(Purpose)

Article 1

1. This regulation establishes the necessary matters concerning the handling of extracurricular activity groups (hereinafter referred to as "student groups") composed of students of Tohoku Gakuin University (hereinafter referred to as "the University") within the University, in order to promote extracurricular activities for students at the University and contribute to their smooth development.

(Requirements for establishing a student organization)

Article 2

1. When establishing a student organization at this university, all of the following conditions must be met.
   • The university must have a department head (supervising professor) (hereinafter referred to as "department head") from among its full-time faculty members.
   • The name, purpose, or activities must not be similar to those of any existing student organization.
   • In principle, the organization must be composed primarily of five or more students from this university, all in their third year or below and spanning multiple academic years.
   • Not to engage in activities that support or oppose a specific political group or a specific religion or religious group.
   • Not associated with any organization that has a history of antisocial activities.

(Procedures for establishing a student organization)

Article 3

1. When establishing and operating a student organization, the student representative must, together with the prospective head of the organization, submit the following documents prescribed by the university to the Student Affairs Division (hereinafter referred to as "the Student Affairs Division") and obtain the President's approval for registration.
   1. Student organization establishment application
   2. Student organization regulations
   3. Annual Activity Plan

(Affiliation with a student organization)

Article 4

1. If the establishment of a student organization is approved, that student organization must belong to one of the following organizations:
   1. Tohoku Gakuin University Student Association
   2. Special organizations such as the university festival organizing committee

(Registration renewal)

Article 5

1. Student organizations that continue to engage in extracurricular activities must submit the following documents to the Student Affairs Office every May to renew their registration. Failure to renew by the deadline may result in the university president revoking the student organization's registration approval.
   1. List of Extracurricular Activity Group Leaders
   2. List of members of extracurricular activity groups
   3. Request for club room rental
   4. Challenge Sheet (Goal Setting Sheet)
   5. Annual Activity Plan

(Change of registration details)

Article 6

1. When there are any changes to the name, activities, regulations, extracurricular activity leaders, student representatives, etc., of a student organization, or when students join or leave the organization, the student organization must submit the prescribed student organization change notification form to the Student Affairs Division within one week and obtain the approval of the university president.

(Support for student organizations)

Article 7

1. This university will provide the following support to promote and enhance the activities of student organizations.
   1. Permission to use the name of this university
   2. Permission to use on-campus facilities, equipment, and supplies
   3. Support for regular matches, competitions, presentations, training camps, etc.

(Use of extracurricular activity facilities)

Article 8

1. When student organizations use the University’s extracurricular activity facilities, they must comply with the Tohoku Gakuin Educational Corporation Comprehensive Sports Complex Usage Regulations, the Tohoku Gakuin University Tsuchitoi Campus Gymnasium Usage Regulations, the Tohoku Gakuin Educational Corporation Comprehensive Sports Complex Residential Training Facility Usage Regulations, the Tohoku Gakuin Pool Usage Regulations, the Tohoku Gakuin University 90th Anniversary Hall Regulations, and the Tohoku Gakuin University Community Center Regulations.

(Use of club room)

Article 9

1. When a student group wishes to use a club room for the first time, they must submit a prescribed club room rental request form to the Student Affairs Office and obtain approval.
2. In the case of the preceding paragraph, if the number of groups wishing to use the club rooms exceeds the total number of club rooms, priority will be given to student groups that are currently using the club rooms, and only if a room becomes available will the club rooms be allowed to be used by groups that have been reviewed and approved by the Student Affairs Division.

(Use of university facilities)

Article 10

1. When a student group wishes to use any university facility other than the extracurricular activity facilities specified in Article 8 (such as the chapel or classrooms), they must designate a person responsible for the use of the facility, submit a prescribed application form to the Student Affairs Division at least one week before the desired date of use, and obtain approval from the Director of Student Affairs or the relevant authority.

(Extracurricular activities)

Article 11

1. When a student organization conducts any of the following activities outside of the university, the student representative of the student organization must promptly submit the prescribed form to the Student Affairs Division, jointly signed by the department head, and obtain the approval of the Department Head of Student Affairs.
   1. Participation in external matches (including practice matches), competitions, and regular matches.
   2. Participation in concerts, recitals, rehearsals, training camps, tours, and events for the public.
   3. Volunteer activities

(Insurance enrollment)

Article 12

1. Student organizations belonging to athletic clubs must enroll in sports safety insurance in accordance with the following provisions.
   1. The selection of insurance companies and the enrollment procedures are to be handled by each organization.
   2. The scope of insurance coverage is at the discretion of each organization.
   3. Insurance premiums are paid by each organization.
   4. Liability insurance must be included.

(Posting of printed materials, etc.)

Article 13

1. When student organizations intend to distribute flyers, leaflets, etc., post posters, etc., or erect signs in connection with extracurricular activities, they must strictly adhere to the following matters.
   1. The distribution of flyers, leaflets, etc., the posting of posters, etc., and the installation of signs must be permitted by the Student Affairs Director, specifying the period or deadline.
   2. Flyers, leaflets, posters, and signs created by student organizations must clearly state the name of the student organization and the name of the student representative.
   3. Please follow the instructions of the Student Affairs Office regarding the location where posters, signs, etc., will be displayed or where signs will be erected.
   4. The posting period for posters and other materials, as well as the installation period for signs, must be observed (generally 7 days, with the possibility of renewal).
   5. Posters and other materials, as well as signs, must be removed promptly after the designated display period has expired.

(Setting up banners)

Article 14

1. When student organizations create and display banners to publicize freshman welcoming events, university festivals, etc., they must follow the instructions of the Student Affairs Division in advance and strictly adhere to the following points.
   1. When attempting to install the banner, you must obtain permission from the Student Affairs Director, along with the banner's design.
   2. The installation period must be clearly stated and adhered to (generally 30 days, with the possibility of renewal).
   3. Banners that have exceeded their designated display period must be removed promptly.

(Suspension and dissolution of clubs)

Article 15

1. If a student organization suspends its activities due to a decrease in members or other reasons, or if it disbands, it must submit a prescribed suspension or dissolution form to the Student Affairs Division and obtain the approval of the university president.
2. A leave of absence from the club can be permitted for a maximum of two years, starting from the date the leave of absence request is submitted.
3. The university president may take measures to disband a student organization if it falls under any of the following categories:
   1. When the period of suspension exceeds two years.
   2. When a club member is absent.
   3. When a dissolution order as stipulated in Article 21 is approved.

(Resumption of extracurricular activities)

Article 16

1. If a student organization that has suspended its activities wishes to resume its activities, it must first fulfill the establishment requirements stipulated in Article 2 and then submit the following documents to the Student Affairs Division to obtain the President's approval.
   1. Application for resumption of extracurricular activities
   2. List of Extracurricular Activity Group Leaders
   3. List of members of extracurricular activity groups
   4. Request for club room rental
   5. Challenge Sheet (Goal Setting Sheet)
   6. Annual Activity Plan

(Award)

Article 17

1. The president may award student groups or individuals who have achieved particularly outstanding results in extracurricular activities, in accordance with the Tohoku Gakuin University Student Award Regulations.

(Extracurricular activity instructor)

Article 18

1. Student organizations at this university may appoint extracurricular activity leaders.
2. The details regarding extracurricular activity instructors will be determined separately.

(Designation by the reinforcement department)

Article 19

1. Our university can designate student organizations to be strengthened or promoted.
2. The designation of the strengthening department, selection methods, etc., will be determined separately.

(Suspension of activities)

Article 20

1. The university president may order a student organization to cease its activities if it falls under any of the following categories:
   1. When an act is committed that violates laws, ordinances, or the regulations of this university.
   2. When an accident occurs during an activity, or when the organization's management is deemed inappropriate.
   3. When a member of the organization in question is found to have developed an infectious disease as defined in the School Health and Safety Enforcement Regulations (Ministry of Education Ordinance No. 18 of 1958).
   4. When it is determined that the safety of the activities cannot be ensured due to the occurrence of a natural disaster or other reasons.

(Dissolution order)

Article 21

1. The president may order the dissolution of a student organization if it falls under any of the following categories:
   1. When a serious accident occurs during extracurricular activities due to intent or negligence.
   2. When the organization engages in activities that violate public order and morals in connection with its extracurricular activities.
   3. When any of the requirements for establishing a student organization as stipulated in Article 2 are no longer met.

(Administrative)

Article 22

1. All matters related to these regulations will be handled by the Student Affairs Division of the Student Services Department.

(Revision/Abolition)

Article 23

1. Any revision or repeal of these regulations shall be carried out by the President after deliberation by the Tohoku Gakuin University Student Committee and subject to approval by the Board of Directors.

Supplementary provisions

These regulations shall come into effect on December 7, 2022.

Supplementary Provisions (Revised No. 68, March 27, 2020)

These regulations shall come into effect on April 1, 2024.