I Name, Domicile and Purpose

1§ The name of the association is International Club ESN INTO, referred hereafter as the “Club”. The Club is an affiliated association of the Student Union of Tampere University of Technology (TTYY).

2§ The Club was founded on 06.03.2007.

3§ The domicile of the Club is Tampere.

4§ The official language of the Club is English.

5§ The purpose of the Club is to operate as a link between international and Finnish students at Tampere University of Technology (TUT), and help international students to integrate better into Finnish society. To reach the above-mentioned goals the association can for example: - cooperate with the guilds, Student Union, International Office and Student Services of TUT, other Finnish higher education institutes (HEIs), non-profit associations, members of the Erasmus Student Network (ESN) and business life in Finland; - arrange study, work-related and recreational excursions, meetings, seminars, evening gatherings, discussion groups and other events; - inform about the Club’s activities to all students at TUT; and - publish a magazine.

6§ To support its activities the Club can receive financial support and donations, practice sales and other activities and arrange entertainment events and lotteries with the necessary licenses.

7§ The Club is accountable for its actions to the Student Union Board of Tampere University of Technology.

II Members and Payments

8§ The Club can have actual members, support members, and honorary members. An actual member of the Club has to be a member of TTYY.

9§ Every member of TTYY interested in the activities of the Club is entitled to become an actual member of the Club by paying the sign-up fee of the Club or by being granted a membership of the Club by a general meeting.

10§ When giving up the membership of TTYY, the actual member of the Club gives up the membership of the Club as well.

11§ Any person or legal entity interested in supporting the activities of the Club can become a support member by paying the support membership fee.

12§ The Club can invite persons to become honorary members with three fourths (3/4) majority of general meeting votes. Honorary members can be people who have contributed to the activities of the Club or otherwise facilitated its aims significantly.

13§ The proposal for honorary membership is made by the Club’s executive board or by a group of at least fifteen (15) actual members.

14§ When a Club member resigns or gives up their Club membership, they must pay their possible debts to the Club, and return the Club property they are in custody of. In case of resignation, the membership fee that was paid by the member is not refunded.

15§ A member of the Club has the right to resign from the Club by leaving a written notice to the Club’s executive board or its chairperson. The executive board acknowledges the resignation in the next executive board meeting. The person can announce their resignation also in a general meeting to be recorded in the minutes.

16§ The actual members of the Club are obliged to pay a membership fee to the Club every academic year. The membership fee for the actual members of the Club is decided in the spring general meeting of every year.

17§ The support members of the Club are obliged to pay a support membership fee to the Club every calendar year. The membership fee for the support members of the Club is decided in the spring general meeting of every year.

18§ Honorary members of the Club do not need to pay a membership fee.

19§ If an actual member of the Club has not paid the membership fee by the autumn general meeting, their membership ceases.

20§ The general meeting can expel a Club member if - they have not fulfilled the obligations they have committed themselves to when joining the Club; - they have considerably damaged the Club with their actions inside or outside the Club; - they do not fulfill anymore the terms of the membership mentioned in the law or the rules of the Club. In such cases, the matter must be discussed with the Student Union Board first. The motion to expel the member must be mentioned in the agenda of the meeting.

21§ The executive board can forbid a member from participating in Club events if they have harmed the Club with their behavior or actions and therefore made the operation of the Club more difficult or as a representative of the Club they have harmed the public image of the Club.

22§ The Club maintains a membership register of its members.

III General meetings

23§ Meetings of the Club are called general meetings. They are the spring general meeting, the autumn general meeting, and extraordinary meetings. The general meetings of the Club are called by the executive board of the Club.

24§ The spring general meeting must be held by the end of April, and at least the following matters concerning the next term of office must be discussed: - the chairperson and other members of the executive board are elected; - the two operations auditors and their personal deputies are elected; - the membership fee, sign-up fee and support membership fee of the Club are decided; - the budget and action plan are approved.

25§ The autumn general meeting must be held by the end of November, and at least the following matters must be discussed: - the annual report of the previous term of office; - the executive board presents the financial report for the previous accounting period; - the operations auditors' report is heard; and - the approval of the annual report and the financial report, and discharging from liability the executive board and other persons from the previous term of office.

26§ The Club will assemble for an extraordinary general meeting if the executive board considers it necessary or when one tenth (1/10) or at least ten (10) actual members of the Club demand it in written form from the executive board. In the last two cases, the meeting must be held within ten (10) business days after the executive board has received the written demand.

27§ The general meetings of the Club must be announced on the official notice board of the Club and through the Club’s members email list at least five (5) business days before they are scheduled to take place. The agenda must be included in the meeting call.

28§ The general meeting is legal if it was called according to the rules of the Club and if at least fifteen (15) or one fourth (1/4) of the actual members of the Club are present and there has to be at least one member who is not a member of the executive board or officers.

29§ The actual members who have performed their member obligations have the right to vote and are eligible for election. Other members only have the right to attend and the right to speak in the meetings. One cannot vote with a power of attorney.

30§ In the general meetings of the Club two (2) examiners of the minutes are chosen. They have to be actual members of the Club. The examination of the minutes must be completed within two (2) weeks of the meeting.

IV Decision-making Order and Election

31§ If not mentioned otherwise in the rules, the opinion supported by more than half of the voters carries. In the case of a tie, the motion supported by the chair of the meeting carries. In an election, however, if the votes are even, the decision is made by drawing lots.

32§ An open voting is used unless at least two (2) actual members attending the meeting demand a closed ballot.

33§ If there are several motions to the same point, either detailed or short voting order or another suitable voting order will be followed.

34§ In an election, when there is only one position to be filled, a candidate must receive at least half (1/2) of the cast votes. If no candidate has obtained an absolute majority of the votes in the first round, a new election is carried out with only the two (2) candidates who have obtained the most votes in the first ballot.

35§ In an election, when there is more than one position to be filled, the following procedure has to be followed: - each voter is given one ballot on which the voter writes up to as many names as there are positions to be filled; - the candidates with most votes are elected.

36§ The entire ballot is rejected when - a name appears more than once; - the ballot has reached completion in an illogical or unapproved manner, e.g., casting more than the permitted number of votes; - the ballot is filled in a manner that makes the voter's decision incomprehensible; - the ballot is physically deformed, or - marks have been made on the ballot other than those necessary to complete it, where the voter's identity can be ascertained, compromising the secrecy of the ballot.

37§ When counting the number of the cast votes, the following types of ballots are not taken into consideration: - ballots of actual members who were not present in the meeting at the time of voting - ballots of people who do not have a right to vote - blank ballots - rejected ballots

V Executive board and officers

38§ The elected executive board is responsible for the operation of the Club for the term of office, from June to May - one term at a time. The executive board consists of the chairperson and two to seven (2-7) other executive board members. The members of the executive board have to be actual members of the Club at the time they are elected.

39§ The executive board chooses a vice-chairperson, a secretary and a treasurer from amongst them and appoints the tasks of the other members of the executive board.

40§ The tasks of the executive board are - to operate the Club and manage its finances and property; - to prepare the matters that emerge at the general meetings and to carry out the decisions that have been made in them; - to write propositions for the annual report, financial report, action plan, and budget; - to call the general meetings of the Club; - to make decisions on other matters that have not been defined as having to be decided in a general meeting of the Club.

41§ The meetings of the executive board are called by the chairperson of the executive board, or when the chairperson is unable to do so, by the vice-chairperson. The executive board decides the way these meetings are called. An executive board meeting must be called when at least two members of the executive board demand it.

42§ A meeting of the executive board is legal when it has been called in the way decided by the executive board and when at least half of the executive board members are present, including the chairperson, or if the chairperson is unavailable, the vice-chairperson.

43§ The name of the Club is written by the chairperson of the executive board together with a member of the executive board or when the chairperson is unable to do so, by the vice-chairperson together with a member of the executive board.

44§ For a special purpose the executive board can authorize an actual member of the Club to write the name of the Club.

45§ For various tasks, the executive board of the Club can appoint fixed-term committees or officers, however only until the end of their term of office. It is possible to appoint a person from outside the Club to these positions. The executive board of the Club can set rules and regulations regarding the operation of committees and officers.

46§ For a justifiable reason, a general meeting can relieve a member of the executive board of their duties during the term in which case the matter must be mentioned in the notice of the meeting. If necessary, a new person can be chosen to replace the person who was relieved of the duty for the remaining term of office.

47§ For a justifiable reason, the executive board can relieve a committee or an officer of their duties during the term in which case the matter must be mentioned in the notice of the executive board meeting. If necessary, a new person or committee can be chosen to replace the officer or committee that has been relieved of their duty for the remaining term of office.

48§ A member of the executive board can resign from the board position by notifying the rest of the executive board. If the size of the executive board is still big enough to hold legal meetings, the executive board can function for the remainder of the term dividing the tasks of the resigned person to the remaining executive board members. Should the entire executive board or so many individual board members resign that no legal executive board meetings can be held, an extraordinary general meeting must be called to elect a new executive board. Calling the general meeting is in the responsibility of the executive board.

VI Administration and finances

49§ The term of office and accounting period of the Club is from June to May. The administration and finances of the Club are audited by two (2) operations auditors. The operations auditors' term of office is from June to May.

50§ The bookkeeping documents of the Club must be delivered to the operations auditors at the latest five (5) weeks before the autumn general meeting, or at the request of the operations auditors. The operations auditors must return the documents and their report to the executive board of the Club at the latest two (2) weeks before the autumn general meeting.

VII Special regulations

51§ An actual member of the Club is entitled to lodge a complaint regarding a decision made by a general meeting of the Club or by the executive board on the following grounds: the decision has been made in a different order than specified by the Finnish laws and regulations or the Club’s rules; the decision goes beyond the decision-making authority of the organ; or it is against the Finnish laws and regulations or the Club’s rules. The complaint must be lodged within three (3) months after the ratification of the decision with the Student Union Board of Tampere University of Technology and the complaint must be announced to the executive board of the Club. However, one cannot complain about a decision which concerns only the preparation or execution of a matter. A person who has contributed to the decision-making at the meeting does not have the right to lodge a complaint.

52§ The logos and signs of the Club are approved by a general meeting.

53§ Changes to these rules can be made if the amendment has been accepted with the majority of at least three fourths (3/4) of the votes at two (2) consecutive general meetings held at an interval of at least two (2) weeks. The amendment to the rules must be mentioned in the notice of a meeting. The amendment can be done by the executive board or ten (10) actual members of the Club in written form. The proposal made by the actual members must be processed in the subsequent general meeting.

54§ The Club is considered dissolved if there have not been general meetings in two (2) years even if the conditions for holding them have existed. Likewise the Club will be dissolved if the Club makes a decision to do so with the majority votes of five sixths (5/6) at two (2) consecutive meetings held at an interval of at least one (1) month. The proposition concerning the dissolution must be mentioned in the meeting notice.

55§ The allowances and property of the Club will be transferred to TTYY after the Club has been dissolved to be used to support the operation of the affiliated associations of TTYY.

56§ Changes to the rules or the Club’s dissolution come into effect when accepted by the Student Union Council.

57§ Otherwise the regulations of TTYY and the Finnish associations act and its parts concerning registered associations should be followed.

58§ These rules have been accepted by the Student Union Council on 02.03.2015.