Internal Regulations

Huishoudelijk reglement der GEWIS

This is an English translation of the internal regulations of GEWIS. Please note that these translations are not legally valid by Dutch law. If you want to know more about this or have any questions about the content of this document, please ask the board.

Study association GEWIS

As amended during GM 184, valid from October 7th, 2021

REGULATIONS.

HR article 1.

  1. These regulations supplement the articles of association of GEWIS as amended on June 28, 2021.
  2. In these regulations the definitions of Article 3 of these articles of association are used.

ASSOCIATION COMPOSITION.

HR article 2.

  1. Ordinary members can be those who meet the conditions laid down in the articles of association. Ordinary membership is entered into until the end of the association year; each year, the membership will silently be renewed if the member still meets the conditions laid down in the articles of association.
  2. External members can be those who meet the conditions laid down in the articles of association. External membership is entered into until the end of the association year; each year, the membership can be renewed.
  3. Ordinary members and external members are required to pay a one-off membership fee of 15.00 euros when entering into membership. In those cases where the member has previously paid a membership fee, they are required to pay a one-off membership fee of 0.00 euros when entering into membership.
  4. After payment of the membership fee, at the request of the member the board will provide the member with a membership card that contains a mark of the association. This card serves as proof of payment of the contribution.

GRADUATES AND DONORS.

HR article 3.

  1. Graduates can be those who meet the conditions laid down in the articles of association. Graduates enjoy their rights until the end of the association year; each year, the rights can be renewed by the board at the request of the graduate.
  2. The minimum annual contribution for donors is 5.00 euros.

CONVENING THE GENERAL MEETING OF MEMBERS.

HR article 4.

  1. Convening the GMM happens by notifying the members through email and a visible announcement in the association's room. This notice should at least contain the agenda, the date, the start time, and the location of the meeting.
  2. All documents to be discussed should be available at a suitable place for the members to look at until after the end of the last day of the meeting at least one business day prior to the start of the meeting.
  3. The minutes of the previous GMM and, where applicable, the annual budget for next financial year and the annual financial statement of previous financial year should be available at a suitable place for members to look at at least one week prior to the start of the meeting.
  4. A member can take one copy of all documents or collect them from the board.

AUTHORIZATIONS.

HR article 5.

  1. Persons invited by the board, whose presence may be relevant, will be admitted to the GMM.
    1. Authorisation is effected by submitting a statement signed by the authoriser containing at minimum the name of the person that is authorised and for which meeting to the board.
    2. Submitting the authorisation should be done before the start of the meeting. In case the authorisation is valid for a part of the meeting, the authorisation should be submitted before the start of that part of the meeting.
    3. Submission can be done in writing to the secretary of the association, or electronically by submitting a digitally signed statement on a page designated by the board for this purpose on the association's website.
  2. An authorisation is not valid for those periods at which the authoriser is present at the GMM.
  3. An authoriser may revoke an authorisation by submitting a written signed statement from the authoriser to the board containing at a minimum which authorisation will be revoked, or the authorisation may be revoked on a page designated by the board for this purpose on the association's website. Revoking an authorisation cannot be done retroactively.

DECISION-MAKING OF THE GMM.

HR article 6.

  1. In case of vote with multiple options on matters, it is allowed to vote on several proposals. The proposal with most votes will be adopted.
    In the event of a tie, there will be a re-vote between the tie-in proposals.
  2. Written vote procedure:
    1. A voting committee of at least two persons will be established by the board, chosen from the attendees. These members shall be independent of what is voted on. Whether this is the case sufficiently is determined by the GMM.
    2. The voting committee distributes the ballot papers (having been marked by the board) and recollects those, after which she counts the votes in private.
    3. The voting committee announces the results publicly, including vote counts, unless the GMM determines otherwise ahead of time.
    4. A possible re-vote happens with the same voting committee, unless the GMM determines otherwise.

ANNUAL REPORT.

HR article 7.

  1. Members of the KCC should not be part or have been part of the board that is responsible for the financial year checked by the KCC.
  2. The KCC may not exist solely of members from one committee with its own financial means during the financial year checked by the KCC.
  3. Member of the AVC should also comply with the provisions as referred to in the first and second paragraph of this article.
  4. The KCC and the AVC check both the financial statements from the committees having their own financial means as well as the financial statement of the association.
  5. The annual report should contain an overview of activities.

APPOINTMENT OF BOARD MEMBERS.

HR article 8.

  1. In addition to the functions listed in article 12, second paragraph of the bylaws, the board members will have at least the following functions, in alphabetical order: external affairs officer, internal affairs officer and educational officer.
  2. A board member may not combine more than two functions as referred to in article 12, second paragraph, of the bylaws and in the first paragraph of this article.
  3. Members of the board are appointed for a period from appointment to the day of June 30th following the appointment.

DUTIES AND POWERS OF THE BOARD.

HR article 9.

  1. During lecture and examination periods, the board ensures that the association's room is open every day from 10 a.m. to 4 p.m., with the exception of days off.
  2. During lecture and examination periods, the board must be available in the association's room between 12.30 p.m. and 1.30 p.m., with the exception of days off.
  3. During the lecture and examination period, the board meets at least once every two weeks.
  4. The board is responsible for the staffing of all committees.
  5. The board manages the association's room.
  6. The board requires the GMM's approval for making non-budgeted expenses and entering into agreements in which the association acts as guarantor or joint and several debtor if this agreement, valued on money, exceeds the amount of 250 euros.
  7. Each board member must keep a script of his or her activities during his or her board membership.
  8. As soon as possible after each six-month period, each board member shall report to the members about this actions and provides a schedule for the next six months, if applicable.
  9. After each six-month period, the board shall present a semi-annual report to the GMM. This report consists of a balance sheet, a statement of income and expenses and an explanation of this.
  10. The board must adhere to the policy as established in the last approved policy document.
  11. The board can change and approve the policy document at its own discretion and must inform the members of the changed policy document.
  12. It is the duty of the board to ensure that the articles of association, the HR and the decisions of the association are complied with and to report it at the next GMM when disturbances occur, or are likely to occur.
  13. When one of the responsibilities referred to in HR Article 10 is transferred to another position, this will be explicitly stated in the policy document. The chair can not have the responsibility of replacing the chair.

RESPONSIBILITIES OF BOARD MEMBERS.

HR article 10.

The board members have at least the following responsibilities:
  • The chair:
    ensuring continuity within the board and representation of the board; chairing board meetings and GMMs; delegating tasks within the board and ensuring that they are performed; attending the FSE meetings.
  • The secretary:
    taking minutes of board meetings, chairmen's meetings and GMMs; managing the archives; taking care of the membership administration; taking care of the administration of graduates; taking care of incoming and outgoing mail.
  • The treasurer:
    keeping track of the cash register; managing the finances; composing the annual financial report, which must contain at least a balance sheet and a statement of income and expenses; preparing the budget; checking the financial state of affairs within committees.
  • The external affairs officer:
    taking care of contacts with companies and institutions; managing the company database; coordinating sponsorship for GEWIS; coordinating the sponsorship requests of the various committees; coordinating the visits of the various committees and/or members to companies and institutions.
  • The internal affairs officer:
    actively involving members and employees in GEWIS; coordinating activity announcements, as well as managing the activity list; maintaining the internal photo archive; managing the association’s room; chairing chairmen's meetings; providing the list of needed books to the supplier; attending the FSE book meeting with the supplier; replacing the chair if the latter is unable to perform his duties.
  • The educational officer:
    preventing, identifying and helping to solve problems within education; gathering information about what is going on among the students with regard to education; looking after student interests where deemed either necessary or useful; coordinating the work of the members of councils and committees of the department of M\&CS on the one hand, and of the student council on the other; attending student council meetings.

Advisory Board.

HR article 11.

  1. The RvA supports the board.
  2. The purpose of the RvA is to provide solicited and unsolicited advice to the board regarding the pursued policy, strategic choices, and other board or association related matters as, in agreement, desired, and agreed upon by the Board and RvA.
    1. The RvA consists of at least three members. Among one of them is the chair, who acts as a spokesperson.
    2. All members of the RvA have to be a member of GEWIS.
    3. Among the members of the RvA, at least two have experience as a board member of GEWIS.
    4. Members of the board cannot be members of the RvA.
    5. Appointment of members of the RvA is done by the GMM, after recommendation by the Board and RvA.
    6. The term of office for the RvA is one year unless the GMM decides on an early discharge. The first GMM of the year of the association decides on a new term of office or dischargement.
    7. The composition of the RvA is considered by the GMM to be a good representation of the association, with sufficient experience, such that it can fulfill its tasks as desired.
  3. The RvA looks after the concerns of the association when providing a piece of advice and acts independently of the individual members' interest.
  4. The board initiates meetings with the RvA. If the RvA desires so, it can also initiate a meeting, as well as meet without the presence of the board.
  5. On the first GMM of the year of the association, as well as on the first GMM after the 1st of January of that year, the RvA reports, orally or in writing, their vision on the course of events between the board and the RvA.

COMMITTEES.

HR article 12.

  1. A committee is established by the board at the request of at least one member who is willing to serve on this new committee as chair. When establishing a committee, the board appoints a chair and possibly other members of the committee.
    The prospective chair of the new committee shall ensure that the committee regulations are submitted, in which at least the following subjects are described:
    1. The name and definition of the committee;
    2. The objective of the committee;
    3. The desired means;
    4. The functions within the committee;
    5. The duration of the committee;
    6. A statement regarding the use of personal data.
  2. Appointment of new members and changes in functions of already existing committees are performed by the board on the recommendation of the committee concerned, with the approval of the members concerned. By accepting membership of the committee, members of the committee agree to act in accordance with the committee regulations of the committee.
  3. The board may approve new or changed committee regulations at request of the committee.
  4. Membership of a committee ends if the board discharges the committee member as such, if the committee member resigns, if GEWIS membership has been terminated or if the committee is dissolved.
  5. A committee is dissolved by the board.
  6. Discharge of a committee member is done by the board. The chair and treasurer of a committee can only be discharged after the financial statement of the committee has been approved.
    1. The chair of a committee acts as spokesperson.
    2. The chair of a committee delegates the tasks within the committee and ensures that these are performed.
    3. The chair of a committee shall ensure that the committee is represented by a committee member on the chair's meetings, preferably by the chair themselves. If the committee is not represented by the chair, the chair notifies the board of this before the start of the meeting.
    4. Next to the treasurer, the chair also has financial responsibility.
    1. A committee may not incur any expenses or enter into commitments until it has a budget that is approved by either the board or the GMM.
    2. When submitting the budget, an agreement will be made for submitting the statement.
    3. If a committee expects not to be able to adhere to the approved budget, it must adjust the budget and have it approved by the board again.
    4. A committee may not make any expenses or enter into commitments that are higher than budgeted without the permission of the board.
    1. A committee may not incur more expenses nor enter into financial obligations than 250 euros above its guaranteed income, without the permission of the board.
    2. A committee may not incur more expenses nor enter into financial obligations than 750 euros above its guaranteed income, without the permission of the GMM.
    1. For each budget that is approved by either the board or the GMM, the committee submits a financial statement for approval to the board in the same financial year.
    2. By approving a statement, the board takes full responsibility for the financial policy.
    3. A committee must submit the financial statement for which the contribution of GEWIS is higher than budgeted or for which the board does not take financial responsibility, for approval to the GMM.
  7. The treasurer of a committee is responsible for the financial transactions, and handing in budgets and financial statements.
  8. If a committee harms the association, the department M\&CS, or when applicable participants financially, by making unauthorised expenses or entering into unauthorised commitments, deliberately or as a result of gross negligence, or through gross negligence with regard to the budget, regardless of the manifestation of this harm, then the GMM can hold the committee members involved individually liable for (part of) the loss suffered, with the exception of the situation in which the board has approved the financial statement of the committee, in which case the responsibility and liability lies with the board.

FRATERNITIES.

HR article 13.

  1. A fraternity is established by the GMM at the request of at least three members who are willing to serve in this new fraternity, one of which as chair. All prospective members of a fraternity must be a member of GEWIS. When establishing a fraternity, the GMM appoints a chair and other members of the fraternity.
    The prospective chair of the new fraternity shall ensure that the fraternity regulations are submitted, in which at least the following subjects are described:
    1. The name and definition of the fraternity;
    2. The objective of the fraternity;
    3. The desired means;
    4. The functions within the fraternity;
    5. The duration of the fraternity;
    6. A statement regarding the use of personal data.
  2. Appointment of new members and changes in functions of already existing fraternities are performed by the board on the recommendation of the fraternity concerned, with the approval of the members concerned.
    Prospective new members have to be a member of GEWIS.
    By accepting membership of the fraternity, members of the fraternity agree to act in accordance with the regulations of the fraternity.
  3. The board may approve new or changed fraternity regulations at request of the fraternity.
  4. Active fraternity members are those who are member of a fraternity ánd study or have studied in the current association year.
    In other cases, the board can consider the fraternity membership as active at the request of the member if the member actively contributes to the association through the membership of the fraternity.
    Every time, the fraternity membership is considered active until the end of the association year at the latest.
  5. Inactive fraternity members are those who are member of a fraternity and who are not an active fraternity member.
  6. Inactive fraternity members may not have a function within the fraternity.
  7. A fraternity has a chair with the duties and responsibilities as defined in HR article 12 paragraph 7.
  8. A fraternity consists of at least 3 active fraternity members.
  9. A fraternity is dissolved by the GMM. The fraternities are evaluated at the latest on the last GMM of each association year. The presence and activity of the fraternity act as a guideline for this evaluation.
  10. A fraternity has the same financial obligations as a committee, as laid down in HR article 12 paragraph 8, 9, 10, 11 and 12, for those activities for which this fraternity uses GEWIS resources. These obligations do not apply to other activities of a fraternity.

CHAIR'S MEETING.

HR article 14.

  1. At least four times a year, spread throughout the year, the board convenes a chair's meeting.
  2. The members of the board and the representatives of all committees and fraternities take part in the chair's meeting.
  3. The purpose of the chair's meeting is the transfer of information between the board and the represented bodies, and between the represented bodies amongst the represented bodies; as well as evaluating organised activities.
  4. The board decides on the admission of persons other than those referred to in paragraph 2.

GMM TASKFORCES.

HR article 15.

  1. Establishing and dissolving a GMM taskforce is done by the GMM.M
  2. A GMM taskforce has a name and a goal.
  3. In those cases that a GMM taskforce handles personal data, a statement on the use of personal data will be submitted to the GMM for approval.
    By accepting membership of the GMM taskforce, members of the GMM taskforce agree to act in accordance with the aforementioned statement.
  4. A GMM taskforce has a chair with the duties and responsibilities as defined in HR article 12, paragraph 7a, 7b and, if applicable, 7d.
  5. A GMM taskforce consists of at least 3 members. All members of a GMM taskforce shall be a member of GEWIS.
  6. During their existence, GMM taskforces report their progress, verbally or otherwise, on each GMM if the GMM desires this.
  7. A GMM taskforce has the same financial obligations as a committee, as laid down in HR article 12 paragraph 8, 9, 10, 11 and 12 for those activities for which this GMM taskforce uses GEWIS resources. These obligations do not apply to other activities of a GMM taskforce.

FINANCIAL OBLIGATIONS WHEN PARTICIPATING IN ACTIVITIES.

HR article 16.

  1. In accordance with article 8 of the articles of association, a financial contribution can be required to participate in activities of the association.
  2. The contribution as referred to in paragraph 1 of this article can be higher for graduates or other non-members than for members.
  3. The contribution as referred to in paragraph 1 of this article can be lower for members who in the current association year entered into their membership for the first time to stimulate participation in activities. In exceptional circumstances the contribution can be lower for other members for the same reason.
  4. A participant is required to pay the contribution after sign-up for the activity. Additional rules can be made in separate regulations.

FINANCIAL PROVISIONS.

HR article 17.

  1. The association has a general reserve. This part of the equity is always available in cash.
    The general reserve will be used if and only if the continuation of the association is in acute danger or if the non-use of the reserve entails excessive financial damage. The GMM decides whether or not to use this general reserve and the interpretation of the aforementioned conditions.
    The general reserve will contain the amount of 20.000 euros (on July 1st, 2012, adjusted yearly with inflation during the financial year).
  2. The association has a cyclic fund. The association has this reserve at its disposal to equalise the sponsorship income, so that annual budgets can achieve a greater degree of accuracy. Each year, a third of the sponsorship income is deposited into this fund after using half of the available fund accrued in previous years. These amounts are determined in retrospect based on the actual results.

FINAL PROVISION.

HR article 18.

  1. In all cases not provided for in these regulations or the articles of association, the board decides, without prejudice to the authority of the GMM pursuant to Article 15 of the articles of association to later revoke these management decisions.

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