Procedure on forming an alumni association

                       

Pre-registration Stage

                       

1.  Set up a Core Group

Alumni interested in forming an alumni association (AA) are advised to establish a core group. Members of the core group will ultimately assume official positions on the Executive Committee or the Board upon the formal establishment of the AA. During the setup period, core group members may contact Alumni Affairs Office (AAO) for assistance. 

2.  Determine the nature of Alumni Associations

AAs are separate entities independent from Hong Kong Baptist University (HKBU).  They can be registered under the Laws of Hong Kong Special Administrative Region of the People’s Republic of China either as:

·         A society under the Societies Ordinance (Cap 151); or

·         A company limited by guarantee under the Company Ordinance (Cap 622).

Please refer to Hong Kong Police Force’s Societies Office and Companies Registry for details.

                       

3.  Draft the Constitution or Memorandum and Articles of Association

The Constitution or Memorandum and Articles of Association (M&A) is an essential document outlining the AA’s mission, objectives, membership criteria, governance structure (Executive Committee’s roles and responsibilities), meeting rules, and other relevant matters. Core group members should lead the drafting of this document, which is required for registration under the Ordinance mentioned in point 2.

                       

4.  Seek University Approval 

The core group should submit a formal application to the University for the establishment of the AA. The application should include, but is not limited to, the following documents:

·         Application letter

·         Constitution or M&A

·         List of Executive Committee or Board members

·         Activity plan

Upon approval, the AA will receive an official letter from the University, along with the conditions governing the use of the University’s title, emblem, logo, and office.  The AA is required to provide written consent to these conditions.  Once consent is received, the University will authorise the AA to use its title, emblem, and logo.

                       

Registration Stage
5. Register with the Societies Office or Companies Registry

After obtaining University approval, the office-bearers of the AA should register the AA with the appropriate government authority. Depending on the chosen nature, the office-bearers must submit the required documents to either the Hong Kong Police Force’s Societies Office (for societies registered under the Societies Ordinance) or the Companies Registry (for companies limited by guarantee under the Companies Ordinance), as mentioned in Point 2.

               

Post-Registration Stage
6. Notify the University

Upon completing the registration process, the AA should notify the AAO with the following information via email at alumni@hkbu.edu.hk:

  • Copy of Certificate of Registration of a Society or Business Registration
  • Constitution or M&A
  • List of Executive Committee or Board Members (including full Chinese and English names, graduation field, phone no and email)
  • AA Contact Information (including name of the AA’s contact person, phone no, email, AA website address, AA social media account(s) and correspondence address)

               

Note: The above information is provided for reference only. Alumni are advised to consult legal professionals and the AAO for further guidance if required.