Note that in your applications you have to be truthful at all times. If you find that you do not qualify according to these guidelines, do not apply. Providing false information or verification can result in severe penalties including the entire catalogue of disciplinary measures of Jacobs University.

These guidelines are binding. A deliberate breach of them may result in being denied recognition of any extracurricular activities at present and in the future.
 

i. Activities need to be based in Jacobs University.
ii. Activities need to be voluntary (i.e. not for pay).
iii. The activities need to be open in principle to all students regardless of socio-economic background, religion, gender, major of study, ethnicity, nationality, sexual orientation, age, disabilities or political orientation. This however does not preclude ability-based selection where required (e.g. try-outs, skill-tests etc.).
 

i. Applicants need to have been actively involved in the activity. Mere membership is not sufficient.
ii. When routine-based schedules apply to the activity, applicants need to have participated in at least 80% of these scheduled sessions.
iii. Applicants need to find a signatory who fulfills the criteria outlined below (4.) and verifies the eligibility of the applicant.
 

i. Verifying signatories need to be in a coordinating position within the activity.
ii. In case of club activities the signatory needs to be the club leader as recognized by CAIA.
iii. In cases of events the signatory needs to be (one of) the organizer(s) of the project as recognized by CAIA.
iv. In cases of sport teams coaches and/ or club leaders need to be the signatories (CAIA may specify particular requests for certain teams).
v. In cases of activities organized by official Jacobs University staff or faculty the respective staff or faculty member needs to be the signatory.
vi. In cases of official representative function (i.e. USG or GSA positions), the USG Secretariat / GSA Board needs to be the signatory.
vii. In larger organizational set-ups, sub-coordinators (e.g. vice-presidents, committee-leaders, underdirector-generals, etc.) may qualify as signatories for applicants under their coordination. In such cases, CAIA is to be approached prior to the application to verify whether that is acceptable by applicant and/or signatory.
viii. In the absence of a higher, coordinating potential signatory (e.g. if the applicant is the highest coordinator, the coordinator left the university, etc.), a same-level signatory may be sufficient (to be decided by CAIA) or CAIA may be the signatory.
ix. In cases that are not classified by 4.i - vii. CAIA is to be approached prior to submitting the application in order to verify potentially different signatories.
 

i. The club needs to have presented a detailed plan at the beginning of each academic year to CAIA with its structure, aims and activities envisaged for that particular year.
ii. The club needs to document the activities of its members as accurately as possible (e.g. attendance lists for routine-based sessions, accounts of activities members are responsible for and projects worked on actively etc.) and needs to submit this information to CAIA upon request.
iii. Exemptions from documenting requirements may only be considered if outlined (and approved by CAIA) in the planning proposal (5.i.).
iv. Clubs need to consider in their proposal (5.i.) how they as a club can create positive community output that is clearly visible. Exemptions from this requirement may only be granted if outlined in the proposal and approved by CAIA.
v. Clubs may be recognized only if their club leaders regularly attend club leader meetings when called for by CAIA throughout the year.
 

i. Participation in an event only qualifies if the event is approved by CAIA as a community enhancing event.
ii. It is the responsibility of the main organizers to present an outline of the event to CAIA for approval and to coordinate the progress on the event work with them.
iii. Event outlines need to include detailed budget and responsibility plans.
iv. CAIA may publish a list of events that are officially recognized, which, however, will not be exhaustive.
 

i. The applicant is responsible for convincing CAIA of their eligibility.
ii. CAIA may request additional information or prove from applicants or signatories and may inquire with other potentially involved persons (e.g. other coordinating people in the activity, USG Club Liaison Committee, GSA activities coordinator).
iii. Should there be deliberate manipulations within an activity by signatories or several applicants, the entire activity may be banned from recognition. Furthermore individual disciplinary measures apply (see 1.)
 

i. Applications may only be made for activities within the year they have been undertaken. Exempt from this rule are applications issued in the Academic Year 2008/2009 (see 10.)
ii. After May 9th, it cannot be guaranteed that the applications will still be processed in the same semester.
iii. Exempt from 8.ii. are activities that predominantly take place after May 9th.
 

i. Applicants shall suggest a title for the entry on their extracurricular transcript. The role within the activity shall be made explicit (e.g. differentiate between "active participation", "club leader", "president", etc.).
ii. No entry may be suggested as sole "member of" or similar formulations. Such applications will be turned down immediately.
iii. CAIA may alter the suggested title for the entry.
iv. The recognition of extracurricular activities form will be issued by CAIA. The same rules as for the issuance of academic transcripts apply.
 

i. The application form can be retrieved from here
ii. Incorrectly filled in forms or incomplete forms will be disregarded.
iii. Applications not complying with the guidelines stated here will be dismissed.
iv. The results of approved applications by a signatory and/or CAIA may be viewed by any member of the respective activity to ensure transparency of the evaluations.
v. A list of titles for the different activities can be found here.
vi. A review of these guidelines will be undertaken in one year's time.