Form a Subject Alumni Group

If you have formed a Subject Alumni Group, or want to form one, but have not yet been in touch with us, please contact HKU SPACE Office of Institutional Advancement-Alumni Affairs & Development so we can better serve your needs.

Here are some pieces of advice for alumni who plan to form a Subject Alumni Group:

  1. Form an organizing committee with 3-5 alumni which comprises a chairman or convenor, and an honorary secretary.
     
  2. Decide the incorporation format of the Group, i.e. whether a society under Societies Ordinance or a limited company under Companies Ordinance would be formed.

    Comparison between forming as a society and a limited company:

    Society registered under Societies Ordinance

    Limited Company incorporated under Companies Ordinan

    1. No separate legal status
    2. Unlimited personal liability
    3. Lack of ready-made rules to follow
    4. Simple procedures
    5. Lower Cost
    1. Separate legal entity
    2. Limited liability of members
    3. Memorandum and Articles of Association as an operational guide for the association
    4. Relatively complicated
    5. Higher Cost

     
  3. Submit an application letter together with your Constitution, a list of Executive Committee Members including their contacts, and an initial plan of upcoming activities to the Director of HKU SPACE via Office of Institutional Advancement-Alumni Affairs & Development for approval of setting up and using "HKU SPACE" as prefix of the name of your subject alumni group and/ or using the School’s logo or emblem on your stationeries/ promotional materials. 
    [Note: Please click here for guidelines on your group's logo or using the School's logo]
     
  4. Complete registration procedures required by the Societies Ordinance or Companies Ordinance.

    Society registered under Societies Ordinance

    Limited Company incorporated under Companies Ordinance

    1. Decide on:
         - name of the group
         - objective of the group 
         - list of Executive Committee
         - membership
         - financing
         - future plans
         - inviting a Program Director as advisor
         - drafting a constitution of the group
    2. Fill in Personal information and signatures of 3 office-bearers
    3. Register with the Licensing Office of the Hong Kong Police's Societies Office
         - Tel: 2860 7743
         - Fax: 2200 4327
         - Email: societies-office@police.gov.hk
         - Website: please click here

     

    1. Decide on the name and objective of the group; then appoint a legal advisor to assist in drafting the Memorandum & Articles of Association (M&A)
    2. Have a group of subscribers to M&A who are the first batch of members of the association
    3. Register with the Companies Registry
         - Tel: 2234-9933
         - Fax:2596-0585
         - Email: creng@cr.gov.hk
         - Website: please click here
    4. Form the first executive committee appointed by the subscribers
    5. Open a bank account and appoint an auditor

     


     
  5. If the Subject Alumni Group wishes to use its own name (without the prefix of HKU SPACE), it is suggested the formation should be made by Association.
     
  6. If the Subject Alumni Group wishes to use HKU SPACE in its name, a written approval from the Director of HKU SPACE should be sought.
     
  7. Provide a set of incorporation materials, finalized constitution and contact list of Executive Committee members to Office of Institutional Advancement-Alumni Affairs & Development for record.
     
  8. The School will reserve the right to delist a Subject Alumni Group if it is convicted of criminal offence or has infringed social ethics.  Under such circumstance, the delisted Subject Alumni Group would be prohibited to make any association with HKU SPACE.