Student Affairs SectionWaseda University

This page explains the various application forms and other documents that the circles should submit for extracurricular activities.

• This document is to be submitted for all off-campus activities. Please submit it to the Student Affairs Section by one of the three circle representatives. If your circle is not official circle, please submit it by the representative.
• The deadline for submission is one week before the date of the event. If the deadline falls on a day when the office is closed, the deadline is the day before the day the office is closed. In the case of overseas expeditions and high-risk activities (mountain climbing, skydiving, etc.), the deadline is one month before the event date.
• For participation in competitions and events (including organised and co-organised), overseas expeditions and high-risk activities, please make sure to submit a written proposal that shows the content of the activity together with the guidelines and requirements for the competition or event.
• After the circle has sent the data of this form to the chairperson by e-mail and received a reply from the chairperson saying that he/she has confirmed and accepted the contents of the form, please submit the e-mail exchanged between the circle and the chairperson together with the form. The email must include the following information.
  (1) The name of the circle, (2) The name of the event, and (3) A statement that the chairperson has “confirmed and approved the contents”.
• The Student Affairs Section will reply only if there are any deficiencies. After submitting this form by e-mail, please check the transmission history at your circle to confirm that the form has indeed been sent. If there is no reply from the Student Affairs Section after that, please assume that it has been accepted without any problems.
• Activities of circles other than official circles are not covered by the Waseda University Student Compensation System.

• This document is only required for circles that have submitted an application for a subsidy for extracurricular activities plan during the designated period and have determined the course, annual budget amount, and eligible for the subsidy for extracurricular activities.
• Please attach the appropriate receipts, fill in the required information, and submit to the Student Affairs Section within one month of the “post-processing” date of each event (e.g., if the “post-processing” date is November 23, the deadline for submission is December 22. If the due date is a day when the office is closed, please submit the application by the day when the office is open).
• When preparing the application, please check the “Application Guidelines for subsidy for extracurricular activities” carefully and make sure that all the necessary precautions have been taken to ensure that the application is complete. Incomplete receipts or missing required information will result in being ineligible for the assessment.
• This report also serves as an Activity Report.
• Since the “original receipts” must be attached to the Event Report, email attachments will NOT be accepted. The report must be submitted by postal mail or at the Student Affairs Section, counter 3.

• If you have held an event (lecture, live concert, discussion, presentation, study session, etc.) as part of your circle activities, please submit an “activity report” within one month after the event. If the event was held on November 23, the deadline for submission is December 22. If the due date falls on a day when the office is closed, the report must be submitted by the day before the office closes.
• Circles that do not plan to submit any of the “<For Circle>Notification Form for Circle Activities held Off-Campus (including camps/tours)” or “Event Report” within the academic year must remember to submit Activity Report. Submission of at least one of the three documents (=”<For Circle>Notification Form for Circle Activities held Off-Campus (including camps/tours)”, “Event Report” and “Activity Report”) within the academic year is a requirement for using the circle room and applying for the subsidy for extracurricular activities of 300,000 yen/ 150,000 yen course in the next academic year.
• “<For Circle>Notification Form for Circle Activities held Off-Campus (including camps/tours)” and “Event Report” also serve as an “Activity Report”.

*Activity Report -> Report of activities
*Event Report -> Report of activities + Apply for a subsidy for the eligible event
*<For Circle>Notification Form for Circle Activities held Off-Campus (including camps/tours) -> Report of activities

• If the chairperson/president/vice president/accountant changes during the academic year, please submit the “Request for change of registered information” as soon as possible.
• If the chairperson retires at the end of an academic year (March), etc., please submit the “Request for change of registered information” by the date of the chairperson’s retirement, instead of waiting for the procedures for continuation of the official circle status.

Unregistered organizations should apply through the MyWaseda application form. Application is required every academic year.

Circles that have applied for a subsidy for extracurricular activities and have not registered a bank account in the name of the circle are required to submit this form. Circles that have changed the bank account in the name of the circle are also required to submit this form.

Student groups (circles) and individual students are required to submit this form if they wish to film or photograph on the university campus. The application flow is as follows.

*For filming or photographing in classes or seminar activities, please contact the office of the faculty or graduate school to which you belong. This form cannot be used.

1. Submit this form to the Student Affairs Section at least two weeks before the date of filming.
2. The Student Affairs Section will confirm the details. In some cases, details may be interviewed by phone or email.
3. After checking the relevant parts of the campus, the Student Affairs Section will inform the applicant of the permission/denial of permission.
4. The representative of the group must receive a press pass at the Information and Public Relations Section (Bldg. 20, 2nd floor, open weekdays from 10am to 4pm) before the filming/photographing begins.

When using the University’s logo, symbols and emblem, an application is required.If you wish to use various symbols on tools used by circles, or on souvenirs to be handed out at reunions, etc., please check the link page above.

Please submit this application if you wish to include a greeting from the President and Dean of Student Affairs in the brochure or other materials for an event sponsored by an official circle.Please attach a draft of the current manuscript and the previous manuscript if you have previously requested one.