House Rules

1.

Members

Members

1.1. Admission of membersMembers to the association.

Association

1.1.1. The request for admission as an ordinary member shall only be
 granted after the membership fee has been paid, upon which they become a
 candidate member.
1.1.2. A candidate member becomes a full ordinary member upon
 attendance of a GA or having a proxy attend on their behalf.
1.1.3. A candidate member retains all the same rights as an ordinary
 member, but does not contribute to the minimum member attendance for
 a GA decision to be valid.
1.1.4. Article 1.1.3 Doesdoes not apply for motions to dissolve the association.

1.2. Membership Length

The membership ends, unless otherwise agreed upon, at the end of the
 academic year.

1.3. Membership Fee Refund

No membership fee will be refunded upon termination of membership.

1.4. Rights of Ordinary Members

The rights of ordinary members are:

• 1.4.1. To participate in member-only activities and events.
  
• 1.4.2. To attend general assemblies, and to speak and put forward
   proposals in them.
  
• 1.4.3. To call for general assemblies as detailed in article 13.4 of
   the statutes.
  
• 1.4.4. To exercise voting rights in general assemblies.
  
• 1.4.5. To interpellate the board during general assemblies.

1.5. Extraordinary Members

1.5.1. Individuals who require temporary membership to access the
 benefits of StudSec, such as non-member board members or
 committee advisors, will have an extraordinary membership that
 concludes when their role ends.
1.5.2. The request for admission as an extraordinary member shall
 only be granted through a general assembly decision following a
 proposal by the board.

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1.5.3. The rights of extraordinary members are the same as those of
 ordinary members.members, Butbut do not have the rights detailed in articles
 1.4.3 and 1.4.4.

1.6. Honorary Members

1.6.1. The rights of Honorary Members are to attend general assemblies
 and to participate in association activities, unless specified otherwise by
 the event description.
1.6.2. Honorary members are exempt from membership dues.
1.6.3. An individual may be appointed as an honorary member provided they
 meet one or more of the following criteria:

• 1.6.3.A. They have contributed effort to association activities
   over a number of years;
  years.
• 1.6.3.B. They have actively participated in association activities
   and attained a certain social status within the association as a
  result;
   result.
• 1.6.3.C. The association has frequently and successfully relied
   upon their support.
  
  

  1.6.4. The final decision regarding the acceptance of a person as an
   honorary member shall be made by the general assembly.

1.7. Members of Merit

1.7.1. Members of Merit have the same rights, entitlementsentitlements, and restrictions
 as Honorary members specified in 1.66.

1.8. Donor Members

1.8.1. Donor Members have the right to attend general assemblies and
 participate in association activities, unless otherwise specified by the
 event description.
1.8.2. Donor members are recognized by the board, after they make a
 financial, unconditional,unconditional contribution to the association, of at least 10
 times the normal membership fee.
1.8.3. Donorship ends under the following conditions:

• 1.8.3.A. With the death of the donor;
  donor.
• 1.8.3.B. With the termination of the donorship by the donor;
  donor.
• 1.8.3.C. With the termination of the donorship by the
  association;
   association.
• 1.8.3.D. At the end of the academic year in which a donation
   was last made.
  
  

  1.8.4. When donorship automatically ends in accordance with Article 1.8.3,
   the board can decide upon extending the donorship until the end of the
   next academic year,year if the last donation was done shortly before the end
   of the academic year.

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1.9. ReunionistsReunionist Members

1.9.1. Reunionists have the right to attend events which explicitly specify
 their eligibility.
1.9.2. An individual may be appointed as a reunionist provided they meet
 the following criteria:

• 1.9.2.A. They have previously held a membership category
   within the association.
  
• 1.9.2.B. They have demonstrated ongoing interest and
   participation in the association’s activities post-membership.
  1.9.3. The final decision regarding the acceptance of a person as a
   reunionist shall be made by the general assembly following a proposal by
   the board.
  1.9.4. Reunionists are recognized for maintaining their connection and
   engagement with the association even after the conclusion of their initial
   membership.
  1.9.5. Reunionist status can be terminated under the following conditions:
  
• 1.9.5.A. - With the death of the reunionist.
  
• 1.9.5.B. - With the termination of reunionist status by the
   reunionist.
  
• 1.9.5.C. - With the termination of reunionist status by the association.
  association.

  1.9.6. Reunionist status may be extended or reinstated based on continued
   interest and participation in the association’s activities and subject to
   approval by the board and general assembly.

2.

The board
Board

2.1. Duty of the Board

The board is tasked with the explanation and upkeep of the statutes and house rules,
 and with the implementation of decisions made by the general assembly. The board is
 accountable to the general assembly.

2.2. Tasks of the Board

The tasks of every board member are to be discussed with their fellow board members,
 with the constraint that at least all the following tasks are to be fulfilled:

• 2.2.1. Coordination of all proceedings.
  
• 2.2.2. Chairing all board meetings and general assemblies.

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• 2.2.3. Taking Minutes
  

  • 2.2.3.A. Taking minutes of all board meetings.
    
  • 2.2.3.B. Taking minutes of all general assemblies.
    
• 2.2.4. Managing all correspondence, both incoming and outgoing.
  
• 2.2.5. Announcing all general assemblies.
  
• 2.2.6. Managing member administration.
  
• 2.2.7. Collecting and managing funds, as well as maintaining accurate
   bookkeeping.
  
• 2.2.8. Making a budget at the start of the financial year, as well as making a
   financial statement at the end of it.
  
• 2.2.9. Making a yearly report or summary of activities.
  
• 2.2.10. Presenting an overview of the current financial situation to the
   Financial Committee at the end of the board year.
  
• 2.2.11. Making sure that StudSec has a board.
  
• 2.2.12. Ensuring the board transition.
  
• 2.2.13. Ensuring the wellbeing of the members within the association.
  

It also applies that tasks 2.2.1 and 2.2.2 are part of the function of chairperson, tasks
 2.2.3, 2.2.4, 2.2.5, and 2.2.6 are part of the function of secretary, and tasks 2.2.7 and
 2.2.8 are part of the function of treasurer.

2.3. First General Assembly

Before the 21st of November of every calendar year, a general assembly is to be called.
 The following points will be discussed there:

• 2.3.1. The presentation of the budget for the coming book year, preferably
   presented by the treasurer.
  
• 2.3.2. The explicit opportunity for the general assembly to apply changes to
   the presented budget.
  
• 2.3.3. A vote to approve the presented budget and the changes proposed by
   the general assembly.
  
• 2.3.4. Only board members are required to be introduced as per article
   12.2.C of the statutes.

At this general assembly, points 2.3.1 to 2.3.3 are to be settled before any other
 substantive matters.

2.4. Approval for non-Non-Budgeted Expenses

For non-budgeted expenses that amount to a minimum of 1000€ or 25% of the yearly
 budget, the board needs the approval of the general assembly.

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2.5. Board Vacancies

In the case that vacancies arise in the board that cannot be filled internally, the board is
 to fill the vacancies as stipulated according to the statutes.

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Committees

3. Committees

3.1. Creation of Committees

If deemed necessary or desirable, a committee may be instituted for the purposes of
organising organizing activities or performing duties. A committee can be created by either:

• 3.1.1. The Board
  
• 3.1.2. The General Assembly
  

3.2. Disbandment of Committees

If deemed necessary or desirable, a committee may be disbanded for the purposes of
 financial or operational stability and upkeep, or due to a conflict with the interests of the
 association, its statutes, or its rules, or if a committee is no longer needed,needed ifafter it servedserving its
purpose, for example.purpose. A committee may be disbanded by either:

• 3.2.1. The Board
  
• 3.2.2. The General Assembly.

In the event that a committee is disbanded, any budget allocated to it shall be
 reallocated at the discretion of the Treasurer. A decision for disbandment of a committee
 by the board may be appealed to the General Assembly.

3.3. Accountability of Committees

The board is responsible for the actions of a committeecommittee, and the committee must thus
 account to the board.

3.4. Internal Communication of Committees

To ensure better communication between the board and committees, a board member
 will be appointed as liaison for every committee, who is tasked with facilitating
 communication between the board and that committee.

3.5. Financial Management of Committees

The financial activities of the committees account to the Treasurer.

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3.6. Accessibility of Committees

The composition and the division of tasks of each committee must be laid down and
 made available at all times to members of the committee who wish to take cognizance of
 it.

4.

Financial committee

Committee

4.1. Eligibility of the Committee

Members of the board are excluded from admission into the financial committee. If a
 member of the financial committee becomes a member of the board, their membership
 of the financial committee is terminated.

4.2. Forming of the Committee

The financial committee for the coming book year is decided during the general
 assembly referred to in article 19 of the statutes.

4.3. Disbandment of the Committee

The financial committee is to be disbanded after approval of the final yearly financial
 report by the general assembly.

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5.

General assemblies

Assemblies

5.1. Condition for Assemblies

5.1.1. A general assembly is to be called:

• 5.1.1.A. When the statutes or house rules prescribe one.
  
• 5.1.1.B. When the board considers one necessary.
  
• 5.1.1.C. When a written request is signed by as many members
   as is statutorily stipulated, with a statement of points that are to be
   discussed, submitted to the secretary. The board is to follow up on
   this request within ten business days.

5.1.2. A general assembly shall be convened on any valid day, provided it
 does not fall during academic holidays, on Sundays, or during exam
 periods.

5.2. Method for Calling a General Assembly

A general assembly must be called for at least ten business days prior to the chosen
 date. The call for a general assembly should take place as follows:

• 5.2.1. An invitation must be sent to all members that can participate in the
   general assembly, in accordance with article 13.2 of the statutes.
  
• 5.2.2. All documents relevant to the general assembly, including a
   preliminary agenda, must be submitted with the aforementioned invitation.
   A member can obtain a physical print of the documents by requesting the board, within a
   reasonable time of the start of the General Assembly.
  

5.3. Motions to changeChange StatuesStatutes or House Rules

Proposals to amend the statutes or house rules may be submitted by the board or by at
 least as many members as determined in the statutes. A general assembly must be
 convened within thirty business days of submission, wherein the proposals will be voted
 upon.

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5.4. Chairperson's Authority and Member Participation

5.4.1. The chairperson gives the word to a member when asked. The
 chairperson is, however, not required to give the word to the same person
 about the same subject more than three times, barring general assembly
 appeal. The chairperson has the right to have a member removed from
 the general assembly, barring general assembly appeal.
5.4.2. The chairperson is to put all motions to a vote,vote in the order they were
 submitted to the general assembly, unless the submitter or the general
 assembly grants an extension as specified in the agenda.

5.5. Voting

5.5.1. A general assembly vote can take place by a show of hands, unless
 anyone present expresses the preference for a written vote. The
 chairperson decides the procedure in the case of a written vote. The only
 written votes that are considered as a valid cast votevotes are ballot sheets
 that have been filled in by members that are entitled to vote. The
 established procedure must be complied with.
5.5.2. Written votes are anonymous. Votes involving individuals shall be
 anonymous.
5.5.3. In case of absence, a member can authoriseauthorize another member to vote
 on their behalf by writing to the secretary. This person can also express
 their vote on a specific agenda item.
5.5.4. Votes of abstinence may be conducted by a show of hands as an
 alternative to article 15.5 of the statutes.

5.6. Minutes of General assemblies
Assemblies

The minutes of a general assembly are to be published within four weeks of the general
 assembly.

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Transfer

6. Transfer

6.1. Board Dismissal

Before the end of every board year, new board members are chosenchosen, and steps are
 taken to ensure a smooth board transition. The old board, with the exception of the
 treasurer, is discharged directly after the switching of the board and transfers its powers.
 The treasurer is dismissed from office directly after the switching of the board. The
 treasurer is discharged after the approval of the yearly financial report by the general
 assembly.

6.2. Board Applications

When a new board is to be chosen, the board is to seek applicants. It is to accomplish
 this by searching for applicants itself. Every member can also apply as an applicant for the
 new board during the board year until a date decided by the board. This date is to be
 made known to members at least twenty business days before its arrival.

6.3. Presentation of Candidate Board

The names of the members of the candidate board are to be presented for at least ten
 business days. The names of the candidates and the period of presentation are made
 known to members in writing.

6.4. Proposal of a Counter Board

During the GA where a new board is voted onon, members may propose a counter board
 and hold a runoff election.

6.5. Presentation of a Counter Board

If there are counter-candidates, the board will communicate to the members in writing
 their names, the placeplace, and the date of voting. This is to happen at least seventy-two
 hours before the vote. This vote is to be a written vote.

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6.6. Voting between Proposals

The board is to be chosen by absolute majority of the amount of cast votes. If no one
 has received the absolute majority of votes, a revote will take place between the two
 candidates that have received the most votes. The majority of votes decides in the case
 of a revote. If the votes are tied, another revote will take place.

Social Event Rules

7.1. Social Event rules

Definition

7.1. Social event Definition
StudSec recognizes social events organised in the name of the association (such as
 borrels or Hack N Chills) and their importance as a place and moment for members to
 meet each other.

7.2. Sober Duty

7.2.1. The board is always ultimately responsible for the course of a social
 drink and other events with alcoholic consumptionsconsumption organised in the name
 of the association.
7.2.2. During the entire time frame of a drink or other event involving
 alcoholic consumptionsconsumption organised in the name of the associationassociation, at least
 one person present remains completely sober. At least one person ismust be a
 board member and must make themselves known to the security of the
 VU as designated sober duty in the case the event is held on campus.
7.2.3. The designated persons for sober duty are also responsible for
 maintaining awareness regarding social safety to the best of their ability.
 Members can report cases of discrimination, harassment, or assault
 during the event to the sober duty person, who must then report the
 incidents to the Board. Such reports are always classified and restricted
 to the Board. In the event that an incident involves a Board member, the
 sober duty person must report the case to the Social Safety Team of the
 VU.

7.3. Alcohol Dispensing Rules

7.3.1. Members serving alcoholic beverages must recognize intoxicated
 (drunk) people,people must not provide them with more alcoholic beverages and
 must inform the sober duty.

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7.3.2. During the entire time frame of a social drink or event involving
 alcoholic consumptionsconsumption organised in the name of the association, there
 should always be non-alcoholic beverages available that are cheaper
 than alcoholic beverages.
7.3.3. Games with the goal of alcoholic consumption are prohibited and it is
 the boardsboard's and the organising committee’s responsibility to enforce this
 rule.
7.3.4. Canal water is provided free of charge to all attendees at all times if
 tap water is not available.

8.

Anti-Discrimination and Inclusivity Policies

8.1. Anti-Discrimination Policy

8.1.1. Discrimination of any kind shall not be tolerated within the StudSec
 association. This includes, but is not limited to, discrimination based on
 race, gender, sexual orientation, religion, age, disability, or socioeconomic
 status.
8.1.2. Any form of harassment or bullying, whether verbal, physical, or
 online, is strictly prohibited. Members are encouraged to report any
 incidents of harassment or bullying to the board, or to the designated
 sober duty person during events.
8.1.3. Members who feel they have been discriminated against or harassed
 can confidentially report the incident to the board. The board is obligated
 to investigate all reports and take appropriate action, ensuring the
 reporting member's safety and privacy.

8.2. Inclusivity in Promotion and Advertisement

8.2.1. Advertisement of certain beliefs, religions, or any content that might
 make a member feel excluded due to their identity shall not be tolerated
 or promoted with a bias.
8.2.2. If the association chooses to promote any religious or belief-based
 content, it must be inclusive and promote all other beliefs equally. The aim
 is to foster an environment of mutual respect and inclusivityinclusivity.
8.2.3. Official communication channels of the association, including social
 media, newsletters, and events, should remain neutral and refrain from
 promoting any single belief, religion, or ideology over others.
8.2.4. All association activities, events, and materials should be accessible
 to members of all backgrounds and identities, and efforts should be made
 to accommodate specific needs upon request if it is within the
 association's control.