participatiegids '17-'18 en€¦ · guide for student participation ay 2017‐2018...

GUIDE FOR STUDENT PARTICIPATION

AY 2017‐2018

Artevelde University College Ghent, Hoogpoort 15, 9000 Ghent

P a g e | 3

G u i d e f o r s t u d e n t p a r t i c i p a t i o n A Y 2 0 1 7 - 2 0 1 8

INTRODUCTION

Dear student representative (stuver),

With this manual we want to guide you through the world of

student participation at Artevelde University College. This can

help you as a stuver to get familiar with the internal and

external functioning of this complex but interesting domain,

as each institution has its own procedure. We also want to

thank you for your commitment this academic year!

Have fun reading.

Lien Segers

[email protected]

General Artevelde Participation Coach

www.arteveldehogeschool.be/studentenparticipatie

Mijn Dinar

P a g e | 4


TABLE OF CONTENTS

GUIDE FOR STUDENT PARTICIPATION ..................................................................................................... 1

Introduction .......................................................................................................................................... 3

Table of Contents .................................................................................................................................. 4

1 What Is Student Participation? ...................................................................................................... 7

2 Belgian Higher Education Codex ART II.314 TO ART II.335 ............................................................... 7

2.1 Decretal Obligations and Responsibilities of Artevelde University College ....................................... 7

2.2 What Are the Powers and Duties of the Student Council? ............................................................. 7

2.2.1 Powers and Duties of the Student Council According to Article II.323 of the Higher Education Codex ...... 7

2.2.2 According to Article II.325, the Board Must Consult the Student Council on Each Subject Concerning Regulatory Provisions on: ....................................................................................................................... 7

2.3 5 Types of Student Participation ............................................................................................... 8

2.4 Student Participation at Artevelde University College ................................................................... 8

2.5 Participation Committees ......................................................................................................... 8

2.6 Participation regulations .......................................................................................................... 8

3 Participation Structure .................................................................................................................. 9

3.1 Student Participation at Department Level ............................................................................... 10

3.1.1 The Department Student Council (OSR) ........................................................................................ 10

3.1.2 The Department Council (OR) ...................................................................................................... 10

3.2 Student Participation at the Level of Artevelde University College ............................................... 10

3.2.1 The Artevelde University College Student Council (SRA) ................................................................. 10

3.2.2 The InterOSRale ........................................................................................................................ 11

3.2.3 The Academic Council (ACR) ....................................................................................................... 12

3.2.4 The Participation Forum (PF) ....................................................................................................... 12

3.2.5 CPBW ....................................................................................................................................... 12

3.2.6 Stuvo Council ............................................................................................................................ 13

3.2.7 Working Groups Education and Student Policy ............................................................................... 14

3.3 Macro Level: The Participatory Landscape in Flanders ................................................................ 14

3.3.1 VVS (Flemish Union of Students) ................................................................................................. 14

3.3.2 Ghent University Association Student Council (GAST) ..................................................................... 15

3.3.3 General Meeting AUGent ............................................................................................................. 15

3.3.4 StuGent .................................................................................................................................... 16

4 Job Descriptions ........................................................................................................................ 17

P a g e | 5


4.1 The Department Student Council (OSR) ................................................................................... 17

4.1.1 The Day-to-Day Management ...................................................................................................... 17

4.1.2 OR Members: ............................................................................................................................ 18

4.1.3 SRA Members: .......................................................................................................................... 18

4.2 The Artevelde Student Council (SRA) ...................................................................................... 18

4.2.1 The Day-to-Day Management (DB) .............................................................................................. 18

4.2.2 Chairman Internal Working Group ................................................................................................ 19

4.2.3 Chairman External Working Groups .............................................................................................. 20

5 Electoral rules ........................................................................................................................... 21

5.1 Electoral rules at Department Level ......................................................................................... 21

5.1.1 The Election Committee .............................................................................................................. 21

5.1.2 The Announcement of the Elections and Call for Applications ........................................................... 21

5.1.3 Voting Rights ............................................................................................................................ 22

5.1.4 The Candidates ......................................................................................................................... 22

5.1.5 Voting ...................................................................................................................................... 22

5.1.6 The Count ................................................................................................................................. 22

5.1.7 Objections ................................................................................................................................ 23



5.1.10 Voting Rights ............................................................................................................................ 24

5.1.11 The Candidates ......................................................................................................................... 24

5.1.12 Voting ...................................................................................................................................... 24

5.1.13 The Count ................................................................................................................................. 25

5.1.14 The Allocation of the Mandates .................................................................................................... 25

5.1.15 The Announcement of the Results ................................................................................................ 25

5.2 Electoral Rules at Meso Level or Artevelde Level ....................................................................... 26



5.2.3 Voting Rights ............................................................................................................................ 26

5.2.4 The Candidates ......................................................................................................................... 27

5.2.5 Voting ...................................................................................................................................... 27

5.2.6 Election of the Chairman and Possibly Communications Manager of the SRA ..................................... 27

5.2.7 Election of the Remaining Mandates in the SRA ............................................................................. 27

P a g e | 6


5.2.8 The Count ................................................................................................................................. 28

5.2.9 The Allocation of the Mandates .................................................................................................... 28

5.2.10 The Announcement of the Result ................................................................................................. 28

6 The Participation Rules of Artevelde University College ................................................................... 29

6.1 What is a Student representative or Stuver? ............................................................................ 29

6.2 Functioning of the Department Student Council ........................................................................ 29

6.3 Artevelde University College Student Council (SRA) .................................................................. 32

6.4 Communication and Administration ......................................................................................... 36

6.5 The Status of Student Representative ...................................................................................... 39

6.6 The Student Representative Certificate .................................................................................... 39

6.7 List of Used Abbreviations ...................................................................................................... 40

6.8 Annexes: ............................................................................................................................. 41

6.8.1 Bijlage 1: Status of Student Representative .................................................................................. 42

6.8.2 Bijlage 2: Certificate for Student Representatives .......................................................................... 43

6.8.3 Bijlage 3: Job description Department Participation Coach .............................................................. 45

6.8.4 Bijlage 4: Application procedure for activities on campus Kantienberg .............................................. 46

P a g e | 7


1 WHAT IS STUDENT PARTICIPATION?

The Artevelde University College student representatives or stuvers (short for ‘studentenvertegenwoordigers’)

are committed to represent the interests of their fellow students on the level of the department as well as the

institution. It is crucial that all involved parties can participate in the university college management and policy

on all matters that directly concern them. Matters such as the decision on registration fee or the planning of an

exam schedule are always presented to the student representatives. This way the required student participation

is guaranteed. The intended result is to achieve broad‐based decisions.

2 BELGIAN HIGHER EDUCATION CODEX ART II.314 TO ART II.335

2.1 DECRETAL OBLIGATIONS AND RESPONSIBILITIES OF ARTEVELDE UNIVERSITY COLLEGE

Supervise the establishment of ONE Student Council (SRA).

Organise the Student Council elections (via the General Artevelde Participation Coach).

Provide financial, administrative and infrastructural support to the Student Council.

Determine deviating provisions for the Student Council representatives.

Decide whether it is about joint management or participation.

Agree with the participation regulations.

Formulate a proposal in response to advice from the Student Council

Formulate an answer within 30 days following the decision of the Student Council.

2.2 WHAT ARE THE POWERS AND DUTIES OF THE STUDENT COUNCIL?

2.2.1 POWERS AND DUTIES OF THE STUDENT COUNCIL ACCORDING TO ARTICLE II.323 OF THE HIGHER EDUCATION CODEX

1. Determining the legal status regulations of the student and the education and exam regulations.

2. Establishing and spending registration fees.

3. Developing initiatives concerning student guidance.

4. Establishing the arrangement concerning international student mobility.

5. Determining the organisation of the academic year, including the holiday and leave

arrangements.

The advices of the Academic Council concerning the subjects the Participation Forum is authorised for, result in

an agreement or non‐agreement between the student representatives and the members of the board (present

at the Academic Council). In case of non‐agreement, the present members of the university college board take a

substantiated final decision.

2.2.2 ACCORDING TO ARTICLE II.325, THE BOARD MUST CONSULT THE STUDENT COUNCIL ON EACH SUBJECT CONCERNING REGULATORY

PROVISIONS ON:

1. The general policy of internal quality management.

2. Determining the code of conduct concerning the language regime.

3. Determining the arrangements concerning the evaluation of the educational activities of the

academic and teaching staff.

The conclusions of this consultation are established in a reasoned advice. The board can only deviate from this

if there are sufficient grounds. As long as it concerns student‐related matters the student council is allowed to

formulate an advice on its own initiative and present this to the University College Board through the

Department Participation Coach or through the General Artevelde Participation Coach. For subjects such as

determined in art. II.323 the student council has the right of decision, but writing an advice may be a good

preparation for later negotiations. For those subjects such as determined in art. II.325 the university college must

P a g e | 8


only request advice, but this does not imply that it always explicitly does so. Therefore, an advice with well‐

argued points may be written at all times.

2.3 5 TYPES OF STUDENT PARTICIPATION

According to the letter of the Government Commissioner’s Office of 23 December 2004 five types of student

participation can be distinguished, i.e.:

TYPE 1: There are students entitled to vote who participate in the board.

TYPE 2: There are no students entitled to vote who participate in the board and the board has

decision‐making power concerning the articles II.323 and II.325.

TYPE 3: There are no students entitled to vote who participate in the board and the board has

delegated the decision‐making power concerning the articles II.323 and II.325 of the decree to other

representative bodies.

TYPE 4: There are students entitled to vote who participate in the board, but they represent less than

10% of the total number of board members, and this board has decisive power concerning the articles

II 57 and/or 59.

TYPE 5: At least 10% of the board members are students entitled to vote.

2.4 STUDENT PARTICIPATION AT ARTEVELDE UNIVERSITY COLLEGE

The Artevelde University College Board and the former Artevelde Student Council (ASR) have chosen to discuss

matters concerning student participation in the body where the subjects concerned are already on the agenda.

This body is the Academic Council (ACR). The subjects of the articles II.323 and II.325 are discussed by board,

staff and students in this Academic Council. So, Artevelde University College opts for Type 3.

Artevelde University College wants to do more than just allowing the students to participate in discussions.

Therefore, a Participation Forum was installed consisting of a delegation of the University College Board and the

Student Council. This Participation Forum is given an active role of deliberation and consultation.

2.5 PARTICIPATION COMMITTEES

The Belgian Higher Education Codex states that the Student Council can decide on an institutional level that

Participation Committees must be installed on the level of the institution’s divisions. At Artevelde University

College a Participation Committee is installed per department, i.e. the Department Student Council or OSR.

2.6 PARTICIPATION REGULATIONS

It is mandatory to draw up participation regulations including at least the following three aspects:

1. The procedure rules to take into account when exercising the participation rights of the student

council.

2. The manner in which differences concerning the implementation of this title or the interpretation of a

provision of the participation rules are settled through forms of arbitration or mediation.

3. The way the participation committees or councils are composed and how they function.

P a g e | 9


3 PARTICIPATION STRUCTURE

VVS 3 stuvers, Substitutes

Working groups

GAST 3 stuvers, substitutes

AV AUGent 1 stuver

i.e. Chairman SRA, 1 substitute

i.e. Vice‐Chairman SRA

StuGent2 stuvers,

2 substitutes

Macro

level

CPBW 1 stuver, 1 substitute

Academic Council + Participation Forum 4 stuvers, 4 substitutes

Stuvo Council 8 stuvers, 8 substitutes

-------------------------------------------------------------------------------------------------------------------

ARTEVELDE UNIVERSITY COLLEGE STUDENT COUNCIL (SRA) 3 designated stuvers per department

-------------------------------------------------------------------------------------------------------------------

At least 1 full member stuver and 1 substitute per group

Department Council (OR)Number of stuvers = number of department team

members + substitutes

Dep

artmen

t level Arteveld

e level

Working groups education and student policy e.g. working group study contract

InterOSRaleChairmen OSR + DB SRA

Department Student Council (OSR) Number of stuvers = number of groups

P a g e | 10


3.1 STUDENT PARTICIPATION AT DEPARTMENT LEVEL

3.1.1 THE DEPARTMENT STUDENT COUNCIL (OSR)

The Department Student Council (OSR) represents all students of the respective department. This is the contact

point and advisory body among the students of the concerning department on the one hand, and the Department

Board on the other hand. OSR is also the vital contact point between the entire department and the Artevelde

University College General Student Council (SRA).

Contact

The Department Participation Coach – www.arteveldehogeschool.be/studentenparticipatie ‐ Contact

3.1.2 THE DEPARTMENT COUNCIL (OR)

Composition

The Department Council (OR) consists of an equal representation of stuvers on the one hand, mandated by the

Department Student Council (OSR) and representatives of the department team on the other hand. The number

of members is not limited, but must at least equal the number of members of the department team

representatives, and is determined by the Dean providing the condition of an equal distribution is met. We

suggest a number of 6 stuvers per OR. This way the study load and workload for these students is significantly

reduced, as they also participate in the Department Student Council and possibly other participation bodies (e.g.

SRA).

Powers and Duties

The Department Council is entitled to information on all matters concerning the department. This council can

also give advice concerning the general organisation and functioning of the department. The practical

implementation of the exam regulations, the organisation and evaluation of study (track) counselling and the

follow‐up on student assessment are also discussed in this council. This council is not afraid to do research on

study load. It can also be asked for advice concerning department‐related budget.

Functioning

The Department Council meets once every two months, and definitely once preceding each exam period to

discuss exam regulations. The Chairman of this council is the Dean. Meetings take place at the campus connected

to the department.

Contact

The Department Participation Coach – www.arteveldehogeschool.be/studentenparticipatie ‐ Contact

3.2 STUDENT PARTICIPATION AT THE LEVEL OF ARTEVELDE UNIVERSITY COLLEGE

3.2.1 THE ARTEVELDE UNIVERSITY COLLEGE STUDENT COUNCIL (SRA)

The Artevelde University College Student Council or SRA is the umbrella

organisation of Artevelde University College students and as such represents the

opinion of the students concerning all matters that directly concern them. More

specifically this concerns education and exam and assessment arrangements in

the context of quality control of the teaching staff by the students.

P a g e | 11


Composition

The SRA is composed of three designated stuvers per department. The composition of the SRA is communicated

to the Artevelde University College Administrative Board.

Objectives

The SRA sets the following objectives:

Representing the rights and interests of all students at Artevelde University College, without

distinction of culture, ethnic origin, gender, skin colour, sexual orientation or ideology.

Guaranteeing an optimal flow of information from the student support group towards all (student)

participation bodies and representatives (bottom‐up).

Continuously informing this support group on achievements, files, advices etc. (top‐down).

Guaranteeing support and participation in the projects and actions of the different OSRs.

Organising activities and moments at Artevelde University College that will benefit the general

atmosphere.

Functioning

This meeting is held 8 times per academic year: approximately every month except for the holiday and exam

periods. In addition, some other activities are planned.

Contact

[email protected] or Lien Segers – [email protected] – General Artevelde Participation

Coach

3.2.2 THE INTEROSRALE

Composition

The interOSRale is a consultation between all Chairmen and/or Vice‐Chairmen or their substitutes and of the

departments and the DB of the SRA. This meeting has diverse objectives:

Improve the communication and contact between the SRA and the OSR.

Exchange good practices.

Enhance the uniform functioning. This way they strive to let procedures run as efficiently as possible

and attempt to find solutions for problems that occur at the same time in different departments.

Developing General Artevelde initiatives. OSRs that organise a successful activity can make this

accessible to all students. Possible scenarios of such activities can also be spread through the

InterOSRale.

Powers and Duties

The interOSRale is authorised for consultation.

Functioning

This meeting takes place twice per academic year, once in November and once in February. Additional

meetings are possible should the need arise.

Contact

[email protected] or Lien Segers – [email protected] – General Artevelde Participation

Coach

P a g e | 12


3.2.3 THE ACADEMIC COUNCIL (ACR)

Composition

The Academic Council (ACR) is a body that was established through the university college decree (art. 289 – 295).

It is composed of representatives of the University College Board (4 full members), representatives of the staff

(4 full members) and student representatives (4 full members). The stuvers are elected from the SRA members.

Powers and Duties

The Academic Council is entitled to information on all matters that concern the university college. The Academic

Council also has advisory authority concerning the educational matters, alterations to the objective, the

functioning and programme of the university college, the internal quality control, the research policy,

construction projects etc. At the request of the University College Board, or on its own initiative, the Academic

Council is at least authorised for consultation concerning educational matters, spending and distributing the

funds, the general organisation and functioning of Artevelde University College, the education and exam

regulations, the participation in or finalisation of an educational experiment, the policy concerning the social

provisions for students, the evaluation and coordination of the study programmes and the study counselling, the

organisation of the academic year etc.

Functioning

The Academic Council meets every two months on Monday afternoon at campus Hoogpoort, so about six

meetings per academic year.

Contact

Liesbeth De Clercq – [email protected] – Head of General Secretariat

3.2.4 THE PARTICIPATION FORUM (PF)

Composition

The Participation Forum consists of four representatives of the University College Board (the members of the

General Management) and four representatives of the SRA.

Powers and Duties

The PF has an active role of deliberation and consultation concerning the articles II 57 and 59 that are described

on page 7 and 8 of this guide.

Functioning

The Participation Forum assembles at least twice a year. In practice they have meetings following each meeting

of the Academic Council.

Contact

Liesbeth De Clercq – [email protected] – Head of General Secretariat

3.2.5 CPBW

At Artevelde University College we have a CPBW (Committee for Prevention and Protection at Work). This is an

advisory body which is required by the social welfare act in which both representatives of the employees as well

as the employers are equally represented through four‐yearly social elections. The staff representatives are

members of the recognised trade unions and in that capacity are authorised to gather information, give prior

advice and supervise if the labour code is observed.

P a g e | 13


Powers and Duties

In cooperation with all those involved, the CPBW wants to take care of a safe and healthy university college. This

includes one stuver elected through the SRA participates.

What Does This Mean in Practice?

First of all, there is the health and safety of the employees, so the prevention of occupational accidents and

diseases and the environment inside and outside the university college. Secondly, the CPBW will also give advice

on a limited number of matters, a.o. the Health and Safety Officer(s).

The CPBW also checks:

The application of the laws and regulations concerning prevention at work.

The execution of the global five‐year prevention plan and the Annual Action Plan (JAP).

The environmental policy of the employer (e.g. recycling, chlorine‐free paper, energy‐efficient

heating).

The activities of the Internal and External Office of prevention.

Furthermore, the CPBW detects risks and proposes prevention measures.

Finally, the CPBW gives advice on:

The Annual plan of Action (JAP): the annual monitoring and implementation of the five‐year

prevention plan.

The selection, purchase and maintenance of protective equipment.

The composition of the Internal Office and the division of tasks.

Between the Internal and External Office for prevention, the Committee gives advice on the

assignments entrusted to the External Office and its appointment.

Functioning

The CPBW assembles once a month at campus Hoogpoort.

Contact

Stefaan Vervaet – [email protected]

3.2.6 STUVO COUNCIL

Composition

The Artevelde University College Office of Student Support is managed by the Stuvo Council, composed of equal

numbers of representatives of the University College Board and the students. 8 Stuvers, elected in the SRA,

participate in the Stuvo Council. It is the habit that a student accepts the Vice‐Chairmanship and that a

representative of the University College Board accepts the Chairmanship.

Powers and Duties

The university college Office of Student Support is responsible for all aspects of student life that are not directly

related to teaching activities: student financing, psychosocial counselling, housing, sports and culture, food and

student’s associations. The Office makes sure there are no thresholds to study at Artevelde University College.

The Office of Student Support provides advance payments and loans, counsels students who experience

difficulties, has approximately 250 student rooms under own management, gives information and advice on

the student status, organises sports and cultural activities or helps the students to organise them … Check the

website for more information on their mission.

www.arteveldehogeschool.be/studentenvoorzieningen

P a g e | 14


Functioning

The day‐to‐day management (Chairman, Vice‐Chairman (Stuver), Secretary, treasurer and Head) largely

determines the agenda of the Stuvo Council. The Stuvo Council assembles about six times per academic year at

campus Hoogpoort.

Contact

Ruben Dobbelaere – [email protected] – Head Office of Student Support

3.2.7 WORKING GROUPS EDUCATION AND STUDENT POLICY

Composition

Different working groups can be assembled throughout the academic year on the basis of necessity (e.g.

concerning the study contract). The working groups are project‐based and consist of employees of different

offices and departments. Depending on the discussed subjects, students and possibly alumni are invited to the

meetings of these working groups. SRA Student representatives are invited. Alumni are invited based on their

experience in the student’s associations of the university college. It is the General Artevelde Participation Coach

who invites them with approval of the Director of Education and Student Policies, Mister Imran Uddin.

Powers and Duties

The participating students and alumni in the first place contribute to the working groups by giving advice. They

can also be given decisive power with the approval of the Director of Education and Student Policies. They do

not have a right of veto.

Functioning

The working groups are composed on a non‐regular basis and do not have fixed meeting data.

3.3 MACRO LEVEL: THE PARTICIPATORY LANDSCAPE IN FLANDERS

3.3.1 VVS (FLEMISH UNION OF STUDENTS)

Composition

Each higher education institution has a student council. Only this student council, as an official umbrella

organisation for the students, can become a member of the VVS. Each institution is given a certain number of

votes, depending on the number of enrolled students. This may vary annually. Artevelde University College

designates three stuvers and a number of substitutes from the Student Council (SRA). If a member of the SRA

participates in the VVS board, a new full member stuver is elected.

Powers and Duties

VVS places defending the student rights into a broader framework of democratisation of education. This means

that everyone, regardless of their socio‐cultural background, has the right to receive the education that matches

his/her wishes and talents, without financial or other thresholds. In this context, VVS strives for democratically‐

organised educational institutions with actual student participation. In order to achieve this and to support the

student councils, VVS organises trainings and informs the student representatives with an electronic newsletter

on developments in Flemish and European education. VVS also defends these interests at the Flemish Education

Council (VLOR), the Flemish Council of University Colleges (VLHORA), the European Students’ Union (ESU), etc.

P a g e | 15


Functioning

VVS sets up working groups in which opinions are formulated representing the Flemish students. Once a month

(except for January, July and August) the student representatives of the different student councils gather in the

General Meeting (AV) in Brussels. During this General Meeting, policy guidelines are determined and stands

taken. To supervise that the general policy and stands of the VVS are followed and represented as determined

by the General Meeting, the student representatives elect an Administrative Board.

http://www.vvs.ac/

3.3.2 GHENT UNIVERSITY ASSOCIATION STUDENT COUNCIL (GAST)

Composition

The Ghent University Association Student Council (GAST) is the statutory student council of the Ghent University

Association (AUGent). Partner institutions are Ghent University, University College Ghent, Artevelde University

College Ghent and University College West‐Flanders. The GAST is composed of three student representatives of

each partner institution of AUGent and acts as a consultation platform. The assignment of student

representatives in the GAST is done by the student council of the respective partner institutions. For Artevelde

University College this is the SRA. If a member of the SRA accepts the function of Chairman or Vice‐Chairman

within the GAST a new full‐member stuver is elected from the SRA.

Powers and Duties

The GAST represents the interests of the students of the entire AUGent. With regard to the AUGent students the

GAST has the obligation to provide information on its intentions and viewpoints and on the resolutions that

were passed in the administrative bodies of the AUGent.

Functioning

The GAST assembles 3 to 6 times per academic year.

3.3.3 GENERAL MEETING AUGENT

Composition

The Ghent University Association (AUGent) is a partnership between four higher‐education institutions: Ghent

University, University College Ghent, Artevelde University College Ghent and University College West‐Flanders.

The General Meeting is the supreme authority in the NPO AUGent and is composed of representatives of the

four partner institutions. Each of the three university colleges of AUGent are represented by 5 members, of which

one stuver, in the General Meeting. Ghent University is represented by 10 members. The Chairman of the SRA

represents Artevelde University College in this meeting. The Vice‐Chairman of the SRA acts as substitute.

P a g e | 16


Powers and Duties

The powers and duties of the AUGent are focused on statutory assignments: rational curriculum, coordination

of study programme profiles, educational innovation and improvement that is in line with a jointly set‐up quality

management system, study track counselling for students, long‐term plans for research, Centre of Excellence of

the teacher training, long‐term plan concerning equal opportunities and diversity. Other powers and duties at

the AUGent are for example the development of a common language policy.

Functioning

Each year at least 2 General Meetings are organised.

Contact

Aagje Monballieu – [email protected] ‐ General Secretary

Rudy Van Renterghem – [email protected] – Staff Member of Education

3.3.4 STUGENT

Composition

For the composition of this advisory body for the city council of Ghent, the students and the different student

facilities the so‐called principle of legitimacy is in force. In other words, the attending students are expected to

hold a mandate when elected. Artevelde University College sends two stuvers of the SRA as representatives.

Powers and Duties

The consultation is a consultation body where the students and the city council are partners who enter into

mutual engagements. The purpose is to hear the students’ voice as well. Each subject presented by one of the

partners is open for discussion. Subjects from previous operating years are: housing tax, the student kick‐off, the

recognition of the student’s associations by the city of Ghent, student activities etc.

Functioning

Regular meetings are held at the Youth Department in the City Hall. Sometimes specific working meetings are

organised or working groups established which interested students/stuvers can participate in. The Chairman of

the meeting is in principle the Councillor of Education.

Contact

Anneke Vanden Bulcke – [email protected] – Student Office City of Ghent

P a g e | 17


4 JOB DESCRIPTIONS

4.1 THE DEPARTMENT STUDENT COUNCIL (OSR)

4.1.1 THE DAY‐TO‐DAY MANAGEMENT

The Chairman, Vice‐Chairman, Secretary and Communications Manager form the Day‐to‐Day Management (DB)

of the OSR and are elected from and by the designated stuvers of the OSR. The DB of the OSR takes care of the

ins and outs in the OSR, the communication of the student council in the department, the internal and external

contacts, guaranteeing continuity and coordination and the execution and follow‐up of the daily functioning of

the OSR. Their respective tasks can be described as follows.

THE CHAIRMAN

Prepares the agenda of the meeting in consultation with the DB. It must at least contain the

following items:

Follow‐up on previous agenda items

Approval of previous reports

Approval of the agenda

Information from the Artevelde Student Council

Information from the Department Council

Miscellanea

Convenes a meeting of the DB of the OSR on a regular basis.

Takes care of the preparation of the meetings.

Summarises items during the meeting in an objective and neutral manner and is able to lead a

ballot.

Conducts the meetings in a dynamic and objective manner.

Together with the secretary, he/she takes care of proper internal communication (in the OSR).

Together with the Communications Manager he/she takes care of proper communication with all

those involved: coach, Dean, lecturers, staff and students.

Is informed of important events at Artevelde University College (information from the university

college, the SRA and the own department).

Prepares a follow‐up folder for his/her successor throughout the academic year. (agendas,

reports, contact lists, tips, discussed files …)

In cooperation with the DB, he/she draws up a budget work plan for the OSR for the next calendar

year.

Together with the Participation Coach, he/she informs the stuvers on the possibility to request

facilities at the Care Coach of the department.

VICE‐CHAIRMAN

Acts as substitute of the Chairman.

Monitors the attendances and participation of the student representatives, does the follow‐up

and makes sure all groups continue to be properly represented.

Has regular discussions with the Chairman and the DB.

Offers critical support to the Chairman.

Monitors the operating budget and work plan of the OSR and clarifies in the OSR when needed.

SECRETARY (IN A SMALL OSR EVERY MEMBER CAN BE ASKED TO TAKE NOTES)

Takes notes and delivers the reports to the DB and the Participation Coach on time.

In case both the Chairman and the Vice‐Chairman are absent, the Secretary acts as substitute.

P a g e | 18


Plays a pivotal role in the internal communication for the concerning OSR. He/she checks the stuver

database on correctness on a regular basis and optimises where needed.

COMMUNICATIONS MANAGER:

Sends the report of the meetings to the members.

Manages the communication channels in the OSR (Facebook group, possible websites …).

Maintains a regular contact with the SRA.

Together with the Chairman, he/she plays a pivotal role in the communication of the OSR with the

students of the department, the department and the university college.

Makes the stuvers better known in the department.

Sends the invitation for the meeting together with the agenda and the previous report to the OSR

members and the Participation Coach of the department.

4.1.2 OR MEMBERS:

Are present at the Department Council of their own department.

Give feedback in the OSR on the discussed agenda items of an OR.

Suggest the relevant agenda items of an OSR in the OR.

4.1.3 SRA MEMBERS:

Are present at the meetings of the SRA.

Give feedback on the discussed agenda items of an SRA in the OSR.

Suggest relevant agenda items of an OSR in the SRA.

4.2 THE ARTEVELDE STUDENT COUNCIL (SRA)

4.2.1 THE DAY‐TO‐DAY MANAGEMENT (DB)

The Chairman, Vice‐Chairman, Secretary, Communications Manager, Chairman Internal Working Group and

Chairman External Working Group form the Day‐to‐Day Management (DB) of the SRA and are elected from and

by the elected designated stuvers of the SRA. The DB of the SRA takes care of the ins and outs in the SRA, the

communication of the student council in the university college, the internal and external contacts, guaranteeing

continuity and coordination and the organisation of and follow‐up on the daily functioning of the SRA. Their

respective tasks can be described as follows.

I. CHAIRMAN

Drafts the agenda of the meeting in consultation with the DB, which at least contains the following

items:

Follow‐up on previous agenda items

Approval of previous report

Approval of agenda

Internal councils:

Academic Council

Participation Forum

CPBW

Stuvo Council

Working groups (optional)

External councils:

VVS

GAST

AV AUGent

P a g e | 19


StuGent

Miscellanea

Convenes meetings of the DB of the OSR on a regular basis (preferably once preceding each General

Meeting of the SRA).

Takes care of the preparation of the meetings.

Summarises items during the meeting in a neutral manner and is able to lead a ballot.

Conducts the meetings in an objective manner.

Together with the Communications Manager, he/she takes care of proper internal communication

(stuvers).

Together with the Communications Manager he/she takes care of proper external communication

(coach, General Management, Artevelde University College staff and students.

Is informed of important events at Artevelde University College.

Monitors the functioning of the working groups and their files.

Defends the interests of all Artevelde University College students.

Together with the Vice‐Chairman, he/she has regular consultations with the Artevelde University

College Board and the General Artevelde Participation Coach.

II. VICE‐CHAIRMAN

Acts as substitute in case the Chairman is absent.

Follows up all files and (educational) activities.

Has regular consultations with the Chairman and the DB.

Offers critical support to the Chairman.

III. SECRETARY

Takes notes and delivers the reports to the DB and the Participation Coach on time.

In case the Chairman and the Vice‐Chairman are both absent, he/she acts as substitute.

Checks the stuver database on correctness on a regular basis and optimises when needed.

IV. COMMUNICATIONS MANAGER

Sends the report of the meetings to the members.

Makes suggestions to manage and maintain the website:

www.arteveldehogeschool.be/studentenparticipatie and Facebook groups.

Is responsible for the organisation and promotion of the events organised by the SRA.

Together with the Chairman, he/she is responsible for proper internal and external communication.

Assembles an InterOSRale twice a year and drafts the agenda in cooperation with the rest of the DB.

4.2.2 CHAIRMAN INTERNAL WORKING GROUP

Monitors the attendances of the stuvers in internal councils (AR/PF, CPBW, Stuvo Council and working

groups) and, if necessary, appoints a substitute.

Combines the reports of these councils and transfers them to the Communications Manager to publish

on the website (only if it concerns public information).

Decides who will report on which council at the next SRA meeting and coaches these stuvers to briefly

address the relevant issues.

After election of the mandates at the start of the academic year, he/she convenes all stuvers with a

mandate in an internal council and provides them with more information on these councils and on

current files.

P a g e | 20


4.2.3 CHAIRMAN EXTERNAL WORKING GROUPS

Monitors the attendances of the stuvers in external councils (VVS, GAST, AV AUGent and StuGent)

and, if necessary, appoints a substitute.

Combines the reports of these councils and transfers them to the Communications Manager to publish

on the website if public.

Decides who will report on which council at the next SRA meeting and coaches these stuvers to briefly

address the relevant issues.

After election of the mandates at the start of the academic year, he/she convenes all stuvers with a

mandate in an external council and provides them with more information on these councils and on

current files.

P a g e | 21


5 ELECTORAL RULES

5.1 ELECTORAL RULES AT DEPARTMENT LEVEL

ELECTORAL RULES FOR THE ELECTION OF STUVERS AND SUBSTITUTES PER BASIC GROUP

Art. 1: In each basic group of the programmes of Artevelde University College,

Bachelor of Business Management and

Bachelor of International Business

Management

Bachelor of Office Management

Bachelor of Communication Management Bachelor of Preschool Education

Bachelor of Occupational Therapy Bachelor of Primary Education

Bachelor of Graphic and Digital Media Bachelor of Secondary Education

Bachelor of International Business

Management

Bachelor of Early Childhood Education

Bachelor of International Office Management Bachelor of Podiatry

Bachelor of Journalism Bachelor of Social Work

Bachelor of Speech and Language Therapy

and Audiology

Bachelor of Nursing

Bachelor of Oral Health Care Bachelor of Midwifery

at least one effective student representative (stuver) and at least one substitute is elected with a view

to the composition of the Department Student Council (OSR).

Art. 2: The elections of the effective stuver(s) and his/her substitute(s) is organised every year during the

second and third week of the academic year and take place in the relevant basic groups themselves.

The Participation Coaches will be notified of the deadline for communicating the elected stuvers in

early September of the academic year.

Art. 3: The mandates are valid until another installation meeting is held in the next academic year.

5.1.1 THE ELECTION COMMITTEE

Art. 4: For the organisation and implementation of the elections at department level, the university college

board installs a departmental Election Committee which is composed no later than one week prior to

the elections.

Art. 5: The departmental Election Committee consists of the Department Participation Coach in cooperation

with the retiring members and the retiring Day‐to‐Day Management (DB) of the relevant Department

Student Council (OSR). If no members of the retiring DB are registered with the university college, the

Department Participation Coach will be assisted by a team of volunteers.

Art. 6: A student cannot be part of the Election Committee in the basic group he/she is a candidate for.

5.1.2 THE ANNOUNCEMENT OF THE ELECTIONS AND CALL FOR APPLICATIONS

Art. 7: Within five working days after the installation, the Election Committee drafts and distributes an

announcement of the elections to students, teaching staff and management through a call for

applications to students. This call to students is included in:

circulation in the basic groups;

newsletter to students;

announcement on Mijn Dinar;

possibly posters on the campus.

P a g e | 22


The announcement and call mention:

the importance and role of student participation at Artevelde University College;

the function of a stuver;

a reference to the participation guide on the website;

the place where students can find more information (e.g. www.ikbenstuver.be).

5.1.3 VOTING RIGHTS

Art. 8: For the elections of the stuver(s) and substitute(s) for the Department Student Council, voting rights

are given to: the present students of a particular group who are enrolled at Artevelde University

College with a diploma, credit or exam contract. In case a student is enrolled in more than one

programme, he is entitled to vote in all the basic groups of which he is a member.

5.1.4 THE CANDIDATES

Art. 9: For the elections of the stuver(s) and substitute(s) for the Department Student Council, any student of

Artevelde University College may apply for stuver or substitute for his/her group.

Art. 10: A student can apply by announcing this verbally at the time of election in the group itself, or by

communicating this in writing to the Department Participation Coach and the Election Committee, or

by registering digitally.

Art. 11: Candidate‐stuvers who cannot be present during the elections within their group submit their

candidature in writing. In this way, they retain the same rights as candidate‐stuvers who are present.

5.1.5 VOTING

Art. 12: Voting is not compulsory. Voting by proxy or by mail is not possible.

Art. 13: The Election Committee visits each basic group according to Art. 8 of these electoral rules.

Art. 14: The Election Committee describes in each basic group, prior to the election, the function of the

effective stuver and his substitute.

Art. 15: The Election Committee explains the electoral procedure in the presence of the group.

Art. 16: The Election Committee drafts a list of the candidate‐stuvers in the presence of the group.

Art. 17: The candidate‐stuvers briefly introduce themselves to the basic group and explain why they applied

and what they want to accomplish.

Art. 18: The Election Committee communicates the names of the candidate‐stuvers. Each student with voting

rights will vote by a show of hands or via the digital voting system. The Election Committee counts the

cast votes.

Art. 19: If there is only one candidate for a basic group for the Department Student Council, then a vote is

taken in favour or against. If there are two or more candidates, an election will be organised. If there

are no candidates and substitutes, a second call will be issued, possibly throughout the entire

department.

5.1.6 THE COUNT

Art. 20: Immediately after the end of the vote, the votes per candidate will be announced in the group. The

candidate(s) with the most votes will be the effective stuver. The stuver with the next largest number

of votes will be the substitute. In the case of a tied vote, another election will be held. Candidates can

further explain their application with each round of voting.

Art. 21: The names of the stuvers who have been elected and those of their substitutes are registered by the

Participation Coach in the student tracking system (SVS). The members of the Election Committee take

note of any observed irregularities.

The results of this election, together with the results of the other elections regarding student

participation at Artevelde University College, will be announced in each department and on each

campus no later than one week after the SRA installation meeting.

P a g e | 23


5.1.7 OBJECTIONS

Art. 22: Under penalty of nullity, a motivated objection regarding the election results may be submitted to the

Student Participation Appeals Committee within five working days of the written announcement, at

the following address: Hoogpoort 15, 9000 Ghent. In the absence of objections, the outcome, as

announced, will be final.

Art. 23: The Appeals Committee consists of at least six members: the members of the Election Committee and

the legal advisor of the university college, Mr Luc Faes.

Art. 24: The Appeals Committee examines the objection and makes a decision within fifteen calendar days

following the announcement of the results. In the absence of a decision, the objection has been

accepted and is deemed to be well‐founded. If a complaint is deemed to be well‐founded by the

Appeals Committee, the relevant election is nullified and a new election will be held for the relevant

basic group. The new election will take place no later than fifteen calendar days after the decision or,

in the absence of a decision, the expiry of the decision period. This election will then be reorganised

by the Election Committee. To this end, a new call is made to the voters, stating the date and place of

voting.

ELECTORAL RULES FOR THE ELECTION OF STUVERS FOR MANDATES WITHIN DEPARTMENT STUDENT COUNCIL

Art. 25: In every Department Student Council (OSR), a number of stuvers and substitutes are elected with a

view to allocating the mandates: Chairman, Vice‐Chairman, Secretary and Communications Manager.

In addition, there are also mandates for delegated stuvers for the Department Council, three delegate

stuvers for the SRA and possibly additional mandates.

Art. 26: The elections for the mandates are organised every year during the installation meeting of the OSR.

This is the first meeting of the OSR that is organized in the fourth week of the academic year. The

mandates of the members of the DB can already be elected earlier, on the last meeting of the previous

AY. The OSR decides in consultation with the Participation Coach which option they choose. From the

SRA, the advice is given to only elect the mandates of chairman and communications manager in

advance. In this way, first‐year students also have the opportunity to obtain a mandate within the DB.

Art. 27: The mandates mentioned in Art. 25 are valid until another installation meeting takes place in the next

academic year. The mandates of the members of the DB are valid until a new DB is elected.


Art. 28: For the organisation and implementation of the elections at department level, the university college

board installs a departmental Election Committee which is composed no later than one week prior to

the elections.

Art. 29: The departmental Election Committee consists of the Department Participation Coach in cooperation

with the retiring SRA members and the retiring Day‐to‐Day Management of the relevant Department

Student Council. If no members of the retiring DB/SRA are registered with the university college, the

Department Participation Coach will be assisted by a team of volunteers



announcement of the elections. This announcement mentions:


a description of the vacant mandates;

the date and location of the elections.

Art. 31: The departmental Election Committee notifies the candidates, being the stuvers and their substitutes

in the groups, of the elections and call for their applications. This announcement and call mention:


P a g e | 24


the eligible mandates for the stuvers and substitutes and their description;

a reference to the participation guide on the website.

5.1.10 VOTING RIGHTS

Art. 32: For the election of the mandates of the Department Student Council as described in the electoral rules,

voting rights are given to:

the elected stuvers of the relevant department if they are present during the installation

meeting of the OSR. In case of the absence of his substitute, he consults the latter;

the elected substitute of the relevant department if he is present during the installation meeting

of the OSR and only if the elected stuver is absent.

Third parties who are not elected as stuver or substitute, who are advising members or who

were invited, do not have voting rights.


Art. 33: For the election of the mandates of the Department Student Council are eligible:

the elected stuvers of the relevant department;

the elected substitutes of the stuvers of the relevant department in the absence of candidates

among the stuvers for certain mandates.

A student who has mandates in multiple Department Student Councils can only obtain one mandate

in the SRA, however.

Art. 34: One can apply by announcing this verbally at the time of election in the group itself, or by

communicating this in writing to the Department Participation Coach and the Election Committee.

Art. 35: Candidates who cannot be present during the elections within their group submit their candidature to

the Election Committee in writing on the last working day of the third week of the academic year at

the latest. In this way, they retain all rights as candidate for the mandates within the OSR.

5.1.12 VOTING


Art. 37: The Election Committee organises the installation meeting of the OSR and brings all voters, being the

elected stuvers and their substitutes, together on a known location and appropriate moment.

Art. 38: A member of the Election Committee processes the written applications at the start of the installation

meeting of the OSR.

Art. 39: The Election Committee explains the electoral procedure in the presence of the full installation

meeting of the OSR before moving on to the elections of the mandates as described in these electoral

rules.

Art. 40: The order of the elections of the stuvers for the mandates for the OSR is: Chairman, Vice‐Chairman,

Secretary, Communications Manager, delegated stuvers for the OSR in the Department Council, three

delegated stuvers for the SRA and possibly additional mandates.

Art. 41: The candidates for a certain mandate briefly introduce themselves to the meeting and explain why

they applied and what they want to accomplish.

Art. 42: If there is only one candidate for a mandate, then a vote is taken in favour or against. If there are two

or more candidates, an election will be organised. If there are no candidates and substitutes, a second

call will be issued in a manner to be determined by the Election Committee.

Art. 43: The candidates leave the (election) room and are absent for the duration of the election of the relevant

mandate. If the substitute is present, he does not have voting rights during the absence of the stuver.

The Election Committee communicates the names of the candidates. Each student with voting rights

receives a ballot or votes by a show of hands. Each voting student casts a valid vote by indicating the

name of one or multiple candidates depending on the mandate. Once the vote is cast, it cannot be

P a g e | 25


revoked. The Election Committee counts the votes (see the count). Afterwards, the candidates may

re‐enter the (election) room.

5.1.13 THE COUNT

Art. 44: Immediately after the end of the voting round for a mandate, the OSR moves on to the count of the

votes for each mandate.

The members of the Election Committee count the number of votes received by each candidate. The

number of votes cast per candidate is added up and mentioned in the report of the meeting.

5.1.14 THE ALLOCATION OF THE MANDATES

Art. 45: The mandates are allocated based on the number of cast votes. The Election Committee grants the

mandates to candidates with the highest number of votes. In the case of a tied vote, another voting

round will be held.

5.1.15 THE ANNOUNCEMENT OF THE RESULTS

Art. 46: The results of the elections, the names of the candidates who are elected for a certain mandate for

the Department Student Council and those of their substitutes, are mentioned in the report which is

forwarded to the General Artevelde Participation Coach and are registered by the Participation Coach

in the student tracking system (SVS). The members of the Election Committee take note of any

observed irregularities. The results of this election, together with the results of the other elections

regarding student participation at Artevelde University College, will be announced in each department

and on each campus no later than one week after the installation meeting of the Student Council of

Artevelde University College (SRA).

P a g e | 26


5.2 ELECTORAL RULES AT MESO LEVEL OR ARTEVELDE LEVEL

ELECTORAL RULES FOR THE ELECTION OF THE MANDATES WITHIN STUDENT COUNCIL OF ARTEVELDE UNIVERSITY

COLLEGE (SRA)

Art. 47: In the Student Council of Artevelde University College (SRA), a number of stuvers are elected with a

view to the allocation of the mandates: Chairman, Vice‐Chairman, Secretary, Communications

Manager, Chairman Internal Working Group and Chairman External Working Group. These six

mandates constitute the Day‐to‐Day Management of the SRA. There are four effective and four

substitutes for the Academic Council and the Participation Forum, one stuver and one substitute for

the CPBW, eight stuvers and eight substitutes for the Stuvo Council, three stuvers and three

substitutes for the VVS, three stuvers and three substitutes for GAST, one stuver and one substitute

for the General Meeting AUGent (Chairman and Vice‐Chairman), two stuvers and two substitutes for

StuGent and two stuvers and two substitutes for the Steering Group Kot@Gent.

Art. 48: The elections for the mandates, with the exception of the Chairman and possibly Communications

Manager of the SRA, are organised every year during the first meeting of this council (= installation

meeting), on 22 October at the latest. The election for the mandate of Chairman and possibly

Communications Manager takes place during the last meeting of the SRA of the previous academic

year.

Art. 49: The mandates, with the exception of the Chairman and possibly Communications Manager, are valid

until a new installation meeting takes place in the next academic year. The mandate of Chairman and

possibly Communications Manager is valid until the last meeting of the SRA of the current academic

year.


Art. 50: For the organisation and implementation of the elections at Artevelde level, the university college

board installs an Election Committee which is composed no later than one week prior to the elections.

Art. 51: This Election Committee consists of the General Artevelde Participation Coach in cooperation with the

retiring Day‐to‐Day Management of the Student Council of Artevelde University College and the newly

elected Chairman and possibly Communications Manager of the SRA. If no members of the retiring DB

of the SRA are registered with the university college, the General Artevelde Participation Coach will be

assisted by a team of volunteers.



announcement of the elections.

This announcement mentions:


a description of the vacant mandates;

the date and location of the elections.

Art. 53: The Election Committee notifies the candidates of the elections and call for their applications. This

announcement and call mention:


the eligible mandates for the stuver and substitute and their description;

a reference to the participation guide on the website www.ikbenstuver.be.

5.2.3 VOTING RIGHTS

Art. 54: For the election of delegated stuvers of the General Meeting of the Student Council of Artevelde

University College for the mandates as described in Art. 46 of the present electoral rules, voting rights

are given to: only the delegated stuvers of the Department Student Councils in the SRA. In the absence

P a g e | 27


of multiple delegates of an OSR, they consult each other. Each department has one vote per voting

round.


Art. 55: For the election of delegated stuvers of the General Meeting of the Student Council of Artevelde

University College for the mandates as described in Art. 46 of the present electoral rules, are eligible:

the delegated stuvers of the Department Student Councils in the SRA.

Art. 56: One can apply for the mandate of Chairman and Communications Manager of the SRA in the following

manner: at least 10 days before the last SRA meeting of the academic year, one can submit his/her

candidature in writing with a CV and motivating letter. These documents are delivered by mail to the

General Artevelde Participation Coach. One can submit his/her candidature for the remaining

mandates of the SRA by applying verbally during the installation meeting of the SRA. Candidates who

cannot be present during the elections in the installation meeting of the SRA submit their candidature

in writing to the General Artevelde Participation Coach in advance. In this way, they retain all rights as

well as the mandates of the SRA as described in Art. 46 of the present electoral rules.

5.2.5 VOTING


Art. 58: The Election Committee organises the installation meeting of the SRA and brings all voters together

on a known location and appropriate moment.

Art. 59: The Election Committee explains the electoral procedure and eligible mandates during the installation

meeting of the SRA.

Art. 60: The order of the elections of the candidate‐stuvers for the mandates for the SRA is: Chairman, Vice‐

Chairman, Secretary, Communications Manager, Chairman Internal Working Group, Chairman

External Working Group, four effective and four substitutes for the Academic Council and the

Participation Forum, one stuver and one substitute for the CPBW, eight stuvers and eight substitutes

for the Stuvo Council, three stuvers and three substitutes for the VVS, three stuvers and three

substitutes for GAST, two stuvers and two substitutes for StuGent and two stuvers and two substitutes

for the Steering Group Kot@Gent. The Chairman and possibly Communications Manager are

preferably elected during the last meeting of the previous academic year.

Art. 61: A member of the Election Committee processes the written applications at the start of the installation

meeting of the SRA.

5.2.6 ELECTION OF THE CHAIRMAN AND POSSIBLY COMMUNICATIONS MANAGER OF THE SRA

Art. 62: After the General Artevelde Participation Coach has received the written applications, he/she

forwards these to the members of the SRA. The candidate‐Chairmen and candidate‐Communications

Managers introduce themselves. The General Meeting may possibly compile a list of questions it wants

to ask the candidates of the SRA. Afterwards, the candidates leave the General Meeting of the SRA.

The General Meeting will move on to the vote by a show of hands or a digital ballot. For the election

of the Chairman and Communications Manager of the SRA, at least 50% of the voters are required

who decide by simple majority. If the first voting round does not provide a winner, another voting

round is held, until the vote does provide a winner. Before each voting round, the candidates will have

the opportunity to further defend their candidature. The candidates will re‐enter and learn the result.

5.2.7 ELECTION OF THE REMAINING MANDATES IN THE SRA

Art. 63: The other candidates for a certain mandate briefly introduce themselves to the meeting and explain

why they applied and what they want to accomplish. Afterwards, they leave the room.

Art. 64: If there is only one candidate for a mandate, then a vote is taken in favour or against. If there are more

candidates than mandates, regular elections will be organised. If there are no candidates and/or

P a g e | 28


substitutes for the eligible mandates, a second call will be issued in a manner to be determined by the

Election Committee.

Art. 65: The Election Committee communicates the names of the candidates. Each voting student (1 vote per

department) casts a valid vote by a show of hands or a digital ballot. The Election Committee counts

the votes.

5.2.8 THE COUNT

Art. 66: Immediately after the end of each voting round for a mandate, the General Meeting of the SRA moves

on to the count of the votes for each mandate in the order specified in Art. 47 of these electoral rules.

Art. 67: The members of the Election Committee count the number of votes received by each candidate. The

number of votes cast per candidate is added up and mentioned in the report. The candidates are then

called inside and informed of the result.

5.2.9 THE ALLOCATION OF THE MANDATES

Art. 68: The mandates are allocated based on the number of validly cast votes. The Election Committee grants

the mandates to candidates with the highest number of votes. In the case of a tied vote, another voting

round will be held.

5.2.10 THE ANNOUNCEMENT OF THE RESULT

Art. 69: The result of the elections, the names of the candidates who are elected for a certain mandate for the

Student Council of Artevelde University College and those of their substitutes, are mentioned in the

report and are published on the website www.arteveldehogeschool.be/studentenparticipatie =

www.ikbenstuver.be. The members of the Election Committee take note of any observed

irregularities. The result of this election, together with the results of the other elections regarding

student participation at Artevelde University College, will be announced in each department and on

each campus no later than one week after the election.

P a g e | 29


6 THE PARTICIPATION RULES OF ARTEVELDE UNIVERSITY COLLEGE

6.1 WHAT IS A STUDENT REPRESENTATIVE OR STUVER?

The student representative or stuver is the public face of the group. For lecturers and management, it is more

efficient to communicate each time with the same limited number of students, who then inform and consult the

entire student group. As the group leader, the stuver is responsible for notification and communication, both

towards the students and the teaching staff.

The subjects for which the stuver is addressed are a.o.: exams/exam regulations, classroom activities,

organisation of tasks, assignments, internship problems, group‐related data, announcements of activities,

actions organised by other participatory bodies of Artevelde University College etc.

It is obvious that the group leader plays a key role in the accurate and objective representation of the group. The

accuracy and veracity of the representation forms the basis of proper student participation. A continuous top‐

down information flow is needed as well: not only should complaints, problems or suggestions find their way to

higher‐level bodies (bottom‐up), all information and achievements must also find their way towards the basis.

6.2 FUNCTIONING OF THE DEPARTMENT STUDENT COUNCIL

General Provisions

Art. 1 The Department Student Council (OSR) represents all students of the concerning department and acts

as contact point and advisory body for the concerning department on the one hand and the Department

Board on the other hand. The OSR is also the essential contact point between the entire department

and the general Artevelde University College Student Council (SRA).

Art. 2 Each student has the right to access the operating regulations and the reports of the meetings of the

Department Student Council. On the website (www.arteveldehogeschool.be/studentenparticipatie) you

can find general information on the student council. On Dinar (opleiding – onderwijs en studenten –

studentenparticipatie) you can find all OSR reports. On the collaboration site you can find specific

information for certain groups (e.g. suggestions for agenda items, attendance lists …). An OSR can

choose which channel they want to work with. If they want to work with the collaboration site, the

Participation Coach of each department invites his/her stuvers to become a member of this

collaboration site and sends the link that gives stuvers access to this site.

Rights and Obligations of the Members

Art. 3 Attending the meeting is a basic obligation for the effective members of the OSR/SRA. Stuvers who are

unable to represent their group, must apologise in advance at the Day‐to‐Day Management (DB) of the

OSR/SRA.

Art. 4 Members can at any time reside from the OSR. They must inform the DB of the OSR in time, as well as

the Department Participation Coach. They will not be asked to explain their decision. In case a resigning

member of the OSR lays down a mandate as well, the DB immediately designates a substitute. A new

mandatary will be elected at the next OSR meeting. The General Artevelde Participation Coach will

always be informed and the Department Participation Coach adapts the stuver file in the Student

Tracking System.

Art. 5 Each student or every person of the concerning department who aspires to be heard on a certain subject

that is in line with the objectives of the OSR (described in the participation regulations) has this right,

providing he/she informs a member of the DB before the meeting.

Art. 6 All members who act on behalf of the OSR must inform the DB of the OSR in advance and are expected

to provide a report in the next OSR meeting.

P a g e | 30


Art. 7 OSR members who, as an elected designated stuver, represent the OSR in any other bodies (e.g. SRA),

have a duty to loyally represent any positions that were adopted by the OSR by a simple majority vote.

The designated stuvers of the OSR have autonomous decisive power for those agenda items the OSR

was not informed of, or items for which insufficient information was available at the moment the OSR

meeting took place. The designated stuvers of the OSR will elaborately report on the positions adopted

there at the next OSR meeting, after a meeting of the concerning council. A copy of these reports must

be taken to the first OSR meeting and are best sent to the Day‐to‐Day Management by email.

Art. 8 The OSR can also authorise students who act as invitees in working groups. They are asked to give a true

and fair report of the acts performed in these working groups. Invitees cannot act on behalf of the OSR

without prior consent.

Art. 9 The Chairman, Vice‐Chairman, Secretary and Communications Manager form the DB of the OSR and are

elected from the elected designated stuvers of the OSR. The DB takes care of the ins and outs in the

OSR, in particular the communication, the internal and external contacts, guaranteeing the

coordination, execution and monitoring of the functioning of the OSR. They are supported in this by the

Participation Coach of the department.

Procedures

Art. 10 Working groups can be set up during the academic year. The target of the working groups is to address

the subjects under investigation quickly and efficiently. The composition of the working groups and the

selection of the subjects occur on a voluntary basis. Every member and invitee can participate in

different working groups. One full member of the OSR must be present in each working group.

Art. 11 The DB drafts the agenda, spreads the preparatory documents and coordinates the execution of the

decisions that were taken during previous meetings in cooperation with the Department Participation

Coach. Each meeting and (provisional) agenda, together with the preparatory documents, is announced

one week in advance by personal email to the elected student representatives and substitutes and

possibly through the collaboration site. Non‐members who are treating the subjects on the agenda can

also be invited.

Art. 12 The agenda of each meeting provides for the opportunity to discuss miscellanea and a personal agenda

item that is in line with the powers and duties as described in the participation rules. Members who

want to treat extremely pressing subjects must inform a member of the DB in advance. Regular agenda

items must be requested with a DB member or the Department Participation Coach one week prior to

the next meeting

Art. 13 To make decisions we seek for a consensus. If desirable a vote can be held. Each OSR member, except

for the Chairman, casts one vote. The Chairman has no vote. In case of a tie, the Chairman will decide

(this is no veto right).

Art. 14 The OSR unanimously proposes an advice or action. Members cannot organise, support or participate

in activities without permission of at least the DB and the Department Participation Coach. In case of

representation the views of the OSR must always be defended. In the SRA, the designated student

representatives of the concerning OSR always defend and present the views of the own OSR of which

they are direct spokespersons in the SRA.

Art. 15 The DB can take decisions for reasons of urgency and these decisions and the resulting actions are

presented on the next meeting and can then be adapted if desirable.

P a g e | 31


Art. 16 The meeting dates for the entire academic year are preferably determined at the start of the academic

year and communicated through the collaboration site or a different agreed channel. The date of each

OSR meeting must be determined at latest during the previous meeting.

Art. 17 The Secretary or substitute takes notes at each OSR meeting. This report is sent to the Participation

Coach for proofreading who then publishes it on Dinar. The Communications Manager sends the link to

the report to all members of the concerning OSR, the Coach, the Dean and Programme Coordinators,

and possibly the General Artevelde Participation Coach at latest two weeks following the meeting.

Art. 18 The OSR assembles at least five times per year. The first meeting is held at latest one week following the

student representative elections in the department groups. It is advisable that the OSR has one meeting

before the Christmas holidays to discuss the exam regulations of the first semester, one after the exams

of the first semester (February), one before the Easter holidays to discuss the exam regulations of the

second semester and a last one at the end of the academic year. Additional meetings can be planned

and are even recommended to ensure the proper functioning of the OSR.

Elections

Art. 19 The elections for the OSR mandates are organised as described in the electoral rules for elections at

micro level or department level.

Penalties

Art. 20 On pain of exclusion, the members are expected to support the objectives of the OSR in word and deed.

The exclusion decision can only be taken by the OSR meeting if there is at least a two‐thirds majority of

the attending persons entitled to vote. Every OSR member can submit a proposal at the DB to put this

item on the next agenda. The OSR meeting can absolutely not agree to exclude of a member if this

occurs upon request of the university college Management Board or a staff member of Artevelde

University College.

Amendments to the Operating Regulations

Art. 21 Proposals concerning an amendment to the electoral rules that compromise the uniformity and

transparency of all OSR’s are avoided.

Art. 22 Proposals concerning an amendment to the regulations can at any time be formulated by OSR members.

These proposals must be sent to the student representatives and substitutes of the concerning OSR and

the DB of the SRA two weeks in advance. The participation guide must clearly indicate which

adaptation(s) this concerns. At the next OSR meeting, after voting, a positive or negative advice on the

amendment proposal is formulated. This advice is communicated to the DB of the SRA. If the meeting

of the concerning OSR has given a positive advice, then the SRA meeting can ratify this advice and as

such the suggested adaptations, as long as there is a two‐thirds majority in the SRA meeting. The

adaptations are then added in an annex to this guide.

Finances

Art. 23 The operating budget for the student participation at department level is supplied from the department

budget. The participation budget per department is calculated as follows: €300 per department plus

€0.01 per enrolled credit (counting of 1 December preceding the budget period). The stuvers and Coach

make use of a work plan per calendar year which is based on a budget per calendar year. This work plan

is submitted for approval to the Dean and the Director of Education and Student Policies. A template of

this work plan can be found on the Student Council website.

P a g e | 32


Art. 24 During the OSR, snacks (such as sandwiches or something else) are provided at the expense of the

department budget for student participation. Stuvers are not meant to pay for this.

Art. 25 In addition to the purchase of sandwiches for the meetings, the OSR's budget should be used to support

and improve the operation of the OSR. Examples for which the budget can be used:

‐ Purchase of communication materials

‐ Organisation of training session(s) or teambuilding for the stuvers of the OSR

‐ Organisation of activities which lead to an improved familiarity of the stuvers within

the departments (e.g. during the stuver elections at the start of the AY, actions

throughout the year, etc.)

‐ Support for the organisation of stuver workgroups

‐ etc.

When an OSR wants to organise an activity for all students of a department, they can request sponsoring

through the Office of Student Support (as long as certain rules are followed).

Art. 26 This budget can be used after approval by the department Participation Coach (who follows the

department‐specific procedures). Stuvers always need to discuss the purchases with their Participation

Coach at least 3 weeks before the activity.

Art. 27 Purchases made in function of the OSR are recorded with the student participation financial code (SPR).

The Participation Coach can request an overview of the budget’s current situation through the budget

holder, being the Dean, and inform the stuvers of this.

Special Provisions

Art. 28 Two or more OSRs can decide to cooperate on a regular basis, for example on a common campus or for

parallel study programmes (e.g. AUD and LOG). They must still elect separate representatives for the

OR.

6.3 ARTEVELDE UNIVERSITY COLLEGE STUDENT COUNCIL (SRA)

General Provisions

Art. 29 The Artevelde University College Student Council (SRA) represents all students of Artevelde University

College. It is the contact point and advisory body for all students at Artevelde University College and it

maintains contacts with the representatives of the University College Board. It is also the most important

contact institution between the entire university college and the student councils of other educational

institutions (through VVS or GAST).

Art. 30 Every student has the right to access the operating regulations and the reports of the SRA meetings.

General information on the student council can be found on the website

(www.arteveldehogeschool.be/studentenparticipatie). All SRA reports can be consulted on Dinar

(diensten – dienst studentenvoorzieningen ‐ onderwijs en studenten – studentenparticipatie). Specific

information for certain groups is available on the collaboration site (e.g. suggestions for agenda items,

attendance lists …). The General Artevelde Participation Coach invites the SRA stuvers to become a

member of this collaboration site.

Rights and Obligations of the Members

Art. 31 Each OSR has but one vote in the SRA meeting through the elected designated student representatives

(stuvers) for the SRA. In case several stuvers of the same OSR are attending, they must seek for a

consensus and decide on one vote.

P a g e | 33


Art. 32 Attending the meeting is a basic obligation for the members. In case of absence, the stuvers will send

another student from their OSR to represent the department. If a stuver is unable to represent his/her

group, he/she must apologize in advance at the Day‐to‐Day Management (DB) of the SRA.

Art. 33 SRA members can reside at any time. They must inform the DB of the SRA and the General Artevelde

Participation Coach in time. They will not be asked to explain their decision. In case a resigning member

of the OSR lays down a mandate as well, the DB immediately designates a substitute. A new mandatary

will be elected at the next OSR meeting. The General Artevelde Participation Coach will always be

informed and the Department Participation Coach adapts the stuver file in the Student Tracking System.

Art. 34 All students or every person at Artevelde University College has the right to be heard on specific subjects

concerning the entire university college, providing they inform a member of the DB before the meeting.

Art. 35 All members who act on behalf of the SRA must inform the DB of the SRA in advance and will be expected

to give an oral report in the next SRA meeting.

Art. 36 SRA members who, as an elected designated stuver, represent the SRA in other bodies, have a duty to

loyally represent any positions that were adopted by the SRA by a simple majority vote. The designated

stuvers of the SRA have autonomous decisive power for those agenda items the SRA was not informed

of, or for which insufficient information was available at the moment the SRA meeting took place.

Following a meeting of the concerning council, the designated stuvers of the SRA will elaborately report

on the positions adopted there. A copy of these reports must be taken to the SRA meeting and is

transferred by email to the Day‐to‐Day Management of the SRA and the General Artevelde Participation

Coach.

Art. 37 The SRA can also authorise students to act as invitees in working groups. They will report on the acts

performed in these working groups. Invitees cannot act on behalf of the SRA without prior consent.

Art. 38 The Chairman, Vice‐Chairman, Secretary, Communications Manager, Chairman Internal Working Group

and Chairman External Working Group form the DB of the SRA and are elected from the elected

designated stuvers of the SRA. The DB takes care of the ins and outs in the SRA, in particular the

communication, the internal and external contacts, guaranteeing the continuity and coordination,

execution and monitoring of the functioning of the OSR. They are supported in this by the General

Artevelde Participation Coach.

Procedures

Art. 39 Working groups can be set up during the academic year. The target of the working groups is to address

the subjects on the agenda quickly and efficiently. The composition of the working groups and the

selection of the subjects occurs on a voluntary basis. Every member and invitee can participate in

different working groups. One full member of the SRA must be present in each working group.

Art. 40 The DB drafts the agenda, spreads the preparatory documents and coordinates the execution of

decisions that were taken during past meetings in cooperation with the General Artevelde Participation

Coach. Together with the preparatory documents, each (provisional) agenda is communicated one week

in advance by personal email to the elected student representatives (CC: the department Participation

Coaches and OSR Chairmen) and possibly through the collaboration site. Non‐members who are dealing

with those subjects that are on the agenda may also be invited.

Art. 41 The agenda of each meeting provides for the possibility to discuss miscellanea that are in line with the

powers and duties as described in the participation rules. Members who want to treat unusual or

extremely pressing subjects must inform a member of the DB in advance. Regular agenda items must

P a g e | 34


be requested at a DB member or the General Artevelde Participation Coach one week prior to the next

meeting.

Art. 42 To make decisions we seek for a consensus. If desirable, a vote can be held. SRA Stuvers from the same

department who are entitled to vote can all together cast one vote. The Chairman has no vote. In case

of a tie, the Chairman will decide (this is no veto right).

Art. 43 The SRA proposes an advice or action by majority vote. SRA Members cannot organise any activities

without permission of at least the DB. In other (internal and external) bodies, the designated student

representatives of the SRA always defend and present the views of the own SRA of which they are direct

spokesperson. They always pass on feedback to the SRA.

Art. 44 The DB can take decisions for reasons of urgency and these decisions and the resulting actions are

presented on the next meeting and can then be adapted if desirable. The SRA members are informed of

extremely pressing actions.

Art. 45 The meeting dates are determined at the start of the academic year and communicated through the

website www.arteveldehogeschool.be/studentenparticipatie (under planning).

Art. 46 The Secretary or substitute take notes at each SRA meeting. The report is transferred to all SRA

members, the Department Participation Coaches (CC: The Chairmen of the OSR), the University College

Management Board and the General Secretary of Artevelde University College.

Art. 47 The SRA assembles once per month except during holidays. Additional meetings can be planned and are

even recommended to ensure the proper functioning of the SRA.

Elections

Art. 48 The elections for the SRA mandates are organised as described in the electoral rules for elections at

meso level or Artevelde University College level.

Penalties

Art. 49 On pain of exclusion, the members are expected to support the objectives of the SRA in word and deed.

The exclusion decision can only be taken by the SRA meeting if there is at least a two‐thirds majority of

the attending members. Every SRA member can submit a proposal at the DB to put this item on the next

agenda. The SRA meeting cannot in any case agree to exclude a member if this occurs upon request of

the University College Management Board or a staff member of Artevelde University College.

Amendment to the Operating Regulations

Art. 50 Proposals concerning an amendment to the electoral rules that compromise the uniformity and

transparency of the SRA are avoided.

Art. 51 Proposals concerning an amendment to the regulations can at any time be formulated by SRA members.

These proposals must be sent to the SRA student representatives two weeks in advance. The proposals

must clearly indicate and argument which adaptation(s) this concerns. At the next SRA meeting, a

decision on the proposal will be made through voting. The adaptations can be accepted as long as there

is a two‐thirds majority in the SRA. The adaptation is then added in an annex to this guide.

Finances

Art. 52 The operating budget for the student participation on institutional level is supplied from the budget of

the Office of Student Support. The participation budget is € 13,700 per calendar year. The stuvers and

P a g e | 35


Coach make use of a work plan per calendar year which is based on a budget per calendar year. This

work plan is submitted for approval to the Head of the Office of Student Support and the Director of

Education and Student Policies. A template of this work plan can be found on the Student Council

website.

Art. 53 The SRA's budget should be used to support and improve the operation of the SRA. Examples for which

the budget can be used:

‐ Purchase of communication materials

‐ Organisation of training session(s) or teambuilding for the stuvers of the OSR

‐ Organisation of activities for introduction (at the start of the AY) or to thank the

stuvers (at the end of the AY)

‐ Organisation of activities which lead to an improved familiarity of the stuvers within

the university college (e.g. during the stuver elections at the start of the AY, actions

throughout the year, etc.)

‐ Support for the organisation of stuver workgroups

‐ etc.

When the SRA wants to organise an activity for all students of the university college, they can request

sponsoring through the Office of Student Support (as long as certain rules are followed).

Art. 54 This budget can be used after approval by the General Artevelde Participation Coach (who follows the

university college procedures). Stuvers always need to discuss the purchases with their Participation

Coach at least 3 weeks before the activity.

Art. 55 Purchases made in function of the SRA are recorded with the student participation financial code (SPR).

The Participation Coach can request an overview of the budget’s current situation through the budget

holder, being the Head of the Office of Student Support, and inform the stuvers of this.

Art. 56 Reimbursements of commissioned costs

Food and drink

Only non‐alcoholic and alcoholic drinks <€2.5 can be reimbursed.

The maximum reimbursement limit is €15 per meal per person.

During the SRA, snacks (such as sandwiches or something else) will be provided on the

expense of the student participation budget. Stuvers are not meant to pay for this.

Transport costs

Public transport: second class or Go‐pass. You can request a Go‐pass at the General

Artevelde Participation Coach.

Parking ticket

Telephone costs

Reimbursement through the numbers that are indicated on the invoice.

Maximum of €50 per person per academic year

Only for the Chairman of the SRA

These costs can be reimbursed if the stuver presents supporting documents and provides the completed

and signed document ‘Reimbursement of guest speaker costs’ to the General Artevelde Participation

Coach. The correct procedures and rules must be followed. You can find the document ‘Reimbursement

of guest speaker costs’ on the website www.arteveldehogeschool.be/studentenparticipatie under

‘documenten’.

P a g e | 36


6.4 COMMUNICATION AND ADMINISTRATION

Art. 57 Communication is essential to ensure the smooth functioning of the different bodies on the one hand

and the students, staff, management board and stuvers on the other hand. Stuvers are first of all student

representatives and represent the voice of their group rather than their own voice. To enable and

promote this communication, different paths were developed. These paths are presented in a table on

the next page ‘Student Participation: What to Find Where?’

P a g e | 37


Student Participation: What to Find Where?

Information for whom?

Internal and external parties Staff and students Members of certain groups

Members Stupar Forum

SRA members + coaches

OSR members

Where? WEBSITE www.arteveldehogeschool.be/studentenparticipatie or www.ikbenstuver.be

DINAR MIJN DINAR – SAMENWERKEN – Fora ‐ forum stupar

MIJN DINAR – SAMENWERKEN ‐ Participatie ‐ Arteveldestudentenraad

MIJN DINAR – SAMENWERKEN ‐ Participatie – Opleidingsstudentenraad

Please note: Students cannot (yet) visit these sites through Mijn Dinar. They should receive the link to these sites from their Participation Coach and they should bookmark them so they can visit these sites in the future.

What? General information: Participation Guide and rules Dates of internal and external councils Photos of activities News Contact Stuver mandates Templates …

OSR reports: department education and student participation SRA reports: Office of Student Support Education and students Student participation

Reports stupar forum Voting forms Internal documents Agenda proposal Meeting calendar Order forms …

Internal documents: Agenda proposal Meeting calendar Stuver file with attendance lists Forum …

Internal documents: Agenda Proposal Meeting calendar Attendance lists Forum …

E‐mail: (The members of these e‐mail groups are managed by the General Artevelde Participation Coach)

Address Recipient(s)

[email protected] SRA Communications Manager and SRA Participation Coach

[email protected] SRA Chairman

[email protected] All SRA stuvers

[email protected] DB of the GDM department (same for the other departments)

[email protected] All SRA stuvers and all DB members of the OSRs

P a g e | 38


Art. 58 The email addresses [email protected] and [email protected] are an

important link for communication between the different bodies. At the request of the management, the

email addresses are managed by the General Artevelde Participation Coach and SRA Communications

Manager, and the SRA Chairman respectively who gather all information centrally. All students, staff

and Management Board members can request the required information from the managers of these

email addresses.

Art. 59 The website, Dinar and Mijn Dinar are without any doubt the preferred tools to enable proper

communication towards all students and stuvers. The website can be accessed through

www.arteveldehogeschool.be/studentenparticipatie. On this website you can find general data

concerning the university college Student Council. On Dinar, all students, staff and Management Board

members of Artevelde University College can find all information concerning student activities in the

reports. Mijn Dinar is the perfect tool for stuvers and Participation Coaches to stay informed of all files,

texts, agenda items, meetings, activities … that were discussed on the SRA and other bodies.

Art. 60 The reports, announcements and invitations of the student participation all make use of the same

template. This template is uniform for each body and is published on the website (documents). The

reports are posted on Dinar – opleiding – onderwijs en studenten – studentenparticipatie voor OSR en

Dinar – dienst studentenvoorzieningen – onderwijs en studenten – studentenparticipatie voor SRA.

Art. 61 For the Day‐to‐Day Management is opted for oral communication to establish a good relationship and

proper communication. In these meetings, (pressing) positions can be adopted in advance, which can

then be explained later during the actual meeting. This is to avoid misunderstandings. Usually the

department student councils assemble each month. However, the members of the OSR Day‐to‐Day

Management are free to decide otherwise. The Stuver Centre in the Sint‐Amandstraat 88, 9000 Ghent,

is made available by the school for the student’s associations of Artevelde University College. An access

key is given to the members of the DB of the SRA. Stuvers agree to comply with the jointly drafted

household regulations of this Stuver Centre. Anyone who uses the centre, digitally confirms his/her

presence on the SRA collaboration site – document “aanwezigheden stuverhuis”. The contact person

for facility questions about the Stuver Centre is Kristof Pauwels – [email protected].

Art. 62 For each department, a digital directory will be made available on Mijn Dinar, containing all OSR data

(except for the reports which can be found on Dinar). In these directories you will find the lists and

mandates of all stuvers of the department for this academic year, the invitations, the agenda items, the

activities etc. The intention is that all stuvers can consult and monitor these folders. The folders are

managed by the department Participation Coach. An OSR can choose to work with another channel that

has the same purpose.

Art. 63 The Student Tracking System (SVS) serves as a basis to list all stuvers of the university college. This

registration is required to ensure the proper functioning of the student participation. Obviously the

availability of the email address and telephone number of every stuver leads to proper mobilisation.

This way every stuver can simply be informed of current activities, files, agenda items, possible meetings

etc. The department Participation Coaches are responsible for the input in this list on department level.

The General Artevelde Participation Coach takes care of the list on SRA level.

P a g e | 39


6.5 THE STATUS OF STUDENT REPRESENTATIVE

Belgian Higher Education Codex Art. II.334 § 1. In consultation with the student council, the board draws up a

student representative status. This status determines the required facilities of student representatives in

internal and external councils and bodies in order to ensure proper representation. The facilities must at least

concern the manner in which educational activities and exams can be planned flexibly in relation to the

functioning of these councils and bodies, and the possibility to deviate from certain deadlines and the

mandatory presence on exams when it would compromise the proper functioning of student representation. §

2. In consultation with the student council, the institutional board determines a list of those mandates for which

the status mentioned in paragraph 1 applies. It will also take into account any mandates on supra‐institutional

level. § 3. The institutional board appoints an Ombudsman’s Office where the student representatives can

complain if their rights are not respected.

Art. 64 To comply with the above article from the Belgian Higher Education, a status is drawn up for every stuver

at Artevelde University College. This stuver is granted facilities depending on the councils he/she

participates in. A template of this status is added to this guide as an annex.

To be able to use these facilities, the stuvers must contact the Diversity Coach of their department. They

can do so through this link: www.arteveldehogeschool.be/aanvraagstatuut. The stuvers are always

personally responsible for accurate and timely communication of their facilities to their lecturers and

Diversity Coach.

In case of complaints on the application of the status, stuvers can go to the General Artevelde

Ombudsman: Delphine Goethals ([email protected]).

6.6 THE STUDENT REPRESENTATIVE CERTIFICATE

Art. 65 When they graduate, student representatives receive a certificate with an overview per academic year

of the councils where they carried out a mandate. The Department Participation Coach, and for SRA

stuvers the General Artevelde Participation Coach, is responsible for monitoring the attendances of

stuvers on internal and external councils. The statement on the stuver certificate is granted when they

have kept to the agreements determined in advance. These arrangements as well as the specific

statement can be found in an annex to this guide.

P a g e | 40


6.7 LIST OF USED ABBREVIATIONS

AUC Artevelde University College

AR Academische Raad (Academic Council)

AUGent Associatie Universiteit Gent (Ghent University Association)

AV Algemene Vergadering (General Meeting)

AY Academic year

CPBW Comité voor Preventie en Bescherming op het Werk (Committee for Prevention and

Protection at Work)

DB Dagelijks Bestuur (Day‐to‐Day Management)

ESU European Students Union

GAST Gentse Associatie Studentenraad (Ghent Student Council Association)

JAP Jaarlijks Actieplan (Annual Action Plan)

OC Opleidingscommissie (Department Committee)

OR Opleidingsraad (Department Council)

OSR OpleidingsStudentenRaad (Department Student Council)

OT Opleidingsteam (Department Team)

PF

RVB

Participatieforum (Participation Forum)

Raad Van Bestuur (Administrative Board)

SRA Studentenraad van de Arteveldehogeschool (Artevelde University College Student Council)

StuGent Student in Gent (Student in Ghent)

STUPAR Studentenparticipatie (Student Participation)

Stura Studentenraad (Student Council)

Stuver Studentenvertegenwoordiger (Student Representative)

SVS StudentVolgSysteem (Student Tracking System)

VLHORA Vlaamse Hogescholenraad (Flemish Council of University Colleges)

VLOR Vlaamse Onderwijsraad (Flemish Education Council)

VVS Vlaamse Vereniging van Studenten (Flemish Union of Students)

P a g e | 41


6.8 ANNEXES:

1. Status of student representative

2. Certificate for student representatives

3. Job description Department Participation Coach

4. Application procedure for activities on campus Kantienberg

P a g e | 42


6.8.1 ANNEX 1: STATUS OF STUDENT REPRESENTATIVE

Status of student representative

Councils Facilities to perform the assignment

Department Student Council (OSR) Department Council (OR) Artevelde University College Student Council (SRA)

No compulsory attendance during educational activities

Day‐to‐Day Management SRA Stuvo Council Academic Council (ACR) and Participation Forum (PF) Committee for Prevention and Protection at Work (CPBW) Working groups education and student policy

No compulsory attendance during educational activities Flexible arrangement for submitting assignments* Flexible arrangement for assignment and examination formats*

Ghent University Association Student Council (GAST) Flemish Union of Students (VVS) General Meeting AUGent StuGent Steering group kot@Gent

No compulsory attendance during educational activities Flexible arrangement for submitting assignments* Flexible arrangement for assignment and examination formats* Flexible arrangement for examinations*

*Please contact the Diversity Coach of your department to make arrangements regarding these

facilities.

Ombudsman for student representatives: [email protected]

P a g e | 43


6.8.2 ANNEX 2: CERTIFICATE FOR STUDENT REPRESENTATIVES

Certificate for student representatives

Upon graduation, stuvers receive a certificate with a more detailed listing of the councils they were a

member of.

1) Formulation and order of the councils:

Department level:

Academic year +

Artevelde University College student representative

*Member of the Department Student Council

Member of the Department Council

SRA level (internal):

*Member of the general student council

Member of the consultation with the university college board

Member of the council of the Office of Student Support

Member of the Committee for Prevention and Protection at Work

Member of the working groups education and student policy

Chairman of the working group internal councils

Chairman of the working group external councils

SRA level (external):

*Member of the Flemish Union of Students

* Member of the Ghent University Association Student Council

Member of the General Meeting of the Ghent University Association

Member of the consultation with the City of Ghent

Member of the steering group kot@Gent

* member can be replaced by: Chairman, Vice‐Chairman, Secretary, Communications Manager,

substitute member and/or up to two other functions to be determined by the departments (provided

that there is a clear job description for these functions)

P a g e | 44


2) Agreements on the award of the certificate:

‐ ‘substitute member’ if the stuver at least once replaced the effectively elected stuver in this

council.

‐ ‘member’ if the stuver was present at least half of the meetings for which he/she was elected and

apologised on time for his/her absence.*

If the stuver does not meet these conditions, he/she will not receive the title of ‘substitute’ unless re‐

elections were held and the stuver was elected as ‘substitute’.

If a substitute meets the conditions, he/she will receive the title of ‘member’ on his/her diploma

supplement.

‐ ‘Chairman, Vice‐Chairman, Secretary, Communications Manager’ if the assignments were fulfilled

as described in the participation guide and the stuver meets the conditions for the title of ‘member’.

Note: Chairman and Vice‐Chairman can only list one of the four functions of the DB on their diploma

supplement. Secretary and Communications Manager can list both titles if the same stuver took up

both functions.

An OSR can create two additional functions that can be mentioned on the certificate. The job

descriptions of these functions must be well‐defined and communicated.

* An example for clarification:

A stuver of the OSR resigns his mandate in February. At that moment, only three of the seven

meetings have taken place. He does not receive the title of ‘member of the Department Student

Council’ because he did not attend half of the meetings.

A new stuver for the OSR is elected from the class group. From February, there are still four OSR

meetings. The new stuver can only obtain the diploma supplement of ‘member of the Department

Student Council’ if he is present at least two of the remaining meetings and apologises for his

absence.

3) Who keeps the attendance record?

According to the job profile of the Participation Coach, it is his/her responsibility to keep record of

the attendance of stuvers of the Department Student Council, the Department Council, the Artevelde

Student Council and other councils. We suggest that the Participation Coaches keep record of the

attendances and, together with the DB, draw up an overview after the last OSR of the stuvers who

need to receive the certificate and which title.

P a g e | 45


6.8.3 ANNEX 3: JOB DESCRIPTION DEPARTMENT PARTICIPATION COACH

Definitive version (AC 07/07/2010)

Job profile Student Participation Officer (Participation Coach)

Each main category can be supplemented with programme-specific tasks and responsibilities.

Coaching stuvers and the functioning of the Department Student Council o motivating students to make a commitment as student representative (stuver); o coordinating stuver visits per basic group; o organising stuver elections; o attending the installation meeting of the Department Student Council; o attending other Department Student Council meetings according to topic or on request; o keeping record of the attendance of stuvers of the Department Student Council,

Department Council and general Artevelde University College Student Council (SRA) and motivating them to attend;

o evaluating the Department Student Council; o coaching stuvers for competences such as holding meetings, organisation, etc.; o reviewing and following up on the report of the Student Council; o etc.;

…with the aim of stimulating the development of the stuvers’ competences and ensuring the quality of student participation.

Acting as a point of contact for stuvers

o internally refer stuvers with specific substantive or organizational questions; o coaching stuvers for activities and projects with dossiers regarding logistics, finance or

content; o etc.;

…with the aim of supporting the substantive functioning.

Communication and consultation o participating in the student participation forum and giving feedback on the Department

Student Council and own coaching in the department; o advising the Office of Student Support regarding student participation at Artevelde

University College; o acting as a contact person regarding department student participation for the Office of

Study and Career Guidance, other departments and offices; o sharing of expertise; o raising awareness of student participation among colleagues; o making the student's associations visible in the department, together with the Department

Student Council; o etc.;

…with the aim of achieving a transparent communication and learning from each other.

Department-related areas of responsibility and result-oriented fields

o The Officer works under the hierarchical leadership of the Dean who may delegate the functional management. The tasks are performed in consultation with the functional manager.

6.8.4 ANNEX 4: APPLICATION PROCEDURE FOR ACTIVITIES ON CAMPUS KANTIENBERG

Application procedure for the organisation of activities on campus

Kantienberg AY 2016‐2017 Step 1:

Gather proposals in own OSR + draw up annual planning/work plan.

Step 2:

Submit annual planning/work plan to the Department Participation Coach (the contact person for

your department can be found on the website www.arteveldehogeschool.be/studentenparticipatie

and on Mijn Dinar.

Step 3:

The (Department) Participation Coach adds the desired date + nature of the activity to the online

planning agenda. This document is the ‘provisional agenda’ of the stuver activities.

[email protected] records this and the activity is registered as ‘pending approval’.

Activities are only definitively scheduled after synchronization in the Kantienberg consultation (for

dates, see website below planning). You can find this agenda in Outlook in the ‘Openbare mappen’

(Public folders) folder below ‘Aanvraag activiteiten Kantienberg’ (Application activities Kantienberg).

Step 4:

After synchronisation in the Kantienberg consultation, the OSR will be notified by its (Department)

Participation Coach of the (dis)approval of the activity. It is possible that we ask you to find another

date in function of the general campus planning. From then on, the activity receives the status

‘approved’ and it is scheduled.

Step 5:

The OSR will independently work out the activity and will send an email to

[email protected] to make further arrangements regarding the location, needed

equipment (tables and chairs), opening and cleaning of the room, etc.

Please note that renting additional equipment is not possible through the staff of campus

Kantienberg. Only the available equipment on campus can be freely used, provided good

arrangements regarding the collection and replacement of equipment. For your information: there

will also be a FAQ plan for the organisation of activities on campus Kantienberg (contact person:

Lieve Samyn).

Important!

Sponsorship can be provided if a number of house rules are respected. Always remember the rule of

three:

1. Is the activity intended only for the OSR? Ask the Department Participation Coach what the possibilities and procedures are regarding funding (e.g. teambuilding only for stuvers from Midwifery).

2. Is the activity intended for all students of a department or for multiple departments of the same campus? Ask a campus staff member of the Office of Student Support what the possibilities are (e.g. Easter eggs for all departments on Kantienberg).

3. is the activity intended for departments of all campuses or for at least two campuses? Ask the General Artevelde Participation Coach Lien Segers what the possibilities are (e.g. promotional material for the Student Council for all stuvers of all departments).

Do you have any questions? Send an email to [email protected]

participatiegids '17-'18 en€¦ · guide for student participation ay 2017‐2018...

Documents