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METU NCC Directive for Council of Student Representatives

METU NCC Directive for Council of Student Representatives
Part I
Aim, Scope, Basis
 
Aim
ARTICLE 1 – (1) The aim of this directive is;
a) To facilitate the improvement of academic, social and cultural opportunities made available by Middle East Technical University Northern Cyprus Campus (METU NCC) to students in line with its mission,
b) To establish effective communication between students and administrative units; through this, to help students to communicate their needs and expectations to the administrative units concerned, and promote students’ involvement in the decision-making process concerning academic issues,
c) To help students develop a sense of social responsibility and an understanding of democratic norms and principles,
d) To regulate the procedures and principles for the METU NCC Council of Student Representatives (CSR).
 
Scope
ARTICLE 2 – (1) The principles specified in this directive apply to regular undergraduate and graduate programs.
(2) The culture and sports related activities organized by the students associations, and the working principles of these associations are not bound by this directive.
 
Basis
ARTICLE 3 – (1) This directive is based on the Regulations for Student Council of the Higher Education Institutions and National Student Council of the Higher Education Institutions, published in the Official Gazette issue 25942 dated 20 September 2005 and on the METU CSR Directive, approved by the METU Senate Decision No 2012/7-4 dated 9 October 2012. 
 
Part II
Election Boards and Ballot Commissions
 
CSR Election Board
ARTICLE 4 – (1) The Election Board is appointed by the President of the Campus Executive Board.
(2) The relevant Vice President or Assistant to the President is the Chairperson of the Election Board.
(3) The Election Board consists of three members, including the Chairperson.
(4) The CSR Election Board will;
a) Determide the calendar and the procedures pertaining to elections, and announce them on the website,
b) Conduct the elections and see that the election regulations are properly followed,
c) Prepare and publicize the candidate lists,
d) Accept applications for candidacy for the CSR memberships and verify the eligibility of all candidates before putting them on the ballot,
e) Ensure the printing and sealing of ballots,
f) Determine the Ballot Commissions and assign duties,
g) Determine and publicize the locations of ballot boxes,
h) Publicize the results of elections,
i) Review and decide on any appeals relating to elections.
 
Campus Ballot Commission
ARTICLE 5 – (1) The Campus Ballot Commission is appointed by the CSR Election Board fr om among the faculty members.
(2) The Campus Ballot Commission takes responsibility for conducting elections, counting ballots, obtaining the results from the election and reporting the results to the CSR Election Board on the day of the elections.
 
Part III
Election Procedures
 
Election Timeline
ARTICLE 6 – (1) Elections are conducted in November.
 
Candidate Criteria
ARTICLE 7 – (1) To become eligible, all candidates must meet the following criteria:
a) Be a current METU NCC student,
b) Must not have taken semester leave which the election is conducted,
c) Must not be a member of, or serve any political party,
d) Must not have been suspended from the Campus,
e) Must have a minimum 2.00 grade point average in the previous semester and 2.00 cumulative grade point average,
f) Must be within the normal duration of their study,
(2) Students who are pursuing a dual-degree can only become a candidate to represent their first degree program, and can only vote in that program.
 
Application Process
ARTICLE 8 – (1) Applications for candidacy are submitted to the CSR Election Board. The application deadline is 3 days prior to the election date. The list of candidates is announced on the Campus website at least two days preceding the election.
 
Publicity and Campaign
ARTICLE 9 – (1) Campaign material (banners, posters, etc.) can be placed at the locations designated for this purpose by the CSR Election Board within the period specified by the CSR Election Board.
(2) Within the specified period, publicity events can be organized at the locations and in the periods of time approved by the CSR Election Board.
 
Election Procedures
ARTICLE 10 – (1) The Student Representative is elected by the registered students of the academic unit which s/he is to represent through a secret ballot and open vote-counting. These academic units include the School of Foreign Languages (SFL) level groups, and the Department and Graduate School Department (GSD).
(2) In order for the student representative elections to be valid, at least 60% of the students enrolled in the concerned academic unit must have participated in the election in the first round and at least 50% in the second. This criterion is not required in the third round. 
(3) In order to be elected student representative, a candidate must receive an absolute majority of the valid votes cast in each round.
(4) If no candidate receives an absolute majority of votes in the first round, a second round of voting is held within four days following the first round, at the latest. The two highest vote winners from the first round can stand in the second round.
(5) If no result is obtained in the second round, then a third round of voting is held within four days following the second round.
(6) In the event that no result is obtained in the third round, the concerned academic unit will be considered to have decided not to elect a Student Representative.
(7) In case of an equality of votes, a new election is conducted the following day at the latest.
 
Elections
ARTICLE 11 – (1) On the day of the elections, the ballot box, the list of voters and the election ballots are taken to the location wh ere the elections are to be held by the Campus Ballot Commission, at least half hour before the voting session starts.
(2) The ballot box is opened and ascertained to be empty in the presence of candidates and voters to ensure transparency,
(3) Voters collect their ballots from the Campus Ballot Commission upon presenting their student ID cards. After marking their preference in a closed booth, they put their sealed ballot in the ballot box and put
their signature across their name in the voter list before leaving the location.
(4) The opening and closing times of voting, determined by the CSR Election Board, are announced on the Campus website three days prior to the elections.
 
Counting of Ballots and Announcement of Election Results
ARTICLE 12 – (1) The counting of ballots is performed publicly by the Campus Ballot Commission.
(2) An official report of the election results is submitted to the CSR Election Board by the Campus Ballot Commission.
(3) The number of students casting a ballot and the valid votes received by the candidates are indicated in the report.
(4) The names of students who have been duly elected as Student Representatives are announced on the Campus website.
(5) An official report of the election results is submitted to the President of Campus Executive Board by the CSR Election Board.
 
Objections to Election Results
ARTICLE 13 – (1) Any objections to the election results shall be made to the CSR Election Board within the first working day following the announcement of the results.
(2) The CSR Election Board reviews the objections and makes the final decision within two days at the latest.
(3) If the CSR Election Board decides to hold the elections again, a new election is conducted within four days of the date of the decision, at the latest.
 
Termination of Representation
ARTICLE 14 - (1) Student representation is terminated if the representative;
a) is granted a leave of absence for a period of one term after being elected,
b) is no longer eligible due to failing to fulfill the requirements for candidacy (except for the requirement for CGPA),
c) voluntarily withdraws from the representative position.
(2) In the event that the representative title of a student representative terminates, elections are held in the concerned program in November the following year. However, in the event that the number of CSR members does not suffice for a CSR General Assembly meeting, a new election is scheduled within two weeks in order for the vacancies to be filled. The newly-elected person completes the term of the representative s/he has replaced.
 
CSR Administrative Board and Board of Auditors
ARTICLE 15 - (1) The CSR Administrative Board and Auditors Board members are elected in a single session with multiple-rounds of voting. In order to be elected a Board member, a candidate must receive an absolute majority of the valid votes cast of the registered electorate. If no candidate obtains the absolute majority of valid votes in the first and second rounds of voting, then the candidate with the fewest votes is eliminated, and a third round of voting is held. When only two candidates are left, the candidate with the higher number of votes is declared elected regardless of the number of votes received.
(2) The CSR Election Board reportsin writing the CSR Administrative Board and the Auditors Board election results to the President of the Campus Executive Board.
 
Part IV
Organs of the Council of Student Representatives
 
Term
ARTICLE 16 - (1) The term of duty for student representatives and boards starts with the announcement of the election results and ends with the announcement of the results of the elections held one or two years later, depending on the duty.
 
CSR General Assembly
ARTICLE 17 - (1) The CSR General Assembly is an organ comprised of the representaives of the SFL level groups, the Department and Graduate School Department.
(2) The representatives of the SFL level groups are elected for a one-year period. The representatives of the Departments and the Graduate School Department are elected for a two-year period. Those whose terms expire have a right to stand for re-election.
(3) After the elections end, the first Ordinary General Assembly is called by the CSR Election Board. Ordinary General Assembly must be held once during both the Fall and Spring semesters.
(4) The CSR Administrative Board has the rightto call an Extraordinary General Assembly upon the decision of the CSR Administrative Board, or upon written request by one quarter of the votes of the General Assembly members. In such cases, the General Assembly is held within fifteen days, at the latest. The CSR Administrative Board is authorized to schedule and conduct the meetings and set up the agenda for the General Assembly.
(5) The CSR General Assembly has the following duties and responsibilities:
a) Representing the ideas, concerns and opinions of students of the academic units concerned,
b) Forming working groups, conducting research and surveys, and developing suggestions regarding student-related issues,
c) Conveying the ideas, concerns and opinions of the students to the administrators and/or administrative organs of the units concerned,
d) Conducting their work and activities in accordance with established regulations and in coordination with, and if necessary, by seeking the approval of the President of the Campus Executive Board.
(6) At the end of their term, the CSR General Assembly prepares a report comprising the activities that have been carried out during their term and recommendations for the following term. They submit two copies of this report to the President of the Campus Executive Board to be conveyed to the CSR that will take over the duty.
 
CSR Administrative Board
ARTICLE 18 - (1) The CSR Administrative Board is elected for a one-year period by the CSR General Assembly.
(2) Members of the CSR Administrative Board are:
a) President of the CSR,
b) Secretary General of the CSR,
c) CSR Accountant,
d) CSR Educational Affairs Head,
e) CSR Health, Sports and Cultural Affairs Head.
(3) The CSR Administrative Board meetings, chaired by the President of the CSR, are held at least once a month. The President of the CSR informs the members of the agenda, venue, and time/date of the meetings at least seven days in advance. In the event that the President cannot attend a meeting, a member of the CSR Administrative Board, appointed by the President, is entitled to chair the meeting. In such cases, the vote of the member of the CSR Administrative Board, appointed by the president, is deemed decisive in case of an equality of votes.
(4) The CSR Administrative Board has the following duties and responsibilities:
a) Ensuring that all decisions made by the CSR General Assembly are implemented,
b) Identifying the problems that students face, and conveying their ideas, concerns and opinions to the administrative bodies concerned,
c) Cooperating with non-governmantal organizations (NGOs) to develop social awareness projects, and promoting student awareness of such projects on the Campus,
d) Organizing activities to encourage students to attend national and international educational and youth programs,
e) Developing relationships further with national and international unions and organizations,
f) Creating working groups with a specific focus on issues including food, transportation, accommodation, cafeteria, clubs, scholarships, education, art, culture, and sports, and overseeing the groups’ progress,
g) Inform the CSR General Assembly members regarding the activities of the CSR Administrative Board,
h) Keeping track of the decisions made by the National Student Council and publicizing them at the Campus,
i) Preparing reports summarizing the activities of the Board, and archiving these documents.
 
CSR Board of Auditors
ARTICLE 19 – (1) The CSR Board of Auditors is a board comprising a chair and two members which is elected for a one-year term by the CSR General Assembly by absolute majority vote.
(2) The members of the Board of Auditors are elected from among the CSR Administrative Board members whose term is about to end and who will still be students at the university for at least one further year. In the event that the number of the CSR Administrative Board members does not suffice, the Board of Auditors is elected from among the CSR members.
(3) The Board of Auditors inspects whether the CSR Administrative Board functions in accordance with the related legislation and reports the findings of its inspections to the President of the Campus Executive Board and the CSR General Assembly.
 
Meeting Norms
ARTICLE 20 – (1) The quorum for a board meeting at any level is the absolute majority of all members.
(2) To reach a decision at any board meeting, the absolute majority vote of all particiants is required.
(3) At any board meeting, minutes are kept and the decisions taken are put in writing and signed by the members. The minutes and all the reports that may be prepared are open to the public inspection of the university.
 
Budget
ARTICLE 21 – (1) The budget required to meet the needs of the CSR is determined by the President of the Campus Executive Board.
 
Part V
Other Provisions
 
TEMPORARY ARTICLE 1 – (1)
In the academic year 2012-2013, the student representative election, which is due to be held in November pursuant to this directive, will be held by December 15, 2012 at the latest.
 
Validity
ARTICLE 22 – (1) This directive shall take effect as of the date of the METU NCC Executive Board’s approval.
 
Execution
ARTICLE 23 – (1) This directive is executed by the President of Middle East Technical University Northern Cyprus Campus Executive Board.