STUDENT CLUBS REGULATION

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PURPOSE

ARTICLE 1-  (1) The purpose of this directive is to determine the foundation and working principles of the “Student Clubs”, which are established for the purpose of enabling the students of the Izmir University of Economics to participate in extra-curricular cultural, art and sports activities.

DEFINITIONS

ARTICLE 2- (1) (Changed: SD-27/07/2012–195-A/9-BTD-07/08/2012-24/09) The definitions of the terms used in this directive are as follows:

 

(1) (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)  (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) The Clubs Coordination Committee: Committee which is comprised of the Director of Health, Culture and Sports, one representative from the Financial Affairs Directorate, one representative from Faculty of Law, and Student Clubs and Sports Coordinator chaired by the Rector, or a representative assigned by the Rector.

 

(2) Clubs: the student clubs that the students of IUE form in compliance with the purpose mentioned in article 1.

 

(3) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) Student Clubs and Sports Coordinator: The coordinator is assigned by the Rector’s Office for the purpose of providing guidance to the clubs, helping the coordination of their relations with the administration, and providing the continuity of their activities.

 

(4) Administrative/Academic Advisor: Administrative/Academic personnel who work voluntarily and contribute to clubs with their experience, interest, and knowledge during the club activities.

CLUBS COORDINATION COMMITTEE

ARTICLE 3- (1) (Changed: SD-27/07/2012–195-A/9-BTD-07/08/2012-24/09) The Clubs Coordination Committee meets once each academic year. The Committee is responsible for the coordination of the student clubs, evaluating the demands of the clubs and submitting them to the administration.

ESTABLISHMENT

ARTICLE 4- (1) (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)

 (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) In order to establish a student club, at least 20 students must apply with a petition to the Health, Culture and Sports Directorate as the founding members. Those students who wish to establish clubs prepare and present the administrative and functional principles, and the outline of the annual activity plan. These applications are approved by the Health, Culture and Sports Directorate. The club activities begin upon the approval and completion of the requested documents.

(2) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) It is suggested that one administrative/academic personnel of the IUE act as advisor to each student club. The Health, Culture and Sports Directorate must be notified of these advisors upon the formation of the clubs.

(3) (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22) Clubs that have similar interests and purposes cannot be established.

 

(4) (Add: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)The Coordination Committee considers club applications and decides about the establishment of clubs that have similar interests and purposes.

(5) (Article No Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)  (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) Club applications are completed within 4 weeks from the beginning of each academic year. Applications received after this date will be considered for the next academic year.

 

(6) (Add: SD-04/08/2016-287-A/6-BTD-06/09/2016-22) Any club closed down/discontinued for any reason by the decision of Clubs Coordination Committee, cannot be re-established for 2 Academic Years.

 

(7) (Add: SD-04/08/2016-287-A/6-BTD-06/09/2016-22) The President of a Club closed down/discontinued cannot be re-assigned to another club.

 

(8) (Add: SD-04/08/2016-287-A/6-BTD-06/09/2016-22) Clubs, which meet the below terms during one academic year, can continue their activities the following academic year:

a) To have organized at least 2 activities conforming to the objective and goals of its establishment,

b) To have held at least 3 Executive Committee meetings,

c) To have at least 20 members.

 

(9) (Article No Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)  Clubs that have specific purposes (sports etc.) are established after the experts and related sources have been consulted.

CLUB ACTIVITIES

ARTICLE 5-  (1) When determining their purposes and activities, the clubs must consider the following:

 

a) The purpose of the clubs is to improve students’ abilities, interests, and knowledge by encouraging them to participate in extra-curricular cultural, social, intellectual and sports activities that will ultimately contribute to their academic achievement.

 

b) Clubs cannot engage in activities that do not comply with the university’s principles and regulations.

 

c) Clubs might require their members to have some specific abilities, however, the clubs should arrange some activities so that members who do not have the ability, but are interested in these fields, can also participate.

 

d) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  Clubs can only get involved in their field of activity. There may be joint activities based on collaboration with other clubs. However, activities as part of Social Responsibility Projects can be carried out by all clubs.

 

e) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  Clubs must submit a written notification to the Health, Culture and Sports Directorate and get their approval on all activities they would like to organize in or out of the university by specifying the location, time, and demands. The Club Executive Committee must submit activities, such as competitions, conferences, congresses etc., in which their members will participate together with date, place and the list of the members who will participate, to the Health, Culture and Sports Directorate at least one week in advance for their approval.

MEMBERSHIP AND CANCELLING MEMBERSHIP

ARTICLE 6 – (1)  (Title Changed: SD-21/10/2010-160-A/7-BTD-01/11/2010-71/10)Clubs must comply with the following principles while determining the issues about membership.

 

a) Every student of the IUE can become a member of any club. It is essential that each club accepts a student from each undergraduate level as a member.

 

b) (Change: SD-25/10/2016-294-A/4-BTD-01/11/2016-24 )  (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22 ) Clubs may ask for membership fees to be used for activities and needs with the decision of the administrative board of the club and the approval of the Health, Culture and Sports Directorate, Fees are collected against receipt and kept in the safety deposit box of the Financial Affairs Directorate to be later used for necessary activities and needs.

 

c) (Change: SD-21/10/2010-160-A/7-BTD-01/11/2010-71/10) Club executive committees accept membership applications and then these must be approved by a 2/3 majority of the General Assembly, at the beginning of each semester.

 

d) (Change: SD-21/10/2010-160-A/7-BTD-01/11/2010-71/10) If the club executive committees want to change membership election criteria, they present their proposals to the General Assembly at the beginning of each semester and these criteria are determined by the approval of a 2/3 majority.

 

e) The instructors, graduates, and personnel of IUE may be honorary members of clubs with the approval of the General Assembly and may attend club activities. However, they do not have the right to vote and to be elected.

 

f) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  People from outside the IUE cannot become club members. However, instructors and trainers who are not from the IUE may participate in activities upon the approval of the Health, Culture and Sports Directorate.

 

g) (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22) (Change: SD-21/10/2010-160-A/7-BTD-01/11/2010-71/10) Students, who got “Suspension” pursuant to Disciplinary Bylaw for Students of Institutions of Higher Education, cannot participate in club organizations during that academic year.

 

h) Dismissal from membership is decided by the proposal of the clubs executive committee and the General Assembly’s 2/3 majority approval.

 

ı) (Add: SD-21/10/2010-160-A/7-BTD-01/11/2010-71/10) Club membership ends when the member submits his/her demand to the Executive Board in written form.

 

i) (Add: SD-21/10/2010-160-A/7-BTD-01/11/2010-71/10) Those who act against the aims of the club, the members who exploit the club, and those who act in a way that abuse studentship are excluded from membership.

BODIES AND ELECTION

ARTICLE 7-  (1) The Clubs designate their own bodies. However, each club must establish the following bodies and fulfill the duties of these bodies.

I-General Assembly

a) General Assembly of the club is made up of the members of that club.

 

b) (Change: SD-21/10/2010-160-A/7-BTD-01/11/2010-71/10) Executive Committee and Supervisory Board with their substitutes are elected at the beginning of each academic year by the General Assembly of that year.

 

c) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  Each club may decide to make changes in their “Working Principles” with 2/3 majority of the General Assembly members. These changes are implemented with the proposal of the Health, Culture and Sports Directorate and the approval of the Rector’s Office.

 

d) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  The General Assembly suggests one full-time Izmir University of Economics personnel to the Health, Culture and Sports Directorate as an advisor and the advisor starts working with the approval of the Directorate.

 

e) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  The General Assembly gathers at least one time in each academic year in the dates designated by the Executive Board with the participation of the club advisor. Decisions taken at the meeting are recorded in the club minute book and signed by the Executive Board.

 

f) In order for the General Assembly to take decisions, the absolute majority of the members must be present in the meeting.

 

g) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  Each club states its duties and decision methods in the “Working Principles” which it prepares and submits to the approval Health, Culture and Sports Directorate.

 

II- The Executive Committee:

 

a) (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)  (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  The executive committees are comprised of a total of 7 people elected by the General Assembly at the beginning of each academic year. These are a chairperson, a vice chairperson, a Secretary General, a secretary, an accountant and two members. The number of members of Executive Committee can be increased with the decision of the General Assembly.

 

b) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  The executive committees are responsible for overseeing the execution of the duties properly, application of the working principles effectively, balances financial income and expenses and protection of maintenance of inventory stock and they report to the Health, Culture and Sports Directorate and club members.

 

c) The executive committee organizes work groups that are responsible for club activities.

 

d) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) The executive committees must report all activities, both internal and external, and external communications to the Health, Culture and Sports Directorate for approval.

 

e) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) The executive committees are responsible for presenting the Club documents mentioned in article 7, the working principles, activity reports and activity programs to the Health, Culture and Sports Directorate and, if necessary, to a person who is appointed by the Directorate of Financial Affairs on dates designated by the Health, Culture and Sports Directorate.

 

f) The Club advisor is a member of the executive committee; however s/he cannot vote.

 

g) The executive committee may be dismissed by a 2/3 majority vote of the General Assembly

 

h) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  Each club stipulates other duties and decision methods of the executive board in the “Working Principles” and presents it to the approval of the Health, Culture and Sports Directorate.

 

ı) (Changed: SD-27/07/2012–195-A/9-BTD-07/08/2012-24/09) A member who takes part in the Executive Board or in another club can also participate in the administration of other student clubs.

 

III-Supervisory Board:

a) The Supervisory Board is comprised of two permanent members and one substitute member elected by the General Assembly, none of whom is members of the executive committee.

 

b) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  The responsibility of the Supervisory Board is to examine the club documents, account books, and the equipment. The board oversees whether expenses have been made according to Executive Board decisions and whether the purchased equipment has been reported to the Health, Culture and Sports Directorate and registered. When necessary, it warns the Executive Board and reports to the Health, Culture and Sports Directorate. 

DOCUMENTS

ARTICLE 8 – (1) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  Clubs must possess the following documents and present them to the Health, Culture and Sports Directorate and to Financial Affairs Directorate when necessary.

 

(2) (Add: SD-04/08/2016-287-A/6-BTD-06/09/2016-22) Club’s minute book, members’ register, general ledger, and documents are audited by Health, Culture and Sports Directorate and Financial Affairs Directorate during each academic year at a designated period. Activities of clubs, which do not submit and update their books and documents within 1 month after the audit, are ceased.

 

a) (Add: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) Current Lists of Club Executive and Supervisory Boards; current club chair and executive boards’ lists need to be submitted to the Health, Culture and Sports Directorate within 2 months at the beginning of each academic year. In the event of assignment changes in the executive board, the lists need to be updated and resubmitted.

 

b) Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)  (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) Members’ Register or List: This register, or list includes the name, class, and department, contact info, and photographs of each member if available. The payments are recorded with the receipts of payment stamped and numbered by the Health, Culture and Sports Directorate. This information is kept up-to-date and presented in the audits.

 

c) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)  Minute books: The decisions made by the executive committee and general assembly are recorded in these books and signed by the executive board.

 

d) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) General ledger: Accounting records showing the clubs’ incomes and expenses which the executive committee oversees.

 

e) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) Collections and Payments Documents: All the collections and payments, which are recorded in the accounts register, must be documented. The receipts stamped by the Health, Culture and Sports Directorate and other receipts and invoices must be presented to one employee from the Health, Culture and Sports Directorate and one from Financial Affairs Directorate for inspections once a year.

 

f) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04)   An Inventory of Club Possessions provided by the University: This list is prepared by the Health, Culture and Sports Directorate and entrusted to the Club’s inventory. The Executive Board answers to Health, Culture and Sports Directorate for club possessions. The new purchases are reported to the Health, Culture and Sports Directorate within 15 days at the latest, and then added to the inventory.

FINANCIAL ISSUES

ARTICLE 9- (1)  Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)  (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) Clubs must present budget proposals and activity reports to the Health, Culture and Sports Directorate for the upcoming academic year until a certain date designated by the Student Clubs and Sports Coordinator.

ARTICLE 10 – (1) (Change: SD-25/10/2016-294-A/4-BTD-01/11/2016-24 ) Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) The income of the clubs is comprised of the budget allocated by the University, from self-initiated sponsorships, fees collected from participants to the events they organized on their own, or membership fees.

 

(2) (Add: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)Any procedure regarding income and expenses are carried out by the directive of Financial Affairs Directorate followed by the approval of Health, Culture and Sports Directorate after examining the books and documents submitted by the clubs. Clubs are required to keep these documents.

 

(3) (Add: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)Sponsorship Revenues: The amount specified in a sponsorship contract between a club and an institution, or an organization includes the Value Added Tax, and is deposited to the Club Sponsorship Joint account by the respective institution or organization. Sponsorship Revenues cannot be used for purposes other than the event, organization in question.

ARTICLE 11- (1) (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)  (Changed: SD-27/07/2012–195-A/9-BTD-07/08/2012-24/09) All the incomes collected by the club are recorded in the operating ledger with receipts. Payments, incomes, and expenses about the club must be recorded in the operating ledger with receipts.

DISCIPLINE RULES AND SANCTIONS

ARTICLE 12 -  (1) The following discipline rules and sanctions are effective for all clubs in the conditions stated below.

 

a) If damage is detected in the office property when it is returned to the University at the end of each academic year, the members of the executive committee must pay for the damaged or missing goods.

 

b) (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) Based on the audits carried out once in fall and spring semesters by one staff from the Health, Culture and Sports Directorate and Financial Affairs Directorate, all payments that have not been documented in the club’s book of accounts must be compensated by the Executive Board, and the activities of the club are ceased.

 

c) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) If it is discovered that some club activities, brochures, booklets, posters, etc. printed without the approval of the Health, Culture and Sports Directorate, both within and outside the University, that club could be closed, their budgets could be cut back, or its activities could be terminated.

CLUB TRAINERS

ARTICLE 13-  (1) (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22) (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) A trainer is assigned with the approval of the Health, Culture and Sports Directorate for the clubs that need trainers for their activities. Training/Coaching certificate needs to be submitted.

 

(2) (Change: SD-04/08/2016-287-A/6-BTD-06/09/2016-22)  (Changed: SD-16/02/2015–242-A/5-BTD-02/03/2015-04) The trainer, who does not attend the club activities for 2 consecutive months without the permission of the Health, Culture and Sports Directorate, cannot be assigned duty at the university again. The trainer can be dismissed from a duty by the decision of two-thirds majority of the members.

EFFECTIVENESS

ARTICLE 14- (1) (Article no Change: SD-21/10/2010-160-A/7-BTD-01/11/2010-71/10) This directive takes effect on the date of the approval by the Board of Trustees of the Izmir University of Economics.

IMPLEMENTATION

ARTICLE 15-  (1) (Article No Change SD-21/10/2010-160-A/7-BTD-01/11/2010-71/10)This directive is executed by the Rector of the IUE.