syl comments on esu executive committee proposal for amendments to esu standing orders

’

Comments to the Executive Committee of European Students’ Union 7.10.2011 COMMENTS ON THE ESU EXECUTIVE COMMITTEE PROPOSAL FOR AMENDMENTS TO STANDING ORDERS

The proposal for amendments to Standing Orders of ESU are intended to carry out the organizational

reform that was approved at BM60 in the Structures Evaluation Internal Motion. While the goals outlined

in that internal motion are generally good and indicate that ESU as an organization is developing into a

good direction, we hope that the current process of amending the Standing Orders is not indicative of that

very direction.

The Board was informed in late June that a test group of willing NUS’s would be required to “identify

gaps” in the Standing Orders and SYL was informed that first draft of the Standing Orders would be

disseminated to that test group by August 10th. This quite obviously did not happen. Instead, the very

first draft that was disseminated to any member unions, as far as we know, was sent in September 27th.

This is very unacceptable. SYL wants to stress that 10 days for comments is by no means an adequate

timeframe to comment on something as fundamental as amending the Standing Orders to dramatically

reform the organizational structure of ESU. Extending the deadline by two days to a Sunday does very

little to help the situation.

Largely due to the tight timeframe, we are wary of supporting any changes that are not related to the

organizational reform as outlined in the internal motion passed in BM60.

General Comments on Amendments

In the bigger picture, we would like to raise the question of what are the implications of the various

references to regional balance in the Standing Orders. As there are no tools, such as quotas or

geographical divisions, to measure sufficient regional balance, we feel that all references to regional

balance should be removed from the proposal for new Standing Orders.

We are also concerned on the ambiguous role of the coordinators. The EC proposal outlines a model

where the EC practically appoints the coordinators, although this is ratified by the Board, while the

coordinators would still remain under supervision of the BM. It seems unjustified to give the EC the

competency to recruit these people while giving the BM the competency to dismiss them. Either BM

should be stripped of power to dismiss a coordinator or the BM should elect the coordinators in the same

manner as members of the Presidency. We would rather see the latter option chosen.

Please find our detailed comments on the proposal for amendments in the following pages. Since the time

given for going through the Standing Orders, we want to point out that we most likely have not been able

to find all the parts that we will, eventually, find problematic. We hope that you will still find our

comment helpful in drafting your final proposal for amendments and wish you the best of luck with your

efforts to make ESU a more efficient and professional organization.

’

Suomen ylioppilaskuntien liitto (SYL) ry

(National Union of University Students in Finland)

Katri Korolainen-Virkajärvi Jarno Lappalainen

President Vice-President

Further information:

Vice-President Jarno Lappalainen ([email protected], tel. +358 449 065 005)

’

Detailed Comments

NO Paragraph Original text Revised text Comment of SYL

1 1 Definitions VOTE (CAST) The number of

votes cast inclusive of the number of

votes in favour, against and

abstentions at the time of a vote.

Invalid votes are not taken into

account.

VOTE (CAST) The number of votes

cast inclusive of the number of votes in

favour and against at the time of a vote.

Abstentions and invalid votes are not

taken into account.

We fail to see how this

relates to reformation of

ESU’s organizational

structures. Also, the

expressed motivation deals

with confusion of the

member unions. This is a

pedagogical matter, not

something that should

primarily be fixed through

amendments to the Standing

Orders. Alterations to the

voting system are always

very fundamental changes

that should not be taken

lightly and thus we cannot

support this amendment

under these circumstances.

2 1 Definitions GENDER Gender is the

biological sex (male/female) of a person

This is necessary and minor

change that only defines the

existing practice and can

therefore be added.

3 3 Plan of Work 3 Plan of work

ESU functions according to an annual

plan of work. This plan of work will be

presented by the Executive Committee

(hereafter referred to as EC) and

adopted by absolute majority at the last

Board Meeting (hereafter referred to as

BM) of the working year. The adopted

plan of work must be sent to members

within 14 days of the end of the BM.

3 Three-year strategic framework, plan

of work and policy

ESU functions according to a three-year

strategic framework and an annual plan

of work. The strategic framework

includes the general action lines ESU

has to work on intensively for the

upcoming three years. A yearly plan of

work lines out the short-term goals and

priorities thus operationalising the

strategic framework.

Both the strategic framework and the

plan of work will be presented by the

Executive Committee (hereafter referred

to as EC) and adopted by absolute

majority at the Board Meeting (hereafter

referred to as BM). The adopted strategic

framework as well as the adopted plan of

work must be sent to members within 14

days of the end of the BM.

To promote the views of students the

BM adopts the policies of ESU. Any

passed policy is in place maximum for

six ordinary BMs and can be discussed

only once in every two BMs.

All ESU elected representatives and

institutions should follow the

prioritisation given by the strategic

framework and the plan of work and in

representing or advocating for ESU,

follow the policy of ESU.

Proposed amendments are

largely good.

However, the part “thus

operationalising the strategic

framework” might be better

formulated as: “in order to

advance the action lines

outlined in the strategic

framework”.

’


4 4 Membership

issues

4.1 Applications

In case of application for membership

the applicant shall submit the

documents specified in paragraph 4 of

the Statutes of ESU. The documents

will be presented to the BM. The EC as

well as the SUDC can comment on the

documents and the EC may direct any

other ESU structures or elected

representatives to also do so..

In case of application for membership the

applicant shall submit the documents

specified in paragraph 4 of the Statutes

of ESU. The documents will be

presented to the BM.

The EC as well as the coordinator for

membership issues can comment on the

documents and the EC may direct any

other ESU structures or elected

representatives to also do so.

OK.

5 4 Membership

Issues

4.3 Candidate

Membership and

Study Visits

No decision on such membership can be

taken without a study visit. A study

visit team will consist of

representatives from at least two

member NUSes and an EC and/or

SUDC member. Whenever a study

visit team is established, it will submit

a written report to the BM, stating

whether the union is eligible for

membership and/or which actions

should be taken in the future.

No decision on such membership can be

taken without a study visit. Whenever a

study visit team is established, it will

submit a written report to the BM,

stating whether the union is eligible for

membership and/or which actions should

be taken in the future.

OK.

6 4 Membership

Issues

4.3 Candidate

Membership and

Study Visits

Once published to the Board, the EC as

well as the SUDC can comment on the

study visit report and the EC may

direct any other ESU structures or

elected representatives to also do so.

Once published to the Board, the

coordinator for membership issues as

well as the EC can comment on the

study visit report and the EC may direct

any other ESU structures or elected

representatives to also do so.

OK.

7 4 Membership

Issues

4.4 Advisory

Partner to a NUS

If an applying NUS does not receive

membership status the BM can decide

to elect a member NUS which will then

function as advisory partner to the

rejected NUS in order to support the

development of the latter. The rejected

NUS has to agree to the proposed

advisory partner. The advisory partner

NUS will report at every BM about its

work and the reforms of the applying

NUS, until the status of the respective

NUS changes.

If an applying NUS does receive

membership status the BM can decide

to elect a member NUS which will then

function as partner to the NUS to help

the NUS to integrate in ESU and to

ensure a strong and stable

communication between the new

member and ESU. The new member

needs to agree to the elected partner.

If an applying NUS does not receive

membership status the BM can decide to

elect a member NUS which will then

function as advisory partner to the

rejected NUS in order to support the

development of the latter. The rejected

NUS has to agree to the proposed

advisory partner. The advisory partner

NUS together with the coordinator for

memberhsip issues will report at every

BM about its work and the reforms of

the applying NUS, until the status of

the respective NUS changes.

If an applying NUS does receive

membership status the BM can decide to

elect a member NUS which will then

function as partner to the NUS to help

the NUS to integrate in ESU and to

ensure a strong and stable

communication between the new

member and ESU represented by the

coordinator for membership issues. The

new member needs to agree to the elected

partner.

OK.

’


8 4 Membership

Issues

4.6 Membership

Criteria and

Review of

Membership

The EC or the Board can propose to re-

assess the membership of a member of

ESU. Before proposing to the BM to

reassess a member the concerned

member must be given the chance to

comment on the proposal and the

reasons for the reassessment. If the BM

votes in favour of a review a study visit

team will be established in which the

NUS which is to be re-assessed cannot

be a member. The study visit team

reports latest at the BM after the next

where then a decision can be taken.

The EC or the Board and in consultation

with the coordinator for membership

issues can propose to re-assess the

membership of a member of ESU. Before

proposing to the BM to reassess a

member the concerned member must be

given the chance to comment on the

proposal and the reasons for the

reassessment. If the BM votes in favour

of a review, a study visit team will be

established in which the NUS which is

to be re-assessed cannot be a member.

The study visit team reports latest at the

BM after the next where then a decision

can be taken.

OK.

9 4 Membership

Issues

4.9 Applications

for the status of

associate

organisations

Circulation of all documents as stated

in the statutes of ESU to all ESU

members shall be arranged by the ESU

secretariat not less than thirty (30)

days before the BM. Applications shall

be valid until the BM has taken the

vote on granting the status of an

associate organisation to the applicant.

The organisation is granted the status

of an associate organisation for an

unlimited period of time. The EC shall

review the activities of the organisation

on a regular basis. If the organisation

ceases to fulfill the criteria laid down in

the preceding paragraph, the EC will

propose to the BM to revoke the status

of the associate organisation. Any

member, seconded by another can also

propose to the BM to revoke the status

of an associate organisation.

Circulation of all documents as stated in

the statutes of ESU to all ESU members

shall be arranged by the ESU secretariat

not less than thirty (30) days before the

BM. Applications shall be valid until the

BM has taken the vote on granting the

status of an associate organisation to the

applicant.

The organisation is granted the status of

an associate organisation for an

unlimited period of time. The EC

together with the coordinator for

membership issues shall monitor the

activities of the organisation on a

regular basis. If the organisation ceases

to fulfill the criteria laid down in the

preceding paragraph, the EC in

consultation with the coordinator for

membership issues will propose to the

BM to revoke the status of the associate

organisation. Any member, seconded by

another can also propose to the BM to

revoke the status of an associate

organisation.

OK.

10 4 Membership

Issues

4.10 Additional

rights of members

(mandatory item)

Members can be mandated by the EC to

represent ESU in whatever capacity the

EC should deem necessary.

Members are eligible to chair working

groups.

Members can be mandated by the EC or

Presidency to represent ESU in

whatever capacity deemed necessary.

Members are eligible to chair working

groups.

If Presidency can mandate

representation, then it seems

redundant to also list EC as a

institution that is able to give

this mandate.

11 4 Membership

Issues

4.12 Membership

Fees

Membership fees shall be paid in the

beginning of the working year. The

membership fee will be based on a clear

calculation, as proposed by the EC in

consultation with the Commission for

Internal Auditing (hereafter referred to

as the CIA) which will be approved by

the BM by absolute majority.

Membership fees shall be paid in the

beginning of the working year. The

membership fee will be based on a clear

calculation, as proposed by the EC in

consultation with the Commission for

Internal Auditing (hereafter referred to

as the CIA) which will be approved by

the BM and will be stipulated in the

Financial Standing Orders.

OK.

’


12 4 Membership

Issues

4.13 Quality

Enhancement

Visits

Members of ESU can apply for a

voluntary Quality Enhancement Visit

conducted by ESU. When NUSes

apply with ESU for a voluntary

Quality Enhancement Visit, the SUDC

issues a call for a team to the student

union development experts’ pool. The

team members are selected by the EC.

This team then conducts the visit and

reports back to the NUS as well as to

the SUDC. The costs for this need to be

covered by the NUS that asks for the

visit.

Members of ESU can apply for a

voluntary Quality Enhancement Visit

conducted by ESU. The quality

enhancement visit team is selected by the

EC in coordination with the coordinator

for membership issues. This team then

conducts the visit and reports back to the

NUS as well as to the EC. The costs for

this need to be covered by the NUS that

asks for the visit.

OK.

13 Working

structure

5 Institutions

(mandatory item)

The institutions of ESU shall be:

• The Board Meeting

(hereafter referred to as the BM)

• The Executive

Committee (hereafter referred to as the

EC)

• Secretariat

• Commission for

Internal Auditing (Hereafter referred

to as the CIA)

Additionally the following structures

are also to be considered ESU

institutions

• The Working

Groups (hereafter referred to as the

WGs).

• The Content

Committees :

The Academic Affairs Committee

The Social Affairs Committee

The Committee of Internal

Development

The Student Union Development

Committee

• Task Forces

• Cross-committee

Networks

The elected institutions of ESU shall be:

■ The Board Meeting

(hereafter referred to as the BM)

■ The Executive

Committee (hereafter referred to as the

EC)

■ Presidency

■ Coordinators

■ Commission for

Internal Audit

■ Working groups

Additionally the following appointed

structures are also to be considered ESU

institutions

■ Secretariat

■ Task forces

■ Expert Pools

OK.

’


14 6 Minutes 6 Minutes

All institutions of ESU must have

minutes of their meetings. These

minutes have to be made available to all

members within 14 days of the

meeting. The only exception are the

BM Minutes. BM’s minutes shall be

sent to all members, associates and

candidate members of ESU not later

than 30 days after the end of the BM.

The WG chairs (for WGs meetings)

and the EC are responsible for

publishing the minutes. The next

meeting of the institution concerned

should approve these minutes, by

simple majority. The minutes of the

CIA meetings are to be considered as

excluded from the requirement of

making minutes available to members.

All minutes are kept at the disposal of

the members by the ESU secretariat.

7.8 Reports

The institutions of ESU, except the

Secretariat, will present to the BM the

written reports on their activities

according to their plan of work. Reports

have to be circulated like other

documents relevant for the BM. Each

EC member must also present an

individual report to the BM. All

reports are voted upon by the BM and

are adopted with a simple majority of

votes cast. The Chairperson of ESU

does not have to produce an individual

report and will present the general EC

report.

When any person or organisation has

represented ESU, they have to present

a written report to the EC, within 14

days of the meeting taking place.

Unless the information is considered

confidential from the provider of that

information, the Executive Committee

(EC) shall provide these documents to

the Board

6 Reporting and minutes

All institutions of ESU are ultimately

accountable to the Board Meeting or

with the exception of CIA and WGs to

the Executive Committee in the duration

between Board Meetings. All

institutions of ESU report regularly in

written on their activities to the Board

Meeting (with the exception of the

Secretariat) and if requested, to the

Executive Committee. All reporting

should be based on the 3-year Strategic

Plan of ESU and Plan of Work and other

adopted strategies and should reflect the

actual situation.

Reports have to be

circulated like other documents relevant

for the BM. Each member of the

Presidency as well as the EC must also

present an individual report to the BM.

All reports are voted upon by the BM

and are adopted with a simple majority

of votes cast. The Chairperson of ESU

will present the general report of the

activities of ESU.

Reports should be

archived and made available to

respective institutions and the Board to

be consulted at any given time.

When any person or organisation has

represented ESU, they have to present a

written report to the EC, within 14 days

of the meeting having taken place.

Unless the information is considered

confidential from the provider of that

information, the EC shall provide these

documents to the Board.

. These minutes have to be made

available to all members within 14 days

of the meeting. The only exception are

the BM Minutes. BM’s minutes shall be

sent to all members, associates and

candidate members of ESU not later

than 30 days after the end of the BM.

The WG chairs (for WGs meetings) and

the EC are responsible for publishing the

minutes of their meetings. The next

meeting of the institution concerned

should approve these minutes, by simple

majority. The minutes of the CIA

meetings are to be considered as

excluded from the requirement of

making minutes available to members.

All minutes are kept at the disposal of

the members by the ESU secretariat.

It seems unnecessary to

actually vote on whether to

adopt the reports that are

given by ESU institutions.

What does it mean if the BM

“rejects” the report? We

propose that reports are

adopted without voting. If

the BM finds a report

insufficient, it can pass an

internal motion to request a

new report to

Grammatically, it would be

better to rephrase the

sentence “All institutions of

ESU must have minutes of their

meetings that clearly note the

decisions”

-> “All institutions of ESU

must keep minutes of their

meetings. The minutes should

clearly point out the decisions

that have been taken.”

’


15 7 Board Meeting

7.2 Voting at the

BM (mandatory

item)

7.2 Voting at the BM (mandatory item)

(34) The BM shall

endeavour to reach the widest possible

measure of agreement. Decisions shall

be taken by an absolute majority unless

otherwise specified or except:

• The adoption of

any policy or internal/external motion

(2/3 majority)

• Amendment of the

Statutes or mandatory item on the

standing orders (3/4 majority)

• Amendment of the

auxiliary items on the Standing Orders

(2/3 majority)

• Changes in

membership status (3/4 majority)

• Granting or

revoking the status of an associate

organisation (3/4 majority)

• Approve the

financial report and balance with (2/3

majority)

• Dismiss EC

members, the EC, committee members

or entire committees by vote of no

confidence with (2/3 majority)

7.2 Voting at the BM (mandatory item)

The BM shall endeavour to reach the

widest possible measure of agreement.

Decisions shall be taken by an absolute

majority unless otherwise specified or

except:

● The adoption of

policy or internal motions and

resolutions (2/3 majority)

● Amendment of the

Statutes or mandatory item on the

standing orders (3/4 majority)

● Amendment of the

auxiliary items on the Standing Orders

(2/3 majority)

● Changes in

membership status (3/4 majority)

● Granting or

revoking the status of an associate

organisation (3/4 majority)

● Approve the

financial report and balance with (2/3

majority)

● Dismiss EC

members, the EC, Presidency,

Coordinators, CIA members, the CIA by

vote of no confidence with (2/3 majority)

OK.

16 7 Board Meeting

7.3 Organisation

The BM shall be convened by the EC

and organised by a member, as

approved by the BM, in association

with the ESU secretariat. Unless

otherwise specified all documents to be

voted upon will be circulated 30 days

before the BM to all members,

associates and candidate members. If

the documents are not circulated

accordingly, the documents being late

are not to be dealt with or voted upon.

The BM shall be convened by the EC

and organised by a member, as approved

by the BM, in association with the ESU

secretariat. The Presidency must

approve applications to host a BM based

on financial feasibility before they are

subject to a decision by the BM.

Unless otherwise specified all documents

to be voted upon will be circulated 30

days before the BM to all members,

associates and candidate members. If the

documents are not circulated

accordingly, the documents being late

are not to be dealt with or voted upon.

OK.

’


17 7 Board Meeting

7.4 Closed

Meeting

The BM can decide to have a closed

meeting or to have closed sessions

during the meeting. This is done by

proposing a procedural motion.

Closed meetings are only open to full

members and student representatives

who are part of an institution of ESU,

either as a person or as a

representative. The EC may decide to

allow the presence of any members of

the secretariat and the CIA during

said closed sessions.

The BM can decide to have a closed

meeting or to have closed sessions

during the meeting. This is done by

proposing a procedural motion.

Closed meetings are only open to full

members and student representatives

who are part of an institution of ESU,

either as a person or as a representative.

During the closed sessions, the Board

may decide to allow the presence of any

guests.

The proposed amendment

has nothing to do with the

organizational reform.

18 7 Board Meeting

7.6 Mandates

Transfer of mandate may also be

applied during sessions of a Board

Meeting, where a member NUS

provides the Chair of the BM with a

written statement of consent giving a

reason acceptable to the chair. A

member can carry the mandate of one

other member, and at no time may any

one member organisation ever have

more than four (4) votes at any one

time.

Transfer of mandate may also be applied

during sessions of a Board Meeting,

where a member NUS provides the

Chair of the BM with a written

statement of consent. A member can

carry the mandate of one other member,

and at no time may any one member

organisation ever have more than four

(4) votes at any one time.

The proposed amendment

has nothing to do with the

organizational reform.

19 7 Board Meeting

7.9 Speakers

Every speaker has the right to have

three minutes to present his or her

views without interruption. The

speaking time can be altered by a

procedural motion. This time limit

should not apply to representatives

presenting any report.

Every speaker has the right to have three

minutes to present his or her views

without interruption. The speaking time

can be altered by a procedural motion.

This time limit should not apply to

presenters of any report.

OK.

20 7 Board Meeting

7.11 Motions and

amendments

Motions and amendments may be put

forward in writing at any time during

the BM until the deadline as directed

by the Chair of the BM. During the

BM, where motions do not relate to the

items on the agenda, the BM should

vote on whether or not to accept those

motions onto the agenda. These are

accepted to the agenda with a simple

majority.

Motions and amendments may be put

forward in writing at any time during

the BM until the deadline as directed by

the Chair of the BM. During the BM,

where motions do not relate to the items

on the agenda, the BM should vote on

whether or not to accept those motions

onto the agenda. These are accepted to

the agenda with a 2/3 majority.

OK.

’


21 7 Board Meeting

7.13 Procedure to

motion

All motions put forward by members

shall have a proposer and at least one

seconder.

Candidate and associate members may

put forward any motion but these must

be seconded by a full member or the

EC.

The EC may put forward motions on

any point without a seconder.

All Content Committees and Cross-

Committee Networks may put forward

motions within their area of work

without a seconder. The Chair of the

meeting decides if a given motion falls

within the Content Committees’ area of

work. . Any motions that are deemed to

be out of the area of work would require

a seconder which is either the EC or a

full member. The Chair's decision may

be overturned in accordance with these

standing orders.

After moving a motion, the proposer or

one of the seconders if the proposer

chooses not to speak, shall have the

right to speak, for a maximum of three

minutes, in order to motivate the

motion. The motion shall then be

opened to discussion and amendments;

the proposer may exercise a right of

reply immediately before the vote is

taken.

All motions put forward by members

shall have a proposer and at least one

seconder.

Candidate and associate organisations

may put forward any motion but these

must be seconded by a full member or

the EC.

The EC may put forward motions on

any point without a seconder.

All other ESU institutions with the

exception of the Secretariat may put

forward motions within their area of

work without a seconder. The Chair of

the meeting decides if a given motion

falls within the area of work. Any

motions that are deemed to be out of the

area of work would require a seconder,

which is either the EC or a full member.

The Chair's decision may be overturned

in accordance with these standing

orders.

After moving a motion, the proposer or

one of the seconders if the proposer

chooses not to speak, shall have the right

to speak, for a maximum of three

minutes, in order to motivate the

motion. The motion shall then be opened

to discussion and amendments; the

proposer may exercise a right of reply

immediately before the vote is taken.

OK, although the fourth

paragraph might be better

formulated as:

“All other ESU institutions

with the exception of the

Secretariat may put forward

motions within their area of

work without a seconder.”

-> “ESU institutions, with the

exception of the Secretariat, may

put forward motions within

their area of work without a

seconder.”

22 7 Board Meeting

7.14

Amendments

When a change is proposed to an

amendment or a motion which isn’t

Plan of Work, Budget or a Policy

document, only the proposer of the

amendment has the right to include it

or change the amendment or motion. If

the proposer refuses a change, the

amendment will be put to vote as it

stands. Proposers have the right to

withdraw motions at any time before

the vote of adoption.

When a change is proposed to an

amendment or a motion, which isn’t

Three-year strategic framework, Plan of

Work, Budget or a Policy document,

only the proposer of the amendment has

the right to include it or change the

amendment or motion. If the proposer

refuses a change, the amendment will be

put to vote as it stands. Proposers have

the right to withdraw motions at any

time before the vote of adoption.

OK.

’


23 8 ESU Elected

Representatives

• ESU Elected

Representatives

Any person nominated for an elected

position within ESU structures, as

detailed below, must be a student at the

time their mandate as an ESU elected

representative begins. Candidates for

the Commission for Internal Audit

need not be students.

There is no limit on the amount of

terms an ESU elected representative

may serve, with the exception of the

Chairperson who may only serve a

maximum of 2 consecutive terms in the

post of chairperson.

No elected member of ESU can also act

as a representative of any member

union or other association or

organisation during any ESU event,

whether organised in whole or

supported by ESU, or when attending

any ESU internal event or while on

external representation when mandated

to do so.

● ESU Elected

Representatives

Any person nominated for an elected

position within ESU structures, as

detailed below, must be a student at the

time their mandate as an ESU elected

representative begins. Candidates for the

Commission for Internal Audit need not

be students.

There is no limit on the amount of terms

an ESU elected representative may

serve, with the exception of the

Chairperson who may only serve a

maximum of 2 consecutive terms in the

post of chairperson.

No elected member of ESU can also act

as a representative of any member union

or other association or organisation

during any ESU event, whether

organised in whole or supported by

ESU, or when attending any ESU

internal event or while on external

representation when mandated to do so.

Elected members of the ESU Presidency

cannot be elected to any decision-making

body of a full or candidate member.

We feel that it is indeed

necessary to limit elected

representatives’ right to

simultaneously hold

positions in ESU and

member organizations. in

order to secure a certain level

of impartiality. However, it

is not within ESU’s power to

decide whether a person can

be elected to a position in

another independent

organization.

We propose that the last

sentence be altered from:

“Elected members of the ESU

Presidency cannot be elected to

any decision-making body of a

full or candidate member.”

-> “Elected members of the ESU

Executive Committee cannot

hold positions in any decision-

making bodies of a full or

candidate member. If an

Executive Committee member

has a position in such body, they

are considered resigned from the

Executive Committee.”

24 8 Executive

Committee

8.1 Composition

of the EC

(mandatory item)

The EC consists of five to seven people

elected by the Board Meeting. This

number includes the Chairperson and

Vice-Chairperson. The number of

people in the EC is decided by a motion

to be treated before the EC elections

and supported by an absolute majority

and this decision will stay in force

unless decided otherwise.

The term of mandate of all the members

of the EC is for one (1) year and starts

on the first of (1) July and ends on the

thirtieth (30) of June. The period

between the elections and the first (1) of

July is to be considered one of

transition between the present EC and

the elected members.

The EC consists of eight to ten people

elected by the Board Meeting. This

number includes the Presidency

composed of a Chairperson and two

Vice-Chairpersons. The number of

people in the EC is decided by a motion

to be treated before the EC elections and

supported by an absolute majority and

this decision will stay in force unless

decided otherwise.

The term of mandate of all the members

of the EC is for one (1) year and starts

on the first of (1) July and ends on the

thirtieth (30) of June. The period

between the elections and the first (1) of

July is to be considered one of transition

between the present EC and the elected

members.

The EC and the Presidency should

represent the diversity of ESU and their

members. Therefore the Board should

strive for a representative EC in terms of

region and opinion.

OK.

’


25 8 Executive

Committee

8.4 Competencies

of the EC

8.4 Competencies of the EC

Further to what is defined in the

Statutes, the EC shall:

• Coordinate the

WGs;

• Implement the

decisions of the BM;

• Coordinate the rest

of ESU’s elected representatives and

content committees;

• Ensure that the

chairs of relevant WGs are informed

about the decisions of the EC of

relevance to the work of those WGs;

• Draw up the

agenda for the BMs in cooperation with

the Secretariat, other ESU content

committees and the relevant WGs;

• Define the political

strategy of ESU;

• Draw up a

portfolio of competencies for all ESU

elected representatives and these shall

be in line with the ESU plan of Work;

• Keep all members,

candidate members and associates

regularly informed of the activities of

the organisation in between BMs;

• Be responsible for

overall finances and financial wellbeing

and development of the organization.

8.2 Competencies of the EC

Further to what is defined in the

Statutes, the EC shall:

● Draw up the agenda

for the Board Meeting and decide on

proposed decisions for BM approval

● Implement the

decisions of the BM

● Be responsible for

external representation and advocating

for ESU policy

● Define the political

strategy of ESU;

● Take policy related

decisions within the remit of the policy

decided by the BM

● Propose

coordinators to the BM, appoint task

forces and the Secretariat;

● Establish, and if

necessary implement, a procedure for

setting up steering committees of any

expert pools

● Ensure that all ESU

institutions and bodies are informed

about the decisions of the EC of

relevance to the work of those

institutions; and serve as the contact

point for coordinators as well as the

steering committees of the expert pools.

● Draw up a portfolio

of competencies for all ESU institutions

and elected representatives being in line

with the ESU plan of Work and the

three-year strategic framework;

● Keep all members,

candidate members and associates

regularly informed of the activities of the

organisation in between BMs;

● Be responsible for

overall financial wellbeing and

development of the organisation.

The EC may delegate competencies and

responsibilities to the Presidency who

must report to the EC at every meeting.

The EC may not delegate issues

concerning setting the political strategy

and appointing task forces and steering

committees of expert pools.

Coordinators should be

elected at a BM in the same

manner as the Chairperson.

26 8 Executive 8.5 Votes in the Executive 8.3 Votes in the Executive We applaud the goal of

making EC a well-

’


Committee

8.5 Votes in the

Executive

Every member in the Executive has one

vote during EC meetings. The EC

meetings are chaired by the ESU

Chairperson and minutes are to be

taken and disseminated by the Vice-

Chairperson.

During the transition period the newly

elected members do not have the right

to vote during EC meetings.

Without prejudice to the preceding

Article, every elected EC member has

the right to attend EC meetings and be

kept informed by the present EC

during the period of transition.

Every member in the Executive has one

vote during EC meetings. The EC

meetings are prepared by the Presidency

and chaired by the ESU Chairperson.

Minutes are to be taken and

disseminated by the Presidency.

During the transition period the newly

elected members do not have the right to

vote during EC meetings.

Without prejudice to the preceding

Article, every elected EC member has the

right to attend EC meetings and be kept

informed by the present EC during the

period of transition.

functioning and efficient

decision-making body that

has the power to set its own

working procedures.

However, it is generally a

good idea to define some

very fundamental working

principles outside the

working procedures that the

EC makes for itself. Such

things are the voting

procedure and procedure for

postponing a decision.

Regarding voting, we

propose an addition to

clarify what happens in an

event of tie and how to use

secret ballot. Addition would

be made after “Every member

in the Executive has one vote

during EC meetings.”

Addition: “When voting,

decisions are taken by a simple

majority vote. In case of a tie,

the acting Chairperson’s vote is

decisive. Secret ballot is used

whenever at least two members

of the EC request it as well as in

the case of an election.”

The second issue is related to

postponing a decision. In

order to safeguard rights of

all EC members to take

enough time to decide on an

issue, there should be a

procedure for making a

motion to table a decision.

One might be set up with a

following addition: “If a

motion to table a topic is made,

the motion has to be resolved

immediately without further

discussion. The first time that

topic is in an EC meeting, the

motion to table succeeds if two

or more members of the EC

support it. In further meetings a

simple majority is required. The

tabled topic has to be taken on

the agenda of the next EC

meeting.”

We also feel that the Vice-

Chairpersons should be able

to chair the meetings when

Chairperson is not available.

We trust in your ability to

formulate the change if you

’


find it appropriate.

27 8 Executive

Committee

8.6 The Executive

Meeting

8.6 The Executive Meeting

EC meetings are called by the

Chairperson who also sets the agenda,

on advice of the rest of the EC. Every

EC member can ask the Chairperson to

call an executive meeting, in writing

who must do so within five (5) days of

receiving the request.

The EC has the right to self-regulate

the procedure of their meetings. To this

end the EC will issue a document

outlining the working methods for such

meetings. This document must be

disseminated to the different ESU

representatives and can be changed by

agreement of the EC as detailed in the

paragraph below. Any subsequent

changes must also be circulated to ESU

representatives.

No part of said working methods

document, or any other working

document, can go against ESU’s

statutes or Standing orders. In case of

conflict the statutes and standing

orders are to be considered supreme.

The EC will meet at least once a month

The working method document is only

valid if it is ratified by two-thirds (2/3)

of the EC. Any amendment to such

document needs to be ratified by the

same amount of votes.

The EC meetings are to be open only to

ESU EC members. The Chairperson

may invite anyone else to the meeting

to act as an observer or to talk about a

specific point or points on the Agenda.

8.4 Working methods of the the

Executive Committee

8.4.1 General working procedures of the

Executive Committee

The EC adopts rules

of procedure of its own work and makes

them public towards ESU’ s members.

These rules should include procedure of

decision-making, of meetings and every

day work. These rules of procedure can

be adopted and changed by the

agreement of the EC by two-thirds

majority.

No part of these procedures or any other

similar working document can go

against ESUs Statutes or Standing

orders. In case of conflict the statutes

and standing orders are to be considered

supreme.

EC members divide the different areas of

work and content responsibilities

between themselves and make these

divisions transparent to the members.

8.4.2 Meetings of the Executive

Committee

EC meetings are called by the

Chairperson who also sets the agenda, on

advice of the Presidency and the rest of

the EC. Every EC member can ask the

Chairperson to call an executive meeting

in writing, who must do so within five

(5) days of receiving the request. The EC

will meet at least once a month

The EC meetings are to be open only to

ESU EC members. The Chairperson may

invite anyone else to the meeting to act

as an observer or to talk about a specific

point or points on the Agenda.

The Vice-Chairpersons

should also be able to call EC

meetings.

We propose that “EC

meetings are called by the

Chairperson who also sets the

agenda”

is changed to

“EC meetings are called by a

member of the Presidency who

also sets the agenda”

’


28 8 Executive

Committee

8.5 Competencies of the Presidency

The Presidency consists of the

Chairperson and two Vice-Chairpersons.

The Presidency is the operational

decision-making body within the

organisation and is responsible for day-

to-day coordination and management of

the organisation and steering of its

institutions.

The Presidency is responsible for the

preparation of the EC meetings and

must report on its activities to the EC at

every meeting.

The Presidency is responsible for

monitoring and coordinating the work of

the EC, the Secretariat, the coordinators

and task forces.

The members of the Presidency are fully

located at the ESU headquarters and

remunerated equally in accordance to

the law.

Among other competencies, the

Presidency should:

Coordinate the

administration and management of ESU

Coordinate the

reporting to the Board Meeting

Coordinate the external representation of

ESU

OK.

’


29 8 Executive

Committee

8.2 Competencies

of the

Chairperson

8.2 Competencies of the Chairperson

The chairperson is the chair of ESU.

S/he is the principal representative of

ESU and represents the total of the

other institutions of the organisation

and must act accordingly during the

entire term of their mandate.

The Chairperson is a member ex ufficio

of every structure or institution within

ESU, except the CIA. S/he is also the

chair of all EC meetings and has one

vote within this institution.

The Chairperson is responsible for the

overall coordination and carries out the

financial administration of the

organization in cooperation with the

Vice-Chairperson.

Among other competencies and duties

the Chairperson should:

• Assure that the

whole political priorities of ESU are

coherent and keep to the principle of

continuity as a basis for these

considerations:

• Keeps contact with

all the institutions of ESU and keeps

them updated of the developments in all

spheres of activities of ESU.

• Call EC meetings

and together with the EC, develop an

agenda.

• Be the primary

coordinator for all political activities in

cooperation with the rest of the EC.

8.6 Competencies of the Chairperson

The chairperson is the chair of ESU.

S/he is the principal representative of

ESU and represents the total of the other

institutions of the organisation and

must act accordingly during the entire

term of their mandate.

The Chairperson is a member ex ufficio

of every structure or institution within

ESU, except the CIA. S/he is also the

chair of all EC meetings and has one

vote within this institution.

The Chairperson is responsible for the

overall coordination and carries out the

financial administration of the

organization in cooperation with the

Presidency.


the Chairperson should:

● Assure that the

whole political priorities of ESU are

coherent and keep to the principle of

continuity as a basis for these

considerations.

● Keep contact with

all the institutions of ESU and keep

them updated of the developments in all

spheres of activities of ESU.

● Call EC meetings

and together with the Presidency and the

EC, develop an agenda.

● Be the primary

coordinator for all political activities in

cooperation with the rest of the EC and

the Presidency.

“ex officio”. Otherwise OK.

’


30 8 Executive

Committee

8.3 Competencies

of the Vice-

Chairperson

8.3 Competencies of the Vice-

Chairperson

The vice-chairperson is elected directly

by the members of ESU and is the

primary responsible for the

organizational aspects, finances and

administration of ESU together with

the rest of the EC

S\he is a member of the EC and has

one vote within the committee.


the Vice-Chairperson should:

• Together with the

Chairperson and EC coordinate the

administration of ESU;

• Coordinate

communication and relations with

ESU associate members;

• Coordinate the

relations and communication between

the different ESU structures;

• Coordinate,

together with the EC, correspondence

with ESU members;

• Ensure that all

institutions of ESU are kept up-to-date

with the developments of the

organisation;


EC, set the agenda and call meetings of

all ESU elected representatives (so-

called hacks meetings);

• Disseminate the

minutes of the EC meetings to the ESU

members and other ESU elected

representatives;

• Coordinate the

reporting to ESU members;


EC and other relevant ESU structures,

be responsible for the internal

development of the organisation;

• Carries out the

day-to-day financial administration of

the organisation within the Executive

Committee, in cooperation with the

Chairperson, the Secretariat as

mandated by the Executive Committee,

and the Committee of Internal

Development. This is without prejudice

to the competencies of the CIA as

outlines in these Standing Orders.


Chairperson responsible for

organisational affairs

The Vice-Chairperson responsible for

organisational affairs (hereafter referred

to as VCO) is elected directly by the

members of ESU and is the primary

responsible for organisational aspects,

finances and administration of ESU

together as discussed and agreed upon

by the Executive Committee.


the VCO should:

● Together with the

Chairperson and EC coordinate the

administration of ESU;

● Coordinate

communication and relations with ESU

associate members;

● Coordinate the

relations and communication between

the different ESU structures;

● Coordinate, together

with the EC, correspondence with ESU

members;

● Ensure that all


with the developments of the

organisation;

● Disseminate the

minutes of the EC meetings to the ESU

members and other ESU elected

representatives;

● Coordinate the

reporting to ESU members;


EC and other relevant ESU structures,

be responsible for the internal

development of the organisation;

● Carries out the day-

to-day financial administration of the

organisation within the Executive

Committee, in cooperation with the

Chairperson and the Secretariat. This is

without prejudice to the competencies of

the CIA as outlined in these Standing

Orders.

Add “Call EC meetings and

together with the Presidency

and the EC, develop an agenda”

’


31 8 Executive

Committee


Chairperson responsible for policy

coordination

The Vice-Chairperson responsible for

policy coordination (hereafter referred to

as VCP) is elected directly by the

members of ESU and is the primary

responsible for the organisation’s

lobbying work and coordination of policy

making together as discussed and agreed

upon by the Executive Committee.


the VCP should:


Chairperson and the EC, work in

promoting the political principles of the

organization

● Implement the

political strategies of the organisation


Chairperson and the Secretariat,

coordinate external communication and

relations with the media;

● Ensure that all


with the policy developments within the

organisation;

Add “Call EC meetings and

together with the Presidency

and the EC, develop an agenda”

’


33 8 Executive

Committee

8.8 Nominations

8.8 Nominations

Nominations for Chairperson, Vice-

Chairperson or EC must be submitted

in writing to the ESU secretariat and

copied to the members of the EC not

less than thirty (30) days in advance of

a BM. The ESU Secretariat shall

distribute all the information relating

to the nominations of candidates to all

members within ten days of receiving

the nominations.

A nomination shall consist of a

mandate from a full ESU member, a

copy of the nominated person’s CV and

a letter of motivation from said

nominated person.

When there are not enough candidates

or gender balance cannot be achieved

before the nomination deadline the

returning officer will re-open the call

for nominations. This call will be re-

opened for 15 days, during which time

no names, letter of motivation, CV or

nomination of candidates that

submitted applications before the initial

deadline will be released. If after this 15

days deadline there are still not enough

candidates to fill the committee or

gender requirement then the

nominations will be re-opened till the

start of the Board Meeting. The names,

CVs and letters of nomination and

motivation of all candidates will be

notified only after this 15 day deadline.

8.10 Nominations

Nominations for Chairperson, Vice-

Chairpersons or EC must be submitted

in writing to the ESU secretariat and

copied to the members of the EC not less

than thirty (30) days in advance of a

BM. The ESU Secretariat shall

distribute all the information relating to

the nominations of candidates to all

members within ten days of receiving

the nominations.

A nomination shall consist of a mandate

from a full ESU member, a copy of the

nominated person’s CV and a letter of

motivation from said nominated person.

When there are not enough candidates

before the nomination deadline the

returning officer will re-open the call for

nominations. This call will be re-opened

for 15 days, during which time no

names, letter of motivation, CV or

nomination of candidates that submitted

applications before the initial deadline

will be released. If after this 15 days

deadline there are still not enough

candidates to fill the position(s) then the

nominations will be re-opened till the

start of the Board Meeting. The names,

CVs and letters of nomination and

motivation of all candidates will be

notified only after this 15 day deadline.

OK.

’


34 8 Executive

Committee

8.9 Election

procedure for

Chairperson

8.9 Election procedure for the

chairperson

The Election of Chairperson shall take

place before the election of the Vice-

Chairperson and the EC. Before the

election each candidate shall be afforded

the opportunity to make a presentation

while other candidates for the position

have been escorted out of the room, not

lasting more than 5 minutes and be

questioned by the Chair of the BM who

has the right to choose at least 3

questions submitted in writing by the

Board before the deadline set by the

Chair of the BM. Questions will be

addressed to all candidates in an equal

manner directly following the

presentations.

The election for Chairperson shall take

place using the Alternative Vote

System (AV). Where there is one

candidate, that candidate shall stand

against Re-open Nominations (RON)

in an AV election. Where there is more

than one candidate, those candidates

will contest an AV election with RON

as an additional candidate. The first

candidate to exceed 50% of votes in

successive stages of transfer will be

deemed designated.

(108) In the event of

RON being elected, nominations shall

re-open immediately for a period of five

working hours. If, after this period, no

further nominations have been

received, the candidate with the highest

number of votes after RON shall be

deemed designated. Otherwise, a new

AV election is conducted.

All candidates may attend the count or

send a nominated representative to

observe.

8.10 Election procedure for the

Chairperson and Vice-Chairpersons

The Election of Chairperson shall take

place before the election of the Vice-

Chairpersons and the EC. Before the

election each candidate shall be afforded

the opportunity to make a presentation

while other candidates for the position










presentations.

The elections for Chairperson and Vice-

Chairpersons shall take place separately

using the Alternative Vote System (AV).

Where there is one candidate, that

candidate shall stand against Re-open

Nominations (RON) in an AV election.

Where there is more than one candidate,

those candidates will contest an AV

election with RON as an additional

candidate. The first candidate to exceed

50% of votes in successive stages of

transfer will be deemed designated.

In the event of RON being elected,

nominations shall re-open immediately

for a period of five working hours. If,

after this period, no further nominations

have been received, the candidate with

the highest number of votes after RON

shall be deemed designated. Otherwise, a

new AV election is conducted.

All candidates may attend the count or

send a nominated representative to

observe.

OK.

35 8.10 Election procedure for the Vice-

Chairperson

(110) The Election of the

Vice-Chairperson shall take place before

the election of the EC and will follow

the procedure of the election of the

Chairperson.

OK.

’


36 8 Executive

Committee

8.11 Election

Procedure for

other members of

the Executive

Committee

Elections are carried out separately for

both gender in the committee by a

preferential voting system as outlined

in the annexes to these standing orders,

without gender balance (Annex 2).

Before the election each candidate shall

be afforded the opportunity to make a

presentation while other candidates for

the committee have been escorted out of

the room, not lasting more than 5

minutes and be questioned by the Chair

of the BM who has the right to choose

at least 3 questions submitted in

writing by the Board before the

deadline set by the Chair of the BM.

Questions will be addressed to all

candidates in an equal manner directly

following the presentations.

The following restrictions shall be

observed:

No member of ESU has the right to

have more than one person sitting in

the EC. There will be an equal gender

balance of female and male persons

sitting in all content committees and

the EC (excluding the Chair), but

including the Vice-Chairperson.

Elections are carried out separately in

the committee by a preferential voting

system as outlined in the annexes to

these standing orders. Before the election

each candidate shall be afforded the

opportunity to make a presentation

while other candidates for the committee










presentations.

The following restrictions shall be

observed:

■ No member of ESU

has the right to nominate more than one

person to the Executive Committee,

including the Chairperson and Vice-

Chairpersons.

OK.

37 8 Executive

Committee

8.12 Resignation

of a member of

the EC

Until discharged by the BM all

members of the EC shall be fully

accountable to the BM for their actions.

Only the BM can grant resignation to

a member of the EC. In case of

resignation or disposition of one or

several EC members, the BM decides

how to proceed.

Until discharged by the BM all members

of the EC shall be fully accountable to

the BM for their actions.

Only the BM can grant resignation to a

member of the EC. In case of resignation

of an EC member, more than thirty (30)

days before the start of a BM, the

Executive Committee can open the call

and select a new EC member. This

selection has to be ratified by simple

majority by the following Board

meeting. If the resignation of an EC

member falls within thirty (30) days of

the start of the BM, a call must be issued

and an election takes place at the BM.

In case of resignation of more than one

third of EC simultaneously the Board

Meeting decides on how to proceed.

Since “simultaneously” is a

rather ambiguous adjective

in this context, we suggest

that you consider the length

of the original mandate as a

defining timeframe. If more

than one-third of EC changes

during the mandate, it

certainly is a crisis.

’


38 8 Executive

Committee

8.13 Report of the

EC

The EC and the members of the EC

should send their written reports, and

ESU’s plan of work, thirty (30) days

prior to the BM. The BM will first

discuss the general report of the whole

Executive Committee, and after that

the personal reports of individual

members of the EC. All reports, both

general and personal have to be

approved by the BM by a simple

majority. In between BMs the EC

should on a regular basis inform the

candidates, associates and members of

their activities.

The BM will first discuss the general

report of the whole Executive

Committee, and after that the personal

reports of individual members of the EC.

All reports, both general and personal

have to be approved by the BM by a

simple majority. In between BMs the EC

should on a regular basis inform the

candidates, associates and members of

their activities.

OK.

39 8 Executive

Committee

8.14 Non-

Election of EC

and Chairperson

or Vice-

Chairperson of

ESU

In case no Chairperson is elected, the

current Chairperson can by a simple

majority vote, continue until the next

Board Meeting. If the current

Chairperson does not wish to continue,

the current Vice-Chairperson can by a

simple majority vote continue as

Chairperson until the next board

meeting.”If no Vice-Chairperson of

ESU is elected and the Chairperson

and the member(s) of the EC are

elected, the EC will decide which

member of the EC shall be deemed as

the Vice-Chairperson. This decision

must be ratified by the Board by

absolute majority at the subsequent

Board Meeting

If one or more positions under five

people in the EC (except for the

Chairperson and Vice-Chairperson)

remain unfilled by the closing of the

Board Meeting, the EC shall select

person(s) from among the elected

representatives, or if it is not possible,

issue a call to select person(s) to form

part of the EC within two months of

the end of the BM. This decision must

be ratified by absolute majority at the

subsequent Board Meeting

In case the EC has more than five

members and one or more positions

over the five is left unfilled, the EC will

be considered to be complete in the size

it has been elected until the next

ordinary Board Meeting.

In case no Chairperson is elected, the

current Chairperson can by a simple

majority vote, continue until the next

Board Meeting. If the current

Chairperson does not wish to continue,

one of the current Vice-Chairpersons can

by a simple majority vote continue as

Chairperson until the next Board

Meeting. If one or both Vice-

Chairperson(s) of ESU are not elected

and the Chairperson and the member(s)

of the EC are elected, the EC will decide

which member(s) of the EC shall be

deemed as the Vice-Chairperson(s). This

decision must be ratified by the Board by


Board Meeting.

If one or more positions under five

people in the EC (except for the

Chairperson and Vice-Chairperson)

remain unfilled by the closing of the

Board Meeting, the EC shall issue a call

to select person(s) to form part of the EC

within two months of the end of the BM.

This decision must be ratified by


Board Meeting

In case the EC has more than eight

members and one or more positions over

the eight is left unfilled, the EC will be

considered to be complete in the size it

has been elected until the next ordinary

Board Meeting.

OK.

’


40 8 Executive

Committee

8.15 Substitution

of absent EC

members

In the case of the Chairperson

resigning or becoming absent from

duties due to an extraordinary reason

that prohibits acting or fulfilling the

duties of the Chairperson, the Vice-

Chairperson shall be deemed as the

acting Chairperson until the return of

the Chairperson or an election of a new

Chairperson.

In the case of Vice-Chairperson


duties for an extraordinary reason that

prohibits acting or fulfilling the duties

of the Vice-Chairperson, the EC will

decide which member of the EC shall be

deemed as the acting Vice-Chairperson

until the return of the Vice-

Chairperson or an election of a new

Vice-Chairperson.

In the case of an EC member other than

the Chairperson or Vice-Chairperson


duties due to an extraordinary reason

that prohibits acting or fulfilling the

duties of the respective EC member, the

EC shall decide which members of the

EC will take over the responsibilities of

the absent member.

In the case of the Chairperson resigning

or becoming absent from duties due to

an extraordinary reason that prohibits

acting or fulfilling the duties of the

Chairperson, the Vice-Chairperson(s)

shall take over the role as acting

Chairperson(s) until the return of the

Chairperson or an election of a new

Chairperson.

In the case one of the Vice-Chairpersons

resigns or becomes absent from duties

for an extraordinary reason that

prohibits acting or fulfilling the duties of

the Vice-Chairperson, the EC will decide

which member of the EC shall be deemed

as the acting Vice-Chairperson until the

return of the Vice-Chairperson or an

election of a new Vice-Chairperson.

In the case of an EC member other than

the Chairperson or one of the Vice-

Chairpersons resigning or becoming

absent from duties due to an

extraordinary reason that prohibits

acting or fulfilling the duties of the

respective EC member, the EC shall

decide which members of the EC will

take over the responsibilities of the

absent member.

We find it problematic that

there is no clarification which

one of the Vice-Chairpersons

takes the role of the acting

Chairperson, while it

certainly would be

reasonable to have one

designated Chairpersons. We

propose that either it should

be defined in the Standing

Orders which Vice-

Chairperson takes over the

duties of acting Chairperson

or that the EC should decide

which Vice-Chairperson

should replace the

incapacitated Chairperson.

41 9 Coordinators

9.1 Competencies of

the Coordinators

The role of the Coordinators is that of

being responsible for issues that are of

priority to ESU on a constant basis.

The mandate of a coordinator shall be

defined by the call issued by the

Executive Committee, but shall not be

longer than 2 years. There is no

restriction to the number of consecutive

mandates for a coordinator.

The Coordinator for Human Rights and

solidarity shall:

■ Answer to calls for

solidarity of member and non-member

organisations

■ Works on the

promotion of the Students’ Rights

Charter & prepares ESU’s actions for

the international students’ day

■ Develop policy and

We think that the

coordinators should be

elected in the same manner

as members of the

Presidency and that their

mandate should be one year.

These regulations should be

changed in case it becomes

possible to hire coordinators

as employees.

’


represent ESU in other topics pertaining

to the field of Human Rights

The Coordinator for Equity shall:

● Implement the

Gender Mainstreaming Strategy

● Oversee

implementation of equity measures in all

of ESU’s work and activities

● Develop policy and

content on issues of equity and equality

in and outside ESU

● Attend and organize

trainings in the field of Equity

● Represent ESU in

external events discussing fields relating

to equity

The Coordinator for Membership Issues

shall:

● Handle the requests

concerning the ESU membership

● Coordinate, and

where applicable partake in, study visits

● Give training on the

pillars of the student movement and

coordinate other trainings for NUSes

● Elaborate

information tools with best practices for

the members to facilitate capacity

building in the NUSes and local unions.

42 9.2 Election of Coordinators

Coordinators are proposed to the Board

Meeting by the Executive Committee.

The Executive Committee establishes a

procedure that will seek to find the most

competent candidates in an open

decision-making procedure. The EC

must submit a proposal that includes the

CV and motivation letter of the nominee

thirty (30) days before the BM.

The Board Meeting decides by a simple

majority vote, if the proposed

coordinator is elected or rejected. The

Board Meeting may not propose a

candidate itself.

We think that the

coordinators should be

elected in the same manner

as members of the

Presidency and that their

mandate should be one year.

These regulations should be

changed in case it becomes

possible to hire coordinators

as employees.

’


43 9.3 Resignation of Coordinator

Coordinators can be discharged only by

the support of 2/3 majority of the BM.

Until discharged by the BM, all

coordinators shall be fully accountable to

the BM for their actions. Only the BM

can grant resignation to a Coordinator.

In case of a resignation of a coordinator

more than 30 days before the BM, the

EC can decide to select an interim

coordinator until proposing a new

coordinator to the BM.

There is a contradiction

regarding accountability to

the BM and the fact that in

the proposed amendments

the coordinators would be

practically appointed by the

EC. See two previous

comments.

44 9.4 Report of Coordinators

Coordinators must

present a written report of their

activities to the BM and in between

Board Meetings to the Executive

Committee at least once a month, which

has the right of scrutiny and oversight

regards to fulfillment of the plan of

work. These reports will also be made

available to the Board and other ESU

institutions for information purposes.

OK.

’


45 9 Working

Groups

9.1 Competencies

of the WGs

(mandatory item)

9.2 Election of

chair(s) of WGs

9 Working Groups

9.1 Competencies of the WGs

(mandatory item)

The WGs shall deal with specific areas

of work relevant to the work of ESU or

in the interests of its members.

The WGs shall:

• Prepare policies

and propose these to the BM in

cooperation with other ESU elected

representatives

• Make suggestions

to the Board within their report on how

to continue the ESU work on the

respective field.

• Endeavour to

collect information in their fields and

circulate it

• Be given preference

with the external representation of

ESU to any external events concerning

their fields unless it overlaps with that

of a content committee in which case

the latter is preferred.

The chair of the WG shall ensure that

the EC, members of the WG and the

Secretariat are informed of ongoing

work of the Working Group.

9.2 Election of chair(s) of WGs

A member or a group of members can

apply to chair a WG. Candidates and

associate organisations can apply to co-

chair a WG together with a member or

a group of members.

Nomination for chairing a WG must be

received by the ESU secretariat at least

30 days before the BM.

They shall submit a proposed plan of

work. The BM elects the chair(s) of a

WG by simple majority on the basis of

the proposed Plan of Work.

10. Working Groups

10.1 Competencies of the WGs

(mandatory item)

The WGs shall deal with specific areas of

work relevant to the work of ESU or in

the interests of its members. These

working areas should be out of the scope

from the main tasks of the Executive

Committee as decided by the ESU Plan

of Work.

The WGs shall:

● Prepare policies and

propose these to the BM in cooperation

with the Executive Committee and

Coordinators

● Make suggestions to

the Board within their report on how to

continue the work of ESU in the

respective field.

● Endeavour to collect

information in their fields and circulate

it

● Be given preference

with the external representation of ESU

to any external events concerning their

fields unless it overlaps with that of an

elected representative in which case the

latter is preferred.

WGs are chaired by one NUS. The chair

of the WG shall ensure that the EC,

members of the WG and the Secretariat

are informed of ongoing work of the

Working Group.

Save for the exception laid down in

Article 10.3 a member of the EC that

serves as a contact point may not act as

Chair of a WG.

The method of forming a

Working Group should be

clarified.

’


46 9 Working

Groups

9.3 Plan of work

of the WGs

9.3 Plan of work of the WGs

The EC or any other structures or ESU

members, in cooperation with other

ESU elected officials should outline

specific tasks that could be dealt with

within a before the BM. This proposal

can be fully or partially taken up by an

NUS or group of NUSs with

candidates and/or associate

organisations in their plan of work.

The plan of work should contain

concrete description of tasks and

deliverables with a timeline for

operationalising.

An NUS or a group of NUSs with

candidates and/or associate

organisations, aiming to act as an ESU

WG, can also propose their own Plan of

Work.

The WG will present their Plan of

Work to the BM for adoption. The Plan

of Work as approved by the BM will be

incorporated in the Plan of Work of

ESU as an annex.

10.2 Plan of work of the WGs

WGs are established by proposing a

motion detailing the mandate of the WG,

the chair and a proposed plan of work.

Following the approval of the motion,

the chairing NUS should issue a call for

further unions to join the WG.

The EC or any other structures or ESU

members, in cooperation with other ESU

elected representatives should outline

specific tasks that could be dealt with

within a before the BM. This proposal

can be fully or partially taken up by a

WG in their plan of work. The plan of

work should contain concrete description

of tasks and deliverables with a timeline

for operationalising.

The Plan of Work of a WG as approved

by the BM will be incorporated in the

Plan of Work of ESU as an annex.

It could be further clarified

that the Plan of Work is

approved by the BM.

47 9 Working

Groups

9.4 Resignation

of chair of

working groups

9.4 Resignation of chair of working

groups

In case a chair resigns, the next BM

will have to elect a new chair. In the

meantime a member of the EC shall

take over the role of acting-chair.

10.3 Resignation of chair of working

groups

In case a chair resigns, the next BM will

have to elect a new chair. In the

meantime a member of the EC or another

NUS from the Working Group shall take

over the role of acting-chair.

OK.

48 10 Content

Committees

10 Content Committees

(entire article)

DELETE OK:

49 11 Cross

Committee

Networks

11 Cross Committee Networks

(entire article)

DELETE OK:

’


50 12 Task Forces

12.1

Estobalishment of

a Task Force (TF)

12 Task Forces

12.1 Establishment of a Task Force

(TF)

The EC or the BM can decide to

establish a Task Force and will

mandate it. The members of the Task

Force are individuals. The EC selects

the members of the Task Forces,

through the issuing of a call at least 14

days prior to the setting up of such TF.

Any associate, candidate or member

may nominate an individual student

for a place on the task force. Every TF

established must be so done with

consideration given to gender and

regional balance – if due to lack of

applicants this is not possible then the

EC will set up the TF to ensure that

these criteria are met as closely as

possible.

11 Task Forces

11.1 Establishment of a Task Force (TF)

The EC can decide to establish a Task

Force and will mandate it. The Board

has the right to request the EC for a

creation of a task force. The members of

the Task Force are individuals. The EC

selects the members of the Task Forces.

Any associate, candidate or member may

nominate an individual student for a

place on the task force. Every TF

established must be so done with

consideration given to gender and

regional balance – if due to lack of

applicants this is not possible then the

EC will set up the TF to ensure that

these criteria are met as closely as

possible.

As mentioned in our general

comments, there are no tools

to measure regional balance.

Also, our opinion is that the

EC should have wide

liberties in establishing Task

Forces and should therefore

be able to set one up without

restrictions. For example,

occasionally it might be

beneficial to form a task force

from people who live near to

each other to facilitate faster

cooperation. In order to

make setting up Task Forces

as flexible as possible, we

propose that regional and

gender balance are removed

from the text. To justify these

removals, we would set

certain limitations on the

competencies of Task Forces

(see next comment).

51 12 Task Forces

12.2

Competencies of a

Task Force

12.2 Competencies of a Task Force

The length of mandate as well as the

competencies of a Task Force should be

included in the mandate given by the

EC or the BM.

(Task Forces are accountable to the EC.

For establishing a Task Force the EC

should issue an open call for proposals,

which should include the size,

timeframe, working methods and

desired outcomes of the Task Force’s

work.

The Task Forces should regularly

report back from its working progress

to the EC. Task force established by the

BM report to the BM.

11.2 Competencies of a Task Force

The length of mandate as well as the

competencies of a Task Force should be

included in the mandate given by the

EC.

Task Forces are accountable to the EC.

For establishing a Task Force the EC

should issue an open call for proposals,

which should include the size,

timeframe, working methods and desired

outcomes of the Task Force’s work.

The Task Forces should regularly report

back from its working progress to the EC

as well as to the BM.

It should be clarified that

Task Forces should not deal

with issues of political nature

but rather operate as a tool

for the EC to fix a problem in

the organization, for

example. A good example of

this is the current IT Task

Force. We leave it to your

consideration as to how to

formulate this if you consider

our proposal good.

’


52 12 Expert Pools

12.1 Competencies of Expert Pools

Expert pools are autonomous structures

that in general deal with areas of

providing expertise and consultancy to

externals, training and development,

external representation.

Expert pools constitute a group of

selected current of former students that

have specific knowledge and expertise in

the field of work of an expert pool.

Expert pools have no decision-making

power and members of such pools are

there on the basis of individual capacity.

Members of the experts pool can

represent ESU only if mandated

specifically to do so.

OK.

53 12.2 Establishment of Expert Pools

Expert pools are established through a

motion passed by the Board Meeting.

The motion must define the purposes

and scope of expert pools and their

organizational structure that should

include a steering committee of a pool.

The expert pools will remain in force

until the Board decides otherwise or

passes a motion amending their

mandate.

The responsibility

for implementing the decision of

establishing expert pools lies within the

EC who thus has the right to decide on

the procedure of setting up a pool and a

procedure on selecting the steering

committee for each pool.

OK.

’


54 12.3 Coordination of Expert Pools

The expert pools are

coordinated by steering committees that

have the right to decide on the

composition of the expert pools, set

guidelines and the plan of work for the

individual pools.

The steering committees are accountable

to the Presidency and reports to the

Board Meeting about the activities of the

pool.

The steering committee of any pool also

carries the responsibility for day to day

management of a pool in coordination

with the Presidency and the Secretariat

in administrative matters.

The steering committee of any pool

works in cooperation with the

Presidency and any other relevant body

of ESU that concerns the working area

of the expert pool.

OK.

55 13 Secretariat

(mandatory item)

All staff issues are matters of the EC,

which is responsible for ESU’s day-to-

day work.

Members of the secretariat are

employed professional staff and should

where necessary have the necessary

knowledge in the fields of management

and finances. The secretariat should

not be considered to have any political

role, unless mandated specifically in

extraordinary circumstances by the

EC.

All staff issues are matters of the

Presidency, which is responsible for

ESU’s day-to-day work.

Members of the secretariat are employed

professional staff and should where

necessary have the necessary knowledge

in the fields of management and

finances. The secretariat should not be

considered to have any political role,

unless mandated specifically in

extraordinary circumstances by the EC

or the Presidency.

OK.

’


56 13 Secretariat

(mandatory item)

13.1 Staff

Protocol

All ESU Staff are accountable to the

EC. They are not politically responsible

for the conduct of ESU, and implement

the policies and procedures passed by

the BM or any other tasks delegated to

them by the EC, in accordance with

their appointment.

As such, any political issues related to

the area of responsibility of a staff

member should be addressed to a

member of the EC. Likewise issues

arising from the work or conduct of a

staff member should be addressed to the

EC, and not raised with the staff

member concerned.

There shall be a staff protocol for

relations between staff and ESU elected

officials and members agreed by staff

and the EC, presented to the BM, and

adhered to by all ESU elected officials

and members.

All ESU Staff are accountable to the EC

and on a daily basis to the Presidency.

They are not politically responsible for

the conduct of ESU, and implement the

policies and procedures passed by the

BM or any other tasks delegated to them

by the EC or the Presidency, in

accordance with their appointment.

As such, any political issues related to

the area of responsibility of a staff

member should be addressed to a

member of the EC or the Presidency.

Likewise issues arising from the work or

conduct of a staff member should be

addressed to the EC or the Presidency,

and not raised with the staff member

concerned.

There shall be a staff protocol for

relations between staff and ESU elected

officials and members agreed by staff and

the EC, presented to the BM, and

adhered to by all ESU elected officials

and members.

OK.

’


57 13 Secretatiat

(mandatory item)

13.2

Competencies of

the Secretariat

The secretariat shall

• Collect, and

distribute relevant information to the

member NUSes and all other

institutions together with the Vice-

Chairperson.

• Provide contacts

between member NUSes and other

bodies in the field of education.

• Administer the

finances of ESU as mandated by the

Executive Committee under the

coordination of the Vice-Chairperson

and the Chairperson of ESU.

• Raise funds for

ESU together with the Committee of

Internal Development

• Coordinate the

execution of decisions taken by the BM

or EC.

• Support any work

of ESU as directed by the EC.

• Coordinate media,

public relations, communication and

press contacts as directed by the EC

and in coordination with the

Committee of Internal Development

• On direction from

the EC, be responsible for any project

applications and events organised or

jointly organised by ESU.

The secretariat shall

● Collect, and

distribute relevant information to the

member NUSes and all other

institutions together with the Vice-

Chairperson responsible for

organisational affairs.

● Provide contacts

between member NUSes and other

bodies in the field of education.

● Administer the

finances of ESU as mandated by the

Executive Committee under the

coordination of the Presidency.

● Raise funds for ESU

under the mandate of the Executive

Committee and the Presidency.

● Coordinate the

execution of decisions taken by the BM

or EC.

● Support any work of

ESU as directed by the Presidency.

● Coordinate media,

public relations, communication and

press contacts as directed by the

Presidency and in coordination with the

EC

● On direction from

the Presidency, be responsible for any

project applications and events

organised or jointly organised by ESU.

OK.

58 14 Auditors

14.1 Commission

for Internal

Auditing (CIA)

(mandatory item)

The Commission for Internal Auditing

will do the internal audit of ESU. The

CIA will consist of three individual

persons elected by the BM. Members of

the CIA can not be active in the any

NUSs.

(158) At least once a

year the Commission for Internal

Auditing will overview the

bookkeeping and the report of the

external auditor. Every three months

they are updated by the EC or any

member of the secretariat as directed by

the EC, on the financial matters of

ESU. After closing the books of a fiscal

year they will report to the BM.

The Commission for Internal Auditing

will do the internal audit of ESU. The

CIA will consist of three individual

persons elected by the BM. Members of

the CIA can not be elected

representatives or staff in any NUSes.

At least once a year the Commission for

Internal Auditing will overview the

bookkeeping and the report of the

external auditor. Every three months

they are updated by the EC or any

member of the secretariat as directed by

the EC, on the financial matters of ESU.

After closing the books of a fiscal year

they will report to the BM.

OK.

’


59 14.2 Election for members of the

Commission for Internal Audit

The members of the CIA are elected by

the Board Meeting. The procedure is the

same as for EC elections (not being the

procedure for Vice-Chairperson and

Chairperson).

Positions in the CIA shall have a 3 year

mandate.

An election will be held each year to elect

a new member of the CIA who is to

substitute an outgoing CIA member. In

case of more then one open position in

the CIA the BM is supposed to fill all

open positions while respecting the

remaining original length of the

mandate of the individual positions.

OK.

60 14.3 Resignation for

members of the Commission for Internal

Audit

Only the BM can grant resignation to a

member of the CIA.

OK.

61 15 Disciplinary

Code (mandatory

item)

15.2 Elected

Representatives

Any Committee member including the

Chairperson and Vice-Chairperson, can

be dismissed from the organization and

relieved of their role in any committee

by a vote of no confidence.

Any such vote of no confidence must be

proposed by a full member or the EC

and seconded by at least one full

member. This vote of no confidence

must be by secret ballot.

Any elected member including the

Chairperson and Vice-Chairpersons, can

be dismissed from the organization and

relieved of their roles within the ESU

institutions by a vote of no confidence.

Any such vote of no confidence must be

proposed by a full member or the EC and

seconded by at least one full member.

This vote of no confidence must be by

secret ballot.

If the vote of no confidence passes there

will be immediately new elections for the

concerned seat. If RON is elected the

seat remains empty until the next BM or

the EC can proceed as according to the

standing orders to fulfill the position.

OK.

’


62 15 Disciplinary

Code (mandatory

item)

15.4 Content Committee

To dismiss the whole Content

Committee by the Board Meeting a full

member can propose a motion,

seconded by another full member, for a

vote of no confidence. This vote of no

confidence requires a two third

majority of the votes cast during a BM

and must be by secret ballot.

If the Content Committee is dismissed

the BM can elect a new Content

Committee with the same or different

mandate.

15.4 Coordinators

To dismiss any Coordinator a full

member can propose a motion, seconded

by another full member, for a vote of no

confidence. This vote of no confidence

must be by secret ballot.

If the Coordinator is dismissed the EC

has the right to nominate a new

candidate until the end of the BM. In

case the BM fails to elect a new

coordinator within the same BM, the EC

will be mandated to select an interim

coordinator until the next BM.

Again, there is a

contradiction in the role of

coordinators being

practically appointed by the

EC but still accountable to

the BM. Coordinators should

be accountable to either EC

or the BM, not both.

63 15 Disciplinary

Code (mandatory

item)

15.5 Working Groups

To dismiss a Working Group by the

Board Meeting a full member can

propose an internal motion, seconded by

another full member, for dismissal of the

Working Group.

OK.

64 16 Signature

(Mandatory

Item)

Financial matters up to 1000 Euro are

the competency of all members of the

EC and by the EC mandated staff. Each

of them individually can engage ESU

for these matter after agreement from

the rest of the EC. All other acts that

engage ESU are, except special powers

of attorney, signed by two members of

the EC, one of them being the Vice-

Chairperson who is responsible for

ESU finances or the Chairperson, or by

one member of the EC (being the Vice-

Chairperson who is responsible for

ESU finances or the Chairperson) and

one mandated member of the ESU staff.

Financial matters up to 1000 Euro are

the competency of all members of the

Presidency and by the EC mandated

staff. Each of them individually can

engage ESU for these matters after

agreement from the rest of the

Presidency.

All other acts that

engage ESU are, except special powers of

attorney, signed by two members of the

Presidency or at least one member of the

Presidency, being the Chairperson or the

Vice-Chairperson who is responsible for

ESU finances, and one mandated

member of the ESU staff.

OK.

65 19 Language The official language of ESU is French.

The working language of ESU is

English.

All the meetings and publications of

ESU will be exclusively in English.

The official language will only be used

in communications with the Belgian

government.

The official language of ESU is French.

The working language of ESU is

English.

All the meetings and publications of

ESU will be exclusively in English

although translation by third bodies

would be encouraged. The official

language will only be used in

communications with the Belgian

government.

OK.

’


66 Annex 3 Eligible

countries for

ESU membership

Block 1: Members of the European

Union: United Kingdom, Ireland,

France, Spain, Portugal, Greece,

Germany, Austria, Italy, Sweden,

Denmark, Finland, Belgium, The

Netherlands and Luxemburg

Block 2: Accession countries to the

European Union: Slovenia, Poland,

Czech Republic, Slovakia, Hungary,

Malta, Cyprus, Estonia, Lithuania,

Latvia

Block 3: Candidate countries to the

European Union: Romania, Bulgaria,

Turkey

Block 4: EFTA countries not

previously listed: Switzerland,

Norway, Iceland.

Block 5: Full members of the Council of

Europe not previously listed: Albania,

Andorra, Armenia, Azerbaijan, Bosnia

and Herzegovina, Croatia, Georgia,

Liechtenstein, Moldova, Russian

Federation, San Marino, Serbia and

Montenegro, Macedonia, Ukraine.

Block 6: Other countries that are not

members of any European structure:

Belarus, Israel, Holy Seat.

Block 7: Regions/Provinces within

European Countries with autonomous

governance or special administration

(example: Kosovo, Northern Ireland)

Block 8: European Islands that

currently have no Higher Education

(example: Isle of Mann, Faroe Islands)

Block 1: Members of the European

Union

Block 2: Accession countries to the

European Union

Block 3: Candidate countries to the

European Union

Block 4: EFTA countries not previously

listed

Block 5: Full members of the Council of

Europe not previously listed

Block 6: Other countries that are not

members of any above-mentioned

European structure: Belarus, Israel,

Holy See.

Block 7: Regions/Provinces within

European Countries with autonomous

governance or special administration

(example: Kosovo, Northern Ireland)

Block 8: European Islands that currently

have no Higher Education (example: Isle

of Mann, Faroe Islands)

We applaud the fact that lists

of countries are being

removed and that removal

should also extend to Block

8.