kung lakeshore), the Dance Hall (Mirror Room) near the Cheng-Kung lakeshore, Basement Room 01 and Basement Room 02 at Student Activity Center. A club which has obtained the right of use for a venue must still reserve the venue within the time period announced by the meeting of the clubs.
Clubs that use the Dorm Tsing basement may not post advertisements or posters on windows in the interior or exterior. Miscellaneous items or belongings may not be left in public spaces. If a violation is found to have occurred, the transgressor must clean up the area immediately. For a first violation, the DSA will impose a punishment of 10 hours of school service work; for a second violation it will impose 20 hours of school service work, and the violator will be prohibited from using a DSA managed venue for a month; for a third violation, the violator's right to use the Dorm Tsing basement will be revoked for a period of one year.
Use of all DSA managed venues is restricted from the hours of 12:00 a.m. to 7:00 a.m. To use a venue during this period, an application must be made in accordance with the Enforcement Rules for Night-Time Activities at National Tsing Hua University Student Club Venues. Use of the Mong Man Wai Building is restricted from 5:30 p.m. to 7:00 a.m. the following day; the building is restricted for the entire day on holidays.
Overnight stays at DSA managed venues are prohibited, except when a special application has been made and approved. If a violation is found to have occurred, the violator will be subject to ten hours of school service work; in severe cases, the violator will be prohibited from using any venue managed by the DSA for one month, plus additional penalties according to Article 7 of the Regulations Governing Rewards and Punishments for National Tsing Hua University Students.
Cooking and smoking are prohibited at DSA managed venues. In the event of a violation, the DSA may immediately suspend the right of the club to use the venue for one month, and may also suspend the use of any other venue for which a reservation has previously been approved.
The use of fire in the venues managed by the DSA is prohibited (including in fireworks, gas-burning utensils, or charcoal fires). If there is a special need to use fire, a special application to the DSA must be made and approved. Use of fire in the square fronting the cafeteria at the Nanda Campus' Student Activity Center 2 is subject to rules governing use and management of that venue.
Leaving any private possessions or club equipment at the DSA managed venues is prohibited, and the person in violation will be solely responsible for the loss of any such item.
The leader of a club will be responsible for the safety, cleanliness, and order of the venue and all items in it, compensation for any damage, and restoration of the venue to its original condition. After the activity ends, all waste or trash must be cleaned up and removed and the venue restored to its original condition as soon as possible. If the activity ends later than scheduled, the venue is not cleaned and returned to its original condition, or any equipment is damaged, the DSA may require students to provide compensation for the repair of any damaged equipment or for cleaning expenses and may also impose a penalty of ten hours of school service work. In severe cases, the DSA may prohibit the use of any DSA managed venues for one year.
Students who leave a DSA managed venue without closing the windows and doors or turn off the lights, electric fans, air conditioner, audio equipment, or other electrical equipment will be required to pay a maintenance fee for the venue and equipment of NTD 500 per night, and will also be required to perform ten hours of school service work.
If it is found that students have privately made copies of keys to any DSA managed venue, the DSA may require the leader of the given club to pay for changing all locks to the venue and suspend their use of DSA managed venues for one year.
At any time when the Student Activity Center is closed, DSA managed venues will not be open for use.
If any school unit wishes to reserve a venue, its responsible person must sign and submit an application, and at the conclusion of the activity, must pay the fees for use of the venue by account transfer between departments. Student clubs holding activities must first have made an application for the activity, in accordance with the rules, that is on file with the DSA before they can apply to use the venue. Any organization or group outside the university must issue a formal letter of request to make an application.
All activity venues are in principle open to organizations or individuals outside of NTHU on weekends and public holidays. If an activity cannot be held as scheduled due to a force majeure event, rescheduling and fee refunds are allowed, but National Tsing Hua University bears no liability for any compensation. If, after an application for use of a venue is approved, the school encounters emergency circumstances as declared by the Vice President for Student Affairs, the organization or individual shall unconditionally waive their right to use the venue, provided that they may apply for an interest-free refund of fees or their right of priority for use of the venue may be extended.
School-wide activities organized by the school authorities are not subject to the restrictions of these Guidelines.
Arrangements shall be made in advance with the Campus Security Office for any vehicles entering from outside the campus during an event and the related fees paid according to regulations.
The 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.