1.0 Pro-Tem Application Forms (Application of set up new club/society)
1. Application for Preliminary Registration of a Student Society
- To apply for setting up a new student society/club in UTAR.
2.1 Constitution of UTAR Student Society (Course based) - To establish the constitution of the new course based society/club; fill in the objectives and the sub-committees of the new society/club.
2.2 Constitution of UTAR Student Society (Non-Course based) - To establish the constitution of the new non-course based society/club; fill in the objectives and the sub-committees of the new society/club.
3. Pro-Tem Executive Committee List - To compile a list of pro-tem executive committee of a new society/club.
4. Meeting - Sample of Agenda and Minutes
2.0 Event/Activity's Documents
Any exco committee can download the following documents for reference.
i) Checklist for Organizing Activity
Event Assessment Form (FM-DSA -020) - Event committee need to fill it up before and after the event, especially those event using Grand Hall and Heritage Hall(Multipurpose Hall). The form is to safeguard the organising committee.
ii) Guidelines & Form for Clubs and Societies
After New Executive Committee (Exco) has been formed, they must fill up the below form.
- List of Office Bearer
- Specimen Signatures of Office Bearers
Recruitment Drive Form
- Register of Membership - Ordinary Members (RM10; Members can vote in general election)
- Register of Membership - Associate Members (RM5; Members do not have the power to vote or become Exco in general election)
Others
- Handover of Document Petty Cash to Incoming Student Society
- Petty Cash Voucher - Treasurer needs to issue this voucher to anyone who want to claim from the society's petty cash.
- Indemnity Form - It is used for any bus trip. All passengers must sign and acknowledge this form before depart.
- Fund raising form (Donation for specific purpose and subject to approval by DSA)
- Acknowledgement of Payment – to acknowledge payment.
- Proposal Format
- Secretary - Notice of Meeting, Meeting Minutes, Activity Report
- Treasurer - Budget & Income Statement,
Mileage Claim: A student who wants to claim mileage is required to fill up the Mileage Claim Format. Download Mileage Claim Format
Mileage Claims
1. The mileage claims with the following rates:
For motor-car:
| Claim rate/ km | Distance |
| 60 cents / km | 1st 500 km |
| 55 cents / km | 1st 150 km after 500 km |
| 50 cents/ km | 1st 150 km after 650 km |
| 45 cents/ km | After 800 km |
For motor-cycle:
| Claim rate/ km | Distance |
| 30 cents / km | For every km |
2. Rounded to the nearest KM.
3. Toll charges MUST be verified with the receipts/ statements to be claimable.
4. Each trip requires a Google Map reference (REF) with complete name and address of the destination (printed on a separate sheet).
The Placement of Notices/Posters Application Form - To place posters/notices.
iii) Annual General Meeting (AGM) Document
- Proposal Format
- Secretary - Notice of Annual General Meeting, Meeting Minutes (as normal template), Nomination List
- Treasurer - Budget & Income Statement,
- Petty Cash Report
- Annual Activity Report
- Annual Financial Report
iv) Funding of Students' Participation in Sports Events and Extra Curriculum Activities
- Guideline
- Application form (Within Malaysia)
- Application form (overseas)
Rules and Regulation XIV – Societies and Student Activities
All exco committee must read, follow and understand the rules & regulation set by UTAR. Anyone found against this would be brought to the disciplinary action.
Book References
I) Event Planning - The Complete Guide to Successful Event Planning By Shannon Kilkenny