The purpose of this document is to determine the basic framework for the establishment, management, activities, financing, consultancy, inspection, and evaluation processes of student societies to be established at the Turkish-Japanese Science and Technology University. Student societies will be evaluated as one of the fundamental institutional structures that support the academic, scientific, cultural, social, sportive, and personal development of students, ensure their active participation in university life, and strengthen the sense of belonging among students.

At TJU, it is aimed that student societies are structured not merely as structures organizing social activities, but as applied learning environments that develop students' skills in leadership, teamwork, project development, communication, organization, problem-solving, and social responsibility. The activities of the societies will be carried out in a way that is compatible with the university's goals of research, internationalization, entrepreneurship, innovation, and Türkiye-Japan cooperation.

This framework encompasses all student societies within the university, their management organs, academic and administrative consultancy mechanisms, the student societies coordination unit, inter-society common platforms, and the financial and physical support to be provided by the university.

TJU's student societies system will be built upon the principles of student participation, volunteering, inclusivity, academic and ethical responsibility, transparency, sustainability, and institutional cooperation. Students' participation in societies will be entirely based on volunteerism, and no student will be forced to participate in society membership or engage in a specific activity.

Societies will be open to all students of the university, and no discrimination based on program, class, gender, nationality, language, culture, or any similar ground will be observed in membership processes. In particular, Turkish and Japanese students, along with international students from different countries, will be encouraged to come together in common activities, making student societies one of the important tools strengthening the university's multicultural structure.

It will be essential that society activities support students' academic development, enrich their learning experiences, and contribute to the university's scientific and social mission. Student societies will not replace the university's academic units or administrative organs; rather, they will operate as complementary structures that strengthen students' participation in institutional life.

Student societies to be established at TJU will be able to operate in different fields in line with the university's academic and social development goals. Scientific and academic societies will support students' participation in scientific events and research activities in fields such as artificial intelligence, computer science, earthquake and disaster sciences, energy systems, sustainability, materials science, robotics, advanced manufacturing, and similar areas.

Technology and project societies will enable students to turn their theoretical knowledge into practice, develop prototypes, participate in national and international competitions, and form interdisciplinary teams. These societies may operate in coordination with the university's laboratories, research centers, and scientific project teams.

Entrepreneurship and innovation societies will allow students to gain knowledge and experience in business idea development, business model creation, intellectual property, technology commercialization, investor relations, and company formation processes. These societies will be supported to collaborate with the university's technology transfer office, technopark, entrepreneurship center, and industry partners.

Culture, art, and language societies will contribute to the recognition of different cultures, primarily Turkish and Japanese cultures, the development of intercultural communication, and students' participation in artistic productions. Student societies may be established in areas such as Japanese language and culture, Turkish culture, music, theater, cinema, photography, literature, and traditional arts.

Sports and healthy living societies will strengthen students' participation in physical activities, team spirit, healthy living habits, and social interactions. Subject to the university's facilities, society activities may be carried out in team sports, individual sports, nature sports, running, table tennis, chess, and similar fields.

Social responsibility and volunteering societies will support students in interacting with different segments of society and developing as individuals sensitive to social problems. Educational support, environmental awareness, disaster awareness, social solidarity, science communication, and projects targeting disadvantaged groups may be among the activity areas of these societies.

Internationalization and student mobility societies will facilitate the adaptation of international students to the university, introduce student exchange programs, and contribute to students from different countries developing activities together. The Türkiye-Japan Student Society may be considered as one of the structures with special importance for TJU's institutional identity.

The establishment of a new student society will be realized upon the written application of university students. In the establishment application, the society's name, purpose, field of activity, goals, anticipated annual activities, founding members, and academic advisor candidate will be clearly stated. The society's statute or working principles will also be submitted along with the application.

The society's statute will regulate membership conditions, management structure, election processes, terms of office, meeting procedures, financial transactions, decision-making mechanisms, and dissolution conditions of the society. The statute will need to comply with the university's legislation, ethical principles, and the student societies framework.

Establishment applications will be examined by the Student Societies Coordination Unit in terms of form and content; where necessary, the opinions of relevant academic units will be sought. Instead of establishing societies operating with the exact same or largely similar purposes, the expansion of existing societies' scope or the creation of common working platforms will be encouraged.

Societies deemed suitable for establishment may be granted temporary activity permission for a certain period. During the temporary activity period, the society's number of members, activity capacity, institutional harmony, and sustainability will be evaluated; societies found successful will be permanently recognized.

All students registered at TJU will be able to become members of student societies provided they accept the working principles of the relevant society. A student may be a member of more than one society, but will be expected to assume duties in a way that does not disrupt their academic obligations.

Society membership may be organized in different categories such as active and supporting membership. Active members will consist of students who regularly attend meetings and activities, and take on duties and responsibilities. Supporting members may encompass students who participate in certain events or projects of the society.

Membership records will be kept regularly and managed in compliance with the rules on the protection of personal data. The rights and responsibilities of members within the society will be clearly defined; the rights to attend meetings, express opinions, vote, and run for management positions will be guaranteed.

Introductory and orientation activities targeting new students will be organized so that societies do not remain solely under the control of small, closed student groups. At the beginning of each academic year, student society introduction days or a student societies fair will be held to allow students to get to know existing societies.

In each student society, a General Assembly, a Board of Directors, and, if deemed necessary, an Audit Board will be formed. The General Assembly will consist of the registered members of the society and will be the highest decision-making organ. The General Assembly will be responsible for electing the board of directors, discussing the annual activity plan, evaluating the activity report, and resolving any amendments to the society's working principles.

The Board of Directors will consist of a president, vice president, secretary-general, financial affairs officer, and other members who may be determined according to the field of activity. The size of the Board of Directors may be determined based on the society's number of members and activity capacity. The Board of Directors will be elected by the General Assembly for a specific period and will hand over its activities to the new management in an orderly fashion at the end of its term.

The Society President will represent the society inside and outside the university, coordinate the work of the Board of Directors, and ensure that the society's activities are carried out in accordance with its working principles. The President will not have the authority to make all decisions alone; decisions are to be taken by the Board of Directors and, when necessary, the General Assembly.

The Secretary-General will be responsible for keeping meeting minutes, member records, correspondence, and activity documents in an orderly manner. The Financial Affairs Officer will ensure that the budget allocated to the society, sponsorships, and in-kind contributions are recorded in compliance with university rules.

The Audit Board will evaluate the society's activities and financial transactions in terms of compliance with the working principles. To ensure transparency and accountability in student societies, activity and financial reports will be shared with members and the Student Societies Coordination Unit at specified periods.

An academic advisor related to the field of activity will be appointed to each student society. The academic advisor will not act as the administrative manager of the society, but rather as an advisor who guides students and supports the compliance of society activities with the academic and institutional framework.

The academic advisor will contribute to the preparation of the annual activity plan, evaluate the scientific and academic quality of the events, connect students with relevant university units and external stakeholders, and provide guidance in solving problems that may arise within the society.

In societies operating in scientific and technical fields, an advisory board consisting of multiple faculty members may be established alongside the academic advisor. Faculty members from Türkiye and Japan may be appointed as joint advisors, thereby strengthening the international dimension of society activities.

It is essential that the academic advisor guides society activities without eliminating student initiative. Primary responsibility for the society's decisions and practices will belong to the student management, and the advising system will be operated in a way that supports student leadership.

A Student Societies Coordination Unit will be established for the coordination of student societies at the university level. This unit will evaluate societies' establishment applications, examine activity plans, coordinate event permissions, manage financial and physical support processes, and monitor the annual performance of societies.

The Coordination Unit will work in collaboration with the Department of Health, Culture and Sports, the Student Coordination Office, academic units, the international relations unit, the career center, the technology transfer unit, and other relevant structures. Thus, it will be ensured that the activities of student societies are aligned with the university's other academic and social activities.

The Coordination Unit will organize training for society managers on topics such as leadership, project management, budgeting, event organization, sponsorship, communication, occupational health and safety, and ethics. It may be foreseen that society presidents participate in a basic orientation program before starting their duties.

The Unit will also publish societies' activity calendars on a common digital platform, manage hall and venue reservations, and prevent events from clashing. Membership, activity, budget, and reporting processes belonging to societies will be conducted via digital systems as much as possible.

Each student society will prepare an annual activity plan at the beginning of the academic year. This plan will detail the society's goals, planned events, estimated budget, target participant groups, institutions to collaborate with, and expected outcomes.

Societies may organize conferences, seminars, workshops, training programs, technical trips, social events, competitions, exhibitions, cultural and artistic activities, volunteer projects, and similar events. Activities will need to take into account the university's academic calendar, safety rules, institutional identity, and relevant legislation.

Events organized with the participation of speakers, trainers, or institutions from outside the university will be notified to the relevant units in advance. In collaborations established with external stakeholders, the university's name, logo, and institutional reputation will be protected; it will be ensured that societies do not make official commitments on behalf of the university.

It will be encouraged that events organized by societies are accessible and inclusive. Efforts will be made to ensure events are open to the participation of students from different programs and cultural backgrounds as much as possible, to develop Turkish and English communication opportunities, and to provide Japanese language support when necessary.

The activities of student societies may be financed through annual supports allocated by the university, project-based funds, approved sponsorships, and in-kind contributions. The amount of support to be provided to societies will be determined by taking into account the number of members, the nature of the activity, previous term performance, social impact, and the university's strategic priorities.

Societies will not be able to collect direct revenue or make expenditures outside the university's financial system. All financial transactions will be carried out through the university's relevant administrative unit and recorded on a documentary basis.

Sponsorship agreements must comply with the university's institutional values and ethical principles. Individuals or organizations providing sponsorship support cannot have a determining role over the academic and administrative decisions of the society; sponsorship relations will be conducted in a way that does not harm the university's independence and institutional reputation.

Sponsorship and collaboration models to be developed with Japanese companies and Japanese organizations operating in Türkiye may contribute to TJU's bilateral cooperation mission. However, these collaborations must be structured in a transparent manner, based on institutional approval, and prioritizing the benefit of students.

To meet the meeting, working, and event needs of student societies, a common student societies center or student living space will be created. This center may include meeting rooms, co-working spaces, project development areas, storage facilities, and basic technical equipment.

The laboratory and workshop usage of scientific and technological societies will be carried out within the framework of rules determined by the relevant academic units and laboratory supervisors. Students will not be allowed to use laboratories or technical equipment without receiving safety training.

It will be essential that spaces and equipment allocated to societies are managed with the principle of shared use. Instead of spaces being left solely for the continuous use of specific societies, they will be allocated fairly according to need and activity plans.

Scientific project teams will be evaluated as structures that are different from student societies but related to them. While student societies carry out more broadly participated social, academic, and cultural activities, scientific project teams will be task- and outcome-oriented teams formed around a specific technology, competition, or research project.

More than one scientific project team may be established within a student society. For example, autonomous vehicle, unmanned aerial vehicle, smart robot, or data analysis teams could be formed within a robotics or AI society. The activities of these teams will be supported by academic advisors and relevant laboratories.

The establishment of project teams, resource utilization, intellectual property rights, participation in competitions, and the use of project outputs will be regulated by separate working principles. The issues of contribution ownership and intellectual property in technological products developed by students will be managed clearly in line with the university's relevant policies.

One of the fundamental features of the TJU student societies system is that it supports the establishment of lasting relations between students from Türkiye and Japan. In this context, joint cultural events, student gatherings, online project work, joint seminars, summer programs, and mutual visits may be organized.

The establishment of sister society relationships with student societies in Japanese universities will be encouraged. These relationships will not be limited to cultural exchange alone; joint teams may be formed within the scope of scientific projects, entrepreneurship activities, social responsibility efforts, and international competitions.

Student mentorship systems offering experience sharing, cultural preparation, and language support may be established for students going to Japan for education, research, or internships. Similarly, peer support could be provided by Turkish students to students coming to TJU from Japan to help them adapt to the university and social life in Türkiye.

An annual event under the name of the Türkiye-Japan Student Forum could be organized to enable students from the two countries to present joint work on science, technology, culture, sustainability, and social issues. The Forum will also allow the projects developed by students to be shared with academic and industry representatives.

Academic integrity, mutual respect, non-discrimination, nonviolent communication, environmental responsibility, and adherence to the university's institutional values will be essential in all activities of student societies. Societies will not be able to engage in hate speech, exclusion, harassment, bullying, or any activity that violates personal rights.

The social media accounts and digital communication channels of societies will be managed in compliance with the university's corporate communication principles. Content published by societies will observe accuracy, respectful language, protection of personal data, and compliance with copyrights.

Society managers will not be able to use personal or institutional information obtained during their duties for purposes other than their intended aim. Membership lists, contact information, and participant data will not be shared with third parties without permission.

Societies engaging in activities contrary to ethical rules, university legislation, or security provisions may be warned, their activities may be temporarily suspended, or, in necessary cases, the society's official status may be terminated. It will be ensured that these decisions are based on clear criteria, documented evaluation, and fair review processes.

Each student society will prepare an activity report at the end of the academic year. The report will include the events held, participant numbers, project outcomes, the budget utilized, collaborations, problems encountered, and goals for the upcoming term.

In the evaluation of societies, not only the number of events but also the quality of activities, student participation, sustainability, academic and social impact, effective use of financial resources, and the contribution to Türkiye-Japan cooperation will be taken into account.

High-performing societies may be supported with additional budget, project support, venue priority, and institutional promotional opportunities. Successful student leaders and project teams may be recognized within the scope of annual student success and contribution awards.

Societies that have not been active for a long time, fail to report regularly, or deviate from their founding purpose may be placed in a passive status. The activities of societies that do not restructure within a specified period may be terminated.

To improve coordination and cooperation among societies, a Student Societies Council may be formed. The Council will consist of representatives from active student societies and will convey the common needs, problems, and suggestions of societies to the university administration.

The Council may take part in planning joint events, resource sharing among societies, a student societies week, volunteering programs, and the coordination of student activities concerning the whole university.

The Student Societies Council will not replace the university's official decision-making organs; it will operate as a consulting and coordination platform that enables students to express their views through a participatory mechanism.

The management structure, representation principles, and term of office of the Council will be determined by separate working rules. Care will be taken to ensure a balanced representation of different fields of activity and student groups.

During TJU's foundation and development period, student societies should be established gradually in a way that supports the university's academic priorities and institutional identity. In this context, an Artificial Intelligence and Data Science Society, a Robotics and Autonomous Systems Society, an Earthquake and Disaster Awareness Society, an Energy and Sustainability Society, an Advanced Materials and Manufacturing Society, and an Entrepreneurship and Innovation Society are among the priority academic and technological structures that could be established.

The Türkiye-Japan Culture and Friendship Society, Japanese Speaking and Culture Society, International Students Society, and Intercultural Communication Society will support the university's international and bi-national identity.

While music, theater, cinema, and photography societies contribute to students' cultural and artistic development; nature sports, running, table tennis, chess, and similar societies will strengthen the social and sportive aspect of campus life.

The Science Communication and Volunteering Society, Social Responsibility Society, and Environment Society will reflect the university's social contribution and sustainability goals onto student activities.

Rather than an uncontrolled increase in the number of societies during the foundation period, the establishment of strong and sustainable core societies should be prioritized. As the student population, areas of interest, and institutional capacity develop, the establishment of new societies should be permitted.

Student societies at TJU should be evaluated as a complementary and strategic element of university life. These structures should be designed not merely as social formations where students spend their extracurricular time; but as applied learning environments where leadership, project development, scientific curiosity, entrepreneurship, intercultural communication, and social responsibility skills are developed.

Student societies attaining a strong institutional structure will be possible through clear establishment rules, democratic management processes, effective academic advising, a transparent financial system, adequate physical infrastructure, and regular performance evaluation. The university administration should not restrict societies' activities with excessive bureaucratic processes; however, it must establish an effective inspection system ensuring that academic, ethical, financial, and safety responsibilities are fulfilled.

TJU's student societies system should be structured as a unique model allowing students from Türkiye and Japan to produce together, develop joint projects, and get to know each other's cultures closely. Thanks to this approach, student societies will become one of the fundamental structures reflecting TJU's international, research-oriented, and innovative university identity into the daily campus life of students.