Handbook for Student Union Assembly Members

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C ENTRAL E UROPEAN U NIVERSITY

STUD E N T UNIO N ASSE MB LY Nádor u. 9, 1051 Budapest, Hungary studentunion@ceu.hu;www.studentunion.ceu.hu

Handbook for Student Union Assembly Members

Central European University Budapest, Hungary

2013

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List of Abbreviations

AF Academic Forum

ARCS Alumni Relations and Career Services ICF International Cultural Festival

SLO Student Life Office (part of Student Services)

SU Student Union

SUA Student Union Assembly SUB Student Union Board

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Section 1: CEU and the Student Union

Central European University (CEU) was founded in 1991 with the explicit aim of helping the process of transition from dictatorship to democracy in Central and Eastern Europe and Central Asia. It was committed to bringing together students from these 30 countries and from the West in order to nurture respect for diverse cultures and opinions, human rights, constitutional government, and the rule of law. In its first decade, CEU sought to contribute to innovative academic research, progressive higher education and the development of dynamic, sustainable open society primarily in the former "socialist" countries. More recently, its interest has become global, with special attention paid to emerging democracies throughout the world. These aims – all in step with promoting the values of the Open Society – remain fundamental to CEU, but its mission has become global with special attention to emerging democracies worldwide¹. At the core of its mission, CEU is defined by a set of principles: pursuit of the truth wherever the inquiry may lead; honest engagement with history; a willingness to take risks and embrace new ideas; respect for the diversity of cultures and peoples; support for the integrity and dignity of individuals; and commitment to resolve differences through rational debate and the instrument of democracy².

CEU has approximately 1500 students from 110 countries and 345 faculty members from forty countries. Additionally, CEU has a network of roughly 9000 alumni worldwide. The University currently offers 14 departments, including Cognitive Science, Economics, Environmental Science and Policy, Gender Studies, History, International Relations and European Studies, Legal Studies, Mathematics, Medieval Studies, Nationalism Studies, Philosophy, Political Science, Public Policy, and Sociology and Social Anthropology.

Moreover, there are also two Schools at CEU; the Business School and the Doctoral School of Public Policy and International Relations. Additionally, CEU houses sixteen research centers.

The CEU Student Union (SU) is the self-government of all students enrolled at CEU. Every year the students of various programs elect their representatives to the SU Assembly (SUA).

The Assembly is the highest decision-making body of the SU and it provides representation in matters of academic, administrative and/or disciplinary nature. Nine members of the Assembly are elected to be the SU Board (SUB). The Board is the main decision-making body between Assembly meetings and is the key executive body of the Union.

The function of the SU is twofold. On the one hand, it represents a respected partner of the CEU Administration in the decision-making and policy-shaping process. This is achieved through students’ representation in the University structures, including the Senate and other Committees. At the same time, the SU prepares policy and position papers on pertinent issues, which are then sent to, and discussed with, the leadership of the University. These issues range from student stipends, to dorm regulations, to research and travel grants and opening a new student bar on the main campus.

On the other hand, the SU actively works towards making the student experience at CEU memorable through organizing numerous activities and supporting students’ initiatives. The

1 Text copied from the CEU website: http://www.ceu.hu/about/organization/missionhistory.

2 Text copied from John Shattuck letter on the CEU website: http://www.ceu.hu/about/president-rector- welcome.

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SU independently operates a budget that is largely invested in enriching the social and academic life at CEU. With the help of Student Services and other administrative units, the SU helps organize the International Cultural Festival, the Spring Ball, and numerous parties and sport events. We also provide support for the many student clubs and groups at CEU³.

Useful Tips:

The SU office is on the main campus in the passageway to the October 6^th building (the entrance to the passageway is near the library).

The SU email address is studentunion@ceu.hu. This is the easiest way to contact the SU.

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Section 2: Structure of the SU

The SU is comprised of the SUA, the SUB, the Supervisory Committee, SU Representatives to CEU Bodies and Committees, and various Standing and Ad-Hoc Committees established by the SUA or SUB as necessary. Below are brief descriptions of the bodies of the SU.

2.1 SU

Upon admission to the University, each student is automatically a member of the SU. As previously stated, the SU has various functions within CEU. The functions and structure will be explained throughout this Handbook.

2.2 SU Assembly

The SUA is formed of two student representatives from each academic program (including the CEU Business School and various Doctoral Schools). The SUA is the highest decision- making body of the SU. The SUA meets at least twice a semester, and the meetings are open to all SU members (except in rare occasions). Each representative must take part in the SUA meeting and each has one vote. The SUA decides by simple majority vote unless otherwise stated in the SU Constitution. The tasks of SUA members are outlined in more detail in the SU Constitution and in Section 4 of this Handbook.

2.3 SU Board

The SUB is the main decision-making body of the SU in-between SUA meetings and is responsible for the general management of SU affairs. The SUB meetings are open to all SU members (except in rare occasions). The SUB is formed of the SU President, the SU Vice- President, the SU Treasurer, the SU Secretary, and five General SU Board Members. The SUB is mandated with carrying out the decisions of the SUA. The SUB is also in charge of the implementation of the SU Annual Plan, and is responsible for the SU Budget. Each SUB member has one vote and the SUB decides by simple majority vote unless otherwise stated in the SU Constitution. The members of the SUB may be remunerated for their work.

The tasks of the SUB are outline in more detail in the SU Constitution and in the Supplement Handbook for SU Board Members (also available on the SU website).

2.4 SU Supervisory Committee

The SU Supervisory Committee is formed of three students from different departments. The Committee members may not be elected to any executive position within the SU. The Committee has several rights and responsibilities (see Article V(9) of the SU Constitution for more detail). Mainly, the Committee monitors the activity of the SU Board and of the SU Assembly, ensuring that they respect the current SU Constitution and implement the

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decisions of the SUA/SUB. Additionally, in case of a dispute between a member of the SU and the SUA or SUB, the matter can be taken to the Supervisory Committee for an appeal.

Useful Tips:

One member of the Supervisory Committee should attend each SUB meeting

The Supervisory Committee should monitor the attendance of SUA members. If SUA members do not attend SUA meetings, then their department has no representation on any of the issues or votes that are taken. In the past, SUA members were not held up to their responsibilities, and the Supervisory Committee was implemented in the SU Constitution as a mechanism to hold Assembly/Board members responsible.

2.5 SU Representatives to CEU Bodies/Committees

CEU has several Bodies and Committees within the institution and the University has a tradition of having student representatives on these Bodies/Committees. Some of the Bodies/Committees meet regularly, while others meet more sporadic. In most, but not all, of the Bodies/Committees the SU representative has voting rights. For more information on the CEU Bodies and Committees see Section 5.3 of this Handbook.

Useful Tip:

The representatives to CEU Bodies/Committees are expected to represent SU decisions on issues that the SU has dealt with. Therefore, before a meeting, contact the Committees Portfolio and SU President and ask if the SUA has official positions on any topics in your Committee.

2.6 SU Committees

Members of the SUA represent the SU in various SU Committees. The SU Committees are explained in more detail in See Section 5.1 and 5.2 of this Handbook.

Useful Tips:

If you have signed up for a SU Committee (other than an event committee), contact the Committees Portfolio to find out who chairs and is on your Committee. If you signed up for an event committee, contact the SU Events Portfolio to find out who is on your Committee.

The event Committees (e.g. Spring Ball, ICF, Sports Day) should start working on the events at least two months before the event takes place. The Spring Ball Committee should begin in January

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Section 3: CEU Governance

It is important for students to understand CEU governance in order to know whom to communicate with, and how procedures work. CEU governance can be very confusing and it does take awhile to understand it all. A visual representation of the CEU governance is on page 10.

For an in-depth description of what each body of CEU does, visit the CEU website at:

http://www.ceu.hu/administration

3.1 Board of Trustees

The Board of Trustees is in charge of the affairs, property, and assets of the University. The President and Rector reports to the Board. The SU does not deal directly with the Board of Trustees.

3.2 Senate

The Senate of the University is the highest decision-making body of the University that the SU interacts with. The Senate initiates, establishes, and/or approves academic programs and operational policies of the University. The Senate is comprised of the President and Rector, the Provost/Academic Pro-Rector, and representatives of the faculty, staff, and students. The SU has three student representatives on the Senate (see Senate Representation, Section 5.3.1).

All of the policies that arrive at the Senate have been through a discussion at the Academic Forum (see below) and have been agreed upon by all relevant parties before it reaches the Senate.

3.3 Academic Forum

The Academic Forum (AF) is a body and a forum that makes recommendations on all policies that impact academics in the University. The AF is comprised of the Provost/Academic Pro-Rector, department heads, and the directors of research centers and administrative units. Most issues brought to the AF are academic in nature (for example, establishing new programs, approving the academic calendar, change of scholarship or grant policies, etc). However, some issues are operational, such as budget reports, student stipends, etc. The AF meets at least ten days before each Senate meeting to discuss issues that are on the Senate meeting agenda. The AF is open to all of the CEU community and gives everyone the chance to comment on specific policies. Traditionally, if there are disputes over or a disagreement on a policy at the AF, the policy is revised and a consensus if found before the policy goes to the Senate.

3.4 Senior Staff

The Senior Staff members advise the President and Rector and oversee the day-to-day affairs of the University. The Senior Staff also ensures adequate strategic planning in cooperation

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with the appropriate University units. The Senior Staff is currently the President and Rector, the Director of the External Relations Office, the Pro-Rector for Hungarian and EU Affairs, the Academic Secretary and Research Director, the Provost/Academic Pro-Rector, the Vice- President of Student Services, the Chief Operating Officer, and the Director of Communications.

3.5 CEU Committees

Academic committees are elected by CEU Senate or appointed by CEU senior officers. They are key elements of CEU academic self-governance. Some of the Committees meet regularly, while others convene only when an issue arises. The SU appoints students to serve on the majority of the CEU Committees.

See Section 5.3 of this Handbook for a description of the most relevant CEU Committees for the SU. Also visit the CEU website(http://www.ceu.hu/administration/committees) for a full list of the CEU Committees.

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Section 4: Tasks of the SU Assembly & Assembly Members

4.1 Tasks of SU Assembly Members

Each academic year each program (including the CEU Business School and other Doctoral programs) elects two representatives to the SUA. Every member of the SUA can run for election in the SUB, the Supervisory Committees, or other positions. Each representative must attend SUA meetings. Each representative has one vote. This goes for the PhD representatives as well⁴. A SUA decision is only considered valid if one-third of all SUA members vote. All decisions of the SUA are decided by a simple majority vote (unless otherwise stipulated by the SU Constitution).

The SUA members are required to be on one of the SU Standing Committees and are highly encouraged, although not required, to be on other SU Committees or to be an SU representative in other CEU bodies (see Section 5.3 of the SU Handbook for more information). The other main tasks of the SUA, namely policy papers, position papers and events, are outlined in the next sections. Briefly, the SUA may assess parts of the University and create policy papers. This is mainly done through the SU Committees. However, representatives are also encouraged to bring issues to the SUA that concern their department or the CEU community in general.

Additionally, from time to time, the SLO may ask for input from Assembly Members in various tasks. This may include, but is not limited to, surveying students, organizing events, or participating in consultations or meetings with student organizations. SUA Members should help the SLO when such requests occur.

SUA members can resign voluntarily or be discharged for failing to attend SUA meetings. In the case of the latter, the SUB may recommend to the students of an academic program to recall any representative who fails to attend two consecutive meeting of the SUA without any good cause. If the students recall their representative, a new representative may be voted on.

For more in-depth detail on the competencies of the SUA see Article V(1) of the SU Constitution.

4.2 Tasks of the SU Assembly

Although the SU has many tasks, the three main functions of the SU are creating policy papers, giving input on possible policies, and planning events.

4 Each Doctoral program may also vote for two PhD representatives. However, the representative with the highest number of votes in each department is the Doctoral student representative for the Department Doctoral Committee. In case of a tie, the students may decide between themselves who will be on the Department Doctoral Committee.

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4.2.1 Policy Papers Initiated By the SU

Often SU Committees will discuss policies that they find inadequate at CEU. Every SU Committee is welcome to create a policy paper in order to initiate a policy or suggest a change to an already existing policy.

Once a SU Committee creates a policy paper, the SU Committee must explain the paper to the SUA. The SUA votes to adopt the paper or not. If the paper is adopted, the SUB should forward the paper on to the SLO for formal review and legal consultation and then to the appropriate CEU Committee. If there is no CEU Committee for this paper, then the paper should be directed to the SLO, for formal review and legal consultation. Then the SLO will forward the paper to the appropriate Senior Staff member(s). The SUB should work closely with the SLO, CEU Committees and/or the Senior Staff on the issue.

If the policy paper goes to a CEU Committee, the paper will be discussed. The CEU Committee may approve the suggested policy, amend it, or drop it if the policy is found inappropriate or unfeasible. If the policy is approved (or amended and then approved) the policy will go to the AF, where it will be discussed. If there are suggestions or disagreements on the policy, then a compromise must be found before the policy goes to the Senate. Once there is agreement on the policy, the policy will go to the Senate for approval. When the Senate approves a policy, it will be signed by the President and Rector and the policy will be implemented.

Useful Tips:

To expedite the process of a policy paper, the policy paper should be as specific as possible. For example, a position paper on the library hours should not just say that the SUA does not like the opening hours of the library. Instead, the position paper should state the reason that the opening hours are not adequate. Also, if it is appropriate, it is best if the policy paper provides a possible text for the new policy.

The SLO should be notified about policy papers because some policies must be reviewed by legal counselors (to ensure that the policy adheres to the Hungarian Higher Education laws).

Also contact the SLO about policy paper issues for institutional memory purposes.

The SLO can inform the SU if (and how) a policy has been dealt with in the past.

This will give those drafting policy papers more information to create better policies!

Most of CEU policies can be found at: http://www.ceu.hu/documents, or by contacting the Rector’s Office.

4.2.2 Position Papers on Possible Policies Initiated Outside the SU

In a few areas (outlined in the SU Constitution) the University must consult the SU before creating or amending policies, but in other cases the University is not required to consult the SU. However, CEU tries to include student representation in most policy areas. Thus, sometimes the University will update policies and different CEU Bodies will ask for the

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Or, if the SU is not requested to provide input on a policy but members of the SU bring it in front of the SUA or SUB, then the SUA/SUB may also create an official position of the SU on that specific policy.

Useful Tip:

If the University asks for input by the SU it is best to let the SUA discuss the policy or issue. But if there are time constraints (e.g. the Administration needs input very quickly), the SUB may provide comments instead of the SUA.

4.2.3 Events

The SU works closely with the SLO on creating and planning events. This includes events that the SU funds and helps organize (such as the Spring Ball, the International Cultural Festival, Valentine’s Day activities, etc) and also events that are organized by student groups but are funded through the SU.

Useful Tips:

For large annual events, start planning at least two months before the event. The Spring Ball should starts being planned in January.

The Chair of an event Committee should contact the SU Events Portfolio to find the list of people on the Committee. The Chair is also in charge of organizing the meetings of the Committees.

The SU Funding Guidelines state that all funding applications for non-annual events (by clubs, groups, or any other) require the organizers to have a consultation meeting with the SLO before an application can be accepted. Also, funding applications for 500 EUR or less must be submitted to the SUB at least 5 weeks before the start of the event. Applications for more than 500 EUR must be submitted to the SUB at least 9 weeks before the start of the event.

Please note that students cannot make any classroom or equipment booking. With such requests please contact the Student Life Office.

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Senate

SUA SUB

Academic Forum Senior Staff

CEU Committees

SU

SLO

ARCS

Academic Policies

Working Relationship of SU and CEU

Operational Policies

Bodies

Cooperation on governance

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Section 5: SU Committees

The SU Committees have various tasks and operate in different manners. The SU Standing Committees are required by the SU Constitution, and each SUA member is required to be a member of at least one SU Standing Committee. The SU Ad-Hoc Committees must be formed by approval of the SUA (they do not automatically exist at the beginning of each new academic year). SUA members are not required to be part of Ad-Hoc Committees;

nevertheless they are encouraged to take an active role in Committees. SU members that are not SUA or SUB members are allowed to sit on SU Committees, but not chair them.

The SU Committees only meet when needed. The SU Committees are expected to make reports on their activities twice a year (at the end of the fall and spring semesters). The SU Committees act as a liaison between CEU Bodies/Committees and the SU. The SU Committees are encouraged to bring issues to the SUA. Each SU Committee may create policy papers for the SUA or request the SUB to discuss issues with CEU Bodies/Committees.

5.1 SU Standing Committees

5.1.1 SU Supervisory Committee

The SU Supervisory Committee is formed of three students from different departments. The Committee members may not be elected to an executive position within the SU. The Committee has several tasks (see Article V(9) of the SU Constitution for more detail).

Mainly, the Committee monitors the activity of the SU Board and of the SU Assembly, ensuring that they respect the current Constitution and implement the decisions of the SUA/SUB.

Useful Tips:

One member of the Supervisory Committee should attend each SUB meeting

The Supervisory Committee should monitor the attendance of SUA members. If SUA members do not attend SUA meetings, then their department has no representation on any of the issues or votes that are taken. In the past, SUA members were not held up to their responsibilities, and the Supervisory Committee was implemented in the SU Constitution as a mechanism to hold Assembly/Board members responsible.

5.1.2 Representation Committee

The purpose of the Representation Committee is to inform the various student representatives to university Bodies (see Section 5.3 of this Handbook) of the unified opinions of the SUA.

This Committee represents an effort to achieve coherence in the positions of the Student Union on a multitude of issues.

Useful Tips:

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The Committee members should report to the Committees Portfolio and the SU President.

The Committee tracks policies the SUA/SUB has dealt with to ensure the President and Committee Portfolio are properly working

5.1.3 Student Issues and Student Rights Committee

The Student Issues and Student Rights Committee consider issues concerning students’ rights and issues. If necessary, the Committee will bring position papers to the SUA regarding such issues.

5.1.4 Academic and Research Committee

This Committee deals with any issues pertaining to academics and research within CEU.

5.1.5 SU and the Student Body Committee

The SU and the Student Body Committee deals with issues occurring between the SU and the Student Body. This Committee works closely with the SU Supervisory Committee.

5.1.6 Student Life, Alumni and Career Committee

This Committee is a liaison between the SU and the Alumni Relations and Career Services office and the Student Life Office. The Committee facilitates the communication between all.

5.1.7 SU Committee on Monitoring the Financial Situation of CEU Students

This Committee deliberates on issues pertaining to students’ financial situations.

5.1.8 Electoral Committee (EC)

The Electoral Committee consists of 5 SUA members from different departments. These SUA members cannot be members of the next academic year’s SUA. The Committee works during the summer before an academic year, so it is important that the members of the Electoral Committee are in Budapest in the summer. The Committee works closely with the SLO and academic departments to organize the department representative elections. A long term goal of the Electoral Committee is to standardize the department representative elections across all departments; meaning that the elections take place around the same time and in the same fashion.

The tasks of the EC are the following:

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2) A member of the EC, along with at least one department coordinator, should be present at the department elections. The EC member and the department coordinators should count the votes of the election. The names of the two representatives for each department should be sent by the coordinators to the SLO and the SU.

3) The SLO should record the names of the two representatives for each department in the “SU Members & Positions” document. This document should be prepared at least 4 workdays before the first SUA meeting, so the EC can send out the call for the SUB and student representatives for CEU bodies to the new SUA.

4) At least one member of the EC should come to the first SUA meeting to help with vote counting for the new SUB and Committee representatives.

Useful Tips:

The elections for the student representatives should be done in the middle of September.

The first SUA meeting, and the election of the SUB and student representatives, should be done in the last week of September.

5.2 Examples of Past SU Ad-Hoc Committees:

5.2.1 PhD Committee

The PhD Committee deals with issues pertaining to PhD students, programs, and rules and regulations.

5.2.2 Spring Ball Committee

The Spring Ball Committee works in cooperation with the SLO and ARCS to plan the Spring Ball.

Useful Tips:

Start planning the Spring Ball in January

Include a member of ARCS and the SLO in the Committee and planning meetings

5.2.3 International Cultural Festival Committee

This Committee plans the International Cultural Festival.

Useful Tips:

Start planning in November

Advertise the event in the beginning of December and encourage students to bring something back to Budapest if they go home for the break. But be sure to make it clear that there are certain reimbursement requirements; so the student will be responsible for getting that information before s/he buys anything.

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5.2.4 Dorm Task Force Committee

The Dorm Task Force (DTF) reflects on living conditions at the CEU Residence Center. Its work is a supplement to work of resident counselors (RCs) who are appointed every year by Residence Center and work as liaisons between management and students living in the resident center. RCs, however, do not have any direct connection with the Student Union.

Therefore, the DTF has an important role of reporting to the Student Union.

5.2.5 Constitution Committee

The Constitutional Committee was responsible for creating the SU Constitution. This Committee is also responsible for drafting amendments to the SU Constitution.

Useful Tip:

It is better to draft amendments and send them to the SLO first for a legal review by CEU’s lawyers to make sure the amendments do not break the Hungarian Higher Education laws. After the legal review, the SLO will forward the amendments to the Senior Staff. The Senior Staff is most likely going to change the text of a draft amendment (due to numerous reasons). The SUB and the Constitution Committee should work closely with the Senior Staff on the changes. The SUB and Constitution Committee should consult with the SUA on the changes (place the issue on the SUA agenda and have a debate. No formal vote is required at this point). Once the amendment draft is agreed upon by the SUB, Constitution Committee, and the Senior Staff, the amendments should be sent to the SUA for a formal vote. Doing amendments in this way makes more sense because the lawyers and Senior Staff are more likely to change the text of draft amendments then the SUA. Normally, the SUA simply votes yes or no.

5.2.6 Island Picnic and Sports Day Committee

The Sports Day Committee works with the SLO in planning the CEU Island Picnic and Sports Days.

Useful Tips:

The SLO plans the event. The Committee is usually in charge of finding students to volunteer at the event.

Start organizing volunteers at least a month in advance and send them weekly reminders.

5.2.7 2-Year MA Committee

This Committee deals with issues that pertain to any of CEU’s two-year MA programs.

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5.2.9 IT Committee

This Committee works closely with CEU’s IT department to tackle any IT issues.

Useful Tip:

At the second SUA meeting, the Assembly should vote to create all the needed Ad- Hoc committees—it saves time during the year.

5.3 Representatives for CEU Bodies/Committees

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CEU has several Bodies and Committees within the institution and the University has a tradition of having student representatives on these Bodies/Committees. Some of the Bodies/Committees meet regularly, while others meet more sporadic. In most, but not all, of the Bodies/Committees the SU representative has voting rights. The SU representative is a member of the SUA and is expected to represent SU Assembly and/or SU Board decisions on issues that the SUA/SUB has deliberated on. Therefore, before each meeting, the SU representatives should contact the SU Representation Committee (see Section 5.1.2 of this Handbook) to verify if the SU has an official position on relevant issues.

At its first or second meeting, the SUA should vote on SU representatives to CEU Bodies/Committees. However, the representation on the Senate, Academic Forum, and Student Activities Fund must be decided on in the first SUA meeting.

For a full list of the CEU Bodies and Committees visit:

http://www.ceu.hu/administration/committees

5.3.1 CEU Senate Representatives

The student Senate representatives attend the CEU Senate meetings (the highest decision making body in CEU) and have voting rights. The SUA has three student representatives on the CEU Senate. The representatives should be comprised of one student from a one year MA program, one student from a two year program, and one PhD student. The representatives are expected to represent the SU on issues that have been deliberated upon within the SU Assembly or Board.

5.3.2 University Quality Assurance Committee

One member of the SUA sits on the University Quality Assurance Committee. The Quality Assurance Committee advises the Senate and the administration on university-wide academic quality matters. The Committee serves as an appellate body from decisions on academic matters, which have been taken by the departmental or central administration, and which are not in the purview of other Senate committees.

5 The descriptions of the CEU Bodies/Committees have been copied from the CEU website:

http://www.ceu.hu/administration/committees

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5.3.3 University Grievance Committee

One SUA member sits on the University Grievance Committee. The role of the Grievance Committee is to: a) make proposals to the Senate relating to rules affecting the equal and fair treatment of each member of the University community, especially governing all behavior that can affect the community; and b) sit as an appellate body to review decisions of the Disciplinary Committee.

5.3.4 University Disciplinary Committee

One SUA member sits on the University Disciplinary Committee. The role of the Disciplinary Committee is to:

a) collect the facts of all complaints arising under the Code of Ethics;

b) determine if a complaint has merit;

c) facilitate an amicable resolution to a complaint where possible;

d) conduct all disciplinary hearings;

e) make a decision on a complaint after the completion of the disciplinary proceedings; and f) to consult with the Department of Human Resources and with legal counsel in situations where the respondent is an employee.

5.3.5 University Library Committee

One SUA member sits on the University Library Committee. The Committee advises the Senate and the CEU Library on the expansion and improvement of CEU’s Library collections.

5.3.6 Computer Committee

Up to three SUA members sit on the Computer Committee. The Committee advises the Senate and other CEU decision-making bodies on issues related to the computing services of CEU, determine CEU’s policy regarding the development of computer hardware and software systems and the rules for using these, and oversees the allocation of computing- related resources.

5.3.7 Sustainability Advisory Committee

The CEU Sustainability Advisory Committee (CSAC) advises on strategy and actions towards the achievement of the CEU Sustainable Development Policy and fulfilment of CEU’s commitments as a signatory to the University Charter for Sustainable Development (COPERNICUS).

5.3.8 Committee on Strategic Development

One SUA member sits on the Committee on Strategic Development. The Committee advises the Senate and the Rector on university strategic planning matters.

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5.3.10 Academic Forum

One SUA member attends the Academic Forums. This representative is expected to take notes of the meeting and report back to the SUA about the issues covered in the AF.

5.3.11 Equal Opportunities Committee

Monitors the proportionate representation of women and men in the operations of the University.

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Section 6: SU Constitution

Central European University Budapest Hungary CEU OFFICIAL DOCUMENT

P-1105-4

Student Union Constitution

Preamble Student Union Constitution:

“We, the students of Central European University, in order to further academic excellence, support student initiatives, promote values of service, leadership and democracy, enable fruitful collaboration within the University and outside of it, and prepare ourselves for a successful and inspiring future, do establish this Constitution as the supreme rule of student self governance at this university.”

Article I. Scope and Purpose

1. This Constitution, as approved by the Senate, serves as the foundation for Student Union governance at Central European University (hereafter referred to as CEU or the University).

2. The authority to maintain existing Constitution and procedures is hereby granted to the CEU Student Union (hereafter the SU) in order to encourage self autonomy, so long as its decisions do not contradict or exceed the power granted by the rules and regulations of CEU.

Article II. General provisions

1. The SU is the self-government of students enrolled at the Central European University (Közép-európai Egyetem) registered by the Hungarian Higher Educational (HEA) Registration Centre under reg. no. FI27861 with the registered seat at 1051 Budapest, Nádor u. 9. (hereafter CEU or the University) as set forth in Section 77 of the Hungarian Act No.

CXXXIX. of 2005 on Higher Education (hereafter the HEA). The SU represents the interests of all CEU students. In accordance with Section 77(1) of the HEA, the SU is part of the University.

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3. The SU has to organize its functioning in order to perform the rights assigned to it in the Hungarian Higher Education Act, the CEU Founding Charter, the CEU Organizational and Operational Regulations, the present Constitution and other internal regulations of the University and the SU.

4. The SU functions impartially and independently from any influence (formal or informal) on the part of the University or any other third parties unless stipulated by the rules and regulations of CEU.

5. The SU has its own stamp.

6. The present Constitution of the SU shall be adopted by the SU Assembly by simple majority of the voting SU Assembly members and approved by the CEU Senate.

Article III. Composition and Structure:

1. All enrolled CEU students are members of the SU.

2. Each enrolled CEU student has the right to elect and to be elected to the organs of the Student Union and to those organs of CEU where student representation is requested.

3. The election is valid if at least twenty percent of the students have cast their votes.

4. The bodies of the SU are:

a. The Student Union Assembly (SU Assembly), b. The Student Union Board (SU Board),

c. The Student Union Supervisory Committee (SU Supervisory Committee), and d. Various Standing and Ad Hoc Committees established by the SU Assembly or

SU Board as necessary.

5. The SU elects yearly the SU Assembly.

6. The SU Assembly elects the SU Board, the SU Supervisory Committee, and the SU Representatives to CEU Bodies.

7. The SU Board is formed of:

a. The President of the Student Union, b. The Vice-president of the Student Union, c. The Secretary of the Student Union, d. The Treasurer of the Student Union, and e. Five elected general members.

Article IV. Election and termination of membership

1. Every year, each academic program (including the CEU Business School and various Doctoral Schools) elects two representatives to the SU Assembly. For Doctoral programs, the representative with the most votes is placed on the Departmental Doctoral Committee.

A list with all academic programs must be prepared by the Student Services Department prior to the beginning of each academic year and presented to the SU Electoral Committee.

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2. The election of student representatives of each academic program is organized by the SU Electoral Committee with full support of each Department program coordinator. Minutes must be kept of any such meetings. A list with all students must be attached. This election procedure is wholly determined by SU Electoral Committee.

3. The elections of the SU Assembly (student representatives) shall take place no later than the first Monday of October.

4. The students shall identify themselves with the CEU student identification card and by signing the list of the students’ names.

5. Students may cast their votes only once per election.

6. Both representatives of each department have the right to run for election in the SU Board, SU Committees, or other positions. The SU Assembly members can delegate their vote to another Assembly member for specific meetings of the Assembly. The delegation of the voting right must be written and filed with the SU Secretary. Each representative may delegate and be delegated only one single vote.

7. The Student Services Department and the SU Assembly still in office organize the first meeting of the new SU Assembly. The SU Board has to make a proposal of the agenda for the first meeting of the new SU Assembly in its last meeting in the academic year. The meeting is to be chaired by a representative of previous Student Union until the new President is elected.

8. The mandate of the previous SU Assembly ends once the first meeting of the new SU Assembly starts.

9. No SU member can be elected to hold several positions when a conflict of interest is present as determined by the Supervisory Committee.

10. No SU Board member can be a full time employee of the University—this provision does not apply to students working on research programs, PhD teaching, or student-jobs.

11. All elections (of the SU Board, the SU Supervisory Committee and other representatives of the CEU) are to be conducted following the simple majority of the voting members. The voting is secret. The counting of the votes and announcement of results is to be made by an Election Commission, which is elected by the SU Assembly before elections start.

12. The newly elected SU Board shall undergo training organized by the Student Services Department and the old Student Union.

13. The names and responsibilities of the SU Assembly and Board members shall be communicated to the Rector’s Office and Student Services within eight (8) working days after their election/appointment, to the student body and made available on the SU webpage.

14. The SU Assembly members may resign voluntarily or be recalled upon the decision of the students that elected them. The SU Board shall recommend to the students of the academic program to recall any representative who fails to attend two consecutive meetings of the SU Assembly without any good cause. If the cause is contested then the Supervisory

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Article V. Competences:

1. SU Assembly:

a. is the highest decision-making body of the Student Union;

b. is formed of the student representatives. Both representatives of each program may take part in the SU Assembly meetings, each having one vote in SU Assembly meetings;

c. is called by the SU President or at the initiative of the Supervisory Committee or one-third of the SU Board or one-third of the SU Assembly members;

d. meetings are chaired by its president unless otherwise decided by the simple majority of the present SU Assembly members;

e. adopts its own agenda;

f. meetings are open to all the SU Members, unless otherwise decided by votes of two-thirds of the SU Assembly members present at the meeting;

g. meetings shall be valid if one third (1/3) of SU Assembly membership votes. If this number is not reached, no decisions should be made;

h. the voting shall be public unless otherwise decided by two thirds (2/3) of the present SU Assembly members;

i. meets at least twice every term;

j. shall provide for delegation in case the HEA or other law or the statutes stipulate student participation; has the right of assent concerning the adoption and any modifications of the following regulations of the University: (1) “Tanulmányi és vizsgaszabályzat” (in English in unofficial translation: Rules on studies and exams) , (2) the “Juttatási és Térítési Szabályzat” (in English in unofficial translation: Rules on allowances and fees) and the rules pertaining to teaching staff evaluation by students;

k. has all the rights and competencies so defined by applicable legislation;

l. shall delegate the number of CEU Senate members as stipulated in the OOR of CEU (at least one of them must be a doctoral student). If the representation of the academic programs in the SU Assembly elections is less than 25% of the total, the SU can delegate only one member. The SU Board shall communicate to the Rector’s Office the names of delegated members of the Senate within eight (8) working days after their election/appointment;

m. elects on its first meeting, which shall be held no later than the second Monday of October, the members of the SU Board and of the SU Supervisory Committee.

n. has the authority to discharge individuals of the SU Board and/or SU Supervisory Committee upon two thirds (2/3) of voting SU Assembly members.

The positions will be filled via the voting procedure described in Article III(6).

o. on its first meeting shall elect the student representatives into the CEU administrative and academic bodies, in which student representation is needed. A list with such bodies must be made available by the Student Services Department two weeks prior to the first meeting of the SU Assembly.

p. may form any standing or ad hoc committees.

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q. adopts the SU Annual Plan and the Budget on its second meeting with cooperation with Student Services.

r. adopts the financial and narrative reports of the previous mandate within one month from its election.

s. adopts the minutes of the previous SU Assembly meeting.

t. adopts Resolutions, Position Papers, Terms of Reference and other documents.

Resolutions and other documents accepted by the SU Assembly and the SU Board must be recorded by the SU Secretary and their implementation tracked by the SU President and SU Vice-President.

u. discusses and decides on any complaint regarding SU matters.

v. minutes are to be taken and signed by the SU Secretary and must be signed upon verification by the SU President and one other SU Assembly Member. All documents presented during the meeting of the SU Assembly must be attached to the minutes. The names of the members of the SU Assembly present at the meeting must be included in the minutes.

w. Any SU Assembly member may propose the invitation of Central Administration members of CEU and the faculty to attend its meetings. This has to be approved by the SU Assembly.

x. The SU Assembly takes decisions by simple majority of the votes if not otherwise stated in the Constitution.

2. SU Committees:

a. The Standing Committees of the SU Assembly are:

i. Representation Committee,

ii. Student Issues and Student Rights, iii. Academic and Research Issues, iv. SU and the Student Body,

v. Student Life, Alumni and Career, and

vi. SU Committee on Monitoring the Financial Situation of CEU Students.

b. Each member of the SU Assembly must be part of at least one of the Standing SU Committees.

c. The SU Committees shall conduct their business as they deem necessary in accordance with the present Constitution. The SU Committees must produce written reports for the SU Assembly every term. These reports are attached to the minutes of the SU Assembly.

d. All committees shall periodically assess the functionality of the CEU system in their respective fields and contribute actively to the improvement of the CEU environment. When action is to be taken, the Committees shall submit draft Position Papers to the SU Assembly for adoption. The Committees may also instruct the SU

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f. Standing committee chairs and vice-chairs shall ex officio have the right to be present and to participate in discussion at SU Board meetings concerning matters pertaining to their committees.

g. Any SU Assembly member can be the chair of a SU committee. Committee chairs and the SU Board are responsible for the regular functioning of the committees.

3. SU Board:

a. The SU Board is the main decision-making body of the SU in-between meetings of the SU Assembly.

b. The SU Board is formed of: the SU President, SU Vice-president, SU Treasurer, SU Secretary, and five general SU Board members.

c. The SU Board meets at least twice a month, when school is in session.

d. The SU Board meetings are open to all SU Members unless otherwise decided with a two thirds (2/3) majority of present members. The SU Secretary shall inform the SU Assembly members about the SU Board meetings one week in advance.

e. The SU Board implements the decision of the SU Assembly and must respect in its work the regulations of the SU and CEU.

f. The SU Board is responsible for the implementation of the SU Budget and Annual Plans, and will consult with the Student Life Office in preparing these documents to ensure that they comply with university regulations and legal requirements.

g. The SU Board is responsible for the general management of the SU affairs.

h. The SU Board is responsible for the development of the CEU Student Community.

i. The meetings of the SU Board are called by the SU President or by one third (1/3) of its members and the Supervisory Committee.

j. The SU Board takes decisions by simple majority of the votes if not otherwise stated in the Constitution. The vote is valid if more than half of the members vote. SU Board members may delegate their vote to another SU Board member. Vote delegations must be recorded by the SU Secretary and attached to the meeting minutes.

k. The agenda for the meetings is proposed by the SU President and adopted by the SU Board.

l. SU President chairs the meetings of the SU Board unless otherwise decided by the simple majority of the present SU Board members.

m. The minutes of the SU Board meetings are taken and signed by the SU Secretary, and must be signed upon verification by the SU President and one other member of the SU Board. All documents presented during a meeting of the SU Board must be attached to the respective minutes.

n. The SU Board adopts the minutes from its previous meeting.

o. The names of the members of the SU Board present must be included in the minutes. The SU Board may ask the SU Assembly to dismiss SU Board members who miss more than two consecutive meetings of the SU Board as stipulated in Article V(1)(l).

p. Voting during the SU Board meetings is public, unless otherwise agreed with simple majority of present members.

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q. The SU Board shall cooperate fully with the SU Supervisory Committee.

r. The SU Board prepares the meetings of the SU Assembly.

s. The SU Board prepares the draft documents to be adopted by the SU Assembly and other documents considered necessary.

t. Each SU Board member shall submit to the SU Assembly his/her Terms of References for voting on the second meeting of the SU Assembly.

u. If there is a disagreement between two bodies, the issue is taken to the SU Assembly for decision.

v. The SU Board shall have meetings with the CEU President and Rector, the CEU COO and the Vice-President of Student Services each term, where students’ and CEU issues are to be discussed. An extraordinary meeting may be called by these participants when necessary.

w. The Student Union will be consulted by Student Services on policies and practices that affect students.

x. The SU Board members may be remunerated for their work, from the SU Budget, upon the decision of the two thirds (2/3) of the voting SU Assembly members.

4. SU President:

a. The President of the Student Union officially represents the Student Union.

b. The SU President decides on SU issues in-between meetings of the SU Board.

c. The SU President has the right of signature in the name and on behalf of the Student Union.

d. The SU President is responsible for the activity of the SU in accordance with the SU Constitution, the CEU Founding Charter and OOR, and the Hungarian Legislation.

e. The SU President may assist without voting right (unless so mandated by the SU Assembly and/or by the University) in the meetings of any forum of CEU.

f. The SU President is responsible for carrying out the decisions of the SU Assembly.

g. The SU President is responsible for his/her work in front of the SU Assembly.

h. The SU President shall cast the vote in case of parity.

i. The SU President shares the responsibility for finances with the SU Treasurer.

j. The SU President coordinates the development of the Annual Report of the Student Union.

k. Further duties of the President are detailed in the subsequent Terms of Reference.

5. SU Vice-president:

a. The SU Vice-president replaces the SU President when s/he is not in capacity of fulfilling his/her tasks. The SU Board and SU Supervisory Committee shall decide by simple majority upon the incapacity of the president to fulfilling its tasks.

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b. The SU Secretary takes the minutes at the meetings of the SU Assembly and SU Board.

c. The SU Secretary is responsible for keeping the Archive of the Student Union.

d. The SU Secretary is responsible for the management of the SU Office.

e. The SU Secretary is responsible for ensuring the continuity of the SU work. Further duties of the Secretary are detailed in the subsequent Terms of Reference.

7. SU Treasurer:

a. The SU Treasurer is responsible for the financial management of the SU.

b. The SU Treasurer is responsible for keeping the books of the SU.

c. The SU Treasurer has to ask for an explicit decision of the SU Board before particular payments are made from the SU Budget.

d. The SU Treasurer will meet bi-weekly with the Student Life Office.

e. The Treasurer is responsible for the preparation of monthly financial reports and for the preparation of the Annual Financial Report.

f. The SU Treasurer may delegate executive positions within the SU structure but retains responsibility.

g. Further duties of the Treasurer are detailed in the subsequent Terms of Reference.

8. General members of the SU Board:

a. The five general SU Board members have attributions decided upon by the SU Board and adopted by their respective Terms of Reference.

b. The Members of the SU Board shall assume responsibility for the coordination of different sections of the SU.

c. Any SU general member of the Board may delegate executive positions within the SU structure but retains responsibility.

9. SU Supervisory Committee:

a. The Supervisory Committee is formed of three members of the SU Assembly.

b. The three persons must be from different academic programs.

c. Membership in the Supervisory Committee is not compatible with any other elected or executive position in the Student Union.

d. The Supervisory Committee takes decisions with the majority of votes.

e. The Supervisory Committee monitors the activity of the SU Board and of the SU Assembly, ensuring that they respect the current Constitution and implement the decisions.

f. The Supervisory Committee monitors the finances of the SU and has the right to ask for written reports from the SU Board.

g. If the Supervisory Committee considers that the SU Constitution, legislation, or decisions of the SU Assembly have been breached or unsatisfactorily respected/implemented, it must, after preliminary warning, call for a meeting of the SU Assembly.

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h. Members of the Supervisory Committee can participate in the work of any Standing and Ad-Hoc Committees, but shall not chair them.

i. The Supervisory Committee presents a Supervisory Report in front of the SU Assembly every year.

j. The Supervisory Committee is responsible for its activity in front of the SU Assembly.

k. The Supervisory Committee shall monitor the activity of the SU Board by:

i. Attending every board meeting and evaluating the activity of the board members

ii.Noting the attendance of the board members at the meetings

iii. Observing if the board members fulfill their tasks as specified in the terms of reference and the annual plan of activities

iv. Following the e-mails exchange between the board members that involve voting, decision making, and important announcements. All such e-mails should be sent to the Supervisory Committee’s separate e-mail address.

l. The Supervisory Committee has the authority to issue a preliminary warning in the event of a breach of SU by laws or Terms of references, and shall consult Student Services on the matter.

m. The Supervisory Committee has the authority to contact the academic program coordinator and the students from the particular academic program in case of more than two (2) absences in two consecutive SU Assembly meetings without a good cause.

n. In case of a dispute between a member of the SU and the SU Board or SU Assembly, the matter can be taken to the Supervisory Committee for an appeal.

10. SU Representatives to CEU Committees:

a. The SU Representatives to CEU Committees must present, upon a request by the SU Assembly or SU Board, a written report from the meetings they take part in. Such Reports shall contain the relevant issues for the student body and the SU.

b. The chair of each Standing or Ad-Hoc Committees have the duty to inform in due time all SU Representatives of the meetings of their committees.

c. The SU Representatives shall ensure that all the documentation for the meetings they take part in is available for the SU by way of the SU website or the SU Secretary.

11. The Electoral Committee

a. The Electoral Committee is formed of five (5) members of the SU Assembly.

b. The five persons, who are continuing studies at CEU, must be from different academic programs that have continuity in the following academic year.

Membership in the Electoral Committee is not compatible with any elected position

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e. The Electoral Committee is elected by the SU Assembly on its last meeting. In a contrary case, they should be elected by the SU Board on its last meeting.

Article VI. Financial Means of the SU

1. The Student Union Budget is approved by the Rector. The administration shall consult with the Student Union before the Rector approves the Budget

2. The Student Union may organize fundraising campaigns for its activities and may receive donations/sponsorships in accordance with the applicable laws and the CEU Founding Charter, CEU internal regulations, and Hungarian law.

3. The received financial support may not, under any circumstances, be binding or contradict the CEU Founding Charter or any internal or statutory regulations.

4. The SU cannot be indebted.

5. The financial resources not used in one year are transferred to the next.

Article VII. The University and the Student Union

1. The Student Union constitutes a part of the University and is an independent body of Central European University in accordance with the applicable laws and regulations, in particular with the provisions of the HEA.

2. The Student Union may use the premises and equipment of CEU for the performance of its duties free of charge unless it hinders the operation thereof.

3. The SU and the Student Groups shall receive all the needed support from the administrative services of the University. Each administrative department will appoint one employee as an SU contact person. A list of the contact people shall be distributed to all departments and the SU by the first Monday in November of the academic year.

4. Out of its Budget, the SU may employ student personnel via the student employment procedures of CEU. In the selection process the approval of the SU Board is required. These employees are directly responsible for their work to the SU Board and SU President.

Article VIII. The Student Union and CEU Student Groups

1. The SU Office is available for all CEU students’ activities. An appropriate schedule for the rooms in the SU Office must be kept by the SU Secretary.

2. The SU shall maintain a database with Student Clubs and Research Groups functioning in the University. All Student Clubs and Research Groups must register with the Student Union as well as registering with the Rector’s Office and the Student Life Office.

3. The SU must provide assistance to the Student Groups in their registration with the Student Life Office and Rector’s Office. The registration is outlined on the SU website.

4. All Student Clubs and Research Groups requesting funding from the SU must submit the funding application form to the SU.

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5. All SU registered Student Groups must file an Annual Report with the Student Union, which shall become a part of the SU Annual Report.

6. The SU may support, with grants, the activity of CEU Student Groups upon formal request.

Article IX. Amendment Procedures

1. Amendments to this SU Constitution shall be adopted by a simple majority of present SU Assembly members and subsequently approved by the CEU Senate. The Amendment procedure shall be initiated by the SU President or by the Supervisory Committee, one-third (1/3) of the SU Board members or one-third (1/3) of the SU Assembly members.

2. All proposed amendments must be transmitted to the CEU Academic Forum and Senate at least two weeks prior to the meetings.

Article XI. Miscellaneous provisions

1. Final resolutions and decisions of the SU Assembly shall be made available to the administration, Faculty, Staff, and Students via publication on the SU website.

2. In case of questions not regulated by the present Constitution, the laws and regulations of the Hungarian Republic, with special regard to the provisions of Act no. CXXXIX. of 2005 on Higher Education shall prevail.

3. The present Constitution was drafted by the working group of the Constitutional Drafting Committee established on the first meeting of the SU Assembly elected for the academic year 2010/2011 and formed out of the following representatives: Natasha Lueth, Ana-Patricia Vlad-Craioveanu-Gordin, and Miklos Klenanc.

The above document was adopted by the Assembly of the Student Union on 12 May 2011 and was approved by the Senate of the Central European University on 13 May 2011.

John Shattuck - CEU President and Rector

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Document information

Type Policy

Number P-1105-4

Title Student Union Constitution Distribution Internal

Filename P-1105-4 Student Union Constitution Notes

Related documents

For final documents Approved by: Senate

Date of approval May 13, 2011 Enters force July 13, 2011

Handbook for Student Union Assembly Members

C ENTRAL E UROPEAN U NIVERSITY