Approx. 60 student organisations are active at the SGH Warsaw School of Economics. Apart from the Students’ Self-Government and the Students’ Club of the Academic Sports Association of the SGH Warsaw School of Economics (KU AZS SGH), there are student associations, clubs, academic organisations and art ensembles.
The terms of operation and financing of student organisations at the SGH Warsaw School of Economics are determined by Rector’s Regulation No. 39 of 18 June 2018.
- How to set up a student organization?
Student organizations and art ensembles
A student organisation or an art ensemble may be set up by at least seven students of the SGH Warsaw School of Economics. The operation of an organisation or an ensemble is supervised by a counsellor, authorised by the rector. The function of the counsellor is held by the School’s employee, whereas the counsellor of a student scientific association can exclusively be an employee holding an academic degree or title.
A student organisation or art ensemble may start to operate after registration. To make an entry in the register, it is necessary to submit the following documents to the vice-rector:
- application for entry in the register,
- composition of the organisation’s bodies,
- rules and regulations of the organisation.
Within 30 days from the date of submission of a complete set of documents and after acknowledgement, by the Legal Office, of no contradictions between the rules and regulations of the School’s student organisation or art ensemble with the legal provisions and the statute of SGH Warsaw School of Economics, the vice-rector decides about entering the organisation in the register.
Any issues related to the terms of operation of the associations are regulated by the provisions of the Act on Associations of 7 April 1989.
The operation of an association is supervised by a counsellor, authorised by the rector.
In order to enter the association, which intends to operate at the SGH Warsaw School of Economics, in the register and to use the material assets of the School, the following documents should be submitted to the vice-rector:
- framework contract between the School and the association,
- opinion of the Self-Government’s chairman,
- statute of the association,
- information about composition of the association’s bodies,
- up-to-date transcript from the National Court Register (KRS).
Within 30 days from the date of submission of a set of documents and after acknowledgement, by the Legislation Office, of no contradictions between the statute of the association and the legal provisions and the statute of SGH Warsaw School of Economics, the vice-rector decides about entering the association in the register.
- Student Movement Fund
The operation of student organisations is financed by the assets of the Student Movement Fund.
The chancellor, acting jointly with the Presidium of the Students’ Self-Government SGH Warsaw School of Economics and the vice-rector for teaching and student affairs, determines the amount of the SMF and includes it in a draft of the material and financial plan of SGH Warsaw School of Economics.
The Self-Government does not submit applications for award of funds from the SMF. The distribution of the first pillar funds of the SMF is agreed collectively by the Presidium of the Students’ Self-Government of SGH Warsaw School of Economics.
The School’s student organisations, art ensembles and the KU AZS SGH submit applications for the award of funds from the SMF in an electronic form.
The applications should contain:
- name of the applicant,
- specification of purposefulness of the planned project and presentation of its substantive premises,
- start and end date of the project,
- budget of all receipts and expenses related to the project,
- contact details (e-mail address, telephone No.) of the project coordinator.
The project may be co-organised with another student organisation or with an external entity. In such case, the form should also include, in particular:
- information about the co-organiser along with determination of the role that it is going to play during the project performance and identification details of external entities (VAT Reg. No. (NIP), State Statistical No. (REGON) or PESEL No.),
- information about the co-organiser’s participation in the project financing,
- first name and surname and contact details of the project coordinator.
A student organisation that received funds from external sources and did not use them to finance the operation in a given calendar year may apply, by the end of a given calendar year, for a permission to use such funds for its operation in the subsequent calendar year, irrespective of the amounts resulting from the budget.
- Report on operation of student organizations
Every year within two weeks:
- from 23 April to 7 May, for the period between 1 December and 30 April and
- from 23 November to 7 December, for the period between 1 May and 30 November
student organisations are required to submit a semester report on operations.
The report encompasses a description of performed projects and initiatives, participation in competitions, concerts, festivals, etc. and financing thereof, as well as, excluding the KU AZS SGH, a list of active members.
In case of submission of the report where the number of members of the School’s student organisation or art ensemble is lower than seven, the employee of the Student Support summons the supervisor of the student organisation or art ensemble to supplement the number of members within one month.
Failure to supplement the number of members within the date above results in withdrawal of the unused funds as part of the SMF.
Simultaneously, the organisation is deprived of the right to finance its operation from the SMF funds in the next calendar year.
The report, together with an opinion issued by the counsellor of a student organisation, an art ensemble, a counsellor of the KU AZS SGH, a representative of the association and a counsellor of the association is submitted to the Student Support.
Failure to submit the report results in withdrawal of the unused funds as part of the SMF. Simultaneously, the organisation is deprived of the right to finance its operation from the SMF funds in the next calendar year, unless it submits the overdue report before the end of the first quarter of the next year; in such case, it may receive co-financing up to 75% of the amount resulting from the budgets of individual projects implemented in the subsequent year. In case of withdrawal of co-financing from the second or third pillar, the unused funds are at the disposal of the Students’ Self-Government as part of the second or third pillar, respectively.
- Student projects
Financing a project requires submission of an academic project in an electronic form and a consent of the vice-rector, as well as the manager of funds.
In the application, it is necessary to provide the name, the purpose and the date of the project, estimated costs and data pertaining to the organiser, sponsors and invited guests.
Exclusively persons holding the rector’s power-of-attorney have the right to perform legal activities and incur obligations (in an amount below the equivalent of EUR 30,000) related to the operation of a student organisation, i.e. substance-related approval of financial and accounting documents, collection and signing of VAT invoices and bills, entering into contracts the object of which is operation or the financing of activities of a student organisation.
Performance of projects with the participation of the representatives of authorities of the Republic of Poland or the diplomatic corps and members of political parties or other public figures requires a consent of the Press Spokesperson of SGH Warsaw School of Economics. Presence of the above-listed persons should be confirmed at the latest three days before the project performance date, by furnishing the Press Spokesperson of SGH Warsaw School of Economics with relevant information.
Activities related to the sourcing of sponsors, partners and benefactors for projects are regulated by the Terms of Cooperation between the students of SGH Warsaw School of Economics with the Centre for Corporate Relations, as part of projects performed with companies or business partners.
Student organisations are also vested with a right to:
- freely use the resources and the assistance of the School, in line with its potential,
- use the School’s logo, after a prior consent of the Promotion Team,
- freely place banners, notices and advertisements in the grounds of the School, after procuring a consent of the managers of organisational units of the School, competent on account of the place of display,
- apply for co-financing from the financial resources assigned as part of the SMF.
- Revenues and co-financing of student projects/contracts
Project-related expenses may be covered from revenues from sale of tickets. Sale of tickets is made with the use of a cash register device serviced by the Student Support or another authorised unit.
Clearance of ticket sale as part of a student project also requires submission of the following documents:
- a report from sale of tickets,
- a report on the destruction of unused tickets,
- copies of proofs of payments of funds deriving from sale of tickets made to the cash register of the SGH Warsaw School of Economics (the School’s account),
- copies of cash register reports from the cash registers for every day of ticket sale.
Payments for the suppliers of goods and services are made by the School:
- via a transfer to the supplier’s account after receipt of an invoice, or
- in cash.
Invoices which are settled in the form of bank transfers are to be delivered to the Bursary immediately after their receipt, however not later than 5 days before the payment date. After 14 days from the end of the project, the Bursary performs clearance in the IT financial controlling system on the basis of the available source data.
Student organisations may also finance their operation from sources outside of the SGH Warsaw School of Economics, based on contracts entered into with external entities. Funds sourced in this mode are included in the project cost-estimate.
Contracts related to project financing are prepared in two counterparts, in line with the terms set out in the Organisational Rules and Regulations of SGH Warsaw School of Economics. A Student Support employee issues, on the basis of the concluded contracts, invoices for external entities. The copies of invoices (collectively) along with the contracts are submitted by the Student Support to the Bursary immediately after the end of the month in which they were issued.
Due to unlimited variability, there is no fixed template. A draft of a barter contract is designed on the basis of the applicable provisions and specific obligations. Furthermore, please note that:
- the value of an application pertaining to the order has to encompass the entire (gross) amount of the contract,
- in the cost-estimate, the net amount of the contract should be disclosed on the revenue side, whereas the gross value (the amount equal to the public procurement order) on the cost side. In other words, the cost of the project is the value of VAT from the barter contract.
Barter contract step by step:
- in the first place, generate a public procurement order (gross amount) from own funds of a student organisation, or another project of a given organisation and when there is no such possibility, from the SMF II pillar reserve (obviously, in compliance with the applicable procedures after receiving a proper consent of the Vice-Rector),
- proceed in line with the principles of document circulation,
- in the budget of the project to which the barter refers, disclose the gross amount on the cost side and the net amount on the revenue side (thus the VAT amount will be the cost of the project),
- the Bursary, after receiving the barter contract together with the copy of an issued sale invoice, makes relevant entries in the Financial Controlling.
Circulation of contracts
- the student sends the contract in an editable version to the e-mail address of the Student Office not later than 30 days before the start of the project,
- pursuant to the applicable provisions to the contract, the power-of-attorney of an academic counsellor should also be attached, along with a power-of-attorney of a person representing the partner if, in line with the National Court Register (KRS), such person cannot represent the company,
- subsequently, the contract is submitted for approval to the Centre for Corporate Relations,
- the contract is submitted to the Legalisation Office, where it is approved by a legal counsel,
- next, the contract is sent to the Bursary to be approved by the bursar,
- from the Bursary, the contract is sent to the Student Support to be dispatched to the partner (the contract is signed first by the partner and then, as the other party, by the organisation’s counsellor on behalf of SGH Warsaw School of Economics),
- the contract signed by the company is submitted to the organisation’s counsellor (the counsellor signs the contract and submits it to the Student Support which issues an invoice),
- the signed contract along with the invoice is sent, by the Student Support employee, to the sponsor to the address provided in the contract.
Data for invoices paid for by the School:
SGH Warsaw School of Economics; code identifying the student organisation*
al. Niepodległości 162
02-554 Warsaw, Poland
VAT Reg. No. (NIP): 525-000-84-07
*Every student organisation is assigned an individual code, e.g. ORG01, or SKN 02.
- Poster Space Booking
In order to book poster space, complete the form and send it to the following address: firstname.lastname@example.org or book the space in the Student Support.
Location of poster spaces:
Building G – Al. Niepodległości 162:
- basement: poster space No. 1 (1 item), poster space No. 2 (1 item), poster space No. 3 (1 item), poster space No. 4 (1 item), poster space No. 5 (1 item), poster space No. 6 (1 item), poster space No. 7 (1 item),
- ground floor: poster space No. 1 (1 item), poster space No. 2 (1 item), poster space No. 3 (1 item), poster space No. 4 (1 item), poster space No. 5 (1 item), poster space No. 6 (1 item), poster space No. 7 (1 item),
- first floor: poster space No. 1 (3 items), poster space No. 2 (3 items), poster space No. 3 (3 items), poster space No. 4 (3 items), poster space No. 5 (3 items), poster space No. 6 (3 items), poster space No. 7 (3 items),
- second floor: poster space No. 1 (3 items), poster space No. 2 (3 items), poster space No. 3 (3 items), poster space No. 4 (3 items), poster space No. 5 (3 items), poster space No. 6 (3 items), poster space No. 7 (3 items).
Building A - ul. Rakowiecka 24:
- first floor: poster space No. 1 (2 items), poster space No. 2 (2 items), poster space No. 3 (2 items), poster space No. 4 (2 items), poster space No. 5 (2 items), poster space No. 6 (2 items), poster space No. 7 (2 items),
- second floor: poster space No. 1 (1 item), poster space No. 2 (1 item), poster space No. 3 (1 item), poster space No. 4 (1 item), poster space No. 5 (1 item), poster space No. 6 (1 item), poster space No. 7 (1 item).
- Price rules and regulations
These rules and regulations apply to the granting of prizes by SGH Warsaw School of Economics. Due to unlimited variability, there is no fixed template of the rules and regulations. When preparing the document, please bear in mind the applicable provisions and the fact that with respect to the circulation of documents described below, it is necessary to submit them in advance, before the project performance date.
For the prize to be paid, it is necessary to:
- Prepare the rules and regulations. They have to be accepted by the lawyers and the bursary. To this aim, a document in an editable version should be sent to the e-mail address of the Student Support.
- The accepted rules and regulations should be attached in the Academic Project Submission (APS).
- For purchases of prizes, applications generated in the WorkFlow system are required. The WF application can be generated after acceptance of the cost-estimate in the APS. This also refers to the cash prize (in this case in the WF application in section “1. Object and type of order”, choose “Other” and then “Financial prizes”
- The above-listed documents should be accompanied by a report from the session of the jury - with signatures of persons who are the jury members and acceptance of a student organisation counsellor (if such person was not a jury member).
building G, room 2
al. Niepodległości 162
phone: +48 22 564 97 56
account number: 04 1240 1112 1111 0000 0165 1072