The purpose of this document is to determine the basic framework regarding the establishment, management, representation, activities, financing, consulting, and evaluation processes of international student societies and unions to be established to support the academic, social, and cultural integration of international students studying at the Turkish-Japanese Science and Technology University. These structures will enable students from different countries to participate effectively in university life, share their cultural identities, get to know the cultures of Türkiye and Japan more closely, and create lasting communication networks among different student groups.

International student societies and unions should not be considered merely as social structures that organize cultural events. These structures must also be configured as institutional participation mechanisms that facilitate international students' adaptation to the academic system, campus life, and daily life; that systematically and constructively communicate the common problems students face to the relevant units of the university; and that foster intercultural communication and student solidarity.

This framework encompasses the general student union representing all international students of the university, country- or region-based student societies, intercultural communication groups, international student mentorship programs, and structures supporting Türkiye-Japan student cooperation. The activities of societies and unions will be carried out in coordination with the International Relations Office, the Student Coordination Office, the Department of Health, Culture and Sports, the School of Foreign Languages, academic units, and psychological counseling services.

TJU’s international student societies system will be built upon the principles of inclusivity, volunteerism, equal representation, intercultural respect, student participation, transparency, solidarity, and institutional responsibility. It will be ensured that all students studying at the university can participate in the activities of international student societies regardless of their nationality or cultural background.

Country- or region-based student societies will be supported in promoting their own cultures and traditions; however, it will be essential that these societies do not become closed, exclusionary structures or open to the participation of students from only a specific nationality. A balanced approach will be adopted between preserving and promoting cultural identities and ensuring integration throughout the university.

The integration of international students into the university will be supported not by them staying within their own cultural circles, but through regular interaction with students from Türkiye, Japan, and other countries. Therefore, societies will be encouraged to include joint events that increase intercultural participation, social responsibility projects, scientific activities, and student mentoring activities in their activity plans.

International student societies and the international student union will be distinguished from one another in terms of purpose and level of representation. Societies are student formations that can be established around a specific country, region, language, culture, or field of activity. These structures can organize cultural promotion, social solidarity, academic support, and joint activities.

The International Student Union, on the other hand, will operate as a higher representation structure that covers all international students at the university and provides coordination among different student societies. The Union will convey the common needs, suggestions, and problems faced by international students to the relevant units of the university, improve cooperation among societies, and contribute to the coordination of international student activities across the university.

The student union will not replace the official management or decision-making organs of the university; it will act as an advisory and representation platform enabling international students' views to be received via a regular and institutional mechanism. The union will not have diplomatic, political, or consular representation authority; individual legal and administrative procedures will be handled by the competent units of the university and the relevant public institutions.

The International Student Union will be structured in a way that provides balanced representation for all international student groups at the university. The General Assembly of the Union may consist of registered international students or elected representatives from recognized international student societies. Depending on the increase in student numbers, either a direct participation or a representative-based participation model may be applied.

The Union's Board of Directors may consist of a president, vice president, secretary-general, academic integration officer, social and cultural activities officer, communications officer, and student support officer. Attention will be paid to ensuring that different countries and regions are represented in a balanced manner within the management structure; election and term of office rules will be enforced to prevent a single country group from establishing continuous dominance over the union management.

The Union President will represent international students in relevant meeting and advisory processes within the university, coordinate the work of the Board of Directors, and ensure the implementation of the union's annual activity plan. It will not be possible for the President to make all decisions alone; it will be essential that key decisions are taken by the Board of Directors or the General Assembly.

The Secretary-General will prepare meeting agendas and minutes, maintain member and representative records, and manage the official correspondence of the union. The Academic Integration Officer will identify the common needs of students regarding the education system, course registrations, academic advising, and learning processes. The Student Support Officer will convey general feedback from students in areas such as accommodation, health services, campus life, and adaptation to daily life to the relevant university units.

Country- or region-based student societies may be established if a sufficient number of students and sustainable activity capacity are reached at the university. Regional structures such as the Central Asian Students Society, Balkan Students Society, Middle East and North African Students Society, African Students Society, and South and Southeast Asian Students Society may be formed.

If there is a sufficient number of students from a specific country, the establishment of country-based societies may also be permitted. However, rather than establishing a separate society for every country with a very low number of students, the formation of joint societies encompassing similar geographic or cultural regions will be encouraged. Thus, fragmentation of student activities and inefficient use of resources will be prevented.

Country- and region-based societies may organize events promoting their own cultures, guide incoming students, and support the integration processes of students into the university. However, these societies will not be allowed to act as the official representative of any state, diplomatic mission, political movement, or external organization within the university.

Respect for historical and cultural diversity will be shown in the cultural activities of societies; discourse and practices that might create discrimination, hostility, or tension among different societies will be avoided. While supporting the visibility of cultural diversity, the university will protect the principles of mutual respect and academic freedom in the campus environment.

To establish a new international student society, a written application will be submitted to the university. The application will detail the society's name, purpose, target audience, founding members, management structure, academic or administrative advisor candidate, planned activities, and annual working plan. The society's working principles or statute will be attached to the application.

The society's working principles will clearly stipulate membership conditions, management organs, election procedures, terms of office, meeting order, decision-making processes, financial transactions, reporting obligations, and dissolution conditions. The objectives and activities of societies must comply with the university's legislation, ethical principles, and international student policy.

Establishment applications will be evaluated jointly by the Student Societies Coordination Unit and the International Relations Office. Rather than establishing societies with the exact same or largely similar purposes, it may be suggested to form joint working groups within existing structures.

Newly established societies may initially be granted temporary activity status; a permanent recognition decision may be taken after evaluating the society's membership numbers, event capacity, inclusivity, and institutional alignment over a certain period.

Membership in international student societies will be based on volunteerism. International students registered at TJU, Turkish students, and students present at the university under exchange programs may become members of these societies. Provided they align with the purposes of the societies, graduate students or students from Japanese partner universities may participate in activities under a supporting member status.

In membership processes, discrimination based on nationality, ethnicity, language, religion, gender, academic program, or similar characteristics will not be allowed. Even in a country-based society, the participation of students who are not citizens of the respective country in events and their admission to membership under appropriate conditions will not be obstructed.

The rights of members to attend meetings, express opinions, vote in elections, stand for management positions, and obtain information about the society's activities will be guaranteed. Expulsion from membership will only be based on reasons explicitly stated in the working principles and on fair evaluation processes.

Membership information will be kept in accordance with the principles of personal data protection and will not be shared with external institutions without the explicit consent of the students. Societies will not collect students' passports, residence documents, health information, or similar sensitive personal documents.

An academic or administrative advisor will be appointed to each international student society or union. The advisor will serve not as the person directly undertaking the management of the society, but as an institutional support point guiding students in conducting activities in accordance with university procedures.

The advisor will contribute to the preparation of the annual activity plan, the establishment of communication with university units, the evaluation of the academic and cultural content of events, and the resolution of problems that may arise. It will be essential for students to make their own decisions and manage their activities; the advisory system will not override student initiative.

For the International Student Union, an administrative advisor from the International Relations Office and an academic advisor from the university's academic staff may be appointed together. In joint Türkiye-Japan student activities, Japanese academics or representatives from partner universities may also be included in the advisory processes.

International student societies will play an active role in the integration process of newly enrolled students at the university. Campus tours, student gatherings, academic system briefings, guidance activities regarding city life, and intercultural adaptation programs may be organized for new students.

The information provided by societies to students will complement the university's official announcements. The authority to provide definitive guidance on residence permits, visas, insurance, registration, and other legal or administrative processes will rest solely with the relevant university units and public institutions. Societies will direct students to the correct official units for these matters.

Practical information about the campus, transportation, health services, library, dining hall, student information system, academic calendar, and social facilities may be provided to new students. Multilingual guides and digital information materials may be prepared to reduce the language and communication problems students might face in their first weeks.

To support the integration of international students into the university, a peer mentoring or "buddy" program will be established. Within the scope of the program, newly arriving international students will be paired with experienced TJU students. The students' academic programs, language skills, interests, and cultural preferences may be taken into account during pairing.

Peer mentors will introduce the campus to new students, explain basic university systems, encourage them to participate in academic and social events, and help them reach the relevant university units when necessary. Mentors will not be expected to provide professional advice in legal, psychological, or health matters; in such situations, students will be directed to authorized specialist units.

Basic training on intercultural communication, confidentiality, maintaining boundaries, crisis referral, and university services will be organized for prospective mentor students. The effectiveness of the program will be regularly evaluated through student feedback.

Alongside students from Türkiye, Japanese students and students who have previously gained education or internship experience in Japan may also take part in the mentorship program. This model will contribute to strengthening student interaction between Türkiye and Japan.

International student societies may carry out activities that support students' integration into the academic system. Informational events may be organized regarding course registration processes, the academic calendar, the advising system, measurement and evaluation methods, academic integrity, and the university's learning resources.

Study groups, course support meetings, and experience-sharing sessions may be formed by upper-class students. It will be essential that these activities do not replace faculty members or official academic support services, and that they support solidarity and peer learning among students.

The academic difficulties of international students will be regularly monitored, and common problems will be conveyed to the relevant academic units without sharing personal information. If a need is identified regarding language proficiency, technical terminology, academic writing, or presentation skills, joint support programs may be organized with the School of Foreign Languages and the Center for Teaching and Learning.

Special information activities for international students will be carried out on the topics of academic ethics, plagiarism, citation, and research integrity. It will be ensured that students from different education systems properly understand academic expectations and rules.

International student societies may organize events that make the cultural diversity of the university visible and develop mutual understanding among students. International culture day, country promotion programs, traditional arts workshops, music and dance performances, film days, literature meetings, and multilingual speaking clubs may be considered within this scope.

It will be encouraged that cultural events are not limited solely to presentations of food, music, and traditional clothing; they should also promote the scientific, technological, historical, and social accumulations of countries. In line with the university's science and technology focus, events promoting the research ecosystems, technology policies, and innovative practices of different countries may be organized.

Accurate and respectful representation of the relevant culture will be central in the preparation of events. Approaches that oversimplify cultures, stereotype them, or force students to represent themselves based on their nationalities will be avoided. It will be ensured that students are not pressured to speak about or participate in events concerning their own cultures.

International culture events will be planned with the active participation of Turkish and Japanese students and transformed into a common learning environment across the university. Priority will be given to events jointly organized by different societies to increase inter-society interaction.

In line with TJU’s bilateral founding mission, Türkiye-Japan student cooperation will be one of the fundamental working areas of international student societies. Joint cultural, scientific, technological, and social responsibility activities bringing together Turkish and Japanese students will be organized.

The Türkiye-Japan Student Society or Friendship Union may create an environment of regular communication and joint work between the students of the two countries. This structure may organize language exchange programs, cultural promotion activities, joint scientific projects, entrepreneurship events, social responsibility efforts, and preparation programs for students going to Japan.

The establishment of sister society relationships with student societies at Japanese partner universities will be encouraged. The continuity of relations will be ensured through online student meetings, joint seminars, science and technology project teams, summer programs, and mutual visits.

The Türkiye-Japan International Student Forum, which can be held annually, could be designed as a platform where students share the projects they have developed on science, technology, sustainability, intercultural communication, and social issues. Reporting the results of the Forum could also contribute to the university's student policies.

The International Student Union will ensure that the views of international students participate in the relevant advisory and evaluation processes of the university. Union representatives may be invited to meetings held on topics such as student services, campus life, internationalization, orientation, and student satisfaction when deemed necessary.

The representation role of the Union will not grant the authority to make legal or administrative decisions on behalf of individual students. The Union will identify common problems and suggestions and present them to the authorized units; personal cases will be directed to the relevant units with the student's consent and in line with confidentiality principles.

It will be ensured that the views of international students are sought not only when problems arise but also when developing new policies and services. Regular consultation with the student union may take place during the planning of orientation programs, accommodation services, dining options, campus communication, language support, and social events.

To prevent the representation system from reflecting only the views of a limited number of students on the board of directors, open meetings, surveys, focus group discussions, and digital feedback channels will be utilized.

International student societies may assume a referral function that facilitates students' access to university services. Students will be informed about academic advising, health services, psychological counseling, career support, accommodation, student affairs, and international office services.

Societies will not attempt to produce direct solutions on issues requiring professional support; they will refer students to appropriate specialist units. Especially in sensitive matters such as health, mental health, legal issues, or allegations of discrimination, harassment, or violence, actions will conform to principles of confidentiality and security.

The university units, health institutions, and official communication channels that international students can reach out to in emergencies will be clearly introduced. Society managers will be trained on basic referral processes to follow in emergencies.

The solidarity activities of the societies will not be conducted in the form of collecting informal financial aid or uncontrolled distribution of support among students. Students in need will be directed to the university's scholarship, food, accommodation, and social support mechanisms.

International student societies may contribute to improving students' Turkish, English, and Japanese communication skills. Speaking clubs, language exchange pairings, academic presentation exercises, and intercultural communication workshops may be organized.

In language exchange programs, students may mutually offer conversation practice in their own languages, but these activities will not replace official foreign language education. By collaborating with the School of Foreign Languages, language events can be made more pedagogically effective.

To ensure that the university's important student announcements are comprehensible by international students, clear and accessible English communication will be supported. Societies may contribute to disseminating announcements among students; however, the unauthorized modification or interpretation of official texts will be prevented.

The use of a common working language in societies' own communications as much as possible will facilitate the participation of students from different countries. English summaries or translation support may be provided when necessary for activities conducted in local or national languages.

International student societies will be encouraged not to limit their activities solely to their own members but to develop social responsibility projects for the benefit of the university and society. Projects may be carried out in the fields of science communication, environment, sustainability, disaster awareness, educational support, and intercultural learning.

The knowledge and experience of international students in their own countries can contribute to social responsibility activities to be developed in Türkiye. Projects where students from different countries work together will not only yield social benefits but also develop students' communication, leadership, and teamwork skills.

Volunteering activities will be conducted in coordination with the relevant public institutions, non-governmental organizations, and university units. Students' safety, the protection of personal data, and the ethical compliance of activities will be evaluated before the project starts.

International student societies may carry out joint activities with the Career Center and the Alumni Office to support students' career development. Information programs regarding working life in Türkiye and internationally, job applications, resume preparation, interviewing, internships, and entrepreneurship may be organized.

An alumni mentoring network may be established for international alumni to share their experiences with current students. Alumni can inform students about academic and professional opportunities in different countries and contribute to the university's international alumni network.

Career meetings to be organized with Turkish and Japanese companies will be important for international students to showcase their multicultural and multilingual competencies to employers. However, information regarding work permits and legal processes will only be provided by authorized institutions and experts.

Maintaining relations with international alumni after graduation will strengthen TJU’s visibility in different countries and its academic cooperation networks. International alumni societies may be formed through country- or region-based alumni representatives.

Each international student society and union will prepare an annual activity plan at the beginning of the academic year. The plan will detail objectives, target audience, planned events, estimated budget, collaborating units, expected participant numbers, and measurable outputs.

Events will be planned taking into account the university's academic calendar, security rules, corporate communication principles, and venue capacity. Activities anticipating the participation of speakers, institutions, or diplomatic representations from outside the university will be notified in advance to the relevant university units.

It will not be possible for societies to make official statements, commitments, or protocols on behalf of the university. The name and logo of the university will only be used in compliance with corporate identity rules and necessary permissions.

It will be ensured that activities are open and accessible to student participation. To prevent events from turning merely into closed gatherings of specific nationalities among themselves, it will be essential to make university-wide announcements and encourage the participation of different student groups.

International student societies may be supported through annual funding provided by the university, project-based funds, approved sponsorships, and in-kind contributions. In financial support decisions, the society's activity plan, inclusivity, student participation, previous term performance, and contribution to the university's internationalization goals will be taken into account.

Societies may not collect dues, donations, or event revenues outside the university's financial system. All financial transactions will be carried out under the knowledge and supervision of the relevant university unit, expenditures will be documented, and a financial report will be prepared at the end of the activity.

Supports to be received from embassies, consulates, cultural centers, companies, and other external organizations will be subject to the prior approval of the university. External support will not be allowed to have a directive influence over the management, members, or activities of the society.

Sponsorship and in-kind support processes will be transparently recorded; the visibility of the supporting organizations within the university will be limited in accordance with corporate communication rules. The personal information of students will not be shared with sponsors.

Principles of equality, mutual respect, academic freedom, human dignity, cultural sensitivity, and nonviolent communication will be essential in all activities of international student societies. Discrimination, hate speech, exclusion, or degrading behavior based on nationality, ethnicity, language, religion, or cultural identity will not be accepted.

The use of societies for political propaganda, bringing inter-state disputes to the campus environment, or exerting pressure on certain student groups will be prevented. While the free discussion of cultural and academic subjects is supported, care will be taken to ensure that activities do not damage the safe and inclusive environment of the university.

The social media accounts and digital communication channels of societies will be managed responsibly. Necessary administrative evaluation will be conducted in the event of misinformation, discriminatory content, unauthorized sharing of personal data, or unauthorized statements made on behalf of the university.

Societies acting contrary to ethical rules or university legislation may be warned, their activities may be temporarily suspended, or their official recognition statuses may be terminated. These actions will be based on clear criteria, documented investigation, and fair evaluation processes.

Each international student society and union will prepare an activity report at the end of the academic year. The report will include the organized events, participant profile, collaborations, utilized budget, student feedback, encountered problems, and goals for the upcoming term.

The performance of the societies will not be evaluated solely based on the number of events. The quality of activities, participation of students from different countries, contribution to the integration of new students, intercultural interaction, sustainability, effective use of financial resources, and contribution to the university's internationalization goals will be taken into consideration.

The performance of the International Student Union may be evaluated based on its capacity to identify student needs, the inclusivity of representation, its communication with university units, its contribution to solving common problems, and the change in the satisfaction of international students.

Successful societies may be supported with additional budget, venue space, project support, and opportunities to participate in international events. The status of societies that have not been active for a long time, deviate from the principle of inclusivity, or fail to fulfill their reporting obligations will be re-evaluated.

During the foundation and development period of TJU, it would be appropriate to first establish the International Student Union, which encompasses all international students. This union will ensure that representation and coordination are carried out under a single roof while the number of students is still limited.

The Türkiye-Japan Student Society may be established as one of the fundamental structures reflecting the university's unique institutional mission onto student activities. This society will be open not only to Turkish and Japanese students but also to all students interested in the cultures, languages, and science and technology cooperation of the two countries.

The International Student Mentorship and Integration Team may be structured as a hands-on student group supporting the adaptation of incoming students to campus and city life. The Language and Culture Exchange Society, on the other hand, may organize mutual learning and intercultural communication activities in Turkish, Japanese, English, and other languages.

As the number of international students increases, regional student societies for Africa, Central Asia, the Balkans, the Middle East and North Africa, South Asia, and the like may be established gradually. In the launching of societies, not only the number of students but also sustainable management capacity and the potential for regular activity development will be considered.

International student societies and unions at TJU should be evaluated as one of the fundamental student structures reflecting the international character of the university into campus life. These structures should enable students from different countries not only to establish solidarity among themselves, but also to actively participate in the academic, social, and cultural life of the university together with Turkish and Japanese students.

An effective international student societies system must be built on inclusive membership, balanced representation, student leadership, strong institutional advising, transparent financing, and regular performance evaluation. The primary goal should be that societies, while preserving cultural differences, do not create segregation among students, but instead create an environment for communication and mutual learning across different identities.

The International Student Union should be structured as a reliable advisory and representation mechanism that conveys the common needs of students to the university administration. Country- and region-based societies should contribute to cultural sharing, integration, solidarity, and the development of international student networks.

The participation of students from Türkiye and Japan, alongside other international students, in scientific, cultural, and social projects will strengthen TJU’s internationalization goals. Through this approach, international student societies will transform into sustainable institutional structures that enhance the university's multicultural campus environment, global academic visibility, and student-level relations between Türkiye and Japan.