Student Clubs &

Organizations
Handbook

Edited July 7, 2020

Student Clubs & Orgs Handbook 2

Table of Contents

Introduction
Mission Statement
Learning Outcomes
Contact Information
Establishing a Club
Overview of Process
Requirements for Active Club Status
Student Org Academy and Leadership Program
Club Constitution
Bylaws
Executive Leadership Positions
Transitioning Leadership Positions
Advisors
Types of Clubs
Student-run Publications
Professional and Academic Clubs
Sports Clubs
Arts and Performance Clubs
Cultural Clubs
Community Service Clubs
Political Clubs
Religious and Spiritual Clubs
Deactivating a Club
Code of Conduct for Clubs & Orgs
Event Planning
Event Creation Process
Regular vs. Major Events
Reserving Event Space
Study Break and Exam Schedule
Contracts and Approved Vendors
Alcohol Policy
Travel Policy
Risk Management
Marketing and Promotion
Duke Kunshan Engage
Office of Student Affairs Newsletters
Student Clubs & Orgs Handbook 3

Posters
Social Media
Email
Other Forms of Marketing
Logo Usage
Media
Finances
Applying for Funding
Reimbursement/ VAT Fapiao
Fundraising
Sponsorship
Appendices
Constitution Template and Example
Event Proposal and Description
Event Repot
Event Planning Checklist

Introduction
Mission Statement
To build meaningful, cross-cultural community; foster personal, professional and leadership
development; and provide opportunities for students to explore and engage with passion areas.
Learning Outcomes
1. Students will develop teamwork skills by working collaboratively to plan and execute
events.
2. Students will develop their identity as a leader by exploring their values and
motivations, and practicing reflection and self-evaluation.
3. Students will develop cultural fluency by engaging with new ideas and value systems
when problem-solving, and identifying how diversity contributes to their organization.
4. Students will learn to manage finances by keeping track of their organization’s budget
and expenditure.
5. Students will make meaning of their club experience by articulating how it connects with
their academic lessons and personal values.

Contact Information
Student Clubs & Orgs Handbook 4

Student Involvement Team

Donglei Li, DKU Student Center & Organizations Coordinator
Office of Student Affairs
Location?
tel. (+86) 0512 3665 XXXX | donglei.li@dukekunshan.edu.cn

Lei Li, Arts, Culture & Campus Program Coordinator

Office of Student Affairs
Suite 300C, Residence Halls
tel. (+86) 0512 3665 7280 | lei.li134@dukekunshan.edu.cn

Damian Medina, Assistant Dean, Campus Engagement & Student Conduct

Office of Student Affairs
Suite 200D, Residence Halls
tel. (+86) 0512 3665 7393 | damian.medina@dukekunshan.edu.cn

Campus Partners

Charlie Clausen, Residential Education and Programs Manager

Residence Life
Suite 202A, Residence Hall
tel. (+86) 0512 3665 7277 | charlie.clausen@dukekunshan.edu.cn

Dr. Hui Gao, Campus Physician

Campus Health Services

Location?

tel. (+86) 0512 3665 XXXX | hui.gao945@dukekunshan.edu.cn

Dr. Zarko Krkeljas, Athletic Director

Athletic Department
Suite 300D, Residence Hall
tel. (+86) 0512 3665 7107 | zarko.krkeljas@dukekunshan.edu.cn

Dr. Yan Li, Associate Director of Psychological Counseling

DKU R.I.S.E.
Location?
Student Clubs & Orgs Handbook 5

tel. (+86) 0512 3665 XXXX | yan.li3@dukekunshan.edu.cn

Yongru Lu, Administrative Assistant in Student Affairs

Office of Student Affairs

Location?

tel. (+86) 0512 3665 XXXX | yongru.lu@dukekunshan.edu.cn

Dr. Raphael Moffet, Dean of Student Affairs

Office of Student Affairs

Suite 200A, Residence Hall

tel. (+86) 0512 3665 7233 | raphael.moffett@dukekunshan.edu.cn

Hangju Wang, Assistant Dean of Student Affairs

Office of Student Affairs
Location?
tel. (+86) 0512 3665 XXXX | wang.hangju@dukekunshan.edu.cn

Establishing a Club
Overview of Process
1. Fill out the Duke Kunshan Student Org Academy Interest Qualtrics form before the first
week of classes. This form will detail the general purpose of the club. Students should
look through the list of existing clubs and ensure there is no duplication or overlapping
of clubs.
2. Find a minimum of 5 members interested in chartering the club.
3. Participate and finish the Student Org Academy and Leadership Program.
4. Create a Club Constitution (See Appendix A and B.)
5. Elect the required executive leadership positions--President, Secretary and Treasurer.
6. Find an advisor and fill out the Advisor Agreement Form (See Appendix E.)
Student Clubs & Orgs Handbook 6

7. Complete the Club Recognition form on Duke Kunshan Engage.

8. Submit a budget proposal.
9. Participate in the Student Organization Fair in January to recruit members. All
prospective members should be informed of membership dues, time commitment and
expectations.

Requirements for Active Club Status

 Completed Club Constitution and Advisor Agreement Form and had a meeting with the
Office of Student Affairs to be officially approved.
 Maintain a minimum of 10 active members. All members must be DKU students.
 Hold 2 events per semester (regular or major) with an average attendance of 20 people.
 Club executive leadership attended the Student Org Academy and Leadership Program.
 Abide by school, department and clubs and organizations policies and procedures.
 Submit a budget proposal in late February for the following academic year.

Student Org Academy and Leadership Program

Duke Kunshan University’s Office of Student Affairs provides students with a Student Org
Academy and Leadership Program. Future student organization presidents and other student
leaders are required to attend. This program includes a two-day retreat and several follow up
training sessions. These trainings help student leaders learn about more about budgeting,
planning events and other skills associated with clubs and organizations. Through the Student
Org Academy and Leadership Program, student leaders will become familiar with the systems
and procedures they must follow.

Club Constitution
Each club or organization is required to have a constitution. A constitution serves to clarify your
club’s objectives, describe the structure, and allow members and potential members to better
understand your organization and how it functions. Reference Appendices A and B.
The club constitution will include:
1. The organization’s name and abbreviation
2. An introduction (a summary of the club in a sentence or two)
3. Mission statement and affiliation (purpose, goals and values)
4. Membership (how many members a club must have to remain active)
5. Dues and fees
6. Quorum (number of members required to transact business)
Student Clubs & Orgs Handbook 7

7. Officers (required and optional positions)

8. Duties of officers
9. Election of officers
10. Removal of officers
11. Requirements for club advisors
12. Definition and positions included in the executive board
13. Committees, if applicable
14. Meetings (frequency, length, etc.)
15. Amendments (future changes to the constitution)
16. An anti-discrimination agreement

Bylaws
Creating club bylaws can expand on the foundations of your club constitution. Writing bylaws
can help clarify procedures and can change as the organization does. Bylaws could include:
more information about membership and executive board structure; additional committee
duties; agenda structure; parliamentary authority (typically Roberts Rules of Order is used, see
Appendix D for a Robert’s Rules DKU Cheat Sheet); how to create an amendment; and any other
helpful clarifying information. The Constitution Bylaws Template can be found in Appendix C.

Executive Leadership Positions

Each club and organization will elect leadership. A club or org at minimum must have a
President and Treasurer. The following is an overview of each position.
President:

 Provides leadership and direction for the club and preside over meetings.
 Read and has expertise in the guidelines laid out in the Student Clubs &
Organizations Handbook.
 Establishes short- and long-term goals for the club or organization.
 Provides leadership development opportunities for club members and sets up
structures so the leadership can continue with other members.
 Interfaces with the club advisor and other DKU staff members.
 Serves as spokesperson and representative for the organization.
 Assists and supports other officers.
Treasurer:

 Oversees club funds, collects member dues (if applicable) and handles club
purchasing.
Student Clubs & Orgs Handbook 8

 Creates annual budget for the following year and submits it in February.
 Updates the club’s log of expenditures and incoming money.
 Submits event financial requests and follows up with VAT fapiao after purchase.

Depending upon the objective and structure of the club, it may be beneficial to have additional
executive leadership positions. These could include: Vice President, Secretary, Marketing
Coordinator, Technology Coordinator, Events Coordinator, etc. Here are some descriptions of
these additional executive leadership positions:
Vice President:

 Assumes duties of President when the President is absent.

 Coordinates and oversees the election process of all executive leadership
positions.
 Works with the Treasurer to oversee club fundraising.
 Manages and delegates club members to committees when working on larger
events or initiatives.
 Assist with other duties per the President’s request.
Secretary:

 Handles club correspondence and keeps records of it.

 Records and sends out minutes for all meetings for club members’ reference.
 Oversees the club calendar and informs members of deadlines and timelines.
 Maintains a club roster with contact information.
 Helps create documents, such as the club Constitution, and makes sure they
remain updated.
 Submits room reservation requests.
 Updates and maintains a leadership transition binder.
Marketing Coordinator:

 Create short- and long-term marketing strategies to publicize the organization

and its events.
 Create marketing materials to recruit new club members.
 Maintain club’s WeChat and social media presence.
 Design posters and other promotional materials and submit them with event
proposal.
 Coordinate tabling efforts during the club fair.
Technology Coordinator:

 Create, analyze and manage online forms and assessments.

Student Clubs & Orgs Handbook 9

 Assist with running and troubleshooting technology at events and meetings.

 Serve as point of contact for DKU IT support and submit tickets and call support
desk when necessary.
Events Coordinator:

 Proposes, plans and executes events for the organization.

 Helps draft budget in tandem with the Treasurer.
 Creates list of items to purchase.
 Coordinates and communicates with outside vendors, community partners,
other clubs or any other collaborators.
 Keeps track of event attendance and relays statistics to the Office of Student
Affairs.
 Works with Marketing Coordinator to create a marketing strategy for the event.
 Evaluates the event after it has taken place and keep track of feedback.

Are there GPA or other requirements for student leaders? Also, is there a limit for how many
executive leadership positions a student can hold? Any conflicts of interest? All club leadership
must remain in good academic standing with the university.

Transitioning Leadership Positions

To ensure a smooth transition between club executive leadership, clubs should utilize a
transition binder. The secretary can create and update this binder. The goal is that someone
could understand the club’s mission and how to do the position solely from reading the binder
The binder should include:

 The organization club mission and goals (short- and long-term)

 Constitution and by-laws
 Archived minutes
 Budget and expense reports
 Event plans and marketing materials
 Rosters with contact information
Additionally, the binder could have:

 Step-by-step instructions for important club functions

 Passwords and account information for emails or social media
 National organization information (if applicable)
 Publications or newsletters
Student Clubs & Orgs Handbook 10

 A calendar of past events

Besides having a great transition binder, there are several things student leaders can do to
assure a seamless hand-off. New leaders can shadow previous leadership before the transition
has taken place and ask questions about the job as they see it unfold. Outgoing leadership can
meet with incoming leadership and talk to them about their experience, like what their best
experience was, what the most challenging thing was, which collaborations worked, things they
wished they had known before they started, etc. It is also helpful for incoming leaders to get
acquainted with key people early on—their advisor, Office of Student Affairs staff members,
collaborators, etc.

Advisors
Each club must have an advisor who has been recognized by the Office of Student Affairs with
the completion of the Advisor Agreement Form (see Appendix E). A club advisor must be a full-
time employee of DKU—either faculty or staff member. Together, the organization president
and advisor should review the club’s constitution and the Duke Kunshan Community Standard;
work to understand and implement a financial plan; and set expectations for the advisor-club
relationship.
What club members should do for advisors:

 Regularly consult with the advisor regarding activities, meeting times, locations and
agenda items
 Consistently update advisor with organizational activities and notify them when financial
requests are coming through
 Invite the advisor to group meetings and events
An advisor’s role:

 Maintains regular contact and involvement with the executive leadership of their
student organization(s).
 Is knowledgeable about the mission, goals and purposes of the student organization.
 Helps the group uphold Duke Kunshan University’s policies and guidelines, acts as the
official university contact in matters of policy violation.
 Is familiar and involved with the activities and events of the group and directs
membership to appropriate campus resources to accomplish organization goals.
 Assists with the administration of the financial affairs of the group.
 Encourages a diverse approach to leadership, membership and programming.
 Mediates group conflict, if and when it arises.
 Supervise and approve meetings and events with alcohol present.
Student Clubs & Orgs Handbook 11

Types of Clubs
Student-run Publications
Students may partake a club that produces a journal, newspaper, online content, or other type
of media output.
To establish a student-run publication at DKU, please refer to the university’s Student-Run
Publications Policy, which provides procedures and practices for this activity, and explains the
role of the Editorial Review Committee (ERC). Requests to establish clubs that produce audio
and/or visual presentations will be evaluated on a case-by-case basis and, depending on their
purpose, may also need to be recognized by the ERC and to follow its procedures.

Professional and Academic Clubs

Students may consider establishing or joining a professional or academic club. These clubs can
support students who are pursuing a certain career, are in the same major or in the same
department. It would be beneficial for these organizations to have a faculty advisor specializing
in that field. Professional and academic clubs could provide tutoring support, engage with
issues central to that field of study, provide opportunities for career development and more.

Sports Clubs
Sports clubs allow students to be physically active and participate in their favorite sports.
Sports clubs receive a portion of their budget from the Office of Student Affairs and another
portion from DKU Athletics. In addition, a team may expand their budget with a membership
fee or by fundraising.
When a sports club is setting up their constitution, they will need to decide if they are a school
team or a club. They will need to come up with an official team name and find a coach or
coaches. Athletics requires that the club practices or competes more than 2 hours a week.
Other club member rules will be outlined in the constitution. If a club wishes to host an event,
the event must be approved by Athletics. Intramural events happen on campus and are DKU
participants only. Intra-varsity events can be local or provincial and coordinate with other
schools.
Ask Zarko for additional guidance, perhaps mention or link his sports handbook?

Arts and Performance Clubs

Student Clubs & Orgs Handbook 12

Arts and performance clubs allow students with an interest in the fine arts to explore and
demonstrate their talents.
Arts and performance clubs can partner with the Arts, Culture & Campus Program Coordinator,
Lei Li. In addition, these clubs can work with the Campus Activities Board (CAB) Arts committee.
These partnerships can help arts and performance clubs can help students identify helpful
resources and create events that reach more students.
There is a music room available for use in the Student Center that has a drum kit and amplifiers.
Additionally, the Office of Student affairs has a PA system that can be rented out. There are
three pianos on campus: one in the Student Center, one in the dining hall and one in the
residence halls.
Additionally, there is an art room with supplies available for use in the Student Center.
For performance clubs, there are several notable events that showcase student talent. These
include: the annual spring Music Festival; the Gala; two talent shows; and monthly jam sessions
in the Student Center.

Cultural Clubs
These clubs provide a space of support for members of a certain cultural identity. It can serve to
educate other students about that culture’s values, beliefs and traditions.

Community Service Clubs

These clubs help connect students to community service opportunities. The club can focus on a
particular social cause, or broadly promote volunteerism.

Political Clubs
Political clubs provide a space for students to deepen their understanding of local, national and
international affairs and diplomacy. Additionally, these clubs may focus on honing public
speaking, debate or research skills. All clubs expressing political opinion must be in alignment
with the Chinese government and the Communist Party of China.

Religious and Spiritual Clubs

Religious and spiritual clubs are not permitted at Duke Kunshan University.
Student Clubs & Orgs Handbook 13

Some clubs may fall outside of the categories outlined or be a combination of the above.

Deactivating a Club
Clubs can be deactivated for the following reasons:
 Failure to comply with the policies and procedures in the Duke Kunshan University
Student Handbook (see Section 6: Engagement and Involvement) or other official
university publications or offices.
 Failure to maintain 10 active members or an active advisor.
 Failure to provide needed documentation and forms to the Office of Student Affairs.
If a club does not meet the above standards, the club will be temporarily deactivated. The
club’s budget and activities will be suspended for a semester. In that time, the original club
members may work to remedy the issue (ex. recruit more members or find a new advisor.) If
the original members step away from the club, the club name will be published as a suspended
club. Other DKU students may contact the Office of Student Affairs and take on responsibility of
the club. If this new leadership team can meet the club requirements, they can reactivate it. If
the club is not reactivated after a semester, it will be dissolved completely. Depending on the
reason for the deactivation, some clubs may not be eligible for reactivation.

Code of Conduct for Clubs & Orgs

Clubs and organizations must follow policies found in the Duke Kunshan University Student
Handbook. Clubs and organizations must follow school policies, as well as national law. The
Office of Student Affairs reserves the right to deactivate a club or impose sanctions at any point,
depending on the severity and frequency of policy violation. Students who violate policy are
subject to the student conduct process. The Duke Kunshan University Student Handbook can be
found here.
If a club member sees someone violating policy at an event, they are required to report it using
the Incident Report Qualtrics form. If a club member notices another member is in emotional
distress, with the potential to harm themselves or others, they should refer the student to the
Duke Kunshan CARE Team using this link.

Event Planning
Event Creation Process
Student Clubs & Orgs Handbook 14

Regular Events vs. Major Events

Regular events are club meetings, events on-campus, etc. that have less than 50 people in
attendance. Major events meet one or more of the following criteria:

 Over 50 people in attendance

 Event costs RMB 2,500 or more
 There are external vendors or guests
 There are major donors and contributors
 It’s a collaboration outside of the Student Affairs Office
 It’s a conference or field trip

Reserving Event Space

Donglei is writing this section

Some club and organization events may take place off-campus. The prospective venue should
be noted in the event proposal. Please see the “Travel Policy” section of the handbook for
guidelines regarding local, regional, national and international travel. The Office of Student
Affairs will work with clubs to determine if an off-campus location will be suitable for the event.
If it is deemed suitable, staff from the Office of Student Affairs will assist with the contract
process (see “Contracts and Approved Vendors.”) Students should not move forward booking a
venue until it has been approved by the Office of Student Affairs.

Study Break and Exam Schedule

Clubs and organizations may not schedule events during final exams. The blackout days extend
from the day before reading period through the end of finals. Additionally, events should not be
planned when school is not in session (Chinese New Year, Mid-Autumn Festival, Chinese
National Day, etc.)

Contracts and Approved Vendors

Clubs and organizations can utilize service providers such as vendors, caterers, and presenters
at approved major events. To use a service provider, the club must enter a contractual
agreement with the vendor at least three weeks prior to the event date. Student leaders are
not allowed to sign off on any contracts themselves or on behalf of Duke Kunshan University,
but must get these documents signed and approved by a staff member in the Office of Student
Student Clubs & Orgs Handbook 15

Affairs. The Office of Student Affairs can provide an outline for contracts and help student clubs
and organizations draft an agreement.
Student leaders should keep in mind that written and verbal agreements are binding. In
addition to not signing contracts, students may not enter into an agreement via verbal
conversation or written correspondence.
Depending on the event, students may need to sign additional waivers, such as insurance
waivers.
If students do not adhere to policy, they risk losing club funding.
The following is a list of approved vendors. This list is subject to change. For the latest
information, please check in with the Office of Student Affairs.
Vendor list here

Alcohol Policy
Duke Kunshan University allows the presence of alcohol and encourages responsible and lawful
usage. Alcohol will be permitted at events with the approval of an organization’s advisor and
the Office of Student Affairs. The vendor and type of alcohol offered must be approved by the
Office of Student Affairs as well.
Events with alcohol must have the attendance of the organization advisor. For larger events,
additional chaperones will be needed. There should be approximately one DKU staff or faculty
member per 20 students.
All students and attendees must be 18 years of age or older to consume alcohol. Upon entering
the event, guests can check in and provide official identification showing their age. Guests may
not give, sell or otherwise distribute alcohol to anyone who is underage. Public intoxication is
not allowed and students who reach the point of intoxication are subject to documentation and
the student conduct process. Alcohol must not be taken out of the event or venue area.
Once guests have provided identification, they will receive a wristband with one to three
removable tabs. When the attendee approaches the bar, the server will remove one of the tabs
from their wristband before providing them with a standard drink.
The quantity of removable tabs will directly correlate to the number of standard drinks an
attendee is allowed. An attendee will be allowed the equivalent of one standard drink per hour,
up to the maximum of three standard drinks. A standard drink is approximately a 12 oz. beer, 8
oz. of malt liquor, 5 oz. of table wine or 1.5 oz. of distilled spirits.
BYOB (bring your own beer) and other events where attendees bring their own alcohol will not
be permitted.
Student Clubs & Orgs Handbook 16

Events with alcohol must have non-alcohol beverages besides water available. The quantity of
non-alcoholic beverages must be equal to or greater than the quantity of alcohol provided.
Additionally, events with alcohol must provide food service.
In total, alcohol service may not last more than four hours.
When student clubs and organizations are advertising their event, they may not include
mention of alcohol in the promotional materials.

Travel Policy
Clubs are encouraged to participate in events, conferences and development opportunities off-
campus. Anytime a club wants to participate in an off-campus opportunity that requires travel,
they must submit a proposal via Duke Kunshan Engage to the Office of Student Affairs.
This proposal will outline:

 the date and time of the off-campus event

 the purpose of the event
 the benefit the organization will derive
 The proposed itinerary
 a budget estimate
For off-campus travel, the proposal should be submitted three weeks in advance.
Once approved, a club can move forward in the planning process. All attending club members
must have signed the DKU Waiver in order to participate in the trip. If a participating student
did not fill out this waiver when they matriculated into the university, they must sign it 3 days
before leaving for the trip.
The organization requires all participants to fill out a Qualtrics form prior to leaving. The
President must fill out the Trip Leader Qualtrics form, and the participants must fill out a
Participant Qualtrics form. The trip leader must supply the Office of Student Affairs with a
roster of students participating in the off-campus event, so that the list can be cross-
referenced.
For local travel (Kunshan, Shanghai and Suzhou), clubs do not need their advisor in attendance.
For regional travel (the greater Jiangsu province), the necessity of an advisor’s attendance will
be determined by the Office of Student Affairs.
For national travel (into another province), advisors must attend. Students must follow Chinese
travel restrictions. For some areas of China, students must apply in advance for permits.
Student Clubs & Orgs Handbook 17

For international travel (outside of China), advisors must attend. In addition to the DKU Waiver,
students must also sign an International Travel Waiver. Parents or guardians are required to
sign this form. International travel may also require a visa application. When possible, students
must do their visa application process ahead of time. To travel internationally, students must
possess a valid passport or residency card with at least six months of validity. DKU follows the
United States’ Department of State Advisory system. Generally, students may travel to
countries that receive a Level 1 (exercise normal caution) or Level 2 (exercise increased caution)
advisory. The Office of Student Affairs reserves the right to reject proposals to travel
internationally, including those in Level 1 and 2 areas.
When traveling, all participants should bring their medical insurance information and an official
form of identification. Students will still be held to the DKU policies and standards while off-
campus.
Clubs should keep track of VAT fapiaos for expenses that can be reimbursed.

Risk Management
Students should do a risk assessment for every event they plan. First, the student leaders
should identify the risks the present. Next, they should assess these risks by determining how
probable and impactful the risks are. Included below is a table that aides in risk assessment.
After the risks have been identified and assessed, they must be addressed. If an event is in the
Medium to Extremely High risk category, a staff member from the Office of Student Affairs and
the club must discuss if the event is even feasible. If it is feasible, a safety plan must be
implemented to eliminate or mitigate risks. Depending on the size and scale of the event, the
student organization may need the continued support of a staff member to create and
implement a safety plan. A safety plan can include how organizers may respond to an event
(who to call, how to document an accident, etc.) The risk could be modified by changing
something about the event (holding it at a different time, eliminating a certain activity, etc.)
Risk can also be transferred to students when they sign liability waivers. This will often be part
of the safety plan for events involving physical activity.
The following table was adapted from Rhode Island College, Safety Management Services,
Information Assurance Training Center and the University of Connecticut.

Catastrophic Critical Marginal Negligible

Unlikely Medium Medium Low Low
Seldom High Medium Low Low
Occasional High High Medium Low
Likely Extremely High High Medium Low
Frequent Extremely High Extremely High High Medium
Student Clubs & Orgs Handbook 18

Definitions:
Impact (represented in columns)

 Catastrophic- could result in disaster, death or irreversible damage.

 Critical- could result in injury or reversible damage.
 Marginal- impacts the event, but not the outcome.
 Negligible- little to no impact on the event.
Probability (represented in rows)

 Unlikely- would be a very rare occurrence.

 Seldom- possible to occur.
 Occasional- will occur at some point.
 Likely- has occurred in the past or likely to occur several times.
 Frequent- has occurred multiple times in the past and is likely to occur several times.

Marketing and Promotion

Before a club begins marketing of any kind, their proposal must be approved by the Office of
Student Affairs.

Duke Kunshan Engage

Each club will have its own Duke Kunshan Engage page. Organizations can create events on DKU
Engage and advertise through that platform. DKU students will be able to search events
through the platform and RSVP. Additionally, attendance may be tracked through card swipes
on Duke Kunshan Engage once the process has been established.

Office of Student Affairs Newsletters

The Office of Student Affairs sends out several email newsletters to their listservs. These
newsletters go out one to two times a week. There is a Student Announcement newsletter, a
Student-Event-News newsletter and a Duke Kunshan Arts newsletter. The Student
Announcement newsletter holds important club news that is not related to events, such as a
call for student workers or the search for an advisor. The Student-Event-News advertising
upcoming club events. The Duke Kunshan Arts newsletter provides updates about clubs or
events that relate to visual or performing arts.
Student Clubs & Orgs Handbook 19

To submit a posting for one of the newsletters, please use the Newsletter Qualtrics Form. The
posting should include a descriptive event name, the location, and the date and time of the
event.

Posters
Posters will be submitted with event proposals and will be reviewed at that time. Posters
should include crucial information: the name of the event; the date and time; the price to
attend (if applicable); a short summary; the name of the club or organization; and any other
relevant information. Clubs can advertise that food will be offered, but may not advertise that
alcohol will be served. Posters should be attractive and easy to read.
Posters should be hung with staples, thumbtacks, clear tape masking tape or magnets,
depending on the surface. The use of glue, nails, duct tape or other heavy-duty tape is
prohibited. Posters cannot be attached to windows, doors, trash cans, entryways, the exterior
of buildings, interior walls, stairwell railings, floors or benches. They may also not be left on car
windshields, on sidewalks, on trees or utility poles.
Posters should be removed within three business days after the event has occurred.

Social Media
Clubs can maintain a WeChat account or communicate through other appropriate social media
channels to advertise events, recruit new members and update current members.
Clubs should maintain a professional and appropriate voice on social media, representative of
the club and DKU community. Do not post messages with offensive, vulgar or discriminatory
language. Club members will be held accountable for these messages through DKU’s conduct
process.
Duke Kunshan University supports the use of social media by student clubs and organizations as
a means to facilitate communications. However, it is important to draw a clear line between the
institutional voice and the personal voice. Social media users should be aware of the following:

 DKU logos and trademarks may not be used on personal websites or social media
accounts.
 Student clubs and organizations are not permitted to use DKU logos, trademarks or
campus iconography (i.e. the Water Pavilion outline) as avatars on social media, and
they must not state, suggest or imply they speak on behalf of the university. For
questions on the use of logos and trademarks, contact the Office of Communications
and Public Affairs on dkucomms@dukekunshan.edu.cn.
Student Clubs & Orgs Handbook 20

Email
Students are prohibited from contacting IT Services to create a separate club email.
Instead, students may use their student email to send emails on behalf of their club. Students
are encouraged to put their club affiliation and leadership position in their email signature, so
that recipients of their emails have context for outreach.

Other Forms of Marketing

Banners may be hung on the exterior of DKU buildings, if permission has been obtained.
 For approval on sports building, clubs should contact sports@dukekunshan.edu.cn.
 For approval on residence halls, clubs should contact
residencelife@dukekunshan.edu.cn.
 For approval on all other buildings, clubs should contact campus-
services@dukekunshan.edu.cn.
Chalking is not permitted on any surface.
Tabling may occur at the fall semester club fair. A club may table at another time of the year if
the Office of Student Affairs has approved their event proposal and the club has reserved space.

DKU Logo Usage

Student clubs and organizations are not permitted to use Duke Kunshan University’s logos or
trademarks without obtaining permission in advance from the Office of Communications and
Public Affairs. To make a request, contact dkucomms@dukekunshan.edu.cn.

Media
Students should not talk to media outlets or journalists on behalf of their student club without
first obtaining permission from the Office of Student Affairs.

Finances
Applying for Funding
The annual budget for the following year must be submitted late February in order to receive
the funds.
Student Clubs & Orgs Handbook 21

Steps and Timeline for event financial requests:

1. Submit the event financial request via email or DKU Engage. This should be done within
24 hours of the event proposal submission. How much in advance of event?
2. Next, the club advisor will review the submission and approve or reject it. Send an email
to your advisor, who should we aware your proposal will be coming in.
3. One of the coordinators from the Office of Student Affairs will then review the
submission and approve or reject it. Submit it by Wednesday to get a decision before
the weekend.
4. Receive the fund transfer, make the purchase and fill out a fapiao. Do this as soon as
possible.
5. Turn in the fapiao/receipt and unused funds. This should be done within 5 days of the
purchase.

Reimbursement/ VAT Fapiao

Fapiaos are a must for all purchases; Only approved cases can request Missing Receipt in the
process. If a vendor does not provide Fapiaos, approval in advance is needed in order to
request missing receipt needs. If fapiao is lost, there need to be an explanation in written
format in order to be approved for missing receipt.
Any club or organization that has failed to submit a VAT fapiao or failed to follow the financial
guidelines correctly, will get one time free of penalty. If a club or organization violates this
policy three times, it will not receive funding in any form for the remainder of the semester. If a
club or organization violates policy five times, they will no longer be allowed to reserve meeting
or event space.

Budget Lines:

 Events
 Food, drinks, refreshments (no more than 50% of overall budget)
 Alcohol (no more than 10% of overall budget)
 Conferences
 Guest speakers/presenters
 Travel
 Printing and marketing (posters, brochures, etc.)
 Supplies

Fundraising
Student Clubs & Orgs Handbook 22

Fundraising is the collection of money or other resources by donation, sales or event

programming. It is free of obligation to the entity providing the item. Clubs can fundraise on
behalf of an approved charitable foundation or for their own resources.
The purpose of the fundraiser must be in line with the club goals, vision and mission.
Additionally, it must by congruent with the mission of DKU at large.
Benefits of fundraising: (adapted from the University of South Florida Student Organizations
Handbook and American University of Kuwait’s Student Club and Orgs Manual)

 Unity: Fundraising can provide unity within an organization because club members will
be working together, creatively and collaboratively, to raise money. If an organization is
larger than normal, they may form a fundraising committee to assist in this process.
 More Unity: Fundraising can provide unity between organizations. Clubs can identify
common interests and goals and share responsibilities, and dividends, of fundraising.
 Education: Fundraising can educate people about important issues. Holding a certain
event may teach attendees and organization members about a special topic, subject or
issue.
 Information: Fundraising can inform others about your organization. Not only will it
increase awareness about your organization, it will also help motivate your members to
participate because the fundraiser is directly tied to the purpose of the group.
 Success: Fundraising can be huge, fun events for campus in their own right. A
fundraising idea can be so successful that it becomes an organization tradition. It may
even become an event that students expect to attend again and again.
To fundraise, organizations should submit an event proposal form to the Office of Student
Affairs. Some additional information will be required such as: the purpose/initiative behind the
fundraising; the budget for fundraising (should be less than the expected return); the
fundraising goal or expected return; and a description of the items being sold, if applicable. The
Office of Student Affairs can then deny, approve or amend requests.
Organizations should involve their advisor for extra assistance and oversight of the fundraising
project.
Once approved, the club can follow the event creation timeline. In the club’s advertising and
marketing, the purpose of the fundraiser must be stated. (Example: “We are fundraising to
attend the MUN conference in Shanghai” or, “All proceeds will go towards the children’s
hospital.”)
If the money is being raised for club resources, it must be deposited into the club account
within 3 business days of the fundraising event.
The following are some examples of fundraising models:
Student Clubs & Orgs Handbook 23

 A club can sell items they have produced themselves (ex. original art, a t-shirt design,
etc.)
 An organization could sell an item that relates to their club mission and constitution (ex.
selling house plants for an environmental club fundraiser)
 A club could also sell prepackaged goods (ex. chips, cookies, etc.)

A note about fundraising with food items: Clubs may sell prepackaged items. Clubs may not sell
food from local restaurants or cafes. Clubs may sell food items they have made themselves but
only if the members preparing the food have participated in a food safety course. This must be
approved by the Office of Student Affairs.
The following fundraising practices are prohibited: solicitation by credit card or telephone card
companies. Door-to-door campaigning on campus.

Sponsorship
In order to seek sponsorship or co-sponsorship, a club must consult with the Office of Student
Affairs and the Office of Development and Alumni Relations. Since the sponsorship process
requires the involvement of several offices, it should be initiated at least 2 months prior to the
event. The timeline to seek sponsorship would look like this:
1. Notify the Office of Student Affairs that the organization is interested in seeking
sponsorship. It would also be beneficial for clubs to involve their advisors in this process.
2. Develop a proposal. This proposal should outline what it is the club is seeking funding
for. The proposal would outline the date, time, expected attendance, description, and
estimated costs by budget line, as well as overall cost.
3. The organization would then submit a list of potential sponsors to the Office of Student
Affairs and the Office of Development and Alumni Relations. These offices would review
the list and reserve the right to remove potential sponsors.
4. Once the list has been approved, the student organization is responsible for outreach
and communication with their sponsor or co-sponsors.
5. The Office of Student Affairs will help the student club navigate the agreement or
contract with the sponsor. A club may not sign contracts or agreements without the
approval of the Office of Student Affairs.
Additional guidelines:

 The sponsoring company, organization or individual must be in alignment with the

student club’s goals and values, as outlined in their constitution. The sponsoring entity
must not expose DKU to risk or liability. It must be consistent with DKU’s mission
statement and policies. The sponsorship must provide a distinct and demonstratable
benefit to the club.
Student Clubs & Orgs Handbook 24

 Outside companies may not use the club to gain access or entry to university resources
or facilities.
 Sponsors may not take the lead for planning events.
 The student organization is responsible for promotion materials and the sponsoring
organization may not produce its own materials.
 Marketing may not include specific information on a sponsor’s products, discounts or
prices. Posters and other promotional material may include the sponsor’s logo.
 Club and organization websites may not include a direct link to their sponsor’s page.
 The name of the sponsoring company, organization or individual cannot be included in
the name of the event.
 Sponsorship must be done via monetary contribution which is deposited directly into
the club account.
 Sponsors may hang banners or signs in pre-approved areas.

Appendices

Appendix A= Attach “Constitution Working Sample V2- Alyssa Edits” found in Duke Box: Alyssa
Sharing with DKU -> Clubs and Organizations. Minor edits were made to reflect executive
leadership positions and inclusion of gender-neutral language.

Appendix B= Attach “Constitution Example” found in Alyssa Sharing with DKU -> Clubs and
Organizations.

Appendix C= Attach “Constitution Bylaws Template” found in DKU Sharing with Alyssa -> Clubs
and Organizations -> Student Org Academy 18-19 -> DKU SOA Trainings 2018 -> November-
Constitution.

Appendix D= Attach “Robert’s Rules DKU Cheat Sheet” found in Alyssa Sharing with DKU ->
Clubs and Organizations. Adapted from other resources.

Appendix E= Attach “Advisor Agreement- Alyssa Edits” found in Alyssa Sharing with DKU ->
Clubs and Organizations.