Learners wishing to establish a club, organization or an association must take the responsibility to ensure that they respect the University’s rules as well as the UAE laws and culture that are related to the activities of the organization. Any individual/group whose conduct is in violation of these rules or laws will be subject to disciplinary action; these actions may vary according to the level of violation made from a cancellation of a particular activity, club, association or organization to the suspension or expulsion of individual(s).

The Hamdan Bin Mohammed e-University maintains the authority over all learners’ clubs, organizations and associations and its related activities; therefore prior to organizing any event, the organizations, club or association must fill a “Proposed Event Approval Form” to request the approval of the Director of Learner Services, this request must be submitted at least ten working days prior to the day in which the event is expected to occur. Additionally if any of the University facilities are to be used for a particular event, an authorization must be obtained by filling the “Learners Request for use of University Facility Form” at the same time as the ““Proposed Event Approval Form”. These forms shall be filled and returned to the LRM office.

Policy for Forming Clubs and Organizations

Learner or group of learners wishing to establish a new club, associations or organization must first complete an Application Form and return it to the LRM Office to obtain approval from the Director of Learner Services. The following guidelines must be followed:

• Ensure that the purpose and principles of the established organization, club or association do not conflict with the University rules and regulation nor with the UAE laws.
• Determine policies and actions by which the organization, club or association have been created and will be operating.
• Appoint a representative for the Club, association or organization that will sign a letter of commitment and will hold responsibility for the club, association or organization.
• Submit a plan for the projected events and activities of the club, organization or association to the Director of the Learner Services at the beginning of each academic year.
• Obtain a written approval for the recognition of the establishment of the organization, club or association from the Director of the Learner Services.
• Obtain proper approval(s) prior to organizing any event.
• Hold regular, documented meetings with club members throughout the semester, and send minutes of the meeting to the LRM office.
• Complete a “Renewal Form” to renew the club, organization or association at the end of each semester.
• Ensure that membership to such organization, club or association is open to any currently enrolled learners in good standing without discrimination based on age, color, national origin, handicap, marital status, race, religion or gender.

Clubs, organizations, or associations which do not adhere to the above guidelines will be cancelled automatically.