Student Council Bylaws

Viktor Shamal Andersen
Viktor Shamal Andersen
Last updated 
The Student Council at IT University of Copenhagen
CVR: 32481809
Rued Langgaards Vej 7 DK-2300 Copenhagen S Denmark c/o IT University of Copenhagen

Name and address
§ 1. The name of the organisation is the Student Council at the IT University of Copenhagen, abbreviated Student Council.
  1. The organisation is situated at the IT University of Copenhagen (ITU); Rued Langgaards Vej 7, 2300, København S, att: Student Council.
  2. The organisation is a non-profit organisation (Almindelig forening).
Purpose
§ 2. The Student Council aims to improve the condition of students enrolled at ITU.
  1. The purpose of the Student Council is to defend and promote the student’s interests and represent them through a united voice.
  2. The Student Council and the Board must strive to keep all affairs and actions as transparent as possible.
Organisational structure
§ 3. The Student Council consists of implicit members and the standing members.
  1. The implicit members consists of every student currently enrolled at the IT University of Copenhagen with a valid student ID card.
  2. The standing members consists of the elected board of the Student Council and the student elected representatives of the Student Council in the various collegiate bodies and the chairperson or president of every organisational group at ITU. The chairperson or president of other organisations at ITU can appoint another representative from their organisations or forfeit their right until another chairperson is appointed.
  3. The Board must always consist of at least the positions President, Vice-President and Treasurer. They are all elected at the general assembly.
  4. The Board has the responsibility to keep a current list of standing members of the Student Council and make this list available to the Student Council and ITU students in general.
  5. No standing member or student can represent more than one organisation at meetings (internally as part of The Student Council or representative of other ITU student organisations) and can only represent one vote in all matters.
The Student Council
§ 4. The Board is responsible for the work of the organisation, and is the highest ranking political and organisational authority between the general assemblies under the responsibility of the Student Council.
  1. The Board is also responsible for the work of established committees within the Student Council.
§ 5. The attending standing members of the Student Council each have one vote in the Student Council. External participants can be granted right of speech by the council.

§ 6. The Student Council convenes at least once per semester. The meetings should be evenly spread out over the semester.
  1. The Student Council meetings must be open to all implicit members.
  2. All students at ITU have the right of speech at the Student Council meetings.
  3. Each meeting must be convoked at least 7 days in advance through a direct email to all students.
  4. If at least three standing members from the Student Council requests a meeting to the president, a Student Council meeting must be held not later than two weeks from that date.
  5. The Student Council elects, from its midst, people in charge of moderating, taking minutes and counting votes at each meeting.
  6. The agenda for each meeting must be made public at the Student Council website no later than seven days prior to the meeting.
  7. All minutes from meetings must be made public at the Student Council website no later than three days after the meeting has taken place.
The Board
§ 7. The Board administers the daily work of the Student Council in all organisational, financial and administrative matters and acts on a mandate from the general assembly and the Student Council.
  1. The Board can act within the budget that has been approved according to § 14 pt. 4. pt. 
  2. Any major financial decisions made within the budget must be presented to the Student Council at the next Student Council meeting according to § 6.
  3. If any financial decisions are to be made outside of the budget that has been approved according to § 14 pt. 4 must be approved by simple majority at a Student Council as per § 6.
  4. The Board shall provide the Student Council with a financial report when asked by the Student Council.
  5. The Board can invite external partners to be part of an Advisory Panel on matters related to the well-being of the organisation, funding and other strategic advice.
  6. During board meetings, the members of the Board each have one vote. External participants can be granted right of speech by the Board.
  7. The President is responsible for convoking Student Council and Board meetings.
  8. In the President's absence, the vice president takes over his/her responsibilities.
  9. If a member of the Board is absent the council elects a new board member from its midst to replace him or her in the Board.
Compensation
§ 10 Compensation can be provided for one or more Board members.
  1. Compensation can be provided based on a compensation framework, which must be approved by 2/3 majority during the General Assembly. Any changes to the compensation framework must be proposed leading up to a General Assembly with the same deadline as the one for amendments.
Student elected representatives
§ 11. At university election, the Student Council are responsible for running an electoral list of candidates appointed by the board of the student council.
  1. The candidates on the electoral candidate list are elected by the implicit members of the Student Council.
§ 12. The student elected representatives of the student council at ITU are expected to keep the students and the Student Council informed about their work and relevant items on agendas, as well as participate in the work of the Student Council.
  1. If a representative do not follow the decisions of the Student Council the Council can:
    1. Reprimand the representative.
    2. Announce that the representative is no longer welcome in the Student Council.
    3. Prevent the representative from being reelected to the electoral candidate list of the Student Council.
Student Activity Fund (SAF)
§ 13. The Student Council manages the Student Activity Fund.
  1. The Student Council supports student activities in accordance to the Student Activity Fund guidelines.
  2. The Student Activity Fund has a separate budget from the Student Council budget. This budget does not include administrative expenses.
General Assembly
§ 14. The General Assembly is the highest authority of the Student Council.
  1. The Board must convoke a General Assembly no later than 2 weeks before the actual meeting.
  2. Amendments to the bylaws must be received by the Board 1 week before the meeting at the latest.
  3. Amendments to the bylaws should be published 6 days before the meeting at the latest.
  4. The budget and financial report needs to be public 2 weeks before the actual meeting. Amendments to the budget and financial report, must be received by the Board 1 week before the actual meeting.
  5. An ordinary General Assembly is held every semester.
  6. The agenda for the both General Assemblies shall at least include the following items:
    1. Election of a moderator, minute taker and two vote counters for the general assembly.
    2. Debate and vote on proposed changes for by-laws and work-programme.
    3. Presentation of the budget by the treasure
    4. Debate and vote on proposed changes for the budget.
    5. Any other business.
  7. The agenda for the Fall General Assembly shall also include the following items:
    1. Annual report from the president.
    2. Approval of the annual report.
    3. Election of President, Vice-President and Treasurer.
    4. Election of 2 Board members.
    5. Election of 2 auditors.
  8. The agenda for the Spring General Assembly shall also include the following items:
    1. Election of 2 Board members.
  9. Amendments to amendments to the bylaws must be received 3 days before the general assembly at the latest.
  10. Amendments to amendments to the bylaw should be published 2 days before the meeting at the latest.
  11. The elected auditors, Board members, President, Vice President and Treasurer enters into office as soon as possible after the GA. The previous Board should during that time meet with the newly elected Board regularly, to hand over any work and experience that might be relevant for the new Board.
§ 15. Proposals for the work programme, shall be received by the Board, no later than one week before the assembly.
  1. Candidates for the Board must be submitted in writing to the Board no later than a week before the assembly.
  2. To run for the Board the candidates must be enrolled at ITU at the time of the general assembly.
§ 16. All implicit members of the Student Council, present at the General Assembly have one vote.
  1. The General Assembly makes its decisions by simple majority (one vote more than half of the valid votes) and by show of hands.
  2. At an election of one or more individuals written voting is applied. Also, the rule of simple majority applies.
§ 17. All students have the right of speech at the general assembly. External participants can be granted a right to speak by the general assembly.

Extraordinary General Assembly
§ 18. Extraordinary General Assembly may be held whenever the Council deems it necessary.
  1. An Extraordinary General Assembly must be held if at least 1/3 of the standing members of the Student Council members have made a written request to the President. In such cases the extraordinary general assembly must be held no later than four weeks after the request has been made.
  2. The deadline for convoking an extraordinary general assembly is two weeks.
  3. Items for discussion for the Extraordinary General Assembly can be submitted by implicit members, one week before the actual meeting at the latest.
  4. The agenda of the Extraordinary General Assembly is decided by the standing members of Student Council and should be made available six days before the actual meeting.
Financials, accounting and auditing
§ 19. The organisation’s fiscal year runs from 1st of January to 31st of December.
  1. The Board, under accountability to the general assembly, should strive to follow the budget.
  2. The Student Council’s financial records are kept by the Treasurer.
  3. The accounts are audited by the auditors appointed by the General Assembly. The auditors must be provided with a full account of transactions two weeks before the General Assembly.
  4.  Auditors must not be members of the current standing Student Council.
  5. The budgets for the last three fiscal years must be made available for the public at the Student Council website at any time.
§ 20. The organisation is legally bound by the signatures of the President and at least one Board member.
  1. To make a loan for the union, and/or to sell or pawn the organisation’s properties, the signatures of all the members of the Board are required.
Amendments to the by-laws
§ 21. Amendments can be amended with simple majority at a general assembly. 
  1. §1, §2, §3, §21 and §22 can only be amended by 2/3 majority.
  2. Amendments take effect after they are passed.
Dissolution
§ 22. Dissolution of the Student Council can only take place with 2/3 majority at two consecutive general assemblies, at least one month apart. One of the general assemblies must be ordinary.
  1. The Student Council's assets, in the event of dissolution, are to be used in accordance with the organisation’s purposes (see §2) or other charitable causes. Resolution on the specific use of the property are taken by the disintegrating general assembly.
● Approved during the General Assembly on 2022-10-03