RULES OF THE STUDENT UNION POKA OF KARELIA UNIVERSITY OF APPLIED SCIENCES
Translated from Finnish, legally binding only in Finnish
1 § Student union
The name of the student union is Karelia-ammattikorkeakoulun opiskelijakunta POKA. The English name of the student union is Student Union POKA of Karelia University of Applied Sciences. The student union may also be referred to by the abbreviation POKA. The place of domicile of the student union is Joensuu. The language of the student union is Finnish. The student union operates at Karelia University of Applied Sciences, referred to as Karelia UAS in the rules.
The student union is politically, religiously and ideologically independent.
The student union is an autonomous body. The student union operates based on the Finnish Polytechnics Act (Ammattikorkeakoululaki) (932/2014) § 41.
In these rules, the Student Union POKA of Karelia University of Applied Sciences is referred to as the student union.
2 § Purpose and activities
The Student Union’s task is to act as a link between its members and to promote their societal, social and intellectual endeavours related to studying as well as to the student’s status in the society. The student union prepares students for active, aware and critical citizenship. The particular task of the student union is:
1) to elect student representatives to statutory bodies and to participate in other statutory tasks or Karelia UAS which are mentioned in chapter 4.
2) participate, if necessary, in the implementation of the tasks concerning student health care provided by section 17§: of the Health Care Act (terveydenhuoltolaki) (1326/2010) and the Act on Student Health Care for Higher Education Students (Korkeakouluopiskelijoiden opiskeluterveydenhuolto laki) (695/2019). (17.5.2019/699)
The Student Union’s task is to select the student representatives to the Board of the University of Applied Sciences and other multi-member bodies referred to in Chapter 4 and to participate in other activities of the University of Applied Sciences.
The student union may acquire rights in its name, make commitments, own fixed assets and property, hold shares, receive legacies and donations, raise funds under appropriate permissions, engage in business to finance its activities, have a membership in national and regional student associations and student unions, and act as plaintiff and defendant.
The student union can financially support student communities relevant to their operations.
3 § Members and membership fee
Students who study in a degree programme at Karelia University of Applied Sciences may become members of the student union. The student union may also approve other students of Karelia University of Applied Sciences as members.
3.1. Actual member
The actual members of the student union can be full-time students, exchange students who are leading to a degree, and polkuopiskelijat.
3.2. Supporting member
The Board can accept private individuals and communities as supporting members who wish to support the activities of the student union.
3.3. Honary member
The Council or Representatives may, by decision, invite as an honorary member a person or community who has made a significant contribution to the Student Union’s activities.
3.4. Membership fee
The Council of Representatives of the student union imposes an annual membership fee for the next calendar year. The membership fee will be imposed for a term, a semester, or for total study time regardless of the duration of the degree.
The membership fee will be collected in the same amount according to the above times from all members who have registered as present and the paid membership fee will not be returned to the member.
3.5. Termination and dismissal of a member
A member may resign from the Student Union by notifying the board of the student Union or its Chair in writing, or by announcing the resignation to be recorded in the minutes of the Council or Representatives meeting. An actual member of the student union who has not paid their membership fee, or who is no longer a student of Karelia University of Applied Sciences, is considered divorced.
The Representative Council may, by a two-thirds (2/3) majority vote, dismiss a member who has significantly damaged the student union through his or her proceedings within or outside the student union. The expulsion of the actual member follows the procedure laid down in Sections 14 to 15 of the Associations Act (Yhdistyslaki) (503/1989). The removal of a non-member shall be decided by the Board by a simple majority.
4 § The Council of Representatives
The student union’s highest decision-making body is the elected Council of Representatives. The Council of Representatives is chaired by the chairperson, who is elected by the Council of Representatives from among its members. The term of office for the Council of Representatives is one calendar year. The election method of the Council of Representatives is specified in more detail in the Election Regulations (vaaliohjesääntö).
The executive manager of the student union shall act as the secretary of the Council of Representatives. If the executive manager is prevented, the Council of Representatives may invite a secretary to the meeting.
The responsibilities of the Council of Representatives are to:
– elect and relieve the Chairperson and Vice Chairperson of the Council of Representatives,
– elect and relieve the Chairperson, Vice Chairperson and members of the Board,
– appoint and relieve the auditor and their deputy auditor,
– approve the budget and operating plan,
– determine the amount of the membership fee and its method of collection,
– make a record of the annual report of the student union prepared by the Board,
– decide on the approval of the financial statements and on discharging the Board and other liable parties from liability,
– approve the necessary regulations and other rules it deems necessary,
– decide on selling or mortgaging properties, or selling or buying any property
– decide on the student union’s official principles and methods of communication,
– decide on dismissal of a member
5§ Election of the Council of Representatives
Twelve (12) members are elected to the Council of Representatives. All candidates not elected to the Council of Representatives work as deputy members to the members of the Council of Representatives. If a member of the Council of Representatives resigns or forfeits their eligibility during their term of office, or is elected to the Board, they shall be replaced by a deputy member with the highest comparative proportion of votes from the same candidate list.
If a candidate list has no deputy members, a deputy member with the highest comparative proportion of votes will be elected from amongst all candidate lists.
The Council of Representatives elections will be arranged adhering to proportional representation and using a list system of eligible members presenting as candidates. Anyone with the right to vote is eligible to become a member of the Council of Representatives. All members who have paid the membership fee have the right to vote.
The responsibility for arranging the student union elections lies with the central election committee elected by the Council of Representatives. The arranging of the elections is specified in more detail in the election regulations approved by the Representative Council.
A student union Board member or employee cannot simultaneously act as a member of the Council of Representatives. If a member of the Council of Representatives is elected to the Board or employed by the student union, a deputy member shall replace them in the Council of Representatives for the duration of their service for the Board or as an employee.
If a member of the Council of Representatives forfeits their eligibility or for other reason resigns from the Council of Representatives during their term of office, or is indisposed or for other reason unable to participate in a Council of Representatives meeting, they shall be replaced by a deputy member.
The Council of Representatives may dissolve itself and call for a new election. The decision on the dissolution of the Council of Representatives and arranging a new election must be made in two (2) successive meetings held at intervals of the minimum of two (2) weeks. The adoption of the decision requires over half of all of the Council of Representatives votes in both meetings. A new Council of Representatives shall be elected within one (1) month of the decision on the dissolution for the remaining term of office.
The dissolved Council of Representatives shall continue conducting its responsibilities until the new Council of Representatives is in place.
6 § Meetings of the Council of Representatives
An invitation to the meeting of the Council of Representatives has to be sent by email to all members of the Council of Representatives at least five (5) days before the meeting takes place. The meeting has to be announced publicly in a way decided by the Council of Representatives in the organization meeting. The invitation must include all the matters that will be discussed in the meeting. Matters that were not mentioned in the meeting invitation can also be discussed if the Council of Representatives so decides by a majority vote. However, decisions on matters stated in the § 23 of the Finnish Associations Act cannot be made unless they have been mentioned in the meeting invitation.
The Council of Representatives will convene:
After the election results have been verified and prior to the start of its term of office in an organization meeting where
– the composition of the Council of Representatives shall be verified,
– the Chairperson, Vice Chairperson and other necessary actors shall be elected out of the members of the Council of Representatives,
– the Chairperson for the student union Board shall be elected,
– the student union Board shall be elected,
– the decision shall be made on the method of publicly notifying of the meetings.
In the elections of the Chairperson, the candidate must receive more than half of the votes cast in the election held in connection with the assembly of the Council of Representatives.
In the spring meeting where
– the student union’s annual report prepared by the Board shall be presented,
– the financial statements are confirmed and the consequent measures shall be decided upon,
– a decision shall be made on the discharge of liability of the Board and other liable parties,
– the central election committee will be elected.
In the autumn meeting where
– the operating plan for the following year shall be decided upon,
– the budget for the following year shall be decided upon,
– the auditor and a deputy auditor or a corporation responsible for auditing shall be appointed,
– the amount of the membership fee and the handling fee for the following year shall be determined,
– the amount of the possible gratuity for elected board members shall be decided upon.
The Council of Representatives meeting is legal and has a quorum when the meeting has been appropriately convened and the Chairperson or Vice Chairperson and at least six (6) members of the Council of Representatives are present.
The Council of Representatives convenes at the invitation of the Board, if the Council of Representatives so decides or when at least three (3) members of the Council of Representatives request a meeting in writing from the Board to discuss a specified matter.
The additional meeting shall be held within two (2) weeks of the date on which the Board was verifiably notified of the request concerning the matter.
The student union members have the right to attend the Council of Representatives meetings unless the Council of Representatives through a majority vote decide to restrict the attendance right for the duration of the handling of a particular matter. The employees of the student union have the right to attend and the right to speak in the Council of Representatives meetings.
7 § Board
The Board holds the administrative and executive power in the student union. The responsibilities of the Board are to lead the student union’s operational activities, to be accountable for the administration of the student union and to ensure that the regulations in force are observed. The term of office of the Board is one calendar year.
The Board selects the student union’s Executive Director and other employees. The Chairperson of the Board acts as the Executive Director’s supervisor. The Executive Director acts as the supervisor for the other employees.
The Board consists of the Chairperson and four to seven (4-7) members.
An employee to the student union may not act as a member of the Board. The Executive Director of the student union shall act as the secretary of the Board. If the Executive Director is prevented, the Board may invite a secretary for the meeting.
The organization meeting of the Board must be held by the end of January at the latest. In the organization meeting, the Board elects a Vice Chairperson and agrees upon its internal division of responsibilities.
The Board shall be convened by the Chairperson of the Board or, if they are prevented, the Vice Chairperson. The Chairperson shall also invite the Board to convene whenever at least two (2) Board members request this in writing.
The Board shall decide in its organization meeting the method of convening the meetings.
The Board meeting is legal and has a quorum when the meeting has been appropriately convened and the Chairperson or Vice Chairperson and at least half (1/2) of the Board members are present.
The Chairperson and Vice Chairperson of the Council of Representatives shall have the right to attend and the right to speak in Board meetings. The Board may also grant other persons the right to attend and the right to speak. Each Board member has one (1) vote. The vote is person-specific and non-transferable.
If the Council of Representatives has discharged the Board or a Board member from their duties in the middle of the term of office, a new Board or Board member shall be elected for the remaining term of office. If the Council of Representatives discharges the Chairperson of the Board from their duties during their term of office, a new Chairperson of the Board shall be elected for the remaining term of office.
If the Board resigns or is discharged from its duties for some other reason, it shall continue performing its most urgent duties until a new Board is in place.
If the Council of Representatives is discharged during its term of office, the Board shall resign.
8 § Employees
The employees of the student union are the executive director and other employees deemed necessary. The Executive Director manages the operations of the Student Union Office and acts as a superios for other employees. The superior for the Executive Director is the Chairperson of the board. Other matters related to the Executive Director’s employment are decided by the Board. The selection of other employees, issuing a warning, lay-off and termination of employment are decided by the Board.
9 § Right of Initiative
All members of the student union have the right to make proposals to the Council of Representatives. The proposal shall be addressed to the Board, who will make a statement of the proposal within a month. The proposal shall be debated in the next possible Council of Representatives meeting.
The first signatory of the proposal has the right to be heard in the meeting of the Council of Representatives and the Board. The first signatory of the proposal must be notified of the decision.
10 § Decision-making
The decisions of the Council of Representatives are made through a simple majority of votes cast. If the vote is tied, the vote of the Chairperson is decisive, except for the election of individuals, in which case the matter is resolved through the drawing of lots. Elections of individuals are carried out by using a secret ballot. The election must be conducted by a secret ballot if at least one member in the meeting with the right to vote so requests.
11 § Electronic decision-making
Decision-making by the Board of the Student Union and the Council of Representatives can be arranged using telecommunications connections or with other technical aid. The use of electronic decision-making must be mentioned in the invitation to the meeting. The notice of the meeting shall also mention the conditions for such participation, the technical implementation of the participation, any restrictions of the member’s right to speak and the procedure to be followed (Yhdistyslaki/ Associations Act (503/1989) Section 24). In the case of possible closed ballots, care must be taken to preserve the secrecy of the election.
12 § Publicity of Documents and Right of Appeal
The decisions made by the student union on the basis of the Finnish Polytechnics Act 41 § and the documents regarding said decisions are public as stated in the Administrative Procedure Act (434/2003) and the Act on the Openness of Government Activities (621/1999).
The other student union documents are accessible to student union members unless otherwise specified by legislation.
The documents relating to the real estate or business activities of the student union and concerning private individuals are not public. The concerned party has the right to access the documents concerning themselves.
Proposals, drafts, reports, statements, memoranda and other such documents created by a body of the student union are not public.
The student union members have the right to access extracts of the minutes of the meetings of the student union’s Council of Representatives, Board and other bodies that are accessible to the student union members. These extracts are subject to a fee, the grounds for which are determined by the Board. The payment shall be made to the student union.
A decision concerning student union administration may be appealed as set out in the Finnish Polytechnics Act 41 §. In all other respects, the provisions of the Associations Act shall apply (YhdL 32 ja 33 §).
13 § Authority to Sign
An authorized signature on behalf of the student union is written by the Chairperson of the Board and the Executive Director together or by one of them together with the Vice Chairperson of the Board or the Chairperson of the Council or Representatives. The Executive Director may give An authorized signature alone in matters relating to employees.
14 § Finances
The student union is subject to the bookkeeping obligation. The bookkeeping shall be conducted, where applicable, in the manner referred to in the Accounting Act (1336/1997). The Board is accountable for the student union’s finances.
The student union shall either have an auditor and a deputy auditor appointed or a corporation responsible for auditing of the accounts. The auditor must be a certified public accountant.
The financial period of the student union is the calendar year. The Board shall prepare the financial statements and submit the documents required for auditing the accounts within four (4) months of the end of the financial period.
The Board shall deliver the financial statements and the audit report to the Council of Representatives with the notice of the spring meeting of the Council of Representatives at the latest.
15 § Amendments to the Rules
Any amendments to these rules shall be decided upon by the Council of Representatives. The amendments shall be decided upon in two (2) consecutive meetings held at an interval of two (2) weeks or more. In each meeting, the proposed amendment must receive at least two-thirds (2/3) of all Council of Representatives votes. The President of Karelia University of Applied Sciences shall ratify the Rules.
These rules were adopted in the meetings of the Council of Representatives of the Student Union of Karelia University of Applied Sciences held on 13 November 2012 and 28 November 2012. The President of Karelia University of Applied Sciences has confirmed the rules on 3 December 2012. The Rules take effect on 1 January 2013.
These rules have been opened for discussion during the term of office of the Council of Representatives in 2023. The rules have been approved at the meetings of The Council od Representatives of the Student Union of Karelia University of Applied Sciences POKA on 5 October and 11 December 2023. The President of Karelia University of Applied Sciences Petri Raivo has confirmed the rules on 19 December 2023. The rules enter into force on 1 January 2024 and are valid until further notice.
Joensuu 20.12.2023
Petri Raivo, president
Karelia University of Applied Sciences