THE STUDENT UNION OF HÄME UNIVERSITY OF APPLIED SCIENCES RULES

Transcription

1 RULES THE STUDENT UNION OF HÄME UNIVERSITY OF APPLIED SCIENCES RULES 1 Student Union Student Union is a statutory, public corporation and it has self-government. Student Union s actions and administration are managed by the Board and Council of representatives which are selected from amongst the members. Student Union s name is The Student Union of Häme University of Applied Sciences. Its domicile is the city of Hämeenlinna and the language is Finnish. Student Union can be referred to by using the abbreviation HAMKO. 2 Purpose and action The purpose of the Student Union is for its own part to prepare students for an active, aware and critical citizenship. The Student Union s task is to also act as a link between its members and to promote their societal, social and intellectual endeavours related to studying as well as to the student s status in the society. Student Union elects the students Council of representatives to the governing bodies of the UAS referred to in the 4 th chapter of the Finnish Polytechnics Act, and to the Student Financial Aid Committee of the UAS referred to in 9 of the Finnish Act on Financial Aid for Students. The Student Union can acquire rights, make contracts, own real property, real estate and shares, accept bequests and donations, collect funds with appropriate permission, practice economic actions in order to finance its activities and act as a complainant and as a respondent. 3 Members All degree-seeking students of Häme University of Applied Sciences have the right to become a member of the Student Union. All degree-seeking exchange students of Häme University of Applied Sciences can also become members. The Student Union can also include supporting and honorary members. Private individuals and legally competent corporations can become supporting members if they want to support the actions of the Student Union and the Board accepts them as supporting members. Individuals who have contributed significantly to the actions and endeavours of the Student Union can also be inducted as honorary members of the Student

2 RULES Union. The decision to approve an honorary member has to be made unanimously in a meeting of the Council of representatives. Being an honorary member of the Student Union is a lifelong membership. Student Union keeps a record of its honorary members. The regular and supporting members of the Student Union are required to pay the joining and membership fee determined by the Council of representatives. The honorary members are not required to pay the joining and membership fee. A regular member who has not carried out the membership requirements and is no longer studying at Häme University of Applied Sciences is considered as resigned. A supporting member who has not carried out the membership requirement is considered as resigned. The Council of representatives can by a two-third (2/3) majority vote expel a member who through his or her actions in or outside the Student Union has significantly harmed the Student Union. Expelling a regular member is done in a manner that complies with the Finnish Associations Act (503/1989) The decision on dissolution of a supporting membership is decided by a single majority. 4 Membership fee The Council of representatives has the right to determine the annual membership fee for the members and the joining fee for the upcoming members. The Board of the Student Union of Häme University of Applied Sciences decides on the means and time of the collection of the membership fees. 5 Council of representatives The Council of representatives is the highest decision-making body in the Student Union. The term of office for the Council of representatives is one calendar year. The Council of representatives tasks are - to approve of the rules and regulations of the Student Union - to elect and dismiss the Chairmen of the Council of representatives from their duty - to elect and dismiss the Presidents and the members of the Board from their duties - to elect and dismiss the representatives of the students from the governing bodies of the UAS referred to in the 4th chapter of the Finnish Polytechnics Act, and from the Student Aid Committee referred to in 9 of the Finnish Act on Financial Aid for Students. - to decide upon the budget and plan of action - to elect and dismiss the accountants and their deputies - to accept the annual report of the Student Union - to accept the financial statement, audit of the accounts and to decide upon discharging the accountables from accountability - to decide upon the actions and economical guidelines of the Student Union

3 RULES - to decide upon such matters that mean a substantial reduction or expansion of economic activity and buying, selling, mortgaging, or building of real estates and shares. Twenty-one (21) representatives are elected to the Council of representatives. Only regular members who have met the membership requirements of the Student Union have the right to vote at the Student Union elections. All those who are entitled to vote are eligible candidates in the elections of the Council of representatives. Honorary and supporting members are not entitled to vote. The Council of representatives is elected from a proportional list of candidates which is comprised of eligible members referred to in the Finnish Associations Act (503/1989) 29 in subsection 3, part 2. The central election committee which is chosen by the Board of the Student Union is responsible for organizing the Student Union elections. More specific instructions on organizing the elections can be found in the election regulations of the Student Union. A member or an official of the Board of the Student Union cannot at the same time act as a member of the Council of representatives. If a representative is chosen as a member of the Board or as an official of the Student Union must his or her position in the Council of representatives be filled by the deputy member who has in comparison received the highest proportion of votes. In a case when a representative loses eligibility, resigns from the Council of representatives in the middle of the term of office or is otherwise disqualified or prevented from acting, must his or her position be filled by the deputy member who has in comparison received the highest proportion of votes. The Council of representatives can dissolve itself and execute new elections. The decision on resigning the Council and concerning the new elections has to be made in two (2) consecutive meetings of the Council of representatives arranged at least fourteen (14) days apart. In both meetings, the decision has to be approved by over a half (11) of all the votes in the Council. New Council of representatives has to be elected within thirty (30) days after the decision to dissolve for the rest of the term of office in question. The dissolved Council will continue its activities until the new Council has been organized. 6 Meetings of the Council of representatives The Council or representatives gathers three (3) times a year for a statutory meeting: for the organizing meeting before the start of its term of office, for the spring meeting in March-April and for the autumn meeting in October-December. In addition, the Council of representatives will be summoned to a meeting by the Board when the President of the Board or the Chairman of the Council of representatives sees it necessary, the Council of representatives so decides or when at least seven (7)

4 RULES representatives or at least two hundred (200) members of the Student Union request a meeting from the Board regarding a specified matter that has been informed in writing. The representatives or the members written requests have to be delivered to the President of the Student Union Board. An additional meeting has to be held within fourteen (14) days after the Board has evidently received the information about the request of the matter. A written notice of meeting of the Council of representatives has to be sent at least seven (7) days before the meeting takes place to all the representatives and the meeting has to be announced on the Student Union s website at least seven (7) days before the meeting. The notice of the meeting has to include all the matters that will be discussed in the meeting. Matters that were not mentioned in the notice of meeting can also be discussed if the Council of representatives so decides by a two-third (2/3) majority vote. However, decisions on matters stated in the 23 of the Finnish Associations Act cannot be made unless they have been mentioned in the notice of meeting. The Executive director of the Student Union will act as a secretary of the Council of representatives. If he or she for some reason is prevented, the Council of representatives will summon a secretary for the meeting. The organizing meeting of the Council of representatives includes the following matters: - the composition of the Council of representatives is announced - the Chairman, Vice Chairman and other necessary officials will be selected from amongst the Council of representatives - the President and Vice President of the Student Union Board will be selected - the Student Union Board will be selected The spring meeting includes the following matters: - the Student Union s annual report that is prepared by the Board is handled - the financial statement the Board has made according to the Finnish Accountant Act and the report on the auditor s report made by the accountant are handled - the financial statement will be ratified and the actions following it will be decided - the discharging of the accountables of accountability will be decided The autumn meeting includes the following matters: - plan of action for the upcoming year will be decided - budget for the upcoming year will be decided - the accountant and the vice accountant will be chosen - the sum for next year s joining and membership fees will be decided - other necessary regulations for the upcoming year will be decided - the commissions for next year s persons in a position of trust will be decided

5 RULES The meeting of the Council of representatives is legal and competent when the meeting has been duly summoned and the Chairman or Vice Chairman and at least seven (7) representatives are present. The representatives have to inform the Chairman about their participation in written form at least two (2) days before the meeting of the Council of representatives. A representative is seen as resigned if he or she is absent from three (3) consecutive meetings of the Council of representatives without prior notice. The Board of the Student Union of Häme University of Applied Sciences, the officials, the alumni network and the members have the right to be present and the right to speak in the meetings of the Council of representatives unless the Council of representatives with an absolute majority of votes decides to limit the right to be present when certain matters are discussed. A representative only has one (1) vote. The vote can only be used in person. Further instructions on the work of the Council of representatives is given in the standing order of the Council of representatives. 7 Board The Board holds the administrative and executive powers in the Student Union. The Board s tasks are to guide the actions of the Student Union, to be responsible for the administration of the Student Union and to see that the regulations in force are being followed. The term of office for the Board is one calendar year. The Board is elected from the personal list of candidates according to the Finnish Associations Act (503/1989) 29, paragraph 3 subsection 3 if there are more candidates than actual positions. The persons selected to the Board have to be regular members of the Student Union at the time of the election. The Board includes the President, Vice President and at least three (3) or at most eight (8) members. An official of the Student Union cannot be a member of the Board. The Executive director of the Student Union will act as a secretary in the Board s meetings. If he or she for some reason is prevented, the Board will summon a secretary for the meeting. The President or, if the President is prevented, Vice President will summon the Board for a meeting. The President also has to summon a meeting if at least two (2) members of the Board request that from him or her in written from. The notice of the meetings of the Board has to be sent five (5) days before the meeting in written form. The Board will decide their way of summoning in their organizing meeting.

6 RULES The meeting of the Board is legal and competent when the meeting has been duly summoned and the President or Vice President and at least half (1/2) of the members of the Board are present in the meeting. The Chairperson and Vice Chairperson of the Council of representatives have the right to be present and the right to speak in the meetings of the Board. The Board can, with at least three-fourth (3/4) majority of votes, discuss such matters in the meeting that have not been mentioned in the notice of meeting. Every member of the Board has one (1) vote. The vote can only be used in person. If the Council of representatives has released the Board or its member from their duties in the middle of the term of office a new Board or a new member will be elected for the rest of the term of office in question. When the Council of representatives dissolves the President of the Board from their duties the whole Board is dissolved at the same time and a new President, Vice President and Board will be elected for the rest of the term of office in question. If the Board resigns, or for some other reason is released from their duties, it is responsible for taking care of the necessary tasks of the Board until the new Board has been organized. If the Council of representatives dissolves itself in the middle of the term of office the Board is also considered as dissolved. Further instructions on the work of the Board are given in the standing order of the Board. 8 Officials The officials of the Student Union are the Executive director and other employees seen necessary. The Executive director is responsible for the actions of the office of the Student Union and acts as the superior for other officials. The nearest superior of the Executive director is the President of the Board. The terms of employment for the officials of the Student Union are defined in the collective agreement of the student unions. The selection of the Executive director and other matters related to the employment of the Executive director are decided by the Board. The Board selects the Executive director of the Student Union out of the interview groups proposal. Other officials are selected and matters concerning their employment are decided by the Board out of the Executive director s proposal. 9 Student representative of the University of Applied Sciences Board The student representative of Häme University of Applied Sciences Board is selected by the Council of representatives. The student representative is appointed for one term of office at a time for the company board.

7 RULES The student representative has to be a degree-seeking student in Häme University of Applied Sciences. 10 Right of initiative Every member of the Student Union has the right to make an initiative to the Council of representatives and to the Board. The initiatives have to be submitted to the Board in written form thirty (30) days before for the meetings of the Council of representatives and ten (10) days before for the meetings of the Board. The initiative is discussed in the next possible meeting of the Council of representatives that follows the meeting of the Board. The first person who signed the initiative has the right to be heard in the meeting of the Council of representatives and the Board. The first person who signed the initiative has to be informed about the decision in written form within seven (7) days from the decision-making. 11 Decision-making Matters are resolved by a single majority vote, unless otherwise stated in the law or in these rules on certain matters. If both matters receive an equal number of votes the vote of the chairperson is the conclusive one, apart from the person choices which will be decided by the lot. Person choices will be made by having a closed ballot. The voting has to be a closed ballot also if at least one of the representatives entitled to vote demands it. The meeting representative can present his or her dissenting opinion about the decision, which he or she has opposed in a manner of counterproposal or by voting. The dissenting opinion should be expressed orally as soon as the decision has been declared and it should be delivered to the secretary of the meeting in written form within three (3) days time. The written form of dissenting opinion can only be validated by the arguments expressed in the meeting. A dissenting opinion is always recorded in the minutes. 12 Electronic decision-making The Student Union s Board and the Council of representatives decision-making can be organized with the help of a telecommunications link or through another technology device. Further instructions on electronic decision-making are given in the Council of representatives and the Board s standing order, approved by the Council of representatives. 13 Publicity of documents

8 RULES The Finnish Act on the Openness of Government Activities (621/1999) 4, subsection 1 concerning the publicity of authorities is applied to the publicity of actions of the Student Union. Other documents of the Student Union are public for the members of the Student Union unless decided otherwise in the law or in these rules. Student Union s documents concerning real estate and business activities and privacy are not public. A party has the right to have access to documents that concern him or her. However, a statement, memo or other report made in the governing bodies of the Student Union is public unless the governing body decides otherwise based on the Finnish Act mentioned above. A document which is still prepared is not yet public. The members of the Student Union have, if they so request, the right to receive excerpts of the minutes of the Council of representatives, the Board and governing bodies which are public to the members of the student Union. A fee which is decided by the Board will be paid for these excerpts to the Student Union. 14 Right of appeal Right of appeal for a decision the Student Union has made based on the Finnish Polytechnics Act s 41 is done in a manner stated in the Finnish Polytechnics Act 41. On other parts, the rules stated in the Finnish Associations Act ( 32 and 33) apply. 15 Authority to sign The President of the Board and the Executive director have the authority to sign the name of the Student Union together or one of them together with the Vice President of the Board or its member. 16 Finances The Student Union is accountable. The accounting has to be done in an applicable way in the manner stated in the Finnish Accounting Act (1336/1997). The Student Union either has an auditor or deputy auditor or the audit is done in an audit firm. The auditor or the audit firm has to be approved by the Central Chamber of Commerce or by a local Chamber of Commerce. An accounting period in the Student Union is one calendar year. The Board together with the Executive director is responsible for the management of finances of the Student Union. The Board of the Student Union has to make annual accounts according to the Finnish Accounting Act and deliver required documents for the audit to the auditors. The auditors have to give their statement to the Board before the spring meeting of the Council of representatives. The Board has to deliver the annual accounts, the audit report and the

9 RULES reports that are made based on the reminders to the Council of representatives alongside the notice of the spring meeting. Further instructions on the management of finances of the Student Union are given in the standing order of the management of finances. 17 Changing of the rules The Council of representatives decides upon changing of these rules. The changing of the rules has to be decided upon two (2) consecutive meetings at least fourteen (14) days apart, in both which the proposed changes have to get at least three-fourth (3/4) majority of the votes in a competent meeting. The rules are ratified by the principal of Häme University of Applied Sciences. 18 Dissolving of the Student Union The actions of the Student Union are based on the Finnish Polytechnics Act (413/2005) 42a and the Student Union cannot be dissolved while the activity of Häme University of Applied Sciences continues and the Finnish Polytechnics Act (413/2005) 42a remains unchangeable. The activity of the Student Union ends with the concession of the UAS. Prior to this, the Council of representatives can in their two (2) consecutive competent meetings arranged at least fourteen (14) days apart with a three-fourths (3/4) majority vote declare the concession of the Student Union and to decide on the transfer of assets to a competent corporation equivalent to that of the purpose and actions of the Student Union. 19 Effective date These rules come into effect as soon as the principal of Häme University of Applied Sciences has ratified them. These rules have been accepted in August 2014 and in the meetings of the Council of representatives of the Student Union of Häme University of Applied Sciences held in xx. These rules have been signed and ratified by the principal of Häme University of Applied Sciences in xx. Time and place Pertti Puusaari principal Häme University of Applied Sciences

10 THE STUDENT UNION OF HÄME UNIVERSITY OF APPLIED SCIENCES COUNCIL OF REPRESENTATIVES STANDING ORDER 1 General COUNCIL OF REPPRESENTATIVES STANDING ORDER 1(3) In addition to what has been stated in the law, regulations and in the rules of the Student Union, the Council of representatives of the Student Union of Häme University of Applied Sciences follows in their work the rules of this standing order, the decisions of the Council of representatives and good manners. The Council of representatives is the highest decision-making body in the Student Union of Häme University of Applied Sciences. The term of office of the Council of representatives is one calendar year. The Council of representatives is elected yearly. 2 Tasks and responsibilities The task of the Council of representatives is to guide and observe the actions of the Student Union. The Council of representatives has the responsibility to carry out the tasks that have been issued to it in the rules. The representatives are required to: - participate in the meetings and trainings of the Council of representatives - inform about their participation or hindrance before a meeting - commit to the actions of the Council of representatives for the term of office 3 Meeting and summoning 3.1 General rules The Council of representatives gathers at least three times a year for a statutory meeting: - the organizing meeting before the start of the term of office of the Council of representatives - the spring meeting by the end of April - the autumn meeting by the end of November In addition, the Council of representatives can have other meetings during the year. These are for example evening classes, work group events and trainings. 3.2 Summoning The Chairman or, in a case he or she is prevented, the Vice Chairman prepares the notice of meeting and the agenda together with the Executive director.

11 COUNCIL OF REPPRESENTATIVES STANDING ORDER 2(3) The notice of meeting and the agenda with the appendixes is send both to the members and to the deputy members of the Council of representatives seven (7) days before the meeting to the school addresses. The meetings are mainly held during weeknights in the Häme UAS facilities. The organizing meeting of the Council of representatives is summoned by the President of the Board. Other statutory meetings and additional meetings are summoned by the Chairman of the Council of representatives or, in a case he or she is prevented, the Vice Chairman of the Council of representatives. If it so happens that the chairmen of the Council of representatives altogether are prevented from summoning the Council of representatives the President of the Board sends the invitation. The summoning of the Council of Representatives is stated in 6 in the rules of the Student Union. 4 Decision-making The meetings follow general meeting practices and meeting technique. The Chairman or, in a case he or she is prevented, the Vice Chairman leads the conversation in the meetings of the Council of representatives. Hearing of a matter which is discussed for the first time will be assigned to the next meeting if at least one-third (1/3) of the members present in the meeting so demand. A matter that is discussed the second time can again be assigned to the next meeting with a single majority vote. If a matter that is shelved comes to a new hearing in an essentially different form it has to be handled as if it were in the agenda for the first time. Essentially unchanged proposal can be assigned to the next meeting two (2) times at most. If a supported proposal of postponing a matter to the next meeting has been made the Chairman has to limit the discussion only to handle the shelving until the matter has been decided. The decision of the Council of representatives will be the stand of the majority of the members present in the meeting. If the voting result is of equal number the stand of the Chairman is the conclusive one, apart from the person choices which will be decided by the lot. 5 Minutes and final record index The minutes of the meetings of the Council of representatives are final protocols. The secretary of the meeting prepares and delivers the minutes of the meeting as soon as possible. The reviewers of the minutes must examine and sign the minutes within two (2) weeks after receiving the papers after which they can be read at the Student Union office. The final record indexes made from the meetings are displayed on the Student Union website. 6 Announcement of decisions

12 COUNCIL OF REPPRESENTATIVES STANDING ORDER 3(3) The minutes of the meetings of the Council of representatives are public in a matter stated in the Finnish Administrative Procedure Act (434/2003) and in the Finnish Act on the Openness of Government Activities (621/1999). 7 Validity and changing of the standing order This standing order is valid until further notice and the Council of representatives decides on its changes. This standing order has been accepted by the Council of representatives in their meeting in May 2013 (8 October 2013).

13 BOARD STANDING ORDER 1( 4) THE STUDENT UNION OF HÄME UNIVERSITY OF APPLIED SCIENCES BOARD STANDING ORDER 1 General In addition to what has been stated in the law, regulations and in the rules of the Student Union, the Board of the Student Union of Häme University of Applied Sciences complies in their work with the rules of this standing order, the decisions of the Council of representatives and good manners. 2 Responsibilities and tasks The Board informs the students, the members, the Council of representatives and its other interest groups about the matters that concern them. The members of the Board are in addition to their own responsibility area obligated to help the other board and officials in other matters of the Student Union and to act for the good of the Student Union. The members of the Board are obligated to report about their responsibility areas to other members of the Board and officials. The members of the Board are obligated to act in the Board of the Student Union for one calendar year. The members of the Board are obligated to attend the meetings of the Board and other meetings. Being absent from a meeting of the Board requires a justifiable reason. If a member of the Board is absent from two (2) consecutive meetings of the Board he or she must deliver a clarifying report to the Board. A member of the Board gets an account and a phone for his or her use in the beginning of the term of office. As a rule, a member of the Board has to be available. The Board and officials have to be informed of possible hindrances in advance. The equipment granted for the work in the Board must be returned to the Student Union after the term of office has ended. The Student Union is represented by its Board and the Executive director chosen by the Board. The President of the Board represents the official stand and the opinion of the Student Union. A member of the Board cannot on their own take a stand on behalf of the Student Union. The authority to sign is stated in 12 in the rules of the Student Union. The Board of the Student Union names the participants of the events and also decides on possible statements. 3 Meeting and summoning 3.1 General rules

14 BOARD STANDING ORDER 2( 4) The Board assembles in January-May and August-December at least once a month. In June- July the Board assembles when needed. The Board sets times of the meetings in the organizing meeting. The Board can invite outside specialists to their meetings to support the decision-making. The outside specialists invited to the meetings have the right to speak and be present in the meetings unless the Board with absolute majority of votes decides to limit the right to speak and be present when certain matters are discussed. The Board can also organize other meetings and gatherings in order to support their activities, such as activity seminars and evening classes. 3.2 Summoning The Board is summoned by the President of the Student Union Board or, in a case he or she is prevented, the Vice President. The proposals that one wants to include in the notice of meeting have to be delivered to the President and to the Executive director at least seven (7) days before the meeting of the Board. The President or, in a case he or she is prevented, the Vice President of the Board prepares the agenda and the notice of meeting together with the Executive director and delivers them to the Board and to those with the right to be present and the right to speak in the meeting at least five (5) days before the meeting. The notice of meeting and other materials of the meeting are delivered by Organizing meeting The Board is organized in the matter stated in the rules. The organizing meeting is summoned by the President of the Board. The organizing meeting of the Board has to be held before the beginning of its term of office. The Board decides upon its mutual distribution of work in its organizing meeting. 3.4 Board meeting The meetings follow general meeting practices and meeting technique. The minutes of Board meeting is examined in the next meeting of the Board. The minutes of the last meeting of the Board is examined and signed by the President of the Board, the Executive director and two (2) reviewers of the minutes chosen by the meeting. The final record indexes of the meetings are delivered and informed to the Council of representatives. Hearing of a matter which is discussed for the first time will be assigned to the next meeting if at least one-third (1/3) of the Board members present in the meeting so demand. A matter

15 BOARD STANDING ORDER 3( 4) that is discussed the second time can be assigned to the next meeting with an absolute majority of votes. If a matter that is laid on the table comes to a new hearing in an essentially different form it has to be handled as if it were in the agenda for the first time. Essentially unchanged proposal can be assigned to the next meeting two (2) times at most. If a supported proposal of postponing a matter to the next meeting has been made the President has to limit the discussion only to handle the laying on the table until the matter has been decided. The decision of the Board will be the stand of the majority of the Board members present in the meeting. If the voting result is of equal number the stand of the President is the conclusive one, apart from the person choices which will be decided by the lot. 4 Committees, work groups and departments 4.1 General rules The Student Union has the working committee and other work groups defined in the plan of action by the Council of representatives or work groups and commissions the Board has assigned separately. Committees, work groups, departments and commissions work as subordinates for the Student Union as a body which handles preparation of matters and is guided by the alignments of the Council of representatives. 4.2 Working committee In the organizing meeting, the Board chooses a working committee which members are the President and two (2) members of the Board. The President of the Council of representatives has the right to be present and the right to speak in the working committee s meetings. The working committee handles such decisions that are urgent, and for that reason cannot be decided upon in the meetings of the Board, and other tasks the Board assigns to it. The working committee assembles when needed. Minutes will be made of the meetings of the working committee and it is signed by all the working committee members present. The decisions of the working committee are approved of by the Student Union Board in the next possible meeting. 4.3 Work groups Work groups are subordinates of the Student Union and their task is to support the acts of the Board. Work groups consist of the members of the Student Union. The chairmen of the work groups are appointed by the Student Union Board. A record will be made about the meetings of the work groups and the work groups proposals are handled in the meetings of the Board. The Board appoints the work groups of the Student Union when needed.

16 BOARD STANDING ORDER 4( 4) 5 Validity and changing of the standing order This standing order is valid until further notice and the Council of representatives decides on its changes. This standing order has been accepted by the Council of representatives in their meeting in May 2013 (8 October 2013).

17 PARTNER STANDING ORDER 1(3) THE STUDENT UNION OF HÄME UNIVERSITY OF APPLIED SCIENCES PARTNER STANDING ORDER 1 General The Student Union of Häme University of Applied Sciences (later the Student Union) can have partner student associations which comply with the rights and responsibilities defined in this standing order. 2 Basics of a partner student association status A registered association, in which the majority of members are students of Häme University of Applied Sciences, can apply for a partner association status. A partner association s activities have to be directed towards the students of Häme University of Applied Sciences. The information in the Finnish Register of Associations has to be up-to-date. 3 Admission and dismissal of a partner association status The Board of the Student Union grants a status of a partner association. The Board handles the applications in the next possible meeting. An application has to include the following information: - the partner association s contact information - a list of the officials in the association - the people with the right to sign in the year in question - the number of members in the association - the number of Student Union members of all the members. The valid rules of the association have to be delivered with the application. If the member structure or activity of the association changes in a way that it does not fulfill the terms defined in 2 and 5, or if the association violates the contracts and rules, the Board dismisses the partner association status. 4 Rights of a partner association A partner association has a right to use the Student Union s electronic channels for its accouncements and other services provided by the Student Union. In addition, the Student Union can allocate facilities to the association as a support to its activities. The services and possible facilities provided by the Student Union are defined more specifically in the partnership agreement. 5 Responsibilities of a partner association

18 PARTNER STANDING ORDER 2(3) A partner association has to hand in an annual notice in January. The notice has to include the following information: - the contact information of the association and its people in a position of trust, - a list of the association s officials, - the people with the right to sign, - the number of members in the association, - the number of Student Union members of all the members, - a copy of the notice of change made to the Finnish Patent and Registration Office. When the information and activities of the association change, a notice of the changes has to be delivered without delay to the Student Union. The Board affirms the list of partner associations yearly in February. Associations that have not submitted the annual notice with the required attachments on time are dismissed from their partner association status. 6 Project support One-time project subsidies can be applied from the Student Union. The application for a project subsidy has to include what kind of subsidy is applied, what is the implementation plan of the project and the budget. The Board handles the applications in the next possible meeting. When the Board decides on the subsidy, it is taken into account how well the association carries out the aims and responsibilities defined in 2 and in 5. In addition, the following factors affect the decision: - the activity and expediency of the activities, - the actions to promote a student s well-being, - the association s activity in the training and seminar events organized by the Student Union, - the coverage of the activity among students, - the support to the Student Union s actions, - the diversity of the project. A fund-raising organized for the project in question does not reduce the amount of the subsidy unless it covers all the expenses of the project. A subsidy is not granted for: - the basic activities of the association, - the publication of the association s own paper, for the making of websites or for any other daily association activities, - a jubilee or for any celebration activities that can be considered as other normal or recurring association activities, - the association s own operators travel expenses, accommodation or dinners,

19 PARTNER STANDING ORDER 3(3) - business practices. The subsidy is paid afterwards to the partner association s account after the Executive director has received the receipts and reports. The receipts and reports have to be delivered within one month after the project has ended. After that, the right to a subsidy expires. 7 Changing of the standing order The Council of representatives decides on the changes of this standing order. This standing order has been accepted by the Council of representatives in their meeting in May 2013 (8 October 2013).

20 CLUB STANDING ORDER 1(3) THE STUDENT UNION OF HÄME UNIVERSITY OF APPLIED SCIENCES CLUB STANDING ORDER 1 Purview In addition to what has been stated in the law, regulations and in the rules of the Student Union, the clubs of the Student Union of Häme University of Applied Sciences follow the rules of this standing order, the decisions of the Council of representatives and good manners. 2 Clubs of the Student Union The Student Union can have clubs and projects to which the rights and responsibilities defined in this standing order apply. The Student Union keeps a register of the clubs and projects of the Student Union. 3 Basics of a status of a club A club can be established by a group in which the majority of members are members of the Student Union. The club s activities have to primarily be directed for the members of the Student Union and promote the student s leisure time activities and/or well-being. The activity cannot be in contradiction or compete with the activities of the Student Union. 4 Admission and dismissal of a status of a club A status of a club can be applied from the Board of the Student Union. The Board handles the application in their next possible meeting. The application has to include the club s contact information, contact persons, amount of members and the amount of Student Union members from the members and description of the club s activities. The Board moderates the clubs activity yearly in the Board meeting by the end March. If the club does not fulfill the responsibilities described in 3 the Board dismisses the status of a club. A status of a club can also be dismissed in a case when its member structure or activity has significantly changed so that the basics of the status are no longer fulfilled. 5 Club rights The club can request operating and project subsidies from the Student Union and utilize the Student Union s website and notices to inform about the club activities.

21 CLUB STANDING ORDER 2(3) 6 Club responsibilities A club has to yearly in January deliver the valid contact information and contact persons contact information and the amount of Student Union members in the club to the Student Union. If a club does not deliver the obligated information its status as a club is dismissed. 7 Operating subsidies The clubs of the Student Union can request and receive an operating subsidy. The applications for operating subsidies are delivered to the Board of the Student Union which handles the applications in the next possible meeting. When deciding on the subsidy, it is taken into account how well the club carries out the aims and responsibilities defined in 3 and in 6, and the activity of club s activities is examined. In addition, the subsidy s purpose of use and financial support received from elsewhere affects the decision-making. When the subsidy is received, receipts and reports have to be delivered to the Student Union s Executive director. The receipts and reports have to be delivered within one month of the procurement. 8 Projects Instead of establishing a club it is possible for a group, for example a single class, to carry out a project under the Student Union to which a financial support can be granted. A project can be approved as a project under the Student Union in the Student Union Board meeting if it fulfills the following terms: - the project is not in contradiction with the activities of the Student Union, - the realization and aim of the project has been discussed beforehand with the President of the Student Union Board, with a member and/or with the Executive director, - over half of the people in the group have to be members of the Student Union. The people in charge of the project sign an undertaking and it is delivered in written form to the Executive director of the Student Union. The undertaking has to inform about: - the aim and time of the project, - the project s contact person, - the amount of Student Union members in the project, - the project plan, the budget and the people in charge, - the liability of people in charge of the project to the Student Union in a case of possible losses.

22 CLUB STANDING ORDER 3(3) The possible subsidy is granted only to the members of the Student Union. Receipts and reports have to be delivered within one month after the project has ended. 9 Changing of the standing order This standing order is valid until further notice and the Council of representatives decides on its changes. This standing order has been accepted by the Council of representatives in their meeting in May 2013 (8 October 2013).

23 THE STUDENT UNION OF HÄME UNIVERSITY OF APPLIED SCIENCES MANAGEMENT OF FINANCES STANDING ORDER 1 Purview MANAGEMENT OF FINANCES STANDING ORDER 1(4) 1( 4) In addition to what has been stated in the law, regulations and in the rules of the Student Union, the management of finances of the Student Union of Häme University of Applied Sciences (later the Student Union) complies with the rules of this standing order, the decisions of the Council of representatives and good manners. 2 Financing of activity The activities of the Student Union are financed with membership fees, activity profits, available contracts, aids, donations and other fund-raisings. The Student Union has the right to accept bequests and donations, to invest assets, to own and govern real property and to collect funds with appropriate permissions in order to finance its activities. 3 Commitments The Board makes commitments in accordance with the alignments of the Council of representatives. Contracts and other documents are signed by the individuals who, according to the rules of the Student Union, have that right. The signature given on the behalf of the Student Union is binding when it includes the complete name, decided by the Board and informed according to the rules, and the signature of the individuals who wrote the name. 4 Financial consequences of decisions The Board has to make sure that all matters with significant financial consequences are duly decided on in the meeting of the Board and the Council of representatives and that these decisions are noted in the minutes. 4.1 Board and finances The Board is in charge of the Student Union s finances; - by making decisions that are in its jurisdiction, regarding the finances of the Student Union, - by supervising the Student Union s management of finances, internal control and the actions of the individuals in charge of it, - by supervising the fulfilment and realization of budget, - by making proposals and motions to the Council of representatives regarding finances, - by presenting the financial statement and the auditors report to the Council of representatives,

24 MANAGEMENT OF FINANCES STANDING ORDER 2(4) 2( 4) - by giving a proposal of the budget to the Council of representatives for the next accounting period. In addition, the Board has to supervise that the property of the Student Union is appropriately insured. 4.2 Executive director and finances The duties of the Executive director regarding finances are: - to manage the finances of the Student Union with proper care, - to prepare the proposals and motions regarding the finances of the Student Union to the Board, - to enforce the decisions regarding the finances of the Student Union, - to prepare the Board s proposal as a budget of the Student Union, - to prepare a proposal as the financial statement of the Student Union, - to take care of the bonds the Student Union owns or manages, - to keep a list of movables of the Student Union s property, - to keep a list of the Student Union s receivables, commitments and responsibilities, insurances and deadlines regarding it, - to prepare and present to the Board the reports about the Student Union s finances which the Board has requested, - to take care of the organizing the Student Union s accounting. 4.3 Procurements The Executive director, the President of the Board and the Board has the right to independently make one-off decisions and procurements that are outside the budget as follows: - the Executive director up to two hundred euros ( 200), - the President of the Board up to two hundred euros ( 200), - the President of the Board and the Executive director together up to five hundred euros ( 500), - the Board up to one thousand euros ( 1000). The Executive director and the President of the Board have the responsibility to keep a decision list of procurements and decisions and they have to be approved in the next possible Board meeting. The procurements and investments made outside the budget, which are over one thousand euros ( 1000), must have received the Council of representatives decision before they are actualized. 5 Planning of finances

25 MANAGEMENT OF FINANCES STANDING ORDER 3(4) 3( 4) The Board has to yearly prepare a proposal of the Student Union s budget based on next year s plan of action and present it to the Council of representatives for approval. 5.1 Budget The budget is made by following the gross principal in enough detail so that the estimated expenditures of different activities and their subgroups and their equivalents and other incomes can be seen in a different part of it. The budget and accounting has to follow the same grouping as accurately as possible. The Board cannot exceed the appropriation noted in the budget unless it is able to indicate corresponding incomes at the same time. 5.2 Supplementary budget The Board can make a supplementary budget for the Student Union, if needed. The supplementary budget is made in a situation where there are significant matters found in the Student Union s finances that are not visible in the approved budget. The supplementary budget has to be approved in the next possible Council of representatives meeting and it cannot be put into effect before the Council of representatives approval. The supplementary budget has to be made in the same way as the actual budget. 6 Expenditure, income and fund-raising of the Student Union The Executive director or the President of the Board or, in a case when he or she is prevented, the Vice President of the Board gives and approves of the payment orders and income receipts. The Executive director and the President of the Board have the right to pay the bills. When necessary, the Board can give the right to pay the bills also to another quarter. No-one can approve bills that concern themselves. The approval of travelling expenses is separately enacted in the standing order for travelling. The reimbursement of expenses presented to the Student Union have to relate to the activities of the Student Union. The Executive director or the President of the Board accepts and pays the applications for the reimbursement of expenses. The Executive director s application for the reimbursement of expenses is accepted and paid by the President of the Board and, in a case he or she is prevented, by the Vice President of the Board. The President s application for reimbursement of expenses is accepted and paid by the Executive director.