Organizing Academic / Non-Academic Events at COMSATS University Islamabad, Islamabad Campus

Document covering policies, guidelines and SOPs for student societies and event organization at the Islamabad campus.

Introduction

At CUI, organizing academic and non-academic events plays a pivotal role in enhancing student experience and fostering a dynamic campus environment. These events go beyond traditional classroom learning, providing students with opportunities to develop their skills, explore their interests, and engage with the wider community.

Academic Events such as workshops, seminars, conferences, industrial trips and competitions bridge theoretical knowledge and real-world applications and encourage collaboration between students, faculty and professionals.

Non-Academic Events including cultural festivals, sports tournaments and recreational activities contribute to holistic development by promoting teamwork, leadership, creativity, and cultural appreciation.

Guidelines for Organizing Academic Events

These guidelines aim to ensure the smooth planning and execution of academic events at CUI while maintaining quality standards for invited speakers and guests.

1. Purpose

To provide a structured framework for organizing academic events such as seminars, workshops, competitions, conferences, panel discussions, and guest lectures that promote learning and professional development.

2. Scope

These guidelines apply to all departments, student societies, faculty, and administrative units intending to organize academic events within CUI.

3. Steps to Organize an Academic Event

Step 1: Conceptualize the Event

• Define the purpose and objectives of the event.
• Identify the type of event (seminar, workshop, conference, industrial trip).
• Select a relevant theme aligned with academic and institutional goals.

Step 2: Obtain Approval

Prepare a detailed event proposal and submit it to the Student Affairs Office through the Event Registration Portal (ERP). Secure written approval from the Campus Ambiance and Events Management Committee (CAEMC) before proceeding.

• Include event name, theme, audience, date/time/venue, speaker profiles, budget, funding sources.
• Industrial trips require confirmation letter from host organization and are typically allowed on working days.

Step 3: Budget and Funding

• Enlist all costs and prepare a final budget.
• Academic events are non-ticketing (no participant charges).
• If sponsorship exceeds Rs. 25,000/-, the amount must be submitted to the CUI Miscellaneous account.

Step 4: Venue and Logistics

• Book venue 2–4 weeks in advance via ERP.
• Arrange AV equipment, internet if needed, seating and accessibility.

Step 5: Invitations and Promotion

• Design and distribute invitations aligned with university branding. Pre and post event media coverage submitted to PRO/In-charge student affairs for publishing on official pages.
• Promotional material should prominently display the CUI logo and society branding.

Step 6: Event Execution

• Organizing team presence with designated roles (emcee/moderator, logistics manager, technical support).
• Inform Security office in hard form with details of external guests if any.

Step 7: Documentation and Feedback

• Maintain records (photos, videos, attendance).
• Collect feedback via surveys and prepare an Event Report summarizing outcomes.

Step 8: Post-Event Formalities

• Submit Event Report and financial accounts within one week.
• Send appreciation letters or certificates to speakers, sponsors, volunteers.

4. Guidelines for Speaker/Guest Profiles

• Speakers should have relevant expertise and credentials.
• Include full name/title, designation, qualifications, brief biography (150–300 words), contact info and previous engagements.
• Share speaker profiles with the Student Affairs Office for approval and send formal invitations once approved.
• Communicate honorarium or reimbursement policies clearly.
• Speakers must adhere to the university code of conduct; certificates/tokens of appreciation may be provided.

5. General Guidelines

• Events must uphold university values. Status of a student society will be suspended if it fails to arrange any event in a semester.
• Avoid conflicts with academic schedules, ensure inclusivity and obtain permissions for external participants.

6. Prohibited Activities

• Political or religious activities unrelated to academics, use of unapproved sponsors, and violations of university decorum are prohibited.

7. Review and Updates

Guidelines will be reviewed annually by the Campus Society Regulatory Committee.

Guidelines for Organizing Non-Academic Events

Framework for cultural, recreational and social activities that enhance student life.

1. Purpose & Scope

Provide structure for non-academic events. These guidelines apply to student societies, faculty and administrative units.

3. Steps to Organize a Non-Academic Event

1. Conceptualize the event: type, purpose, audience, theme.
2. Obtain approval: detailed proposal submitted to Student Affairs Office and CAEMC approval.
3. Budget & Funding: include all costs and sponsorship policy. For ticketed events obtain pricing approval and keep records verified by advisor and president.
4. Venue & Logistics: book via ERP 2–4 weeks ahead and arrange AV, seating, safety measures.
5. Invitations & Promotion: use official channels and submit media coverage to PRO/In-charge student affairs for publication.
6. Event Execution: define roles (coordinator, logistics, security), ensure punctuality.
7. Documentation & Feedback: record event and collect feedback; prepare Event Report.
8. Post-Event Formalities: submit reports and accounts within one week and send appreciation notes.

General Terms and Conditions for Academic and Non-Academic Events

General Terms

• Event approval required by CAEMC and relevant department at least two weeks prior.
• Venues booked through Student Affairs; organizers ensure proper use of property.
• Events typically between 9:00 AM and 5:30 PM unless special permission given; no events on weekends/holidays.
• All funds collected must be deposited to the COMSATS University Islamabad Miscellaneous account; reimbursements only for pre-approved expenses with documentation.
• Security clearance may be required for external guests or large gatherings.
• Organizers must ensure clean-up after events.

Specific Terms for Academic Events

• Content must align with academic goals and relevance to students' learning.
• Speakers' profiles must be submitted and approved; student attendance may be mandatory.
• Academic integrity must be maintained (proper citations, no plagiarism).

Specific Terms for Non-Academic Events

• Align events with university values and promote cultural sensitivity. Cultural events must include representation from all cultures of Pakistan.
• Pay attention to noise, dress code, sponsorship approval, and external participant approval.

Standard Operating Procedures (SOPs) for Formation and Registration of Theme-Based Student Societies

1. Objective & Scope

Framework for establishing and registering theme-based student societies to foster extracurricular engagement and community building.

3. Steps for Developing and Registering a Society

Step 1: Proposal Submission

• Draft and submit proposal to In‑Charge Student Affairs including society name, theme, vision, mission, minimum 10 initial members and proposed activities.

Step 2: Approval of Faculty Advisor

• Advisor must be a full-time faculty member; obtain written consent and attach to proposal.

Step 3: Selection of Student President / Office Bearers

• Faculty advisor nominates at least 3 senior students as president candidates. Criteria include minimum CGPA 3.0 and demonstrated leadership.
• Office bearer positions listed: Vice President, General Secretary, Director Finance, Director HR, Director Media, Director Marketing, Director Operations.

Step 4: Review and Approval Committee

Committee (Convener OG-III or above, two faculty members OG-I or above, In-charge Student Affairs) evaluates feasibility, relevance and contribution.

Step 5: Registration

• Student Affairs issues a Certificate of Registration valid for one academic year; a unique society ID and email assigned.

4. Roles and Responsibilities

• Faculty Advisor: guidance and oversight; attend key events.
• Student President: lead society, liaison, submit progress and annual review.
• Student Affairs Office: manage registration and provide administrative support.

5. Termination of Registration

Registration may be revoked for policy violations, failure to meet annual performance criteria, or resignation of advisor/president without replacement.

Guidelines for Theme-Based Societies

Societies provide platforms for student interests across themes: academic/professional development, Islamic practices, cultural & arts, sports & recreation, social service, technology & innovation, digital business & entrepreneurship, environmental sustainability, leadership & debate, health & wellness, diversity & inclusion, adventure & exploration, media & communication.

Each theme suggests example activities and objectives to support student growth and campus vibrancy.