Student Communities Directive

PART ONE

Purpose, Scope, Basis and Definitions

Objective

ARTICLE 1- The purpose of this directive is to contribute to the personal, social and cultural development of students enrolled in Konya Food and Agriculture University, to protect their physical and mental health, to raise them as researchers and creators in accordance with the corporate identity of the university, to make them benefit equally and regularly from the opportunities to be provided within the framework of the budgetary possibilities of the University, and thus to regulate the working procedures and principles regarding the establishment and obligations of student societies for educational, health, sports, social, cultural and scientific purposes to be established in order to help students use their time outside the classroom effectively and efficiently.

Scope and Basis

ARTICLE 2- This directive prepared on the basis of Articles 46 and 47 of the Higher Education Law No. 2547 and Articles 5, 15, 16 and 17 of the "Regulation on the Implementation of the Department of Medico-Social, Health, Culture and Sports Affairs of Higher Education Institutions" covers the principles regarding the establishment, functioning and termination of the Student Communities to be established within Konya Food and Agriculture University.

Definitions

ARTICLE 3- The concepts and definitions in this directive are as follows.

1. University : Konya Food and Agriculture University,
2. Board of Trustees : Konya Food and Agriculture University Board of Trustees
3. Rector : Rector of Konya Food and Agriculture University,
4. Department of Health, Culture and Sports: Department of Health, Culture and Sports,
5. ÖTK : Konya Food and Agriculture University Student Communities Commission,
6. Community: Student University-level societies whose establishment is approved by the University Administration,
7. Academic Advisor : The academic staff working in permanent status within Konya Food and Agriculture University, who is responsible to the Management for the execution of all activities of the Communities and who is responsible for the execution of all activities, who is interested in the subject and who is appointed by the Rector,
8. Student : Associate, undergraduate and graduate students enrolled at Konya Food and Agriculture University,
9. Directive : Konya Food and Agriculture University Student Communities Directive,
10. Internal Regulations: The working principles prepared by the Student Societies,
11. General Assembly : The general assembly formed by the registered members of the Student Communities,
12. Board of Directors : The Board of Directors of the Student Community,
13. Student Council President: Konya Food and Agriculture University Student Council President.

PART TWO

Management, Organs and Functioning

Administration :

1. Student Societies Commission:

ARTICLE 4- The Student Societies Commission consists of five members, including the Vice Rector in charge of the Department of Health, Culture and Sports (Chairperson) to be appointed by the Rector at the beginning of each academic year for student activities, one person to be appointed by the Rector from among the Academic Advisors of Student Societies, the Head of the Department of Health, Culture and Sports, one person to be elected by secret ballot and open count by the presidents of the Student Societies who hold their general assemblies for the academic year, and the President of the Student Council. In case of disagreement, the Rector may dissolve the commission. The secretariat services of the Commission are carried out by the Department of Health, Culture and Sports.

Duties and Responsibilities of the Student Communities Commission

ARTICLE 5- The duties of the Student Societies Commission are as follows:

1. To ensure that student activities are carried out in accordance with the objectives of higher education set out in Law No. 2547 and the mission and vision of the University,
2. To program and supervise the implementation of extracurricular scientific, cultural, social and sportive activities of students, and to encourage each student to become a voluntary member of at least one community related to these activities,
3. To ensure that revenues from internal and external sources are used in a balanced manner for various societies, together with the appropriation set in the budget to support student activities,
4. To evaluate proposals for the establishment of student societies,
5. To evaluate the annual activity reports of the communities
6. To ensure that the facilities such as rooms, equipment, materials, etc. provided by the University for student organizations are used and protected in the most beneficial way in accordance with the purpose of allocation,
7. At the end of the academic year, prepare a report on student societies and their activities and submit it to the Rector's Office,
8. To ensure the establishment, suspension or closure of Student Societies.
9. Gathering as needed and evaluating the situation regarding the work.

Student Communities

Establishment of Student Communities

ARTICLE 6

Students make the first application for the establishment and functioning of the society to the Department of Health, Culture and Sports during the academic year. The applications are evaluated within 2 (two) months. Newly established societies become operational with the approval of the Student Societies Commission.

In order to work in line with their interests, students who want to establish a community apply with a letter of acceptance from the lecturer who wants to undertake the duty of Academic Advisor, the community founding member form, a list of members consisting of at least 16 people and a cover letter with the community's bylaws.

The community, which is allowed to be established, convenes the general assembly within one month and elects the board of directors. The elected Community Board of Directors is submitted to the approval of the Student Communities Commission by the Department of Health, Culture and Sports.

Each student community must have a statute that clearly defines its purpose and functioning. Community bylaws cannot contain provisions contrary to the directive. The following points must be included in this statute:

According to this

1. Name and address of the community,
2. The purpose of the community and the main fields of activity and working style related to the realization of this purpose,
3. The names and surnames of the founders of the community, their Faculty / Institute / School / Program student numbers, residence addresses, e-mail addresses and mobile phones, if any,
4. Conditions for becoming a member of the Community, withdrawal and dismissal from membership,
5. Election of the board of directors of the community, its duties, the number of full and substitute members of the board of directors, meeting, decision-making procedures and forms,
6. How the charter will be amended,
7. The names, duties, authorities and signatures of the Academic Advisor of the Community, the Community President and the members of the Temporary Board of Directors must be included.

Functioning

Working Principles of Student Societies

ARTICLE 7- The working principles of Student Societies are specified below:

1. Societies carry out their activities in accordance with the Constitution of the Republic of Turkey, the Higher Education Law No. 2547 and other legislation issued pursuant to this law. They cannot engage in attitudes and behaviors contrary to the integrity of the country and our national unity and solidarity.
2. The student societies carry out their activities under the supervision of the Department of Health, Culture and Sports within the knowledge of the Student Societies Commission.
3. They organize events such as conferences, panels, symposiums, shows, competitions, seminars and various publication activities in the fields in which they operate.
4. Societies cannot engage in activities that are inappropriate for the academic environment of the university, and if they do, their activities are terminated.
5. More than one student community cannot be established for the same purpose, they cannot go beyond their own field of activity and they take care not to enter the activity areas of other communities. However, societies may organize joint activities.
6. Societies must hold their ordinary general assemblies within the first month of each academic year and form their governing bodies.
7. The Student Societies Commission may terminate the activities of the societies that do not carry out sufficient activities during the academic year, fail to register members, or carry out activities contrary to the directive and bylaws of the society.
8. Societies cannot be established on subjects whose fields of activity are not continuous and cover a certain period of time.
9. Societies are obliged to submit their annual activity programs to the Student Societies Commission within the first one (1) month of the academic calendar and to have the document approved within 10 days at the latest regarding the activities they will organize. Applications for activities that are not included in the activity plans of the societies, but which are desired to be organized later, are submitted to the Department of Health, Culture and Sports and are evaluated.
10. They discuss and decide on the situation of members who have attitudes and behaviors incompatible with the aims and principles of the Community. They also report this situation to the ÖTK
11. Societies may not organize activities that may lead to the deterioration of students' general morality, drugs, gambling, etc. harmful habits.
12. Activities cannot be organized without the knowledge and approval of the Academic Advisor.
13. The SCT holds at least one evaluation meeting each semester with the Student Community Presidents and Advisors.
14. Societies take care not to organize activities that will bring financial burden to the University as much as possible,
15. The reports to be prepared by the community about the activities carried out during the year are submitted to the Student Communities Commission at the end of the academic year.

Academic Advising

ARTICLE 8

1. Each community must have an academic advisor from among a full-time faculty member of the University to ensure coordination with the administration, responsible to the Student Communities Commission for all activities of the community. Unless it is compulsory, a faculty member cannot be an academic advisor for more than one student community.
2. The Academic Advisor is determined from among the faculty members of the University with the written approval of the community management and the approval of the Student Communities Commission.
3. They assist in the preparation of the bylaws and work programs of the societies to be established for the realization of the purpose in the first article of the directive.
4. They supervise the activities of the society on behalf of the SCS, help in their execution and are responsible for their activities, adhering to the principles of the directive.
5. They assist in the preparation of the budget according to the needs of the community and work on the basis of senior management to benefit from the university's money, tools, equipment and space facilities.
6. They supervise the work of the board of directors and the organization and reporting of documents.
7. By attending the academic advisor meetings organized by the Student Communities Commission, they contribute to the healthy understanding and cooperation between the communities.
8. In the event that the Academic Advisor of the Community leaves the advisory position with or without an excuse, a new academic advisor is determined with the approval of the Student Communities Commission upon the application of the Community Board of Directors.

PART THREE

Membership to Student Societies

Membership

ARTICLE 9- Associate, undergraduate and graduate students enrolled in our university can be members of the Student Communities established within Konya Food and Agriculture University. Students who voluntarily want to become a member of the communities, accept the community charter and meet the conditions for membership are accepted as members with the decision of the community board of directors. In order for students to be elected to administrative duties and to continue their duties, they must not have received any disciplinary punishment within the scope of the Higher Education Institutions Student Disciplinary Regulation and other legislation in force.

Each student has the right to be a member of one or more societies. However, they cannot be elected to the board of directors of more than one society and cannot take office.

Vacant memberships are elected among the substitute members instead of those who have to leave the management duty due to the termination of student membership or for other reasons. Faculty members of the university can be a member of the societies, participate in and support all kinds of activities, but they cannot be elected to management/supervisory duties.

Dismissal of Community Membership

ARTICLE 10 -If those who work against the objectives of the society, receive disciplinary penalties, are convicted of any crime and do not fulfill the assigned task, persist in these attitudes despite the warning of the board of directors of the society, they are removed from membership with the proposal of the board of directors of the society and the absolute majority decision of the general assembly. Students whose membership is terminated cannot be a member of the same community for one year. Students whose membership is terminated make their objections to the Student Communities Commission.

Community members can resign from membership voluntarily. The resignation takes effect with the decision of the Board of Directors.

SECTION FOUR

Community Organs

ARTICLE 11-The organs of the Community are as follows:

1. General Assembly
2. Board of Directors
3. Supervisory Board

General Assembly :

ARTICLE 12 -The general assembly is the upper decision-making body of the society and consists of the registered members of the society. The General Assembly convenes at the beginning and end of each academic year. It takes decisions with one more than half of the number of members attending the meeting. If the majority is not achieved, the meeting is repeated one week later at the same place. If the quorum is not met again, the majority is not sought in this meeting. Extraordinary meetings are also convened upon the proposals of the Board of Directors and the Board of Auditors or upon the written request of the absolute majority of the members. Ordinary and extraordinary meetings are announced one week in advance.

When deemed necessary, the Student Societies Commission may also call the general assembly for a meeting. The Rectorate may have observers at the General Assembly if deemed necessary.

Duties of the General Assembly

ARTICLE 13 -The duties and powers of the General Assembly are as follows:

1. To elect the board of directors, supervisory board and substitute members for each academic year,
2. To discuss and decide on proposals for amendments to the bylaws, if any,
3. To decide on dismissal from membership with the absolute majority of the members,
4. To discuss the reports of the boards of directors and auditors and to release the board of directors,
5. To discuss and decide on the budget prepared by the Board of Directors,
6. To decide on the measures to be taken for the realization of the student community purpose,
7. To approve the activity reports at the beginning of the academic year, and at the end of the academic year, to examine and decide on the end-of-semester report of the community and the reports of the supervisory board.

Board of Directors

ARTICLE 14 -The board of directors consists of at least five full and five substitute members elected by the general assembly by secret ballot and open classification. The board of directors elects the chairman, maximum 2 (two) vice-chairmen, treasurer, secretary and full member at the first meeting. The chairman of the board of directors is also the chairman of the community. The community president carries out administrative procedures related to the realization of community activities. In this context, it ensures communication between the community and the Advisor and the Department. The term of office of the community president is one year, and those whose term of office expires can be re-elected in the same manner and submitted to the approval of the Student Communities Commission. Community presidents can serve for a maximum of two years.

The Student Societies Commission may dismiss the president of the society in cases where membership requires dismissal. All activities of the board of directors take place within the knowledge of the academic advisor of the community.

Decisions in the board of directors are taken by majority vote. In case of equality of votes, the chairperson's vote counts as two. The membership of those who do not attend the board of directors meeting three times without notifying the excuse before the meeting day ends and they are replaced by substitute members. Advisors are natural members of the Board of Directors, but cannot vote.

Duties of the Board of Directors

ARTICLE 15 -The duties and powers of the Board of Directors are as follows:

1. To carry out the procedures for accepting new members, updating memberships and dismissal from membership,
2. To prepare and implement the annual work program on time,
3. To obtain the necessary permission for the activities to be organized by the community,
4. To determine the date, time and place of the general assembly meetings,
5. To announce the activities and external communications of the society inside and outside the university to the Student Societies Commission and to obtain its approval,
6. To submit the results of the election of the Board of Directors to the Department of Health, Culture and Sports within one week at the latest,
7. To prepare the changes it deems necessary in the working principles of the Community and submit them to the General Assembly,
8. To make negotiations with the relevant persons, institutions and organizations for the realization of the approved events and to ensure that the organization is carried out.
9. To cooperate with other communities operating at the university,
10. To submit the forms, documents and documents that need to be organized about the societies to the Department Head after filling them out.
11. To ensure that the working office, fixtures and other materials provided by the University to the communities are used for their intended purpose and kept organized and clean.

Supervisory Board

ARTICLE 16 -The supervisory board consists of three full and three substitute members elected by the general assembly by secret ballot and open classification for one academic year. A vacancy in the board of auditors shall be filled by the next substitute member. The members of the Supervisory Board must not have any criminal record and must not have received any disciplinary penalty.

Duties of the Supervisory Board

ARTICLE 17-The duties of the Supervisory Board are as follows:

1. To examine the books and documents related to the budget and account transactions of the society at the end of each academic year and to present the results in a report to the board of directors and the general assembly,
2. To be present at the meeting where the community activity plan and budget for the next academic year organized by the Board of Directors will be discussed and to report their suggestions.

SECTION FIVE

Financial Affairs and Records

Financial provisions

ARTICLE 18 -At the beginning of each academic year, the executive board of the society proposes the nature, breakdown and cost of the activities envisaged during the year to the Student Societies Commission in the form of an activity program. The activity program related to the financial provisions is implemented with a cover letter stating the opinion of the Student Societies Commission and after the approval of the Rector's Office.

Revenues and Expenses of Student Societies

Revenues

ARTICLE 19 -Societies cannot generate income or make expenditures on their own behalf. However, in the activities to be carried out, the supporting company / sponsor support can be selected with the request of the community board of directors and academic advisor, the proposal of the Department of Health, Culture and Sports, the approval of the Secretary General / Vice Rector and the approval of the Rector / Chairman of the Board of Trustees.

Expenses

ARTICLE 20 -Although the purpose and functioning of the student societies of Konya Food and Agriculture University does not aim to organize activities that require financial resources, the expenditures needed for the activities to be carried out with the permission of the Student Societies Commission are covered by the Department of Health, Culture and Sports with the approval of the Rectorate / Presidency of the Board of Trustees within the budget possibilities.

ARTICLE 21 -For events not organized by the Societies, money can be transferred by the Department of Health, Culture and Sports with the approval of the Rectorate / Board of Trustees within the budget possibilities.

Supporting (Sponsorship)

ARTICLE 22 -Student societies may receive supportive assistance from various private, individual, public institutions and organizations in order to carry out their activities. Before receiving supportive services, the Department of Health, Culture and Sports is informed about the nature of the cooperation and the support to be provided. If the proposal of the head of the relevant department is approved by the Secretary General / Vice Rector and with the approval of the Rector / Chairman of the Board of Trustees, the event is held. The activities and promotional activities of the supporting organizations during the event must comply with the laws and regulations. The sponsorship agreement cannot be of a nature that will push Konya Food and Agriculture University to legal and financial responsibility. Sponsorship proposals from companies that produce products harmful to youth, especially alcohol and tobacco products, and have high environmental impact are not accepted.

Forms and Files to be Organized

Article 23 - Thefollowing forms are organized and files are kept in student societies:

1. Member Registration Form: After filling in the member forms provided by the Department of Health, Culture and Sports, a copy of it is submitted to the Department in addition to the decision of the Community Board of Directors. This form includes members' identity information, home addresses, contact information, classes they are enrolled in, departments and signatures.
2. Incoming and Outgoing Document Records: Followed by the Department of Health, Culture and Sports.
3. General Assembly and Board of Directors Decision Form: Forms provided by the Department of Health, Culture and Sports are filled in at the end of the board meetings. One copy of the decisions of the General Assembly and the Board of Directors of the Community is delivered to the ÖTK and one copy to the Department of Health, Culture and Sports. The transcripts of the decisions are kept in the file in the community board of directors.
4. Annual Work Program: A copy of the form obtained from the Department of Health, Culture and Sports is submitted to the Department of Health, Culture and Sports within the first month of the academic year.
5. Annual Work Report: A copy of the form obtained from the Department of Health, Culture and Sports is submitted to the Department at the end of the academic year.
6. Correspondence File; This file contains the work program, reports and other documents.
7. The board of directors is responsible for the protection of the fixtures used by the communities within the scope of their activities, the organization and protection of community forms and correspondence, and the storage of documents such as documents and photographs related to the activities that will form the community archive.

SECTION SIX

Termination of Societies and Membership

Closure of Communities

ARTICLE 24 -

1. The society may be dissolved by a two-thirds majority of the total number of members of the general assembly. This situation is notified to the SCS.
2. In the event that the number of members of the society falls below the number (including substitute members) to form the management and supervisory bodies, the society is closed with the approval of the Student Societies Commission and the approval of the Rector.
3. Within the scope of the activities of the community, if it is determined that the community engages in behaviors that disrupt the national unity and integrity of the country, in activities contrary to the general rules of morality in the legislation in force and the laws, regulations and directives of the Presidency of the Council of Higher Education and the University and the provisions of this directive; The community is closed with the proposal of the Department of Health, Culture and Sports and the approval of the Student Communities Commission. The provisions of the Student Disciplinary Regulation of Higher Education Institutions are applied to the members who cause the closure of the community, and legal proceedings are taken against them when necessary.
4. A communitythat does not carry out at least two activities in accordance with the purpose of its establishment in an academic year, does not submit its work report to the Student Communities Commission until the end of the academic year at the latest and the activity program until the end of the first month of each academic year, and does not convene its General Assembly within the period specified in the community's statute, except for activities such as "festivals and festivals" that are jointly carried out by the university administration and all communities, is warned in writing by the Department of Health, Culture and Sports upon the recommendation of the Student Communities Commission. A society that fails to fulfill the warning or receives a second warning, including the previous academic year, is closed by the Rector's Office with the approval of the Student Societies Commission.
5. If the society, which has been warned for not doing the necessary work, does not work in accordance with its purpose in the next semester or does not convene its general assembly, it is closed by the Rector's Office with the appropriate opinion of the Student Societies Commission.
6. All disputes regarding the societies are resolved by the Student Societies Commission.
7. Appeals to the decisions of the SCC are made to the Rector's Office.
8. The assets of the closed societies are transferred to other societies deemed appropriate or to the Department of Health, Culture and Sports.

Disciplinary Affairs

ARTICLE 25 -Student society members may not engage in any activity that is considered a disciplinary offense in the provisions of the Regulation on Student Discipline of Higher Education Institutions and that requires disciplinary punishment. Membership of those for whom disciplinary action has been finalized is terminated.

CHAPTER SEVENTH

Miscellaneous and Final Provisions

Cases where there is no provision

ARTICLE 26-The Rectorate and the chairmanship of the Board of Trustees are authorized to make and implement decisions on matters that are not included in this directive.

Effectiveness

ARTICLE 27 -This directive enters into force as of the date it is accepted by the Senate of Konya Food and Agriculture University and approved by the Board of Trustees.

Execution

ARTICLE 28 -The provisions of this directive consisting of seven sections and 28 articles are executed by the Rector of Konya Food and Agriculture University.

PROVISIONAL ARTICLE 1) The periods specified in articles 4 (a); 7 (d) and 23 (ç) of this Directive are not applicable for the 2016-2017 academic year.

PROVISIONAL ARTICLE 2) The establishment of Student Societies may continue during the 2016-2017 Academic Year.