Rules of procedure University Student Council

Definitions

Internal meeting: the meeting which, in principle, every member of the Student Council attends.

OOS: Education, Research, Students.

FVIP: Finance, Property, IT, Personnel.

SBB: Strategy, Policy, Governance.

Article 1. Presidium

1.1 The Student Council shall establish a presidium.

1.2 The Presidium shall preferably consist of a chairperson, secretary, OOS coordinator, SBB coordinator, and FVIP coordinator. One of the coordinators shall also fulfil the role of vice-chairperson.

1.3 In principle, the Student Council is represented by the chairperson. 

1.4 The Presidium is responsible for leading the Student Council. 

1.5 The Student Council may delegate powers to the Presidium. The decision requires an absolute majority of the members of the Student Council.

1.6 The presidium meets under the chairmanship of the chairperson or vice-chairperson. 

Article 2. Meetings

2.1 The Student Council shall meet in internal session in the following cases:
       a. in accordance with a meeting schedule established by the Student Council;
       b. at the request of the presidium;
       c. at the reasoned request of at least four members.

2.2 In the cases referred to in b. and c. of paragraph 1, the chairperson shall determine the time and place of the meeting. A meeting at the request of members of the Student Council shall be held within 15 days of their request being received by the chairperson.

2.3 The chairperson shall convene the meeting by means of a written notification to the members. The meeting shall be convened at least seven days before the meeting is to be held, except in urgent cases.

2.4 All members of the IV are expected to be present at the internal meeting.

2.5 In the absence of the chairperson and their deputy, the Student Council shall elect a chairperson for the internal meeting from among the presidium members present.

2.6 The internal meetings of the Student Council are public, unless the Student Council decides that (part of) the meeting is closed or that documents are confidential. In that case, it shall be communicated which information is subject to confidentiality and how long this confidentiality will last. The minutes of these meetings shall be reported separately from the minutes of the public part and shall only be sent to the members of the Student Council. 

Article 3. Agenda

3.1 The chairperson shall draw up an agenda for each internal meeting in consultation with the presidium. Any member of the Student Council may submit a proposal to the chairperson for the inclusion of an item on the agenda. At the start of a meeting, a member of the Student Council may make proposals regarding the inclusion of urgent items on the agenda.

3.2 The agenda consultation with the Executive Board shall be conducted by the chairperson and another member of the presidium.

Article 4. Reporting

The secretary or their deputy shall draw up minutes of each meeting and send them to the members of the Student Council before the next meeting. The minutes shall be adopted at that meeting. 

Article 5. Committees

5.1 The Student Council shall establish three standing committees, namely: the OOS, FVIP, and SBB committees. Each committee coordinator shall be the chair of their respective committee.

5.2 The Student Council may also establish temporary committees to advise on specific topics.

5.3 The Student Council shall determine the distribution of council members among the committees. Each council member shall serve on at least one standing committee.

5.4 The committees organise their own proceedings. They decide on the openness of their meetings and of the documents submitted to or by them, unless the Council decides otherwise. 

Article 6. Final provisions

6.1 Amendments to these regulations shall be proposed by the Student Council, but may only be implemented if two-thirds of the members (with a minimum of nine) agree.

6.2 In cases not covered by these regulations, the Student Council shall decide, where possible on the basis of the USR-FSR regulations.